DHSTI Travel Guidelines

University of Southern Maine – Muskie School of Public Service

TRAVEL GUIDELINES

VICINITY TRAVEL

It is the policy at USM-Muskie School to only allow a ten-mile maximum for vicinity travel when going to a training or meeting. This will apply to those individual who are in overnight status. Any mileage over the ten-mile maximum will be reduced on travel vouchers.

MILEAGE REIMBURSEMENT

Mileage reimbursement for travel will be reimbursed for the most direct route of travel (as stated in the DHHS Travel Policy) for example: When traveling from Portland to Augusta the most direct route is Interstate 95 not the Maine Turnpike. Those taking the Turnpike may do so, but will only be reimbursed for 57 miles (see attached mileage chart), tolls will not be paid. Mileage rate reimbursement is $ 0.42 per mile until January 1st, 2009, as of January 1st, 2009 the rate will be $0.44 per mile. Mileage will only be paid from your home if it is the shortest route of travel. If your office is the closest point to the destination, mileage will be calculated from that distance (stated in DHHS Travel Policy).

LODGING

DHHS Staff who are eligible for overnight accommodations will need to pay for their own lodging. Staff who are eligible for overnight lodging will be reimbursed for the cost of their lodging by including that cost on their USM travel voucher. Receipts for lodging need to be sent in along with the USM travel voucher. DHHS staff who cannot afford to attend trainings will need to request a travel advance through the Department of Health and Human Services. It is requested that travel advance requests be submitted at least 14 days prior to the date of the event. Overnight accommodations for large events/trainings will be pre-paid by USM-Muskie School as long as a request is done prior to the event, otherwise the expense will be reimbursed to the traveler after the event. DHHS policy allows one 5 minute phone call per day, up to $3.50. Receipts are required for all telephone charges (can be obtained by hotel receipt upon check-out).

Lodging will be reimbursed as follows:

1. Trainees who reside at least 50 miles from the training site shall be eligible for lodging or reimbursement of one nights lodging.

State of Maine Travel Policy Reference: 10.30.30.b

• Reimbursement is allowed for lodging expenses when the temporary duty station is located more than fifty (50) miles (most direct route) from the closer of either the traveler’s official residence or official headquarters

NOTE:Single rooms are available for an additional charge unless the training is mandatory. This charge is a non-reimbursable expense.

MEAL PER DIEM

Meals will be reimbursed at the per diem rates stated in the DHHS Travel Policy. Meals will only be reimbursed when an overnight stay is required. On the travel day before a training/meeting, reimbursement will be made for dinner and $3.00 incidental charges only (per State of Maine Travel Guidelines and State Controller’s office). Per Diem rates are not allowed if meals were provided at the training. Alcoholic beverages are a non-reimbursable expense and should not be charged to any overnight rooms.

Rev. 11/04/2009

TRVLGUID.doc