# EMPLOYEE TRAVEL POLICY AND > Briefs, arguments, decisions, and more. URL: https://www.frixlaw.com/law-library/documents/tribal%3Anavajo_nation%3A686eb82e57ecdf6c ## Record - **Collection:** Tribal code - **Document type:** Tribal code ## Text The Navajo Nation EMPLOYEE TRAVEL POLICY AND PROCEDURES HANDBOOK Prepared by the Office of the Controller APPROVED BY BUDGET AND FINANCE COMMITTEE RESOLUTION BFJA-01-02 January 3, 2002 NAVAJO NATION EMPLOYEE TRAVEL POLICY AND PROCEDURES HANDBOOK TABLE OF CONTENTS OVERVIEW .q... Travel at least two times per year Incur at least $500.00 in travel expenses excluding car rental and airfare per year Have a salary of $15,000 or more; and, The employee's Division Director authorizes the issuance in writing. The Controller or designee may waive requirements A & B above on a one-time basis for a single request if justified in wnting by the employee's Division Director. 2. Responsibilities for payment of Travel Charge Card monthly statements are as follows: A. All travel expenses and purchases paid for with the Travel Charge Card shall be the responsibility of the employee to whom the card was issued. Failure to pay for travel expenses and purchases when the monthly statement is received shall cause the employee to pay late charges and may result in cancellation of the Travel Charge Card. In addition, failure to make payments will result in disciplinary action pursuant to the Navajo Nation Personnel Policies Manual and other applicable Navajo Nation Laws, Rules and Regulations. The Controller or designee may payroll deduct an employee to pay off the employee’s delinquent travel charge card. 3. The Travel Charge Card shall be issued and controlled as follows: A. The Controller or designee shall have the authority to cancel Travel Charge Cards at any time for good cause while the cardholder is still employed by the NATION. The employees shall agree to relinquish the Travel Charge Card to the Travel Office upon termination of employment or when requested to do so. Travel Charge Cards shall be issued through and relinquished to the Travel Office. Travel Charge Cards shall be issued in lieu of salary advances for travel when appropriate. The Controller or designee may establish additional internal controls. THE NAVAJO NATION EMPLOYEE TRAVEL POLICY AND PROCEDURES HANDBOOK X. AIR TRANSPORTATION The Navajo Nation utilizes the lowest logical commercial fare. These tickets are non-refundable; therefore, the employee should not ticket a flight if there is a possibility of not being able to travel. Changes are costly and should be made, only in case of true emergencies. Subsections 1,2,3,4,5,6, and 7 of this section are applicable only to commercial fares, not the Navajo Nation Department of Air Transportation and charter aircraft. All employees shall utilize the Nation’s designated travel agent. In the event, the employee finds lower airfare; they shall coordinate with the designated travel agent to obtain desired rate. 1. Lowest Logical Fare Routing All employees traveling by air shall utilize Lowest Logical Fare Routing (LLFR). LLFR is the lowest fare for the trip, which meets the following requirements: A. Schedule falls within a two-hour "window" around the requested departure and arrival. B. Has no more than one interim stop each way. C. Results in scheduled layover time not exceeding two hours domestic or four hours international. 2. Negotiated Fares Some Navajo Nation employees are eligible as non-mandatory users of Federal Government Airfares and may become eligible as mandatory users. The designated travel agent and/or the Navajo Nation Government may from time to time negotiate with carriers for special discount fares. The designated travel agent shall automatically book air travel on airlines offering discount fares appropriate for the given employee. Employees shall not request other carriers when airlines offering discount fares have available seating. 3. Advance Reservations Because most discounted fares require advance purchase, it is in the Navajo Nation's interest that employees plan their air travel as far in advance as possible. A. All travel shall be scheduled at least seven (7) calendar days in advance, except when time is extremely important. B. Employees who travel to regularly scheduled meetings shall purchase air travel tickets (30) thirty calendar days in advance to secure the lowest fares. 4. Class of Services Tourist, Coach (Y) or specially reduced fares shall be used for domestic and international travel, with the following exceptions: THE NAVAJO NATION EMPLOYEE TRAVEL POLICY AND PROCEDURES HANDBOOK A. On international flights (except to Canada and Mexico), Business Class may be used, but only if the flying time exceeds four hours past U.S. departure point. B. Inthe event that no Coach or Business Class accommodations are available, and alternate flights or rescheduling is not feasible, upgrades to First Class may be used. 5. Airfare Booking The travel agent shall book all business travel by the most direct route and with the lowest fare within a "two-hour window" of the requested departure/arrival time. Employees may not request particular airlines or particular routes to accumulate mileage in a frequent flyer program, unless fares for these airlines and routes are consistent with the Lowest Logical Fare Routing. 6. Personal/Business Travel When personal travel is combined with business travel, only the LLFR business portion of the trip shall be reimbursed, with the amount determined as of the date ticketed. Details of personal travel shall be identified at the time of booking. However, if an employee secures overall] travel savings by using a discounted fare that requires a weekend stay, at the beginning or end of the trip, the Navajo Nation shall reimburse reasonable hotel and meal expenses for the extension, provided such expenses do not exceed the amount of savings realized from the discounted air fare. 7. Changes in Travel Arrangements When changes in travel plans require either cancellation of or changes to airline tickets, the travel agent shall be notified immediately. En route changes that do not require a fare change may be handled directly by the employee with the airline ticket counter. Changes that do require a fare change shall be handled by calling the designated travel agent's 24-hour 1-800 number. If changes are made for personal reasons rather than business, the employee shall pay any additional fines/fares. Changes for business reasons shall be justified on trip report. The employee is responsible for any additional charges for missed flights, except when the circumstance that prevented the employee to adjust his or her flight schedule was beyond his or her control such as a natural disaster, or Navajo Nation business obligation. 8. Use of Navajo Nation Department of Air Transportation A. The Navajo Nation operates their own aircraft and use is subject to approval from appropriate Approval Authority and/or Division Directors. Aircraft are scheduled on a first come first serve basis. Priority will be given to the Office of the President to conduct Navajo Nation business. B, The use of Department of Air Transportation aircraft shall be used when it is economically feasible as compared to other modes of transportation. 10 EO. THE NAVAJO NATION EMPLOYEE TRAVEL POLICY AND PROCEDURES HANDBOOK Employee time/productivity should be used to calculate the total cost of travel by each user. The wages and lost productivity time of employees should be used in calculating the true cost of traveling on the Navajo Nation aircraft. When arrangements are made with the Department of Air Transportation employee must provide a copy of an encumbered Travel Authorization form to the Department of Air Transportation. Use of Charter Aircraft Use only in the event that there is no Navajo Nation Air Transportation Aircraft Available. Use of Chartered aircraft is subject to approval by the Approval Authority and/or Division Director. All Charter aircraft must be operated in accordance with Federal Aviation Regulations part 135 and pilots must be certified to operate in Instrument Flying Conditions. All Pilots of Chartered Aircraft must operate in accordance with Federal Aviation Regulations part 135 and must be qualified for flight in instrument flying conditions in accordance with part 135 regulations. All corporations contracted to provide charter service shall carry a minimum insurance liability of $1,000,000 per passenger seat. Expenses Not Reimbursed A. Upgraded Class of Service--Employees who wish to upgrade, which is sometimes permitted at check-in for a nominal expense, may do so at their own expense. Trip Insurance--The Navajo Nation provides coverage for accidental injury or death for all employees traveling on Navajo Nation business. Additional coverage may be purchased at the employees’ expense. Airport Lounges--The Navajo Nation shall not pay for or reimburse expenses on airport lounge club memberships for employees. D. Excess Baggage--The Navajo Nation shall reimburse for excess baggage only when such excess E. is Navajo Nation equipment. Additional charges on flight changes for personal reasons. 11 THE NAVAJO NATION EMPLOYEE TRAVEL POLICY AND PROCEDURES HANDBOOK XI. GROUND TRANSPORTATION The Navajo Nation recognizes that vehicle rental is expensive, and it is often unnecessary. It is therefore Navajo Nation policy that employees shall use rental vehicles only when no other modes of transportation are available. When considering ground transportation at destination, employees shall use the following in the order of availability: (1) Navajo Nation vehicles, (2) courtesy vehicles, (3) airport limousines, (4) buses, (5) subway, (6) taxis, and (7) rental vehicles. If a definite business requirement or the unavailability of other means of transportation makes a rental vehicle necessary, the following guidelines shall apply: l. All arrangements for vehicle rentals shall be made through the travel agent. Companies with whom the Navajo Nation has discount rates shall be used, wherever available. Compact vehicles (B Class) shall be the standard authorization for individual employees. However, Mid-size (C Class) or larger vehicles may be used when transporting clients or when four or more employees are traveling together and sharing rental. One vehicle per four passengers may be rented for employees traveling together. In the U.S.A., its territories, possessions, and Canada, all extra cost insurance coverage shall be declined by the employees (emphasis added). Navajo Nation Risk Management Department insures coverage on rental vehicles rented through the designated travel agent and charged to the Navajo Nation. All accidents involving rental vehicles shall be reported to the rental agency, and a copy of the accident report and bill of repairs, if available, shall be attached to the employee's travel expense report. If the rental car is damaged, the rental company shall be instructed by the employee to submit a claim to the Insurance Services Department, and the employee shall notify the Insurance Services Department in writing, including a detailed description of the damage. The Insurance Services Department shall then handle the matter. The renter is responsible for payment of all citations issued to driver of rental vehicle. The Controller or designee at their discretion can pay charges to the rental company and recover funds, through payroll deduction. Where applicable, vehicle rental agreements that the Navajo Nation has with given vehicle rental companies shall be used to take advantage of maximum discounts. Where applicable, rented vehicles shall be returned with full tanks of gasoline to avoid the high prices charged by rental companies. THE NAVAJO NATION EMPLOYEE TRAVEL POLICY AND PROCEDURES HANDBOOK 9. All expenses for which the employee seeks reimbursement shall be documented on the expense report. Reimbursable expenses and the necessary documentation are as follows (Original receipts are required where applicable): A. Airport Limousine or Bus -- cash receipt, required. if over $10.00. B. Taxi -- cash receipt, required. if over $10.00. C. Gasoline -- cash receipt and / or credit card receipt required and odometer readings on Navajo Nation Vehicles (for reporting purpose to Fleet Management). D. Parking Fees-- receipt required. E. Tolls, Subway or bus tokens -- no receipt required. XII. PERSONAL VEHICLE When feasible and with the approval of the Departmental Approval Authority, employees shall only use their privately owned vehicle for Navajo Nation business trips, if they carry the minimum personal liability insurance in the amount required by the state in which their car is registered. Programs, departments and divisions shall maintain photo copies of their employees’ up to date personal liability insurance who are authorized to use their privately owned vehicle to conduct Navajo Nation business; a copy of the same shall be filed with the Navajo Nation Travel Office. 1. Mileage rate, bridge and highway tolls, and parking fees are reimbursable when properly documented on the travel expense report. 2. Mileage allowance shall be the per mile rate for business miles published in the Federal Travel Regulations at the beginning of The Navajo Nation's fiscal year. The Controller or designee through a memorandum will provide notification of per mile rate changes. 3. The employee shall be reimbursed for the actual business miles traveled in a privately owned vehicle provided by the employee. Mileage will be reimbursed using the most direct route with not more than ten (10) miles per day for incidental travel added when there is no justification provided by the employee. The employee shall submit the actual odometer readings taken at the beginning and end of the trip as part of his expense report. If odometer readings are not furnished, the standard mileage chart published by the Office of the Controller or a Rand McNally map shall be used to reimburse the employee, without consideration for any intra-city travel. 4. Where an employee submits actual odometer readings for travel beyond the allowable mileage: the supporting schedule shall include a point-by-point itemization including date of travel, beginning and ending odometer reading, miles traveled and destination. 13 10. THE NAVAJO NATION EMPLOYEE TRAVEL POLICY AND PROCEDURES HANDBOOK The reimbursement request for a blanket Travel Authorization must be supported by a detailed schedule of official travel performed using the employee’s privately owned vehicle during the Travel Authorization period. This supporting schedule shall include a point-by-point itemization including the date of travel, beginning and ending odometer readings, miles traveled and destination. Business mileage travel is reimbursed from home or workstation which ever is less. When more than one (1) employee utilizes the same privately owned vehicle, only the person owning the vehicle or responsible for the vehicle may include on his or her Travel Authorization form an estimate of these expenses and claim reimbursement for these expenses. A privately owned vehicle shall not be used for travel if a Navajo Nation vehicle is available to transport the employee and if the employee is authorized to use a Navajo Nation vehicle. Reimbursement for use of a privately owned vehicle shall not be allowed if there is space available in a Navajo Nation vehicle or chartered aircraft departing and returning at approximately the same time with the same destination, unless use of the privately owned vehicle is required at the destination. The person departmentally approving the Travel Authorization form shall be responsible for assuring that no other means of travel are available and verifying that the owner of the vehicle is insured before approving the travel. When two (2) or more persons are going on a trip for the same purpose, they shall travel together to avoid duplication of expenses. Total reimbursement for the trip (mileage, tolls, other living expenses en route) when a personal vehicle is used in lieu of the commercial air transportation shall be limited to the amount that would have been incurred had the employee used Lowest Logical Fare routing means of commercial air transportation. Mileage shall be reimbursed based on distances shown on the standard mileage chart published by the Office of the Controller or a Rand McNally road maps, with not more than ten (10) miles per day for incidental travel added when there is no justification provided by the employee. XIII. NAVAJO NATION VEHICLE 1. The employee shall use a Navajo Nation vehicle if one is available and must be authorized to operate a Navajo Nation vehicle. Since the Navajo Nation vehicles are leased or rented from the Navajo Nation Fleet Management through the use of an Interdepartmental Charge Requisition, an estimate of the cost for use of a Navajo Nation vehicle shall not appear on the Travel Authorization form. A. Employees utilizing a Navajo Nation vehicle outside of the Navajo Nation shall submit a separate and specific Travel Authorization form to identify the specific destination and purpose of travel unless the employee utilizes the Navajo Nation vehicle in the regular performance of his or her duties as provided in Section VI: 2. of this Navajo Nation Employees’ Travel Policy and Procedures Handbook. 14 THE NAVAJO NATION EMPLOYEE TRAVEL POLICY AND PROCEDURES HANDBOOK XIV. LODGING 1. tO Reasonable commercial accommodations and rates shall be utilized at all times. Employees shall use the services of the designated travel agent for making all lodging reservations, since the designated travel agent can guarantee that the most economical and appropriate establishment is used while checking to see what payment methods are accepted. Unless another establishment is more economical, or site location poses a major problem, reservations shall be made with the lodging chains, if any, with whom the Navajo Nation, or designated travel agent, has negotiated reduced rates. . The employee's personal preference in lodging shall be considered only when it does not result in added expense to the Nation. . Approved rates are for single occupancy and for accommodations priced no higher than mid-range in the hotel’s published prices. . Only room rates including mandatory taxes shall be reimbursable; charges for personal items such as movies, haircuts, liquor, and personal telephone charges shall not be reimbursed. . Employees shall always confirm at the check-in desk that the corporate or other discount rate is being honored. They shall also check their bill carefully at checkout, being sure not to pay for services that were not provided. Additional costs incurred in traveling with a dependent shall not be reimbursed, unless the presence of the dependent was necessary for the completion of Navajo Nation business; such type of travel arrangement shall require the approval of the Departmental Approval Authority. . Employees shall cancel any unneeded reservations directly or through the designated travel agent; cancellations shall be recorded by the designated travel agent by the employee for future use to protect the Navajo Nation and the employee from possible billing or collection. No show bills are an unnecessary and completely avoidable expense and shall not be reimbursed. . Whenever possible, appropriate and acceptable (as accepted by the employee and approval authority), employees traveling together should reserve and stay in a double room. Employees shall report the other employee’s name and travel authorization number on expense report to avoid duplication of payment. 10. At times, it may be convenient or necessary to lodge in the private home of friends or acquaintances while traveling on Navajo Nation business. A token of appreciation for the host or hostess is appropriate, and expenditures of up to $25.00 per night may be reimbursed. The employee shall attach a receipt or written justification by the owner of the house noting that the expenditure was "in lieu of" lodging to the expense report. The name, address, amount, telephone number and number of nights stay at the recipient’s residence shall be indicated on the expense report. 15 11. 12. 13. 14. 15 THE NAVAJO NATION EMPLOYEE TRAVEL POLICY AND PROCEDURES HANDBOOK When hotels with discount rates are available but not conveniently located to conduct business, the designated travel agent shall reserve space where the employee chooses. The rate for such space shall comply with the established designated "Areas." To be reimbursed, all incurred room charges shall be supported by original itemized /receipt(s), with name of hotel, address and phone number. A credit card slip is insufficient and not acceptable for reimbursement. The maximum allowable reimbursement for daily lodging in Area "A" shall be the amount specified in the CONUS Per Diem rates (which is published by the GSA Travel Services) for the city in question. If the city where lodging is purchased is not listed in the CONUS Per Diem rates, then the Standard CONUS Per Diem rate shall be used. Lodging and all applicable taxes and occupancy fees will be paid per Federal CONUS Per Diem rates. Employees shall be aware of check out time to avoid additional charges, as the Navajo Nation will not reimburse for these charges. . A group, as a means of cost efficiency may use a Purchase Requisition for lodging. XV. MEALS The Navajo Nation shall reimburse the cost of meals, when an employee is on travel status from his or her workstation and/or home in excess of thirty-five (35) miles (one-way) and four hours on Navajo Nation business, except otherwise provided herein. E. to XVI. The maximum allowable reimbursement for daily meals in Areas "A" shall be the amount specified in the CONUS Per Diem rates (which is published by GSA Travel Services) for the city in question. If the city where meals are purchased is not listed in the CONUS Per Diem rates, then the standard CONUS Per Diem rate shall be used. Meals included, as part of Registration and Conference Fees shall reduce the maximum allowed for meals accordingly (XVI. MISCELLANEOUS EXPENSES, Paragraph 3). . Expenses for alcoholic beverages are not allowable for reimbursement. MISCELLANEOUS EXPENSES . Telephone Expenses for business calls paid for by the employee shall be reimbursed. Whenever possible, business calls shall be made at the employee's hotel or motel and charged to his or her bill. In such cases, the employee shall indicate on his or her hotel bill the party to whom the call was placed and the purpose of the call. Telephone calls may not be charged to a Navajo Nation telephone from a third number. Business calls placed from a telephone other than at the employee's hotel or motel shall be supported by a billing and telephone statement indicating the date, the party called, the purpose, and cost of the call, upon receipt of statement. 16 ~ XVII. THE NAVAJO NATION EMPLOYEE TRAVEL POLICY AND PROCEDURES HANDBOOK Tips Tips for meals are included in CONUS Per Diem rates. The actual amount paid by the employee for tips, not automatically the maximum allowable, shall be considered allowable expenses subject to the following limitations: Tips for taxis are limited to 15% of the actual cost. Tips for baggage handling at hotels and airports are limited to $2 per departure or arrival. Registration and Conference Fees The actual cost of required registration and conference fees paid by the employee shall be considered allowable expenses. Receipts shall be obtained and submitted to the Office of the Controller for reimbursement purposes. If the fees include meals, the maximum allowable reimbursement for meals shall be reduced accordingly. Other Expenses Any other reasonable expenses paid by the employee, which is necessary to conduct official business, shall be considered allowable. Such expenses shall be included in the estimate on the Travel Authorization form as miscellaneous. Laundry, entertainment, haircuts, literature, liquor, and other incidental items are considered personal expenses and shall not be reimbursed. Per Diem or Expenses of other Authorized Travelers or Employees. If an authorized employee finds himself or herself responsible for unforeseen expenses of clients during their travel, they may submit claim on their expense report with justification and receipts for reimbursement. The employee shall not include in his estimate or make payment to others for mileage or meals of employees traveling with him. Each employee shall make his/her own claim for meals. EXPENSE REPORTING Employees shall only submit the properly completed Travel Expense Report portion of the Travel Authorization form for all business travel and related business expenses incurred on behalf of the Navajo Nation to the employee's Departmental Approval Authority for approval and original signatures. The supervisor shall be responsible for the timeliness, completeness, reasonableness, and propriety of expenditures, in accordance with Navajo Nation Travel Employees’ Policy and Procedures Handbook and other Navajo Nation laws. 1. Travel Expense Reports SHALL be submitted within ten working days of the conclusion of each trip. All Travel Authorizations will be disencumbered after (45) forty-five calendar days. Travel Expense Reports submitted after the timeline shall be reviewed by the Controller or designee for approval. 17 ~) THE NAVAJO NATION EMPLOYEE TRAVEL POLICY AND PROCEDURES HANDBOOK Trip Report A Trip Report shall be attached to the employee's Travel Expense Report for a trip authorized by a Specific Travel Authorization. A Trip Report is a form report addressed to the person who approved the Travel Authorization. The narrative of the Trip Report shall include the following: The Travel Authorization number. Time of departure and return. The place(s) visited during the trip. The purpose of the trip. The person(s) contacted during the trip. The business purposes accomplished on the trip. The original signature of the employee and approval authority. mamoow pS If nothing was accomplished on the trip or the Navajo Nation received no benefits from the trip, the trip should not have been taken and the person who authorized the trip may disallow any reimbursement, except when the circumstance was beyond the control of the employee. Expenses shall be reported chronologically (day-by-day). The use of averages or approximations shall not be accepted. When the period of travel is greater than seven (7) days, a photocopy of the Expense Report portion of the Travel Authorization form shall be used to report the additional days. When expenses are shared between two or more employees, each employee shall include his or her share of the expense (SEE XVI. MISCELLANEOUS EXPENSES, Paragraph 5) and document the circumstances. Employees shall be required to maintain an accurate record of daily expenses. All Expense Claims are subject to corrections and/or adjustments during the propriety review pursuant to these policy and procedures. Photo copies of Travel Expense Reports submitted in lieu of the original Travel Expense Reports for reimbursements shall have original signatures. XVUI. PAYMENT METHODS Allowable expenses, except those paid directly by the Navajo Nation, which are incurred by the employee and included in his or her Travel Authorization estimate shall be reimbursable by the Navajo Nation, provided that funds availability is verified and approved by the Office of the Controller or designee prior to departure, except as otherwise provided herein. Unless authorized by the Controller or designee, only the following expenses may be billed directly to the Navajo Nation. All other expenses shall be paid for by the employee and may be reimbursed. 18 THE NAVAJO NATION EMPLOYEE TRAVEL POLICY AND PROCEDURES HANDBOOK 1. Commercial Air Fares A. If authorized to utilize commercial aircraft, the employee shall obtain an itinerary and an estimate of the cost of the ticket shall be included on the Travel Authorization. The itinerary shall be attached to the Travel Authorization form showing the time, date, and location of each departure and arrival, and the name of airline and flight number. The employee must submit an approved Travel Authorization form containing estimated cost to the Travel Office for encumbrance and ticketing. The cost of the ticket shall be billed to the Navajo Nation. The majority of airlines issue electronic tickets; therefore the employee must show their identification to obtain their ticket at the Airline Ticket Counter. If a change of plans requires the employee to change routes, or obtain another ticket, any additional cost may be charged to the employee. B. The employee shall plan his or her trip sufficiently so that changes in itinerary that result in unused flight tickets or additional flight tickets will be held toa minimum. Any employee guilty of habitually changing flight tickets shall be required by the Controller or designee to purchase his or her ticket out of his or her personal funds and request reimbursement upon completion of travel. Advances shall not be approved to cover the cost of airline tickets for an employee required to make such arrangements (See X. AIR TRANSPORATION Paragraph 7) 2. Charter Air Flights A. If authorized (SEE X. AIR TRANSPORTATION, Paragraph 8) to utilize chartered aircraft, the employee shall arrange for all "Charter Flights" through the Navajo Nation Air Transportation Department. Charter flights shall be used for emergency or cost saving purposes only and not merely for the convenience of the employee. B. The Air Transportation Department is hereby authorized to restrict and/or prohibit the use of charter flights when regularly scheduled flights or other means of transportation are available and more economical. 3. Rental Cars If authorized to utilize a rental car, the employee shall obtain an itinerary from the Travel Agent for confirmation number and a car rental voucher if applicable from the Travel Office. (SEE XI. GROUND TRANSPORTATION, Paragraph 1). 4. Lodging Costs Hotel/Motel costs may not be billed to the Navajo Nation except through the Purchase Requisition with prior approval of the Controller or his designee. A group, as a means of cost efficiency may use a Purchase Requisition only when a group of 20 or more employees are traveling to a single location for the same purpose or when there will be an extended stay at a single location. 19 THE NAVAJO NATION EMPLOYEE TRAVEL POLICY AND PROCEDURES HANDBOOK A. General Guidelines for Purchase Requisitions: The general guidelines that employees should follow in the initial review of a Purchase Requisition with respect to lodging expenses are: 1. Length of individuals stays at the same location. If the individual will be staying at the same location for 7 or more continuous nights, there is justification for the processing of a Purchase Requisition. 2. Ifa group of 20 or more employees are staying at the same location there is justification for the processing of a Purchase Requisition (XIV LODGING; paragraph10). 3. Purchase Requisitions shall be submitted three working days (24 business hours) prior to travel. A written justification and proper approval is required to process a Purchase Requisition prior to encumbering and processing. Purchase Requisitions need to be submitted to the Travel Office at least three business days prior to travel. A Purchase Requisition not meeting these general guidelines will be returned to the originating department or program. 5. Meal Cost Meal cost may not be billed to The Navajo Nation except through the Purchase Requisition for group travel. All meals shall be claimed on a Travel Expense Report at CONUS Per Diem Rates. Meals may not be claimed individually when the employee is listed on the Purchase Requisition. XIX. CLARIFICATIONS TO THE POLICIES AND PROCEDURES The Controller or designee may issue whatever additional directives and memoranda deemed necessary to clarify the intent of these Travel Policy and Procedures. XX. AMENDMENT TO THE POLICIES AND PROCEDURES Upon recommendation of the Controller of the Navajo Nation, the Budget and Finance Committee of the Navajo Nation Council may amend the Navajo Nation Travel and Policies and Procedures. 20 Sea ee THE NAVAJO NATION EMPLOYEE TRAVEL POLICY AND PROCEDURES HANDBOOK SUMMARY OF COSTS NOT REIMBURSED Additional charges for flight changes not business related. Citations issued to driver of rented vehicles. Personal items (i.e. laundry, entertainment, movies, haircuts, liquor). Personal calls. Additional cost for unauthorized traveler (wife, child). No show bills. Additional charges for late check out. Meals that are part of a registration to a meeting/conference. Alcoholic beverages oka} --- Source: Frix Law Library, https://www.frixlaw.com/law-library/documents/tribal%3Anavajo_nation%3A686eb82e57ecdf6c. Public record. Not legal advice.