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2021-109
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2021-109
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Last modified
12/3/2021 11:09:17 AM
Creation date
9/7/2021 10:48:52 AM
Metadata
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Template:
Official Documents
Official Document Type
Grant
Approved Date
08/17/2021
Control Number
2021-109
Agenda Item Number
8.L.
Entity Name
Florida Division of Emergency Management
Subject
For expenses related to maintaining an Emergency Management Program
EMPG-ARPA Agreement No. G0310
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For travel to a conference or convention to qualify for reimbursement, the cost must be reasonable and <br />attendance at the conference must be necessary for the successful completion of a task required by this <br />Agreement. <br />Provided the cost qualifies as reasonable and necessary for the successful completion of a task required <br />by this Agreement, travel to a conference that complies with the requirements of Rule 691-42.004, Florida <br />Administrative Code, satisfies the minimum level of service for conference travel under this Agreement. <br />In pertinent part, Rule 691-42.004(1), Florida Administrative Code, states "No public funds shall be <br />expended for attendance at conferences or conventions unless: <br />• The main purpose of the conference or convention is in connection with the official business of <br />the state and directly related to the performance of the statutory duties and responsibilities of the <br />agency participating; <br />• The activity provides a direct educational or other benefit supporting the work and public purpose <br />of the person attending; <br />• The duties and responsibilities of the traveler attending such meetings are compatible with the <br />objectives of the conference or convention; and <br />• The request for payment of travel expenses is otherwise in compliance with these rules. <br />Provided the cost qualifies as reasonable and necessary for the successful completion of a task required <br />by this Agreement, and provided any related travel complies with the requirements of Rule 691-42.004, <br />Florida Administrative Code, conferences may qualify for reimbursement under this Agreement: <br />Requests for reimbursement for payment of the registration fee or for a conference or convention must <br />include: <br />• A statement explaining how the expense directly relates to the Recipient's successful <br />performance of a task outlined in this Agreement; <br />• A copy of those pages of the agenda that itemizes the registration fee; <br />• A copy of local travel policy; and, <br />• A copy of the travel voucher or a statement that no travel costs were incurred, if applicable. <br />When a meal is included in a registration fee, the meal allowance must be deducted from the <br />reimbursement claim, even if the traveler decides for personal reasons not to eat the meal. See section <br />112.061(6)(c), Florida Statutes ("No one, whether traveling out of or in state, shall be reimbursed for any <br />meal or lodging included in a convention or conference registration fee paid by the state"). A continental <br />breakfast is considered a meal and must be deducted if included in a registration fee for a convention or <br />conference. However, in the case where a meal is provided by a hotel or airline, the traveler shall be <br />allowed to claim the meal allowance provided by law. <br />Class A, Class B, and Class C Travel: <br />Class A travel is continuous travel of 24 hours or more away from official headquarters. The travel <br />day for Class A is based on a calendar day (midnight to midnight). <br />Class B travel is continuous travel of less than 24 hours which involves overnight absence away <br />from official headquarters. The travel day for Class B travel begins at the same time as the travel <br />period. <br />Class C travel is short or day trips in which the traveler is not away from his/her official <br />headquarters overnight. Class C allowances are currently not authorized for reimbursement. <br />39 <br />
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