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Library: Policy

340:2-11-119. Vehicle travel reimbursement

Revised 9-15-22

(a) Vehicle selection and Trip Optimizer. 1

(1) Oklahoma Human Services (OKDHS) employees seek the least expensive travel option when planning work-related travel. OKDHS employees are required to seek the use of an OKDHS fleet vehicles as a cost-saving measure when feasible.

(2) When authorized work-related travel requires driving distances greater than 100-Global Positioning System (GPS) miles per day, and a state-owned or employee-assigned vehicle is not used, the employee must use the Trip Optimizer to find the least expensive travel option, such as a leased vehicle, per Section 85.45l of Title 74 of the Oklahoma Statutes.

(b) Privately-owned vehicles.

(1) An employee or non‑employee is reimbursed for the use of a privately-owned vehicle at the authorized rate regardless of the number of persons transported.  • 2

(2) Privately-owned vehicle travel reimbursement must not exceed the Global Positioning System (GPS) mileage for work-related travel.

(3) An employee or non-employee traveling on official business using a privately-owned vehicle is reimbursed on the basis of the actual number of miles traveled, from the official duty station to the first official call, subsequent official calls, and return to the official duty station.

(A) An employee or non-employee may claim reimbursement for transportation from his or her home to the first official call, subsequent official calls, and back to his or her home, based on actual miles traveled, not to exceed the mileage as calculated from his or her official duty station.

(B) An employee or non-employee returning to a destination, other than the original starting point, must have supervisory approval and provide justification.

(C) Designated on-call staff may claim travel reimbursement to and from home, instead of his or her official duty station, when travelling to any official call.

Revised 9-15-22

1.  Oklahoma Human Services (OKDHS) employees consider vehicle selection in the most cost-effective order beginning with:

(A) An OKDHS fleet vehicle;

(B) the Office of Management and Enterprise Services motor pool;

(C) Enterprise Rent-A-Car lease vehicle; or

(D) his or her own private vehicle.

2.  OKDHS uses the applicable mileage reimbursement rate approved by the Office of Management and Enterprise Services.

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