6000. OPERATIONS

6100. EMPLOYEE, VOLUNTEER, AND CLIENT TRAVEL

To ensure all out-of-state and out-of-country travel meet all requirements and authorizations.

All travel outside of Washington State by CA staff, volunteers, foster parents, and clients or relatives of clients must be approved prior to travel.

Out-of-state is any city outside of Washington State. This includes Portland, Coeur d'Alene, and any other border city in Oregon and Idaho.
Out-of-country is any country outside of the United States. This includes British Columbia, Canada.

Travel must comply with the State Accounting Manual (SAM).
Travel out of Washington State will be considered for the following reasons only (unless OFM approved):

Direct service delivery for clients;
Related to carrying out a court order;
Motor vehicle costs (mileage and parking) associated in a single day's travel to Oregon, Idaho or British Columbia (reimbursement for meals, lodging, registration fees or other expenses require an exemption from OFM);
Travel out of Portland airport for business within Washington;
Funded exclusively from private or federal funds; or
Necessary to receive or maintain federal funds.

The Regional Administer (RA) may approve frequent staff travel for client services to border cities (day travel with no per diem). The RA determines the level of documentation needed based on the circumstances. A copy of the approved documentation must be submitted to Director of Field Operations.

CA staff must:

Obtain required signature(s) on their Out-of-State Travel Authorization (#03-337) to travel out-of-the state.
Submit the following documents for approval by the DSHS Assistant Secretary and Secretary:

CA staff must:

Obtain approval for CA clients and foster parents prior to travel.
Submit Out-of-State Travel Authorization Form (#03-337) to RA or RA designee for approval.
Fax or email approved authorizations for CA field staff to travel out-of-state for client related services to the Field Operations Division at Headquarters. HQ approval is not required, but Field Operations will keep track of travel that is approved at the regional level.

CA staff must:

Obtain approval from the Governor's office for any staff out-of-country travel.
Submit the following documents for approval by the DSHS Assistant Secretary, Secretary and Governor:

DSHS Assistant Secretary approval (Fax the Travel Authorization form to the Assistant Secretary a minimum of three weeks before the travel dates)
DSHS Secretary review
OFM approval
DSHS Secretary approval
Governor approval

CA staff must:

Obtain prior approval for CA clients and foster parents travel.
Submit Out-of-State Travel Authorization Form (#03-337) to RA for approval.
Fax or email approved authorizations for CA field staff to travel out-of-country for client related services to the Field Operations Division at Headquarters.

CA staff must:

Allow at least three weeks for all travel request approvals, except in cases of client related emergencies.
Submit an Out-of-State Travel Authorization (#03-337) request for each traveler. Do not submit a "group request".
Include a cover memo (i.e. need for client to be accompanied by staff, conference agendas, workshop schedules, copies of invitations, emails, etc.) with the authorization form.
Once approved, CA staff can coordinate with Regional Business office for travel arrangements to conference travel funded by private or federal entity. Staff can also submit for reimbursement through TEMS if Agency reimbursement arrangements have been confirmed.
See chart below for CA Travel Approval requirements:

*Fax or email copy of authorizations for CA field staff to the Field Operations Division at Headquarters.