HomeMy WebLinkAbout2012_01 Travel Request SOP 2503152012.01 Travel Request Standard Operating Procedures
Implemented: February 2025 Revised: N/A Next Review: February 2028
This procedure is for internal use only and does not enlarge an employee’s civil liability in any way. The procedure
should not be construed as creating a higher duty of care, in an evidentiary sense, with respect to third party civil claims
against employees. A violation of this procedure, if proven, can only form the basis of a complaint by this department
for non-jud icial administrative action in accordance with the laws governing employee discipline.
Related Policies: This Policy replaces Chief’s Memo, Adherence to Procurement Policies and Procedures Concerning
Travel, Dated November 1, 2024. County of Hawaiʻi Purc hasing Manual. Purchasing Card (pCard) Program and
Procedures Manual. Spending Guidelines Memorandum 24-08 dated November 1, 2024
Applicable HI Statutes: none
I. PURPOSE
To ensure strict compliance with the County of Hawaiʻi's procurement policies and procedures
related to travel. This SOP serves to maintain regulatory adherence, avoid non-compliance issues,
and uphold the integrity of the Hawaiʻi Fire Department.
II. APPLICABILITY
This procedure applies to all Hawaiʻi Fire Department personnel who engage in travel-related
activities, including but not limited to attending conferences, training, and any departmental travel
requiring financial commitments.
III. POLICY
1. Pre -Approval Requirement:
a. No travel-related purchases or arrangements, including conference registrations,
transportation, or lodging, shall be made before obtaining full approval.
b. All personnel must secure necessary authorizations through the established chain of
command, culminating in approval from their imme diate supervisor.
c. The Fiscal section must confirm authorization before any procurement can proceed.
2. pCard Usage and Travel Compliance:
a. Personnel must ensure all travel expenses comply with County procurement regulations
and pCard policies.
b. Any purchases made without prior approval may lead to an immediate revocation of
pCard privileges and the cancellation of current or future travel plans.
3. Procedure :
a. Travel Request Process:
• Submit a formal travel request to the head of the requestor’s division , ensuring it
aligns with departmental objectives.
• The travel request shall briefly but clearly articulate the following:
o The curriculum.
o The dates of the travel and training.
o The reason for the travel.
o How the Training will benefit the Department.
• Await written approval from your supervisor and clearance from the Fiscal section
before initiating any financial transactions.
2012.01 Travel Request Standard Operating Procedures
Implemented: February 2025 Revised: N/A Next Review: February 2028
b. Documentation and Record Keeping:
• Maintain accurate records of approvals, receipts, and related documentation as per
County guidelines.
• Refer to the P urchasing Manual for detailed procedural instructions.
• All financial forms are available at the Internal HFD Website (Sharepoint) located at
(https://hicounty.sharepoint.com/sites/Fire ) . On the top navigation bar, click on the
“Fiscal” tab, then click on the Travel Forms button. This will open the location of
where the most up-to-date required forms are located.
• HFD Approval for Travel Form: The traveler must complete this form for inte r-island
and out-of -state travel, submit for approval through the chain of command. The Fire
Chief will sign off on the Travel Form if it is approved.
• Submitting Travel Request to Fiscal: When the HFD Travel Form is approved, the
traveler will go to the Fiscal page on Sharepoint and select the option to “Submit a
Travel Request through ClickUp.” The traveler will complete the travel request form
on ClickUp and attach the approved HFD Travel Form, and all relevant
documentation.
• Out of State Travel: Fisca l will prepare the estimates for form F-106 Request for Out
of State Travel and the traveler will provide the Justification for the travel and sign.
Fiscal will also prepare parts of form F-115 ERC form OST, and the traveler shall
complete the Justification and Impact if Denied explanations.
• O ut of State travel must be approved by the Expenditure Review Committee and the
Mayor’s Office prior to any travel arrangements being made.
• Airline travel:
• Boarding Passes: Boarding passes shall be submitted to Fiscal immediately after
travel.
• Receipts: All receipts for travel-related expenses shall be submitted to Fiscal within 5
days of the completion of the trip . These receipts include Lodging, P arking, Rental
Car, Fuel, Baggage, and any other approved expenses.
• Lost Receipts: If a required receipt is misplaced, lost, or destroyed, a notarized
Affidavit shall be submitted to the Fiscal Branch as soon as practical.
• RAE Form F-109: If there is a deviation from standardized approval for travel-related
expenses, i.e. requesting rental car larger than a compact car, the RAE Form F-109
shall be submitted with the HFD travel request and approved by the Finance Director
prior to the travel date.
4. Responsibilities:
a. Personnel: Must adhere to this SOP and secure necessary approvals before any travel
procurement.
b. Supervisors: Responsible for reviewing and endorsing travel requests before
submission to the Fiscal section.
2012.01 Travel Request Standard Operating Procedures
Implemented: February 2025 Revised: N/A Next Review: February 2028
c. Fiscal Section: Ensures compliance with procurement regulations and provides final
authoriza tion for travel arrangements.
5. Review and Revision:
This policy shall be reviewed periodically or as necessary to ensure it remains current with
best practices and legal requirements.
-End-
Link:
Fire - Travel Forms - All Documents