Travel
Policy
Department of Environmental Conservation
Approval Policy
Approvals are in writing (email is okay) from a supervisor with
delegation of authority to approve travel and to approve the
financial coding that is being used.
Approval Policy for Changes to Purchased
Itineraries
For cost, if it does not exceed 20% of the original estimate,
a second approval is not needed. For changes in dates, destination
or financial coding or costs that exceed the original estimate by
20% or more, second approvals are required but can be obtained
after travel but before turning submittal of the TA packet for
processing. Changes for business reasons are paid for by the
department; personal changes are the responsibility of the
employee.
Exceptions to Approval Policy
Emergency travel - approvals can be obtained after travel has
commenced or finished. Approval must be submitted with the travel
packet for processing.
Travelers Pre-Approved to Book Their Own
Non-Emergency Travel
All of DEC employees may contact the STO to make their travel
arrangements.
Emergency After-Hours and Weekend Approvals
For non-emergency travel, travelers should wait until the next
business day, obtain approval, and travel authorization numbers.
Emergency personnel need to respond to situations and are allowed
to purchase tickets without written approval or proof of any
approval. A list of these employees has been supplied to the STO.
Unique or Unusual Types of Travel
- First responder emergency travel;
- Remote travel;
- Requiring field camp and bunkhouse lodging;
- Travel to remote locations that may require change in dates,
either at the beginning, during or at the end (weather
frequently requires changes in plans);
- Two pilots - 1 with own plane;
- Hitching rides on snowmobiles or ice river taxis, etc.
- Travel by state vehicles or personal vehicles;
- Frequent changes in travel plans/itineraries;
- Nature of work (meeting with village, etc - especially true for
VSW employees);
- Commissioner, Deputy Commissioner, Directors and other
high-level personnel
Types of Tickets Authorized to Purchase
Refundable - Minimal
Non-Refundable - Yes
Net Specials (use or lose type tickets) - No
Travel Advance Policy
Travel advances are to be requested a minimum of 10 days in
advance; however, due to the nature of some employees work this is
not always possible. We have always worked with our employees to
insure that, if possible, they receive their advance before they
start their trip. Advances are not allowed after the trip starts
except in emergency cases (such as the trip has been extended due
to weather conditions, etc.). Travel advances are issued for meals
per diem with one full day being held back.
In-State Hotel Policy
Employees choose where they want to stay - obtain the government
or best available rate - book themselves via the STO if applicable
and are responsible for cancellations.
EasyBiz Policy
All miles will be collected under one departmental hierarchy.
Tickets should be purchased through EasyBiz whenever possible;
however, they should not be purchased through EasyBiz at an
economical detriment to the department.
