2500 Obtaining Approval to Travel
2510 Completing Appropriate Travel Forms
Travel Policy June 2025
Completion and approval of the Travel Authorization (TA) process in eTravel is required for all non-executive-level staff for the following:
- Direct-billed services (airline, car rental, train, bus, or hotel).
- Traveling out-of-state.
- Traveling to Washington, D.C. (see 2322 Washington, D.C. Travel – Reimbursement for Lodging and Meals).
A separate TA is required for each traveler (see 1400 Authorized Travelers).
A Travel Authorization must be completed, approved, and in TA Completed or TA Review Complete status in eTravel before any travel reservations can be made for children in DFPS conservatorship, APS clients, volunteers, foster parents, council or board members, and witnesses.
All out-of-country travel requires the completion and approval of the paper version of the eTravel TA, Form 4186 Travel and Car Rental Authorization. When all approvals have been obtained, the traveler emails the form to the Direct Bill Support mailbox for processing.
Only state employees may obtain direct-billed rental cars due to the added insurance extended to state employees by the State Travel Management Program (STMP). If a non-employee (volunteer, foster parent, council or board member, or witness) requires a rental car, the reservation may be made for a personal rental at the State rate. The volunteer, foster parent, council or board member, or witness pays out-of-pocket for the rental car and then requests reimbursement for the vehicle and fuel purchased on a Purchase Voucher Form 4116.
2520 Obtain Authorization Signatures
Travel Policy June 2025
Employees must obtain required approvals prior to the departure date or before reservations are made.
A Travel Authorization must be completed, approved, and in TA Completed or TA Review Complete status in eTravel before any travel reservations can be made, if appropriate.
In-state travel requires approval by the traveler’s immediate supervisor.
Out-of-state travel requires approval prior to the departure date by both of the following people:
- Traveler’s immediate supervisor.
- Traveler’s deputy regional director, regional director, or division director.
Out-of-country (foreign) travel requires approval by all of the following people:
- Traveler’s immediate supervisor.
- Traveler’s deputy regional director, regional director, or division director.
- Commissioner or designee.
2530 Types of Travel Related to Child Placement
Travel Policy June 2025
In-state travel may be required for children in DFPS conservatorship for court-ordered visitation and other circumstances.
Out-of-state travel may be required for the following reasons:
- Pre-placement, placement, and post-placement visits.
- Monitoring visits.
- Visits to return a child to Texas when an out-of-state placement is no longer viable or appropriate.
A Travel Authorization must be completed, approved, and in TA Completed or TA Review Complete status in eTravel and is required to request approval for out-of-state travel.