Transcript Document 7715136

NCI/DCTD/ARC
Travel SOP – GovTrip
New Implementations, Rules
and Regulations
March 4, 2010
Bldg 6116/405
9 am – 11am
DCTD SOP - Travel
Completed Travel Packages submitted to the ARC
for AO’s approval should contain:



DCTD Travel Authorization Route Slip
DCTD Travel Authorization Checklist
Completed Travel Authorization Form


Digital Signature Page



Signatures

Traveler

Traveler’s Supervisor

DEAS Team Lead (if applicable)
This is created after the Pre-Audits are done
Advanced Ticketing Date should be dated 4 day
prior to trip start date
Snap Shot of Flight Options


Traveler’s Initials next to their selections
Scanned and attached to the electronic Travel
Authorization in GovTrip
2
DCTD Travel Authorization
Route Slip
3
DCTD Domestic Travel
Authorization Checklist
4
DCTD Foreign Travel
Authorization Checklist
5
DCTD Travel - GovTrip
Digital Signature Page
6
DCTD Travel - GovTrip
Snap Shot Flight Options
7
DCTD SOP - Travel
Additional Standard Travel Guidance

Order of Help Resources






Contact AO before calling OMEGA



DEAS Task Leader
Administrative Officer (AO)
HPOC – Dana Heckman, Nina Holden, Amber Lowery
GovTrip HELPDESK
Outside Offices – Will be contacted by AOs ONLY

NO Planner should contact any offices outside
of the ARC unless otherwise instructed
EVERY individual call to Omega incurs a TMC fee.
EXCEPTIONS:
1.
Travel that is being requested within
one
week of travel start date – Planner should
contact OMEGA to make reservations

Must be justified as an extenuating
circumstance and approved by the
Program AO.
2.
Sponsored Travel

Due to glitch with GovTrip System

Will last until further notice
All travel is HIGHLY RECOMMENDED to be
completed using On-line Booking
8
DCTD SOP - Travel


Hard Copy of approved Travel Authorization
(POSACK Approved) will be returned to planners
Tax Exempt Forms


Cancellation and Deletion forms



Scanned and attached to electronic Travel
Authorization in GovTrip
Sent to HPOC via email
cc: AO
Non-NIH Travelers



Non-NIH Travelers form is still required

Submit to Dana Heckman for processing
Issue - Current Non-NIH Travelers are not visible to
the planner
 Travelers need to be listed under the correct HNC
 Code – Contact Dana Heckman
ACH Form Required
 Forms


forward to OFM for processing
 Contacts Cynthia Fortis or Ratna Bhadra
Addresses on the Non-NIH Travelers form and the
travelers ACH form need to match. If not they will
not be processed.
Local Vouchers


Recommended to hold until travel expense total $25
or
Completed no more than once a month (infrequent
Travelers)

All local Vouchers due by 9/1/10.
9
DCTD SOP - Travel

Travel Vouchers








Accuracy for Travel Auth or Vouchers
AO will not be making corrections

Travel Auth/Vouchers will be stamped RETURNED
and forwarded back to planners

Follow-up email listing error will be sent to planner
and cc: to DEAS Team Lead
Sponsored Travel entered into GovTrip
 MUST be in submitted to the ARC 6 weeks prior to
trip start date – accurate and error
 NO Annual Leave allowed
10


Require Traveler’s signature
Require Travelers to E-Certify (exception—NonAffiliated Travelers)
Will not be approved by AO until e-certification is
complete
Receipts are still required to be attached to hard
copy voucher
Hard copy receipts will be scanned and attached to
electronic voucher in GovTrip
All Expenses will be listed on the Travel Voucher
Form and Traveler’s Signature is required on this
form
Package Contains:

Voucher Route Slip

Travel Voucher Checklist

Voucher

Receipts (Air, train, lodging, rental car, etc.)

Other required documentations

Travel Voucher Form
DCTD Travel
Voucher Route Slip
11
Travel Voucher
Checklist
12
Travel Voucher Form
NOTE:
Despite the note at the bottom of the form – DCTD/ARC REQUIRES the
Traveler’s Signature – This form is located on NBS Portal Page under
Travel Forms section.
13
DCTD SOP - Travel

Conference Lodging Allowance allowed ONLY if
these OC codes are listed on Travel Authorization
and the meeting is on the LAE list:



Traveler should receive a Travel Package
complete with:









2151 – Domestic conference
2152 – Foreign conference
Travel Summary Page
Travel Order (Approved)
Tickets & Itinerary
Hotel Information
Meeting Agenda
Meeting Correspondence
Tax Exempt Form
Travel Expense Report Form
Travel Packages completed and in the traveler
possession 3 business days prior to the trip start
date.

Spot checks with the travelers will be conducted to
ensure packages are being done
14
Travel Summary Sheet
15
DCTD TRAVEL FORMS
Samples of Required Forms &
Regulations
All forms located on DCTD
Website:
http://home.ncifcrf.gov/dctd-arc/
16
AEA Memo
17
AEA Memo


To be completed on DHHS Letter
head. Example below
Signature Routing


To Associate Director
Through Branch Chief

Uploaded in GovTrip by AOs
18
Non-Contract Carrier
Justification
Use of Approved Non-Contract Carrier
Requires:

"Non-Contract Airfare" MUST be selected on the
GovTrip


Other Authorizations Section
Specific justification MUST reflect one of the
following statements in the Remarks Section of
Travel Authorization:





Space/Time. Seating space or the scheduled flight is not
available in time to accomplish the purpose of travel, or use of
contract service would require the traveler to incur unnecessary
overnight lodging costs which would increase the total cost of
the trip.
Hours. The contract's flight schedule is inconsistent with
specific policies of the NIH with regard to scheduled travel
during normal working hours.
Fare-Non-Contracted fare is “more advantageous to government”
as it is saving the government 40% or more (Provide
comparison, for example: Contract ticket would be $800
whereas Non-Contract would be $480).
Rail-is more advantageous to the government (Provide details).
Group Travel-Group of 10 or more passengers traveling together
on the same day, on the same flight, for the same mission,
requiring group integrity and identified as a group by the travel
management system upon booking, is not mandated to use the
Government's contract city-pair airfares.
Reference:
Policy:
NIH Manual Chapter (1500-03-02-G)- Exceptions to the Use of
Govt Contract Carriers
19
Rental Car Request Form
20
Rental Car Request Form





Standardized Rental Car Request Form
User friendly – Fillable Form
Contains all important information
Brief summary is required in the Justification
section – NOT just “SEE BELOW”
Approved Form will be scanned and
attached to travel authorization by AOs.
Premium- Class
Accommodations

Non Medical Delegation of Authority

IC Executive Officer


Non-Medical Authorization for Use of First class or Premium
Other Than First-class Travel Accommodations:
http://forms.nih.gov/adobe/travel/premapp8.PDF
Medical Delegation of Authority

Deputy Director NIH Deputy

Director for Management NIH

Medical Conditions Authorization for Premium Class
Common Carrier Travel Accommodations for Employees
http://forms.nih.gov/adobe/travel/premapp7.PDF
NOTE:

Coach Class ticket cost comparisons MUST be obtained in “any
and all” instances (medical and non-medical) of authorized use of
either First-Class or Business Class accommodations paid for by
the Government.

You DO NOT need to report or obtain coach class ticket cost data
in cases of HHS-348 sponsored travel.
Manual Chapter 1500-13-00
http://www1.od.nih.gov/oma/manualchapters/management/1500/13.
html
22
Foreign Flag Carrier

Foreign Flag Form


Manual Chapter 1500-03



Mandatory Use of United States Flag Air
Carriers
http://www1.od.nih.gov/oma/manualchapter
s/management/1500/03.html
Delegations of Authority


http://forms.cit.nih.gov/adobe/travel/NH268
4.PDF
Requires ARC Manager Approval
Approved Form will be scanned and attached to
travel authorization.
23
DCTD Travel Team
Special Thanks for their hard
work and dedication:
Amber Lowery
Danielle Fenwick
Monika Sarna
Becky Wilkins
Shari Diggs
Jennifer Pirrone
Kristen Hawes
DCTD Travel
This Concludes Our Presentation:
Q & A Session
Thank You for your time and attention,
DCTD/ARC
Please visit our website for additional resources
http://home.ncifcrf.gov/dctd-arc/
25