2013 Annual Travel Workshop

1. 2013 Annual Travel Workshop December 5, 2013

2. Topics for Discussion • Concur Solutions • Changes in 2013 • Customer Service • Travel Authorizations • Audit Findings • International Services • Conference Guidance • Foreign Travel

3. CONCUR Solutions On-Line Booking Tool

4. Airline ticket cost saving measures • Use of previously canceled ticket whenever possible • One-connection • Travel from a sister airport (PHF or ORF) if the difference in airfare is ≧$200 • Two hour window if a less expensive flight can be located that meets the business need • Purchase of Non-refundable tickets • Regular coach seating (no premium upgrades, business or first class without approval)

5. Reserving local hotels • Direct bill – contact CI Travel via email • Visitor Self-Pay – must have personal credit card number to reserve.

6. Questions? Additional Training? • Comments? Suggestions

7. Changes in 2013

8. What was new this year? • Trip approval verification by CI Travel before ticketing • Cancellation of a trip in SUBMITTED status • Expense Report Notifications • Corresponding with CI Travel (jlab-travel@citravel.com) • Conferences – another topic • Reapproval requirements reduced on Travel Authorizations

9. Customer Service For Travel Functions

10. Customer Service in Travel • TA System • Petty Cash • Process questions • Comments • Concerns • Suggestions • Recommendations • Email travels@jlab.org • Foreign Travel • SasiWojcik • sasigala@jlab.org • Ext 7437 • Conference Travel • Eve Turner • confcorr@jlab.org • eturner@jlab.org • Ext. 7838 • Relocation • SasiWojcik

11. Travel Authorization POA Approvals And TS Release

12. Why TAs are Frequently Returned • TA created after start date – no explanation • Third Party Reimbursment – Section not completed • POA splits – not user identified • Purpose insufficient to determine type of travel

14. DOE AUDIT FINDINGS 2013 Audit conducted by ORO

15. AUDIT FINDING • Some trips were not approved prior to the trip start date. (402-01 A-1) • Approval must be no later than day before start date. • Requires explanation in Notes/Comment section for why policy was not followed.

16. Audit Finding • Some requests for reimbursement of actual lodging above per diem were requested after the trip end date. (402-03 C-2[d]) • Actual Lodging Form (ALF) should be attached to TA • Approval/Denial email will be sent to TA Preparer • If submitted with ER – Explanation must be written (why policy was not followed)

17. Audit Findings • Expense reports were not submitted timely. • Travel Policy 402.01 states: • Domestic – due within 10 business days after return • Foreign – due within 20 business days after return • Electronic ER Status helping? • Reminder Notifications helpful? • Labor & Travel Project code not the same.

18. CONFERENCE GUIDANCE Eve Turner

19. Conference Changes • Expense Report Limitations • Add Event and/or Projections • “Conferences Requiring Approval” spreadsheet • Conference lodging rate eliminated (10/31/13)

20. Foreign Travel Management System (FTMS) SasiWojcik

21. FOREIGN TRAVEL Frequently Asked Questions

22. How are days of travel counted? • 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

23. What is the 14-Hour Rule? Where origin and/or destination are outside US 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

24. What Countries do not qualify for a DAY OF REST? Canada Costa Rica Denmark Dominican Republic France Germany Ireland Italy Mexico Netherlands Portugal Spain Switzerland United Kingdom Method used for determination: Based on one connecting flight with a 2 hr. layover from NN or Norfolk and landing at major city airport in the destination country. Consult Travel Services for exceptions that may apply when itinerary is outside of these parameters. Method used for determination: Based on one connecting flight with a 2 hr. layover from NN or Norfolk and landing at major city airport in the destination country. Consult Travel Services for exceptions that may apply when itinerary is outside of these parameters.

25. Are we allowed to use a Foreign Carrier across the water? • 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 and FTR301-10, 135(b). • More on Fly America Act and Open Sky Agreements can be found at: www.GSA.gov/openskies

26. What Insurance does the Lab provide during official business travel? Medical - Travel Guard by CHARTIS See 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

27. Attend Travel Requirements Briefing for Travelers • December 11, 2013 • CC, Auditorium • 2:30 – 3:30pm 2013 Annual Travel Workshop Invitation to attend Traveler Briefing

28. YOUR TURN QUESTIONS Comments