DHS Adminstrative Policy: Travel Advances and Travel Cards

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Policy Title: Travel Advances and Travel Cards

Policy Number: DHS-040-008
Version:
1.0
Effective Date:
02/28/2002

Approved By: DHS Chief Administrative Officer
Approved Date: 02/28/2002

Purpose:

Policy:

All travel advances and use of corporate travel charge cards will follow DAS OAM Travel Policy 40.20.00 PO.

This policy applies only to DHS employees and authorized non-state travelers.

Only the DHS Director, Chief Financial Officer and Deputy Chief Financial Officer have the authority to make exceptions. Exceptions are limited to these circumstances:

Employee has been denied a corporate travel charge card.
Newly hired employee who must travel prior to card being issued.
One time travel for an employee who does not travel regularly.
Agency management approves an individual exception. Exceptions may be granted when it is determined that failure to use the corporate travel card will impede DHS's mission and there is not a reasonable business alternative.

Traveler's Responsibility

Apply for a Corporate Travel Card.
Complete a State Corporate Card Agreement before you get the card.
If a Corporate Travel Credit Card is not available to an employee, complete a Travel Advance Policy Exception Request form and a Travel Advance Request form to obtain a travel advance check. These forms should be completed and received by the Financial Services Office at least 7 working days prior to travel.

Financial Services Office responsibility:

Process the application, receive the card and request the traveler complete a State Corporate Credit Card Agreement form.
Upon receipt of the State Corporate Credit Card Agreement, mail card to traveler.
Process approved Travel Advance payments.

Supervisor: