4004

TRAVEL APPROVALS

4000

4001

4002

4003

4004

4004.1 All District government travel must be approved in writing. Approval of training does not itself constitute approval of travel associated with the training.

4004.2 Travel approval requests shall be submitted, reviewed, and approved using a form approved by the personnel authority. The personnel authority may approve a travel request in another manner where there is a good reason that the approved form cannot be used.

4004.3 Each travel approval request shall include the following information:

(a) The employee's name, title, and employee identification number;

(b) The employee's agency name;

(c) The purpose of the travel;

(d) The travel origin and destination;

(e) The dates of departure and return; and

(f) An estimate of each travel-related expense.

4004.4 In addition to the information provided pursuant to § 4004.3, each travel approval request shall be accompanied by:

(a) Documentation

detailing the cost of the transportation (i.e., a printout of the ticket of intended purchase or of a price comparison website showing the cost of the ticket);

(b) Documentation showing that the cost of transportation is the lowest rate available (i.e., a printout from a price comparison website);

(c) Documentation detailing the cost of any lodging (i.e., a printout of the lodging price or of a price comparison website showing the cost of lodging);

(d) Documentation showing that the cost of lodging is the lowest rate available (i.e., a printout from a price comparison website);

(e) Documentation detailing the per diem lodging rate

for the destination

, if applicable (i.e

., a printout from

the General

Services

Administration

(GSA) website);

and

(f) Documentation

detailing the per

diem meal and

incidental expense

rate for the travel

destination (i.e., a

printout from the

GSA website).

4004.5 If a travel authorization request is for a conference, training, or other event, the request shall include, in addition to the information required by §§ 4004.3 and 4004.4, the following:

(a) A copy of the brochure, flyer, letter of invitation, or announcement for the event;

(b) The agenda for the event, if applicable; and

(c) The registration pricing information (including early bird deadlines).

4004.6 If transportation costs exceed basic coach-class service (or its equivalent); lodging costs exceed the lowest cost available; or costs otherwise deviate from the provisions of this chapter, a written justification shall accompany the travel authorization request.

4004.7 Travel approvals shall be processed as indicated in § 4017.

SOURCE: Final Rulemaking published at 67 DCR 7860 (June 26, 2020).