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D.C. Municipal Regulations (Last Updated: September 13, 2017) |
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Title 1. MAYOR AND EXECUTIVE AGENCIES |
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Chapter 1-8. DISTRICT OF COLUMBIA EMPLOYEES TRAVEL AND RELATED EXPENSES |
Section 1-801. GENERAL PROVISIONS
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801.1When business requirements necessitate employees to travel or incur business related expenses, it shall be the responsibility of the duly authorized individual approving the expense to do the following:
(a)Assure that each trip or expense is clearly required for the benefit of the District of Columbia;
(b)Limit the number of participants to the minimum required to accomplish the purpose; and
(c)Select the best alternative providing the least cost consistent with the purpose and the most efficient use of manpower and dollars.
801.2Except as otherwise provided by law, all travel shall be either authorized or approved by the head of the agency or by an official to whom that authority has been delegated.
801.3An authorization shall be issued prior to the incurrence of expenses and shall be as specific as possible in the circumstances or to the travel to be performed. Requests for exemptions shall be approved by the agency director or his or her designee.
801.4An employee traveling on official business shall exercise the same care in incurring expenses that a prudent person would exercise if traveling on personal business.
801.5Travel expenses for which reimbursement is sought shall be confined to expenses that are essential to the transaction of official business. Excess costs, e.g., expenses incurred as a result of circuitous routes, unnecessary or unjustified delays or luxury accommodations and services, or any other expenses that are unnecessary or unjustified in the performance of official business, shall not be reimbursable. The traveler shall be responsible for such costs.
801.6A claim against the government shall be forfeited if the claimant attempts to defraud the government in connection therewith, D.C. Code § 22-3821 (1996 Repl.). In addition, there are criminal provisions under which severe penalties may be imposed on a traveler who presents a false, fictitious or fraudulent claim against the Government.
801.7Each claim for reimbursement of travel expenses shall be submitted on an authorized reimbursement form and shall be itemized and stated in accordance with the procedures of this chapter. All claims for reimbursement shall be submitted to the authorized official within seven (7) calendar days after the traveler returns to his or her official duty station.
801.8Except as otherwise indicated in this chapter, each claim for reimbursement of expenses of more than ten dollars ($10) shall be accompanied by original receipts. Items not supported by valid receipts shall be deducted from expense reports received for payment.
801.9It shall be the responsibility of the requestor to ensure that all documents are properly prepared, approved and submitted within the time limits set forth in this section.