4020. DISPUTES AS TO REIMBURSABLE EXPENSES

DISPUTES AS TO REIMBURSABLE EXPENSES OAG may disallow payment of an expense included on a travel expense reimbursement form if: The employee does not provide proper itemization of an expense; The employee does not provide a receipt or other documentation required to support the expense; The expense is not authorized under this chapter; or Reimbursement is otherwise inconsistent with this chapter, agency policies adopted in accordance with this chapter, or District law. When a claimed expense is denied, OAG shall provide notice to the employee and reimburse the employee’s claim for any remaining and allowable expenses. For each claimed expense that is denied, the notice shall explain the reason for the denial. To request reconsideration of a denied expense, an employee shall: File a new travel expense reimbursement form for the disallowed item(s); Provide full itemization of the disallowed item(s); Provide receipts or other documentation for each disallowed item that requires a receipt or other documentation, except that the employee shall not be required to provide a receipt or other documentation if the receipt or other documentation was filed with a prior travel expense reimbursement form (in which case the employee shall indicate on the form that the receipt or other documentation was previously filed with the agency); Provide a copy of the notice of disallowance; and State the proper authority for the claim if challenging OAG’s application of a law or regulation. An employee may appeal a denied reimbursement expense by filing a grievance pursuant to § 1628 of subtitle B of this title. When filing a grievance pursuant to this section: The Division head shall serve as the first level grievance official consistent with §§ 1629 and 1630 of subtitle B of this title; If the employee disagrees with the decision of the Division head, the grievance shall proceed to the third level for review by the Chief Operating Officer, or designee, pursuant to § 1632 of subtitle B of this title; and (c) If a dispute remains following the third level review, the grievance shall proceed to the final review level, pursuant to § 1633 of subtitle B of this title. SOURCE: Final Rulemaking published at 73 DCR 010818 (July 31, 2026). District of Columbia Municipal Regulations Office of the Attorney General Personnel 6-C DCMR § 4020