Travel Claim Procedures

1. General
These procedures are intended to provide the traveler a guide to expedite travel reimbursements through the Judicial Education Center and University of New Mexico Accounting Department.

In general, notify the Judicial Education Center for any travel requests in-state and/or out-of-state other than in-state annual conferences, or routine seminars sponsored by the Judicial Education Center.

1.1  In-State/Out-of-State Travel

1.1.1 All travel other than attendance at JEC or AOC conferences and seminars must be approved by the Judicial Education Center and the Administrative Office of the Courts prior to travel. Travel arrangement notification should be given to the Judicial Education Center.

1.1.2 Requests should be by written notification to the Judicial Education Center and the Administrative Office of the Courts and have the following information for JEC and AOC to determine justification and compliance of budgetary guidelines:

1. Written Request (to the Director of JEC & the AOC)
2. Course/conference to be attended
3. Dates & place of course/conference
4. Cost estimate breakdown of expenses:

a. airfare
b. accommodations (meals & lodging)
c. tuition
d. car rental (approval & justification)

5. In addition out of state travel requests must conform to the out of state travel guideline.

2. Transportation Procedures

2.1 Before Airline Travel
Airline tickets should be purchased at the lowest airfare rate possible. Once a traveler has been issued the flight ticket, a copy of the itinerary must be sent directly to the Judicial Education Center. The Judicial Education Center will not pay for the actual flight until the trip has been completed by the traveler.

2.2 After Airline Travel
After completing their flights, travelers should submit the actual "Passenger Receipt" ticket to the Judicial Education Center for reimbursement to the individual or travel agency. In the event the traveler had lost or thrown away the "Passenger Receipt" ticket, a written explanation must be submitted along with actual signature of traveler.

2.3 Mileage
Mileage will be reimbursed by the official map mileage as determined from any New Mexico state map such as Exhibit A. Reimbursement of costs of driving a personal automobile will be limited only to official judicial education business. A Judicial Education Center travel reimbursement form must be submitted for reimbursement of mileage. Reimbursement for travel by personal automobile to an out of state location will not exceed the cost of an airline ticket; the traveler will be reimbursed by which ever method is cheaper. Mileage will not be reimbursed for use of state vehicles.

2.4 Automobile Rentals
The Judicial Education Center will only reimburse travelers for automobile rentals with prior written authorization by the Director, upon a written request explaining the necessity and cost effectiveness of a car rental. Original receipt of the vehicle rental invoice must be submitted to the Judicial Education Center for reimbursement.

3. Lodging and Meals

3.1 Actual or Per Diem
Travelers may be reimbursed by out-of-pocket expenses for lodging and meals or by per diem (reimbursement that includes lodging and meals). Per diem will be reimbursed at the current rate of $85.00 for in-state travel and $115.00 for out-of-state travel.

3.1.1 All reimbursements will be made on the Judicial Education Center Travel Reimbursement Form. (Exhibit B)

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Travel Reimbursement Policies & Procedures

1. General
These policies and procedures provide guidelines for the reimbursement of reasonable and allowable travel costs incurred by members of the New Mexico Judicial branch. All travel reimbursements by the Judicial Education Center are made pursuant to policies of the Department of Finance and Administration.

1.1 The policies are intended to establish maximum reimbursement levels. In all cases, travelers are urged to use good judgement when incurring travel expenses and to minimize reimbursement costs whenever possible.

1.2 To expedite processing of requests for travel reimbursement, travelers should thoroughly explain their travel claims and attach original supporting receipts and documentation. This is important for processing and to satisfy internal and external reviews and audits.

2. Eligibility and Reimbursement

2.1 These travel reimbursement policies and procedures apply to travel by New Mexico Judicial branch personnel who are on official educational travel, are being reimbursed from University funds, and have for travel out-of-state received authorization to travel by the Judicial Education Center. These policies do not apply to travel conducted for non-education related travel by judicial personnel.

2.2 All travelers seeking reimbursement of travel costs incurred by using personal funds should submit a completed Judicial Education Center Travel Reimbursement form to the Judicial Education Center.

2.3 No judge or court staff member who is required to attend an out-of-state educational program as a result of disciplinary proceedings taken against that person shall be entitled to reimbursement for expenses related to attendance at such program from funds administered by the Judicial Education Center.

3. Prior Approval

3.1 Prior approval by the Judicial Education Center is required for travel outside of New Mexico and within the United States. Prospective travelers must submit a letter of application to the Judicial Education Center and to the Administrative Office of the Courts, see exhibit D.

4. Travel Time Defined
For purposes of computing the appropriate per diem allowances, travel time includes the time required to travel to and from the business destination, excluding the normal time required to travel from the traveler's principal residence to and from the place of employment. Travel time may not include normal commuting time. Travel time does not include time spent for personal business or time required to travel by car which exceeds travel time by commercial airline, unless travel by car is necessitated by the nature of the trip and prior approval to use a car is given. 1-1

5. Transportation
Transportation expenses are the ordinary and necessary expense of getting from the traveler's place of employment to another work site on judicial business. "Commuting" is not considered as judicial business regardless of whether work is performed during the trip. "Commuting" is defined as traveling from the residence to the place of employment.

5.1 Commercial Airlines
The Judicial Education Center will pay the reasonable cost of commercial "coach" airline travel. Travelers are encouraged to plan their travel far enough in advance to be able to receive the lowest available airfares coincident to their travel schedules.

5.2 Automobile Rental
Travelers are encouraged to use cost effective public transportation when available. Car rentals will only be authorized upon written request by traveler to the director of the Judicial Education Center to explain the cost efficiency of such means of travel.

5.3 Personal Automobile
Use of a personal automobile for official judicial education business will be reimbursed at the standard mileage rate published by the Department of Finance and Administration. The rate is currently (as of July 2003) $0.32 per mile for each mile traveled in a privately owned vehicle. The rate is intended to cover all costs associated with owning the automobile, including gasoline, maintenance and repairs, insurance, etc.

5.3.1 Mileage reimbursement for in-state travel between cities will be based on the official mileage chart (Exhibit A). Additional mileage reimbursement for conducting judicial education business while at the business destination will be allowed when explained.

5.3.2 Reimbursement for mileage of personal automobiles used in lieu of air travel for out-of-state travel may not exceed the cost of coach airfare.

5.4 Privately Owned Airplane
Use of personal aircraft will be reimbursed at the rate of $0.88 per mile or commercial coach airfare if available, whichever is less.

6. Procurement Procedures

6.1 Travelers may choose to pay for their own commercial transportation in advance of a trip from personal funds or a personal credit card and request reimbursement from the Judicial Education Center after the travel has been completed.

7. Lodging and Meals
Travelers may be reimbursed for lodging and meals (up to $30.00/day in state, $45.00/day out of state). Per diem meal reimbursement includes the cost of food, beverages, and gratuities. Such request must be reported on a Judicial Education Center Travel Reimbursement form.

7.1 Domestic Travel
Travelers may be reimbursed by either of two (2) methods:

METHOD 1:
7.1.1 Per Diem Allowance: Meals & Lodging
This allowance is intended to substantially cover the cost of both meals and lodging. Receipts for purchase of these services are not required to accompany requests for travel reimbursement on this per diem basis. The per diem allowance of:

$85.00 in-state area
$135.00 in-state special areas
$115.00 out of state areas

is intended for each twenty-our hour period when overnight lodging is required.

METHOD 2:
7.1.2 Actual Lodging Expenses, Plus a Scheduled Meal Reimbursement
Actual lodging expenses will be reimbursed when supported by applicable receipts. A meal reimbursement not to exceed $30.00 in state, $45.00 out of state, for each full twenty-four (24) hour period is available without receipts for actual meal costs incurred;

7.1.3 Partial Day Meal Per Diem Reimbursement:
For partial day travel, either when overnight travel is not required or when it follows a twenty-four (24) hour overnight travel, the following schedule applies:

a. for less than 2 hours of travel beyond normal work day. - None
b. for 2 hours, but less than 6 hours beyond the normal work day - $12.00
c. for 6 hours, but less than 12 hours beyond the normal work day - $20.00
d. for 12 hours or more beyond the normal work day - $30.00

8. Miscellaneous Expenses
Other necessary business expenses, such as ground transportation, parking, tips (exclusive of meal gratuities), registration fees, copying charges, and other business expense that can be documented as costs directly incurred as a result of the travel, will be reimbursed when itemized and explained on the travel reimbursement request. Receipts or other written certification must accompany the reimbursement request.

9. Travel Advances
Travelers may obtain a travel advance of 100% for their judicial education business travel. A travel advance form should be filled out and submitted at least one month prior to departure. Checks will normally be mailed one week prior to the traveler's departure date.

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