Pursuant to Procurement Circular No. 2007-03 and Amendments 1-3, intra-state air travel requires one (1) quote for the most economical authorized itinerary and documented on form SPO-030A, Worksheet A (Airfare). Price List Contract No. 13-21, Interisland Airline Price Agreement is available to take advantage of discounts benefits. The pCard may only be used for an ...
Read More What is the procedure to obtain intra-state airline tickets?

Pursuant to Procurement Circular No.2007-03 and Amendments 1-3, out-of-state travel requires a minimum of two (2) quotes from two different sources (i.e. travel agency, airlines direct, or online travel provider) for the most economical itinerary and documented on form SPO-030A, Worksheet A (Airfare). The pCard may only be used for an authorized itinerary. Employee is ...
Read More What is the procedure to obtain out-of-state airline tickets?

Employee/travel coordinator must redo Worksheet A. Pursuant to Procurement Circular No. 2007-03 and Amendments 1-3, intra-state air travel requires one (1) quote for the most economical authorized itinerary. Out-of-State travel requires a minimum of two quotes for the most economical authorized itinerary. The final reservations made should match the most economical quote received, unless otherwise ...
Read More What steps should be taken to book airlines reservations if, upon receipt of the approved TAF, the selected air scheduled is higher than originally quoted.

Employee/travel coordinator must do due diligence and seek new quotes, documented on Worksheet A. If the original selection is higher than initially quoted and no other airline is cheaper the information must be reflected on Worksheet A. The TAF does not need to be amended for a change in airfare cost.

Boarding passes are required, as proof of travel, and submitted with the Statement of Completed Travel.

For intra and out-of-state travel, rental of cars shall be allowed where it would be impractical to obtain necessary transportation in government owned vehicles or privately owned vehicles on a mileage basis, and where public carriers are not available to the point visited. A cost analysis should be done to determine if the cost and ...
Read More When is the use of a car rental allowed for intra and out-of-state travel?

SPO Price List Contract No. 12-14, Commercial Car Rental Services, is a mandatory price list contract for intra-state car rentals only. Price list instructions are available on the SPO website. There is no price list contract for out-of-state car rental services. Employee shall follow travel procedures pursuant to Procurement Circular No. 2007-03, and its amendments.

Intra-State Travel: The State is self-insured, therefore, car insurance for intra-state travel is not required. An employee may purchase optional insurance, however, payment is the responsibility of the employee and no reimbursement will be permitted. Out-of-State Travel: Employees may purchase collision damage waiver (CDW), which may also be called loss damage waiver (LDW) or physical ...
Read More Are employees allowed to purchase car rental insurance?

Pursuant to Procurement Circular No. 2007-03, a minimum of two quotes, from two different sources, are required and documented on the form SPO-030, Worksheet C. Quotes are not required if reservations are made at the conference hotel; check the appropriate box on Worksheet C.

Whenever lodging costs exceeds the applicable lodging/hotel allowance, employee is entitled to excess lodging. Excess lodging requires approval, documented on the TAF, prior to travel. Excess lodging is the difference between the actual daily costs (including all mandatory taxes/fees) and the applicable allowance, multiplied by the number of days. For example: Intra-State – $89.56 (actual ...
Read More What is excess lodging and how is it calculated?