SUBSECTION 4.2.1.3
MANAGEMENT OF TRAVEL

4.2.1.3.1

General

Effective Date:

Sept. 1, 1998

4.2.1.3.1.a

Officials who are responsible for directing travel or approving reimbursement are also responsible for ensuring that funds so obligated are used for the purposes of official travel and subject to the conditions prescribed.

4.2.1.3.1.b

A positive system for management and control over travel, as well as meals, coffee, and light refreshment costs at meetings and formal training sessions, reimbursable under these regulations, is to be established by each agency providing for authorization or approval by the agency head or authorized designee. The agency head is to specifically identify in the agency’s internal policies and procedures the level in the agency’s management structure to which such delegation exists, as well as the amount of time the agency requires for advance approval of meals, coffee, and light refreshment costs at meetings, conferences, conventions, and training sessions provided for in Subsections 4.2.2.3.2 and 4.2.2.3.3.

4.2.1.3.1.c

When meetings or conferences are necessary, first preference must be given to locations at state or other public (e.g., local government) facilities (also refer to Subsection 4.2.1.3.4).

4.2.1.3.1.d

The number of persons from an agency attending a particular conference, convention, meeting, or training session is to be the minimum necessary consistent with the benefit to be derived therefrom.

4.2.1.3.1.e

The itinerary of the traveler is to be planned to eliminate unnecessary travel in the performance of work assignments. Whenever it is feasible for two or more persons to travel on official state business in one vehicle, they are to do so.

4.2.1.3.1.f

Prior authorization of travel is to be exercised through the use of a Travel Authorization (form A40-A), or through other equally effective written means, whenever a travel advance is required by a traveler and for all out-of-state travel.

Travelers are to receive approval by the agency head or authorized designee before embarking on out-of-state travel. For purposes of this paragraph only (Subsection 4.2.1.3.1.f), travel to counties and/or cities in the states of Idaho and Oregon that are contiguous to the border between Washington-Idaho or Washington-Oregon shall not be considered out-of-state travel. However, for accounting purposes these travel expenses should continue to be coded out-of-state travel (Subobject GF).

Travelers must document prior authorization for all out-of-state travel. Travelers must also document the reason for all out-of-state travel and any in-state travel involving two or more consecutive nights lodging. Documentation is to be made on a Travel Authorization form A40-A, agency equivalent form, or other formal agency document. At a minimum, this documentation must contain the following information:

• The purpose of the trip and how it relates to the traveler’s work assignment;

• A description of expected benefits; and

• A statement of whether an alternative approach could have achieved the same result.

Documentation for routine or repetitive travel may be completed once and referenced in the Purpose of Trip section of the Travel Expense Voucher.

4.2.1.3.1.g

The Travel Expense Voucher (form A20-A, or A20-2A if applicable) is to be used to:

• Document the authorization and approval of travel and related travel expenses for travel within the state of Washington.

• Document the approval of travel related expenses for out-of-state travel.

4.2.1.3.1.h

Before placing a traveler on travel status, the agency is to determine for each occurrence whether it is more economical or advantageous to reimburse the traveler for subsistence and/or lodging, or to require the traveler to return to the official station or official residence daily or on weekends.

4.2.1.3.1.i

Assignments placing travelers in travel status at a temporary duty station are to be reviewed after 90 days to determine if the traveler’s permanent official duty station should be changed. The agency should inform the traveler of the possible tax implications of official station assignments for an indefinite period of time or for longer than one year.

Note: Internal Revenue Service regulations contained in Publication 463 state that: "If your job at the new location is for an indefinite time, that is, if its end cannot be foreseen within a fixed and reasonably short time or it lasts more than one year, that location becomes your new tax home." In this case, the traveler must include in their income any travel allowances paid by the employer. Further, the travel, meal, and lodging expenses paid by the traveler are not tax deductible expenses.

4.2.1.3.1.j

Maximum reimbursement of transportation expenses via air carriers is to be in accordance with the provisions of the section entitled "Transportation by Air Carriers. (Subsection 4.2.3.2.4)." Maximum reimbursement of transportation expenses via other common carriers is to be in accordance with the provisions of the section entitled "Transportation by Other Common Carriers. (Subsection 4.2.3.2.5)."

4.2.1.3.1.k

Agencies are to develop and implement alternatives to travel, as well as less expensive means of travel. These methods should include, but are not limited to:

• Teleconferencing and video conferencing;

• Video recordings and published reports;

• Making transportation arrangements through state-qualified travel agents and using centrally contracted air carriers (Subsection 4.2.3.2.4.a);

• Car-pooling (Subsection 4.2.1.3.1.e) and greater use of public transportation;

• Reduced frequency of regularly scheduled out-of-town meetings;

• Restrictions on the number of staff traveling to the same destination (Subsection 4.2.1.3.1.d); and Restrictions on the number of staff traveling to the same destination (Subsection 4.2.1.3.1.d); and

• Coordinating between agencies for joint travel arrangements when more than one agency is involved.

4.2.1.3.1.l

Agencies are authorized to adopt internal travel policies and reimbursement allowances that are more restrictive than those contained herein (Part 4, Chapter 2). Agencies are to take care not to treat any travelers differently under like travel circumstances.

4.2.1.3.2

Health and Safety of Travelers

Effective Date:

Sept. 1, 1998

The health and safety of travelers is a top priority in the conduct of travel related activities. It is considered advantageous to the state for travel plans and itineraries to be established and altered with consideration of hazardous inclement weather and other situations that could threaten the health and safety of state personnel.

4.2.1.3.2.a

When Severe Inclement Weather Is Not Involved - Alteration of travel plans and itineraries for health and safety reasons, when severe inclement weather is not involved, which will result in extra travel expenses, including meal and/or lodging costs, must generally be pre-approved by the traveler's supervisor. In emergency situations, such as sudden on-set of incapacitating illness, the supervisor should be contacted as soon as possible. An explanation of the health or safety issue must also be noted on the traveler's Travel Expense Voucher.

4.2.1.3.2.b

When Severe Inclement Weather Is Involved - Travel plans and itinerary alteration because of severe inclement weather which may cause additional costs to be incurred, require prompt notification of the traveler's supervisor. The severe inclement weather condition must also be noted on the traveler's Travel Expense Voucher.

4.2.1.3.3

Compliance With the Americans With Disabilities Act

Effective Date:

Sept. 1, 1998

4.2.1.3.3.a

Compliance with the Americans with Disabilities Act is considered to be advantageous. All state personnel are to be afforded equal opportunity to perform travel for official state business even if the travel costs for disabled travelers will exceed what would normally be most economical to the state. For example:

• When a traveler has hearing or vision impairments and there is a cost of providing auxiliary aids and services to enable the traveler to successfully accomplish the purpose of the travel.

4.2.1.3.3.b

Documentation Requirements - Travel authorizations and travel claims should be annotated that the extra costs were required to comply with the Americans with Disabilities Act.

4.2.1.3.4

Conventions, Conferences, Training Sessions, and Meetings

Effective Date:

Sept. 1, 1998

4.2.1.3.4.a

The location and facilities for all conferences, conventions, training sessions, or meetings held or sponsored by the state are to be barrier-free in accordance with Section 4.3.10. Selection criteria are to consider cost to the state, the suitability of barrier-free facilities, accessibility to attendees, and other relevant factors. First priority is to be given to using state-owned barrier-free facilities in lieu of renting or leasing other facilities.

4.2.1.3.4.b

Where a convention, conference, training session, or meeting held or sponsored by the state is conducted at a rented/leased barrier-free non-state facility, the person responsible for the choice of location and facilities is to submit justification in advance in writing to the agency head or authorized designee for approval. The justification is to include:

• The purpose and objective of the meeting;

• The name of the organizations or persons expected to attend and an estimate of the attendance;

• An estimate of the anticipated cost to the state to include travel costs of travelers; and

• An explanation why state-owned barrier-free facilities cannot be used.

4.2.1.3.5

Travel for Convenience of Traveler

Effective Date:

Sept. 1, 1998

4.2.1.3.5.a

If a traveler in travel status elects to return to the official station or official residence after the close of a regularly scheduled working day when overnight travel would normally be required, the maximum reimbursement shall be the lesser of either:

• The travel expense incurred in returning to the official station or official

• The amount which would have been allowable had the traveler remained at the temporary duty station.

4.2.1.3.5.b

If a traveler elects to return to the base, as set forth above, the traveler is to return to the temporary duty station in time to observe the regularly scheduled working hours.

4.2.1.3.5.c

No reimbursement for additional subsistence or lodging costs is to be paid to a traveler for extra field time incurred if

• Traveling to a destination for the traveler’s own convenience is in advance of the necessary time for arrival; or

• Remaining at the destination following an official meeting or other work assignment is for the traveler’s own convenience.

4.2.1.3.5.d

A traveler may couple a vacation or other personal use onto a legitimate business trip WHERE ALL OF THE FOLLOWING CONDITIONS EXIST:

• The primary purpose of the trip is official state business;

• The traveler uses, where necessary, his or her approved leave for the vacation or personal part of the trip; and

• The state agency does not incur any extra expenses beyond what it would normally incur had the trip occurred without any personal use coupled to the trip.

4.2.1.3.5.e

When leave of absence of any kind is taken while in a travel status, the exact hour of departure and return to the temporary duty station must be shown on the Travel Expense Voucher (form A20-A, or A20-2A if applicable). Further, except as provided in Subsection 4.2.1.3.6, per diem is not to be granted for the leave of absence period nor expenses allowed for transportation to and from the post of duty.

4.2.1.3.5.f

Agencies may authorize per diem for extra field time at the destination if it can be demonstrated that a direct savings will accrue to the state. The calculation of the direct savings is to include a comparison of the commercial transportation costs; the per diem costs; and, when applicable, the salary and fringe benefit costs of the traveler(s) for whom the extra field time is being authorized. Such comparisons are to be documented and retained with the traveler’s Travel Expense Voucher.

4.2.1.3.6

Leave of Absence During Travel

Effective Date:

Sept. 1, 1998

4.2.1.3.6.a

When a traveler takes leave of absence of any kind because of being incapacitated due to illness or injury not due to the traveler’s own misconduct;

• The authorized reimbursement for subsistence and lodging may be continued during the leave period.

• Providing the traveler is able to travel, reimbursement is not to exceed in total the cost authorized for motor vehicle car mileage or common carrier in returning the traveler to the official station or official residence, whichever is closer, and then back to the assignment.

4.2.1.3.7

Travel of Agency Heads

Effective Date:

Sept. 1, 1998

An agency head is to be reimbursed for travel expenditures only after the agency head and the agency’s chief fiscal officer have personally signed the agency head's Travel Expense Voucher certifying that the agency head's travel is in compliance with state travel policy. The chief fiscal officer's immediate assistant may sign the voucher in place of the chief fiscal officer in those emergency situations when the chief fiscal officer is not available. The chief fiscal officer's signature does not relieve any responsibility from the agency head for wrongdoing relating to travel reimbursement.

4.2.1.3.8

Direct Payment to Vendors

Effective Date:

Sept. 1, 1998

Pursuant to RCW 43.03.065:

4.2.1.3.8.a

Written approval of the agency head or authorized designee must be obtained prior to authorizing direct billing of subsistence and lodging expenses to the agency and direct payment by an individual of the agency responsible for payment of the reimbursable travel costs.

4.2.1.3.8.b

Any payments made in accordance with this Subsection are to be supported, at a minimum, by documents consisting of:

• A copy of the agreement (e.g., a field order, etc.) entered into between the vendor and the agency setting forth the services to be rendered by the vendor and the charges thereof;

• A vendor billing in sufficient detail to ensure that payments are made in conformance with the written agreement between the parties.

4.2.1.3.8.c

Payments to vendors for travel expenses are not to result in a cost to the state in excess of what would be payable by way of reimbursement to the individuals involved.

4.2.1.3.8.d

Each agency is required to institute procedures which will ensure that any payments made under this Subsection are reasonable, accurate, and necessary for the conduct of the agency’s business.