14-A-008 - Policy Manual (PM) 3,817 Revised for Approval Methods for Lodging up to 50% Above Established Rates, Lodging at Conference Rates, and Out-of-State Travel

PM 3,817 specifies prior approval requirements for (1) lodging up to 50 percent above established rates, (2) lodging at conference rates, and (3) out-of-state travel.

Informational Circular No. 14-a-007 was recently issued regarding revised PM 10,001 Authorized Agency Officials and the DA-115, Authorized Agency Officials form.  The DA-115 was revised to identify authorized agency approvers for lodging up to 50% above established rates, as well as, lodging at conference rates, and out-of-state travel. 

The two approval methods for lodging up to 50% above established rates, lodging at conference rates, and out-of-state travel include:
 

• SMART Travel Authorization -
  • Agency established SMART workflow for Travel Authorizations must include the agency head or designee and must be updated when these authorized approvers change.

• Approval Outside SMART -
  • A letter or agency travel authorization form, signed by a person authorized to approve lodging up to 50% above established rates, lodging at conference rates, and out-of-state travel; or
  • An e-mail sent from this authorized person

For approval outside SMART, approval documentation must be maintained with the travel expense report documentation for audit purposes.

The approval document (a SMART Travel Authorization, Letter, Agency Travel Authorization Form, or E-mail) must contain enough information to allow the agency to determine that the travel authorized and the travel undertaken is the same.  The minimum information to be provided in the approval document includes the traveler’s name, destination, mode of travel, purpose of travel, and dates of travel.  Complete itemization of estimated travel expenses is required.

The DA-115 serves as an internal control document and the Department of Administration will rely on the DA-115 to determine the authorized agency approvers when performing audits of travel expense reports to verify that proper approval was granted.  A new DA-115 must be submitted to the Audit Services Team, Office of the Chief Financial Officer whenever the agency head or other authorized agency officials change.

Online Links:  

PM 3,817– Agency Travel Approval - Lodging Reimbursement Rates and Out-of-State Travel 
PM 10,001 – Authorized Agency Officials 
Form DA-115- Authorized Agency Officials

                         
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