OAR 628-010-0030: Compensation for OFRI Board Members, Officers, and Employees

(1) In accordance with the procedures set forth in subsections (5) and (6) of this rule, as applicable, OFRI shall provide to a Qualified member of the Board that is not employed in full-time public service: (a) Compensation equal to the per diem paid to members of the Legislative Assembly under ORS 171.072, for each day or portion thereof, during which the qualified member is actually engaged in the performance of official duties; and (b) Reimbursement of actual and necessary travel or other expenses actually incurred in the performance of a member’s official duties within the limits provided in this rule. (2) For purpose of Board members and employees of OFRI receiving their actual and necessary travel and other expenses incurred in the performance of their official duties the following rules govern the incurring and reimbursement of such qualifying expenses: (a) OFRI board members and employees may receive reimbursement for their actual and necessary travel and other expenses incurred during the time period associated with official business travel. The time period associated with official business travel includes the actual days of the meeting, activity, or function plus a reasonable period of time to reach the intended destination and return. (b) There will be no reimbursement for the expenses of the spouse of a board member or employee. (c) Prior approval must be obtained from the OFRI Chairperson, in writing, for out-of-state travel more than 150 miles beyond Oregon’s border or for foreign travel. Travel should be by the most direct route, by the method most advantageous to OFRI, and at the general public fare rate (i.e., coach class). Factors considered in determining what is most advantageous to OFRI include, but are not limited to, cost (including time involved in travel); objective of the trip; public image; consistency with the state’s energy conservation policies, and consistency with any contracts the state may have for providing travel services. (d) A Board member or employee, in the course of carrying out official OFRI business may opt to use their private vehicle and be reimbursed for mileage at the current private car mileage rate set by the federal Internal Revenue Service; (e) No meals or lodging may be compensated for Board members or employees who travel within 25 miles of their home or official work station. The exception to this case is if such travel is related to special events (conferences, conventions, fairs, or similar events); (f) OFRI may cover the costs of meals for persons other than board members and employees of OFRI and may claim reimbursement for approved travel expenses of another state employee or state agency officer upon substantiation that such costs were in the furtherance of OFRI business affairs. Claims for travel expenses of another state employee or state agency officer may be reimbursed only if the employee or state agency officer is traveling and appearing in an official capacity and the event requiring travel bears a relationship to the employee’s or state agency officer’s official duties or office. Reimbursement shall not be allowed for claims that do not have sufficient documentation substantiating such expenses (such as but not limited to attached agenda, or written authorization from the OFRI Chairperson); (g) OFRI may reimburse eligible non-state employees (e.g., a member of an advisory committee appointed by the OFRI Chairperson or OFRI Executive Director, an applicant interviewing for state employment, a volunteer working for OFRI, or a person providing a service to OFRI through a personal services contract relationship) for approved costs incurred for travel, meals, and lodging while conducting OFRI business. Requests for reimbursement for expenses by eligible nonstate employees shall be submitted within 30 days after the month in which expenses are incurred. Reimbursement shall not be allowed for claims that do not have sufficient documentation substantiating such expenses (such as but not limited to attached agenda, or written authorization from the OFRI Chairperson); (h) Reimbursement up to 18 percent of receipt cost for gratuity is allowed. When a gratuity of less is paid, only the amount paid shall be claimed. Gratuity must be documented on receipt; (i) If foreign travel is necessary to carry out official duties of an OFRI board member or employee, the OFRI Chairperson is authorized to establish special travel expense provisions applicable to the particular travel undertaken; (j) With prior authorization obtained from the OFRI Chairperson or OFRI Executive Director, a cash advance for travel or other expenses may be made to a Board member or employee. Request for cash advances must be in written form documenting the specific cost(s) needing to be covered. If the travel advance is in excess of expenses incurred, cash repayment must be made to OFRI on or before the tenth day following the month in which the authorized travel ended and shall accompany the itemized request for travel expense reimbursement; (3) If a non-Qualified OFRI Board member elects to decline payment for expenses associated with official business travel for a given period of time, then the individual must submit a signed statement to that effect to the OFRI Chairperson. After declining reimbursement, a Board member may at any subsequent date choose to accept reimbursement by submitting a written statement to the OFRI Chairperson indicating such a change. An OFRI Board member may not receive payment for expenses, current or retroactive, during a period they have set forth in writing to the OFRI Chairperson as declining reimbursement. (4) A Qualified member of the Board may decline to accept compensation or reimbursement of expenses, or both, related to the qualified member’s service on the Board by submitting a signed statement to that effect to the OFRI Chairperson. After declining compensation or reimbursement, a Qualified member may at any subsequent date choose to accept payment or reimbursement by submitting a written statement to the OFRI Chairperson indicating such a change. An OFRI board member may not receive payment or reimbursement, current or retroactive, during a period they have set forth in writing to the OFRI Chairperson as declining compensation or reimbursement. (5) A Qualified member must submit a written claim for compensation to the Director of Business Operations no later than the 15th day of the calendar month following the month for which the member seeks compensation. For example, a claim for compensation for May 1 and May 10 must be submitted by June 15. The Qualified member must specify the amount of time the Member spent performing official duties, as well as the nature of the official duties performed, for any day or portion thereof for which the member claims compensation. Compensation will be paid consistent with subsection (1)(a) above such that a Board member receives the per diem amount specified therein without regard to whether performance of official duties took place only during a portion of a day (e.g., compensation is not done on a pro rata basis). (6) All Board members and staff must submit an OFRI-provided form for reimbursement of actual and necessary travel or other expenses to the Director of Business Operations no later than the 15th day of the calendar month following the month in which the member incurred the expense. The claim for reimbursement must include the following information and substantiation for each expense: (a) Date on which the member incurred the expense; (b) Nature of the expense; (c) Amount of the expense; and (d) Receipt(s) for all travel and other expenses, including itemization or documentation of any gratuity. (7) Any expense that exceeds $1,000 must be authorized by the Director of Business Operations before the Board member incurs the expense.