27M-1.006. Rates of Payment (Transferred)

(1)(a) Lodging. The traveler will be reimbursed for the cost of a single occupancy hotel room, receipt required for travel, which requires overnight absence from official headquarters. The traveler is to be reimbursed in accordance with the guidelines established in Section 112.061, F.S., and Executive Office of the Governor guidelines 4.5 (1), incorporated by reference herein. Copies of these guidelines may be obtained by writing to Deputy Director, Office of Film and Entertainment, The Capitol, Suite 2001, Tallahassee, Florida 32399-0001.

(b) In the event that no hotel rooms are available under the rate guidelines in the Executive Office of the Governor travel guidelines for a particular city, the traveler will be reimbursed for the actual cost of a single occupancy hotel room at a rate not to exceed $100 per night unless justified by the traveler in writing. A receipt is required for travel requiring an overnight absence from official headquarters.

(2) Actual Meal Expense.

(a) The traveler will be reimbursed for meal expense at the rate set forth below:

 

	Domestic	Departure/Return
Meals	Travel	Before/After
Breakfast	$3.00	6:00 a.m. – 8:00 a.m.
Lunch	$6.00	12:00 p.m. – 2:00 p.m.
Dinner	$12.00	6:00 p.m. – 8:00 p.m.

 

(b) The authorized meal amounts may be reduced in writing by the Film Commissioner due to budgetary restraints, inflationary pressures, or personnel abuse.

(c) The amounts set forth above in (a) will be aggregated for each day’s travel. The times for departure and return are merely determinative of the meals allowed for portions of travel of less than one calendar day. All reimbursement for meals shall be substantiated by paid receipts, which identify the restaurant. If no receipt can be produced, reasons shall be specified in writing to accompany Form RG-OFC3. Waiter tips in excess of twenty percent (20%) will not be reimbursed, unless a larger amount is automatically included as part of the bill.

(d) Expenditure Amounts. Limitations on expenditure amounts set forth above are applicable only to state officers and state employees when not accompanied by a business client or authorized guest. In addition, any meal expenditure to be reimbursed while with a business client or guest, received complimentary or paid for by state funds in some other manner (through registration or banquet) may not be included in arriving at the day’s aggregate limitations.

(3) Subsistence Allowance. The traveler may elect to receive a Subsistence Allowance, in accordance with the following:

(a) In lieu of the above actual meal expense, the traveler may elect to receive a subsistence allowance as provided in Section 112.061(6), F.S. However, the request for reimbursement shall be made in accordance with applicable provisions of Chapter 3A-42, F.A.C. No one shall be reimbursed for any meal included in a registration fee paid for by the State or when paid for by the State in some other manner. Example: An employee claiming reimbursement for a meal for which they are already requesting reimbursement on Form RG-OFC4.

(b) Expenditure Amounts. Limitations on expenditure amounts set forth in subsection (2)(a) of this rule and Section 112.061(6), Florida Statutes, are applicable only to state officers and state employees when not accompanied by a business client or authorized guest. A traveler may exceed the rates provided in subsection (2)(a) of this rule and Section 112.061(6), Florida Statutes, when the state employee pays for his/her meal and that of the business client or guest. In addition, any meal expenditure to be reimbursed while with a business client or guest or paid for by state funds in some other manner (i.e., through registration or banquet), may not be included in arriving at the day’s aggregate limitations.

(c) The traveler must make the election on the travel authorization, subject to approval of the agency head, or his/her designee, as to which method of meal reimbursement they elect. Once the election is made, the traveler cannot elect the alternate method, nor can they alternate the methods of reimbursement for the duration of the trip.

(4) Reimbursement for Foreign Travel.

(a) Authorized travelers traveling in a foreign country shall be reimbursed on a per diem basis as directed by Section 112.061(3)(e), F.S.

(b) In the event that the traveler spends over the incidental expense allowance for a particular city or country, the traveler may claim reimbursement for incidental expenses in accordance with subsections 27M-1.008(1)-(9), F.A.C., and deduct the incidental expense allowances permitted.

(c) Rates for foreign travel shall not begin until the date and time of arrival in the foreign country from the United States and shall terminate on the date and time of departure from the foreign country to the United States. In the event the traveler travels within the United States prior to arriving in a foreign country, the traveler shall use the reimbursement guidelines as defined in Rule 27M-1.006, F.A.C.

(d) If a hotel room is included in a registration fee paid to attend a function, or otherwise paid for by the State, the traveler shall not claim reimbursement for the expense of the room.

(e) If a meal is included in a registration fee paid to attend a function in a foreign country, or otherwise paid for by the State, the allowance for that meal shall be deducted from the per diem rate for that particular calendar day.

(5) Authorized travelers, including consultants and persons who have been authorized to travel for the Office, in foreign countries are subject to the same provisions of this regulation.

Specific Authority 288.1253(2) FS. Law Implemented 288.1253 FS. History–New 2-21-02.