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ANNUAL TRAVEL MEETING

ANNUAL TRAVEL MEETING . December 7, 2010. TSA Screening at Airport. Wearing loose fitting clothing is permitted but may be cause for additional screening. Avoid wearing clothing, jewelry, or other accessories that contain metal.

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ANNUAL TRAVEL MEETING

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  1. ANNUAL TRAVEL MEETING December 7, 2010

  2. TSA Screening at Airport Wearing loose fitting clothing is permitted but may be cause for additional screening. Avoid wearing clothing, jewelry, or other accessories that contain metal. You MUST remove your shoes before entering the walk-through metal detector. Disposable footwear can be worn during the screening process.

  3. Wi-Fi on Airplanes - Policy change, now allows JLab to reimburse these charges on flights of two (2) hours or more.

  4. Take a Seat – Any Seat Seats available at check-in only Airport restrictions for assigning seats Aisle seating charges Reserved for Mileage Plus flyers

  5. Looking for Travel NEWS Insight Travel News Tab Weekly Briefing

  6. Annual Travel Meeting • Rearden • Foreign Travel • CFO Report • Rental Cars • Accounting Manager Report • Expense Reports • Conferences • Relocation • Lodging

  7. Rearden On-Line Booking System • JLab Sign-In link: (https://jlab.reardencommerce.com) • Travel Arranger’s must be registered to use Rearden • Traveler profile required if not one-time Guest • To register send email to E-Solutions@citravel.com • Assistance with features – See Travel Reservations tab • Open Enrollment instructions • Notification Preferences • Guest Traveler • Assigning a Delegate to a traveler

  8. On-Line Reservations Adoption Rate Figures reported by CI Travel in FY2010 Services Review

  9. Request for Foreign Travel • Routing Templates • Approved Travel Authorization • No Cost to Government • Screen changes – HQ updates, any question on changes? • Draft (status) trips – not monitored • Late submissions – notify Gloria via email once trip is routed for approval. • When is approval for Foreign Travel necessary?

  10. Foreign Travel • Requirements • Employee traveling internationally on JLab, DOE, or other US Government business • Approval required regardless of who pays for trip • Country clearance needed to enter country • Export documents needed to bring laptop or equipment back into US upon return • Non-employee traveling on US Government funds • Approval required • Country clearance needed to enter country • Export documents needed to bring laptop or equipment back into US upon return

  11. Report from the Chief Financial Officer Joseph Scarcello

  12. Travel Workshop • Budget Info • FY10 Appropriation NP w/ 12 GeV $112,511,000 • FY11 Requested Budget NP w/ 12 GeV $129,893,000 • FY10 Costed (All B&Rs) $184,889,450 • Continuing Resolution • FY 11 Received for period thru 12/3 $35,903,225 • FY11 Requested for period 12/4-2/24 $50,141,000 • Currently calculating request for CR thru 12/18 • CR Based on lesser of FY10 Appro or FY11 Request • Rumored that we could have a 12 mo. CR • Could keep 12 GeV at FY10 $20M not FY 11 Req of $36M • Travel Activity Info for FY10 • Total Travel Costs includes Stipends $3,796,904 ($2,342,254 w/o stipends) • Total Domestic Trips 1,765 • Total Foreign Trips 231 • Total Trips 1,996 • Total Stipends $1,454,650

  13. Rental Car Program National Highlights National – First / Primary Source Use of the Rental Program helps billing and processing of Expense Reports

  14. Rental Car Program Highlights of Budget Rentals Budget – Secondary Source Use of the Rental Program helps billing and processing of Expense Reports

  15. Rental Cars • Preferred company – National Rental Car • Rate from ORF, RIC, PHF $39/day • Other locales $42/day (base) • Secondary – Budget Rental Car • Rate from ORF, PHF $39/day • RIC $41/day • Other locales $41/day (base) • Features • Direct bill • Preferred renters program • Airport pick-up, even if flight is late • Roadside Assistance

  16. Report from the Finance Accounting Manager Pamela Turk

  17. Expense Report Approvals via Email Travel Coordinator initiates email to traveler To: Must ID Traveler (prefer business address) Subject Field: Expense Report Approval Trip # XXXXXXXXXX Body: Instructions – “Please review the attached expense report and FORWARD with your approval to travels@jlab.org and copy me. For audit purposes, your response must be forwarded from your receiving email account. Please contact me if you have any questions.”

  18. Traveler Signature on ER An charges, especially those being paid directly to the visitor, must be approved by the traveler. Dates of travel and out-of-pocket charges should be reviewed carefully before being approved. Signature can be obtained via, 1) Email to the traveler, request "APPROVAL AS SUBMITTED" and return to travels@jlab.org 2) Faxed to the traveler, signed and faxed back to TS and/or you. (757-269-7074) 3) Presented to the traveler for signature before they depart JLab

  19. Required Receipts Original receipts are required to obtain reimbursement for the following expenses: • Airfare: E-receipt with full itinerary • Car rental: itemized bill from rental agency • Lodging: itemized bill • Expenses exceeding $75.00 per charge See Administrative Manual, Section 402.03-A.6 for additional information Scanned receipts, in lieu of originals, are not currently accepted.

  20. Air Fare Comparisons • What can be done to get them before travel occurs? • Parameter’s for post-travel air comparison

  21. Other ER Reminders • Not all ER’s are audited – your accuracy is important. • Per diem rates changed in October – if TA done before then go to travel website to verify current rate. Local rates changed from: FROM TO • Lodging $80 $77 • Meals 56 46 • Charge Code totals equals “Total to be Expensed”. • Add airline service charge to ticket price. • Ask traveler about meals provided, even if they were not at a conference.

  22. Conferences • Projections • Timeliness has improved • Used to determine approval requirements • Late Requests to Attend • Meal Deductions – • confirm from registration form or with organizers • Subtract on the TA • Subtract on the ER

  23. Relocation FTR 302-11.302  - Documents required to request reimbursement for the sale of a former residence or the purchase of a new one? • To request reimbursement for the sale of a former residence or the purchase of a new one, you must submit to your agency: • (a) Copies of your sales agreement when selling a residence; • (b) Your purchase agreement when a purchasing a residence; • (c) Property settlement documents; • (d) Loan closing statements; and • (e) Invoices or receipts for other bills paid.

  24. Lodging in Newport News • GSA reduces per diem for FY2011 to $77/day • Prefer lodging arrangements be made through • Rearden • Lisa or other CI Travel Consultant • List of preferred properties on travel website • Negotiated rates for JLab visitors • Direct Bill arrangement established

  25. Contributions to this Workshop A special Thank You to these local vendors for their support of this annual workshop. Marriott City Center – Host (refreshments) Promotional Items and/or Gift Certificates - • Towne Place Suites • Staybridge Suites • Courtyard & Residence Inn of Newport News • Comfort Inn • Omni Hotel • Holiday Inn • Candlewood Suites

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