Travel Guidelines

Travel Guidelines & Policy

Supervisor's Responsibility

• Know State travel rules and regulations
• Know System Administration's specific travel policies and procedures
• Know your staff's official stations and its effect on their travel reimbursement
• Approve requests for staff to be in travel status only when necessary
• Review traveler's itinerary to make sure travel is done in the most effective manner
• Verify that voucher is within allowable rates and all required documentation is attached
• Review and certify traveler's vouchers completely
• Forward vouchers to the Office of Business Affairs in a timely manner

Office of Business Affairs' Responsibility

• Authorize travel only when necessary
• Select a method of travel in the best interest of the State and meets the travelers needs
• Ensure that all expenses comply with travel rules and regulations
• Ensure that employees obtain required advance approvals for travel and transportation
• Verify that all charges are actual, reasonable and necessary
• Designate an employee's official station which is in the best interest of the State
• Determine if attendance at conventions or seminars is in the best interest of the State
• Provide and control all travel related documents (vouchers, tax exempt certificates, etc.)
• Ensure compliance with IRS regulations
• Review and approve travel vouchers completely and in a timely manner
• Ensure that exceptions or waivers are justified and necessary