Request for Guidance Regarding Travel Expenses Paid By Non-State Entities

The State Ethics Code prohibits state officials from accepting any gift, including the payment of travel expenses, if it can be reasonably inferred that the gift is offered to influence or reward state officials in the performance of their official duties. Hawai‘i Revised Statutes ("HRS") § 84-11. State officials are also prohibited from accepting “unwarranted” privileges, including travel-related benefits. HRS § 84-13. See also Hawai‘i Administrative Rules § 21-7-5 (travel offers).

Instructions: Please complete this form if you would like to receive ethics guidance regarding an offer from a non-state entity to pay for your travel-related expenses. Please attach your travel itinerary, program agenda, as well as any relevant information regarding the offering entity and the purpose of your trip.

Guidance issued by Commission staff is based upon the factual information and specific circumstances involved. Therefore, to ensure accurate advice, it is important that you respond to each question and provide detailed information regarding your trip.

Multiple Travelers for the Same Trip? If you have multiple travelers, please submit a separate questionnaire for each person.

I. Contact Information of Person Completing Travel Questionnaire

Please enter your contact information and indicate whether you are submitting this form on behalf of someone else (as a staff member or assistant):

Contact's Name(Required)

First Last

Contact's Position(Required)

Contact's Dept/Agency(Required)

Contact's Division

Contact's Email(Required)

Enter Email Confirm Email

Contact's Work Phone(Required)

Contact's Work Address(Required)

Street Address Address Line 2 City State Zip Code

Are you submitting this form for someone else?(Required)

YES

NO

II. Traveler Information

Please enter the contact information for the person who will be traveling (“Traveler”):

Traveler's Name(Required)

First Last

Traveler's Position(Required)

Traveler's Dept/Agency(Required)

Traveler's Division

Traveler's Email(Required)

Enter Email Confirm Email

Traveler's Phone(Required)

Traveler's Address(Required)

Same as Contact's Address

Street Address Address Line 2 City State Zip Code

III. Name of Entity Offering To Pay For Travel

Name of Entity

Entity's Contact Person

Entity's Email

Entity's Phone

IV. Conference, Event & Meeting Information

Name of Event

Event Start Date

Event End Date

Event Organizer/Host

Brief description of event

V. Travel Itinerary & Estimated Costs

Destination (where are you going)

When are you leaving?

When are you returning?

Estimated costs (include all expenses paid by offering entity)

Airfare

Airfare class(Required)

Hotel/Lodging

Meals

Ground Transportation

Registration/Fees

Misc

Describe any miscellaneous costs that will be paid by the offering entity(Required)

Total

Is your agency paying for any of your travel costs?

YES

NO

If Yes, please describe(Required)

Any relatives/guests accompanying you on the trip?

YES

NO

If Yes, identify their names and relationship to you, and who will pay for their travel expenses(Required)

Do you plan to extend your trip?

Yes

NO

If Yes, where do you plan to go and who will pay for the additional costs?(Required)

VI. Nature of Relationship With Offering Entity

Describe any official business that the entity has with your state agency, including any contract(s) that the entity has either solicited or obtained, or is reasonably likely to solicit or obtain in the near future (whether as part of a competitive process or otherwise)

For legislators and legislative staff only: Does the offering entity lobby before the legislature?

Yes

No

If Yes, describe(Required)

Do you take any action that may affect the entity or the entity’s business interests (e.g., permit, procurement, etc.)?

Yes

No

If Yes, describe(Required)

Have you accepted prior travel payments from this entity?

Yes

No

If Yes, describe (include travel dates, destination, cost, and purpose of the trip)(Required)

VII. State/Business Purpose

Describe the purpose of the trip

Specifically describe your official duties and how the purpose of the trip relates to your duties (i.e., what is the state benefit associated with your participation in the travel)

Have you received prior ethics guidance about this trip?

Yes

No

If Yes, please identify the staff member and the date of the discussion (if you recall)

VIII. Attachment(s)

Please attach your trip itinerary, program agenda, and any relevant information regarding the donor or entity offering to pay for your travel-related expenses and the purpose of the trip.

Drop files here or

Max. file size: 100 MB.

Travel Questionnaire Submittal

Instructions: Please click SUBMIT after you have completed your form. To complete and submit your form at a later time, click SAVE AND CONTINUE LATER to get a link to your saved form.

Multiple Travelers for the Same Trip? If you have multiple travelers, please submit a separate questionnaire for each person.

Email Confirmation: Both contact and the traveler (if different from contact) will receive an Email confirmation once the Travel Questionnaire has been submitted.

Hawai‘i State Ethics Commission