Human resources division


Meal Reimbursement for Travel Less Than 24 Hours in Duration



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9.16 Meal Reimbursement for Travel Less Than 24 Hours in Duration


  1. For travel of one day's duration starting two hours or more before compensated time, the person will be entitled to the breakfast allowance. Voucher must state time of departure and time compensation commenced.




  1. For travel of one day's duration ending two hours or more after compensated time, the person will be entitled to the evening meal allowance. Voucher must state the time compensation ceases and time of arrival home.




  1. In no event will the midday meal be allowed for travel of less than 24 hours' duration.




  1. Voucher must state necessity for early departure or late return as well as a statement giving the regularly scheduled work hours.




  1. In computing travel under this rule, the two hour travel time must be computed from the person’s permanently assigned office or home, whichever is nearer to the place of temporary assignment.


9.17 Meals Reimbursement for Inmates/Patients
Reimbursement at the rates in Rule 9.13 shall be made for meal expenses incurred by an employee who purchases a meal or meals for inmates or patients who are being transferred from one institution to another, or an employee who is assisting in the performance of official duties. In all such cases, the name or the number of the inmate or patient must be stated.
9.18 Unallowable Meal Reimbursement
Meals served by air and steamship lines at no charge to the traveler or where the price of passage includes a meal or meals shall not be reimbursable.
9.19 Foreign Travel


  1. Employees traveling in foreign countries shall report their expenditures by items in dollars, noting on hotel bills and other receipts submitted with vouchers the equivalent value in dollars at the then current rate of exchange.




  1. Supplemental expenses such as fees for passports, visas, photographs, birth and marriage certificates and inoculations shall be reimbursable.

10.00 HOURS OF EMPLOYMENT AND OVERTIME
10.01 Tour of Duty
The regular hours of work of full-time employees are restricted to five tours of duty in any one workweek, and to not less than 37.5 hours (except in the case of part-time employment) nor more than 40 hours, and with like hours for like tour of duty classes, as determined by the Personnel Administrator in accordance with M.G.L., Chapter 30, §45.
The tour of duty is hereby restricted to eight hours, and such tour of duty shall be arranged to fall within a period not exceeding 10 consecutive hours.
This rule shall not apply to the following:


  1. Employees in functions described in M.G.L., Chapter 149, §30A.




  1. Employees on full travel status (see Rule 9.04).


A tour of duty is the period of time elapsing in the performance of assigned tasks and immediately preceded and followed by a period of time of non-scheduled work of at least eight hours duration in both instances.
When necessary, an employee may be assigned more than one 'tour of duty' on the same workday provided that an interval of at least 16 hours elapsed between the start of the first tour of duty and the start of the second tour of duty. For reporting purposes, each tour of duty shall be treated separately and charged to the calendar day on which it began just as though all service in each tour of duty had been performed on the day to which charged.
10.02 Overtime
Employees who perform service in excess of a tour of duty of seven and one-half hours or eight hours within a period of ten consecutive hours shall receive additional compensation at the regular rate up to and including eight hours in one day or total service of 40 hours per work week.
Employees who perform service in excess of eight hours in any one tour of duty or 40 hours in any one workweek shall be compensated at the rate of one and one-half times the regular hourly rate of said employee for every hour or fraction thereof of such services rendered.
Employees may only be paid overtime compensation upon the prior written approval of the Appointing Authority, and the Cabinet Secretary where applicable (M.G.L. Chapter 30, §24C).
This rule shall not apply to the following:


  1. Employees in functions described in M.G.L., Chapter 149, §30B.




  1. Employees on full travel status (see Rule 9.04).




  1. Managers in positions classified at M-IX and above.




  1. Managers in positions classified at M-V through M-VIII, unless the position has received prior approval for overtime compensation by the Personnel Administrator and Secretary of Administration and Finance.


The provisions of the U. S. Fair Labor Standards Act shall be followed where applicable.
10.03 Payment of Overtime
Authorized overtime should be scheduled for payment at the end of each month and within 60 days after the overtime work was performed.
10.04 Compensatory Time
Compensatory time in lieu of overtime will not be allowed for managers. An Appointing Authority shall grant confidential employees compensatory time, in lieu of payment for overtime, in a manner consistent with the pertinent provisions of the collective bargaining agreements that would otherwise cover the employees’ job titles.
10.05 Intermittent Employees
Intermittent employees are hereby exempted from the five tours of duty in any work week as well as the eight hour tour of duty in ten consecutive hours in any work day. All such employees are, however, not exempt from the provisions of the 37.5 or 40 hour work week.
10.06 Curtailment of Hours and Changes in Schedule
Curtailment of the hours of service scheduled in one tour of duty to offset excess hours of service performed in another tour of duty is prohibited.
Whenever an Appointing Authority desires to change the work schedule of an employee under his jurisdiction, he must give any employee affected at least five days notice in writing of such contemplated change, except in cases of emergency involving the protection of the property of the Commonwealth and the health and safety of those persons entrusted to its care and/or custody, but not for the purpose of avoiding the payment of overtime.
10.07 Service for Overtime Purposes
Service for overtime purposes shall include all compensated time except the additional holiday compensation provided in M.G.L., Chapter 30, §24A.
Whenever a claim for meals consumed is made under the provisions of Rule 10.10, the time involved in partaking of such meals shall not be included in the time for which overtime compensation is claimed. Actual time, but not less than one-half hour in any instance shall be excluded for this purpose.
10.08 Hourly Rate
"Hourly rate," as used in this Rule, shall be the employee's regular rate of compensation if the service is rendered in his/her salary grade.
10.09 Out of Grade Overtime Work
An employee rendering overtime service out of the grade in which he/she is regularly employed shall receive:


  1. His/her regular salary unless it is lower than the minimum of the grade in which overtime is served, in which case he/she shall be paid at the minimum rate of the grade in which service is rendered.




  1. His/her regular salary unless it is higher than the maximum of the grade in which overtime is rendered, in which case he/she shall be paid at the maximum rate for the grade in which service is rendered.




  1. His/her regular salary unless there is no equivalent salary rate in the grade in which overtime service is rendered, in which case he/she shall be paid the next higher salary rate in said grade, or




  1. His/her regular salary if the duties performed in the lower grade are, in the opinion of the Appointing Authority, essentially a part of the duties of the higher grade, in which case the employee may receive his/her regular rate of salary in the higher grade.


10.10 Meal Expenses for Overtime Work
Employees shall not be eligible for reimbursement for meals consumed during their regular hours of employment, except as provided for under the Travel Rules contained in Section 9.00.
Expenses incurred for authorized meals as a result of approved overtime work shall be reimbursed in addition to overtime compensation.

Reimbursement shall be allowed for actual meal expenses incurred, including tips, not to exceed the following:
Breakfast $5.00

Lunch (midday meal) $6.50

Supper (evening meal) $13.00

Midnight Meal $5.00
For the purposes of these rules, the following shall be considered as meal periods:
Breakfast period: From 3:01 AM to 9:00 AM

Lunch period: From 9:01 AM to 3:00 PM

Supper period: From 3:01 PM to 9:00 PM

Midnight meal period: From 9:01 PM to 3:00 AM
If an employee works a regular tour of duty, and, in addition, works three or more hours, exclusive of meal time, he/she shall be entitled to reimbursement, in accordance with this Rule, for the meal covered by the period in which such additional work begins.
If an employee works a regular tour of duty, and, in addition, works seven or more hours, exclusive of meal time, he/she shall be entitled to reimbursement, in accordance with this Rule, for two meals, starting with the meal covered by the period in which such additional work begins.
If an employee works a regular tour of duty, and, in addition, works 11 or more hours, exclusive of meal time, he/she shall be entitled to reimbursement, in accordance with this Rule, for three meals, starting with the meal covered by the period in which such additional work begins.
If an employee works on a day on which he/she is not scheduled to work, the employee shall be entitled to reimbursement, in accordance with this Rule, for meals as follows:
Number of meals, beginning with

Hours worked the meal covered by the period

(exclusive of meal time) in which such work begins
3 or more 1

7 or more 2

11 or more 3

15 or more 4
For an additional four hours worked not including time for meals an additional meal shall be allowed.

11.00 HOLIDAYS


11.01 Definition of Holidays
The following days shall be paid holidays for employees:
New Year's Day

Martin Luther King Jr. Day

Presidents' Day

Patriots' Day

Memorial Day

Independence Day

Labor Day

Columbus Day

Veterans’ Day

Thanksgiving Day

Christmas Day
11.02 Holidays Occurring on Regularly Scheduled Workdays
When a holiday occurs on the regularly scheduled workday of a full-time employee, he/she, if not required to work that day, shall be entitled to receive his/her regular day’s pay for such holiday.
11.03 Holidays Occurring on Days Other Than Regularly Scheduled Work Days
An employee whose usual workweek is five or more days and whose regular day off falls on any of the aforementioned holidays except when such holiday occurs on Saturday, shall be allowed an additional day off or payment in lieu of one day.
Legal holidays that fall on a Saturday shall be observed on that day. All offices under the jurisdiction of any department of state government shall be open to the public for business on the Friday preceding any Saturday holiday. However as many employees as possible should be given Friday off. Employees assigned to work shall be given an additional day off as the law allows (usually the following Monday), or, in lieu thereof, an additional day’s pay; and provided, further, that this rule shall not apply to heads of departments and divisions, superintendents of institutions in the departments of Mental Health, Mental Retardation, Public Health, Corrections, Youth Services, Soldiers’ Home in Massachusetts, and Soldiers' Home in Holyoke, and principal officers in correctional institutions (M.G.L., Chapter 30, §24A).
A legal holiday shall be observed the day following when said holiday shall occur on Sunday.
11.04 Employees Required to Work on Holidays

An employee required to work on a holiday as defined in Section 11.01 shall receive a compensatory day off with pay within sixty days following the holiday to be taken at a time approved by the agency head or if a compensatory day cannot be granted by the Appointing Authority due to a shortage of personnel or other reasons, then the employee shall be entitled to pay for one day at his/her regular rate of pay in addition to pay for the holiday worked.
11.05 Amount of Holiday Pay
Holiday pay as provided in M.G.L., Chapter 30, §24A shall not exceed compensation paid for one tour of duty.
11.06 Holiday Pay for Part-Time Employees
A part-time employee shall earn pay for a holiday or compensatory time in the same proportion that his/her part-time service bears to full-time. A part-time employee who is scheduled, but not required to work on a holiday, who receives less holiday credit than the number of hours he/she is required to work, may use other available leave time, or upon the request of the employee and approval by the Appointing Authority, subject to operational needs, may make up the difference in hours that same workweek. The scheduling of these hours will be at a time requested by the employee and approved by the Appointing Authority, subject to operational needs.
11.07 Holiday Pay for Full-Time Employees on a Compressed Workweek
Full-time employees on a compressed workweek whose daily work schedules exceed the normal standard of seven and a half or eight hours (whichever standard applies to the position in question) shall receive holiday pay for the number of hours normally worked daily by those full-time employees who are not on a compressed work schedule. When a holiday falls on a scheduled workday, the employee may make up the difference between the allotted holiday pay and the scheduled workday by using available leave. When a holiday falls on a scheduled day off, the employee will receive seven and a half or eight hours (whatever amount applies to the position in question) of compensatory time off, to be used within sixty days following the holiday.
11.08 Restrictions on Holiday Pay


  1. An employee who is on leave without pay or absent without pay for that part of his/her scheduled workday immediately preceding or immediately following a holiday that occurs on a regularly scheduled workday for which the employee is not required to work, shall not receive holiday pay for that holiday. This restriction on holiday pay will not apply to an employee who is on leave without pay or absent without pay, if such leave or absence is due to a furlough or other work reduction initiative relating to the mitigation of layoffs.




  1. An employee scheduled to work on a holiday, who fails to report for work on that day shall be deemed to be on absence without pay unless the employee provides evidence of illness by a doctor's certificate. When an employee produces such evidence of illness, sick leave credits, if any, shall be charged for that day and no holiday pay shall be paid or an additional day off granted.

12.00 CHARGES TO STATE PERSONNEL
12.01 Rental of State Facilities
Employees may be allowed to rent living quarters in state facilities only in accordance with regulations and rental schedules issued by the Secretary of Administration and Finance as authorized by M.G.L., Chapter 7, §3B.
12.02 Meals at State Institutions for Employees
Employees of state institutions may purchase meal tickets for meals consumed in institution dining rooms or cafeterias; the rates for such tickets will be determined by the Secretary of Administration and Finance in accordance with regulations authorized by M.G.L., Chapter 7, §3B.
12.03 Meals at State Institutions for Volunteers
Appointing Authorities in the Departments of Mental Health, Mental Retardation, Public Health, Corrections, Education, Youth Services and the Soldiers' Homes may, where the services rendered by the individuals are, in their opinion, of material benefit to the respective institution and to the Commonwealth, allow meals free of charge to Affiliate Student Nurses, Social Service Students, Medical Students, Medical Student Interns, other student or volunteer workers, or any other persons who receive no compensation from the Commonwealth.

13.00 TUITION REMISSION


13.01 Applicability
Tuition remission shall apply to full-time employees who have completed at least six months of service and their spouses only.
13.02 Tuition Remission Benefits


  1. Full tuition remission shall apply to enrollment in a state-supported course or program at the undergraduate or graduate level at any Community College, State College or State University (excluding the M.D. program at the University of Massachusetts Medical School).




  1. 50% tuition remission shall apply to enrollment in a non-state supported course or program offered through continuing education at any Community College, State College or State University (excluding the M.D. program at the University of Massachusetts Medical School).


13.03 Limitations and Approval


  1. Tuition remission is subject to space available and to the usual admission policies of the college or university.




  1. Prior approval must be granted by both the Personnel Administrator and the Board of Higher Education in accordance with their Tuition Remission policies and procedures.




  1. It is understood that any program of spousal eligibility developed by the Board of Higher Education in conjunction with the Human Resources Division will require the subordination of spousal eligibility rights to those remission benefit rights extended to full-time state employees.


14.00 PREVENTION OF ACCIDENTS AND OCCUPATIONAL DISEASES
14.01 Inspections and Maintenance; Reports


  1. It shall be the duty of all Appointing Authorities to provide a safe, clean, wholesome surrounding in all places of employment coming under their jurisdiction. They shall at least once every week cause the inspection of premises to maintain good housekeeping in every place of employment under their jurisdiction and shall have a written report thereof made to them at least once a month by the person or persons to whom such task is assigned.




  1. Appointing Authorities shall cause all places of employment maintained by their respective departments to be inspected as to lighting, floors, ceilings and walls, stairs, roof, ladders, tables, filing cabinets, lifting devices, benches, chairs, heating equipment, electric fans, storage spaces, trucks, conveyor belts, containers, packing cases, machines, tools, and any other physical property used in such place of employment. In worksites in which employees use video display terminals, the Division of Occupational Hygiene shall inspect VDT equipment.




  1. Appointing Authorities shall inform employees of any toxic or hazardous materials in the workplace in accordance with M.G.L., Chapter 111F (Right to Know Law).




  1. Appointing Authorities shall make an annual report to the Personnel Administrator within 60 days after July 1st of each year in which they shall furnish information regarding the weekly inspection referred to above.




  1. These reports shall furnish information regarding the number of industrial accidents which occurred in such departments, showing their cause, action taken to prevent recurrence, a copy of any instructions issued to supervisors regarding unsafe equipment or methods as provided in Rule 14.02, number of lost days in each accident, the name and title of employee involved, the amount of sick leave in days and dollars used by such employee because of industrial accident, and if accident was caused by violence of prisoner or patient, the amount of salary paid and the effort made to ascertain if and when the employee would be able to return to his/her position, the replacement, if necessary, for such employee during the leave of absence because of this industrial accident, and the activity put into motion to prevent industrial accidents during the year.




  1. In the case of locations such as manholes where valves or other control devices may be located, the supervisor shall ascertain that no noxious or poisonous gases are present therein before permitting other workers to descend therein for any purpose whatsoever.




  1. When such noxious or poisonous gases are present, such conditions must be remedied before any worker is permitted to descend into such enclosure. The use of harnesses or other protective devices must be used where any danger is present.




  1. In the case of bursting water mains requiring excavation to make necessary repairs, the supervisor shall make sure that proper shoring has been provided to protect against possible "cave-in."


14.02 Unsafe Equipment
Appointing Authorities shall cause instructions to be issued to all supervisors in their departments not to permit any unsafe equipment to be used nor any unsafe work methods to be used in any instance to the end that accidents will not occur because of such equipment or method.


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