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UTCE-MnSCU Master Agreement 1999-2001

ARTICLE 20
Expense Allowances

Section 1. General.

The Employer may authorize travel at state expense for the effective conduct of the state's business. Such authorization must be granted prior to incurring the actual expenses.

Faculty members affected under this Article shall be reimbursed for such expenses which have been authorized by the Employer in accordance with the terms of this Article.

Section 2. Automobile Expense.

When a state-owned vehicle is not available and a faculty member is required to use the faculty member's automobile to conduct authorized state business, the Employer shall reimburse the faculty member at the current state rate for actual mileage driven for such business.

When a state-owned vehicle is offered and declined by the faculty member, the Employer shall authorize the mileage be paid at the current State rate on the most direct route. Deviations from the most direct route, such as vicinity driving or departure from the faculty member's residence, shall be shown separately on the faculty member's daily expense record and reimbursed under the foregoing rates. Actual payment of toll charges and parking fees shall be reimbursed. A faculty member shall not be required by the Employer to carry automobile insurance coverage beyond that required by law.

When a faculty member is assigned to off campus duties, the allowable mileage is (1) the lesser of the mileage from the faculty member's residence to the first stop or from his/her campus to the first stop, (2) all mileage between points visited on college business, and (3) the lesser of mileage from the last stop to the faculty member's residence or from the last stop to his/her campus. When a state owned vehicle is not available and weather related towing or other emergency problems are incurred by the faculty member during use of the member's vehicle on behalf of the Employer, the Employer will reimburse the faculty member for actual costs upon receiving proof of such expenses such as towing receipts, etc.

Section 3. Commercial Transportation.

When a faculty member is required to use commercial transportation (air, taxi, rental car, etc.) in connection with authorized business of the Employer, the faculty member shall be reimbursed for the actual expenses of the mode and class of transportation so authorized. Reasonable gratuities may be included in commercial travel costs.

Section 4. Overnight Travel.

A faculty member in travel status who incurs expenses for lodging shall be allowed actual reasonable costs of lodging in addition to the actual cost of meals while away from the home station, up to the maximums stated in Section 5 of this Article. A faculty member in travel status in excess of one (1) week without returning home shall be allowed actual cost not to exceed a total of sixteen dollars ($16) per week for laundry and/or dry cleaning for each week after the first week.

Section 5. Meal Allowances.

A faculty member assigned to be in a travel status between the faculty member's work station and a field assignment shall be reimbursed for the actual cost of meals, including a reasonable gratuity. A faculty member may claim meal reimbursement when authorized by the College as a special expense prior to incurring such expense.

Subd. 1. Breakfast.

Reimbursement may be claimed only if the faculty member is on assignment away from home station in a travel status overnight or departs from home in an assigned travel status before 6:00 a.m.

Subd. 2. Lunch.

Eligibility for lunch reimbursement shall be based upon the faculty member being on assignment over thirty-five (35) miles from his/her temporary or permanent work station with the work assignment extended over the normal meal period.

Subd. 3. Dinner.

Dinner reimbursement may be claimed whenever the faculty member is away from his/her home station in a travel status overnight or is required to remain in a travel status until 7:00 p.m.

Subd. 4. Meals.

Maximum reimbursement for meals, including tax and gratuity, shall be:

Section 6. Special Expenses.

When prior approval has been granted by the Employer, special expenses, such as registration or conference fees and banquet tickets incurred as a result of state business, shall also be reimbursed.

Section 7. Advance Payment of Expenses.

The Employer will advance the estimated cost of travel expenses where the anticipated expenses total at least fifty dollars ($50), provided the faculty member makes such a request within a reasonable period of time in advance of the travel date.