NCI/DCTD/ARCNCI/DCTD/ARCTravel SOP – GovTrip Travel SOP – GovTrip

New Implementations, New Implementations, Rules and RegulationsRules and Regulations

March 4, 2010March 4, 2010

Bldg 6116/405Bldg 6116/405

9 am – 11am9 am – 11am

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

DCTD SOP - TravelDCTD SOP - Travel

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DCTD Travel DCTD Travel Authorization Route SlipAuthorization Route Slip

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DCTD Domestic TravelDCTD Domestic TravelAuthorization ChecklistAuthorization Checklist

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DCTD Foreign TravelDCTD Foreign TravelAuthorization ChecklistAuthorization Checklist

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DCTD Travel - GovTripDCTD Travel - GovTripDigital Signature PageDigital Signature Page

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DCTD Travel - GovTripDCTD Travel - GovTripSnap Shot Flight OptionsSnap Shot Flight Options

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:

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

DCTD SOP - TravelDCTD SOP - Travel

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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 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.

DCTD SOP - TravelDCTD SOP - Travel

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Travel 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 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

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DCTD Travel DCTD Travel Voucher Route SlipVoucher Route Slip

Travel Voucher Travel Voucher ChecklistChecklist

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Travel Voucher Travel Voucher FormForm

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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.

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

DCTD SOP - TravelDCTD SOP - Travel

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Travel Summary Travel Summary SheetSheet

Form Created by:

LaRhonda Robinson

IDB DEAS Staff

DCTD TRAVEL FORMSDCTD TRAVEL FORMS

Samples of Required Forms Samples of Required Forms & &

RegulationsRegulations

All forms located on DCTD All forms located on DCTD Website:Website:

http://home.ncifcrf.gov/dctd-arc/

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AEA MemoAEA Memo

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AEA MemoAEA Memo

Signature Routing To Associate Director Through Branch Chief

Uploaded in GovTrip by AOs

To be completed on DHHS Letter head. Example below

Non-Contract Carrier Non-Contract Carrier Justification 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 Carriers19

Rental Car Request Rental Car Request FormForm

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Rental Car Request FormRental 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 Premium- Class AccommodationsAccommodations

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 Employeeshttp://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 1500-13-00http://www1.od.nih.gov/oma/manualchapters/management/

1500/13.html

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Foreign Flag Form http://forms.cit.nih.gov/adobe/travel/

NH2684.PDF Manual Chapter 1500-03

Mandatory Use of United States Flag Air Carriers

http://www1.od.nih.gov/oma/manualchapters/management/1500/03.html

Delegations of Authority Requires ARC Manager Approval

Approved Form will be scanned and attached to travel authorization.

Foreign Flag CarrierForeign Flag Carrier

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Special Thanks for their hard Special Thanks for their hard work and dedication:work and dedication:

Amber LoweryAmber Lowery

Danielle FenwickDanielle Fenwick

Monika SarnaMonika Sarna

Becky WilkinsBecky Wilkins

Shari DiggsShari Diggs

Jennifer PirroneJennifer Pirrone

Kristen HawesKristen Hawes

DCTD Travel DCTD Travel TeamTeam

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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/

DCTD Travel DCTD Travel