340:2-11-119.1. Lodging reimbursement
Reimbursement is made for lodging when an employee or non-employee, authorized to travel, is in overnight travel status. Reimbursement for lodging is is limited to the current authorized rate. • 1 Reimbursement of the actual cost of lodging, is not limited to the current authorized rate, when the stay occurs at a pre-designated lodging facility. • 2
(1) Overnight travel reimbursement requests when the distance traveled is less than 61-Global Positioning System (GPS) miles, but more than 30-GPS miles one way from the claimant's official duty station, must be approved by the appropriate chief officer. Claims for overnight travel, when distance is under 31-GPS miles, one way, from his or her official duty station must have prior approval from the Director. • 3
(2) Reimbursement for lodging on approved out-of-state trips may not extend more than 24 hours before or after the work-related event, unless additional pre- or post-travel time is beneficial to Oklahoma Human Services (OKDHS), as clarified by the Office of Management and Enterprise Services, Statewide Accounting Manual. • 3
(3) Reimbursement for lodging at one of Oklahoma's state lodges may be billed directly to OKDHS, or an employee or non-employee may pay for the lodging and request reimbursement. • 3
(4) An employee or non-employee staying with relatives or others while in overnight travel status may be reimbursed $10 per night in lieu of lodging expenses.
1. Authorized lodging reimbursement rates are based on the General Services Administration (GSA) rates and vary depending on the location of travel as identified in GSA Continental United States (CONUS) rates for domestic locations and for locations outside of the Continental United States (OCONUS). Employees and non-employees are reimbursed at the maximum reimbursement rate.
(1) When two or more employees or non-employees travel together and share common lodging accommodations, such as a double room, three options for reimbursement are available.
(A) The lodging facility may provide individually billed receipts, splitting the reimbursement between the people sharing the room. The total may not exceed the room rate.
(B) Each employee or non-employee may provide a copy of the receipt and claim one-half (or other appropriate share) of the total.
(C) One individual pays the total lodging and seeks reimbursement for the full amount. The individual making the request must list the other room occupants to help substantiate their overnight travel.
2. Reimbursement for costs associated with a designated lodging facility is made upon satisfaction of the following requirements.
(1) Evidence, such as the announcement or notice designating lodging facility is submitted with reimbursement request.
(2) Reimbursement request may not exceed the single-occupancy room rate charged by the designated lodging facility.
(3) An employee or non-employee lodging in a designated lodging facility, choosing less expensive public lodging, is reimbursed the actual lodging expense, not to exceed the single-occupancy room rate at the designated lodging facility. An employee or non-employee is reimbursed for local transportation costs incurred while traveling between the less expensive lodging and the designated lodging facility. Reimbursement for this local transportation cost is not to exceed the cost-difference between the designated lodging, and the less expensive lodging.
3. To arrange for direct payment of the cost at an Oklahoma state lodge, the employee must obtain prior authorization from his or her immediate supervisor by completing Form 10AD005E, State Lodge Direct Billing Authorization. The authorized Form 10AD005E is presented to the state lodge at registration.