TRAVEL CONTRACT EXCEPTIONS

A state employee planning a business trip should do so in accordance with established travel policies and procedures to ensure the use of contract vendors and/or rates. If an employee anticipates that a contract vendor and/or rate cannot be used in accordance with State guidelines, the listed exception should be determined in advance of the trip.

1. Contract travel agency alternative. Use of an authorized alternative method is allowable because the state traveler is already in travel status which renders the use of a contract travel agency impractical or unnecessary; airline reservations are not required; or travel is undertaken as part of a group program for which reservations must be made through a specified source to obtain a particular rate and/or service.
2. Lower total cost to the State. Use of a non-contract travel vendor is less than the contract fare or rate which is offered to the general public, and/or when all trip expenses are evaluated, including ground transportation, insurance fees, parking fees, taxes, and travel time, the use results in a lower total overall cost to the State. If the contract travel vendor offers the same lower fare or rate, the contract travel vendor must be used, unless a valid exception exists.
3. Efficient use of services. Use of a non-contract travel vendor is necessary because the contract travel vendor is sold out, is not able to provide services at the time or location necessary to accomplish the purpose of the trip, has a real or anticipated labor disruption, or is providing negotiated rates for group travel.
4. Health and safety issues. Use of a non-contract travel vendor may be allowed when a state traveler finds that the accommodations provided by the vendor may reasonably present a risk to the state traveler or person under the State’s custody in the following circumstances:

   • Accommodations may lack a reasonable amount of security or safety, and/or may present a health risk based on the state traveler’s individual needs;

   • Accommodations fail to provide an adequate amount of services required for a person with disabilities; or

   • Accommodations have limited availability of medical emergency facilities or equipment that may be required by a state traveler or person under the state’s custody.

5. Corporate travel charge card alternative. Use of a personal charge card is allowable only for non-contract airfares used in accordance with this chapter if it offers insurance benefits not available from the state’s corporate travel charge card contract.