| Standard & Procedure Name: | Travel Notification |
|---|---|
| Scope: | All Staff, Associates, and Volunteers |
| Revision Date: | January 23, 2023 |
| Last Review Date: | June 20, 2023 |
Standards
Travel within the U.S.
Reliant employees traveling within the U.S. for all work/ministry-related travel do not need to submit a notification of travel or request approval.
International Travel
All Reliant employees traveling away from their country of residence to an international location for work/ministry, please submit a travel notification no less than one month before purchasing tickets for travel.
International Workers - please submit a travel notification to Reliant for any travel outside of your ministry location country, no matter the purpose of the trip.
Check the State Department's travel advisory list. If you are traveling to a country with a Travel Advisory of Level 3 or above due to increased terrorism, Reliant will implement an evaluation and approval process that could include additional steps as directed by the Crisis Management Team.
Some examples of these types of travel could include:
- Short-term projects
- Visiting another country
- Conferences or Retreats
- Furlough (this form should be filled out in addition to a Furlough form)
- Visa Trips
International Workers being released to assignment are cleared to purchase a ticket during the RTA conversation. Please submit the Travel Notification form as well.
If you have Aetna insurance and need a Verification of Coverage letter, please submit a request to benefits@reliant.org no less than five business days before travel.
Procedure
Please complete the appropriate notification form and follow all steps within the form closely. These travel forms include emergency contact information for your destination(s) and an attestation that you agree to comply with health advisories related to COVID-19 in your destination(s) and for your return. They will be reviewed by your local supervisor (if applicable) and your Reliant Program Lead. Use the following Google Form to notify us of your travel plans. If you are leading a group of travelers, you may fill out one form on behalf of everyone.Form
10 Comments
Kerry Housley
Julie Thomas and Deborah Kennedy, this is my proposal for the new travel section of the COVID-19 Policies & Updates page to match the new process. I believe I kept the standards the same (International travel "prohibited without prior approval" and Domestic travel "must obtain prior approval" - very similar
). I'm thinking that in both cases, we should point them back to the Procedure page, which has them filling out forms, which asks them to review all appropriate COVID guidelines and list the precautions they're taking. This would be a change for International travel, which currently says "submit to notifyhr@reliant.org" and has them avoid the forms altogether.
Thoughts?
Deborah Kennedy
I think this is good. Thanks!! I added the excerpt macro to the COVID page travel section, so we can easily plug it into the Travel Notification pages.
Kerry Housley
This is Deborah and I's proposed solution for being our only Travel Notification page in the current season. We're proposing that the COVID-19 Policies & Updates will simply link directly to this page, which is all the current standards for what we're requiring.
For the most part, we've left a lot of the language that we've had on the COVID-19 Policies & Updates up until now and just changed the procedure/forms portions match.
Thoughts?
Mike Swann
Kerry Housley and Deborah Kennedy, is this ready for publication in the Field Manual. It would be great to get this in there sooner rather than later, as there is a LOT of summer travel coming up.
Kerry Housley
Deborah and I are discussing today what planes we can land before she's done and/or what I'll need to do after she's gone to finish up. The hope is to get things completed asap.
Julie Thomas
Kerry Housley / Deborah Kennedy - Is this page ready to be published? I'm working on a couple of things that will eventually link to this.
Kerry Housley
More feedback and changes were proposed in the most recent Operations Leadership Meeting (2021-06-28 Operations Leadership Meeting). So there will likely be more discussions with user-1a794 and Joshua Dull. Deborah did tweak the "no less than two weeks prior" language to read "no less than one month before purchasing tickets for travel." I can approve the page as is right now, so the most recent updates are visible to field staff, and then we can make any future updates later.
Julie Thomas
Kerry Housley Deborah Kennedy, this page is still in the "Ready" stage. Would you please approve? I'm going to link the Coronavirus Policies page in another email, and it links to this page.
Julie Thomas
Kerry Housley, I couldn't make an inline comment, but the "Etc." is somewhat awkward to be listed as a bullet. It can just be removed.
Julie Thomas
Mike Easton, Julie Thompson - We are going through our policy review right now, and I wanted to check if the procedure outlined on this page is still accurate.