• TRAVEL GUIDELINES FOR OUTSIDE COUNSEL

TRAVEL REIMBURSEMENT GUIDELINES
OUTSIDE COUNSEL/CONSULTANTS
EFFECTIVE 1/1/08
MILEAGE:
• Mileage rates are set in the current Appropriation Act (§4 – 5.04f). The current IRS rate
is $.505 per mile. IRS rates may be found at the following site:
htpp://www.irs.gov/taxpros/article/0,,id=156624,00.html
RECEIPTS:
• All receipts must be original, or good quality (legible) photocopy (without redactions).
• Each day’s expenses must be shown separately.
• Receipts are required for shuttle, taxi, parking and/or tolls which exceed $10.
• If online methods are used to procure air and/or rail services, E-receipts and
BOARDING PASSES are required for reimbursement. This travel must be approved
prior to travel by supervising attorney.
LODGING:
• Lodging may be reimbursed when traveling overnight on official business.
• Lodging guidelines for In-State and selected Out-of-State cities are provided in the
Per Diem Calculator at: htpp://itde.vccs.edu/services/perdiem
• Reimbursement for lodging is limited to actual expenses incurred up to the guideline
amount, plus hotel taxes and surcharges.
MEALS & INCIDENTALS (“M&IE”):
• All receipts must show date and detail of meals, purchase or service.
• If meal is for more than the traveler, the names of the additional parties must be noted on
the receipt.
• M&IE expenses are reimbursed for OVERNIGHT official travel. There are no
exceptions to the M&IE.
• Reimbursement for M&IE is limited to actual expenses incurred up to the guideline
amount, and will only be made for purchases which are submitted with actual, valid
receipts.
• If meal purchase(s) exceed per diem amount, reimbursement will be made at the per diem
rate for the relevant location.
• The M&IE per diem must correspond to the location specified for the overnight lodging.
The per diem calculator will compute this for you.
• On a travel departure and return day, 75% of the meals per diem are reimbursable and the
Per Diem Calculator will compute this for you.
• When meals are provided at no cost in conjunction w/travel, the M&IE per diem must be
reduced by the amount of applicable meal in the M&IE Rate Table. Meals provided must
be noted, i.e., “lunch provided 3/19/08.”
Traveler should use prudent judgment and remember that all travel expenses are open to
the public and must be able to sustain the test of public review.
All travel must comply with “State Travel Regulations.”
A complete copy is available at:
http://www.doa.virginia.gov/Admin-Services/CAPP/CAPP_Topics/20335_1206.pdf
SAMPLE below:
The Per Diem Calculator is available at: http://itde.vccs.edu/services/perdiem
SAMPLE below: