State of Alabama
 
Unified Judicial System
 

  Form AOC-3 
  Rev. 1/2016   

ADMINISTRATIVE PROCEDURES 

 SUBJECT/TITLE: 

Procedures for In-State Travel 

Section:  FIS -2 

Year: 

2001

Date: 

October 2001 

ISSUED BY: 

Finance Division 

I)  Purpose 

A)	  To  establish procedures for proper authorization  and  documentation for UJS employees and 

officials traveling within  the  State of Alabama on official state business. 

B)	  To establish procedures by which  the  UJS employees and  officials can  be  reimbursed for travel 

expenses incurred while traveling within the State of Alabama on  official state business. 

II)	  Background 

The financial officer is charged  with the  responsibility of developing uniform procedures for all 
financial operations of the  Administrative Office of Courts.  This procedure provides the  needed 
guidelines for authorization, documentation,  and  reimbursement of travel for all  employees and 
officials traveling within the State of Alabama on  official state business. 

III)	  Travel Expense Regulations 

A)	  Travel away from  your "official station" (defined as your place of work) resulting in  an 

overnight stay must be at a distance of 100 miles or more from  the official station.  However, 
your official station  should  not be used when  you are leaving from  a location (i.e.,  your home, 
etc.) closer to  your destination  than the  official station.  (Special Note:  Overnight trips of less 
than  100  miles for two or more nights may be  permitted  based  on  special circumstances and 
should  be  brought to  the attention  of the authorizing official.  Justification of overnight per 
diem (2 or more nights) of less than 100 miles should be in writing based on the judgment 
of authorizing official that returning home would hinder job performance or place an 
employee in an unsafe situation.  Authorizing documentation should be attached to the 
UJS travel voucher.) 

B)	  For travel that does not require an overnight stay,  travelers will be  paid  a meal allowance of 

$11.25 for a trip of six to twelve hours in duration and $30.00 for a trip over twelve hours. 
For overnight stays, travelers will  be  paid  a per diem of $75.00 for each day away from base. 
Individuals traveling within  the immediate vicinity (city of base or  home) will not be  eligible for 
any meal  allowances or per diem. 

C)	  Employees and officials based outside the City of Montgomery may be paid $.54 per  mile
when traveling on  official  business in  a privately owned vehicle if such  mode of travel is  
authorized by a person to  whom  such authority has  been  delegated. 

D)	  Court officials/employees and AOC staff attending judicial college functions will be provided 

specialized claim forms for each function.  Judicial college staff will  provide assistance in the 
completion of these claims. review claims for accuracy,  and  transmit them  with required 
accompanying documentation and  any special instructions to the  Expense Accounting 
Section/Finance Division for processing. 

IV)  Procedures 

State of Alabama 
Unified Judicial System 

Form AOC-3 
Rev.  1/2016

ADMINISTRATIVE PROCEDURES 

SUBJECT/TITLE: 

Procedures for In-State Travel 

ISSUED BY: 

Finance Division 

Section:  FIS -2 

Year: 

2001 

Date: 

October 2001 

A)  {AOC ONLY }  Prior to traveling, obtain and complete form  number,  AOC-27 (Rev. 2/2012

Notification of Itinerary (Attachment 1).  Please indicate on  this form  the source of funds for
your trip.  (Examples include,  CRO funds,  JPO funds,  grant funds.)  Each division should retain
a supply of these forms. 
(Please destroy all previous revisions.)

B)

C)

{AOC ONLY }  Have your immediate supervisor/director approve your trip prior to traveling by
signing the  Notification of Itinerary and  Approval of In-State Travel (Form  AOC-27).

{AOC  ONLY } 
Obtaining a State Motor Pool  Car under Section FIS-3.).  (Special Note: An  approved  itinerary is 
required  prior to  any trip,)

Obtain an  AOC vehicle or state motor pool  car if necessary (See Procedures for 

D) Upon return from  your trip,  complete form number D.F.C. 6 (Rev. 1/2016), Statement of  Official
Travel (Attachment 2) based  on established procedures (see instructions-attachment #3),  and
attach  all  necessary documentation. AOC employees will  attach the  approved form  AOC-27.
Please indicate on  D.F.C.6 the  source of funds for your trip.

E)  Submit originals to the Finance Division/Expense Accounting Section for processing.

F)  {AOC  ONLY }  Mileage may be claimed on a personal vehicle used for official  business if the

State Motor Pool  provides a "non availability statement".  This statement should  be  attached
to your travel claim  form  along with  the approved itinerary form.  Original documents are
required.

G)  Reimbursement for Miscellaneous Expenses

Any miscellaneous expenses relating to  your trip,  such as  registration fees,  parking fees,  fares,
etc.  should be  claimed on  D.F.C. 6 (Rev.  1/2016).  A copy of the  receipt where payment was
made for parking,  fares,  etc.  should be  attached.  No claims for reimbursement of registration
fees can  be  processed for  payment without the  receipt or cancelled check attached to the  travel
expense form. 
please send a memorandum  requesting reimbursement to  the attention of the  AOC Finance
Director.  An  original receipt for the  expense is  required.

If claiming a miscellaneous expense which does not include travel  expenses,

H) The  State  Comptroller  recommends  travel  expense  claims  be submitted  once  per  month.  File
expense  claims  with  the  Finance  Division/Expense  Accounting  Section  on or  around  the  1st of
each month for the previous month's travel.

Mailing Address:  Administrative Office of Courts 
Finance Division/Expense Accounting Section 

Attention:  Travel Claims 
300 Dexter  Avenue 
Montgomery,  AL  36104 

I	  State of Alabama 

Unified Judicial System 

Form AOC·3 
Rev.  1/2016 

ADMINISTRATIVE PROCEDURES 

I  SUBJECT/TITLE: 

Procedures for In-State Travel

ISSUED BY: 

Finance Division

Section:  FIS-2 

Year; 

2001

Date: 

October 2001 

Attachments:

I 

Revised  1/2016 

Attachment # 1
Attachment # 2

Notification of Itinerary 
Statement of Official Travel 

AOC-27 (Rev.  2/2012) (AOC Employees Only)  
D.F.C. 6 (Rev.  1/2016) (Please des troy all previous

Attachment #  3

Instruction SheeUHelpful  Hints 

Administrative Director of Courts	 

Distribution:  UJS Court Officials/Employees 

revisions.) 

and AOC Staff 

Date