PURPOSE
The purpose of this General Letter is to ensure all agencies comply with the provisions of the State Travel Regulations. Please note that where variations occur between collective bargaining contracts and this General Letter, the contracts have precedence.
The regulations delegate authority to agency heads to authorize travel expense reimbursements, except that the Comptroller’s Office will continue to administer tuition, training or travel reimbursements applicable to certain collective bargaining agreements. Within the guidelines set forth in the regulations, and any travel policies issued by the State Comptroller or the Department of Administrative Services, each agency must establish its own written procedure for travel reimbursement decisions and approvals.
This General Letter supersedes the previous General Letter dated May 22, 2025.
SCOPE
This General Letter applies to all employees in the Executive Branch under the jurisdiction of the Department of Administrative Services, Human Resources Management.
POLICY
Travel
Please refer to OSC Memorandum No. 2022-32r for travel procedure information.
Use of personally-owned vehicles and mileage reimbursements are governed by General Letter No. 115, Policy for Motor Vehicles Used for State Business.
Meal Reimbursement Rate
Eligibility for reimbursement for meals is governed by Section 5-141c-5 of the State Travel Regulations. Reimbursement shall be commensurate with the rates listed on the Travel Reimbursement Reference Chart issued by the Department of Administrative Services and the Office of the State Comptroller.
The per diem information includes a breakdown of the amount allocated to breakfast, lunch and dinner. Employees are entitled to the full per diem for "Meal and Incidentals" for each full day’s travel. If any meal is otherwise provided in the cost of the conference or seminar, the allocated amount for that meal should be deducted. The determination of whether an employee is entitled to a full day’s reimbursement is governed by the arrival and departure times set forth in Section 5-141c-5. Taxes on meals are fully reimbursable. Gratuities are reimbursable at a rate of 15%.
Blanket Travel Authorizations
Agencies may approve blanket authorizations for travel for employees required to travel on a continuous basis as part of their regular duties. The authorization must state the time period for the authorization and the scope of the authorization.
OTHER
Please contact the assigned DAS HR Business Partners or HR Policy and Information Systems Unit for questions regarding this policy
