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. State of Ohio issued credit cards will be made available for agents to use for lodging and meals, or any other expenses that have been approved by the agent’s supervisor.

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. 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 allowed by the Office of Budget and Management (OBM), but no less than forty cents ($.40) per mile, but if the Internal Revenue Service’s rate is reduced to an amount lower than forty cents ($.40), the rate will be set at the Internal Revenue Service’s rate. Effective July 1, 2006, all employees shall receive travel reimbursements via direct deposit. Employees shall authorize the direct deposit of the travel reimbursement into a financial institution of the employee’s choice or execute the required documentation to authorize the direct deposit into a financial institution designated by the Auditor of State for the benefit of the employee.

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. In accordance with the provision in the preceding paragraph, the respective departments and agencies will pay up to eighty ($80) dollars, effective July 1, 2006, plus tax, for required lodging and up to forty ($40) dollars for meals. A State vehicle will be provided for state business. If the Agency requires an employee to stay overnight out of the state, the employee shall be reimbursed the actual lodging cost incurred within reason. For meal expenses, the employee may choose to receive either actual cost up to a maximum rate of thirty ($30) dollars per day without providing receipts to OBM, or sixty ($60) dollars per day with receipts provided to OBM. However, the Agency may require receipts or other proof of expenditures before providing reimbursement. These rates are subject to proration and upward adjustment in accordance with OBM’s regulations.

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.