# Presentation: 084103

## Travel

**Information Session**
**WELCOME!**

## Objectives

- 1.  Provide tools to ALMs at varying grade levels to      perform the Core Responsibilities of his or her position

- 2.  Address various websites and locations on the portal to access important tools

- 3.  Identify repeated common errors

- 4.  What are we doing wrong?  What can we do                     better? Suggestions/Comments for Travel Core.

## 
Provide tools to Administrative Lab Managers at varying grade levels to perform the Core Responsibilities of his or her position

- Provide tools to Administrative Lab Managers at varying grade levels to perform the Core Responsibilities of his or her position

- Objective #1

## GS-9 Core Responsibilities

- Review and approve local travel requests and vouchers.

## Local Travel Order

- Local Travel is any travel less than 50 miles from both home and duty station to the TDY location

- Local Travel cannot be conducted as Sponsored Travel (HHS-348)

- An official order is not required for local travel—
- only a voucher is required (NBS)

- Per diem (meals or lodging) is NOT allowed for local travel unless:

## Exception #1

**1)****	****HHS Exception -80-mile rule.  If the temporary duty site is located *****within***** the defined “local travel area”,** a per diem allowance may be authorized if all of the following conditions are met:
- 	a) The agency must not have had any influence in the site selection; AND
- 	b) The local travel assignment will last at least three consecutive nights and four days and entail at least nine and one-half consecutive hours of work per day on each of those days; AND
- 	c) The employee would be required to perform an extensive amount of driving **(at least 80 miles)** each way between the residence and the temporary duty site; AND
- 	d) Significant safety issues are raised by combination of the extended hours or work and the required driving time in the performance of this assignment.

## Exception #2

**2)****	****Government Employees Training Act**.  You may be authorized a per diem allowance for travel in the local area in line with the following guidelines:
- 	a. If you are authorized to travel under the Government Employees Training Act (5 U.S.C. 4109) and you meet these conditions:
- 	1) The event must meet the definition of “training” as defined above;  AND
- 	2) A determination is made that the providing of meals is necessary to achieve the objectives of the training program; AND
- 	3) That _**all**_ participants attending the course have been required by NIH to stay in the same local hotel in order to foster the participation in daytime and evening training activities as a necessary training expense.
**	****NOTE: ** Payment of travel and related expenses under 5 U.S.C. 4109 includes "Conference Training" but only if the conditions outlined in both, 5 CFR 410.404 and C.9.a above, are met (see NIH Manual 1160-1, Appendix 3 and Appendix 4)

## Exception #2 (cont.)

- b.  In order to be eligible for a per diem allowance (meals only) in line with travel to a non-government sponsored conference in the local travel area, you must, 1) be in travel status for more than 12 hours.  (The 12 hours should take into account the time it takes to travel from the employee's residence or official duty station to the temporary site and return to the residence or official duty station.  Example:  If an employee leaves his/her home at 7:00 a.m. to travel to the temporary site for a meeting that begins at 8:00 a.m. and ends at 7:00 p.m., and returns home at 8:00 p.m., the total travel time would be from 7:00 a.m. until 8:00 p.m., or 13 hours); and 2) meet the criteria outlined in NIH Manual 1160-1 "Entertainment," Appendix 3, Footnote No. 5 at _[http://www1.od.nih.gov/oma/manualchapters/management/1160-1/Ap3.pdf](http://www1.od.nih.gov/oma/manualchapters/management/1160-1/Ap3.pdf)__ ._

## Local Travel Voucher

- Using Mapquest or Rand McNally mileage calculator verify mileage is correct—Must choose shortest distance option.
-    _[www.mapquest.com](http://www.mapquest.com/)_

- Look at other receipts if provided to ensure correct amount, expense date, etc. is reflected

- For expenses at or above $75, a receipt is REQUIRED

## GS-11 Core Responsibilities

- Develops annual domestic and foreign travel plans (when required)

- Reviews domestic and foreign travel requests for compliance with Federal regulations and agency policies.  Approves domestic travel requests.  Sends foreign travel requests through ARC for review, conditional approval, and Dr. Strathern’s approval.

## GS-11 Core Responsibilities (cont)

- Reviews non-local travel vouchers for accuracy and compliance with Federal regulations and agency policies.  Approves vouchers.

- Reviews HHS-348 and recommends approval/disapproval to the Lab Chief.  Sends to ARC for review/conditional approval.

## GS-11 Core Responsibilities (cont)

- Assists Principal Investigator with the preparation of HHS-520 (Outside Activities); advises PI and/or Lab Chief of potential conflict.

## GS-12 Core Responsibilities

- Develops annual domestic and foreign travel plans (when required).

- Reviews domestic and foreign travel requests for compliance with Federal regulations and agency policies.  Approves domestic travel requests.  Sends foreign travel requests through ARC for review, conditional approval, and Dr. Strathern’s approval.

## GS-12 Core Responsibilities (cont)

- Reviews non-local travel vouchers for accuracy and compliance with Federal regulations and agency policies.  Approves vouchers.

- Reviews HHS-348 and recommends approval/disapproval to the Lab Chief.  Sends to ARC for review/conditional approval.

## GS-12 Core Responsibilities (cont)

- Assists Principal Investigator with the preparation of HHS-520 (Outside Activities); advises PI and/or Lab Chief of potential conflict.

## 
Address various websites and locations on the portal to access important tools.

- Address various websites and locations on the portal to access important tools.

- Objective #2

##           Important websites/info

- 		ARC Travel Page:
- _[http://](http://home.ncifcrf.gov/campus/arc/travel/travel.asp)__[home.ncifcrf.gov/campus/arc/travel/travel.asp](http://home.ncifcrf.gov/campus/arc/travel/travel.asp)_

- 1) NON-FTE SPONSORED TRAVEL PACKAGE (IN KIND) MUST Include:
- 	a) Route Slip (same as 348 route slip for FTEs)
- 	b) NIH Manual Chapter 1500, Appendix 10 (Acceptance 	Letter)  _[http://www1.od.nih.gov/oma/manualchapters/managem	ent/1500/append10.html](http://www1.od.nih.gov/oma/manualchapters/management/1500/append10.html)__  This form identifies the Non-FTE __	__Traveler and which travel expenses are being provided in-kind by __	__the sponsor._
- 	c) NIH Manual Chapter 1500, Appendix 10B (Certification 	Checklist for Sponsored Travel on Non-FTE 	Persons)  _[http://www1.od.nih.gov/oma/manualchapters/manage	ment/1500/append10B.html](http://www1.od.nih.gov/oma/manualchapters/management/1500/append10B.html)__  The traveler must complete and __	__sign the checklist._
- 	d) Letter of Invitation (letter must clearly state “No Federal 	Funds”)
- 	e) Travel Authorization (should include only IC direct 	expenses).  DO NOT select a sponsored trip purpose for Non-	FTEs.

## Non-FTE Award Travel

- 2)  NON-FTE AWARD TRAVEL PACKAGE (Ck to Employee) MUST Include:
- 		a) Route Slip (same as 348 route slip for FTEs)
-           	b) Award Form
- 		_[http://ethics.od.nih.gov/forms/award.doc](http://ethics.od.nih.gov/forms/award.doc)_
- 		c) Copy of the criteria (see below)
- 		d) Invitation Letter or other documentation announcing 	award to awardee
- 		e) Information from the organization explaining the 	criteria used from which to judge who awardee will be
- 		f) Information providing that there is a history of giving 	out 	this award to other folks in the past

## Non-FTE Award Travel (cont.)

- 	This package is reviewed by NCI Ethics and forwarded to NIH Ethics Office and the Advisory Committee to the Director (NEO/ACD) for final approval as a 'bona fide' award.
- 	The  fellow can accept the "honor of the award" - but he/she CANNOT CASH THE CHECK until the NIH Ethics Office (NEO) and Advisory Committee to the Director (ACD) have given final approval for acceptance.  In order for the NEO and ACD to even consider approval, they require the written 'bona fide' CRITERIA as outlined below.  Without that CRITERIA, NCI Ethics is not allowed to send the award form over to NEO/ACD for review/approval determination. There is no guarantee the award will be given approval even if NCI Ethics recommends approval based on the information provided.

## Non-FTE Award Travel (cont.)

- 	IMPORTANT—
- 	If the award is not approved by NEO/ACD then, the non-FTE has to 'absorb' the cost of meals, lodging, etc. and has to SEND BACK THE CHECK telling the organization that he/she cannot accept the money since no approval was able to be granted by NIH.

## Identify common errors which are frequently repeated

- Objective #3

## 

Common Mistakes...
In the Itinerary, first put the Title of talk; place; dates.  If you have multiple talks/sponsors, separate each with ; and separate between sponsor info with period.

Most times, the preparer and approver are the same.  THEY MUST BE DIFFERENT!  This helps prevent errors through a double-check process.

Abbreviate itinerary information as much as possible so that it fits not only in the itinerary field of the travel authorization but also on the 348 purpose field.

Check OC codes carefully—especially 21.51, 21.21 and 21.43.

**Common Mistakes...**
- In the Itinerary, first put the Title of talk; place; dates.  If you have multiple talks/sponsors, separate each with ; and separate between sponsor info with period.
- Most times, the preparer and approver are the same.  THEY MUST BE DIFFERENT!  This helps prevent errors through a double-check process.
- Abbreviate itinerary information as much as possible so that it fits not only in the itinerary field of the travel authorization but also on the 348 purpose field.
- Check OC codes carefully—especially 21.51, 21.21 and 21.43.

## Common Mistakes (cont.)

- In the comments section, Indicate whether traveler is Speaking or Attending first.  Then go on to outline the details (e.g., sponsor providing ....., collaborative meeting, etc.)
- Make sure that you have chosen the correct sponsor for 348 travel and that you select the address.
- Remember Travel Approval Coversheet if authorization requires Dr. Strathern’s signature.
- Remember, even though Dr. Strathern hardcopy signs the orders, they MUST BE ROUTED to Dr. Wiltrout.
- Attach the flight itinerary to your authorizations and vouchers.
- Include ticket stubs (when available) with vouchers.
- Include all receipts if possible—however, must include receipts for $75 or over.
- Put most accurate/actual expense dates on authorizations/vouchers.

## Objective #4

- What are we doing wrong?  What can we do better?
- 	Suggestions/Comments for Travel Core.