Travel Policy for the Judicial Department and the Administrative Office of the Courts. September 2014 Financial Services Division

Transcription

1 Travel Policy for the Judicial Department and the Administrative Office of the Courts September 2014 Financial Services Division

2 TRAVEL POLICY FOR THE JUDICIAL DEPARTMENT AND THE ADMINISTRATIVE OFFICE OF THE COURTS Administrative Office of the Courts Financial Services Division P.O. Box 2448 Raleigh, NC September 2014

3 Table of Contents I. OVERVIEW... 1 PURPOSE... 1 AUTHORITY... 1 APPLICABILITY... 1 EMPLOYEE RESPONSIBILITY... 2 PENALTIES AND CHARGES RESULTING FROM CANCELLATIONS... 2 II. TRAVEL POLICIES FOR DEPARTMENT EMPLOYEES... 3 CENTRALIZED TRAVEL SYSTEM... 3 MAKING RESERVATIONS... 3 IN-STATE TRAVEL... 4 OUT-OF-STATE TRAVEL... 4 OUT-OF-COUNTRY TRAVEL... 4 SPECIAL TRAVEL AND TRAINING... 4 SUBSISTENCE RATES (MEALS AND LODGING)... 5 TRAVEL ADVANCES... 5 Temporary Advances... 6 Permanent (Annual) Advances... 6 LODGING... 7 MEALS... 8 TRANSPORTATION Transportation by Common Carrier Transportation by AOC-Owned Vehicle Transportation in Vehicles Owned by the State or Judicial Branch Transportation by Personal Vehicle Transportation by a Rental Vehicle Travel To and From Airport at Employee s Duty Station Travel To and From Airport at Employee s Destination Travel Involving Trips Other than To and From the Airport Inter-Office Travel between State Office Buildings in Same County Parking Tolls III. TRAVEL POLICIES FOR EMERGENCY JUDGES IV. ADDITIONAL TRAVEL POLICIES FOR JUDICIAL OFFICIALS JUSTICES OF THE SUPREME COURT AND JUDGES OF THE COURT OF APPEALS SUPERIOR COURT JUDGES, DISTRICT COURT JUDGES, DISTRICT ATTORNEYS, AND ASSISTANT DISTRICT ATTORNEYS. 19 Superior Court Judges District Court Judges District Attorneys and Assistant District Attorneys Magistrates POLITICAL FUNCTIONS ALL OTHER TRAVEL V. TRAVEL POLICIES FOR MEMBERS OF BOARDS, COMMISSIONS, COMMITTEES, AND COUNCILS OF THE JUDICIAL BRANCH BOARDS, COMMISSIONS, COMMITTEES, AND COUNCILS i

4 MEALS PER DIEM COMPENSATION SUBSISTENCE FOR NON-EMPLOYEES SERVING AS BOARD MEMBERS SUBSISTENCE FOR EMPLOYEES SERVING AS BOARD MEMBERS SUBSISTENCE FOR EMPLOYEES REQUIRED TO ATTEND MEETINGS TRANSPORTATION VI. TRAVEL POLICIES FOR NON-EMPLOYEES NON-EMPLOYEES PROSPECTIVE EMPLOYEES ATTENDANTS VII. CONFERENCES, SEMINARS, WORKSHOPS, TRAINING SESSIONS, AND RETREATS EXTERNAL CONFERENCE DEFINITION REQUIREMENTS AND LIMITATIONS FOR HOSTING EXTERNAL CONFERENCES INTERNAL CONFERENCE DEFINITION REQUIREMENTS AND LIMITATIONS FOR INTERNAL CONFERENCES TRAINING SESSION DEFINITION MANAGEMENT RETREAT DEFINITION VIII. INFORMAL MEETINGS WITH GUESTS OF THE CHIEF JUSTICE, CHIEF JUDGE, DIRECTOR, OR CERTAIN OTHER JUDICIAL OFFICIALS IX. REFRESHMENTS AND BREAKS X. TELEPHONE CALLS REIMBURSEMENT LONG DISTANCE ALLOWABLE PERSONAL CALLS EMPLOYEE EMERGENCY CALLS CELLULAR TELEPHONES USE OF TELEPHONE WITH COMPUTER HOOK-UPS XI. CONTINUING JUDICIAL AND LEGAL EDUCATION REIMBURSEMENT CONTINUING EDUCATION CREDITS BAR OR OTHER PROFESSIONAL DUES XII. EXCEPTIONS APPENDIX A... 1 APPENDIX B... 1 APPENDIX C... 1 APPENDIX D... 1 ii

5 I. OVERVIEW Purpose It is the intent of this policy to provide a comprehensive reference for allowable travel expenses pertaining to official travel and subsistence. Statutory regulations for per diem, transportation, lodging and meal subsistence allowances for state departments, agencies, boards, commissions, committees, and councils are contained in G.S , 138-6, and Authority The powers and authority of the Judicial Branch are outlined in G.S. 7A-343. Applicability The policy applies to all employees of the Judicial Branch, including elected and appointed officials and persons whose position costs are paid, in whole or in part, by state, federal, local or grant funds. Employees include all persons, whether permanent or temporary, including interns, or full or part-time. Contractors working for the Judicial Branch may be entitled to reimbursement for transportation, lodging, and meals at the rates set forth in this policy, if the contract provides for reimbursement. For the sole purpose of ease of readability, the term employee used in the rest of the policy should be interpreted to include contractors, except as limited above. The term Director shall be used throughout to mean the Director of the Administrative Office of the Courts (AOC). The following commissions have authority to establish their own policy or adopt this one: Judicial Standards Commission Dispute Resolution Commission Sentencing and Policy Advisory Commission Innocence Inquiry Commission 1

6 Employee Responsibility An employee traveling on official Judicial Branch business is expected to exercise the same care in incurring expenses that a prudent person would exercise if traveling on personal business and expending personal funds. Excess costs, circuitous routes, delays, or luxury accommodations and services unnecessary, unjustified, or for the convenience or personal preference of the employee in the performance of official Judicial Branch business are not acceptable under this standard. Employees will be responsible for reimbursing the AOC for unauthorized costs and any additional expenses incurred for personal preference or convenience. Unless stated otherwise herein, reimbursement is for travel between duty station and destination and back. Duty station is defined as the building or other fixed location at which an employee reports for duty and where the employee spends most of the employee s working hours. Building or other fixed location includes any agency, division, or commission residing in that building or fixed location. Penalties and Charges Resulting from Cancellations Penalties and charges resulting from the cancellation of airline reservations or other travel reservations shall be the Judicial Branch s obligation if the employee s travel has been approved in advance and the cancellation or change is made at the direction of and for the convenience of the Judicial Branch. If the cancellation or change is made for the personal benefit of the employee, it shall be the employee s obligation to pay the penalties and charges. However, in the event of accidents, serious illness, or death within the employee s immediate family, or other critical circumstances beyond the control of the employee, the Judicial Branch may pay the penalties and charges. 2

7 II. TRAVEL POLICIES FOR DEPARTMENT EMPLOYEES This section applies to all Judicial Branch employees, as defined in the previous section. Justices, judges, district attorneys, and assistant district attorneys should refer to Section IV for additional travel policies pertaining only to them. Centralized Travel System It is the policy and commitment of the Judicial Branch that travel required to carry out the business of the Judicial Branch is conducted as economically as possible and is consistent with Judicial Branch travel policies. All employees shall make reservations for all authorized transportation and lodging for business travel through the centralized travel system. All employees are encouraged to sign up for electronic payment of travel expenses by completing the Employee Payment Verification Form AOC-A-224. This allows payments to be deposited into the checking or savings account of the employee s choice. The form should be completed and submitted to the Administrative Assistant in the Financial Services Division. Making Reservations Upon receipt of necessary and proper authorization for travel (including grant-funded travel), Judicial Branch employees shall make all travel, lodging and rental car reservations through the centralized travel system. Travel for any official business purpose, including in-state travel, out-of-state travel, international travel, and conference travel (except as excluded by other provisions of this travel policy) shall be arranged through the centralized travel system. Requests should be made through the online travel portal. All required information shall be accurate and complete when submitted. By submitting the travel request, employees acknowledge all necessary authorization for the travel requested has been granted. Once a request is submitted, a proposed itinerary will be returned. The itinerary should be reviewed and declined or approved promptly to avoid costs for delay. If the itinerary is declined, the traveler should cooperate with the travel services representatives to find satisfactory travel arrangements, consistent with Judicial Branch policy. The travel agency adheres to the Judicial Branch travel policies and regulations and will confirm the lowest rate available on the requested itinerary based on the travelers needs. No reservations shall be made for unauthorized travelers. No reimbursement shall be available for airfare, lodging or transportation arranged outside of the centralized travel system unless prior authorization to make reservations outside of the centralized travel system has been given by the Director, his or her designee, or employee s hiring authority. Any such written authorization should be attached to a request for reimbursement of those 3

8 expenses. Any costs for unauthorized travel or travel arrangements made in contradiction of these policies shall be reimbursed by the traveler to the Judicial Branch. Any unreimbursed costs shall be deducted from the next available employee payroll. In-State Travel Reimbursement for in-state travel undertaken in the course of ordinary, day-to-day Judicial Branch business requires approval by the employee s division head/hiring authority, through the Travel Reimbursement Request form, AOC-A-25. Reimbursement for in-state special travel or training not sponsored by the AOC requires approval of the Special Travel and Training form, AOC-A-182. Out-of-State Travel All out-of-state travel requires prior approval by the Director or his or her designee through the Special Travel and Training form AOC-A-182. Out-of-state travel status begins when the employee leaves the state and remains in effect until the employee returns to the state. However, in-state allowances and reimbursement rates apply when the employee and other qualified official travelers use hotel and meal facilities located in North Carolina immediately prior to and returning from out-of-state travel during the same travel period. Out-of-Country Travel All out-of-country travel must be approved by the Director or his her designee. The employee should exercise prudent judgment to keep expenses reasonable. Out-ofcountry travel status begins when the employee leaves the country and remains in effect until the employee returns to the country. If the employee and other qualified official travelers use hotel and meal facilities located outside North Carolina, but within the continental United States, immediately prior to and upon returning from out-of-country travel but during the same travel period, out-of-state subsistence rates shall apply. Passports: Reimbursement for costs incurred in obtaining or renewing a passport may be made to employees who, in the regular course of their duties, are required to travel overseas on official Judicial Branch business. Passport expenses are chargeable to the same fund that supports the trips. Special Travel and Training Any travel or training not sponsored by the Administrative Office of the Courts requires approval prior to booking. The Special Travel and Training form AOC-A-182, must be completed, signed by the employee and the hiring authority, and submitted to the proper office as designated below: 4

9 For in-state travel: Submit to the individual s hiring authority For out-of-state travel: Submit to the individual s hiring authority, then Clerks of Superior Court: submit to the Executive Director of the Conferences of Clerks of Superior Court District Attorneys: submit to the Executive Director of the Conference of District Attorneys Technology Services employees: submit to the Chief Information Officer All other persons and divisions: submit to the Director s office For out-of-country travel: Submit to the individual s hiring authority, then submit to the Director s office Other uses for the AOC-A-182: Transportation by rental vehicle: Submit to hiring authority, then to the Director s office Excess lodging: submit to the hiring authority, then to the Deputy Director s office Registrations: submit to the individual s hiring authority, the to the Deputy Director s Office. A copy of the approved AOC-A-182 must be submitted with the travel reimbursement request. Subsistence Rates (Meals and Lodging) The maximum allowable statutory rate (G.S ) for meals and lodging is set forth in Appendix B. The payment of sales tax, lodging tax, local tax, or service fees applied to the cost of lodging is allowed in addition to the lodging rate and is to be included and paid as a lodging expense. Travel Advances Employees who travel on Judicial Branch business may be issued advances when authorized by the Director or his or her designee in order that personal funds not be required. These advances shall not include the costs of transportation and lodging unless prior written authorization has been granted for reservations to be made outside of the centralized travel system by the Director or his or her designee. All reimbursement requests shall be filed and paid monthly for incurred expenses, and all excess travel advances must be repaid as of June 1. Since the due date for payment of excess travel advances is June 1, no travel advances will be issued during the month of 5

10 June. Judicial Branch employees who have been issued state credit cards for travel purposes will not be issued travel advances, unless there is substantiated justification. Rules for advances and requirements for reporting are as follows: Temporary Advances For occasional (nonrecurring) travel Total cost of the trip must exceed $100 to qualify Advances must not exceed 75% of the estimated cost of the trip and may not be issued more than five (5) days prior to the date of departure, unless savings to the Judicial Branch can be demonstrated by earlier issuance. The employee must complete Form AOC-A-212, the Employee Travel Advance Request for and submit it to AOC Financial Services at least two (2) weeks prior to the date the advance is needed. Advances must be deducted from the reimbursement request on the travel expense report, which shall be submitted within 30 days after the travel period or by June 1, whichever comes first. If the amount of the advance exceeds the cost of the trip, the employee must include with the travel expense report a check made payable to the Administrative Office of the Courts for the amount of excess funds received. The amount of advance not settled within the time specified will be deducted from the next available employee payroll. Permanent (Annual) Advances For monthly recurring travel Advances shall equal the average monthly expense over a year s period for employees who travel each month. Employees must complete and submit the Employee Travel Advance Request form AOC-A-212 to AOC Financial Services. Annual advance reimbursement requests shall be filed and paid monthly for incurred expenses, and any fund advance remaining at fiscal yearend must be repaid as of June 1, or earlier if required by the AOC. The amount of advance not settled within the time specified will be deducted from the next available employee payroll. If monthly reimbursements averaged less than the annual advancement, the following year s July advance will be reduced. Employees whose expenses were less than the advance and who failed to repay the AOC for the excess amount by the date established by the AOC will not be entitled to an advance for the following year. 6

11 Lodging Authorization for Lodging: Written approval by the Director or his or her designee must be obtained in order to qualify for reimbursement for overnight stays. Supervisory personnel certifying the reimbursement request as necessary and proper may require documentation from the traveler to substantiate that the overnight lodging was necessary and accomplished. Travel must involve a destination located at least 35 miles from the employee s regularly assigned duty station or home, whichever is less. In addition to the 35 mile requirement, consideration must be given to the required arrival time at the intended destination. EXAMPLE You are traveling to Chapel Hill from Wilson in Wilson County (estimated 73 miles one way) for a meeting/conference on Tuesday and Wednesday and the scheduled start time is 10:00 a.m. on Tuesday. Lodging should not be required for Monday night. You should be able to depart Wilson on Tuesday morning in time to reach Chapel Hill by 10:00 a.m. If you were traveling to Chapel Hill from Murphy in Cherokee County (estimated 329 miles one way), then travel and lodging expenses for Monday night may be necessary Judicial division heads and hiring authorities are designated by the Director to approve authorization for lodging. Division heads and hiring authorities may delegate this authority to supervisors as appropriate within their organizational structure. Approval of the Travel Reimbursement Request form, AOC-A-25, is considered authorization, when there are no excess charges. For all Judicial Branch business travel, employees must stay within the total subsistence rate for food and lodging, subject to the exceptions herein. Reimbursement for Lodging: Employees may only request reimbursement for lodging for reservations made outside of the centralized travel system with proper prior written authorization. Requests for reimbursement must be filed within thirty (30) days after the end of the travel period for which the reimbursement is being requested. Failure to timely file a reimbursement request often results in the AOC not having sufficient funds to make the payment. Each employee is responsible for his or her own request for reimbursement. The travel must involve a destination located at least 35 miles from the employee s regularly assigned duty station or home, whichever is less. Specific dates of lodging must be listed on the reimbursement request and substantiated by a bill/receipt showing all costs and taxes from a commercial lodging establishment, not to exceed the amount listed in Appendix B. Credit card receipts are not acceptable. Reimbursement for lodging in an establishment other than a commercial building is not allowed unless approved in advance by the AOC s chief financial officer or designee. The 7

12 cost of lodging should not exceed the rates allowed for commercial buildings. A signed receipt must be obtained from a representative of the establishment showing the dates of the lodging and amount received. No reservation shall be made through the centralized travel system for lodging at a private establishment including homes, houses, cabins, condos, bed and breakfasts or other type of residence even if it is managed by a commercial company. Tips other than for meals may be claimed as Miscellaneous. Excessive tips must be documented with a receipt. There shall be no reimbursement for the following: Room service that includes prohibited items such as alcohol Room Damage Purchase of in-room movies, treatments and entertainment Valet Parking, unless prior written authorization is given by AOC s chief financial officer. Excess Lodging: If an employee is authorized to make lodging reservations outside of the centralized travel system, excess lodging is allowed when the employee is in a highcost area and unable to secure lodging within the current allowance, or when the employee submits in writing an opinion that his or her personal safety or security is threatened within the current allowance. Excess lodging authorization for in-state, outof-state, and out-of-country travel must be obtained from the Director or his or her designee in advance using the Special Travel and Training Request form, AOC-A-182. Excess lodging authorization is not allowed for reason of convenience or personal preference for the employee. The employee may exceed the part of the ceiling allocated for lodging without approval from the Director or his or her designee provided that the total lodging and food reimbursement does not exceed the maximum daily subsistence allowance. Meals Authorization for Meals: Written approval by the Director or his or her designee must be obtained in order to qualify for reimbursement for allowable meals. AOC division heads and hiring authorities are designated by the Director to approve authorization for meals. Division heads and hiring authorities may delegate this authority to supervisors as appropriate within their organizational structure. Approval of the Travel Reimbursement Request form, AOC-A-25, is considered authorization when there are no excess charges. Reimbursement for Meals during Overnight Travel: An employee may be reimbursed for meals, including lunches, when the employee is in overnight travel status while on official Department business. The travel must involve a travel destination located at least 35 miles from the employee s regularly assigned duty station or home, whichever is less. 8

13 Reimbursement will be for the actual cost of the meal or the AOC allowance (see Appendix D for meal allowances), whichever is less. Tips for meals are included in the meal allowance. Times of departure and arrival must be listed on the reimbursement request. Requests that do not include departure and arrival times will not be eligible for meal reimbursement. If requested, employees may be reimbursed for breakfasts eaten elsewhere even if their lodging establishment offers a free continental breakfast. If breakfast is provided as part of a conference or association meeting, however, attendees may not claim reimbursement for breakfast. The costs of meals included in other related activities (registration fees, conference costs, hotel registration, etc.) or paid directly by AOC may not be duplicated in reimbursement requests. Meals during Partial Days of Travel When in Overnight Status: Employees may be reimbursed for meals for partial days of travel (when in overnight travel status) and the partial day is the day of departure or the day of return. Requirements are as follows: Breakfast: depart duty station prior to 6:00 a.m. and extend the workday by two hours. Lunch: depart duty station prior to noon (day of departure) or return to duty station after 2:00 p.m. (day of return). Dinner: depart duty station prior to 5:00 p.m. (day of departure) OR Return to duty station after 8:00 p.m. (day of return) and extend the workday by three hours. Travel destination must be at least 35 miles from the employee s regularly assigned duty station or home, whichever is less. Meals during Single Days of Travel if Travel Does Not Include an Overnight Stay: Allowances cannot be paid to employees for lunches if travel does not involve an overnight stay. However, employees may be eligible for allowances for the breakfast and evening meals if the following apply: Breakfast: depart duty station prior to 6:00 a.m. and extend the workday by two hours. Dinner: return to duty station after 8:00 p.m., and extend the workday by three hours. The travel must involve a travel destination located at least 35 miles from the employee s regularly assigned duty station or home, whichever is less. Meals and Day-to-Day Activities: Employees may not be reimbursed for meals in conjunction with a congress, conference, assembly, convocation, or meeting of the employees within a single Judicial Branch department, or between the employees of two 9

14 or more state departments, institutions, or agencies to discuss issues relating to the employee s normal day-to-day business activities. Working Lunches: A working lunch is defined as a lunch provided during a training session that is scheduled to last at least seven (7) consecutive hours with no formal break for lunch (employees are required to stay on site and continue training through the normal lunch period). Working through the lunch period allows the event to be completed in one day, thus eliminating the need for overnight expenses. Prior approval must be obtained from the chief financial officer or designee using Form AOC-A-214 Prior Approval and Reimbursement for Working Lunches. The division and funding source should be indicated on the form. The form and a copy of the agenda, including time allotted for each session, must be submitted for approval to the office of the chief financial officer at least two (2) weeks prior to the event. Excessive time for welcome, networking, and introductions will not be considered in determining the seven consecutive hour requirement. A cost savings to the AOC must be demonstrated to support the request for approval. It is the responsibility of each division to maintain detailed documentation supporting the cost savings in the event of an audit. The cost of each lunch is limited to the per diem amount. All sessions involving working lunches scheduled at the North Carolina Judicial Center (NCJC) are required to use the NCJC cafeteria as the provider of the working lunch. A copy of the signed approval document must be provided to the cafeteria in order for the lunch to be scheduled. Working lunches for sessions held somewhere other than the North Carolina Judicial Center may be paid directly to vendor, not to exceed state rate, as long as prior approval has been obtained. Requests for reimbursement must include the following: Original prior approval form Approved invoices Invitation List of invitees List of actual attendees Agenda Sign-in log Consistently over-estimating the number of invitees may result in reimbursements based on actual attendees versus invitees or the denial of future requests. Meals and Commercial Air Travel: Employees are allowed to claim reimbursement for meals even if they are offered as a part of one s flight schedule on a commercial airline. Excess Meals: No excess reimbursement will be allowed for meals unless the meals were for out-of-country travel or an event where employee was required to attend, and 10

15 the excess reimbursement was approved by the Director or his or her designee. Transportation Transportation by Common Carrier It is the policy of the Judicial Branch to use the lowest fare wherever possible. Every effort should be made to reserve all transportation at least fourteen (14) days in advance. We understand that there are rare times when this is not possible. All exceptions must receive prior written approval by the Director or his or her designee. Coach or economy class will be used on all transportation. Airline selection by a traveler will not be permitted unless the cost is at or below the lowest fare offered through the centralized travel system. Reimbursement: Employees may only request reimbursement for authorized travel reservations made outside of the centralized travel system. Domestic Flights: Except for international travel, reimbursement for air, rail, bus, or other common carrier fare is limited to actual coach fare, which must be substantiated by a receipt. International Flights: Employees traveling internationally on overseas flights may be reimbursed actual business class fare (substantiated by a receipt) with prior approval of the Director or his or her designee. Super Saver Rates: When traveling by common carrier to conduct official Judicial Branch business, employees traveling to their destination earlier than necessary and/or delaying their return to obtain reduced transportation rates may be reimbursed subsistence for additional travel days if the amount saved due to the early and/or delayed travel is greater than the amount expended in additional subsistence. When the reduced airfare rates require staying overnight to be eligible for reimbursement, the employee must stay overnight on the night closest to the first or last day of official Judicial Branch business to which the employee is attending. Bags: Employees are entitled to reimbursement for one checked bag of standard size and weight. Receipt must be provided for reimbursement. No reimbursement shall be granted for additional bags or bags requiring excess charges without prior written approval by the Director or his or her designee. Transportation by AOC-Owned Vehicle All travel in AOC-owned vehicles is governed by the Judicial Department Vehicle Regulations. Transportation by Motor Fleet Vehicle: Any employee who has a permanently assigned motor fleet vehicle or uses a motor fleet vehicle owned by the Division of Motor Fleet Management (Department of Administration) must comply with the 11

16 Rules and Regulations provided by that division (see Division of Motor Fleet Management s Regulations Manual). An employee who routinely uses a motor fleet vehicle to drive between the employee's home and duty station shall reimburse the AOC for each trip at the motor fleet rate or $3 per day for the assigned vehicle type. This rate shall be applied for 20 days per month even if the number of commuting days during the month is less than 20. Reimbursement shall be made by payroll deduction. Divisions and employees should review the use of individual permanently assigned vehicles at least quarterly to determine whether vehicles are meeting the minimum mileage requirements. If an assigned vehicle continues to be needed, but does not meet minimum use requirements, consideration should be given to converting the vehicle to an agency-assigned vehicle. AOC-Owned & Motor Fleet Management Vehicles: In locations where multiple users account for high mileage, but no one user exceeds the 1,050 per month mileage amount, a motor fleet vehicle may be assigned to a Judicial Branch division or office. Divisions should review the use of agency-assigned state vehicles from Motor Fleet Management at least quarterly to determine whether vehicles are meeting the minimum mileage requirements. Each division should adopt a policy for reserving the agency vehicle, so that the vehicle is available when needed. A sample policy is attached as Appendix D. All divisions with an agency-assigned vehicle should make the vehicle available to employees of other divisions, if someone within the division has not already reserved it. Should an employee decline to use an agency-assigned vehicle, when one is reasonably available, and instead elects to drive his or her personal vehicle, the employee will be entitled to mileage reimbursement at the lowest Judicial Branch rate (see Appendix B). Individuals and offices are responsible for secure and safe storage and parking of vehicles. Repeated occurrences of vandalism to a vehicle may result in the office being charged for repairs. Motor Fleet Management vehicles shall not be left on nonresidential streets or highways overnight unless it is necessary due to mechanical failure or emergency. When a Motor Fleet Management vehicle is parked on a municipal street, it shall be the responsibility of the driver to pay all parking fees. The AOC shall not be responsible for theft or damages to employees personal property that is left in vehicles at any location. Employees are required to use reasonable precautions to avoid theft, including placing personal and Judicial Branch property in the trunk or, to the extent possible, in other areas of the vehicle where the items cannot be seen; locking the vehicle; parking in well lighted areas; and parking in areas where there is high visibility. Employees who fail to take such 12

17 precautions or who experience more than one instance of damage or theft to vehicles may lose the privilege of using a state vehicle and may be subject to disciplinary action. Individuals and offices should make sure vehicles are moved to an appropriate location if adverse weather is expected (such as a tropical storm, hurricane, ice storm, etc.) to prevent to the extent possible damage from flooding, falling debris, etc. Transportation in Vehicles Owned by the State or Judicial Branch Travel between Home and Duty Station: Employees who are permanently assigned an AOC-owned vehicle and who are authorized by the senior deputy director to drive any AOC-owned vehicle between their home and their duty station shall reimburse the Judicial Branch for mileage. Reimbursement is required per the Internal Revenue Code. The AOC will use the Commuting Valuation Rule (Section (d)(2), Income Tax Regulations) which values the commuting use of an employer-provided vehicle at $1.50 per one-way commute ($3.00 round trip) for each employee who commutes in the vehicle. This rate shall be applied for 20 days per month even if the number of commuting days during the month is less than 20. Reimbursement shall be made by payroll deduction. Employees who routinely use a motor fleet management vehicle to drive between the employee's home and duty station shall reimburse the AOC for each trip at the motor fleet rate for the assigned vehicle type. Non-Employee Riders: Non-Judicial Branch employees may accompany Judicial Branch employees in vehicles owned by the state or Judicial Branch when such employees have a business interest in the purpose of the trip and their presence is related to Judicial Branch business. Spouses and children of judicial employees may accompany the employee in vehicles owned by the state or Judicial Branch, if ample space is available and all travel is strictly for official Judicial Branch business [G.S (i)(7)]. Hitchhikers are not permitted to ride in vehicles owned by the state or Judicial Branch. 13

18 Travel at Destination: At the employee s destination, vehicles owned by the state or Judicial Branch may be used for travel to obtain meals, but not for private purposes or for entertainment while off duty. No common carrier or public transportation fares are reimbursable on a trip on which an employee uses a vehicle owned by the state or Judicial Branch, unless it is shown that such transportation was more economical in a particular situation. Transportation by Personal Vehicle Reimbursement for Use of Personal Vehicle When AOC-Owned or State Owned Vehicle Is Available: Employees who choose to use their personal vehicle when an AOC-owned vehicle is available will be reimbursed at only the lowest AOC rate (see Appendix D), unless approval for an exception is obtained from the chief financial officer or the vehicle is a personal vehicle for which an official plate has been issued to an official of the Judicial Branch and is displayed pursuant to G.S (2) AOC Director; (30) Clerk; (45) DA; (71) Judge or Justice; or (81) Magistrate. For round trips of 50 miles or less, employees with a duty station at the North Carolina Judicial Center (NCJC) have the option to use either their personal vehicle or an AOC-owned vehicle, if available. The employee will be reimbursed at the highest AOC mileage rate in effect at the time for these trips when using the employee s personal vehicle. Employees with a duty station at the NCJC should claim no more than 23 miles each way (46 miles round trip) for travel to and from the UNC-CH School of Government. Reimbursement for Use of Personal Vehicle When AOC-Owned or State Owned Vehicle is Not Available: Employees who use their own personal vehicle when an AOC-owned vehicle is not available will be reimbursed at the highest Judicial Branch mileage rate (see Appendix B). By signing a travel reimbursement request form, AOC-A-25, with the higher Judicial Branch rate requested, the employee and division head are verifying that the employee attempted to obtain an AOC-owned or state owned vehicle, and none was reasonably available or the vehicle is a personal vehicle for which an official plate has been issued to an official of the judicial branch and is displayed pursuant to G.S (2) AOC Director; (30) Clerk; (45) DA; (71) Judge or Justice; or (81) Magistrate. 14

19 Commuting: No reimbursement shall be made for the use of a personal vehicle in commuting from an employee s home to his or her duty station, except as allowed in the Judicial Department Vehicle Regulations. An employee may be entitled to mileage reimbursement if temporarily assigned to another office. Temporary assignments are usually six months or less. The chief financial officer may approve a longer temporary assignment time period if the hiring authority has provided written justification. On Call: No mileage reimbursement is allowed to employees in on call status. On call status means the employee is readily available to come to work when called. Transportation by a Rental Vehicle Rental vehicles are not to be used at the expense of the Judicial Branch solely or in part for the convenience or personal preference of the employee. All reservations for rental vehicles shall be made through the centralized travel system. Employees are required to provide payment for the rental vehicle at the time of use and submit for reimbursement of all authorized costs. Receipts for all authorized costs, including gas, must be attached to reimbursement request. Only rental fare, taxes and gas shall be reimbursed. There shall be no reimbursement for GPS rentals, extra insurance or any other elective cost. Approval from the Director or his or her designee is required along with an approved Request for Special Travel and Training form, AOC-A-182. Requests submitted without receipts shall not be eligible for reimbursement. Travel To and From Airport at Employee s Duty Station Reservations for these services must be made through the centralized travel system. Reimbursement for travel between the employee s duty station and the nearest airline terminal (or train/bus station, if applicable) and for appropriate parking may be made for travel under the following circumstances: Taxi or airport shuttle: actual costs with receipts. Private car: the current Judicial Branch mileage rate for a maximum of two round trips with no parking charge, or for one round trip with parking charges. Receipts are required for airport parking claims. Use of public transportation: in lieu of using a taxi or airport shuttle, employees can be reimbursed without receipts for actual expenses up to $5 for each one-way trip from the airport to the hotel/meeting or from the hotel/meeting to the airport. 15

20 Travel To and From Airport at Employee s Destination Reservations for these services must be made through the centralized travel system. Reimbursement for travel to and from an airline terminal (or train or bus station if applicable) to the employee s destination shall be made for travel under the following circumstances: Taxi or airport shuttle service: actual costs with receipts. Rental vehicles: may be used with prior approval of the Director or his or her designee; however, rental vehicles may not be used for the sole convenience of the employee. Only actual costs documented with receipts will be reimbursed. Use of public transportation: in lieu of using a taxi or airport shuttle, employees may be reimbursed, without receipts, for actual expenses up to $5 for each one-way trip from the airport to the hotel/meeting or from the hotel/meeting to the airport. Travel Involving Trips Other than To and From the Airport The actual cost of taxi and shuttle service fares is reimbursable when required for travel on official Judicial Branch business. The request must be documented with a receipt. The use of public transportation such as train or bus is reimbursable, without a receipt, for actual expenses up to $5 per one-way trip. 16

21 Inter-Office Travel between State Office Buildings in Same County Judicial Branch employees (other than all superior court judges, district court judges district attorneys, and assistant district attorneys traveling between their duty station and other offices within the same county to conduct official business, per Senate Bill 202 (S.L )) are entitled to be reimbursed for their mileage between the duty station and other offices if all of the following are true: The employee is not permanently assigned a state vehicle or an AOC-owned vehicle. There is no state vehicle or AOC-owned vehicle reasonably available for the employee s use. The employee is unable to car pool to the other office with another Judicial Branch employee who has access to a state vehicle or an AOC-owned vehicle. Requests for reimbursement may be accumulated for up to six months, and must be at least $25.00 to be processed. The requirement to file requests within thirty (30) days of incurring expenses does not apply to this section. Parking Parking will be reimbursed for the actual amount with receipt. An employee who parks using a coin meter is entitled to reimbursement of up to $2.00 per day without a receipt. Tolls Toll costs will be reimbursed for the actual amount with receipt. 17

22 III. TRAVEL POLICIES FOR EMERGENCY JUDGES Each district or superior court emergency judge who is assigned to temporary active service by the chief justice shall be reimbursed by AOC for expenses in accordance with G.S. 7A-52 (see Appendix B). Emergency judges not in temporary active duty pursuant to a commission of the Court, but who are attending a conference to maintain their Continuing Judicial Education credits, are entitled to be reimbursed for actual expenses. IV. ADDITIONAL TRAVEL POLICIES FOR JUDICIAL OFFICIALS When travel is required to conduct the business of the Judicial Branch, all authorized transportation and lodging reservations for business travel shall be made, at the expense of the Judicial Branch, through the centralized travel system. This includes, but is not limited to hotel reservations, air and bus reservations, rental car reservations, and shuttle reservations. Reimbursement for mileage, parking, meals, or lodging resulting from travel within the individual s county of residence or duty is prohibited unless otherwise noted in this section. A judicial official may not receive reimbursement for travel to and from the individual s home and a seat of court in the individual s county of residence or duty, for travel between seats of court in the individual s county of residence or duty, for travel to a meeting or training event within the individual s county of residence or duty, or for travel to a crime scene or a witness home in the individual s county of residence or duty. When traveling to conduct official business, judicial officials shall receive the same reimbursement rates as Judicial Branch employees, unless otherwise noted in this section. Regular, daily commuting expenses shall not be reimbursable. Regular, daily commuting expenses is interpreted in accordance with Internal Revenue Service regulations to mean travel between the individual s home and his or her primary duty station (i.e., the location where the individual is assigned for the majority of the fiscal year). Justices of the Supreme Court and Judges of the Court of Appeals In addition to the reimbursement of travel and subsistence expenses at the rate allowed Judicial Branch employees generally, appellate justices and judges are entitled to reimbursement of one round trip per week from their home to their duty station, in accordance with G.S. 7A-10 and 7A

23 Superior Court Judges, District Court Judges, District Attorneys, and Assistant District Attorneys Senate Bill 202 (S.L ) establishes travel criteria that affect certain judicial officials: Superior Court Judges A judge of the superior court, regular or special, shall be paid the same travel allowances as Judicial Branch employees generally, provided that no travel allowance will be paid for travel within his or her county of residence. The Administrative Office of the Courts may also reimburse superior court judges for travel and subsistence expenses incurred for professional education. District Court Judges District court judges are subject to the travel regulations outlined in Section II of this policy. District Attorneys and Assistant District Attorneys If the District Attorney s office has a Judicial Branch-owned vehicle, the DA or an ADA may use that vehicle for work-related travel from the DA s office to a crime scene, a witness home, or a satellite court location outside of the county of the DA s duty station. Magistrates Magistrates may not be reimbursed for travel expenses incurred on official business within the county in which the magistrate resides, per G.S.7A-171.1(b). Political Functions No state funds may be used to pay travel and / or subsistence costs for an official while attending a political function or meeting. All Other Travel Travel reimbursement policies and regulations for all other travel are the same as for Judicial Branch employees. 19

24 V. TRAVEL POLICIES FOR MEMBERS OF BOARDS, COMMISSIONS, COMMITTEES, AND COUNCILS OF THE JUDICIAL BRANCH When travel is required to conduct the business of the Judicial Branch, all authorized transportation and lodging reservations for business travel shall be made, at the expense of the Judicial Branch, through the centralized travel system. This includes, but is not limited to hotel reservations, air and bus reservations, rental car reservations, and shuttle reservations. Boards, Commissions, Committees, and Councils Boards, commissions, committees, and councils are those recognized by the Director as a standing Judicial Branch board, commission, committee, or council subject to these provisions. Such groups include but are not limited to the following: Chief Justice s Commission on Professionalism Judicial Standards Commission State Judicial Council Dispute Resolution Commission Sentencing and Policy Advisory Commission Rural Courts Commission Innocence Inquiry Commission Family Court Advisory Committee Board of Governors of District Court Judges Executive Committee of Magistrates Conference Executive Committee of Superior Court Judges Executive Committee of Conference of District Attorneys Executive Committee of Conference of Clerks Executive Committee of District Court Judges Meals The costs of meals included in other related activities (registration fees, conference costs, hotel registration, working lunches, etc.) for which reimbursement is authorized may not be duplicated in reimbursement requests. Per Diem Compensation Non-employees who are members of state boards, commissions, committees, and councils shall receive a $15 per diem. As used herein, a per diem is the state rate of pay, exclusive of travel and lodging, for each day of official service, pursuant to G.S (a)(1) (see Appendix B). Employees and all state board, commission, and council members whose salaries or any portion of whose salaries are paid from state 20

25 funds shall receive no per diem compensation from state funds for their services. It is the responsibility of the fiscal officer of the board, commission, committee, or council to ensure that such per diem compensation is not paid to employees. Day of official service is defined as the day(s) that meetings are held. If members travel on days before or after the meeting, they may not receive per diem for the travel only days. EXAMPLE You travel from Asheville to Raleigh on Wednesday for a board meeting on Thursday and return on Friday. You would receive the per diem ($15) only for Thursday (the day of the meeting) Subsistence for Non-Employees Serving as Board Members Meal subsistence for non-employee members of state boards, councils, commissions, or committees is a daily, lump-sum allowance payable per day of official service. The subsistence reimbursement for actual lodging expenses, up to the maximum rate allowed (see Appendix B), must be documented by a receipt of actual lodging expenses from a commercial establishment. Subsistence for Employees Serving as Board Members As allowed under G.S , an employee who is a member of a state board, commission, committee, or council that operates from funds deposited with the State Treasurer may be reimbursed for actual cost of any meal (including lunch) while on official Judicial Branch business if the meal is preplanned as part of the meeting for the entire board, commission, committee, or council. However, when an overnight stay is required, the employee is limited to the meals and lodging reimbursement amounts listed in Appendix B. Subsistence for Employees Required to Attend Meetings An employee may be reimbursed for meals, including lunches, when the employee s job requires his or her attendance at the meeting of a board, commission, committee, or council in his or her official capacity and the meal is preplanned as part of the meeting for the entire board, commission, committee, or council. If the employee is eligible for reimbursement for any other meal, that reimbursement is limited by the same reimbursement amounts and regulations as those allowed for in-state and out-of-state travel by an employee who is not a member of a state board, commission, committee, or council. 21

26 Transportation Transportation policies and regulations are the same as those for Judicial Branch employees, except that a mileage reimbursement rate set by any other law by reference to G. S (a)(1) is established at the rate set in Appendix B. VI. TRAVEL POLICIES FOR NON-EMPLOYEES Non-Employees Any person traveling on official Judicial Branch business, whose expenses are paid by the Judicial Branch, and who is not a Judicial Branch employee is subject to these regulations, including statutory subsistence allowances. Travel expenses for members of a nonemployee s family are not eligible to be paid by the Judicial Branch. No travel advances will be made to non-judicial Branch employees including interns or contractors. Prospective Employees The Director or his or her designee is authorized to approve reimbursement of transportation expenses of prospective employees visiting for employment interviews. These expenses are limited to transportation and subsistence for three (3) days (five (5) days if one is a Saturday) at the in-state rate. Excess lodging expenses may be approved by the Director or his or her designee. Attendants Payment of travel and subsistence expenses (hotel and meal costs) for attendants for handicapped employees while traveling on official Judicial Branch business may be reimbursed to the same extent as Judicial Branch employees if prior approval is obtained from the Director or his or her designee. 22

27 VII. CONFERENCES, SEMINARS, WORKSHOPS, TRAINING SESSIONS, AND RETREATS External Conference Definition External conferences are those that involve the attendance of persons other than the employees of the Judicial Branch. Payment for meals is allowable if included in the registration fee, but such fee must not consist exclusively of meals or it will not be allowable unless meeting overnight travel criteria. The registration fee is typically made for defraying the cost of speakers, building (room) use, handout materials, breaks, and lunches at conferences and conventions. These fees are charged to other services Registration Fees. The Judicial Branch may require itemization and / or documentation of expenses. Conferences sponsored or co-sponsored by the Judicial Branch are authorized when they meet the limitations and requirements listed below. Requirements and Limitations for Hosting External Conferences Planned in detail in advance, with a formal agenda or curriculum. Written or electronic invitation to participants, setting forth the calendar of events, the social activities, if any, and the detailed schedule of costs. Held at the NC Judicial Center or in public facilities when possible and financially reasonable; however, non-state facilities can be rented. Registration fees may be charged by the sponsoring department to participants for costs of external conferences. Registration fees may not include costs of entertainment, alcoholic beverages, or flowers. Sponsoring departments, conferences, and commissions may provide refreshments for morning and afternoon breaks if the criteria set out in Section IX are met. When conferences or meetings are to be held under the sponsorship of the Judicial Branch, in which the funding for all participants is budgeted, lump-sum payments to a conference center or a host organization may be made upon written authorization from the Director or his or her designee. The authorization must provide the following: Purpose and duration of the conference Number of persons expected to attend Specific meals to be served at the conference Approximate daily subsistence cost per person Name of the conference center, hotel, caterer, or other organization providing the service. 23

28 It is the responsibility of sponsoring departments, conferences, and commissions to ensure that reimbursement for meals included in the lump-sum payment is not also included in reimbursement payments made to employees who are conference participants. Sponsoring departments, conferences, and commissions should coordinate in advance with the Financial Services Division to create the conference-specific AOC-A-25 form. Internal Conference Definition Internal conferences are those that involve the attendance of employees within the Judicial Branch only. No payment for meals is allowable unless the requirements of a working lunch or overnight travel criteria are met. A routine staff meeting is not an internal conference. Requirements and Limitations for Internal Conferences All conferences and associations that hold two or more conferences / meetings a year are encouraged to offer at least one conference / meeting at the NCJC in order to assist the Judicial Branch in making maximum use of its travel and training funds. Whenever the number of attendees is too large to be accommodated at the NCJC, all conferences and associations are encouraged to hold at least one conference in a central location within the state to minimize travel costs. Purchasing Services will work with the conference hotels to obtain the best rate possible, coordinate conferences so they run concurrently to make the best use of costs such as telephone lines, and ensure that meeting space and complimentary rooms are provided commensurate with conference size. Any and all complimentary rooms should be used for the sole purpose of the Judicial Branch. Gifts / complimentary rooms cannot be accepted for personal use during or any time after the conference. Requirements for internal conferences are as follows: Planned in detail in advance, with a formal agenda or curriculum. Written or electronic invitation to participants, setting forth the calendar of events and the detailed schedule of costs. No excess travel subsistence may be granted for internal judicial meetings, conferences, seminars, etc., and such meetings must be held in public facilities when available and financially reasonable. No registration fee will be reimbursed. 24

29 Excess lodging is permitted for AOC personnel when an AOC employee is required to attend a conference for the sole purpose of teaching, installation of equipment or technology, staffing information booths, or other support roles. For these employees excess lodging authorization must be obtained from the hiring authority in advance on the Special Travel and Training Form (AOC-A-182). The employee will be reimbursed for the lowest conference hotel rate offered, if that rate is more than the state rate. Supervisors and hiring authorities should inform their staff as quickly as possible about their needed attendance at the conference so that a room at the conference rate will be available. To assist employees in determining mileage to claim while attending conferences, a mileage chart has been developed that identifies approximate mileage amounts between common conference locations and the counties, using the county seats as departure and arrival points (see Appendix C). Employees may choose to use mileage amounts reflected in this chart rather than track actual mileage. Sponsoring departments, conferences, and commissions may provide refreshments for morning and afternoon breaks if the criteria set out in Section IX are met. Training Session Definition Employee training involves any course that develops an employee s knowledge, skill, and ability to perform the duties of his or her present job, such as courses on technology or management skills development. These courses generally have a set fee, are of relatively short duration, and are not part of a curriculum the employee is participating in leading to an educational degree. Management Retreat Definition A management retreat is a meeting or series of meetings consisting of a division head or hiring authority and his or her designated assistants and coworkers. Retreats may be held at a site other than the usual workplace and are held no more than once a year. Expenditures are permissible under the guidelines for an internal conference. 25

30 VIII. INFORMAL MEETINGS WITH GUESTS OF THE CHIEF JUSTICE, CHIEF JUDGE, DIRECTOR, OR CERTAIN OTHER JUDICIAL OFFICIALS An informal meeting is a meeting involving the chief justice, chief judge, director, or certain other judicial officials or their designees, and non-employees, and during which official Judicial Branch business is discussed for the majority of the meeting. Informal meetings are one-time occurrences and are not held on a recurring or routine basis. The above officials and their designees may be reimbursed for actual costs of meals for themselves and for their guests who are not employees, when accompanying them in the course of conducting official Judicial Branch business. Certain other judicial officials include, but are not limited to, officials from the Conference of Clerks of Superior Court, the Conference of District Attorneys, the Sentencing Commission, and the Dispute Resolution Commission. IX. REFRESHMENTS AND BREAKS If funds are available, employees who furnish refreshments -- e.g., morning and afternoon coffee, soft drinks, cookies, and doughnuts -- served at meetings may be reimbursed, provided the meeting meets all of the following criteria: Is not a routine staff meeting Has a written or electronic invitation Has at least 12 invitees Is at least a three-hour meeting Has a printed agenda including time allotted for each session Has a sign-in log Prior approval must be obtained from the chief financial officer, using Form AOC-A-213, Prior Approval and Reimbursement for Refreshments at Meetings. The division and funding source should be indicated on the form. The form and a copy of the agenda must be submitted for approval to the office of the chief financial officer at least two (2) weeks prior to the meeting. Reimbursement may be paid for actual costs, not to exceed $3.00 per member and required staff, for each three-hour meeting, and no more than $4.00 per member and required staff for an all-day meeting. An allday meeting has to run for at least six (6) hours, excluding the lunch period. Excessive time for welcome, networking, and introductions should not be considered in determining the hourly requirements herein. Following the meeting, requests for reimbursement must be accompanied by the original prior approval form, approved invoices, the invitation, list of invitees, list of actual attendees, agenda, and sign-in log. Consistently over-estimating the number of invitees may result in reimbursements based on actual attendees versus invitees or the denial of future requests. Session organizers for meetings in the NCJC are required to use the Judicial Center cafeteria as the provider for break refreshments. Session organizers must provide a 26

31 copy of the approved Form AOC-A-213 to the Judicial Center Cafeteria staff prior to ordering refreshments. Orders will not be filled without the appropriate approval. The cost of orders placed must be within the appropriate rate per member, or the order will not be processed. Any changes in meeting plans or cancellation of meetings must be communicated to Cafeteria staff and Financial Services at least three (3) days prior to the meeting start date. X. TELEPHONE CALLS Reimbursement Official phone calls are reimbursable under Miscellaneous. Individual calls over $5.00 must be identified as to point of origin and destination. Long Distance Employees are not allowed to charge long distance phone calls to the Judicial Branch for calls made of a personal nature, except as stated below. All long distance calls that are to be paid by the Judicial Branch must be made pursuant to the employee s conducting official Judicial Branch business. Allowable Personal Calls An employee who is in overnight travel status is allowed one personal long distance telephone call for each overnight stay, for which reimbursement to the employee may not exceed $3.00 for an in-state call or $5.00 for an out-of-state call. Proof of cost of the call must accompany the reimbursement request. Employee Emergency Calls Employees may use the state network system, state telephone, state cell phone or state credit card, or may be reimbursed for a personal long distance call, if such call is of an emergency nature, as determined by the division head or hiring authority. EXAMPLE You call home to inform someone that the travel period has been extended beyond original plans due to unforeseen circumstances 27

32 Cellular Telephones Judicial Branch-issued cell phones are to be used for official Judicial Branch business and should only be used when a more economical means of telephoning is not reasonably available. Reasonable personal use of a state-issued cell phone is allowed. Each hiring authority or his or her designee shall review cell phone use to ensure the employee is using the phone in accordance with the Judicial Branch Mobile Communications Device Policy. Use of Telephone with Computer Hook-Ups Employees who, while traveling on official Judicial Branch business, need to transmit data via their computers should use the most efficient manner available. XI. CONTINUING JUDICIAL AND LEGAL EDUCATION REIMBURSEMENT Continuing Education Credits Elected officials and magistrates who maintain their law licenses shall receive the necessary annual Continuing Legal Education (CLE) or Continuing Judicial Education (CJE) credits through their annual conferences. If an elected official or magistrate is unable to attend a conference or the conference does not provide the required professionalism CLE/CJE needed in that calendar year, and therefore, the elected official or magistrate is unable to obtain his or her required CLE/CJE credits, that person may be reimbursed for the registration fee for the annual Public Law for Public Lawyers (PLPL) conference or one of the video replays, provided prior approval is given by the Director or his or her designee. Assistant clerks who have a law license and are paid at a higher rate pursuant to G.S. 7A- 102 may be reimbursed for the registration fee to attend the annual live or video PLPL, provided prior approval is given. Lawyers in the Judicial Branch whose job description requires a law license or whose supervisor indicates that maintaining their prior law license is a benefit to the person s job duties may be reimbursed to attend the annual live or video PLPL, provided prior approval is given by the Director or his or her designee. Should the elected official, magistrate, assistant clerk, or lawyer be unable to attend the annual PLPL live or video replays, then that person may be reimbursed up to the amount of the PLPL fee in effect that year to attend a CLE program of his or her choosing. However, any additional registration fees associated with another CLE program will not be paid by the Judicial Branch without prior approval by the Director or his or her designee. Bar or Other Professional Dues Voluntary or mandatory bar or other professional dues will not be reimbursed by the Judicial Branch. 28

33 The amount provided by the Judicial Branch to the appellate justices and judges for travel and subsistence expenses may not be used to pay for bar or other professional dues, memberships, or publications. XII. EXCEPTIONS Any exception to the rules and regulations as herein stated, except those expressly delegated, must be approved in advance by the chief financial officer or his or her designee. 29

34 APPENDIX A FORMS Form Number AOC-A-25 AOC-A-182 AOC-A-212 AOC-A-213 AOC-A-214 AOC-A-224 Form Title (Click for Link to Online Form) Travel Reimbursement Request Request for Special Travel and Training Employee Travel Advance Request Prior Approval and Reimbursement for Refreshments at Meetings Prior Approval and Reimbursement for Working Lunches Employee Payment Verification Form OTHER TRAVEL DOCUMENTS Expert Witness Fee Policy Fact Witness Attendance Policy NCAOC e-travel Guide (Maupin Travel) 1A

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36 AOC-A-25 Reimbursement of Travel and Other Expenses Incurred In the Discharge of Official Business (Rev. 7/13) 3A

37 4A

38 AOC-A-25 Travel Reimbursement Request (Cont d) 5A

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40 AOC-A-182 Request for Special Travel and Training 7A

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42 AOC-A-212 Employee Travel Advance Request 9A

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44 AOC-A-213 Prior Approval and Reimbursement for Refreshments at Meetings 11A

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46 AOC-A-214 Prior Approval and Reimbursement for Working Lunches 13A

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48 AOC-A-224 Employee Payment Verification Form 15A