# Presentation: 574368

## Tips and Tricks—Domestic Travel

**February 28, 2007**
**Happy ****Belated**** Valentine’s Day**

**Notes:**
WELCOME to the monthly ARC briefing
Share with you what the ARC is looking for—from the ARC perspective 
Encourage you to ask questions—participate
Incentive—the person who asks the most questions will be rewarded
You are going to see a common theme—research, document, ask questions

## Introduction—ARC and DEAS Teams

**M. Daly--Meeting Facilitator NOT the Expert**
**Anne Garvey—NBS Guru and DCCPS AO**
**DCCPS and DCP AOs and Techs**
**DEAS Task leaders and Staff**** **
**We’re here for the traveler!**

**Notes:**
My name is. I am a new AO and am obviously not seasoned approver—YET!
Being new, I am seeing the approval process with fresh eyes and volunteered to help out.
Spoke with other AOs and Techs and DEAS task leaders
Idea is to focus on what we look for when approving authorizations
Anne has graciously agreed to provide the case studies—thank you Anne
Thank everyone for being open minded!
Ask that everyone participate today by asking questions and sharing their tips
Today’s focus is on authorizations
Interesting point to note—why do you think we are so particular in the ARC?  Audited every month, every year. Authorizations and vouchers are pulled randomly, sometimes 3 years back! Each file must be stand alone—complete with all documents. The buck stops with the AO

## Domestic Travel Tips and Tricks

**It’s the little things that count!**
**Quick takeaways—to make your life easier**
**On-line case studies—what the ARC looks for**** **

**Notes:**
Tips included are not earth shakers, some are merely reminders, 
All are the little things that will speed your paperwork through

## Communication Is the Answer

**Call ahead—help us plan!**
**Don’t be afraid to ask questions—DEAS colleagues & task leaders then the ARC**
**Use COMMENTS AND REMARKS—if you think the AO might ask, (s)he probably will ******** **

**Notes:**
At times, I wonder how much computers really have helped us. They definitely have changed the communication process. Sometimes we think the other one knows what is happening when they don’t. NOTHING replaces talking to one another—within groups and between groups
If you have a question--Ask your colleagues, task leaders, and then come to the ARC 
Up front planning both with the traveler and us
Research--document---ask

## Timeline—travel order approval process

**Two weeks lead time—no rush**

**Notes:**
Everybody works better when they have time to do it right
When an urgency does occur, we need to pull together
Let us know if something is coming!

## Traveler Request Form

**Get everything you need up front!**
**Meeting dates AND times?**
**Meals provided?**
**Personal time? Weekends? CWS? Annual leave?  **
***Don’t let’m get away...***

**Notes:**
This is where it all starts! 
Be thorough—get everything you need and the rest will fall in place
When in doubt—research, ask, document

## Purpose of Trip—What? When? Where? Why?

**Determines correct OC code and more**
**Type of meeting—program/conference/site**
**Presenter or attendee?**
**Pre/post conference meetings?**
**Booth setup/tear down?****Hey traveler!****Just the facts, ****no song and dance**

**Notes:**
Especially important if multiple destinations trip—need to account for all days

## Meals—what counts and when?

**Research—check agenda or call to verify**
**Do deduct for meals provided—part of fee **
**Do not deduct for continental breakfast**
**Document in comments section**
**When entering lodging and per diem—check after using “APPLY THROUGH”--system will delete meals added ****previously**

**Notes:**
This is probably one of the areas most frequently in error
Put the onus on the traveler to find out! Ask!
If there are hot items on the breakfast menu, then it is deducted
What about boxed lunches?
DOCUMENT! DOCUMENT! DOCUMENT!

## Registration Fee

**Yes or no?**
**If yes, how much was it and was it paid?**
**By whom?**
**How?**
**Provide registration form**
**What does registration fee include (meals)?**

**Notes:**
Review it –what does it include?
Ask traveler questions

## Lodging            

**All reservations through TMC (OMEGA)**
**If conference block of rooms does not exceed per ****diem or conference allowance (125%), no AEA is ****required and Planner may book directly with block of rooms**
**If rate exceeds conference allowance, then TMC must be asked to find alternatives. If TMC is unable to find a lower rate, then the Planner 1) may book directly AND  2) must DOCUMENT TMC inability and resulting cost advantage--AEA memo is required with comparative quotes of other hotels.**
**Where to document? In AEA memo indicating that hotels were researched by TMC—see suggested wording. Select AEA box in lodging screen.**
**Tax exempt? If yes, print forms and give to traveler****                     ***** Research—DOCUMENT—Ask!***

**Notes:**
This comes up so frequently, it deserves some special attention. I will ask the AOs to jump in as needed here to supplement if necessary. 
The bottom line is we need to find the most cost-effective solution and must document when we do not have the government per diem.

## Airfare

**Need TMC itinerary **
**What if traveler wants to combine personal and govt. business?**

**Notes:**
Need OMEGA itinerary that shows ticket price and transaction fee 

## On-line Case Studies—the real deal!

**What the ARC looks for and why?**
**Multiple destinations with annual leave**
**Cash ticket**

**Notes:**
Now Anne is going to walk you through an authorization
She will focus on what we look for in the ARC

## Last but NOT least—Double check

**A few extra minutes up front will save us ALL a lot of time and energy!**

**Notes:**
Research, ask, and document—the keys to success 

## Mistakes DO Happen

**We are all only human**

**Notes:**
Even the best of us make mistakes

## Teamwork—the Secret to our Success

**We CAN do it!**

## What Next?

**Tips workshops?—quarterly? other?**
**Topics?—vouchers, local travel, foreign travel, market reqs? Other?*****I wish, I wish....***

**Notes:**
How can we help?
Are there specific areas or topics on which you would like us to focus? 

***Thank You!***