TRAVEL MANAGEMENT OFFICE

Travel policies, procedures and facilitation

Travel Definitions

Average Coach Airfare - The average of unrestricted "Y" class fares offered by airlines as quoted by the contracted travel agency.

Cancellation Charge - A fee, charge, or payment that a private entity assesses or retains because of the cancellation or change of a travel reservation or other travel plan.

Commercial Lodging Establishment - A motel, hotel, inn, apartment, house, or similar entity that furnishes lodging to the public for pay.

Commercial Transportation Company - An entity that offers transportation of people or goods to the public for pay.

Continental United States - The District of Columbia and all states of the United States other than Alaska and Hawaii.

Designated Headquarters - The area within the incorporated city limits in which the employees place of employment is located. If the place of employment is located in an unincorporated area, then the designated headquarters is the area within a five-mile radius of the place of employment.

Disability - A physical or mental impairment of a person that substantially limits one or more of the person's major life activities.

Duty Point - The destination other than a place of employment to which an employee travels to conduct state business.

Gratuity - Something given voluntarily or beyond obligation, usually in response to or in anticipation of a service.

Incidental Expense - Necessary and reasonable expenses incurred while traveling on state business. Does not include expenses for meals, lodging, or transportation; personal expenses; and, tips and gratuities.

Lodging Expense - A charge imposed by a provider of lodging as consideration for providing the lodging.

Lowest Available Airfare - The lowest available airfare as quoted by the contracted travel agency.

Non-working Hours - All hours in a calendar day except working hours.

Place of Employment - The office or location at which an employee routinely conducts state business.

Prospective State Employee - A person who is being considered for employment with a state agency.

Rented or Public Conveyance - A motor vehicle, train, or aircraft that an employee rents or pays a fee to use on a short-term basis.

Tip - See gratuity.

Travel Expense - Transportation, meal, lodging, or incidental expense.

Work Day - A day on which an employee is regularly required to conduct state business.

Working Hours - The hours during which an employee is regularly scheduled to conduct state business.