PAP.3.3.040 Travel Advance Request

(a) Employee shall not be eligible to receive a travel advance, if they have failed to timely submit a prior travel pack to the Travel Clerk for reconciliation.

(b) Employee or a designated program/department employee shall submit the Travel Advance Request Form, and all required supporting documentation, to their immediate supervisor. The immediate supervisor shall ensure that the Travel Advance Request Form is complete and that all required supporting documentation is attached and shall forward to Grant Accountant. Grant Accountant shall forward approved Travel Advance Request Form to the Travel Clerk.

(1) Travel advance requests that involve air travel shall be submitted at least twenty one (21) days prior to departure whenever possible to ensure a reduced rate.

(2) Travel advance requests that do not involve air travel shall be submitted at least fifteen (15) days prior to travel.

(3) Employee may choose to make a reservation for lodging consistent with Section PAP.3.1.080 and Section PAP.3.6.030 before completion and/or submission of the travel advance request to ensure availability. Employee or designated employee shall include reservation documentation in the travel advance request.

(c) Program/Department Director shall ensure employees authorized for travel are in compliance with this Travel Policy and Procedural Manual prior to authorizing business travel.

(d) Decision to approve or deny the travel shall be based, as applicable, upon a consideration of the following:

(1) Whether it is necessary for the employee to perform official duties on behalf of the Tribe;

(2) Whether it will increase the employee's understanding or ability to perform official duties on behalf of the Tribe;

(3) Whether it will unreasonably interfere with or delay completion of assigned duties;

(4) Whether the cost is covered by the applicable operating budget;

(5) Whether the travel advance request is consistent with Section PAP.3.1.080, including regarding modes of transportation, whether it is less expensive than an alternative mode or necessarily saves time;

(6) Any other appropriate factor deemed relevant.