Title of Rule: Travel reimbursement policy, chapter 16-575 WAC.
Purpose: To establish in rule provisions for reimbursement of actual travel expenses for Washington Wine Commission board members and employees.
Statutory Authority for Adoption: Chapter 15.88 RCW.
Statute Being Implemented: RCW 15.88.050.
Summary: The travel reimbursement rule will allow the Washington Wine Commission to reimburse commission board members and employees for actual travel expenses.
Reasons Supporting Proposal: The Washington Wine Commission adopted the proposed rule as its policy for reimbursement of actual travel expenses in accordance with RCW 15.88.050.
Name of Agency Personnel Responsible for Drafting, Implementation and Enforcement: Steve Burns, 93 Pike Street, Suite 315, Seattle, WA 98101, (206) 667-9463.
Name of Proponent: Washington Wine Commission, governmental.
Agency Comments or Recommendations, if any, as to Statutory Language, Implementation, Enforcement, and Fiscal Matters: Chapter 15.88 RCW as amended in the 2002 legislature allows for reimbursement of actual travel expenses as defined in rule.
Rule is not necessitated by federal law, federal or state court decision.
Explanation of Rule, its Purpose, and Anticipated Effects: The travel reimbursement policy will allow the Washington Wine Commission to reimburse commission board members and employees for actual travel expenses.
Proposal does not change existing rules.
THIS RULE IS BEING PROPOSED UNDER AN EXPEDITED RULE-MAKING PROCESS THAT WILL ELIMINATE THE NEED FOR THE AGENCY TO HOLD PUBLIC HEARINGS, PREPARE A SMALL BUSINESS ECONOMIC IMPACT STATEMENT, OR PROVIDE RESPONSES TO THE CRITERIA FOR A SIGNIFICANT LEGISLATIVE RULE. IF YOU OBJECT TO THE USE OF THE EXPEDITED RULE-MAKING PROCESS, YOU MUST EXPRESS YOUR OBJECTIONS IN WRITING AND THEY MUST BE SENT TO Steve Burns, Washington Wine Commission, 93 Pike Street, Suite 315, Seattle, WA 98101 , AND RECEIVED BY November 18, 2002.
September 9, 2002
(2) Except as provided in subsection (9) of this section, each Commissioner or Commission employee expecting to travel on official Wine Commission business shall prepare a detailed, written description of the purpose of the proposed trip together with an estimate of expenses to be incurred for transportation, lodging, meals, promotional hosting, and all other costs which he/she expects to incur in connection with such travel.
(3) Reimbursement for transportation expenses shall be at actual cost subject to the following limitations. Air travel must be on US carriers if available. No business or first class air travel will be approved or reimbursed. If a Commissioner or Commission employee uses his/her automobile for transportation, mileage shall be reimbursed at the current rate established by the Internal Revenue Service for business travel.
(4) Reimbursement for lodging expenses shall be at actual cost up to a maximum of 200% of the per diem lodging rates for US federal agency employees established by the US General Services Administration.
(5) Reimbursement for meals shall be at actual cost, provided that such costs are reasonable for the particular market in which the expense is incurred.
(6) Travel by Commissioners and by the Executive Director of the Washington Wine Commission must be approved in advance by the Chairperson of the Commission. Travel by other Commission staff must be approved in advance by the Executive Director of the Commission.
(7) Each person traveling on official Commission business shall submit a written request for reimbursement within 45 days after returning to the office from such trip. Written receipts for each expense in excess of $25 for which reimbursement is requested must accompany the reimbursement request. Expenses will not be reimbursed unless such a request, accompanied by receipts where required, is timely submitted.
(8) Expenses which have not been approved in advance will not be reimbursed unless the employee establishes, to the satisfaction of the person who reviewed and approved the estimated expenses, that the expense was both unanticipated and reasonably incurred.
(9) No advance approval of estimated travel expenses is required for attendance at regular or special meetings of the Commission or a committee thereof within the State of Washington. If attendance at such a meeting requires the Commissioner/employee to travel at least 100 miles from his/her usual place of business, he/she is entitled to be reimbursed for the actual cost of one night's lodging, subject to the limits set forth in subsection (4) of this section. He/she is also entitled to reimbursement for costs of transportation and meals as provided in subsections (3) and (5) of this section.