For intra and out-of-state travel, rental of cars shall be allowed where it would be impractical to obtain necessary transportation in government owned vehicles or privately owned vehicles on a mileage basis, and where public carriers are not available to the point visited. A cost analysis should be done to determine if the cost and ...
Read More When is the use of a car rental allowed for intra and out-of-state travel?
SPO Price List Contract No. 18-07, Commercial Car Rental Services, is a mandatory price list contract for intra-state car rentals only. Price list instructions are available on the SPO website. There is no price list contract for out-of-state car rental services. Employee shall follow travel procedures pursuant to Procurement Circular No. 2007-03, and its amendments.
Intra-State Travel: The State is self-insured, therefore, car insurance for intra-state travel is not required. An employee may purchase optional insurance, however, payment is the responsibility of the employee and no reimbursement will be permitted. Out-of-State Travel: Employees may purchase collision damage waiver (CDW), which may also be called loss damage waiver (LDW) or physical ...
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Pursuant to Procurement Circular No. 2007-03, a minimum of two quotes, from two different sources, are required and documented on the form SPO-030, Worksheet C. Quotes are not required if reservations are made at the conference hotel; check the appropriate box on Worksheet C.
Whenever lodging costs exceeds the applicable lodging/hotel allowance, employee is entitled to excess lodging. Excess lodging requires approval, documented on the TAF, prior to travel. Excess lodging is the difference between the actual daily costs (including all mandatory taxes/fees) and the applicable allowance, multiplied by the number of days. For example: Intra-State – $89.56 (actual ...
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Employees are authorized one (1) piece of checked luggage of standard size and weight. Additional pieces of luggage may be allowed with sufficient justification provided on form SPO030, Worksheet A, and approved on the TAF.
Employees are responsible to pay for their own checked luggage. Proof of payment (i.e. receipt) must be submitted to seek reimbursement. Refer to PL Contract No. 18-13, Inter-island Airline Price Agreement for waivers/discounts on checked baggage fees.
Personal preferences are any deviation from authorized business travel. It includes, but not limited to, personal preferences for airlines, routing, stopovers, hotels, car type or size, and dates of travel.
The employee is responsible for any additional cost due to personal preferences or deviations. If the travel agency, airlines, or internet travel provider breaks down the cost of the airfare for authorized fare and personal deviation, the pCard may be used for the authorized portion only. If the cost of the airfare is not broken ...
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Travel Time Off is the result of an agreement between the Hawaii Government Employees Association (Union) on behalf of employees in Bargaining Units 2, 3, 4, 9, and 13 and the State. It compensates employees who are required to work outside their normal business hours.