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2013 Annual Travel Workshop
December 5, 2013
Concur Solutions
Changes in 2013
Customer Service
Travel Authorizations
Audit Findings
International Services
Conference Guidance
Foreign Travel
Topics for Discussion
CONCUR Solutions
On-Line Booking Tool
Use of previously canceled ticket whenever possible
One-connection Travel from a sister airport (PHF or ORF) if the
difference in airfare is ≧$200 Two hour window if a less expensive flight can
be located that meets the business need Purchase of Non-refundable tickets Regular coach seating (no premium upgrades,
business or first class without approval)
Airline ticket cost saving measures
Direct bill – contact CI Travel via email
Visitor Self-Pay – must have personal credit card number to reserve.
Reserving local hotels
Additional Training?
Questions?
Comments?
Suggestions
Changes in 2013
Trip approval verification by CI Travel before ticketing
Cancellation of a trip in SUBMITTED status Expense Report Notifications Corresponding with CI Travel ([email protected]
) Conferences – another topic Reapproval requirements reduced on Travel
Authorizations
What was new this year?
Customer ServiceFor Travel Functions
Customer Service in Travel TA System Petty Cash Process questions Comments Concerns Suggestions Recommendations
◦ Email [email protected]
Foreign Travel◦ Sasi Wojcik ◦ [email protected]◦ Ext 7437
Conference Travel◦ Eve Turner◦ [email protected]◦ [email protected]◦ Ext. 7838
Relocation◦ Sasi Wojcik
Travel Authorization
POA Approvals And
TS Release
TA created after start date – no explanation
Third Party Reimbursment – Section not completed
POA splits – not user identified
Purpose insufficient to determine type of travel
Why TAs are Frequently Returned
Foreign Visitor Stipend
Payment / Voucher Processing Schedule
Calendar Year 2014
Period End Date
T/C Submit Stipend
Request to Payroll
A/P Check Date
T/SCheck
Released to T/C On
Direct Deposit
Date
T/SAdjusted Due Date
1/15 1/1 - 1/6 1/13 1/15 1/15 1/20
1/31 1/16 - 1/22 1/29 1/31 1/31 2/5
2/15 2/1 - 2/5 2/12 2/14 2/14 2/19
2/28 2/16 - 2/19 2/26 2/28 2/28 3/5
3/15 3/1 - 3/5 3/12 3/14 3/14 3/19
3/31 3/16 - 3/19 3/26 3/31 3/28Qtr 4/2
Stipend request can not be submitted prior to the first day of the pay period and must be submitted 5 business days prior to the check date. With the exception of the pay period ending 11/30 and 12/31 which is adjusted for holidays.
Checks given to T/C's on 4/14, 5/14, 7/14, & 9/29 should be given to visitor on the 15th & 30th respectively.
12/19 Check run will pull vouchers due through 12/30/14 12/22 Check run will pull vouchers due through 1/6/15
DOE AUDIT FINDINGS2013 Audit conducted by ORO
Some trips were not approved prior to the trip start date. (402-01 A-1)
◦ Approval must be no later than day before start date.
◦ Requires explanation in Notes/Comment section for why policy was not followed.
AUDIT FINDING
Some requests for reimbursement of actual lodging above per diem were requested after the trip end date. (402-03 C-2[d])◦ Actual Lodging Form (ALF) should be attached to
TA
◦ Approval/Denial email will be sent to TA Preparer
◦ If submitted with ER – Explanation must be written (why policy was not followed)
Audit Finding
Expense reports were not submitted timely.◦ Travel Policy 402.01 states:
Domestic – due within 10 business days after return Foreign – due within 20 business days after return
◦ Electronic ER Status helping?◦ Reminder Notifications helpful?
Labor & Travel Project code not the same.
Audit Findings
CONFERENCE GUIDANCE
Eve Turner
Expense Report Limitations
Add Event and/or Projections
“Conferences Requiring Approval” spreadsheet
Conference lodging rate eliminated (10/31/13)
Conference Changes
Foreign Travel Management System
(FTMS)
Sasi Wojcik
FOREIGN TRAVELFrequently Asked Questions
JLab policy (402.01-A7) and Foreign Travel Order 551.1D requires 2 days of business for every 1 day of personal for approval.
Day before start of business – (travel day)
Day of Rest – (FTR 301-10.125 - 14 hour rule)
Day after end of business - (travel day)
Day(s) between business engagement - (consult Jlab Foreign Travel office)
Day(s) business is being conducted
How are days of travel counted?
Where origin and/or destination are outside US and scheduled flight time, including stopovers and change of planes, is in excess of 14 hours, you may
◦ Use “lowest other than coach-class” airfare, or◦ Have a rest stop en route, or ◦ Rest period (not to exceed 24 hrs) upon arrival at
final destination.
Reference: FTR 301-10.125
What is the 14-Hour Rule?
Canada Costa Rica Denmark Dominican Republic France Germany Ireland Italy Mexico Netherlands Portugal Spain Switzerland United Kingdom
10/18/13
What Countries do not qualify for a DAY OF REST?
Method used for determination:Based on one connecting flight witha 2 hr. layover from NN or Norfolkand landing at major city airportin the destination country. Consult Travel Services for exceptions that may apply when itinerary isoutside of these parameters.
Method used for determination:Based on one connecting flight witha 2 hr. layover from NN or Norfolkand landing at major city airportin the destination country. Consult Travel Services for exceptions that may apply when itinerary is outside of these parameters.
Policy 402-03 B-3 states:
◦ U. S. Flag Air carriers shall be used for all domestic travel.
◦ Foreign travel, may be accomplished through the use of a U.S. Flag Air Carrier or a foreign carrier with an open skies agreement in accordance with FAR 47.403-2 and FTR301-10, 135(b).
◦ More on Fly America Act and Open Sky Agreements can be found at:
www.GSA.gov/openskies
Are we allowed to use a Foreign Carrier across the water?
Medical - Travel Guard by CHARTISSee Foreign Travel approval email attachment.
Auto – Take insurance offered by vendor
Refer to “Insurance Information for Jlab Traveler’s” pamphlet on the travel webpage at:http://wwwold.jlab.org/div_dept/cfo/travel/pamphlet.pdf
What Insurance does the Lab provide during official business travel?
2013 Annual Travel WorkshopInvitation to attend Traveler Briefing
Attend Travel Requirements Briefing
for Travelers ◦December 11, 2013
◦CC, Auditorium◦2:30 – 3:30pm
QUESTIONS
12/5/2013Comments
YOUR TURN
