JUNE 19, 2013

ATTENDEES WILL RECEIVE CREDIT FOR THE 2013 GEN016 TRAINING REQUIREMENT

MID-YEAR 2013 TRAVEL WORKSHOP

AGENDA

IntroductionsTravel policy changes & remindersConference Guidance updatesSelecting a seat on a flight in ReardenMedical ExceptionsForeign Travel updatesTravel approval validation by CI TravelCI Travel updates

Policy Changes & Reminders

402.01 (A-4b(ii) – Conference related expense reports limited to amount authorized on Travel Authorization

402.02 - Visa to re-enter U.S. after business travel documentation is in final draft. Consult Div. Admin.

402.03 – B3(a) – Use of foreign carriers may be considered if they meet FTR regulations.

Esc/View/Switch Windows

Conference Guidance Updates

Conference locked in DOE system based on Early-bird registration date

Can’t add attendee’s after conference is locked

“ATTENDEE” – requires written statement explaining reason for attending

Reimbursements limited to amount approved on travel authorization.

How is Lock Date Determined?

Determined by early registration date or event start date Once the lock date is reached a Lab is designated as the "Approval

Package Preparer" by Office of Science (SC).  The "Approval Package Preparer" gets about 3 days to prepare the

paperwork and send it to SC for review SC takes about 2 days to review the package, assign a "Program

Director Approver" like NP, and send the package forward for their review.

Program Director Approver" wants 14 days to review and approve before sending the package to the Deputy Secretary's office

Deputy Secretary wants 45 days prior to the early registration date to review the package and approve the conference

So, let's say the early registration date is June 30, 2013.  Lock date must be set 64 days (45+14+3+2) prior to paying the registration fee

Lock date would be set by the reporting system for 4/28 which was only 64 days before early bird registration.

Why does there need to be so much time?

Assume there is an event in October,DOE wants us to keep costs down by

taking advantage of early bird registration, however

No costs can be incurred, including the registration fee, without conference approval

When the lock date is reached no more attendance can be reported to DOE.  This gives DOE time to get conference approval -

SEETRAVEL WEBPAGE

TRAVEL RESERVATIONS TABSEAT SELECTION INSTRUCTIONS

SELECTING A SEAT THROUGH REARDEN

TRIPS THAT ARE CANCELED

remove any cost not already incurred

explain any cost still remaining in the notes/comments section

re-submit the trip

Once approved, CANCEL the trip

If the cost is now -0- send an email to travelS so the trip can be archived.

Foreign Travel

Routing Templates If KA is the beginning of Proj route to John Kogut, SC25

After Carol – remove Gloria – add Eve Turner

TA releases for foreign sensitive country travel After country clearance and Head of Org approval

Personal travel exceeds business travel Explanation on Sect. II – Line 29 “Personal travel

exceeds business travel. Traveler paying R/T airfare to (country name).

CI TRAVEL APPROVAL VALIDATION

Airfare booked through Rearden or with Veronica

Trip number identified to purchase ticketAirline ticket change justification approval

neededTA system approval validation is conducted by

CI Travel Name of traveler Dates of travel Airfare cost is correct (airfare + service charge) Trip in SUBMITTED status