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AIRFARE
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You
can book through a
State Travel Agency – Identify yourself as a state
employee and verify that you are getting the state rate. This fare is
reimbursable without any further action.
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You can book on the internet – You
must have 2 quotes from any internet source. The quotes must include all fees
that will be charged for your booking.
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When
you book on the internet, you will have to use the lesser of the two (2) fares.
If you must choose the higher, a
Waiver Request Form must be submitted for approval
to Procurement Services prior to booking the flight.
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The paid itinerary and the
second quote have to be filed with your travel voucher for
reimbursement.
PRIVATE
VEHICLE
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If you choose to drive your
private vehicle out of state a cost comparison will be performed.
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You will need to obtain the lowest
unrestricted airfare quote.
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Ground transportation (taxi, bus,
subway, etc….) will be factored into that quote, including Rental Vehicle if
deemed necessary.
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Parking at Memphis airport.
Compared to:
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Total mileage to and from your
destination.
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In route meals
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In route lodging
q In
order to be reimbursed for mileage when a reasonable airfare exists, you will
have to include a specific statement with your voucher that is signed by you and
your department head.
Statement and
Justification required
“In my opinion, it is in the best interest of
this agency that (employee name) use his private vehicle for travel on (date
from), (origin), (date to), (destination).” This statement will require
complete justification by the agency head.
RENTAL VEHICLE
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Book
with the
State Contract Rental Car Company and identify
yourself as a State employee.
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Intermediate size vehicle is what
is allowed by the State.
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The Contract Rental Car includes
unlimited mileage and CDW/LDW insurance. Do Not purchase insurance - it
will not be reimbursed.
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When renting in State, the
cost of rental car plus gas purchases for the vehicle will be compared to total
mileage cost.
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The lesser of the two will be
reimbursed.
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When you
rent out of state, you will have to provide explanation for the rental.
EX: Place of meeting verses lodging (If you can not stay at the Conference
Hotel). You will have to provide a copy of the conference brochure to show
lodging availability.
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When renting
a vehicle at your destination, you have to show cost savings compared to bus,
taxi, subway or any other form of ground transportation.
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Travel to and from restaurants will not be reimbursed.
q If
requesting reimbursement above what the state will allow, you will have to file
a
Waiver Request Form with Procurement Services for
approval prior to your trip.
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