To ensure that its expenditures are appropriate, the board should do the following:
Develop and implement a policy that requires the Bar Pilots to submit documentation demonstrating that they booked the most economical refundable airfare and made travel arrangements in the best interest of the State before the board reimburses travel costs. To the extent that the Bar Pilots cannot demonstrate that they booked the most economical refundable fare, the board should reimburse the Bar Pilots only the equivalent of the most
The Board revised its interpretation of most economical refundable fare airline ticket fare requirements contained in its contract with the San Francisco Bar Pilots (SFBP) to mean an airline ticket purchased at the economy fare basis that is refundable subject to a small cancellation fee, and sent a letter to the SFBP
confirming this interpretation on February 24, 2014. (See enclosed.) Prior to this contract language interpretation, the San Francisco Bar Pilots purchased and requested reimbursement for airfare that was purchased at the most economical fully refundable airfare, and therefore was in compliance with the contract as then interpreted by the Board. To ensure contemporaneous compliance with this new contract language interpretation, the Board had proactively instructed the San Francisco Bar Pilots to re-ticket any traveler that was scheduled to attend training in May or June of 2014 for whom a ticket was purchased as of January 31, 2014 (and not previously modified by the traveler prior to that date), to a refundable fare with a small cancellation fee. The SFBP successfully completed the re-ticketing process. All subsequent airline tickets purchased under the contract with the SFBP will be consistent with this new fare basis interpretation.
Agency responses received are posted verbatim.