1. Does this person need to be set up in Concur? Will they be paid per diem or need flights/hotel/camp rate, etc.? YES NO Person will NOT be Traveling OR Local Travel ONLY DECISION TREE: ARE THEY A… Federal Perm/Term/Temp/SCEP/STEP/180d/1039d (thru Diana) Student Services Contractor (thru Cheryl) NO ARE THEY A… Volunteer/Invitational: - NOT a Federal employee - NOT a Student Services Contractor (CSG/CSU/Other) - NOT under another type of contract - NOT paid to do this work thru any other means YES  PRIOR to Travel, traveler needs to COMPLETE/PROVIDE:  CONCUR Profile Sheet (to Elizabeth)  Direct Deposit Form (to Elizabeth)  Voided Check (to Elizabeth)  Contact information for travel arrangements - They CAN have a GOVCC card IF 2 or more trips will be taken (follow Fed. Employee Training Rqmts )  Work with Elizabeth, for your travel preferences (flights)  Within 5 business days of your return, provide Elizabeth a Travel Reimbursement form and all copies of your receipts for reimbursement of per diem and any out of pocket expenses – no food or tip receipts. YES  PRIOR to EOD date, traveler needs to COMPLETE/PROVIDE: GOVCC Training Requirements  Online GOVCC Training – TRAVEL MODULE ONLY  Provide Certificate of Completion to either Diana/Sandy (for Feds) or Cheryl/Sandy (for Con-SS)  JP Morgan/Chase GOVCC application to either Diana/Sandy (for Feds) or Cheryl/Sandy (for Con-SS) =======================================================  Concur Profile Sheet (to Elizabeth)  Direct Deposit Form (Contractors ONLY – Feds are not to travel until after they receive their 1 st paycheck)  Voided Check (Contractors ONLY) Will NOT be set up in Concur  Obtain a USGS Email, via their BI results, in order to access Concur travel software – Concur will NOT use a personal email  Log into Concur via ConcurConcur  Click ‘FORGOT your password” link – within 5 mins. you should receive an email from Concur with a link to set your password. Once you set your password, you are now in Concur. You can now make your reservations (not the authorization)-see Elizabeth for further instructions NOTE: FEDERAL EMPLOYEES CANNOT BE SET UP IN CONCUR UNTIL AFTER THEY RECEIVE THEIR 1 ST PAYCHECK AND SHOULD NOT TRAVEL UNTIL THEN FORT TRAVELER’S PROCESS  Follow the approval process outlined in Dave Hamilton’s Memo of 1/22/14 for appropriate levels of approval (travel cap requirements)  Provide a signed Travel Request to Elizabeth, PRIOR to travel - Include a Request to Exceed Maximum Lodging Rate and a Justification letter, IF over the federal rate, approved by D. Hamilton/M. Ethridge, if needed  Flights, Rentals AND Hotels MUST be reserved through either Concur or DTI – (Guam has some exceptions) – Travel estimates can be obtained through the Reservation process in Concur without making reservations – Please see Elizabeth for further instructions TRAVEL PROCESS – (estimate for accting): at least 5 business days before travel  Provide a Travel Reimbursement form and all required receipts to Elizabeth  When you are notified by email, that your voucher is ready to be SIGNED, look over the expenses, and if OK, please SIGN, following the email instructions - vouchers are usually paid within 5 to 7 business days, barring audits/rejects VOUCHER PROCESS – Within 5 business days of your return: REFERENCES: Increased Lodging Approval FAQ MEMO: Lodging Expenses Above Per Diem Dave H. email – Lodging Above Per Diem Travel Tools: Concur Website Fare estimates: Per Diem rates Authorized Per Diem: NO STOP TRAVEL SET UP PROCESS IN CONCUR: Domestic/International Professional Conference/Travel: Conference Attendance Database Fed Employee Training Rqmts: Travel/Travel Policies - Updated: 03/30/15 MEMO: FORT Travel Policy L:\Travel\Travel Policies NOTE: A Federal Employee CANNOT use their GOVCC to purchase flights, hotels, rentals, meals, etc. for another person.