Travel expenses that require pre-approval

  • Overnight travel (even if staying with friends or family)
  • Rental cars
  • Airfare
  • Reoccurring same-day travel, such as dispersing publications in rural areas each month, counseling at remote sites or attending training outside of the assigned sponsor's area.

How to get pre-approval

Take these steps at least 10 working days before the trip:

  1. Complete the Agency Travel Request form (PDF 111.40KB)
  2. Estimate subsistence (food) and lodging costs using the current per diem rate (PDF 570.68KB) for the area you will travel to.
  3. Estimate mileage using a web-based mileage locator (i.e., Mapquest, Bing map, etc.) or global positioning system (GPS).
  4. If you plan to carpool or share a room with another volunteer, include that information and the person's name in the "Explanation for Exception" box.
  5. Keep a copy of your form for your own records.
  6. Send the completed Agency Travel Request Form to the attention of the SHIBA program administrative assistant via one of the methods below:
  • FAX: 360-586-4103
  • U.S. Mail:
    Office of the Insurance Commissioner
    SHIBA Administrative Assistant
    PO BOX 40255
    Olympia WA 98504-0255

We will notify you when we've approved your travel request. After you've completed your travel, you will need to submit your completed Travel Expense Voucher. (PDF 319.34KB)