[Travel_Policy-News] Out of state travel: changing requirements

[MCINTYRE John * DAS SCD]

Travel Coordinators:

Please read and review the following memo which was sent today by Theresa
McHugh, Acting Director of DAS, on out-of-state travel.

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April 13, 2004


To:		Agency Heads, Fiscal Officers, Travel Coordinators

From:		Theresa McHugh, Acting Director, DAS

Subject:	Out-of-State Travel: Changing Requirements

Effective March 16, agencies are no longer required to obtain DAS approval
for out-of-state travel.  This includes agency staff travel as well as
agency head travel.  

Agencies have authority to approve their own out-of-state travel.  However,
the restrictions called for in the July 16, 2003 memo from Gary Weeks are
still in effect.  The only change is that agencies now approve their own
out-of-state travel rather than request approval from DAS.  Out-of-state
travel should still be limited to travel that is:

1.	Client-related;
2.	For economic development; or
3.	Required by federal grants.  (Please note that "client-related"
applies to Department of Corrections and Department of Human Services'
clients, not business customers or clients.)  If none of these three
criteria apply, agencies are responsible to approve and document their own
exceptions.  

Documentation of all out-of-state travel should include, at a minimum:

1.	Description of the business need; 
2.	Cost and funding source;
3.	Number of travelers and dates of travel;
4.	Criteria to which justification relates (see below); and
5.	Signature of agency approval and date signed.

Agencies are still required to input all out-of-state travel trips (now
approved by the agency, including travel for agency heads) into the
statewide database used for tracking out-of-state travel. Indicate in the
database that your approval is based on applicability to one or more of the
following criteria:

1.	Legal: Out-of-state travel that is necessary to satisfy mandatory
legal requirements of state statutes, federal law, and state contractual
agreements.  Includes trips required by federal grants;
2.	Public safety and health: Out-of-state travel that is necessary and
urgent 	to protect the immediate health and safety of state and local
governments 	or citizens.  Includes trips that are client related;
4.	Financial: Out-of-state travel when attendance is required to secure
a financial gain or avoid a financial loss to state and local governments
and their programs, businesses, or citizens.  Includes trips that are for
economic development;
5.	Reimbursed travel: Out-of-state travel being reimbursed to the state
from outside state sources subject to the requirements outlined in the
Oregon Accounting Manual.
6.	Specialized technical training: Out-of-state travel that is
necessary and urgent to avoid a financial loss of state investments in
systems, equipment, or business processes; or to avoid an unacceptable legal
risk in state approved programs;
7.	Required class/certification: Out-of-state travel that is necessary
for a required class/certification;
8.	Revenue generating: Out-of-state travel that will generate revenue
for the state; and
9.	Other (provide an explanation): Out-of-state travel that is
necessary and urgent for reasons other than the seven criteria listed above.
Agencies should indicate the specific justification.

Even if the travel meets the above criteria, please further evaluate the
request based on the following additional guidelines:

*	Number of people going:  The goal is to keep the number of people at
a minimum, even if it is all reimbursed by another entity; 
*	Location: An out-of-country or trips to a typical vacation
destination should be given extra scrutiny even if it is paid for by another
entity;
*	Board and commission members: The very same guidelines apply to
Board and Commission members;
*	Frequency:  The number of trips a certain individual takes
out-of-state should be kept to a minimum.  This is particularly important
for agency heads to consider; and
*	Reimbursed trips:  Even if the trip is reimbursed, agencies should
consider the loss of staff time at the office.

The out-of-state travel database can be accessed at the following link:
http://www.das.state.or.us/DAS/SCD/travel.shtml#Travel%20Restrictions

Please note that there are a couple of changes required for the input of
information into the out-of-state travel database.

1.	When multiple people are traveling to a single event, enter that
information one of two ways:
      - Enter information for each person as a separate entry.  In this
instance the cost
        estimate and number of travelers would be for only that person; or 
	- Enter all information for the group as a single entry.  In this
instance the cost 
        estimate and number of travelers would be for the group.  This is
the preferred option. 
2.	Include the names of all persons traveling in either the "title" or
"reasons" fields of the database.

Some reminders:

1.	The out-of-state travel restrictions apply to all agencies and to
all funding sources; 
2.	The agency head may delegate approval/signature authority, as with
other expenditures, but is ultimately accountable;
3.	All out-of-state travel must be entered into the statewide database
for tracking purposes;
4.	Agencies do not need to approve an exception for non-overnight (day
only) out-of-state travel up to 150 miles from the Oregon border.  For
example, an exception is not needed to travel up to Seattle for a meeting
and come back to Oregon if it's within a day and does not involve an
overnight stay.  Also, an exception is not needed to travel through another
state if the final destination is Oregon;
5.	Out-of-state travel that is required for contractors and consultants
under legally approved state contracts is exempt from the out-of-state
travel restrictions.

On a quarterly basis, BAM will be reviewing the information that has been
entered into the tracking database; we may follow-up with agencies if
concerns arise.  If you have any questions, please call your BAM analyst or
John McIntyre in the State Controller's Division at 503-373-7277 ext. 283.

c:	John McIntyre, State Controller's Division