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10.10 Travel Management Requirements and Restrictions |
10.10.05
June 7, 2012 |
Who must comply with these policies? |
The following persons in the executive, legislative, or judicial branches of government must comply with the policies in this chapter:
As provided in RCW 28B.10.029, institutions of higher education may use all appropriate means for making and paying for travel arrangements to support student, faculty, staff and other participants travel in the most cost effective and efficient manner possible. Methods used must be based on standard industry practices and be compliant with federal accountable plan requirements. Accordingly, they are exempt from Subsections 10.10.45, 10.30.60, 10.50.35, 10.50.40, 10.50.45, 10.50.50, 10.50.75, and 10.80.55. These rules may be used as a guideline for the payment of legally authorized travel expenses for students and other clients of the agency. |
10.10.10
October 9, 2015 |
Agency responsibilities |
10.10.10.a |
Agency heads, and their designees for directing travel and approving reimbursement, are to:
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10.10.10.b |
Agencies may adopt internal travel policies and reimbursement allowances that are more restrictive than those contained in this chapter. |
10.10.15
October 9, 2015 |
Responsibilities of travelers |
A traveler on official state business is responsible for:
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10.10.20October 1, 2005 |
These criteria must be used for selecting and approving travel |
In addition to complying with state travel policies and procedures, an agency head or authorized designee must use the following criteria to determine whether to authorize a person to travel on official state business, and to determine what travel alternatives to authorize. |
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Agencies must use this criteria except in the situations noted in Subsection 10.10.20, #2. All costs should be considered--travel, labor, etc.--in making the determination. For example: Is it less expensive to drive than fly out of Sea-Tac Airport? Is it cheaper to fly out of Sea-Tac than out of Port Angeles? |
10.10.25January 1, 2004 |
Implement alternatives to travel |
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:
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10.10.30May 1, 1999 |
Considerations when placing an employee in travel status |
10.10.30.a | Plan the itinerary of the traveler 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. |
10.10.30.b | Before placing a traveler in travel status, the agency is to determine for each occurrence whether it is more economical or advantageous (Subsection 10.10.20) to reimburse the traveler for meals and/or lodging, or to require the traveler to return to the official station or official residence daily or on weekends. |
10.10.30.c | After 90 days, agencies should review assignments placing travelers in travel status at a temporary duty station to determine if the traveler’s permanent official duty station should be changed. The agency should inform the traveler of the possible federal tax implications of official station assignments for an indefinite period of time or for longer than one year. Refer to Internal Revenue Service regulations contained in Publication 463 for further information. |
10.10.35
January 1, 2015 |
Ensure the health and safety of travelers |
10.10.35.a |
The health and safety of travelers is a top priority in the conduct of travel related activities. It is advantageous to the state for agencies to establish and alter travel plans and itineraries with consideration of hazardous inclement weather and other situations that could threaten the health and safety of state personnel. When establishing travel plans and itineraries, if additional expense is involved to address hazardous weather or other local conditions that could threaten the health and safety of the traveler, the reason for authorizing the additional expense should be included on or attached to the travel authorization form. When travel itineraries are altered after travel begins to address health and safety issues , travelers should:
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10.10.35.b | Recognizing that the safety of passengers and flight crews is of paramount importance to the state, agencies are authorized to obtain commercial lodging for flight crews during standby periods in locations away from their official duty station. Agencies are to develop internal policies and procedures consistent with this regulation. |
10.10.40July 1, 2000 |
Comply with the Americans with Disabilities Act |
10.10.40.a |
Compliance with the Americans with Disabilities Act (ADA) 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:
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10.10.40.b | Travel authorizations and travel claims should be annotated that the extra costs were required to comply with the ADA. ADA supporting documentation should remain confidential and a statement added to the travel voucher indicating the agency file location. |
10.10.45
October 1, 2018 |
Use of the State Charge Card System, when required, to purchase travel |
10.10.45.a |
The term “State Charge Card System” comprises the authorized state consolidated charge card program or other agency charge card program authorized by statute , which includes purchasing cards for non-travel expenses plus the following three components that can be used for travel purchases:
In accordance with RCW 39.26.090, the Department of Enterprise Services (DES) develops policies and standards for the use of credit cards. In addition, general guidelines and requirements related to the use of the charge card program are presented here, in section 40.30, and subsection 85.36.20. To obtain specific information about the state charge card program, specific contract requirements, and to view the credit card policy contact the DES at (360) 407-2210. The use of the State Charge Card System is required for the purchase of air travel arrangements. (For emergency situations, refer to Subsection 10.50.75.) The use of the State Charge Card System is optional for the purchase of other common carrier travel. |
10.10.45.b |
Each agency is to maintain an accountability record for all State Charge Card Systems it or its travelers are issued. In cases where a State Charge Card System receipt is issued, the traveler is to attach the original receipts or agency policy may allow non-original receipts if the agency ensures adequate controls are in place to reduce the risk of duplicate or improper payments to the Travel Expense Voucher (form A20-A or A20-2-A) or reference its file location. |
10.10.50
July 1, 2011 |
Prior authorization for travel may be required |
10.10.50.a |
Travelers must receive prior authorization for travel from the agency head or authorized designee:
Use the Travel Authorization (form A40-A), or other equally effective written means for requesting and documenting prior authorization for travel. |
10.10.50.b |
Travel to Hawaii and foreign countries except British Columbia, Canada requires additional approval as follows:
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10.10.55
July 1, 2011 |
Scheduling meetings, conferences, conventions, and training sessions |
10.10.55.a |
When meetings or conferences are necessary, agencies should consider cost to the state, accessibility to attendees, and other relevant factors in their selection. First priority is to be given to using state-owned or other public owned facilities in lieu of renting or leasing private facilities. 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 50.50. When a conference, convention, training session, or meeting held or sponsored by the state is conducted at a rented/leased 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:
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10.10.55.b |
Limit the number of persons from an agency attending a particular conference, convention, meeting, or training session to the minimum necessary to benefit from the event. |