How To

Prior to Travel

1. Employee decides to attend a conference, workshop, or travel.
2. The travel authorization (TA) is needed for:
   • ALL out-of-state travel – including out-of-state travel that is non-state funded.
   • Any in-state travel, other than “mileage only” requests which incur a cost of more than $25.
   • Any in-service training when the employee is seeking union reimbursement.
3. Prior to travel, the employee must complete the travel authorization (CO-112) form.
4. The form (must be signed by the employee, their supervisor, or manager) must be completed 4 weeks prior to travel and submitted to the DAS Business Office AP mailbox DAS.TRAVEL@ct.gov. For SmART agencies please see question #3 on our FAQ page.
5. DAS Business Office review:

5.a State-Funded and Non-State-Funded Travel (except Union-funded - see below)

• DAS will assign a TA number within 3 days of receiving the completed travel request form and backup.
• TA number will be sent to the employee, supervisor, or manager.

5.b Union-Funded Travel:

• Depending on the employee’s bargaining unit, prior union approval may be required. If so, the DAS Business Office will forward the form to the appropriate union contact for approval.
• Once the form is approved by the union, the DAS Business Office will notify the employee, supervisor, or manager of the TA number.
• The form will be sent to OSC for approval. OSC approval is required.

After Travel Occurred

1. To receive reimbursement, the employee must complete the CO17XP-PR form (Employee Payroll Reimbursement).
2. Total employee expenses requested for reimbursement should match the approved TA. Send the following documentation to DAS.payrollreimburse@ct.gov.
   For SmART agencies, please see question #3 on our FAQ page.

• CO17XP-PR form (Reimbursement)
• Copy of approved CO-112 form
• All receipts/documentation to support expenses (receipts are not needed for meals or expenses under $25) (Mileage chart document is available under ”documents/forms”)

      3. If actual expenses exceed the original amount of the TA by 10% or more:

• You will need to revise the amounts on the original TA (CO-112) form and add “REV” at the end of the TA number. The new supervisor’s or manager’s signatures required
• Submit the revised form to DAS.TRAVEL@ct.gov with the Employee Payroll Reimbursement (CO-17XP-PR) form along with documentation.

4. Documentation must match employee expenses.

5. DAS Business Office review:

5.a State-Funded and Non-State-Funded Travel (except Union-funded - see below):

• If approved by DAS fiscal, the reimbursement request will be authorized for payment within 2 weeks of receiving the request and forwarded to Payroll for processing.
• The travel reimbursement will be received in the employee’s bi-weekly paycheck and will be easily identified.

5.b Union-Funded Travel:

• If approved by DAS fiscal, the reimbursement request will be submitted to OSC.
• The reimbursement is processed by OSC and is received in the employee’s paycheck.

Cancellations

Notify DAS as soon as possible if your travel, seminar, training, etc. is canceled.

Send an e-mail with the applicable TA number to DAS.TRAVEL@ct.gov