ADMINISTRATIVE DIRECTIVE OF THE PRESIDENT JUDGE OF THE SUPERIOR COURT OF THE STATE OF DELAWARE NO. 2000-4 SUPERIOR COURT TRAVEL EXPENSES POLICY This 18th day of February, 2000, This policy supersedes Administrative Directive 96-3. The purpose of this policy is to provide guidelines under which Judges and Staff will be reimbursed for authorized travel expenses. In addition to these guidelines, specific procedures with regard to incurring and reporting travel expenses are provided. This policy relates only to travel expenses which are reimbursable from the Superior Court Budget. A. Out-of-State Travel All out-of-state travel requests are to be submitted to the President Judge for prior approval using the attached Travel Request Form. All Superior Court personnel must use tsthe ate travel card when possible when traveling out-of-state. All travel arrangements for common carrier and lodging are to be made through the states travel management services vendor. Vouchers for personal expenses should be submitted for processing as soon as possible after the completion of the travel. 1) By Personal Automobile: American LegalNet, Inc. www.USCourtForms.com>>>> 2ADMINISTRATIVE DIRECTIVE NO. 2000-4 SUPERIOR COURT TRAVEL EXPENSES POLICY February 18, 2000 Mileage will be reimbursed at the rate of $.28 per mile through June 30, 2000. Effective July 1, 2000, mileage will be reimbursed at the rate of $.31 per mile. Total mileage will be based upon the actual odometer reading or from AAA point-to-point mileage chart. 2) By Rental Automobile: Commercial rental vehicles may be used for or during out- of-state travel. Expenses are to be charged to state travel card when possible. A receipt is required for reimbursement of expenses incurred. Optional insurance must be declined. State of Delaware fleet vehicles can also be used for out-of- state travel. Appropriate approvals must be obtained and all Fleet Management procedures must be followed. A copy of Fleet Managements procedures and policies manual is kept in each vehicle. Please ensure that you are familiar with the information given. Also, please ensure that you know your PIN number in order to use the gas card (found in each vehicle). Personal reimbursement for the purchase of gasoline will only be accepted by Fleet Management under certain conditions. Reimbursement of personal expense for gasoline for fleet vehicles will not be honored by the Superior Court. 3) Common Carrier - Ground and Air: This category includes airfare, train, shuttle, taxi, and bus service. Air travel is to be coach class only. A receipt is required for reimbursement of expenses incurred. Travel arrangements must be booked through the states travel management vendor, unless provided by the conference package. The cost must be billed directly to the Superior Court Administrator. 2 American LegalNet, Inc. www.USCourtForms.com>>>> 3ADMINISTRATIVE DIRECTIVE NO. 2000-4 SUPERIOR COURT TRAVEL EXPENSES POLICY February 18, 2000 4) Lodging: Arrangements for lodging must be booked through the states travel management vendor unless provided by the conference lodging package. Reimbursable expenses are at the single rate cost of the lodging plus any applicable taxes. A receipt is required for reimbursement of expenses incurred. The State of Delaware traditionally does not pay taxes to another State or Municipality. When making reservations outside of the State of Delaware, please let the vendor know that you are on business for the State of Delaware. Most vendors will automatically remove the tax charges from your bill. Sometimes the vendor will request to see a Atax exempt certificate@ (copy attached). It is not mandatory that the vendor honor our tax exempt status. 5) Meals: The per diem rate for food and gratuities is $45.00 per day without receipt or $60.00 per day foAprr emium cities.@ If the circumstances are such that the per diem rate is not adequate, actual costs will be reimbursed only when all meals are receipted. The following are consideredA premium cities@: New York, Chicago, Atlanta, New Orleans, Boston, Los Angeles, San Francisco, Washington, DC, State of Alaska, State of Hawaii. 3 American LegalNet, Inc. www.USCourtForms.com>>>> 4ADMINISTRATIVE DIRECTIVE NO. 2000-4 SUPERIOR COURT TRAVEL EXPENSES POLICY February 18, 2000 6) Incidentals: Tolls - Reimbursable when receipted. Laundry - Costs are reimbursable only when time spent out-of-state exceeds seven (7) nights. Receipt is required. Gratuity - Reasonable and customary gratuities for baggage handling, taxi, shuttle, room cleaning, etc. are reimbursable without a receipt. Telephone - Business related fax, telephone calls and mailings are reimbursable. A receipt from the telephone service provider is required if itemization of the calls is not included on the hotel/motel billing. Collect calls to the Superior Court are encouraged. Personal telephone calls while on overnight travel are reimbursable with a receipt from the telephone service provider or if included on the hotel/motel billing invoice at the rate of $5.00 for each calendar day. Telephone charges may be aggregated for reimbursement purposes, but the aggregate charges shall not exceed the daily rate multiplied by the number of days required for out-of-state travel. Under exceptional circumstances, the reimbursement rate for personal telephone 4 American LegalNet, Inc. www.USCourtForms.com>>>> 5ADMINISTRATIVE DIRECTIVE NO. 2000-4 SUPERIOR COURT TRAVEL EXPENSES POLICY February 18, 2000 calls may be exceeded, upon obtaining the written approval of the President Judge. 7) Registration: It is the policy of Superior Court to prepay conference and registration fees whenever possible. Sufficient notice must be given to the accounting section to allow for routine processing of such payments. If an out-of-pocket payment is made for these costs, a receipt is required for the reimbursement of the expenses incurred. 8) Travel Advances: Travel advances are not allowed. B. In-State Travel 1) By Personal Automobile: Mileage will be reimbursed at the rate of $.28 per mile through June 30, 2000. Effective July 1, 2000, mileage will be reimbursed at the rate of $.31 per mile. Total mileage will be based upon actual odometer reading or from AAA point-to-point mileage chart. Whenever practicable, employees should share vehicles when traveling to and from the same event or destin