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Creative Associates International Travel Office

Creative Associates International Travel Office. The Travel Process. Begins with your knowing and understanding Creative’s Travel Policy This information can be found in the Travel Section of the Field Operations Manual on the Intranet Submission of a Travel Request Form

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Creative Associates International Travel Office

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  1. Creative Associates International Travel Office

  2. The Travel Process • Begins with your knowing and understanding Creative’s Travel Policy • This information can be found in the Travel Section of the Field Operations Manual on the Intranet • Submission of a Travel Request Form • Pre-Travel Arrangements • Post-Travel Responsibilities

  3. Creative’s Travel Policy - Fly America Act • It is a requirement to use U.S. flag air carriers for employees and their dependents, consultants, contractors or other travelers whose transportation costs are funded through U.S. Government contracts. • Ticket costs may be higher because this regulation cannot be waived unless there is no U.S. flag carrier “available”. • Please see the Field Operations Manual for further clarification on the term “available”.

  4. Previous Uses of the Travel Request Form • Seat Reservation • Ticket Purchase

  5. Enhanced Uses of the Travel Request Form • Obtain quotes for proposals & potential travel • Make reservations and purchase tickets • Request quotes for alternate travel dates and routes • Capture notes from submitter, approver, and processor with name and date of submission • Designate whether or not the travel arrangements are regulated by the Fly America Act • If the form is rejected by the travel representative or the approver, the submitter can re-submit the rejected form without completing a new form • Generate emails notifying Traveler and Approver of the current status of processing

  6. Travel Request Form and Approval Process • Travel Request Form • Creative Forms Flowchart for Travel Request Form • Travel Approvers • Project Director • Division Director • BDU Director

  7. Pre Travel Arrangements • You or your backstop are responsible for processing the following arrangements in coordination with the appropriate contact at least one week prior to your travel date. • Travel Documents • Visas • Go to www.visaobtainers.com • When a visa is not required, you may consider carrying one or more of the following: • Copy of project contract • Invitation to in-country event • Copy of your return flight itinerary and hotel reservations • Customs Letter • Detail of any equipment being carried • Insurance • DBA/MEDEX – HR Benefits Administrator • Finance/Payroll • Travel Advances – A/P • Please include your country clearance and all of the appropriate forms and approval signatures • Danger Pay - Payroll • Timecards - Payroll • Security Protocols • Request the security protocols for arrival in your destination country – Security Manager: HQ and Local • iJet information updated prior to departure - Traveler **Remember that if you do not book through the travel office your travel itinerary will not show up in the iJET system. • Other possible requirements • Immunizations • Equipment requests

  8. Post Travel Responsibilities • Finance/A/P • Upon your return to Headquarters an expense report should be submitted one week after arrival. • Items that can be claimed include: • Telephone call to home to notify family of delays or changes and business calls only. • Lodging - per diem outside of the U.S. including taxes. • Meals & Incidentals - per diem • If meals are provided in the field, per diem should be reduced. • Alcohol is unallowable. • Airport Tax • Excess Baggage • Visa/Passport Photo • Visa/Passport Fee • Registration Fee • Currency Conversion (to exchange US $) • Translator services • Traveler Checks • ATM Fees • Vaccination/Immunization Expenses • All original receipts including itinerary and airline ticket stubs should accompany travel reimbursement form, schedule of expenses, per diem and check requests. Please include the conversion rate used for all international dollars. • If further clarification is needed on allowable expenses, please consult A/P. • Procurement and IMU • Return any equipment you may have checked out

  9. What Hinders the Travel Process? • Visas have not been obtained prior to booking your flight • This applies not only to your destination, but your transit as well. • Even if you are just passing through a country, you may be required to have a transit visa. • If you have a long layover and you go to a hotel for the day or night - you have actually entered the country and may require transit visa. • Country Clearance – if required, has not been obtained • If country clearance has not been obtained prior to reserving and/or booking a flight, you will incur fees and additional costs to change the ticket. • Costs increases – • When you wait until the last minute to submit your request • Best prices are obtained when you book 10-14 days prior to travel • When you ask for a quote, but do not reserve the flight w/i the designated time frame • You change your itinerary the day before you leave • You purchase a refundable ticket vs. a non-refundable ticket • You push for a Business-class flight, when you are required to fly economy

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