Children's Administration, Department of Social and Health Services
Children's Administration, Department of Social and Health Services
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Practices and Procedures Guide

6000. OPERATIONS

6100. Client and Staff Travel

Purpose Statement Authorize (in state or out of state) travel in order to know the whereabouts of all children in the care and custody of the Department. Provide fiscal responsibility and consistency in travel payment approval for children/youth, caregivers and employees.
Policy
  1. Travel must comply with court orders, DSHS 19.10 Travel Policy & OFM 10.10 Travel Policy.
  2. Travel related to children or youth who are in the care, custody and control of the Department, must be approved and documented prior to the travel.
  3. All children being placed out of state through ICPC must be approved and documented prior to travel.
  4. Any travel (in state and out of state) with costs to the State above the amount designated in the Travel Approval Quick Reference Guide (outside of routine bus travel/commuter travel) must be approved by the Regional Administrator or designee regardless of required travel approval level.
Procedures
  1. Child/Client Travel

    CA Staff will:

    1. Receive caregiver notification of travel and initiate the approval process at least three weeks in advance, when possible. Trips less than 72 hours do not require three weeks advance notice.

      Note: Notification may be in the form of phone or voicemail message, face to face communication, e-mail or other written communication.

    2. Document caregiver's notification of travel in a case note in FamLink prior to travel and no later than 10 days after notification.
    3. Follow approval and documentation requirements outlined in the Travel Approval Quick Reference Guide.
    4. Complete, in detail, Children's Administration Travel Authorization form (DSHS 03-478) when required.
    5. Notify parent(s) as soon as possible upon receipt of caregiver notification of travel over 72 hours.
    6. Document efforts to notify parent(s) or obtain parent approval on the Children's Administration Travel Authorization form (DSHS 03-478) or in a case note when required.
    7. Scan and upload any parent approval documents into FamLink. (Excludes legally free children or youth.)
    8. Scan and upload approved Children's Administration Travel Authorization form (DSHS 03-478) into FamLink.
    9. Obtain court order in the following situations:
      1. for all out of country travel;
      2. whenever a child/youth in shelter care status will be travelling out of state;
      3. parents object to travel; or
      4. parents cannot be notified and travel is out of state and outside of border states of Idaho and Oregon for more than one week.
    10. Coordinate out of country travel per 4211 Notification to Foreign Consulate policy. (Requirements vary by country)
  2. Employee-Client Related Travel (out of state) must align with DSHS 19.10 Travel Policy & OFM 10.10 Travel Policy and must be:
    1. Directly work related;
    2. Obtained at the most economical price;
    3. Critical and necessary for state business;
    4. Pre-approved.
Forms and Tools