Travel must be approved prior to making reservations. The request to travel must include purpose, destination, dates, times, and estimated cost of travel. Director travel requires Commissioner Office approval. Pre-approval is also required to rent a larger than mid-size vehicle. In-state travel is approved by the division director or designee, out-of-state travel requires additional approval by the Commissioner or designee and out-of-country also requires governor's office approval.
Travel desks have approval to make minor changes such as flight times or what hotel is being reserved. Major changes such as purpose, destination, dates, or increase in cost of more than 10% must have additional approval.
All departmental travelers with a profile are authorized to request travel outside of normal business hours. Employee obtains verbal approval and follows up with written approval upon return.
The Mental Health Trust Authority's annual outreach program
involves sending groups of State employees (from various
departments and the legislative branch) as well as non-employees
to multiple bush communities, where procuring transportation and
accommodations can be difficult.
The commissioner and deputy commissioner have frequent changes to travel plans/itineraries due to the nature of their work.
For boards and commissions, blocks of rooms are obtained at a reduced cost when arranging meeting room space and catering services for board meetings.
Refundable - Yes
Non-Refundable - Yes
Net Specials (use or lose type tickets) - No
Corporate cardholders have ATM advance ability and are responsible for monitoring their own need for advances. Travelers who do not have a corporate card may request an advance via general warrant for 100% of M&IE with final itinerary from E-Travel Online based on dates, times, and destination of travel. They may also receive 100% of the lodging rate quoted not including taxes.
The following documentation is required for a travel advance to be issued with a general warrant:
Hotel reservations are made based on location, safety concerns, price and are at the discretion of the division directors. Usually, hotel location is based on relative location to state business and employee preference. If the traveler does not have a One Card, a Hotel CTS will be used.