TAD GUIDELINES

1. TAD GUIDELINES Deputy Command of Medicine

2. Timelines For Submission • Standard TAD & DOD Outside Funded: • Requests must be in the Deputy’s Office at least 30 daysprior to proceed date, 60 days if traveling after 01 JUN • Non-DOD Funded TAD: • Request must be routed through the JAG Office at least 45 days prior to proceed date. • Who May Submit TAD? • The ONLY individual authorized to submit a TAD Package through the Directorate are the Department Administrators. These people have the corporate knowledge to ensure TAD is submitted properly.

3. Eligibility for TAD: • The following positions have been allocated funding: • Active Duty and NSPS Doctors, Physician Assistants, and Nurse Practitioners. • The following personnel are NOT funded. These individuals may receive TAD at the expense of funded personnel: • Civilian Technicians, LPN’s, Corpsmen, and other support staff. • Contractors are NOT authorized TAD.

4. Eligibility for TAD (Cont): • Active Duty: • Must have at least 6 months of obligated service AFTER travel date. • Civilian Staff: • TAD, including travel, must be during normal work day/work hours only – no overtime or comp time for travel or conference. • AWS schedules convert to normal 8hr day/40 hr week during TAD. • Must have been employed at NNMC at least 6 months prior to proceed date.

5. Guidelines for TAD: • Exceptions may apply on a case by case basis. • 1 (one) CME/CE request per person per fiscal year • No more than 5 working days (inclusive of conference AND travel) per fiscal year • No more than $3,000 inclusive (travel, per diem, fees, misc)/Provider (Licensed Independent Practitioners)/Specialists • No more than $1,500 inclusive (travel, per diem, fees, misc)/ RN / HM / ADMIN • No Rental Cars • CONUS only

6. Guidelines for TAD (Cont) • Please Note: Under CR, funding is based off last year’s Directorate allocations and this years percentage of Providers. • Funding: • When/If the annual budget is exhausted: • Your Dept may request funding from other Dept’s. • If they fund your TAD, include a copy of the email in the TAD package. • If still unable to receive funding, a request may be submitted to Dr. Florentino with a written request to fund the TAD.

7. Pre-payment of conference fees: • All conference fees must be prepaid by Fiscal Dept personnel via Government Purchase Card (319-8294) • If circumstances require personal pre-payment of conference fees, the Traveler MUST have Director approval for pre-payment to be eligible for reimbursement. • Complete Registration Fee Pre-approval Form and route with package. • Individual issued Government Travel Card (GTC) must NOT be used for payment of fees.

8. FULLY or PARTIALLY FUNDED TRAVEL (Non-DOD): • Acceptance for Non-Federal Travel Expenses “NNMC Gift Fund” must be submitted 6 weeks in advance, with all the basic TAD requirements including the following: • NNMC Gift Fund Travel Form (NATNAVMEDCENINST 4001.2B) • Proffer letter

9. FUNDED TAD (DOD) • Funded TAD by another Command must be submitted with all the basic TAD requirements with the following information: • (POC) from the other command. • (LOA) Line of accounting must be attached with the package. • Documentation (email) and POC of command funding the travel.

10. TAD WORKSHEET • Complete all demographic information on the TAD worksheet: • Destination: Be specific; address required • Transportation: POV allowance is .51 cents/mile (Note: government will only pay up to the maximum cost of air travel). To estimate this cost, use: http://www.defensetravel.dod.mil/site/otherratesMile.cfm • Estimated air ticket cost utilize (Select the cheapest fair, not the most convenient): http://apps.fas.gsa.gov/citypairs/search/

11. TAD WORKSHEET (CONT) • Estimated per diem cost utilize: http://www.defensetravel.dod.mil/perdiem/perdiemrates.htmlEBSITE • Remember: Out of area Per Diem is authorized one day before, and after, a (full day) conference. These two days are rated at 75% of the Per Diem rate for his/her destination • Include supporting documents for conference (i.e. conference name, date, location & fees). • First time travelers must submit the following to the TAD office: Citi application, statement of understanding, and travel charge card training certificate:http://www.cards.citidirect.com • Keep a complete copy of TAD package

12. CONFIRMING TAD TRAVEL • Approximately 1 week prior to execution of TAD contact Resources to confirm registration: • Susi Greene 319-8294 • Ken Junious 295-0241 • You should receive travel orders via email 2 days prior to travel. For airline ticket status contact: • NNMC TAD office 319-4898 • Emergencies contact 1-800-359-9999

13. TAD BUDGET REPORT Reconciled Amount from previous quarter Project/Allocated Amount from Initial TAD request Amount left in FY TAD Budget (Please note, this number changes based on reconciliation ) Please note: These numbers are reconciled once per fiscal Quarter and may fluctuate. This spreadsheet may be located on the Directorate Site Map under “Healthy Clinic Reports” and “Budget/TAD”.

14. TAD BUDGET REPORT Obligated = Projection From TAD Request Expended= Actual Amount Spent Nameof Conference and other pertinent info. At some point, these will read “Recon”. This means the amount has been reconciled and has been accounted for in the “Total Cost Obligated” Column