Ordinance on Expense Allowances in the Canton of Schaffhausen (Expense Ordinance) (Spesenverordnung)

1. This regulation governs the reimbursement of expenses incurred by employees of the Canton of Schaffhausen from business trips and other official activities.

2. The superior authority as referred to in this regulation is the department head, the president of the government, the state secretary, or the court presidents.

3. The following reimbursements are to be submitted monthly as a rule, but at the latest quarterly, using the expense form, accompanied by original receipts and properly accounted for, to the designated reviewing authority. They must be checked and approved by the heads of the departments or, on their behalf, by the superior authority and signed. For actual expenses, an appropriate receipt must be provided without exception.

4. Special regulations by the government council, particularly for certain matters, individual areas or categories of personnel, remain reserved.

5. These provisions apply correspondingly to independent public-law institutions whose employees are subject to the personnel law, unless they have established different regulations.

**1. Expenses for Meals during a Business Trip**

Expenses for meals during a full-day business trip are compensated with a flat rate of CHF 40.00. This includes any expenses for breakfast, lunch, snacks, beverages, and other small expenses such as short telephone calls.

**2. Lunch Expenses for Trips under 6 Hours**

If it is mandatory to have lunch outside during a business trip lasting under 6 hours, the actual expenses can be reimbursed up to a maximum of CHF 30.00.

**3. Dinner Reimbursement Eligibility**

Reimbursement for dinner is only available if arrival in Schaffhausen occurs after 8:00 PM. In this case, actual expenses can be reimbursed up to a maximum of CHF 30.00.

**4. Higher Compensation**

Higher compensation will only be provided in justified cases with the approval of the supervising authority and upon presentation of the invoice.

**5. Overnight Stay Requirements**

If an overnight stay is necessary, a flat rate of CHF 30.00 is reimbursed for dinner, and the actual costs for overnight stay including breakfast are covered. Unreasonably high overnight costs can be reduced.

**6. Hosting Guests**

If guests are to be entertained during a visit, the actual expenses can be reimbursed up to a maximum of CHF 40.00 per person. Higher reimbursements require the approval of the supervising authority.

**7. Included Meal Services at Conferences or Events**

If meal services are included at a conference, event, or similar, no additional compensation will be provided.

**1. Business Trips**

Business trips should be carried out using public transportation whenever possible. The use of a private vehicle is only permitted if it results in significant time savings or if accompanying other employees reduces travel costs.

**2. Business Trips within the City of Schaffhausen and the Municipality of Neuhausen am Rheinfall**

Only the costs of public transportation (multiple-ride or day pass rates) will be reimbursed for business trips within the city of Schaffhausen and the municipality of Neuhausen am Rheinfall. In exceptional cases, based on approval from the supervising authority and in agreement with the personnel office, the costs of a private vehicle will be compensated.

**3. Foreign Travel Beyond the Border Region**

Foreign travel beyond the border region requires the approval of the supervising authority.

1. For business trips by train, the costs of second-class tickets are generally covered. The costs for first-class tickets are reimbursed outside the Canton of Schaffhausen to employees from salary band 10 and above, as well as to employees in lower salary bands when accompanying individuals who are reimbursed for first class. In such cases, the expense report must be commented accordingly.

2. If it can be expected that a half-fare subscription would be cost-effective due to frequent business trips, the employer will cover the costs. Heads of departments must report the eligible employees to the personnel office annually.

3. If employees are very frequently traveling on business and it has been established that a general subscription is more economical, it can be approved by the supervisory body in agreement with the personnel office.

1. Use of a Private Vehicle for Official Travel

When using a private vehicle for official travel, the compensations per kilometer driven from the workplace are as follows

a) Car: CHF 0.70

b) Motorcycle and Scooter: CHF 0.40

c) Moped: CHF 0.30

2. Employees with the same travel destination must be transported in the private car without any special compensation.

3. If the personal vehicle is subject to extraordinary wear and tear from frequent official travel due to material transport, driving in difficult terrain, and similar activities, the supervising authority, in agreement with the Human Resources Office, may grant a surcharge of CHF 0.15/km. This surcharge compensates for all claims arising from the provision and use of the personal vehicle. § 6 remains reserved.

4. In cases of regular use of a personal motor vehicle for official purposes, the Council of Ministers may, by way of exception, establish flat-rate compensations instead of the specified rates.

5. If more than 10,000 km per year are regularly driven using a private vehicle, it is necessary to consider, in consultation with the competent department and the Human Resources Office, the use or acquisition of a company car.

1. Damage to private vehicles used on official journeys and the loss of bonuses in liability insurance are covered in accordance with and to the extent of the concluded insurance policies. Any deductible in this insurance is borne by the employer. Particularly in cases of gross negligence or intentional misconduct, there shall be no entitlement to compensation.

2. After the occurrence of an event for which benefits are claimed, a report must be made immediately to the competent authority; in the case of accidents, the accident report must be submitted.

1. Decisions regarding necessary telecommunication installations and network access in employees' residences, as well as the procurement of necessary mobile phones for business purposes, are made by the supervising authority upon a written request.

2. The canton shall bear the subscription fees for approved telecommunication installations, network access, and mobile phones, as well as the charges for official calls. The technical provision of internet access in the private setting is the responsibility of the employees.

3. In case of private use of the provided facilities, the employer may require a contribution towards the subscription fees. This cost contribution is to be regulated in the written approval (paragraph 1).

4. If official calls are made using private telephones or public telephone facilities, there is a right to reimbursement of the charges, excluding § 2 paragraph 1. Any possible assumption of subscription fees must be approved in writing by the supervising authority.

1. Other expenses for official necessities shall be reimbursed based on documented, actual costs and must be duly justified.

1. This Regulation shall enter into force on January 1, 2007.

2. It replaces the Regulation of January 14, 1992, concerning the reimbursement of expenses for state personnel.

3. It shall be published in the Official Gazette and included in the cantonal legal collection.