Welcome to the State Traveler Information Portal

As you start your journey as a Traveler for the State of Alaska, please refer to the helpful links and information on this page to guide you along. There are some important guidelines, policies, and rules to be aware of when you are traveling on behalf of the State of Alaska, by providing this information in advance of your travel, we hope this helps avoid any questions, confusion, or misunderstandings with the process.

Content on this page has been summarized from the Alaska Administrative Manual (AAM), the guiding policy manual for State Travel, along with FAQs submitted by Travelers and Travel Planners.

Please use the links along the left-side to review helpful information for your specific question and knowledge building.

Department Contact for Travel and PCard Questions

For travel questions, please work with your designated Travel Administrator so department specific processes are followed. If you are unsure who that is, please refer to the list of Department Travel Contacts.

For State One Card (Charge Card/PCard) questions, please work with your agency's designated point of contact.

Personalize your Traveler Profile

Your travel profile is created by your department travel administrator. Your user id is your LDAP ID and your enterprise password. Your profile will automatically update your work phone and email, and department specific group emails and a Central Travel System (CTS) for payment. If you are issued a PCard, it will automatically update as the default payment in E-Travel within 3 business days from activation. If you are not a PCard holder, your travel planner will need to make payment arrangements for hotel and car rentals as they will require authorization to charge a state card that is not presented.

*If you have had a travel profile in a different department you will still need to personalize your E-Travel profile as this secure information is not retained with a department change.

Personalizing the rest of your travel profile by including key information can significantly help your travel planner. You should enter details like your TSA information, frequent traveler or club numbers, mobile phone number, emergency contacts, and if you have one, your known traveler number (for example TSA Precheck or CLEAR). This information will be securely stored within your travel profile for future use. Elite traveler status and preferred seating requests should be added to the Personal Information section. Elite traveler status changes annually and will therefore need to be updated in E-Travel Online annually.

Refer to the reference guide [PDF] to assist with log in and how to navigate to the profile pages.

Reservation Info

Reservations are made by your designated travel planners. If you are in travel status and need to make unexpected changes to your reservations due to delays, cancellations, etc., you may make the changes directly or contact E-Travel. Cancellations should be made prior to the departure to avoid additional fees to the State.

Corporate Travel Management's Reservation Call Center

• Phone: (866) 762-8728
• Email: e-travelaprvl@travelctm.com
  • Using your final itinerary, reply to the Corporate Travel Management (CTM) agent team with your change or cancellation request.
• Agents are available to assist from 8am – 5pm Alaska Time, Monday – Friday
  • After normal business hours, calls to the number above will roll to the after-hours team. The after-hours team should only be used for travel emergencies within 72 hours. For questions and other non-emergencies, travelers should plan to call agents during business hours.

State Travel Policy Information

Familiarize yourself with State of Alaska Travel and One Card (Charge Card/PCard) Policy from the Alaska Administrative Manual (AAM).

• AAM 60 Travel Policy
• AAM 38.300 One Card Policy

The topics linked to the left are summarized sections of the Alaska Administrative Manual, Travel and One Card sections. It is critical that State-Funded travelers familiarize themselves with each section before traveling on behalf of the State, so they are aware of the policy and consequences of deviation.

Travel Advances and Reimbursements

Summarized from AAM 60.070 & 60.210

Depending on the agency you work for, an advance of the estimated per diem allowance may be made to a traveler before traveling. The advance is limited to 80% of estimated meals and incidental expenses regardless of the agency you work for.

Following the travel, trip costs are summarized, and reimbursements calculated. Any amount due the traveler may be electronically deposited into the traveler’s bank account. Any amount due the State may be deducted from an employee’s paycheck or collected by personal check. A traveler shall not receive an additional travel advance until the previous trip has been reconciled and closed out.

Airport Shuttle, Courtesy Van, and Taxi Service

Summarized from AAM 60.130

When a traveler in travel status requires transportation either to or from an airport or ferry terminal, an airport shuttle, courtesy van, or taxi service is allowed. When departing on State travel, if a traveler uses a privately owned vehicle for transportation to or from an airport or ferry terminal, the Traveler is allowed mileage and up to seven days of parking reimbursement. The State does not pay tips or Alaska State or local taxes.

State Travel Approval

Summarized from AAM 60.040

All travel shall be approved in advance. Travel included on an agency's commissioner approved travel plan for the fiscal year submitted on the designated template meets the pre-trip approval requirement. Requests for travel approval not included on the commissioner approved travel plan shall be in writing and must document essentials of the travel including purpose, destination, departure and return dates, a total not-to-exceed amount, and whether a personal deviation is requested, with any related leave requests. The approval required depends on the location of the travel. Contact your department travel contact to follow your agency’s protocol for requesting travel not included in the approved travel plan.

Interruption or Deviation from State Business

Summarized from AAM 60.080

Any interruption or deviation from the most direct and efficient means of travel for traveler convenience requires prior approval at the agency level by the appropriate supervisor or designee. Any additional time or expense resulting from an interruption or deviation for traveler convenience shall be borne solely by the traveler. Deviated travel submitted without a proper State Authorized Fare Quote captured at the time of approval will have a financial consequence to the Traveler. Travelers planning to combine personal and business travel should familiarize themselves with the Personal Travel FAQs.

A traveler cannot volunteer for denied boarding on outbound flight unless the traveler has previously approved personal travel for the beginning of the travel period. Nor may a traveler volunteer for denied boarding if it may cause a delay in return to work. By accepting a voluntary bump on the return portion, the traveler puts himself on personal travel rather than State business. Travel status ends, no further per diem is allowed, and all State insurance coverage ceases for the duration of the trip. The traveler is responsible for any additional travel expenses caused by the voluntary action.

Check out Creating a State Authorized Fare Quote for guidance.

Lodging Types and Rates

Summarized from AAM 60.240

Hotels must be paid with a state issued credit card to ensure proper tax handling. Travelers without a state issued card should coordinate with their travel planner/arranger to ensure payment is prearranged and authorization is received by the vendor prior to check in. This helps to ensure a smooth and hassle-free experience during the stay. Effective communication and planning are key to making sure all payment processes go smoothly.

When overnight lodging is obtained, travelers are entitled to a lodging allowance:

• Short term (less than 30 days) – actual lodging cost
• Long term (more than 30 days) - $45 per night in Alaska; 55% of federal lodging allowance outside Alaska
• Noncommercial - $30 per night

Meals and Incidental Expense Allowance

Summarized from AAM 60.250

Travelers who need to stay overnight during their travel are entitled to a Meal and Incidental Expense (M&IE) allowance. The purpose of M&IE is to cover the cost of meals and necessary incidental expenses during a traveler's trip. Employees must refrain from using their State-issued PCard for meals unless their department approves it beforehand. The appropriate M&IE for a day is the rate prescribed for the community in which the traveler is required to obtain overnight lodging. On the initial date of departure and the final date of arrival back to the duty station, the traveler will receive 75% of the daily M&IE, regardless of the time of departure/arrival.

Occasionally, a traveler is provided with a meal while at a conference or meeting, or as part of a lodging package such as at bed and breakfast inns (and the State is paying for actual lodging costs). It is the responsibility of the traveler to accurately report consumed meals on the Travel Authorization expense report submitted for the M&IE allowance.

• Short term (less than 30 days) – M&IE for Alaska is $60.00 for a full day in travel status. For rates in the contiguous United States (CONUS), see federal per diem rates.
• Long term (more than 30 days) - - M&IE for Alaska is $33.00 for a full day in travel status. Outside Alaska is 55% of federal CONUS. Travelers in short term status staying in a location that does not have commercial dining within reasonable proximity and are expected to prepare their own meals are reimbursed at the long-term rate.

Payment Methods

Summarized from AAM 60.060

Payment for transportation should be made using the traveler’s State of Alaska One Card or the agency’s Central Travel System (CTS) account. Airfare with personal portion (companion coupons or deviations) is initially paid by traveler, with State reimbursing the cost of the minimum business itinerary or actual cost, whichever is less. Payment for actual cost of lodging should be made on the traveler’s One Card, agency CTS or direct billed to the State. Payment for lodging allowance (predetermined amount per collective bargaining agreement or AAM for other than short-term) and M&IE should be made with traveler resources. State of Alaska direct payment for lodging is important because of ordinances which exempt State purchases from local sales taxes within Alaska.

Privately Owned Vehicles

Summarized from AAM 60.140

A traveler may use a privately owned vehicle, such as auto, snowmobile, motorcycle, or boat when it is has been deemed in the best interest of the State by a department commissioner or designee. The approving official shall be responsible for substantiating that use of a privately owned vehicle is in the State's best interest. The traveler shall receive a mileage reimbursement equal to the miles entered in the mileage form with the established privately owned vehicle rate sheet [PDF].

When a traveler uses a privately owned vehicle, the amount of reimbursement shall be limited to what the lowest available commercial alternative would have cost. Only mileage incurred while in travel status is reimbursable or when an approving official deems it in the best interest of the State.

AAM 60.150 contains additional requirements specific to the use of privately owned aircraft.

Travel Purchase Policies

Summarized from AAM 60.050

Once your trip is approved, you or your travel planner purchases the travel through the contract travel agency. You will both receive a final itinerary with your transportation, hotel, and car rental information. Reimbursable travel must be by the most direct route and efficient means. When traveling on State business, travelers must obtain the lowest ticket class fare (AS 39.20.140) unless: lowest ticket class is not available; waiting for lowest ticket class would cause a greater cost to the State; or lowest ticket class is not in the best interest of the State.

It is important to remember that altering your official state business days or destination is considered a personal benefit. To ensure the state is not paying for your personal arrangements, you must follow specific guidelines, or you may be held financially responsible for travel costs. Any type of deviation must be approved beforehand, and you must get a price estimate for the state-approved fare at the time the trip is approved. Not following these rules can lead to financial consequences. See AAM 60.080 for Interruption or Deviation policies.

Check out the guide for Creating a State Authorized Fare Quote for additional guidance.

Rental Cars

Summarized from AAM 60.120

The State of Alaska supports a mid-size or less car rental. Rental of a car larger than mid-size may be allowed when several travelers are traveling together, or circumstances require the use of a larger car. Such situations must also be documented on the completed reimbursement form.

• Car rentals must be reserved and canceled through E-Travel.
• Travelers are generally not authorized to upgrade their rental cars at the airport. If a car upgrade is required for business or safety reasons, provide explanation on completed reimbursement form.
• Travelers are responsible for refueling rental cars prior to returning them to the rental car companies.
• Any liability coverage offered by the car rental company must be declined. If the contracted rental car company is not used where available, the user agency is responsible for any physical damages. The agency can transfer that risk back to the rental car company by selecting the Collision Damage Waiver (CDW) option.

Rental cars may be driven on State business only, and Risk Management self-insurance coverage applies only where the state contracted car is used on State business. State business includes usual travel related activity (restaurants, hotels, etc.), but does not extend to any personal deviations for individual traveler convenience. Refer to AAM 60.080.

If there is damage to any rental car:

• Travelers are cautioned to never accept responsibility or admit liability.
• If the lessor requests information or payment, advise the lessor to contact the Department of Administration, Division of Risk Management.
• If there is personal injury or an accident, telephone the Division of Risk Management as soon as possible.

To contact Risk Management call (907) 465-2180.

Taxes Related to Travel

Summarized from AAM 60.065

Employees are responsible for making sure State or local sales taxes are not charged when using a state charge card for purchases in Alaska. Employees should not use personal forms of payment for hotel and car rentals as they will be taxed by the vendors in Alaska.

Travel Expenses and Required Receipts/Documentation

Summarized from AAM 60.220

The following shall be attached to the reimbursement form when submitted for final payment:

• Final itinerary.
• Itemized commercial lodging facility receipts (short-term per diem).
• Receipts for expenses (though receipts for expenses of $50.00 or less are not required, they are strongly encouraged - total reimbursement of expenses without receipt is limited to $75.00 per trip).
• ATM receipt for any cash advances.
• Rental car agreement.

Reimbursement of unsupported expenses may be disallowed. Fraudulent claims may be subject to disciplinary action.

Unused Transportation and Accommodations

Summarized from AAM 60.090

When travelers’ plans change, travelers must release air, car, and hotel reservations within the time limits specified by vendor. The State shall not reimburse travelers for charges incurred as a result of failure to release accommodations. Some carriers require cancellation prior to time of departure otherwise your ticket may have no value. Call the number on your travel itinerary or contact your travel planner prior to the scheduled departure to cancel or change your trip.