10-16: Reimbursement by a third party

Effective: January 15, 2024
Approved by: Van Christensen
References:Utah Code 63A-3-107, Administrative Code R25-7, Executive Order EO 002 2014, Utah Code 67-16.

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Purpose

This policy outlines the conditions for accepting reimbursement from a third party and the options for handling such reimbursement.

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Definitions

Concur – Software used by the state to manage travel, reimbursements, and p-card transactions.

GSA rate – The generic term for the federal travel reimbursement rates, sometimes called per diem rates. Reimbursement rates for travel are determined by location and are established by the U.S. General Services Administration, Department of Defense, and the Department of State. Rates can be found on the U.S. General Services Administration website. 

Reimbursement – Money paid to compensate travelers for money spent while traveling on official business.

Reimbursement request – The general term for requesting payment for travel expenses. In Concur, travelers add their expenses to a report. Travelers who cannot use Concur submit form FI 51.

Traveler – Any person traveling on official state business for an agency or political subdivision. This definition includes employees, non-employees, board members, elected officials, vendors, volunteers, grant recipients, and award beneficiaries. 

Travel policy – All policies labeled travel policy established by the GovOps Division of Finance.

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Policy

A – Requirements for accepting third-party reimbursements

1 – Employees must comply with applicable IRS regulations and not accept gifts, stipends, or other incentives from third parties that may persuade or influence the actions of the employee.

2 – When a third party reimburses employees for travel expenses, the employee may be reimbursed at most the GSA rate for meals and incidental expenses and other actual costs as allowed by travel policy.

B – Options for handling third-party reimbursements

1 – Employees may give the third-party reimbursement to the state

1a – Employees may choose to pay the money from the third-party reimbursement to the state as a refund of expenditure. In this case, employees must submit a reimbursement request for their travel expenses (see travel policy 10-6: Reimbursement requests).

1b – If the amount reimbursed by the third party is greater than the amount allowed by travel policy, the difference must be returned to the third party by the state.

1c – After their trip, employees must attach the following documents to their reimbursement request in Concur:

• documentation of the reimbursement (for example, a copy of the reimbursement check or a bank statement showing the electronic funds transfer),
• travel itinerary,
• all required receipts, and
• any reimbursement forms required by the third party.

2 – Employees may keep the third-party reimbursement

2a – Employees may choose to keep the third-party reimbursement up to the amount allowed by travel policy. In this case, the traveler must not submit a reimbursement request.

2b – If the amount reimbursed by the third party is more than the amount allowed by travel policy, the difference must be returned to the third party by the employee.

2c – After the trip, employees must attach the following documents to the travel request in Concur:

• documentation of the reimbursement (for example, a copy of the reimbursement check or a bank statement showing the electronic funds transfer),
• travel itinerary,
• all required receipts, and
• any reimbursement forms required by the third party.