Travel Requirements Briefing

FOR TRAVELERS

DECEMBER 11, 2013

Travel Requirements Briefing

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Travel Pre-Approval

Obtain Supervisor’s verbal approval prior to travelSubmit Pre-Trip Travel Authorization (TA) (if an Admin

is preparing TA give them the required information)Foreign Country – ensure request is submitted in the

TA and FTMS systems at least 45 days prior to travelParticipating in a Conference – ensure request to

attend is added to the event database or submitted to your Admin at least 120 days prior to travel.

Do not obligate any funds until Trip Authorization (TA) is released by Travel Services

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Contact Information

Administrative personnel/Travel Coordinators are available to help with travel arrangements. However, they are not travel agents. If necessary contact:

CI Travel at [email protected] with specific Air, Hotel, or Car questions

ORJLab travel office at [email protected] regarding Travel policy, procedures, or process questions

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Information Needed to Initiate your Travel Authorization

ALL TRAVEL Verbal Approver Purpose of trip Charge Code (Proj/Org) Destination Start/End date of trip Desired Itinerary

Traveling to a Conference or other qualifying event Name of Event Website location Reason for participation

FOREIGN TRAVEL Travel Justification Business Contact Name Business phone number Name of Hotel Hotel phone number Are you taking a Laptop Presentation Outline Personal Leave Dates Desired Itinerary

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CONFERENCE TRAVEL

Frequently Asked Questions

6Steps in Achieving Conference Attendance Approval

Conference is entered into JLab database Projected attendance and estimated cost is added to JLab database Conference attendance and estimated cost is reported to DOE through a

web based conference tool “Conferences Requiring Approval” spreadsheet on JLab Travel website

is updated: http://wwwold.jlab.org/div_dept/cfo/travel/Conferences.html

Conference approval is obtained from DOE If > $100k DOE Programmatic approval is required If > $500k DOE Secretary approval is required If < $100k approval is granted when lock-out date is reached

“Conferences Requiring Approval” spreadsheet is updated with approval Travel Authorization is released for domestic or non-sensitive foreign

country Travel Authorization for sensitive country travel must await foreign

travel approval before it can be released.

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What is a lock-out date and why is it important?

Lock-out date in the DOE conference tool is the date when no additional attendees can be added to the database

Lock-out date is determined by, The host - in order to identify the number of attendees

early enough to make arrangements The sponsor - when the early registration date is

established DOE - 75 days prior to event start date if the lock-out

date is not entered based on the host’s or sponsor’s time table

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Reimbursement may be reduced when actual travel cost exceeds estimate

Projected attendance includes estimated cost from DOE funds

Aggregate of JLab estimated DOE costs is reported to DOE

Approval from DOE is based on aggregate cost of DOE funded attendance from all facilities

Approved aggregate cost can not be exceededIndividual facilities can not exceed what was

reported and approved

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How can I reduce my estimated cost?

Some costs are out of your control, such as: Airfare Registration fee

Ways to reduce estimated cost include: Accepting reduced meals per diem Staying at a less expensive hotel Taking public transportation rather than renting a car Reducing the number of days you attend the event

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HOTEL ACCOMMODATIONSSelf Reserved

For security reasons Notify your Admin or Supervisor where you will be staying

and how to reach you (Hotel phone #)To meet policy requirements

Always ask for “Fed Room Rate” If unable to obtain, check other hotels

To ensure full reimbursement Submit an Actual Lodging Form PRIOR to travel if lodging

rate is over the local per diem, or Notify Admin if rate secured is higher then Fed Room Rate Receive approval to be reimbursed Lodging over per diem

before leaving on travel

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Submitting Travel Expense Report

Prepare or review expense report (see 402.01 A-4 )

Domestic – due within 10 business days after return Foreign – due within 20 business days after return

Sign and send to Travel Services with receipts (see 402.03 A-6) for, Airfare Lodging – itemized with daily rate and number of days Rental car Registration fee Other single expenses $75 or more

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DOE ORO Audit Findings

Some trips were not approved prior to the trip start date. (402.01 A. 3)

Some requests for reimbursement of actual lodging above per diem were requested after the trip end date. (402.03 C. 2 d) (Form on Travel website under Forms)

Labor & Travel Project code not the same.Expense reports were not submitted timely (402.01

A. 4). Adhere to Travel Policy Inquire with Admin or Travel Services (TS) if you receive an

expense report status update email indicating TS is awaiting additional information

13RECAP: Basic Travel Requirements

1) Approved travel authorization obtained prior to travel start date

2) Identify personal days on all travel documents3) Request for foreign travel submitted 45 days before travel start

date4) Request for conference attendance submitted 120 days prior to

event start date5) With approved travel authorization – make travel arrangements6) Request Lodging at “Fed room rate”7) Approval for lodging over per diem needed before trip starts8) Submit expense report with receipts on time9) Conference expenses must not exceed approved travel

authorization estimated cost

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SPONSORING A VISITOR

Invitation letter sentProvide JLab registration instructions to

visitor https://www.jlab.org/div_dept/admin/HR/jris/

Travel Authorization approval obtained when funding support is provided by JLab

Ensure visitor checked in with HR upon arrival

Submit expense report in enough time to get visitor paid before departure

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FOREIGN TRAVEL

Frequently Asked Questions

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Guidance for the Traveler

General Foreign Travel Guidance can be found on the Travel webpage under Foreign Travel tab

ORCopy/paste this URL into your browser:

http://wwwold.jlab.org/div_dept/cfo/travel/foreign.html

Prior to or after returning from foreign travel DOE Counterintelligence might contact you about your trip.

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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?

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Where origin and/or destination are outside the Continental United States (OCONUS) 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?

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Canada Costa Rica Denmark Dominican Republic France Germany Ireland Italy Mexico Netherlands Portugal Spain Switzerland United Kingdom

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 is outside of these parameters.

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Are we allowed to use a Foreign Carrier?

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 http://www.acquisition.gov/far/html/Subpart%2047_4.html and FTR 301-10. 135(b):http://www.gsa.gov/portal/ext/public/site/FTR/file/Chapter301p010.html/category/21868/#wp1201972

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What Insurance does the Lab provide during official FOREIGN business Travel?

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

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FOREIGN COUNTRY Assistance Travel Guard by CHARTIS

When you need assistance overseas Medical assistance Travel Medical emergency services Political unrest – unable to contact consulate or

embassy Dispute over damages at hotel Translator needed

Contact Travel Guard +01 (713)260-5500Policy # WR10001499

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Foreign CountryVehicle Insurance

When renting a vehicle accept Vehicle Damage insurance (LDW) rental insurance.

Insurance coverage required in many countries (accept all if necessary)

If an accident occurs: Summon Police, get copy of Incident Report Provide rental papers to other driver and/or Police Get the other driver’s insurance information

Name of Insured Driver’s Name Driver’s DL number and country Name of Insurance Co Policy Number Agents Name and/or Phone Number

Contact the Risk Manager, Travel or Division at Jlab with detailed account of accident.

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DOMESTIC TRAVEL

Frequently Asked Insurance Questions

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What Insurance does the Lab provide during official DOMESTIC business Travel?

Medical – Workman’s Compensation (when work related injury)

Auto –DO NOT TAKE INSURANCE OFFERED BY THE RENTAL CAR COMPANY. JLab fleet insurance and rental agreement with National and Enterprise covers insurance requirements in every state.

Refer to “Insurance Information for Jlab Traveler’s” pamphlet on the travel webpage at:http://wwwold.jlab.org/div_dept/cfo/travel/pamphlet.pdf

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DomesticMedical Care

Workman’s Compensation If work related seek care from a convenient treatment facility.

Trumbull Insurance Co Policy # 14WBCL5372 Effective Dates: 10/1/13 – 9/30/14

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DomesticIllness

Seek care at a convenient treatment center

If not work-related, provide your personal health insurance information

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DomesticVehicle Insurance

When renting a vehicle DO NOT take the rental insurance. If an accident occurs: Give JLab insurance information to other driver

Sentinel Insurance Co 1-800-327-3636 Policy No: 14UUNZ16177 Effective: 10/1/13 – 10/1/14

If police summoned, get copy of Incident Report Get the other driver’s insurance information

Name of Insured Driver’s Name Driver’s Drivers License Number Name of Insurance Co Policy Number Agents Name and/or Phone Number

QUESTIONS

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