340:2-11-119.2. Public transportation reimbursement
(a) Public transportation expenses, such as taxicab or rideshare charges, are reimbursed only upon justification regarding the necessity of use. Public transportation expenses less than twenty-five dollars do not require a receipt.
(b) Reimbursement for leased or rented vehicles used in-state may not exceed the current mileage rate.
(c) An employee or non-employee may be approved to lease or rent a vehicle to use on official business during out-of-state travel; with the Oklahoma Human Services (OKDHS) Director’s or his or her designee’s approval. An employee or non-employee who is approved to lease or rent a vehicle must maintain a mileage log to itemize official and unofficial travel. Reimbursement for leasing or renting a vehicle outside of Oklahoma is authorized at actual cost, plus a prorated fuel cost, based on the actual miles driven for official business, compared to the total miles driven.
(1) Employees or non-employees must obtain the lowest cost lease or rental vehicle available.
(2) Each reimbursement request for the official use of a leased or rented vehicle must be supported by a receipt indicating the number of miles traveled.
(3) Any supplemental or special insurance, such as collision or comprehensive, purchased by an employee or non-employee is at his or her expense.
(d) All air travel is arranged and coordinated through the Support Services, Departmental Services Unit (DSU), travel coordinator. ¢ 1 Out-of-state travel other than by a airline: • 1
(1) must have prior approval and be necessary to meet an OKDHS need; and
(2) may be approved when there is a need due to personal reasons. • 2
(A) Total time in travel status may not exceed the expected travel time based on air travel.
(B) The total mileage reimbursement cannot exceed the maximum mileage rate for the total trip, for all employees or non-employees traveling together, or exceed the total projected cost if air travel was used.
(C) Travel expenses incurred, above the expected travel expenses for air travel, such as overnight lodging, are the employee's or non-employee's responsibility.
1. Air travel procedures are located at Oklahoma Human Services (OKDHS) OKDHS:2-21-109.
2. A cost comparison related to non-air travel versus air travel must be completed to justify claiming non-air travel when making an out-of-state trip.
(1) The Support Services, Departmental Services Unit (DSU), travel coordinator obtains the lowest-coach air travel fare for comparison.
(2) The cost comparison includes the cost for all employees and non‑employees making the trip.
(A) For example, when a request for comparison is made for two employees traveling to a meeting in Dallas, all reasonable costs for two persons for an air travel is compared to the costs for the same trip with mileage calculated for one vehicle.
(B) The total mileage reimbursement cannot exceed the maximum mileage rate, and the total trip reimbursement cannot exceed the total projected cost of the trip if air travel was used.