Travel Guidelines

Travel Guidelines & Policy

Conferences

State Sponsored

State-sponsored conferences or seminars must be in accordance with the maximum federal domestic per diem amounts for meals and lodging. The cost of extra items, such as meeting room rentals, equipment, luncheons and breaks will be considered separately. In selecting the conference site, the agency should consider cost, location and any other special requirements. No alcoholic beverages will be reimbursed. Standard procurement procedures should be followed.

Non-State Sponsored

When employees attend conferences sponsored by other than a state agency, there is no control over the location of the conference. If the lodging rate exceeds the maximum per diem rates, the traveler should receive prior approval from the Director of Business Affairs. The traveler should consider the following when submitting an over-the-maximum request (PDF)*    (TXT) :

• If there is available lodging within the rate at a nearby location
• Transportation cost saved by staying at the conference site
• Late evening or early morning conference functions
• The attendee is an officer of the sponsoring organization
• The attendee is a lecturer or performing other functions essential to the conference
• If the conference agenda indicates that meals will be provided as part of the conference registration fee, then a reduction to the per diem amounts must be made on the travel voucher submitted.
• Social activities such as sight seeing, golf outings etc. are considered personal expenses and will not be reimbursed.
• When travelers stay at the conference site, it is usually not necessary to incur transportation expenses to attend conference events. Also, many conferences offer direct transfers from transportation terminals to the conference site. If a traveler rents a vehicle, the expense must be justified.