TRAVEL POLICY OVERVIEW

Transcription

1 TRAVEL POLICY OVERVIEW Travel guidance to Indian Affairs Prepared by: Accounting Operations Division Travel & Concur Team

2 Who does this involve? Travelers (Employees), and Approving Officials (Supervisors/Managers), regardless of grade, title, or position are subject to the Federal Travel Regulations (FTR) and the DOI Travel Policy guidance and therefore must ensure compliance. OCFO Accounting Operations Travel Division must provide oversight to ensure compliance with all travel policies, including Concur Government Edition (CGE) system function requirements. 2

3 Effect of Non-Compliance on Traveler What is non-compliance? Failure or refusal to comply, as with a law, regulation, or term of a contract Improper use of a Government issued charge card may result in disciplinary action. (370 DM 752 Table of Offenses and Penalties) Bills of Collections may be issued and can result in financial hardship to the traveler. 3

4 TDY - TEMPORARY DUTY TRAVEL CGE Concur Government Edition 4

5 Mandatory Use of ETS and TMC Electronic Travel System (ETS) and Travel Management Center (TMC) BIE Federal employees, who have a valid Government Charge Card (GOVCC), must use the ETS Concur Government Edition (CGE) to book travel reservations and create/submit Travel Authorizations (TA) and Travel Vouchers (TV). Exceptions for ETS: Federal employees who do not have a valid GOVCC, local travel, & Permanent Change of Station (PCS)/Temporary Change of Station (TCS). Do not use ETS for Local Travel (use SF-1164) 5

6 Mandatory Use of ETS and TMC Continued: Concur Government Edition (CGE) Create Travel Authorizations/Reservations DOI Travel Policy requires Federal employees to book airfare, lodging and rental car in CGE and/or with the TMC (see allowed exceptions for lodging in the DOI Travel Policy Handbook) for TDY travel Do not use the Government issued charge card for internet purchases (other than CGE) or any third party reservation services, (example: no Travelocity, Hotels.com, Hotels, or any other third party reservation service, no direct airlines, no direct rental cars, no direct lodging (unless allowed exception), and no advance 6 payments)

7 Concur Government Edition (CGE) Contact the DOI Concur Help Desk: or option 1 for assistance with CGE system issues related to the following: Issues with booking reservations in CGE TA and/or TV issues login issues password resets to unlock a locked login account or travel document Contact the TMC directly to book reservations when unable to do so in CGE, next day/same day travel, emergency responder travel (firefighters, threatened law enforcement), and to make changes to existing, already ticketed reservations TMC option 2 - Duluth Travel Inc. (DTI) (travelers duty stationed in the lower 48 states) option 3 - El Sol (travelers duty stationed in Alaska) Option 5 Travelers related to fire, law enforcement, and natural 7 disaster emergencies

8 Concur Government Edition (CGE) Continued: Duluth/El Sol and CGE are separate entities. The TMCs send the reservation data into CGE. There are times the reservation expense amounts do not update automatically/correctly in the Travel Authorization (TA) or Travel Voucher (TV). Travelers, reviewers, and approvers must review the reservation expense amounts in the Reservation Details section of the Summary Tab, and, the Expenses & Receipts Tab prior to submitting, to ensure the amount for the reservation(s) (air, rental car) are correct/included in the TA/TV. 8

9 Concur Government Edition (CGE) Continued: When reservation changes/exchanges are initiated, the amounts should automatically update in the travel document. The traveler MUST ensure those changes reflect the correct amounts in the travel document prior to signing. If the amounts do not automatically update, the amounts must be manually updated or added. Contact the DOI Concur Help Desk for assistance if necessary. 9

10 Concur Government Edition (CGE) Continued: Long Term/extended TDY details of more than 30 days - use the interim voucher functionality in CGE; see user guide on BIE Concur Sharepoint site and/or contact help desk (contact info below). If TDY trips are to be taken during a long term/extended TDY details, please contact the DOI Concur Help Desk at travel_helpdesk@ios.doi.gov or option 1 to initiate a remedy ticket for assistance. Long term/extended TDY details can be complex, and become even more so when side TDY trips will also be taken during the extended TDY. IA Federal Agency Travel Administrator (FATA) will assist to ensure the documents are setup and submitted correctly. 10

11 Concur Government Edition (CGE) Continued: The Add Trip feature on the General Tab Trip Information tab should NOT be used. Use the Exceptions tab to select Govt Owned Vehicle Available when mode of travel is GOV. Selecting GOV on the Exceptions tab ensure the mode of travel is included on the PDF of the travel document. Use the Exceptions tab to also include explanations/justifications for scenarios such as: justifications for upgraded rental cars, justifications for overlodging, and ad-hoc other scenarios which require/provide explanation. 11

12 Concur Government Edition (CGE) Continued: Overlodging (also known as excessive lodging) must be approved on the TA, and the TA/TV must include a memo of explanation/justification, which must be approved by the Associate Deputy Director (ADD) or equivalent. When, and only when, overlodging is approved, edit the lodging expense in CGE to match the receipt, and click Show Per Diem Conditions, and select Actual Lodging. If Actual Lodging is not selected, the system will automatically reduce the traveler s M&IE by the overlodged amount. 12

13 Concur Government Edition (CGE) Continued: Do NOT delete Per Diem related expenses (lodging and M&IE). Instead: Zero out the lodging expense when lodging is not incurred/claimed To zero out lodging, edit the lodging expense, enter 0 in the cost field, and click save Zero out M&IE when not claimed or to reduce M&IE To zero out M&IE, enter a 0 in the cost field, or, to reduce M&IE, enter the amount the traveler should receive in the cost field then, click the Show Per Diem Conditions hyperlink, select Actual Meals, and click save. Note: the Leave and Override selections do not work correctly do not use. Meals Provided works sometimes, though the cost field might also need to be manually edited to the amount the traveler should receive. If you see M&IE Adjustment this indicates the M&IE expense was edited incorrectly and the reimbursement amount might not be correct. Contact the DOI Concur Help Desk for assistance if necessary. 13

14 Concur Government Edition (CGE) Continued: When an M&IE Adjustment or Lodging Adjustment displays on the Expenses & receipts tab in the TA/TV, contact the DOI Concur Help Desk for assistance. DO NOT SIGN the voucher when M&IE Adjustment or Lodging Adjustment exists on the document! The adjustment indicates the expense amount might be incorrect, and as a result, the traveler might not receive the correct reimbursement. 14

15 Concur Government Edition (CGE) Continued: Always check the Totals tab of the voucher before signing, to ensure the reimbursement amount is correct. If incorrect, DO NOT SIGN the voucher. Contact the DOI Concur Help Desk for assistance. Once a voucher has been approved and/or paid, if you think you need to amend the voucher, always contact the DOI Concur Help Desk first for assistance, prior to creating the voucher amendment. Voucher amendments are tricky. Travel vouchers should only be amended to add a reimbursable expense which was inadvertently left off of the original or to change the payment method on an expense from GOVCC to Reimbursable (not vice versa). Travel vouchers should not be amended to change anything that was previously submitted, and should not be amended to attach additional documentation. the DOI Concur Help Desk if additional documentation must be attached. 15

16 Authorizations 16

17 Local Travel Within 50 miles and under 12 hours (claimed on SF-1164) 17

18 Local Travel Claim Travelers on Local Travel Must use Claim for Reimbursement Form (SF-1164) Traveler cannot use Electronic Travel System (ETS) - CGE- for Local Travel Full addresses of to and from destination Mileage rate from residence or office (starting point is the one closest to destination) Justification/purpose/supporting documents (eg. Receipts) and accounting classification Original ink signatures are required on all Local Travel Claims (as directed by FTR ) All Local Travel Claims must be processed in the Reston office and sent by postal mail or FedEx 18

19 TDY - TEMPORARY DUTY TRAVEL Manual Paper & Concur Government Edition (CGE) (Manual Paper claimed on SF-1012 with DI-1020) (CGE Electronic on-line Voucher) 19

20 Federal Travel Regulations & Compliance Authority: Federal Travel Regulations (FTR), 41 CFR Chapter 300 General (not included in today s presentation) Chapter 301 Temporary Duty Travel Allowances (TDY) Chapter 302 Relocation Allowances (PCS) (not included in today s presentation) Chapter 303 Payment of Expenses with the Death of Certain Employees (not included in today s presentation) Chapter 304 Payment of Travel Expenses from a Non- Federal Source of official business. (not included in today s presentation) 20

21 Federal Travel Regulations & Compliance continued: Requires Federal Civilian Employees and others to assure that official travel is conducted in a responsible and efficient manner with the need to minimize administrative costs and conduct costs-effective travel What standard of care must I use in incurring travel expenses? You must exercise the same care in incurring expenses that a prudent person would exercise if traveling on personal business. (In other words, what is advantageous to the government.) For what travel expenses am I responsible? You are responsible for expenses over the reimbursement limits established in this chapter. Your agency will not pay for excess costs resulting from circuitous routes, delays, or luxury accommodations or services unnecessary or unjustified in the performance of official business. 21

22 Specific Authorization Requiring Advance Approval Travel Sponsored by a Non-Federal Source Foreign Travel (DI-1175) First Class or Business Class Premium Class Accommodations (upgrades, over lodging) Special Needs or Disability Emergency Setting up Conferences (up to 30 employees) Actual Subsistence (IAM-Delegations of Authority) Proper Personnel to sign and approve authorization along with justification 22

23 Prior Approvals/Travel Authorizations ( ) Transportation (type for official purpose) Rental car (compact size, pre-paid fuel not allowed) Stopover, not in excess of 24 hours, & if scheduled flight time exceeds 14 hours ( & ) Reduced per diem rates ( 301, Subchapter C) Actual Subsistence ( 301, Subchapter D) Personal time or scheduled leave (cannot claim per diem) Cost comparisons (Discuss later in presentation, slide 28) Periodic return travel during TDY ( ) Amendments to TA done before creating travel voucher Signature of authority by appropriate Approving Official (generally the immediate supervisor). Original, pen & ink signatures of Traveler and Approving Official on manual/paper travel vouchers ( ) Supporting documents (flyers, s, memos, justifications and authorizations for special accommodations, etc.) 23

24 TDY Travel Approving Officials are held accountable for reviewing all claims and approving necessary amounts claimed in travel voucher package. Travelers are required to submit travel voucher for expenses within 5 days, upon return; or every 30 days if on continuous travel status (Extended TDY) Approving Official must return with comments, why it cannot be approved as submitted. (Respond and verify with justifications of flagged items.) 24

25 TDY Travel continued: Voucher documentation must include: Correct Line of Accounting (LOA) with funds available Evidence of your necessary travel authorizations including any necessary special authorizations ( ) Receipts for all expense, including, but not limited to: Airline Invoice Shuttle Laundry (not itinerary) Taxi Local Transit Parking Lodging Fuel for Rental Tolls Car Rental Car Baggage Fees ATM Fees Individual expense costing over $75 must be listed separately ( ) Explanation of mode of transportation and/or lodging expense if receipts are or are not available (ex: stayed with relatives) Supporting documents (agenda, flyer, , memorandum) 25 Properly documented & itemized travel expenses

26 Travel Vouchers - Non-Allowable Non-Allowable Expenses Tips: for meals, maids, porters, baggage carriers, etc., (included in M&IE reimbursement ) GPS, pre-paid fuel, locksmith fees, towing Personal Accident Insurance and/or Cost of Collision Damage Waiver Registration/membership fees Personal leave time Non travel related items: notebook, planner, flash drive, raffle tickets, maps etc. 26

27 Cost Comparisons POV instead of taxi (to & from common carrier terminal) Parking fee at airport (not to exceed cost of taxi fare, to & from common carrier). Traveler should use lower cost long term parking whenever possible. POV vs. common carrier Mileage basis, plus per diem, not to exceed the total constructive costs of authorized method of common carrier, plus per diem. If authorized POV to TDY, the commuting costs to places of duty or meals are limited for official business of an allowable claimed expense(s). (DOI TDY Policy 4.7.2) 27

28 Travel Vouchers (Invitational) Invitational traveler is not a regular Government employee, or employed intermittently as consultants or experts Invitational traveler is not under contract with DOI or Indian Affairs and paid on a daily, when-actuallyemployed basis or without pay or $1 a year, while performing official activities Authorization of travel allowances (eg. Per Diem Transportation, Miscellaneous, etc.) for an Invitational Traveler is the same as Government employees. The sponsoring agency (The Government) may purchase common carrier tickets for the Invitational Traveler using Government Corporate Card. Traveler pays all other travel expenses with personal funds

29 Travel Vouchers (Invitational) continued: A Manual-Paper Travel Authorization (DI-1020) is prepared and approved by sponsoring agency (the Government) before beginning of trip. The sponsoring agency (the Government) is responsible for informing the Invitational Traveler about the FTR and other policies and restrictions, such as; the individual is responsible for lodging, meals and misc. expenses. These items may be reimbursed by submitting a travel claim. The Invitational Traveler must submit all receipts and documentation to the sponsoring agency (the Government), who will then create a manual-paper travel voucher (SF 1012) for their allowable expenses. 29

30 Reduced Per Diem Rates Under what circumstances may my agency prescribe a reduced per diem rate lower than the prescribed maximum? Under the following circumstances: (a) When your agency can determine in advance that lodging and/or meal costs will be lower than the per diem rate; and (b) The lowest authorized per diem rate must be stated in your travel authorization in advance of your travel. 30

31 Reduced Per Diem Rates Continued: How is my daily lodging rate computed when I rent lodging on a longterm basis? When you obtain lodging on a longterm basis (e.g., weekly or monthly) your daily lodging rate is computed by dividing the total lodging cost by the number of days of occupancy for which you are entitled to per diem, provided the cost does not exceed the daily rate of conventional lodging. Otherwise the daily lodging cost is computed by dividing the total lodging cost by the number of days in the rental period. Reimbursement, including an appropriate amount for M&IE, may not exceed the maximum daily per diem rate for the TDY location. 31

32 Errors & Overpayment Errors - Incorrect Line of Accounting (LOA) Centrally-billed to Individually-billed (Contact AOPC, Charge Card Administrator with Budget Authority can change cost accounting code) Payment/Check Cancellations (returned from Treasury/EFT; reissue when information is updated for direct deposit) Treasury Offset Program (TOPS) Overpayment - Bill of Collections Process. Repayment of Bills of Collections must include the following: Check/money order made payable to (refer to IBC) Line of Accounting for each commitment item repaid Travel Authorization number 32

33 TDY - TEMPORARY DUTY TRAVEL & CHARGE CARD 33

34 JP MORGAN Government Charge Card POINT-OF-CONTACT Cheryl Battle Lead A/OPC Pamela Zongo Alternate A/OPC Gwen Hunt Alternate A/OPC Bradley Russell Alternate A/OPC New Employee Charge Card Training: 34

35 Charge Card Program Accounts Travel Business Line Purchase Business Line Fleet Student Activity Card (SAC) Transactions post as: IBA - Individually billed account CBA - Centrally billed account 35

36 Government Charge Card (GovCC) Description Agent Fee/Transaction Fee Airfare Airfare (baggage) X X Centrallybilled Individuallybilled Airfare (excess baggage/weight) X X Lodging Rental Car (Compact size) Fuel for Rental Car Meals & Incidental Expense (M&IE) Taxi / Shuttle / Parking X X Laundry min. 4 consecutive nights ATM transaction & terminal fees X X X X X at Lodging Facility X X Laundromat/Dry Cleaners X Registration Fees (Purchase Card Holder with Purchase Business Line) Do not use Do not use 36

37 Charge Card The Travel and Transportation Reform Act (Pub. L ) mandates the use of a Government charge card while on official travel. Travelers are required to use Concur - CGE for all reservations (airline, rental car and lodging). Per the BIA Charge Card Policy Manual, any exemptions from having a Government charge card may only be granted by the Assistant Secretary - Indian Affairs. 37

38 Mandatory use of Charge Card The following people watch the accounts against fraud and abuse: JP MORGAN s Security and Fraud Department Charge Card Support Center Acquisitions Charge Card Program Agency Program Coordinators Approving Officials 38

39 Charge Card Travel Business Line The travel business line can be used to pay for airline tickets, transportation, lodging and restaurant expenses. ATM withdrawals are authorized up to a maximum amount of $60.00 per week (BIE). Refer to Regional Agency/Organization Program Coordinator (A/OPC). ATM withdrawals are authorized up to a maximum amount of $270 per day, $560 per week. General Rule: Do not exceed the allowed per diem rate 39

40 Charge Card Cardholders and immediate supervisors (AO) are responsible for reviewing and signing charge card statements. Agency/Organization Program Coordinator (A/OPC) can audit your charge card at any time. Maintain records (TA s, Itineraries, Receipts etc.) for 3 years. Do not give your charge card to anyone else to use. Keep cards in a locked secure place. 40

41 Charge Card continued: Cardholders are responsible for their own cards: Ensuring bills are paid on time Disputing any charges Adjusting to proper accounting data by contacting your FBMS budget coordinator Cardholders must reconcile their statement, sign the statement and provide the statement & supplemental documentation to their AO for review & signature within 30 days of the statement date. 41

42 Charge Card Delinquencies Under the DOI Policy: JP Morgan will automatically suspend the account of cardholders delinquent 61+ days. The cardholder & supervisor must create a written a plan of action to correct delinquency, before reactivation. Accounts of cardholders delinquent 96+ days have their accounts suspended. Accounts of cardholders delinquent 3 or more times, will be closed. 42

43 Charge Card Delinquencies Continued: Suspended accounts affect all business line authorities. Requests to reopen a suspended account must be submitted in writing to your regional A/OPC. Make Your Payment No Later Than the Payment Due Date. 43

44 Charge Card Friendly Reminders This is a Charge Card, not a Credit Card. Payment is due in full each month! Do not use the card to fuel or maintain your personal vehicle Be a prudent buyer You are spending your tax dollars! Remember: Government spending must abide by Appropriation Law and must meet the necessary expense rule. Maintain your Charge Card log with receipts and required approvals. Your log must be kept for 3 years. 44

45 Government Charge Card Continued: ATM Calculation (maximum M&IE allowance) Example: ATM withdrawal amount $ (which is considered an Advance and Individually-billed) ATM terminal fee $2.00 ATM total cost $ ATM transaction fee is $1.78 (1.75% of total) $ X 1.75% = $1.78 Reimbursable to traveler is = $3.78 ATM fee is reimbursable only when GOVCC is used. Traveler is responsible for expenses due from withdrawal, including fees, and entire travel card bill by due date. 45

46 TDE - Temporary Duty Extended 46

47 Temporary Duty Extended (TDE) more than 365 days Also known as: Extended or long-term TDY The definition of long-term detail by Internal Revenue Service (IRS) is travel which lasts for more than one year, or for which there is no realistic expectation that such travel will end within one year. (from Official IRS Travel Guide [ ]) 47

48 How does this affect the traveler? Amended April 15 th IRS filing(s) Traveler may owe thousands of dollars to Indian Affairs, due to overpayment in the form of Income Tax Reimbursement Allowance (ITRA) How does this affect the Agency? Substantial debt to pay from current year funds to properly reimburse traveler and IRS taxes as the Agency 48

49 How does this affect the TDY Desk? Complex & time consuming audit Total reconstruction of years of travel to verify actual costs incurred Compliance audit on years of travel, often resulting in large bills of collection to the traveler, before issuance of ITRA Possible dispute filed with Civilian Board of Contract Appeals (CBCA) over audit results, causing the process to take multiple years to resolve 49

50 How does this affect the TDY Desk? Continued: IRS determines how long the traveler MUST have a break in travel to the same location to perform the same task 7 consecutive months (Official IRS Travel Guide ) 50

51 Temporary Change of Station Advantage for BIE: Can be utilized for extended TDY assignments for 6 months not to exceed (NTE) 30 months ( ) Similar to PCS reimbursement, but less costly without the continuous TDY payments to employee 51

52 Temporary Change of Station Advantage for employee: More productive employee Less travel time spent to same location Considered taxable to employee (including Relocation Income Tax Allowance) End of tour, the employee MUST be returned to permanent duty station (PDS) ( ) Not required to sign Service Agreement 52

53 Management Accountability for Temporary Change of Station Efficiently managing your program funds Starts on the first day of the assignment! Example: how long has this individual been on this same location/assignment? (are you keeping a spreadsheet of who is where and for how long?) Has or will this become taxable? Has the employee had a 7 consecutive month break from this location? 53

54 TDY - TEMPORARY DUTY TRAVEL POST REVIEWS 54

55 IA Travel has been post reviewing paid vouchers to ensure compliance with FTR, DOI and IA Travel Regulations. The selection of vouchers to post review: All vouchers of $1, or more, and a Random selection of paid vouchers of less than $1, Post Reviews of Paid Concur Travel Vouchers Why and How 55

56 Indian Affairs Post Review Results The vouchers reviewed that have been found to have discrepancies (ie: missing documentation, justifications, authorizations, and other errors,) can easily be resolved by being more vigilant when reviewing travel documents for approval. 56

57 12 Most Common Post Review Errors Missing (Paid) Airline Receipts Missing (Paid) Lodging Receipts Missing Rental Vehicle Receipts Missing Other Receipts gas, ATM, laundry, taxi, etc. (DOI TDY Travel Policy Handbook,1.4.1; IA Travel Policy Memorandum of April 8, 2014 Any other expense requested or required by IA or DOI. ) Missing Justifications/Authorizations Overlodging (Lodging exceeds maximum GSA rate) Oversized Rental Vehicle explain & justify by using the Exception Tab within Concur, the reasoning for requesting an oversized vehicle. 57

58 Common Post Review Errors Continued: No Lodging Claim (Voucher must include, if no expense, justification or clarification needed) No Mode of Transportation Claimed (Must be included in Vouchers how did traveler get to TDY location and back Missing Cost Comparison (must be included for travel over 350 miles (DOI TDY Travel Policy Handbook, and 4.1.4) Continuous Destination (same location) with more than 55% per diem Incorrect per diem for TDY location These are the most common errors found in post reviewing of Concur Vouchers. 58

59 A Note on Receipts Must I provide receipts to substantiate my claimed travel expenses? Yes. You must provide a lodging receipt and a receipt for every authorized expense over $75, or provide a reason acceptable to your agency explaining why you are unable to furnish the necessary receipt(s) (see of this chapter). FTR What documentation must I provide for reimbursement? You must provide receipts or any other documentation required by your agency. 59

60 Incorrect Concur Exceptions Tab 60

61 Correct Concur Exceptions Tab 61

62 Exceptions tab (Concur) Exceptions tab provides space for information to be entered regarding the TDY assignment. The traveler is to provide the required authorization(s) and justification(s) to document the TDY assignment. The information entered into this area is part of the official government record. 62

63 Responsibilities Although travelers and reviewers have the responsibility to ensure compliance with travel regulations - - Approvers of vouchers are ultimately responsible for the validity and compliance of vouchers with regulations. (DOI TDY Travel Policy Handbook, 1.4.2) 63

64 Flagged Post Review Vouchers (Concur) Errors found such as missing receipts, documentation, mode of transportation, trip purpose, etc. - Voucher will be flagged and documented on the monthly tracking spreadsheet. An will be sent to the traveler, reviewer and approver noting the discrepancies that were found. 64

65 Note Regarding Post Reviewer The Post Reviewer is not infallible If you believe there is an error in the Post Review of the voucher send an to the Post Reviewer with sufficient documentation and/or justification to support your claim. 65

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71 Travel Policy Websites BIE Home Page Finance Tab Travel page Federal Travel Regulations (FTR) Travel (To find mileage and Per Diem rates) City Pair Program Concur Government Edition (CGE) DOI for Departmental Policy Fedrooms MapQuest (Maps & Driving Directions) Tax Exemption Forms DTMO Car Rentals Travel Policy Accident Policy (for rental car) Inter/Intra Agency Travel Agreement me.htm 71

72 Questions? 72