4030 DAS Travel | ADMINISTRATION-5600-MANUAL

Employees must complete the Outside Organization Expense Reimbursement Request form in addition to required documentation needed for in state or out of state travel requests. Refer to OHR Policy 1201.

Cancellations are only permissible if it is too late to substitute another staff member AND the situation meets the Sick Leave Usage Policy, DHS HR Policy 1006, Section H and has been discussed with the supervisor.

DAS Staff will request permission to travel out-of-state using the following steps:

Step 1: The DAS employee will write a memorandum to the DHS Commissioner explaining the reason for the out-of-state travel, explaining how the expense will be paid (fund source/grant, outside organization), and itemizing the expected expenses to include:

Step 2: Prepare a routing package to include:

Refer to MAN 5600, Section 8003 for Correspondence Routing requirements. The Office of Budget Administration’s (OBA) Budget Officer for DAS' signature is required on the pink sheet.

When more than one DAS staff is attending the same conference or meeting out of state, the group travel request form is used.

Step 3: Once all signatures and approvals are obtained, the Division Director or designee will scan the travel package and email to the Commissioner for final approvals.

Permission to travel for DAS staff must be approved by their supervisor on a per trip basis in Teamworks. Section Managers may, via memo to the Division Director, request and receive permission for staff to travel for the current year as needed for business purposes. The approval from the Division Director must be included as a “receipt” in Teamworks. A Car Rental Cost Comparison is necessary for these trips.

In-state travel incurred in the performance of case-related duties by Adult Protective Services (APS) or Public Guardianship Office (PGO) staff does not require permission to travel on a per-trip basis. A Car Rental Cost Comparison is not required for case work related travel, and case managers driving their personal vehicles may receive reimbursement for mileage at the General Services Administration (GSA) Tier 1 rate.

Any travel by APS or PGO staff that requires an overnight stay and/or includes conference or training expenses requires approval by the Field Operations Manager and prior approval in Teamworks by the supervisor. A Car Rental Cost Comparison is necessary for these trips.

Any travel by APS or PGO staff that is not casework related, such as attending training, speaking engagements, providing community education, participation in a workgroup or interviewing candidates for staff positions, requires prior approval by the supervisor. A Car Rental Cost Comparison is necessary for these trips.

All staff must submit reports for reimbursement via Teamworks. The first approver is the immediate supervisor of the employee. The second approver for DAS is always the Budget Officer (OBA).

The following items must be included as a receipt if applicable:

DAS Staff will request permission to travel out-of-state using the following steps:
The DAS employee will write a memorandum to the DHS Commissioner explaining the reason for the out-of-state travel, explaining how the expense will be paid (fund source/grant, outside organization), and itemizing the expected expenses to include:

Prepare a routing package to include:

Refer to MAN 5600, Section 8003 for Correspondence Routing requirements. The Office of Budget Administration’s (OBA) Budget Officer for DAS' signature is required on the pink sheet.

When more than one DAS staff is attending the same conference or meeting out of state, the group travel request form is used.

Once all signatures and approvals are obtained, the Division Director or designee will scan the travel package and email to the Commissioner for final approvals.

Permission to travel for DAS staff must be approved by their supervisor on a per trip basis in Teamworks. Section Managers may, via memo to the Division Director, request and receive permission for staff to travel for the current year as needed for business purposes. The approval from the Division Director must be included as a “receipt” in Teamworks. A Car Rental Cost Comparison is necessary for these trips.

In-state travel incurred in the performance of case-related duties by Adult Protective Services (APS) or Public Guardianship Office (PGO) staff does not require permission to travel on a per-trip basis. A Car Rental Cost Comparison is not required for case work related travel, and case managers driving their personal vehicles may receive reimbursement for mileage at the General Services Administration (GSA) Tier 1 rate.

Any travel by APS or PGO staff that requires an overnight stay and/or includes conference or training expenses requires approval by the Field Operations Manager and prior approval in Teamworks by the supervisor. A Car Rental Cost Comparison is necessary for these trips.

Any travel by APS or PGO staff that is not casework related, such as attending training, speaking engagements, providing community education, participation in a workgroup or interviewing candidates for staff positions, requires prior approval by the supervisor. A Car Rental Cost Comparison is necessary for these trips.

All staff must submit reports for reimbursement via Teamworks. The first approver is the immediate supervisor of the employee. The second approver for DAS is always the Budget Officer (OBA).

The following items must be included as a receipt if applicable:

Each trip must include the trip title or comments enough information to identify the purpose of the trip. The name of the conference or meeting must be included. APS and PGO staff must include the DAS Data Management System ID for the client(s) visited, if applicable. DO NOT include client names.

If an employee who is required to do the Car Rental Cost Comparison does not do so and uses his or her personal care, the lower mileage rate must be requested in the Expense Report.

Commute miles must be deducted if the traveler is leaving from or returning to his or her home address. Exception: commute miles are not deducted if the work and home address are the same or if travel occurs on a weekend or holiday outside of the normal work schedule.