DAS/SmART Travel & Related Expense Guide 2026


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Overview

The Department of Administrative Services (DAS) and Small Agency Resource Team (SmART) agency travel must be necessary, reasonable, cost-effective, and comply with State ethics rules, procurement regulations, and collective bargaining agreements (CBAs). An overview of the travel policy is as follows: 

  • All travel requires pre-approval and adherence to DAS/SMART and OSC policies.
  • Employees shall not benefit from any frequent flyer/hotel advantage points and or credit card points for official state travel.
  • All travel arrangements must be paid via agency travel P-Card by contacting your Travel Coordinator through DAS.Travel@CT.GOV. 
  • Mileage reimbursement follows the rate set by the Office of the State Comptroller (OSC). Verify the latest rate on the OSC Travel Forms page.
  • The Office of State Ethics (OSE) governs reporting for Necessary Expense (NE) and Gift to the State (GTS) for sponsored travel; filings must be completed within 30 days of return using the Necessary Expenses / Gifts to the State Disclosure Form.
  • For certain conferences, NASPO standards apply.
  • For full statutory requirements, see Connecticut State Regulations §5-141-c8

The sections below provide a more detailed explanation of the travel policies, procedures, and compliance requirements. 

 

Travel Pre-Approval: Completing a Travel Authorization Form (CO-112)

All state travel requires pre-approval.  In order to receive that pre-approval, you must complete a Travel Authorization form (often referred to as a “TA” or a “CO-112”).  There are two different kinds of travel authorizations: (1) a TA for a single trip, and (2) a Blanket TA for employees who are required to travel on a continuous basis.  Instructions on how to complete a TA for a single trip are as follows: 

  • Timeline - Complete the Travel Authorization Form (CO-112) at least 30 days before travel and no more than 90 days in advance. 
    • How to Submit
      • Agencies using the DAS/SMART Travel App: Submit directly through the application.
      • SmART Agencies / Union Travel: Complete OSC forms and email to DAS.travel@ct.gov
    • Required Signatures – Employee, Supervisor, Division Head, Deputy Commissioner/Commissioner, Business/Fiscal Office, OSC (Union Travel Only)
      • No single approver can sign off as multiple approvers.
        • If using the TA app, the approvers are pre-designated.
      • Required signatures are subject to agency/department requirements.
    • Required Attachments – In order for the TA request to be complete, the following attachments must be included, as appropriate:
      • Conference agenda
      • Funding source;
      • Preferred departure/return times;
      • Google maps for mileage reimbursement (if leaving from home during a regular scheduled day, employee must deduct normal commute. Please also refer to your collective bargaining unit); and
      • All corresponding quotes for items being requested under the TA.
    • Traveler Information to Include – Date of birth, Legal name (as it appears on driver’s license or ID), Working cellphone number (required for flight bookings)
    • Important Rules
      • Do not leave any items blank or labeled “to be determined” (“TBD”).
      • If actual costs increases from the authorized amount by 10%, a revised CO‑112 must be submitted in the same way you previously submitted
      • Travel is not authorized until all required signatures are obtained and a TA number is assigned.
      • Incomplete forms and/or missing backup documentation will be returned.
      • Airfare Quotes - Obtain three airfare quotes from Sanditz.
      • Do not self‑book while TA is pending final authorization/TA number assignment.
      • Conference agenda must be attached – any meals provided by the conference will not be eligible for reimbursement.
    • Authorized Approver Responsibilities (Supervisor/department head, etc)
      • Justification for travel (should be included on the form)
      • Confirm necessity of travel
      • Confirm with the Business Office that funding is available if non-union travel being submitted via email.
        • All requests going through the TA app pass through budget for funding approval.
      • Verify that all attachments are included
      • Check dates, times, and travel details
      • Ensure cost totals are accurate
      • Ensure submission is reasonable and cost-effective for the agency

Third-Party Travel

  • Disclose sponsorship in the TA; enter $0 for items covered by the sponsor.
  • All documentation, even items being paid for by the third party, must be included in the TA request.
  • If DAS/SMART pays any expense to be reimbursed by a third party, reimbursement must be paid to DAS/SMART; CO-17XP will not be processed without proof that the traveler sought reimbursement.
  • File NE (active participation) or GTS (passive participation) within 30 days using the Necessary Expenses / Gifts to the State Disclosure Forms

Union-Funded Travel

  • Employees must submit the CO-112 to the DAS.Travel@CT.GOV at least 4 weeks in advance of travel. DAS Business Office will review and assign a TA number before sending it over to OSC for final union authorization.
  • Once union authorization is provided, the employee pays and will be required to submit backup documentation/ receipts via CO-17XP to DAS.Travel@CT.GOV, before receiving a union reimbursement following the travel.
  • Costs incurred before union authorization are at the employee’s risk.
  • OSC accepts only current approved forms (CO-112, CO-17XP-PR, CO-17XP-A); late applications require Memorandum of Understanding (MOU) between the union and OSC is required.
  • Common delay reasons: missing signatures, dates, TA number, failure to provide receipts/backup documentation.

Conferences Funded by State or Federal Governments

  • Attendance at conferences that are funded by the federal government or other state governments might require NE/GTS forms. Please check with your authorized Ethics Liaison first.
  • If an event is paid for or sponsored by private third parties, NE (active participation) or GTS (passive participation) reporting to the Office of State Ethics utilizing the Necessary Expenses / Gifts to the State Disclosure form will be required within 30 days of attending such events.

Blanket Travel Authorization (TA) Information

  • Employees required to travel on a continuous basis as part of their regular duties can request a Blanket TA in the Travel App when applicable.
  • The request must state the time period and scope for the authorization
  • CO-17XP per trip is still required along with any applicable supporting receipts/documentation to receive reimbursement
  • This is at the agencies (DAS/SmART unit) discretion

Booking Guidance

Flights:

  • Traveler should obtain three quotes from Sanditz; quotes must be attached to travel request in order to be assigned a TA number
  • Once the TA form is fully authorized, and the TA number is assigned, the traveler can book via the Travel Coordinator (DAS.Travel@ct.gov); economy class only;
    • Do not self-book, unless union-funded travel. Please see union-funded travel above.
  • Traveler may contact the airline directly after booking for any additional desired accommodations (early check-in, extra leg room, excess baggage/weight…), but such add-ons will not be reimbursed and will be at the employee's expense.

Unused Airline Tickets:

  • Contact Sanditz to receive credit. Must be used within a year by the employee for the next state travel.

    • Sanditz: info@sanditz.com or 860-346-5511 or 800-858-4456 (after hours)
    • Include justification for cancellation of trip.

Hotels:

  • Hotels are typically provided for out-of-state travel only
  • Obtain one Sanditz quote and confirm that the quote is the cheaper option of either the conference block rate or the government rate
  • Accommodations must be booked via Travel Coordinator using State Travel P-Card.
  • Upon checkout, the traveler must request a copy of the final folio (itemized hotel receipt)
  • The folio must be attached in the DAS/SMART Travel App or emailed to DAS.Travel@ct.gov if not using the Travel App.
  • If an employee is attending an in-state conference and requesting lodging, a justification must be submitted with the TA form.
    • Additional approval will be required by the Commissioner.
  • Any overnight accommodations other than a Hotel (Air B&B etc) are not allowable and will not be reimbursed by the state.

Rail:

  • Coach class only; upgrades allowed only if cost-neutral, otherwise at the traveler's expense.

Ground Transportation:

Use the most economical, safe option (public transit, hotel/airport shuttles, ride-share like Uber/Lyft).

  • Quotes must be included.
  • Tips are not reimbursable.

Car Rentals:

Age 25+; valid photo ID; approval required; book via Travel Coordinator using State travel P-Card; allowed classes Economy/ Compact/ Intermediate/ Standard/ Full Size/ Mini-Van; insurance included; return vehicle with a full tank of gas; personal use prohibited; comply with DAS/SMART General Letter-115; if you need to cancel reservations keep record of cancellation number(s).

  • Rental cars will be reviewed internally when requested to ensure it is the most economical option.
    • Rental cars should only be booked through the contracted vendor unless a vehicle is not available.

Conference Registration Fees:

Payment handled by the Travel Coordinator upon final, fully approved TA number assignment.

  • Key Requirements:
    • Complete all registration details up to payment and provide the Travel Coordinator with the invoice.
      • If a login is required to complete payment, include it in the comment section of the TA.
      • If registration requires immediate payment, arrangements will be made between the Traveler and Travel Coordinator.
      • If advanced payment by travel P-Card is not available, provide documentation with the TA showing available payment options.
    • Conferences should never be booked prior to the assigned TA number, as it is at the employee's risk.

Travel P-Card Rules

  • The State Travel P-Card is used for;
    • Hotel room charges; incidentals must be paid with the employee's personal card.
    • Conference registration fees
    • Mode of transportation (e.g. flight, rail, rental car if using contracted vendor
  • Travelers should carry a personal card for emergencies.
  • The Travel Coordinator manages travel P-Card bookings and compliance.
  • For assistance with booking and travel P-Card transactions, contact your designated Travel Coordinator: DAS.Travel@ct.gov

Meals and Incidentals 

  • Travelers will have meals reimbursed in accordance with:
  • Taxes (based on the location of the trip) and Tip (15%) are calculated on top of the total meal reimbursement.
  • Travelers must provide the meeting or conference agenda to determine meal eligibility
    • Attendance at a virtual conference does not qualify for meal reimbursement 
    • Conference-provided meals are not reimbursable; alcohol is not reimbursable.
      • If meals are provided by the conference host that were not originally expected, it is the Traveler’s responsibility to remove them from their reimbursement submission. 
  • Travelers are eligible for meal reimbursement based upon the time the Traveler leaves from or returns to the home or official duty station.
    • Allow two to three hours pre-flight for meal eligibility timing.

Meal Eligibility: 

Departure

Employees must DEPART from home or official duty station: To be entitled to reimbursement for
       
before 7:00 am Breakfast Lunch Dinner
before 11:00 am    Lunch Dinner
before 5:00 pm     Dinner 

Return 

Employees must RETURN from home or official duty station: To be entitled to reimbursement for
after 9:00 am Breakfast    
after 2:00 pm Breakfast Lunch  
after 5:00 pm Breakfast Lunch Dinner

Travel by Car  

All vehicle travel shall be in accordance with General Letter 115 January 2026 Update

 

Fleet Vehicles

State vehicles should be used whenever possible/practical for travel, whether personally assigned/DAS assigned pool vehicle/loan from the Fleet Motor Pool

  • State vehicles shall be filled at State fuel stations.
  • Employees are responsible for completing the required GL 115 Driver Training v2.0 prior to using a Fleet vehicle.

Personal Vehicles

Use must be authorized prior to travel

  • Proof of insurance that meets the state minimum must be on file with the DAS Business Office - $25,000/$50,000 liability; $25,000 property damage
    • It is the responsibility of the employee to ensure that the most recent insurance binder is on file with the DAS Business Office
  • Mileage reimbursement: follows the rate set by the Office of the State Comptroller (OSC). Verify the latest rate on the OSC Travel Forms page. 
    • It is the responsibility of the employee to calculate their regular commuting miles to and from their official duty station and exclude them from the mileage reimbursement submission
    • Exception: Commuting miles are not subtracted for travel on off-schedule days
    • Please refer to your personal bargaining unit

Rental Vehicles (out of state travel only)

Approved only when essential to conduct agency business, and is the most cost-effective and efficient mode of transportation.

  • Must be coordinated with the designated Travel Coordinator and reserved through the state’s travel agency, Sanditz.
  • Parking and tolls reimbursable with receipts (including EZ Pass receipts)
    • Traffic/parking fines are not reimbursable.
  • Any accident must be reported immediately to Fleet Services and documented.

Reimbursement (CO-17XP)

  • Submit CO-17XP within five business days of return via the TA system or DAS.Travel@ct.gov for agencies without system access/union requests
  • Include: Itemized receipts (lodging, registration, parking, Uber/taxi, baggage), mileage log with to/from addresses, agenda, original TA form
  • Per diem calculations are requested using the CO-17XP-A form
    • This is calculated in the Travel App
  • Scheduled Workdays: Deduct normal commute, unless leaving from/returning to official duty station; Non-scheduled workdays: mileage from home. Always verify with your personal collective bargaining unit
  • Signatures: Payee and Supervisor
  • Do not fill in petty cash or department certification fields.

Non-Reimbursable Costs

The following expenses are not eligible for reimbursement under DAS/SMART travel policy:

  • Alcoholic beverages and any related charges.
  • Meals at actual cost and any meals provided by the conference
  • Tips outside of meals (unless specifically allowed by union agreements).
  • Hotel incidentals (all incidentals must be paid with the employee’s personal card).
  • Hotel laundry and valet services (unless specifically allowed by union agreements).
  • Airline extras (must be paid with the employee’s personal card).
  • Expenses for travel companions or family members, and any costs related to vacation or personal days combined with business travel.
  • Personal items, consumables, and services
  • Parking or traffic tickets, fines, and penalties.
  • “No Show” charges for hotel or car service reservations.
  • Unexplained or excessive expenses that are not within the intent of agency policy.

Changes and Emergencies

  • Notify the DAS Travel Coordinator as soon as possible of any changes or emergencies that may arise; avoid foreseeable direct changes (e.g. airfare or booking changes should be coordinated through Sanditz).
    • Contact DAS.Travel@ct.gov or if unavailable, contact Sanditz directly:  info@sanditz.com or 860-346-5511 or 800-858-4456 (after hours).
    • In the event your flight was changed unexpectedly, please provide the DAS Travel Coordinator with the notification you received from the airline of such change;
  • Traveler safety is the priority, and the Department recognizes that emergencies occur where the Traveler must take steps outside of policy and procedure to ensure their safety. Travelers are advised that changes to travel will require documentation/justification and may require re-approval and/or a Policy Exception where applicable prior to processing reimbursement.

Contacts and Reference Links

Travel Authorization Quick Reference Checklist

Checklist Items

  • Legal name (as shown on ID)
  • Date of birth
  • Working cellphone number (required for flight bookings)
  • Conference agenda or itinerary
  • Justification for travel
  • Funding source
  • Preferred departure/return times
  • Google Maps printout (if leaving from home on a scheduled workday)
  • Three airfare quotes from Sanditz
  • One hotel quote from Sanditz
  • Ground transportation quotes (if applicable)
  • All required signatures (Employee, Supervisor, Division Head, Deputy Commissioner/Commissioner)
  • Ensure no blank fields or "TBD" entries
  • Do not self-book airfare or registration before TA number is issued
  • Submit CO-112 at least 30 days before travel
  • Submit required Ethics form within 30 days of returning from travel

 

Frequently Accessed Policies and General Letters

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