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Library: Policy

OKDHS:2-21-109. Out-of-state travel coordination

Revised 5-1-14


(a) Responsibility.  The Oklahoma Department of Human Services (DHS) Support Services Departmental Services Unit (DSU) travel coordinator:

  • (1) processes travel authorizations for DHS employees and non-employees who travel out-of-state on official DHS business;

  • (2) arranges the most cost-effective air travel that meets the business needs of persons who travel at DHS' expense;

  • (3) provides airfare cost comparisons for persons not traveling by air;

  • (4) collects necessary data for various reports and accounting needs; and

  • (5) monitors contract compliance by travel vendors.

(b) Travel authorizations.  An out-of-state travel authorization request is submitted to the appropriate authorizing officials(s).  Once approved, the request is submitted to the DHS Director or the authorized designee for approval, and then sent to the DSU travel coordinator.  A travel request consists of a:

  • (1) completed and approved Form 10AD002E, Out-of-State Travel Authorization.  A copy is returned to the traveler upon finalization;

  • (2) copy of the event announcement, agenda, and any related event information; and

  • (3) description of any special arrangements that are required.

(c) Procedures for out-of-state air travel.  Only the DSU travel coordinator is authorized to book air travel for DHS business, except in an emergency, or when the ticket is provided by an outside entity,

  • (1) Itinerary.  The DSU travel coordinator prepares a flight schedule that meets DHS business needs at rates and times that fall within guidelines of DHS policy and procedure, state travel contracts, the Central Purchasing Act, and the State Travel Reimbursement Act.

    • (A) Itineraries are not scheduled that have rates that exceed DHS business needs.

    • (B) When the flight itinerary is arranged and tickets are provided by a non- DHS entity, a copy of the airline's itinerary and invoice is submitted by the traveler with Form 10AD002E.

    • (C) For travelers flying at DHS' expense, a tentative itinerary is sent to the person who is responsible for notifying the DSU travel coordinator to ensure the itinerary meets his or her needs.  If the itinerary does not meet their needs, the traveler chooses the best of the options available within DHS policy and procedures guidelines, state travel contracts, the Central Purchasing Act, and the Travel Reimbursement Act.

  • (2) Tickets.  A traveler may only use a ticket issued in his or her own name.

    • (A) Electronic ticket itineraries are emailed or faxed to the traveler. 

    • (B) The traveler is responsible for immediately notifying the DSU travel coordinator of trip cancellations or schedule changes.

    • (C) Tickets are non-transferable and are only changed for valid business reasons.

(d) Procedures for out-of state ground travel cost comparison.  Map mileage reimbursement and reimbursement for common carriers other than air do not exceed the economic coach class airfare cost.  The DSU travel coordinator prepares a flight schedule that meets DHS business needs at rates and times that fall within guidelines of DHS policy and procedures, state travel contracts, the Central Purchasing Act, and the State Travel Reimbursement Act.  The itinerary and flight rate are used for comparison, and the rate is entered on the travel request by the travel coordinator.

(e) Hotel accommodations.  Employees are encouraged to select less expensive public lodging at conferences when the designated hotel is significantly higher priced than public lodging establishments located near the designated hotel.  The DSU travel coordinator does not make hotel reservations.

(f) Personal travel.  When an employee desires to book an additional airline seat for a personal reason, the DSU travel coordinator provides the employee with contact information for the travel agent or airline.  The DSU travel coordinator does not:

  • (1) make personal travel arrangements;

  • (2) reserve personal air flights or non-business flight segments;

  • (3) arrange flights at a higher rate than business needs; or

  • (4) accept personal payments for partial travel.

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