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Travel Policy

Status: Archived

Approved Date: November 18, 2016

Policy

TO: All Staff

FROM: Pat Bracken

RE: Employee Travel Policy and Guidance

DATE: July 30, 2013

Pursuant to Nebraska Department of Education’s Administrative Memorandum #201 (Employee Travel) issued January, 2013, the following has been established as the updated travel policy for staff of Nebraska VR.

  1. POLICIES #1 states “In-state travel is considered authorized with advance submission of intent to travel (email, writing, calendar submission, etc.) to the Leadership Council Member (LCM) or designee. The LCM may provide a blanket authorization for in-state travel.” VR’s Director (LCM) is providing the blanket authorization for in-state travel.
  2. Outlook is the software used for documentation of staff members’ in-state and out-of-state travel. Entries on Outlook must contain with whom staff are meeting, where, time, date and purpose. It is important to keep your calendar up-to-date and accurate.
  3. POLICIES #2 Outlook calendar entries are stored and saved on the CIO's exchange server. Calendar documentation must be retained for “3 years for audit purposes and to insure that employees have access to Worker’s Compensation benefits should the need arise.”
  4. Out-of-state travel should be coordinated with Cinda Wacker at the State Office.
  5. The NDE Deputy Commissioner will be notified of the VR Director’s (LCM) out-of-state travel by:
    • An email will be sent to the NDE Deputy Commissioner with the title of the meeting/conference, location, dates, and funding source.
    • The NEBRASKA DEPARTMENT OF EDUCATION AGENCY 13 OUT-OF-STATE TRAVEL REQUEST/WAIVER FORM will be submitted to the NDE Deputy Commissioner for signature.
  6. Out-of-state travel for staff members will be authorized by the staff member’s supervisor and LCM:
    • An email will be sent to the NDE Deputy Commissioner with the title of the meeting/conference, location, dates, and funding source.
    • The NEBRASKA DEPARTMENT OF EDUCATION AGENCY 13 OUT-OF-STATE TRAVEL REQUEST/WAIVER FORM will be submitted to the staff member’s supervisor and LCM for signature.
  7. On November 19, 2009, a request was submitted by VR’s Director and approved by NDE’s Deputy Commissioner stating that VR and ATP staff have recurring travel within 50 miles in states which border Nebraska, i.e., Council Bluffs and Sioux City, IA and occasional travel to South Dakota. Staff are approved to travel to these locations by entering the information on their Outlook calendars.
  8. For guidance regarding non-employee travel with state employees, see NDE’s Administrative Memorandum 201.
  9. If you have any questions on this travel policy, please call Cinda at 402-471-3649.

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