State of Alaska

Department of Administration

Division of Finance

Alaska Department of Administration, Division of Finance
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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.