CD Travel Workflows Current Workflow Proposed Workflow

Traveler s Request info Rental Car Approval needed? Flag for Supervisor & Division Approval for rental car Hotel over Per Diem? Travel Rep assign workflow Division Approved? Directorate Approved? (if needed) Enter in Miser Enter in CD Travel DB Enter in Leave Req Conference Regulator(Is a Conference?) Notify Traveler with Reason Yes No Travel Rep completes Travel Authorization Supervisor Approved? Yes No Conference Process Hotel Overage Process End Begin Current Domestic Travel Workflow

Travel Request Notes Required – Project & Task Number – Travelers Name – Conference Title – Conference URL – Vacation Request in Conj? If so dates of vacation – Dates planning travel – Travel Advance Requested? – Travel Purpose and location/address – Will trip be reimbursed by another organization? – Rental Car needed? Return to Chart

Travel Authorization This is an excel spreadsheet Requires Admin to lookup the travel code from The Project Authorization List (PAL).(PAL) Information required: – Name – Badge – Phone – MS – – TA Preparer – Preparer Phone – Preparer – Div/SEC/Dept – Project Number – Task Number – Travel code – Trip Purpose – Travel Advance(if requested) – Departure Date – Return Date – Car Rental yes/no, if yes then justification – Max FTR rate for Lodging – Want Travel to reserve hotel? – Vacation days, from & to with destination Return to Chart TA Part 2

Conference Regulator Notes and Fields Needs to see conference name and URL Question: Does this trip meet the definition of a “Conference” per DOE O 110.3? YES_ NO_ Exclusion # or NA_______ The exclusion options list is already in the Travel DB Return to Chart

CAAR Info Needed from Traveler Purpose & Objective of attending conference Impact Statement-Must be a statement of the effect of NOT attending the conference Return to Chart Return to Conferences

Travel Rep Create CAAR Notes Date of Request: Use date that traveler submitted the CAAR info Traveler Name & Section (from initial request) Conference Title & URL (from initial request) Sponsoring Organization(s) (this will be added by Travel Rep) Use CAAR Info supplied by traveler Return to Chart Return to Conferences

DIR Travel DB notes The Directorate TravelDB is found here.here. Return to Chart

Travel Authorization Part 2 Cost Estimate: – Requires an airfare estimate – Limo cost (generaly use $100) – Train, rental car & other transportation as necessary(need costs) – Number of nights, lodging rate & per diem rate found here.here – Also it is available as a XLS file updated monthly – If registration fee what is the cost? Return to Chart

Hotel Overage Notes BSS has a simple form that requests: – Name – Location – Dates – Purpose – FTR Maximum – Rate requested & % over the FTR – Justification – Approvals for Traveler, Division & Directorate(>150%) – The form is found here.here Return to Chart

Rental Car Notes This is a yes/no block that will be checked on the travel voucher CD requires specific approval for rental cars Return to Chart

Miser Notes Return to Chart

CD TravelDB Notes Fields: – Short Name – Long Name – URL – Start Date – End Date – City – State – Country – Purpose – Cost Estimate, No commas or dollar signs – Sponsor Applies? Yes No Undetermined – Comments – Exclusion a.DOE employees traveling to sites where work for DOE is being performed to discuss the status of that work b.formal, structured training programs (including seminars specifically held for training purposes) that have specific objectives identified to improve certain knowledge, skills, and abilities c.contractor activities related to work not funded by DOE d.meetings requiring only local travel e.Federal Advisory Committee meetings f.contract pre-proposal, bid opening and similar activities, including negotiations g.public hearings and associated briefings h.audits, inspections, and investigations i.DOE technical/business program, project, or peer reviews j.activities funded through financial assistance agreements, unless management of a DOE conference is a purpose of the Agreement k conferences for which DOE is sponsoring or co-sponsoring where the total DOE expenditure is less than $10,000 NA Not Applicable The CD Travel DB is found here.here. Return to Chart

Leave Req Notes Must be broken out by days for the travel and vacation(if any is to be taken) Return to Chart

Conferences DOE Funds being used? Request CAAR Info from traveler Enter DIR TravelDB Travel Rep complete CAAR No End Begin Yes Return to Chart

Hotel over Per Diem >150% Flag for Division Approval on Hotel Overage Flag for Division & Directorate Approval on Hotel Overage Yes No End Begin Return to Chart

Traveler Completes Leave/Travel Request Rental Car Approval needed? Flag for Supervisor & Division Approval for rental car Hotel over Per Diem? Document Generation Division Electronic Approved Directorate Electronic Approved (if needed) Conference Regulator(Is a Conference?) Notify Traveler with Reason Yes No Supervisor Approved? Yes No Conference Process Hotel Overage Process End Begin Proposed Domestic Travel Workflow Travel Rep completes Travel Authorization

Proposed Leave Req The traveler will start the request for a travel within leave usage – This would require that the needed information for a travel be supplied at this time Project & Task Number Conference Title or Trip Purpose Conference URL Vacation Request in Conj? If so dates of vacation Dates planning travel Travel Advance Requested? Travel Purpose and location/address Will trip be reimbursed by another organization? Rental Car needed? – Use Miser data so that the budget line item can be chosen – Currently Leave Requests for travel require the CD Travel Database already have the travel in it. Have this be pushed back so the admin can associate the two in order to avoid duplication of events – Allow traveler to select Admin who will do travel along with “Any Admin” which will then be sent to CD-SIS There should be a 48? hour follow up from the system to CD-SIS if an admin doesn’t “acknowledge” a travel req. This in order to avoid a travel req sitting in someone’s “todo” if they are on vacation. – The approval for this would be as is now, Supervisor approves Leave Request –This would be accepted as the Supervisor’s approval wherever needed. Return to Proposed Chart

Travel Authorization (Proposed) This is an excel spreadsheet Aggregate Data with purpose of having a computer generated spreadsheet: – Get travel code from The Project Authorization List (PAL). (PAL) – These can come from the original request in the Leave Req: Name, Badge, Phone, MS, TA Preparer, Preparer Phone Preparer Div/SEC/Dept Project Number Task Number Trip Purpose Travel Advance(if requested) Departure Date Return Date Car Rental yes/no, if yes then justification Max FTR rate for Lodging Want Travel to reserve hotel? Vacation days, from & to with destination Return to Proposed Chart TA Part 2

Travel Authorization Part 2 (Proposed) Admin Responsibilities – Add/associate a record in the CD Travel DB – Add complete fields needed for Cost estimate: Airfare Costs City Hotel Nights & rate Perdiem days & rate – would be great if this could be retrieved from the State Dept. » There is a excel spreadsheet released monthly here here Limo, train, rental car & other transportation as necessary registration fee Have system create record in Miser with all gathered information Return to Proposed Chart

Conference Regulator Notes and Fields Needs to see conference name/trip purpose and URL Question: Does this trip meet the definition of a “Conference” per DOE O 110.3? YES_ NO_ Exclusion # or NA_______ – This will be answered/completed by the Division Conference Regulator The exclusion options list is already in the Travel DB Needs an electronic approval for Division Conference Regulator Return to Proposed Chart

Conferences (Proposed) DOE Funds being used? Gather CAAR Info Enter DIR TravelDB No End Begin Yes Return to Conferences Return to Proposed Chart

Create CAAR Notes Have system generated request traveler complete the required information: – Should this be available as part of the Leave Request? If it is expected/know to be a conference at the time of request this will expedite things If we leave it to be done as an edit it will require supervisor approval again Date of Request: Use date that traveler submitted the CAAR info Traveler Name & Section (from initial request) Conference Title & URL (from initial request) Sponsoring Organization(s) (this will need to be added by Travel Rep at this time) – Have system send an to travel rep notifying them to complete the CAAR Use CAAR Info supplied by traveler Sample CAAR is here.here. Will need to be associated with Travel Req for Approvals by Directorate and DOE/FSO – Directorate electronic approval – Will DOE/FSO have to be a hard copy? Return to Proposed Chart

DIR Travel DB notes (Proposed) The Directorate TravelDB is found here.here. Discussion about when to complete this needed Return to Proposed Chart

Hotel Overage Notes BSS has a simple form that requests: – Name – Location – Dates – Purpose – FTR Maximum – Rate requested & % over the FTR – Justification – Approvals required for Traveler, Division & Directorate(>150%) – The form is found here.here – This form needs to be associated with Travel Req for approvals Return to Proposed Chart

Hotel over Per Diem >150% Flag for Division Approval on Hotel Overage Flag for Division & Directorate Approval on Hotel Overage Yes No End Begin Return to Proposed Chart

Rental Car Notes This is a yes/no block that will be checked on the travel voucher CD requires specific approval for rental cars Return to Proposed Chart

Document Generation If hard copies are still needed for Directorate and travel this would be the time to generate all forms that are needed. – Generate completed spreadsheet for download by admin to be used in reconciliation – Cost estimate – CAAR (if needed) – Hotel Overage(if needed) Return to Proposed Chart