December 5, 2013

 Concur Solutions  Changes in 2013  Customer Service  Travel Authorizations  Audit Findings  International Services  Conference Guidance  Foreign Travel

On-Line Booking Tool

 Use of previously canceled ticket whenever possible  One-connection  Travel from a sister airport (PHF or ORF) if the difference in airfare is ≧$200  Two hour window if a less expensive flight can be located that meets the business need  Purchase of Non-refundable tickets  Regular coach seating (no premium upgrades, business or first class without approval)

 Direct bill – contact CI Travel via  Visitor Self-Pay – must have personal credit card number to reserve.

 Trip approval verification by CI Travel before ticketing  Cancellation of a trip in SUBMITTED status  Expense Report Notifications  Corresponding with CI Travel  Conferences – another topic  Reapproval requirements reduced on Travel Authorizations

For Travel Functions

 TA System  Petty Cash  Process questions  Comments  Concerns  Suggestions  Recommendations ◦  Foreign Travel ◦ Sasi Wojcik ◦ ◦ Ext 7437  Conference Travel ◦ Eve Turner ◦ ◦ ◦ Ext  Relocation ◦ Sasi Wojcik

POA Approvals And TS Release

 TA created after start date – no explanation  Third Party Reimbursment – Section not completed  POA splits – not user identified  Purpose insufficient to determine type of travel

Foreign Visitor Stipend Payment / Voucher Processing Schedule Calendar Year 2014 Period End Date T/C Submit Stipend Request to Payroll A/P Check Date T/S Check Released to T/C On Direct Deposit Date T/S Adjusted Due Date 1/151/1 - 1/61/131/15 1/20 1/311/16 - 1/221/291/31 2/5 2/152/1 - 2/52/122/14 2/19 2/282/16 - 2/192/262/28 3/5 3/153/1 - 3/53/123/14 3/19 3/313/16 - 3/193/263/313/28Qtr4/2 Stipend request can not be submitted prior to the first day of the pay period and must be submitted 5 business days prior to the check date. With the exception of the pay period ending 11/30 and 12/31 which is adjusted for holidays. Checks given to T/C's on 4/14, 5/14, 7/14, & 9/29 should be given to visitor on the 15th & 30th respectively. 12/19 Check run will pull vouchers due through 12/30/14 12/22 Check run will pull vouchers due through 1/6/15

2013 Audit conducted by ORO

 Some trips were not approved prior to the trip start date. ( A-1) ◦ Approval must be no later than day before start date. ◦ Requires explanation in Notes/Comment section for why policy was not followed.

 Some requests for reimbursement of actual lodging above per diem were requested after the trip end date. ( C-2[d]) ◦ Actual Lodging Form (ALF) should be attached to TA ◦ Approval/Denial will be sent to TA Preparer ◦ If submitted with ER – Explanation must be written (why policy was not followed)

 Expense reports were not submitted timely. ◦ Travel Policy states:  Domestic – due within 10 business days after return  Foreign – due within 20 business days after return ◦ Electronic ER Status helping? ◦ Reminder Notifications helpful?  Labor & Travel Project code not the same.

Eve Turner

 Expense Report Limitations  Add Event and/or Projections  “Conferences Requiring Approval” spreadsheet  Conference lodging rate eliminated (10/31/13)

Sasi Wojcik

Frequently Asked Questions

 JLab policy ( A7) and Foreign Travel Order 551.1D requires 2 days of business for every 1 day of personal for approval.  Day before start of business – (travel day)  Day of Rest – (FTR hour rule)  Day after end of business - (travel day)  Day(s) between business engagement - (consult Jlab Foreign Travel office)  Day(s) business is being conducted

Where origin and/or destination are outside US and scheduled flight time, including stopovers and change of planes, is in excess of 14 hours, you may ◦ Use “lowest other than coach-class” airfare, or ◦ Have a rest stop en route, or ◦ Rest period (not to exceed 24 hrs) upon arrival at final destination. Reference: FTR

Canada Costa Rica Denmark Dominican Republic France Germany Ireland Italy Mexico Netherlands Portugal Spain Switzerland United Kingdom 10/18/13 What Countries do not qualify for a DAY OF REST? Method used for determination: Based on one connecting flight with a 2 hr. layover from NN or Norfolk and landing at major city airport in the destination country. Consult Travel Services for exceptions that may apply when itinerary is outside of these parameters. Method used for determination: Based on one connecting flight with a 2 hr. layover from NN or Norfolk and landing at major city airport in the destination country. Consult Travel Services for exceptions that may apply when itinerary is outside of these parameters.

 Policy B-3 states: ◦ U. S. Flag Air carriers shall be used for all domestic travel. ◦ Foreign travel, may be accomplished through the use of a U.S. Flag Air Carrier or a foreign carrier with an open skies agreement in accordance with FAR and FTR301-10, 135(b). ◦ More on Fly America Act and Open Sky Agreements can be found at:

Medical - Travel Guard by CHARTIS See Foreign Travel approval attachment. Auto – Take insurance offered by vendor Refer to “Insurance Information for Jlab Traveler’s” pamphlet on the travel webpage at: pamphlet.pdf

Invitation to attend Traveler Briefing Attend Travel Requirements Briefing for Travelers ◦ December 11, 2013 ◦ CC, Auditorium ◦ 2:30 – 3:30pm

12/5/2013 Comments