Travel Approval Quick Reference Guide
NOTE: All travel with costs over $200 must be reviewed by the Regional Administrator or designee
1
Counties in Oregon and Idaho that border Washington State are considered in-state.
2
Travel to the British Columbia (BC) territories of BC Rockies, Thompson/Okanogan and Vancouver Coast and Mountains are considered ‘border counties’ to
Washington State and do not require out-of-country approval as specified in State Administrative Accounting Manual 10.10.5.
3
Includes travel to Canada outside of British Columbia territories and to all other countries. All territories beyond are considered out of country travel.
Rev. March 19, 2018 Page 1 of 3
Travel Type
Required
Approval
Documentation Requirements
Child travel in-state
1
, out-of-state
2
Less than 72 hours
Not Required
None, if planned travel is consistent with court order or court order does
not address travel.
Child in-state
1
or out-of-state travel
Over 72 hours
Area
Administrator
Case note by worker documenting caregiver’s travel notification
Case note by worker documenting parent notification.
Completed/approved travel form DSHS 03-478.
Cleared background check if supervising adult is not the current
caregiver or parent.
Court order authorizing planned travel, if planned travel is not
consistent with court order.
All children being placed out-of-state
2
through
ICPC for any length of time
Regional
Administrator
Approved ICPC Placement Request DSHS 15-092 if travel is to
complete ICPC placement.
Child travel to border
2
territories in Canada
Over 72 hours
Regional
Administrator
or designee
Case note by worker documenting caregiver’s travel notification
Case note by worker documenting parent’s written approval.
Completed/approved travel form DSHS 03-478.
Cleared background check if supervising adult is not the current
caregiver or parent.
Specific court order allowing travel to Canada.
Child out-of-country
3
travel for
Any length of time
Regional
Administrator
Case note by worker documenting caregiver’s travel notification
Case note by worker documenting parent’s written approval.
Completed/approved travel form DSHS 03-478.
Specific court order allowing travel.
Consulate requirements/documents specific to travel.
Cleared background check if supervising adult is not the current
caregiver or parent.
Travel Approval Quick Reference Guide
NOTE: All travel with costs over $200 must be reviewed by the Regional Administrator or designee
1
Counties in Oregon and Idaho that border Washington State are considered in-state.
2
Travel to the British Columbia (BC) territories of BC Rockies, Thompson/Okanogan and Vancouver Coast and Mountains are considered ‘border counties’ to
Washington State and do not require out-of-country approval as specified in State Administrative Accounting Manual 10.10.5.
3
Includes travel to Canada outside of British Columbia territories and to all other countries. All territories beyond are considered out of country travel.
Rev. March 19, 2018 Page 2 of 3
In-State travel for youth age 18 and older
in Extended Foster Care
Over 72 hours
Assigned
Caseworker
Case note by worker documenting youth’s notification and worker
approval for travel. Documentation should include youth’s itinerary and
means of contacting youth while travelling.
Complete travel form DSHS 03-478 and obtain required approvals if CA
is paying for the travel.
Youth is considered an adult for purposes of travel and not considered
absent from care.
Out-of-State travel for youth age 18 and
older in Extended Foster Care
Assigned
Caseworker
Case note by worker documenting youth’s notification and worker
approval for travel. Documentation should include youth’s itinerary and
means of contacting youth while travelling.
Complete travel form DSHS 03-478 and obtain required approvals if CA
is paying for the travel.
Youth is considered an adult for purposes of travel and not considered
absent from care.
Out-of-Country travel for youth age 18 and
older in Extended Foster Care
Assigned
Caseworker
Case note by worker documenting youth’s notification and worker
approval for travel. Documentation should include youth’s itinerary and
means of contacting youth while travelling.
Complete travel form DSHS 03-478 and obtain required approvals if CA
is paying for the travel.
Consulate requirements/documents specific to travel
Youth is considered an adult for purposes of travel and not considered
absent from care.
Case related travel for parents and relatives
into the state (Review and approval process
required only if cost to the state over $200)
Regional
Administrator
or designee
Completed/approved travel form DSHS 03-478.
Court order if relevant.
Case note by supervisor regarding relationship to case plan and
alternatives explored.
Child-related employee travel out-of-state
2
beyond border counties in Oregon and Idaho
and within the US.
Asst.
Secretary or
designee
Follow DSHS Administrative Policy 19.10.01, S.A.A.M 10.10
Completed/approved travel form DSHS 03-478
Non-child related out-of-state
1
employee
travel.
Asst.
Secretary
Follow DSHS Administrative Policy 19.10.01, S.A.A.M 10.10
Completed/approved out-of-state travel form DSHS 03-337
Travel Approval Quick Reference Guide
NOTE: All travel with costs over $200 must be reviewed by the Regional Administrator or designee
1
Counties in Oregon and Idaho that border Washington State are considered in-state.
2
Travel to the British Columbia (BC) territories of BC Rockies, Thompson/Okanogan and Vancouver Coast and Mountains are considered ‘border counties’ to
Washington State and do not require out-of-country approval as specified in State Administrative Accounting Manual 10.10.5.
3
Includes travel to Canada outside of British Columbia territories and to all other countries. All territories beyond are considered out of country travel.
Rev. March 19, 2018 Page 3 of 3
Exceptions for out-of-state travel as specified on DSHS 03-337 must be
approved by the Secretary
All employee travel to Hawaii and foreign
countries, except BC Canada
2
Asst.
Secretary,
Secretary, &
Governor’s
Office
Completed/approved out-of-state travel form DSHS 03-337.
