Slide 1:JEFFERSON LABTravel Update Seminar

Slide 2: Seminar F O C U S

Approvals Needed to Travel Local Travel Foreign Travel Conference Attendance Electronic Expense Report Using Trip Manager Travel Credit Card New Hire Relocations Future events

Slide 3:JLab Electronic Approvals

Travel Authorization Submit for approval WAPPR status Approved notification SUBMIT status Expense Report Duration changes Charge Code change Destination added Payment of expenses not authorized on TA Air, car, lodging, per diem Actual cost exceeds est. by 25% or more.

Slide 4:DOE/OS APPROVALS SENSITIVE COUNTRY

CONFERENCES 90 business days before event start date create TA and link to conference 75 business days before event start date – conference submitted to OS for approval.(major conferences may take longer) FOREIGN TRAVEL 60 business days before departure date from US – Enter RFT in FTMS. 21 business days before departure date from US – country clearance requested 1-15 bus. days before departure date from US – receive approval from TS to travel.

Slide 5:DOE/OS APPROVALSNon-Sensitive Country

CONFERENCES 75 business days before event start date create TA and link to conference 60 business days before event start date – conference submitted to OS for approval.(major conferences may take longer) FOREIGN TRAVEL 45 business days before departure date from US – Enter RFT in FTMS. 30 business days before departure date from US – country clearance requested 3-5 bus. days before departure date from US – receive approval from TS to travel.

Slide 6:Local Travel Policy

Definition – Incidental Official travel within a 50-mile radius of the traveler’s assigned work site (or within a 50-mile radius from the point-of origin-when away from the work site on unofficial travel), or does not exceed a total travel cost of $100.00. (TJNAF AD 402.01-B) Eligibility for Lodging Per Diem POV Mileage Local Travel Policy (#6) - Incidental Official Travel within a 50-mile radius of the traveler's assigned work site (or within a 50-mile radius from the point of origin when away from the work site on unofficial travel), or does not exceed a total travel cost of $100.00. TA required if: Registration or banquet fees Expenses billed directly to JSA/JLab Training fee Prepaid expenses Cash advances Meeting room rental Clerical services. Petty Cash can be used to reimburse if: None of above are included and cost does not exceed $100. Travel within a 125 mile radius can qualify for lodging with a written justification by an authorized funding approver. Per diem will be paid when – Lodging is authorized One-day travel exceeds 12 hours – start/end time must be entered on ER POV Mileage – (B-5.C(6)) Local business travel within a 50-mile radius of JLab may be reimbursed actual odometer mileage at the current POV rate published in the Federal Travel Regulation (FTR), plus any tolls and parking fees. Per diem for meals and incidental expenses is not allowed for travel within a 125-mile radius of JLab unless overnight lodging is required. (B-2) - JSA/JLab travelers on official business will be reimbursed for the following transportation expenses: Transportation between home or work and a common carrier terminal, including: Use of a personal vehicle will be reimbursed mileage at the current POV rate ILocal Travel Policy (#6) - Incidental Official Travel within a 50-mile radius of the traveler's assigned work site (or within a 50-mile radius from the point of origin when away from the work site on unofficial travel), or does not exceed a total travel cost of $100.00. TA required if: Registration or banquet fees Expenses billed directly to JSA/JLab Training fee Prepaid expenses Cash advances Meeting room rental Clerical services. Petty Cash can be used to reimburse if: None of above are included and cost does not exceed $100. Travel within a 125 mile radius can qualify for lodging with a written justification by an authorized funding approver. Per diem will be paid when – Lodging is authorized One-day travel exceeds 12 hours – start/end time must be entered on ER POV Mileage – (B-5.C(6)) Local business travel within a 50-mile radius of JLab may be reimbursed actual odometer mileage at the current POV rate published in the Federal Travel Regulation (FTR), plus any tolls and parking fees. Per diem for meals and incidental expenses is not allowed for travel within a 125-mile radius of JLab unless overnight lodging is required. (B-2) - JSA/JLab travelers on official business will be reimbursed for the following transportation expenses: Transportation between home or work and a common carrier terminal, including: Use of a personal vehicle will be reimbursed mileage at the current POV rate I

Slide 7:Calculating POV Mileage

Travel on a business weekday– Mileage to/from the local destination, from home or work, whichever is the lowest cost. Travel on a weekend or holiday– Mileage to/from the local destination, from home.

Slide 8:FOREIGN TRAVEL

Definition – travel to a foreign country and return or travel between foreign countries by persons, including foreign nationals, whose travel expenses will ultimately be funded by DOE. (TJNAF AM 402-01.B & DOE O551.1C)

Slide 9:FOREIGN TRAVEL

Funding codes New Information for personal leave required by ECC (E Country Clearance) will be added to box 26 section 2 Anyone that is interested in having a session on foreign travel should send me an email and I will get something set up either on an individual basis or as a group if enough interest is determined FTMS notes hand out

Slide 10:CONFERENCES

Definition – any event attended at DOE expense where information will be shared, except: Local travel Reviews Planning sessions Vendor visits Meetings (i.e., collaborations) (DOE O110.3) On TA, indicate CONF is DOE or Non-DOE – not trng. TA, linked to conference requirement

Slide 11:TC Responsibilities

Ensure travel projections are up-to-date M:Travel\Projections-Foreign & Conf\FYxx-Travel Projections Send request to travels@jlab.org to add conference to database, provide: Name Location Dates (conference dates not travel dates) Website where conference is identified Benefit to Office of Science (if requested) Impact Statement (if requested) Create TA according to critical success dates Link TA to conference

Slide 12:Electronic Expense Report

Location: Travel – Form webpage Instructions: See 3rd worksheet on spreadsheet Links: Per diem rates, meal deductions, more Verify Totals Traveler’s Signature Transmission via Email Receipts REQUIRED AFTER MARCH 1, 2009

Slide 13:TC Responsibility

Submit expense reports to TS within 3 business days of receipt on your desk with all back-up documentation needed. Remind travelers of JLab policy: (402-01.A) Upon return from travel an expense report is due Domestic travel – 5 days after return Foreign travel – 20 days after return date Foreign trip report – 20 days after return (in order to get reimbursed for out-of-pocket expenses)

Slide 14:USING TRIP MANAGER

Required for: single destination, domestic airline tickets Recommended for: car rentals hotel reservations Contact travels@jlab.org to get an account for you or a traveler or to ask questions.

Slide 15:TRIP MANAGER

Frequently Asked Questions Update your profile Address any questions or concerns

Slide 16:Travel Credit Card

Eligibility – JLab employee’s only No prior travel card terminations Who should have a travel credit card – Employees who travel more than twice in an 18 mo. period who do not want to use their own funds or credit for travel. Why have a travel credit card - Get advance cash for travel just prior to departing No need to use own funds or personal credit cards

Slide 17:NEW HIRE RELOCATION

1. Make initial contact 2. Make travel arrangements if not traveling via POV Volunteer to make temporary lodging arrangements Submit 2 - TA’s one for Transportation (airline tickets or POV mileage & en route lodging if required.) Temporary lodging Promptly submit ER’s for expenses and to pay per diem REMEMBER: Relocation payments come through Payroll – so there could be up to a 30 day delay. (YES – a cash advance for per diem can be arranged once they arrive.) New Hire Relocation – (#17) Once you learn of a new hire in your area - Send an email ASAP to remind them to contact you or TS. Travel Services will also be making contact with them via email. They will be asked to complete a questionnaire that tells us about their relocating needs. Gloria will share this questionnaire with you NEW HIRE – RELOCATION QUESTIONNAIRE – on back table if you are interested.New Hire Relocation – (#17) Once you learn of a new hire in your area - Send an email ASAP to remind them to contact you or TS. Travel Services will also be making contact with them via email. They will be asked to complete a questionnaire that tells us about their relocating needs. Gloria will share this questionnaire with you NEW HIRE – RELOCATION QUESTIONNAIRE – on back table if you are interested.

Slide 18:ROUNDTABLE MEETINGS

WHO Travel Coordinators & Travel Services WHAT Discuss topics of travel interest (policies, procedures, travel trends, industry changes, issues with hotels, car rentals, or travel agency. WHEN Once every 3 or 6 months for 1 to 2 hours. WHERE At a JLab conference room or a hotel meeting room WHY To share information and talk about interests and concerns.