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Travel Information

If you have any travel related questions at any time, please email:     aocaccounting@nvcourts.nv.gov

Please note the following information to help avoid any delays in processing your travel claim:

  • Please do not use a 3rd party website to book travel. Any fees charged by these websites are not reimbursable and if an itemized receipt for all travel booked cannot be provided, your travel costs purchased through that 3rd party website may not be reimbursable.
  • Itemized receipts are required for the following:
    • Airfare – early bird and business select NOT reimbursable
    • Lodging – early check in NOT reimbursable
    • Parking
    • Rental car and rental car fuel (see below note regarding rental cars)
    • Ground
  • Allowable meals that can be claimed are detailed on the sample travel claim form
  • Please obtain the most updated version of the Travel Claim form as the mileage rate might be updated. Travel claim forms should be sent to aocaccounting@nvcourts.nv.gov within 30 days after the conference concludes. The form can be found here: https://nvcourts.gov/aoc/administration/budgets_and_accounting/travel

Special items to note, as stated on the sample travel claim:

  • Lodging will be capped at $90.24 per night inclusive of all fees and is only reimbursable from Monday 1/27 through Thursday 1/30. This is the rate that is being charged online for the host hotel. Remember to request reimbursement for your deposit.

  • If a rental car is needed, you must use the State’s contract and cannot select any vehicle larger than a standard sized vehicle. Any sales tax charged by the company will need to be addressed by you to get that reimbursed as the State’s contract should exclude any sales tax from being charged, extras are not reimbursable, including fuel charges charged by the rental car company. Here is the link to the State’s website for rental cars: https://purchasing.nv.gov/Contracts/Documents/Vehicle_Rentals/
  • While we do not recommend using ground transportation from Las Vegas to Mesquite and back, if you choose to do so, those charges require an itemized receipt, and reimbursement will be capped at $250, including no more than a $5 tip per ride. Sharing these costs and splitting the bill is not allowable. Only one reimbursement for up to $250 will be paid per itemized receipt regardless of the number of travelers “sharing” the expense and you must note all travelers that partook in the shared ride.

If any special circumstances arise related to your travel, please communicate those details to AOC accounting in your email when the travel claim and receipts are submitted for reimbursement.

Last note, if you are not yet an established payee with the AOC, you will be receiving a follow up email once your travel claim is received. Please be sure to respond timely as this will hold up your travel claim reimbursement.

Air Travel: Supreme Court travel policy requires travelers to pay for airline tickets in advance, seeking reimbursement on the claim for travel expense form (receipts required). Additionally, travelers are strongly encouraged to book plane reservations through Southwest Airlines' website at southwest.com , using the "Wanna Get Away" fare, which should be approximately $500.00 or less, round trip, between Reno and Las Vegas. Airfare paid for priority seating or for priority security check-in, commonly referred to as "business select," is not reimbursable. Only "Anytime" or "Wanna Get Away" airfare will be reimbursed.

Aiport Parking: In order to be reimbursed for airport parking, the original airport parking receipts must be provided with your Claim for Travel Expense form. Please use long-term parking.

Personal Vehicle Mileage:

Personal vehicle mileage is reimbursed at the rate of $0.67 per mile, round-trip, for your travel. However, if a less expensive method of travel is available and you are driving for your personal convenience, you will only be reimbursed at the personal convenience mileage rate of $0.335 per mile, round-trip. Mileage reimbursement is from the official work station or home, whichever is less. For mile estimation, use the official State of Nevada Road Map mileage chart or Google Maps.

Incidental Expenses: Incidental expenses will be reimbursed at $5.00 per day while in travel status. Incidental expenses are costs incurred for fees relating to luggage carts, metered parking, toll charges, and tips. Receipts are not required.

Meals:

Non-reimbursable meals are those provided by the AOC during the event. Meals not provided will be reimbursed as outlined in the Nevada Supreme Court Travel Policy .

The AOC prefers that reimbursement be made to the County or Court which is already an established payee but will reimburse an individual traveler if necessary. Both options are listed below with requirements noted. Sample Travel Claim at the bottom.

Option 1: Reimbursement to the County or Court requires the following to be emailed to: AOCaccounting@nvcourts.nv.gov

  • A memo or invoice on County or Court letterhead, which can be submitted for multiple travelers, clearly stating the following:
    • Name of the County or Court seeking reimbursement
    • Reference: Specialty Court Conference and the dates of travel
    • The name(s) of the traveler(s) that the County or Court are seeking reimbursement for
    • The amount of reimbursement for each traveler
    • All required receipts
    • AOC travel claim form filled out and signed by the traveler
  • If submitting one memo for multiple travelers, please be sure to clearly label all receipts or ensure the traveler’s name is visible so we can align each receipt with each travel claim form.

Option 2: Reimbursement directly to the traveler requires the following:

  • Email travel claim form and required receipts to:  AOCaccounting@nvcourts.nv.gov
  • Become an established payee with the AOC
    • After the travel claim is received, the AOC accounting group will email an excel payee registration form that must be filled out and emailed back as an excel file to: AOCaccounting@nvcourts.nv.gov
    • A voided check or bank letter confirming the travelers banking information will also be required to be sent via email when the excel file is returned

All AOC travel information can be found here: https://nvcourts.gov/aoc/administration/budgets_and_accounting/travel

If there are any additional travel related questions, please reach out to the AOC accounting group at: AOCaccounting@nvcourts.nv.gov

Sample Travel Claim Here