Presentation on theme: "NCI/DCTD/ARC Travel SOP – GovTrip"— Presentation transcript:
1NCI/DCTD/ARC Travel SOP – GovTrip New Implementations, Rules and RegulationsMarch 4, 2010Bldg 6116/4059 am – 11am
2DCTD SOP - TravelCompleted Travel Packages submitted to the ARC for AO’s approval should contain:DCTD Travel Authorization Route SlipDCTD Travel Authorization ChecklistCompleted Travel Authorization FormSignaturesTravelerTraveler’s SupervisorDEAS Team Lead (if applicable)Digital Signature PageThis is created after the Pre-Audits are doneAdvanced Ticketing Date should be dated 4 day prior to trip start dateSnap Shot of Flight OptionsTraveler’s Initials next to their selectionsScanned and attached to the electronic Travel Authorization in GovTrip
8DCTD SOP - Travel Additional Standard Travel Guidance Order of Help ResourcesDEAS Task LeaderAdministrative Officer (AO)HPOC – Dana Heckman, Nina Holden, Amber LoweryGovTrip HELPDESKOutside Offices – Will be contacted by AOs ONLYNO Planner should contact any offices outside of the ARC unless otherwise instructedContact AO before calling OMEGAEVERY individual call to Omega incurs a TMC fee.EXCEPTIONS:Travel that is being requested within one week of travel start date – Planner should contact OMEGA to make reservationsMust be justified as an extenuating circumstance and approved by the Program AO.Sponsored TravelDue to glitch with GovTrip SystemWill last until further noticeAll travel is HIGHLY RECOMMENDED to be completed using On-line Booking
9DCTD SOP - TravelHard Copy of approved Travel Authorization (POSACK Approved) will be returned to plannersTax Exempt FormsScanned and attached to electronic Travel Authorization in GovTripCancellation and Deletion formsSent to HPOC viacc: AONon-NIH TravelersNon-NIH Travelers form is still requiredSubmit to Dana Heckman for processingIssue - Current Non-NIH Travelers are not visible to the plannerTravelers need to be listed under the correct HNCCode – Contact Dana HeckmanACH Form RequiredForms forward to OFM for processingContacts Cynthia Fortis or Ratna BhadraAddresses on the Non-NIH Travelers form and the travelers ACH form need to match. If not they will not be processed.Local VouchersRecommended to hold until travel expense total $25 orCompleted no more than once a month (infrequent Travelers)All local Vouchers due by 9/1/10.
10DCTD SOP - Travel Travel Vouchers Accuracy for Travel Auth or Vouchers Require Traveler’s signatureRequire Travelers to E-Certify (exception—Non-Affiliated Travelers)Will not be approved by AO until e-certification is completeReceipts are still required to be attached to hard copy voucherHard copy receipts will be scanned and attached to electronic voucher in GovTripAll Expenses will be listed on the Travel Voucher Form and Traveler’s Signature is required on this formPackage Contains:Voucher Route SlipTravel Voucher ChecklistVoucherReceipts (Air, train, lodging, rental car, etc.)Other required documentationsTravel Voucher FormAccuracy for Travel Auth or VouchersAO will not be making correctionsTravel Auth/Vouchers will be stamped RETURNED and forwarded back to plannersFollow-up listing error will be sent to planner and cc: to DEAS Team LeadSponsored Travel entered into GovTripMUST be in submitted to the ARC 6 weeks prior to trip start date – accurate and errorNO Annual Leave allowed
13Travel 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.
14DCTD SOP - TravelConference Lodging Allowance allowed ONLY if these OC codes are listed on Travel Authorization and the meeting is on the LAE list:2151 – Domestic conference2152 – Foreign conferenceTraveler should receive a Travel Package complete with:Travel Summary PageTravel Order (Approved)Tickets & ItineraryHotel InformationMeeting AgendaMeeting CorrespondenceTax Exempt FormTravel Expense Report FormTravel 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
15Travel Summary SheetForm Created by:LaRhonda RobinsonIDB DEAS Staff
16DCTD TRAVEL FORMS Samples of Required Forms & Regulations All forms located on DCTD Website:
18AEA Memo Signature Routing To be completed on DHHS Letter head. Example belowSignature RoutingTo Associate DirectorThrough Branch ChiefUploaded in GovTrip by AOs
19Non-Contract Carrier Justification Use of Approved Non-Contract Carrier Requires:"Non-Contract Airfare" MUST be selected on the GovTripOther Authorizations SectionSpecific 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 ( G)- Exceptions to the Use of Govt Contract Carriers
21Rental Car Request Form Standardized Rental Car Request FormUser friendly – Fillable FormContains all important informationBrief summary is required in the Justification section – NOT just “SEE BELOW”Approved Form will be scanned and attached to travel authorization by AOs.
22Premium- Class Accommodations Non Medical Delegation of AuthorityIC Executive OfficerNon-Medical Authorization for Use of First class or Premium Other Than First-class Travel Accommodations:Medical Delegation of AuthorityDeputy Director NIH DeputyDirector for Management NIHMedical Conditions Authorization for Premium Class Common Carrier Travel Accommodations for EmployeesNOTE: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 Chapter22
23Foreign Flag Carrier Foreign Flag Form Manual Chapter 1500-03 Manual ChapterMandatory Use of United States Flag Air CarriersDelegations of AuthorityRequires ARC Manager ApprovalApproved Form will be scanned and attached to travel authorization.
24Special Thanks for their hard work and dedication: DCTD Travel TeamSpecial Thanks for their hard work and dedication:Amber LoweryDanielle FenwickMonika SarnaBecky WilkinsShari DiggsJennifer PirroneKristen Hawes
25DCTD Travel This Concludes Our Presentation: Q & A Session Thank You for your time and attention,DCTD/ARCPlease visit our website for additional resources