**Procedures for NBS Travel Documents**

**10/10/2003**

**[GENERAL HELPFUL HINTS & REMINDERS]{.underline}**

1.  Under Other Authorizations:  Please choose anything related
specifically to each travel document such as sponsored, foreign, AEA,
etc.  This dictates what routing the authorization will take and is very
important to include.

2. Sponsored Travel -- In Kind. Even though the travel may only have In
Kind sponsorship, you must still select the sponsored travel project
related to CAN 8321165 which is 100981.The In Kind figures will not be
shown under that project but it must be chosen or you will receive an
error message when you try to complete the travel authorization. If this
seems confusing, think of it this way: Previously in Travel in the ADB,
when you put in the information on the sponsor screen, you had to fill
in the sponsor CAN 8321165 even if the sponsor was covering everything
In Kind. This is the same theory.

 3.  For trips which include Foreign and Domestic travel, the travel
must be allocated between the foreign and domestic Object Class Codes.  

4.  Registration fees must be allocated to Object Class Code 252W.

5\. For trips which include program and conference legs, the travel must
be allocated between the program and conference Object Class Codes.

6.  All justifications for AEA, conference rate, rental cars,
non-contact carrier, non-use of TMC for lodging and cash ticket\>\$100
need to be written in the Comments box as part of the electronic
authorization.  These requests should contain the same information that
used to be provided in the hard copy memos submitted for approval. 

7.  When you come to the Comments screen, **apply preset comments**
**first** and then add any additional comments needed to complete the
authorization. If you type in your comments first and then click on the
preset comments, it will wipe out any comments you have already entered.

8.  For Non-NIH Affiliated Travelers (guest speakers, interviewees,
Advisory Committee/Board members, and all other travelers who cannot
electronically sign documents), please prepare the Non-NIH Affiliated
Traveler Form (found on the NBRSS Portal Page) and submit it to the AO
Office.   **You must still submit the traveler\'s ACH information to the
AO Reviewer/AO. ** OFM will need to link the ACH information with the
NBRSS information (entered by the Administrative Officer).  This may not
happen overnight, so please submit these requests with at least five
days\' lead time before the non-NIH affiliated traveler needs to travel.

9\. If you have a traveler that crosses the International Dateline (or
the system at least thinks he has), the traveler may be over-reimbursed
for their M&IE expenses as calculated by the NBS. The M&IE must be
adjusted. This adjustment includes having to choose Actual Expense even
though there is "no actual expense on the travel authorization".

**Please put into comments**:

The actual expense for meals was chosen for the 2^nd^ to the Last Day of
this trip but the value listed is zero. This is a correction due to the
constraints of the NBS Travel System functionality in cases where the
traveler crosses the International Dateline. No actual expense allowance
is being requested.