9.85.130 Expense allowance and reimbursement

9.85.130 Expense allowance and reimbursement.

(a) WSSC will only pay for the traveler’s expenses for their associated official business expenses.

(b) If a traveler is not using a P-Card, the traveler will be reimbursed for the actual costs for lodging upon submission of a travel expense report.

(c) Traveler will be reimbursed for mileage at the WSSC’s established rates for the use of their personal vehicles, while on official Commission business, for miles that are over and above their normal daily commute upon submission of a travel expense report.

(d) Reimbursement is made for actual mileage at the WSSC’s established rate from home to airport, bus or train terminal and return, less one day’s normal commuting mileage.

(1) If the travel involves more than one day and the personal vehicle is used, the daily commuting mileage shall be deducted for one day’s normal commute only.

(2) For example, if a traveler drives from home to Ocean City for a four-day conference and the traveler uses a personal vehicle, the traveler would be reimbursed for the total mileage less one day’s normal commuting mileage.

(3) Mileage deduction would also apply if the traveler had driven to the point of departure, such as the airport, even if the travel time far exceeds your normal commute.

(f) Reimbursable Expenses. The traveler shall be reimbursed for the following additional expenses upon the submission of an expense report and presentation of itemized receipts:

(1) Costs of public and nonpublic transportation between home or office and public carrier terminal, as appropriate;

(2) Costs of public and nonpublic transportation between out-of-town place of lodging and place of business when it is necessary for the traveler to stay farther than walking distance or shuttle services are not available from the place of business;

(3) Long-term or short-term parking fees at terminals;

(4) Parking fees for rental cars, personal vehicles, or for WSSC vehicles where out-of-town use has been authorized;

(5) Required business telephone calls or phone calls to family members;

(6) Gasoline expense for rental cars or for WSSC vehicles where out-of-town use has been authorized; and

(7) Costs for baggage fees.

(g) Single Traveler. The WSSC will only reimburse the traveler for those costs incurred as if the traveler traveled alone.

(h) Nonreimbursable Expenses. The traveler will not be reimbursed for the following expenses:

(1) Hourly parking rates at departure terminals where extended parking is available;

(2) Seat upgrades;

(3) Alcohol;

(4) Gifts and amusements;

(5) Travel life insurance premiums;

(6) In-room entertainment such as pay-per-view movies;

(7) In-flight services such as internet or movies;

(8) Costs of laundry or the cleaning or pressing of clothing;

(9) Theater or amusements or any other form of entertainment; and

(10) Other expenses that are not listed as a reimbursable expense.

(i) Supporting Documentation. All required supporting documentation must accompany the travel request and expense reports accordingly.

(1) Reimbursement for international travel shall be on an actual expense basis.

(2) All monies claimed must be shown in U.S. dollars using the conversion rate actually paid by the traveler.

(3) Miscellaneous business-related expenses incurred as a result of foreign travel are reimbursable, which may include applicable fees for visas and passports. (Document dated July 1, 2021; FIN-2018-2 § (m))