MID-YEAR 2013 TRAVEL WORKSHOP

1. MID-YEAR 2013 TRAVEL WORKSHOP June 19, 2013 Attendees will receive credit for the 2013 GEN016 Training Requirement

2. AGENDA • Introductions • Travel policy changes & reminders • Conference Guidance updates • Selecting a seat on a flight in Rearden • Medical Exceptions • Foreign Travel updates • Travel approval validation by CI Travel • CI Travel updates

3. Policy Changes & Reminders • 402.01 (A-4b(ii) – Conference related expense reports limited to amount authorized on Travel Authorization • 402.02 - Visa to re-enter U.S. after business travel documentation is in final draft. Consult Div. Admin. • 402.03 – B3(a) – Use of foreign carriers may be considered if they meet FTR regulations. • Esc/View/Switch Windows

4. Conference Guidance Updates • Conference locked in DOE system based on Early-bird registration date • Can’t add attendee’s after conference is locked • “ATTENDEE” – requires written statement explaining reason for attending • Reimbursements limited to amount approved on travel authorization.

5. How is Lock Date Determined? Determined by early registration date or event start date Once the lock date is reached a Lab is designated as the "Approval Package Preparer" by Office of Science (SC).  The "Approval Package Preparer" gets about 3 days to prepare the paperwork and send it to SC for review SC takes about 2 days to review the package, assign a "Program Director Approver" like NP, and send the package forward for their review. Program Director Approver" wants 14 days to review and approve before sending the package to the Deputy Secretary's office Deputy Secretary wants 45 days prior to the early registration date to review the package and approve the conference So, let's say the early registration date is June 30, 2013.  Lock date must be set 64 days (45+14+3+2) prior to paying the registration fee Lock date would be set by the reporting system for 4/28 which was only 64 days before early bird registration.

6. Why does there need to be so much time? • Assume there is an event in October, • DOE wants us to keep costs down by taking advantage of early bird registration, however • No costs can be incurred, including the registration fee, without conference approval • When the lock date is reached no more attendance can be reported to DOE.  This gives DOE time to get conference approval -

7. SELECTING A SEAT THROUGH REARDEN See Travel webpage Travel reservations tab Seat selection instructions

8. TRIPS THAT ARE CANCELED • remove any cost not already incurred • explain any cost still remaining in the notes/comments section • re-submit the trip • Once approved, CANCEL the trip • If the cost is now -0- send an email to travelS so the trip can be archived.

9. Foreign Travel • Routing Templates • If KA is the beginning of Proj route to John Kogut, SC25 • After Carol – remove Gloria – add Eve Turner • TA releases for foreign sensitive country travel • After country clearance and Head of Org approval • Personal travel exceeds business travel • Explanation on Sect. II – Line 29 “Personal travel exceeds business travel. Traveler paying R/T airfare to (country name).

10. CI TRAVEL APPROVAL VALIDATION • Airfare booked through Rearden or with Veronica • Trip number identified to purchase ticket • Airline ticket change justification approval needed • TA system approval validation is conducted by CI Travel • Name of traveler • Dates of travel • Airfare cost is correct (airfare + service charge) • Trip in SUBMITTED status