Govt employees’ travel costs capped

Limits have been established for travel expenses incurred by government employees.

An emergency regulation adopted by the Department of Finance set the maximum daily limits for car rental and all associated costs at $70; meals at $25; and parking fees at $50.

For trips where lodging is required, the maximum per diem allowance will be $85 if the employee is traveling within the CNMI; $175 to Guam; $150 to Micronesia; $200 to Far East and Southeast Asia; $275 to Japan; $200 to most mainland states; and $250 to Hawaii, California, New York, and Washington D.C.

The per diem allowance is the maximum daily limit for lodging and meals expenses. If an employee selects per diem reimbursement, no receipts are required. Per diem allowance is only provided for an uninterrupted period of CNMI business activity.

According to the new regulation, travel costs that exceed these amounts are the responsibility of the employee.

Employees are required to identify the costs in a Travel Application Form and have them approved before the trip. Employees must also provide required receipts justifying expenses upon submission of travel voucher.

“Employees who fail to provide receipts justifying any funds advanced under travel advance program will be required to re-pay DOF for the difference between the amount of advance and receipts presented,” the regulation states.

Adopted on an emergency basis, the regulation became effective upon being filed with the Commonwealth Registrar on Dec. 20, 2005. It will expire after 120 days, unless adopted as permanent through the normal process.

Explaining the emergency adoption, the Finance Department said: “Employees of the Commonwealth ensure that all public funds are spent appropriately requires the adoption of specific regulations controlling these expenditures. Travel related expenses occur on almost a daily basis and emergency adoption of these regulations will allow immediate application of these rules. Without the adoption of rules that have the force of law, the DOF is hindered in fulfillment of its legal duties.”

Under the regulation, official travel expenses shall include only airfare, lodging, telephone services, copying charges and other communication expenses, meals, car rental, gasoline purchase, ground transportation, and parking fees.

The government will pay only for coach fare tickets. Fare upgrade costs will be at the personal expense of the employee.

Costs of alcoholic beverage or any expense not specifically identified by the regulation will not be reimbursed.

Employees are required to inform DOF within two working days if a trip is canceled after either travel advance or airline tickets have been issued.