§ 4300.51. Travel.
(a) The Department will participate in travel expenses for the purpose of conducting official business of the county program. Allowable expenses include transportation, lodging and subsistence. Departmental participation for transportation and subsistence will be at the prevailing county rate but may not exceed the rates paid by the Commonwealth for its employes. Departmental participation for lodging will be at the prevailing county rate.
(b) The Commonwealth rates and limitations for Commonwealth employe travel reimbursement will be published periodically as a Departmental bulletin.
(c) Staff transportation includes necessary travel on railroads, streetcars, buses, airplanes, taxicabs and automobiles. Transportation costs on common carriers are allowable with the limitation that travel may not be authorized as first class unless lesser accommodations are not available. Travel shall be by the most direct route. Out-of-State travel shall require the prior written approval of the appropriate county authority. Advance written approval for out-of-State travel is not required when travel is performed for routine administrative reasons in border areas of the Commonwealth.
(d) Reimbursement for transportation expenses is based on the premise that the place of departure is the headquarters of the employe. If the trip is begun or ended at a place other than headquarters, reimbursement is allowed from the starting point only when the cost from the starting point to the destination is less than the cost from headquarters to the destination.
(e) Local transportation, such as taxicabs, airport limousines, car rentals, and the like are allowable when justified by the travel assignment.
(f) The Department will participate in a mileage allowance to reimburse employes for the use of personal automobiles when on official business.
(g) Parking charges, toll bridges, toll roads, tunnels, ferries and the like are reimbursable to employes operating authorized motor vehicles for official business.
(h) Departmental participation in lodging and subsistence costs will be under prevailing county practice as covered by written policy.
(i) The Department will participate in a subsistence allowance for meals and personal expenses of employes on travel status. The subsistence allowance covers expenses not specifically provided for elsewhere in connection with lodging and transportation.
(j) Employes may be reimbursed for luncheon or dinner meetings which they are required to attend in connection with their official duties, if they are not reimbursed under this chapter.
(k) Travel expenses will be paid upon the submission of an expense voucher which shall be reviewed for compliance with county/joinder requirements, and retained by the appropriate county authority or a designee for auditing purposes. On travel expense vouchers, regardless of the distance traveled, a separate entry shall indicate the amount to be reimbursed for each item or expense—transportation, lodging, meals and miscellaneous. Receipts shall be attached as required by prevailing county practice.
(l) The Department will participate in the cost of providing transportation to clients receiving services. Departmental participation in transportation provided by personal vehicles or motor vehicle pools shall be on a mileage basis as contained in subsection (f). Participation in transportation provided by county owned or leased vehicles is outlined in § 4300.67 (relating to motor vehicles). Logs containing records and details of other types of transportation provided shall be maintained.
Cross References This section cited in 55 Pa. Code § 4300.41 (relating to applicability); and 55 Pa. Code § 4300.59 (relating to recruitment).
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