Section 11.41.2. Official travel.

       41.2(1) Personal funds to be supplied. All employees shall provide themselves with sufficient funds for all current expenses. See subrules 41.2(3) and 41.2(4) regarding travel advances.

       41.2(2) Reimbursable expenses and travel allowances. The reimbursement allowed shall be limited to an allowance for subsistence and transportation, and other actual and necessary travel expenses incurred by a traveler in the performance of official duties subject to applicable limitations. All travel reimbursements shall be made on the basis of the usually traveled route.

       41.2(3) Travel advance. State employees who are required to travel out of state may apply for a travel advance if the anticipated out-of-pocket expenses are in excess of $200. An advance may not exceed 80 percent of the anticipated expenses. In addition, employees shall comply with the conditions set forth below:

        a.           The travel advance shall be deducted from the expense voucher submitted by the employee upon completion of the trip.

        b.           If for any reason an employee does not make the anticipated trip, the travel advance shall be immediately returned to the state.

        c.           The employee shall give the department of administrative services, state accounting enterprise, authority to recover funds owed the state (through payroll deduction) which have not been repaid within 30 days of completion of the trip.

        d.           The department of administrative services, state accounting enterprise, reserves the right to refuse advances when funds are currently owed the state or when there have been prior abuses.

       41.2(4) Permanent in-state travel advance. State employees who are not covered by collective bargaining agreements negotiated under the provisions of Iowa Code chapter 20 may be eligible for a permanent in-state travel advance if they meet and agree to the following conditions:

        a.           Employees whose in-state travel expense reimbursements average between $100 and $150 per month for the preceding 12 months shall receive upon written request a permanent travel allowance of $100.

        b.           Employees whose in-state travel expense reimbursements average over $150 per month for the preceding 12 months shall receive upon written request a permanent travel allowance of $150.

        c.           The department of administrative services, state accounting enterprise, shall have authority to deduct the permanent travel advance from the employee’s last paychecks upon separation from state service.

        d.           The department of administrative services, state accounting enterprise, and employing agency reserve the right to review the employee’s monthly travel expenses and should the employee fail to meet the above requirements, or become ineligible due to a change in duties or job assignment, the advance will be withdrawn (through payroll deduction) following proper notification.

       41.2(5) Official domicile defined.

        a.           Office employee. The official domicile of an officer or employee assigned to an office is the city, town or metropolitan area (as established by the department of administrative services, state accounting enterprise) within which such office is located. Transportation costs between the employee’s residence and office, and subsistence within the limits of an employee’s official domicile are not reimbursable.

        b.           Field employees. The official domicile of field employees shall be designated by the administrative head of the state agency. Subsistence within the limits of an employee’s official domicile shall not be allowed. No transportation costs will be allowed between the employee’s place of residence and office.

        c.           Nonreimbursable travel. When additional expense is incurred by reason of an employee residing in a city or town other than the employee’s official domicile, the additional expense is otherwise caused by an employee’s choice of residence, and is not reimbursable.