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Understanding Executive Orders and Ways to Cut Costs Through Policy, Management Tools

Understanding Executive Orders and Ways to Cut Costs Through Policy, Management Tools. Jill Denning Office of Government-wide Policy May 18, 2012. Travel policy from many angles. Federal Per Diem rates. Owned vehicle mileage reimbursement. The Federal Travel Regulation. Executive Orders.

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Understanding Executive Orders and Ways to Cut Costs Through Policy, Management Tools

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  1. Understanding Executive Orders and Ways to Cut Costs Through Policy, Management Tools Jill Denning Office of Government-wide Policy May 18, 2012

  2. Travel policy from many angles Federal Per Diem rates Owned vehicle mileage reimbursement The Federal Travel Regulation

  3. Executive Orders Executive Order 13576 Delivering an Efficient, Effective, and Accountable Government Executive Order 13589 Promoting Efficient Spending

  4. Executive Orders • Use local or technological alternatives • Host or sponsor conferences in space controlled by the Federal Government • Name a senior level official responsible for travel policy and controls . Executive Order 13589 Promoting Efficient Spending

  5. Congressional Actions HR 2146/ S 1789 – DATA Act and Postal Act Caps travel spending at 80% of 2010 level through 2016 Data collection requirement

  6. OMB Memo 12-12 • In FY13, spend 30 percent less on travel than FY10 – through FY16 • Potential exclusions for travel related to • national security • international diplomacy • health and safety inspections • law enforcement • site visits required for oversight or investigatory purposes.

  7. OMB Memo 12-12 • New policies for conference spending: • Initiate senior level review of all planned and future conferences exceeding $100,000 • Prohibit expenses in excess of $500,000 on a single conference unless waived by agency head • Report publicly on all conference expenses in excess of $100,000

  8. Travel Management • Travelers Take the time to learn the regulations “Measure twice, cut once”

  9. FTR – Chapter 301 41 CFR 301-74.1 What policies must we follow in planning a conference?

  10. Meeting Room Tool Federal Meeting Facility Tool Includes: • Agency name • Accommodations • Cost • Services • POC • Notes (e.g. “can be bumped”)

  11. Meeting Room Tool Project Manager Contact: Pathina Fitzgerald (202) 208-7042 pathina.fitzgerald@gsa.gov

  12. Promotional Benefits §301-53.3  How may I use promotional materials and frequent traveler benefits? (b) If you are offered such benefits as a result of your role as a conference planner or as a planner for other group travel, you may not retain such benefits for your personal use. Rather, you may only accept such benefits on behalf of the Federal Government. Such accepted benefits may only be used for official Government business. 

  13. FTR – Chapter 301 41 CFR 301-74.2 What costs should be considered when planning a conference?

  14. FTR – Chapter 301 41 CFR 301-74.3 What must we do to determine which conference expenditures result in the greatest advantage to the Government?

  15. MIS Conference Planning GSA’s Travel MIS Conference Planning Report has recently improved: • More cities: select from over 100 domestic cities • City names easier: cities now appear in a more intuitive and standard format, organized by state, then city, then airport code. • More flexible assumptions: view, verify, and adjust basic assumptions related to lodging/M&IE rates, ground transportation, and even CO2 emissions. • Email: travelmis@gsa.gov

  16. FTR – Chapter 301 41 CFR 301-74.4 What should cost comparisons include?

  17. FedRooms Meetings

  18. FedRooms Meetings • Documents the hotels that can accommodate your meeting – market research • Know your requirements: Dates, meeting rooms, history, other needs • What you get back from FedRooms: • Comprehensive spreadsheet with prices / costs • Hotel availability • Hotel special concessions • Meet with your agency contracting officer to complete the process • Contact: travel.programs@gsa.gov or 888-472-5585

  19. FTR – Chapter 301 Other conference policy considerations: • Conference lodging allowance – necessary? • Light refreshments – necessary? • FEMA ID – NECESSARY http://apps.usfa.fema.gov/hotel/

  20. FTR – Chapter 301 Read Appendix E – Suggested Guidance for Conference Planning Comprehensive guide to planning a conference from start to finish • Cost saving tip: estimate low, add higher numbers later; 100 percent won’t attend any one function

  21. Travel Management Make Wise Airfare Choices • Book early • Use of non-refundable flights • Choose best airport

  22. Travel Management Manage Per Diem Rates • Reduced per diem rates/seasonality • Avoid lodging taxes when possible https://smartpay.gsa.gov/about-gsa-smartpay/tax-information/state-response-letter • Verify rules of per diem – based upon location of work, not lodging

  23. Travel Management Manage Ground Transportation • No rental car unless necessary • Use GOV – POV: Do the math and know the point where it costs more money to use POV. • Share rides • Use shuttles instead of taxi

  24. Travel Management Review Miscellaneous Expenses • Appropriations not available for mementos – except PERHAPS for training and awards.

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