9.85.100 Payments.
(a) Payments of Per Diem.
(1) When the traveler submits a travel per diem request, the traveler will need to indicate the number of days on official business travel.
(2) Except as provided in subsection (e) of this section, once the travel has been approved, every effort will be made to make sure the traveler will receive their per diem allowance within 10 days prior to the actual travel date.
(3) The allowance will be based on the total number of official business days traveled at the applicable daily allowance rates described in this section, per diem expenses.
(4) If the traveler chooses to extend the travel beyond the official business travel date, the traveler will not be reimbursed for travel expenses or paid a per diem for the extended days of travel.
(5) Except as provided in subsection (e) of this section, if the per diem is not requested prior to the start of travel, the traveler will be reimbursed upon their return and upon submission of a travel expense report.
(b) Payments of Expenses.
(1) Out-of-pocket expenses are reimbursable for the following:
(i) Public and nonpublic transportation for business-related travel;
(ii) Parking; and
(iii) Tolls.
(2) Personal entertainment and nonbusiness-related tours or events and the associated travel expense are not reimbursable.
(3) For airport departure, hourly rates for parking are not reimbursable.
(4) Requests for advances for out-of-pocket travel expenses directly attributable and necessary to travel may be approved by the designated approver.
(5) The amount of the advance shall be determined by an estimate of the anticipated out-of-pocket expenses the traveler will incur.
(c) Prepayments of Registration Fees.
(1) Once the travel has been approved, the registration fees for all events may be paid in advance using the office’s or department’s P-Card, if available.
(2) If the traveler pays for the registration on their personal credit card, WSSC will reimburse the traveler upon submission of a travel expense report.
(3) When possible, travelers should plan far enough in advance to take advantage of early-bird registration rates.
(d) Requirements for Cancellation of Advance Payments.
(1) If a traveler receives an advance payment and the trip is subsequently canceled, the traveler shall reimburse WSSC the full amount of the advance within 10 days from the date of the cancellation.
(2) Reimbursement or the return of the advance payment shall be made to WSSC and delivered to the Disbursements Division.
(3) The traveler is responsible for making all appropriate cancellations.
(e) Per Diem Payment Exception.
(1) A designated approver can approve attendance at a conference with the condition that the employee will not receive a per diem payment if the designated approver determines that:
(i) More employees can attend the conference if employees are not entitled to a per diem payment; and
(ii) Increased employee attendance at the conference is in the best interests of the Commission.
(2) A designated approver shall notify the employee, in writing, that the employee’s attendance is conditioned on not receiving a per diem payment. (Document dated July 1, 2021; FIN-2018-2 § (j))