1. NCI/DCTD/ARC Travel SOP – GovTrip
New Implementations, Rules and Regulations
March 4, 2010
Bldg 6116/405
9 am – 11am

2. 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
Signatures
Traveler
Traveler’s Supervisor
DEAS Team Lead (if applicable)
Digital Signature Page
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

3. DCTD Travel Authorization Route Slip

4. DCTD Domestic Travel
Authorization Checklist

5. DCTD Foreign Travel
Authorization Checklist

6. DCTD Travel - GovTrip
Digital Signature Page

7. DCTD Travel - GovTrip
Snap Shot Flight Options

8. DCTD SOP - Travel Additional Standard Travel Guidance
Order of Help Resources
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
Contact AO before calling OMEGA
EVERY 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 reservations
Must be justified as an extenuating circumstance and approved by the Program AO.
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

9. DCTD SOP - Travel
Hard Copy of approved Travel Authorization (POSACK Approved) will be returned to planners
Tax Exempt Forms
Scanned and attached to electronic Travel Authorization in GovTrip
Cancellation and Deletion forms
Sent to HPOC via
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.

10. DCTD SOP - Travel Travel Vouchers Accuracy for Travel Auth or Vouchers
Require Traveler’s signature
Require Travelers to E-Certify (exception—Non-Affiliated 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
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 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

11. DCTD Travel Voucher Route Slip

12. Travel Voucher Checklist

13. 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.

14. 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:
2151 – Domestic conference
2152 – Foreign conference
Traveler should receive a Travel Package complete with:
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

15. Travel Summary Sheet
Form Created by:
LaRhonda Robinson
IDB DEAS Staff

16. DCTD TRAVEL FORMS Samples of Required Forms & Regulations
All forms located on DCTD Website:

17. AEA Memo

18. AEA Memo Signature Routing
To be completed on DHHS Letter head. Example below
Signature Routing
To Associate Director
Through Branch Chief
Uploaded in GovTrip by AOs

19. 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 ( G)- Exceptions to the Use of Govt Contract Carriers

20. Rental Car Request Form

21. 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.

22. 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:
Medical Delegation of Authority
Deputy Director NIH Deputy
Director for Management NIH
Medical Conditions Authorization for Premium Class Common Carrier Travel Accommodations for Employees
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 22

23. Foreign Flag Carrier Foreign Flag Form Manual Chapter 1500-03
Manual Chapter
Mandatory Use of United States Flag Air Carriers
Delegations of Authority
Requires ARC Manager Approval
Approved Form will be scanned and attached to travel authorization.

24. Special Thanks for their hard work and dedication:
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

25. DCTD Travel This Concludes Our Presentation: Q & A Session
Thank You for your time and attention,
DCTD/ARC
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