Employees may be granted cash advances for travel within the State of Ohio as follows:

1. The cash advance shall cover only lodging, meal and other commonly incurred work expenses in accordance with the current provisions of rule 126-1-02 of the Ohio Administrative Code. Rates shall be the rates applied in Section 59.02 of this Article.

2. The employee must first submit a written travel plan which has been approved by the Director or his/her designee. The travel plan shall identify the work dates, travel dates, times of departure and return, destination, purpose of the trip, and all estimated expenses.

3. The cash advance shall be paid by check through the petty cash office in accordance with the employee's estimated expenses, provided such expenses do not exceed or conflict with the reimbursement rates and requirements of rule 126-1-02 of the Ohio Administrative Code and any exceptions to the rule granted by the Office of Budget and Management.

4. Work expense advances shall be provided pursuant to the Rules and Regulations of the Department. The State is discontinuing the State credit card program. No new State credit cards will be issued. Employees currently holding State credit cards are permitted to maintain them.

5. Upon reaching the end of the vouchering period covering the request for advanced funds, the employee shall provide the petty cash office with a reconciliation statement approved by his/her supervisor certifying whether the estimated expenses during that period and any estimated travel during that period were actually incurred. All receipts for overnight lodging shall accompany the reconciliation statement. No receipts for meals will be required. Any change in travel or expenses shall be clearly noted and explained.

a. If the reconciliation statement indicates that actual expenses exceeded estimated expenses the employee shall be reimbursed out of the petty cash fund for additional expenses, provided such reimbursement does not exceed or conflict with the requirements of Rule 126-1-02 of the Ohio Administrative Code, any exception to the rule granted by the Office of Budget and Management, and the rates provided for in this Article.

b. If the reconciliation statement indicates that the estimated expenses exceeded actual expenses the employee shall reimburse the petty cash fund the advanced amount which was not expended within ten (10) working days.

6. An employee who has received a cash advance for expenses or reconciliation reimbursement out of a petty cash fund shall not file an OBM 7148 Travel Expense Report for those same expenses.

7. Should a change in cash advance procedures become necessary during the life of this Agreement, such change shall be discussed with
the FOP prior to implementation.

8. Employees who are off-duty and who are on temporary overnight assignments away from their department or home shall be permitted, when assigned a state vehicle, to use that vehicle for personal errands of a necessary nature.

Effective October 1, 2009, if an employee is required by the Employer to use his/her personal vehicle for state business, he/she shall be reimbursed at the rate by the Director of the Office of Budget and Management (OBM). The mileage allowance shall not be set less than forty-five ($.45) cents per mile, but if the Internal Revenue Service's rate is reduced to an amount lower than forty-five ($.45) cents, the rate will be set at the Internal Revenue Service's rate. OBM will examine the mileage allowance quarterly. When the mileage allowance is changed, the Director of OBM shall provide FOP with notice and a rationale for the change. The mileage allowance for bargaining unit employees shall not be set at a rate lower than the mileage allowance for exempt employees.

All employees shall receive travel reimbursements via direct deposit. Employees shall authorize the direct deposit of the travel reimbursement into the same financial institution in which the employee's paycheck is deposited or execute the required documentation to authorize the direct deposit into a financial institution designated by the Board of Deposits for the benefit of the employee.

59.02 Expense Reimbursement
The Employer will continue to provide the standard and uniform procedure in accordance with the Office of Budget and Management and the Auditor of State under which authorized employees may secure reimbursement of personal funds expended in connection with the performance of assigned duties. Improvements in reimbursement rates by OBM shall be incorporated herein. The Agency may require receipts or other proof of expenditures before providing reimbursement.

If the Agency Head or designee requires an employee to stay overnight, the employee shall be reimbursed up to the rate set by the U.S. General Services Administration effective October 1, 2009, plus tax per day for actual lodging expenses incurred. The employee shall receive a per diem rate for meal expenses and other incidentals incurred at the rate set by the U.S. General Services Administration, prorated in accordance with the regulations of the Office of Budget and Management (OBM). The Agency may require receipts or other proof of expenditures before providing reimbursement, except for meals and incidentals. A State vehicle will be provided for state
business.

59.03 Direct Billing
In the event that employees are required to stay for multiple overnight assignments, the Employer may arrange for direct bill payment by the Employer provided there is lodging geographically accessible that is agreeable to direct bill payment.