1. Annual Coordinator Workshop
Fulfills GEN016 training requirement

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

3. 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 ( B-5).
When POV is preferred TA needs to have comparisons attached for
airfare
rental car , unless one of the exceptions apply.

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

5. 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 ( 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 ( A3).

6. What are some of the reasons you change the TA?

7. 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)

8. 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

9. 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

10. 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

11. 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

12. 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

13. 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

14. 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

15. 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?

16. 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

17. 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)

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

19. 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