D.C. Mun. Regs. tit. 6, r. 6-B4004

Current through Register Vol. 71, No. 49, December 6, 2024

Rule 6-B4004 - TRAVEL APPROVALS

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.

D.C. Mun. Regs. tit. 6, r. 6-B4004

Final Rulemaking published at 67 DCR 7860 (10/1/2020)