DAIRY PRODUCTS COMMISSION
[Filed August 10, 2020, 8:47 a.m.]
Title of Rule and Other Identifying Information: WAC 142-40-040 Travel.
Purpose of the Proposal and Its Anticipated Effects, Including Any Changes in Existing Rules: The purpose of this expedited rule making is to clarify how travel costs are reimbursed.
Reasons Supporting Proposal: Clarifying how travel costs are reimbursed helps prevent confusion in the way the commission processes travel reimbursements.
Rule is not necessitated by federal law, federal or state court decision.
Name of Proponent: Washington dairy products commission, governmental.
Name of Agency Personnel Responsible for Drafting and Implementation: Celeste Piette, Lynnwood, Washington, 425-672-0687; and Enforcement: Steve Seppi, Lynnwood, Washington, 425-672-0687.
This notice meets the following criteria to use the expedited adoption process for these rules:
Relates only to internal governmental operations that are not subject to violation by a person.
Corrects typographical errors, make address or name changes, or clarify language of a rule without changing its effect.
Explanation of the Reason the Agency Believes the Expedited Rule-Making Process is Appropriate: The expedited rule-making process is appropriate because these rules relate only to the administration of the Washington dairy products commission.
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 THIS USE OF THE EXPEDITED RULE-MAKING PROCESS, YOU MUST EXPRESS YOUR OBJECTIONS IN WRITING AND THEY MUST BE SENT TO Teresa Norman, Washington State Department of Agriculture, P.O. Box 42560, Olympia, WA 98504-2560, phone 360-902-2043, fax 360-902-2092, email email@example.com, AND RECEIVED BY October 20, 2020.
August 10, 2020
AMENDATORY SECTION(Amending WSR 20-13-026, filed 6/9/20, effective 7/10/20)
(1) Except as provided in subsections (7) and (8) of this section, all overnight or out-of-state travel by commissioners and by commission staff must be approved in accordance with commission policy in advance of departure to be eligible for travel expense reimbursement.
(2) All travel expenses must be within the preapproved budget limits as provided for in WAC 142-40-030(1).
(3) Reimbursement for transportation expenses shall be at actual cost subject to the following limitations:
(a) If an employee chooses not to use the state's travel services, travel must be booked at the lowest commercially reasonable cost and exclude any fees due to personal preference or convenience not necessary or critical to commission business.
(b) If an employee chooses not to use the state's travel services, coach airfare will be reimbursed with the expectation that the lowest commercially reasonable fare is found.
(c) If a commissioner or commission employee uses his or her automobile for transportation, mileage shall be reimbursed at the current rate set by the GSA for business travel.
(d) Car rentals up to full-size cars and related fuel expenses. Larger or different types of vehicles require prior approval.
(e) Other transport, including public transit, taxi, and rideshare services, related to commission business travel shall be reimbursed.
(f) Customary tips for transport and meals shall be reimbursed in accordance with commission policy.
(4) Reimbursement for lodging expenses shall be at actual costs and travelers should adhere to the GSA per diem rates as closely as possible. Accommodations should be standard rooms and must be the lowest commercially reasonable cost and exclude any fees due to personal preference or convenience not necessary or critical to commission business.
(5) Reimbursement for meals shall be at actual costs, plus tip, provided that such costs are reasonable for the particular market in which the expense is incurred.
(6) Each person traveling on official commission business shall submit request for reimbursement in accordance with commission policy. Receipts for each expense 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. Receipts may not be required for expenses under a certain dollar threshold as stated by the Washington dairy products commission policies, which are to be reviewed annually.
(7) No advance approval of travel and related expenses is required for attendance at regular or special meetings of the commission or a committee thereof within the state of Washington.
(8) Day trips by commissioners and commission staff, as well as overnight travel within Washington state by commission staff for commission business, do not require approval in advance of departure and travel-related costs for day trips are reimbursable as provided under ((WAC 142-40-040(5)))this section.