Annual Coordinator Workshop Fulfills GEN016 training requirement

What will we cover Approved modes of transportation Travel Authorization Warnings & Reminders NEW Conference Guidance Notification Expense Report Reminders Upgraded Processes

Mode of Transportation Policy (402.03) states “air” most efficient and economical form of transportation The second most economical form of transportation is rental car (402.03 B-5). When POV is preferred TA needs to have comparisons attached for airfare rental car , unless one of the exceptions apply.

Release of TA by Travel Required approvals include – Authorized POA Budget (if over $10,000) Training (if JRT) Third Party Reimbursement (30-600 acct) Travel reviews for conference attendance May notice errors such as incorrect account no.

Travel Authorization Reminders Multi-Destination trips Use one TA to avoid erroneous payments (e.g. per diem) Stipends Foreign visitors can receive a stipend to cover meals and lodging in accordance with the travel policy (402.07 B3). Other allowable expenses on the TA are, Transportation: air, rental car, shuttle, taxi, etc. Visa Unallowable expenses include > meals per diem while on business travel > lodging upon arrival or departure during stipend period Submission after travel start date Add statement in notes for why costs were incurred before approved (402.01 A3).

What are some of the reasons you change the TA?

TA Reapproval Warnings Changes to submitted trip that DO NOT require reapproval, Add or change a note/comment Add or remove an attachment Adding a conference link Reduce the cost of travel (example, add meal deductions) No change in cost (remove miscellaneous, add taxi) Changes to submitted trip that require reapproval, Add a destination Add a new funding code (POA) Increase cost on a POA Change duration of a trip (i.e., 4 days to 5 days) Addition of employee paid expense (formerly indicated as company paid or not previously approved - car, air)

Improving Conference Management The Department of Energy launched a comprehensive initiative to improve management of conference-related activities and spending. As a result, these changes will: -Better enable participation in vital professional conferences -Significantly expedite the approval process -Allow attendees to take advantage of reduced early registration fees and lower travel costs The Memorandum on Conference Management issued on December 6, 2012 has been cancelled A revised Memorandum on Conference Management was issued by DOE on 17 August, 2015 11/10/2015 Carol Kinsey

Highlights include: Dividing Conferences into two categories: -Conferences sponsored by DOE and/or its Contractors DOE/Contractor sponsored conferences held at or by Jefferson Lab will be managed, tracked and reported through Staff Services. -Conferences sponsored by external entities (NON-DOE) that DOE and its contractors attend but have no role in funding or promoting 11/10/2015 Carol Kinsey

Contractor Reporting Responsibilities What are the differences between DOE-sponsored, DOE/Contractor-sponsored and Non-DOE sponsored events and the reporting responsibility of the contractor? Type of Conference Description   Contractor Reporting Responsibilities DOE-sponsored A conference hosted/sponsored by a DOE program office Report all costs in Conference Management Tool (CMT) and if DOE aggregate costs >$100k, DOE approval needed DOE/Contractor-sponsored A conference hosted/sponsored by a DOE contractor (lab, plant, etc.) If the host can ensure DOE aggregate costs <$100k, do not need to report in the DOE CMT. (The contractors have elected to add all events of this type into CMT) If the host cannot ensure DOE aggregate costs <$100k, report all estimates in the DOE CMT Non-DOE-sponsored Conferences hosted by parties outside of DOE for which no monetary support or DOE, a lab, or M&O logo is provided. NOTE: If there is monetary support or a logo provided, it becomes a DOE- sponsored or Contractor sponsored event (see conference type above) (a) Track participation through JLab internal system (b) Seek Lab Director or COO approval if estimated costs >$100k. 11/10/2015 Carol Kinsey

Difference in conference processing Projections Add well in advance of event start date (guidance recommends up to 6 months) Event database Create event for using “Projected Travel” if event does not exist DOE sponsored or contractor sponsored events (including most meetings) NON-DOE sponsored events Do not create event for Trainings (not associated with a conference, e.g. USPAS) Advisory Meetings Reviews Operational Meetings on Federal facility Vendor Visits At bottom of page, answer Y/N to DOE contractor-sponsored conf? Do not add a DOE event number, even if a field is provided Travel Authorizations – no change Expense Reports – no change NOTE: Conference web page has been updated with the new information and process

Internal Transfer Reg Fees JLab staff participating in event at JLab Blanket TA okay? YES Multiple POAs? Identify individual names, Project and amount in notes or attached spreadsheet On TA – field: Attending Event? Select “DOE – Internal” Expense Report? NO Travel will do the rest and archive trip

Self-Purchased Airline Ticket Policy states JLab personnel must purchase tickets through sub-contractor Pre-approval needed for self-purchased ticket Traveler must send Accounting Manager Costed itinerary from sub-contractor or Concur Planned itinerary (costed) for personal purchase Explanation for requesting exception to policy

FTMS Access to change Those who originate 3 or more foreign travel requests a fiscal year. Access through “mydesktop” No access to FTMS? Designated coordinator to create TR to be identified

Day of Rest Origin and destination are both OCONUS Wheels up at originating point to wheels down at final destination exceeds 14 hours Is an over-night stop allowed? What if he does not fly coach-class?

Expense Report Status Notifications Status (drop down menu options) Awaiting ER ER received, not audited Awaiting additional information ER in CP (for future use) Notifications – visitors and guests TA Preparer Notifications - for lab employees, Traveler

Expense Report Reminders Origin – required field not copied over from TA Claiming mileage? This is starting point for mileage calculation If JLab to airport, indicate NN, VA No mileage verification needed from JLab to local airports Purpose – attending an event (use Event # in description) Costs claimed on ER can not exceed approved TA Enter time of day return after midnight Start and end if one day trip Direct Bill charges – validate against the attached receipts for accuracy Meal Deductions – program agenda from website to be attached to ER deduction based on GSA rate at the location where traveler was at midnight Notes Attachments Letter of Invitation for third-party reimbursable expenses Drive vs. fly (air and car comparisons) Extra days between or during events (weekend stay)

Use of Concur Adoption rate up 10% Service charge savings to Lab - $7400 Take advantage of monthly webinar update

Electronic Updates Effective January 2016 Audited Expense Report No, EFT – will be sent electronically to traveler and coordinator. Yes, EFT – will be attached to payment notification Coordinator will be sent copy for file via email