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Out of Town Travel Process for School Trips & Conferences

As per SOPM Guidance 5.6 Meetings (and Field Trips) Outside of DOE Worksite - With Overnight Lodging

Approval must be obtained in writing from the approving authority before scheduling a DOE-sponsored event that involves overnight lodging.

When authorizing overnight travel for training, education and professional conferences or other official DOE business, the approving authority must ensure that the traveler’s TRAC describes how this travel provides a specific educational or other benefit that cannot be gained in any other manner or within NYC or other local travel destination. Also, the approving authority must consider the consequences of not having the traveler at the school or office, and the expense of the trip must be weighed carefully against the benefits to be derived from the travel.

Even if the travel unit is not facilitating the trip a travel request must be sent in for review. This has been the process since travel reopened, post-pandemic. While I understand this may not have been the process in the past, this is currently the travel guidelines that are in place. Please submit the travel request for review.

 Please note: Travel accommodations (air, train, and hotel) should be facilitated through the travel unit in the future as per the SOPM. Touring companies are not contracted and can be used for all other amenities. 

Template for requests to travel unit (TravelUnit@schools.nyc.gov) should read: 

We (School Name) are requesting your permission to travel on (dates) to (destination).  We will be procuring our travel with (agency name).  

Travel Approval Requirements for Superintendents

Superintendents are the designated approvers for travel involving their schools and district teams. However, as a reminder, all out-of-town travel requires additional sign-off from your chief of school support. Review the information below and take appropriate action:

• Superintendents should use the Superintendent and Superintendent Team Member Initial Travel Approval Request Form  (access with your NYCPS Google account) for travel involving themselves or their teams. Note that a maximum of four business days per trip is allowed.

• For school-based travel (including staff and student trips), superintendents must complete the  Superintendent Approved International or Out of Town Trip Form. All travel must align with Chancellor's Regulation A-670. 

Note that to ensure adequate review time, you must submit all required forms at least45 business days prior to the trip's departure. 

Guidance: International School Trips

School supervisors must follow all aspects of Chancellor's Regulation (CR) A-670 when planning school trips, including completing the requisite Trip Plan. Conflicts of Interest rules (Chancellor’s Regulation C-110) must be followed as well. Additionally, please note the following:  

• Travel Documents: As a reminder and as shared in CR A-670, you must ensure that "every student and staff member participating in an international trip has the appropriate documentation (e.g., passport) for travel to the country/countries being visited and for return to the United States. This is particularly important for students traveling with non-U.S. passports." As an update, for domestic flights, effective May 7, according to federal travel policies, all adults must have a Real ID, passport, or other acceptable identification. 

• Travel Restrictions: Schools should be aware of all international travel conditions. It is recommended to monitor current guidance through the U.S. Department of State’s Travel Advisories before finalizing any international travel plans.  

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