Before the advent of the government travel credit card most Temporary Duty (TDY) travel was limited to a small cadre of individuals.  Service members often could not afford the added expense of traveling without an advance payment.  Travel advances created a series of challenges that were difficult to overcome: the major challenge of travel advances was that the system was labor intensive, it often resulted in more overpayments, and it was less secure for service members to travel with cash.

The lengthy travel advance process began with the service member completing a DD Form 1610, Request and Authorization for TDY Travel of DOD Personnel. The disbursing clerks were required to verify the requested dollar amount in order to ensure that it was in accordance with the Joint Federal Travel Regulations (JFTR) and the Marine Corps Travel Instruction Manual (MCTIM) prior to processing the advance for payment.  After the voucher was approved by the auditor for payment, the disbursing clerk created a DD Form 1351-6, Multiple Payments List. The member was then paid via cash or check depending on where s/he was located.  The government travel credit card eliminated the tenuous advance process; service members were able to receive funds for travel with the credit card. The new system reduced the number of indebtedness due to overpayment from advances. It also improved the security and safety of the service member, and reduced the disbursing work load required for advance payments.

The second major evolution for the Department of Defense was the elimination of the paper vouchers, and the conversion to the computerized DTS.  With the old system, the paperwork was completed by the service member, turned in to the administration office, and hand carried to the disbursing office where it would be logged in to an internal tracking system. The travel voucher package included an Original DD Form 1351-2, the original DD Form 1610 (travel order), airline itinerary and final stub, lodging receipts and one copy of all other receipts for expenses greater than $75.00.  Completed packages were difficult to obtain, and often a series of problems developed in the movement from service member to auditor.

If the travel voucher package was not logged into the disbursing system the service member would have no means of tracking the travel voucher package. Assuming the travel voucher package was logged into the internal tracking system properly, the next hurdle was ensuring the entire package made it to the disbursing clerk’s desk, was computed properly, and then sent to the auditor intact. If the entire process did occur, and the service member did not claim expenses that were not in accordance with the JFTR or the Joint Federal Regulation (JTR), then the claim was complete and the service member would be paid.

With the advent of the Defense Travel System (DTS), the service member is able to track his/her voucher from beginning to end on his/her office computer.  All receipts are loaded into the system electronically, and are maintained for six years and three months. Lost or misplaced items are no longer an issue.  When a member completes a voucher, DTS cross checks it against the Joint Federal Travel System for compliance, and problems with claims that are not in compliance with regulations are also eliminated.

It is not necessary to have lived through the previous stages of government travel to understand the current system, but it does help to have an understanding of the history of travel to better deal with the challenges of the future implementation of government credit cards and DTS.  As Fredrick Allen said, “Only fools who do not heed the lessons of History, are doomed to repeat it!” Travel professionals need to be aware of where we have come from in order to better facilitate the future.  Understanding the obstacles of the old system may circumvent challenges in the new one.

By G.W. McCurtis

In Customer Service, we are primarily focused on providing our SSP customers with helpdesk support for the travel system software. This includes walking them through creating authorizations, assisting with basic reservation questions for airfare, hotel, rental car, and rail, and the creation of vouchers and local vouchers. Aside from the helpdesk, there are other functions within Customer Service that are performed by other employees. These include:

• Changes in Routing Lists/Groups
• Invitational Travel
• Exit Clearances
• Agency Travel Software Training in a Classroom Environment
• Registration Access to the Travel System
• New Agency Implementation
• Profile Updates/Changes
• Report Creation
• Post Payment Audits
• Travel System Issues that Require Further Research

These are just a few of the travel functions that our Customer Service group is responsible for but the main point is that it takes many subject matter experts to adequately service travelers. This flows into the other two areas of our Temporary Duty Services Branch, which are Accounting and Charge Card.

Our accounting area, also known as Systems and Accounting Support, is responsible for making sure travelers receive their travel reimbursements in a timely manner. There is an automated process that travel accounting technicians run every morning to process the documents from the travel system into the accounting system. Most documents post to the accounting system without issues but some will require additional assistance. For instance, if a traveler receives an advance in the authorization, it becomes a manual posting to the financial system. The same applies after the trip when the voucher is processed so that the advance can be deducted from the total cost of the trip.

As all document types (authorizations, vouchers, and local vouchers) are interfaced to the accounting system, many ‘checks’ are in place to ensure timely payments. Accounting technicians are proficient in running different reports throughout the interface process so that travel payments are issued to the traveler and charge card vendor to make sure that the payments are accurate. Travelers’ payments are directly deposited into their bank account within three to five business days after the voucher is approved in the travel system.

There are many factors involved to ensure that all runs smoothly from the beginning of the travel process to the end result. It takes all areas of our office to accomplish the following process.

When a new employee is hired by an agency, the first thing they must do in order to travel is to apply for a Government charge card and supply their direct deposit information to our office. Their profile is built in the travel system and the charge card information is added as well as the other pertinent information that leads to a successful payment. After a profile is built and the traveler creates their ID and password for the travel system, they create a travel authorization before traveling so that the funds can be obligated in the financial system.

After their authorization is complete with reservations and the other information such as accounting code, expenses, and proper routing, the document is electronically signed. It then follows the electronic path and is ultimately approved by an approving official. Some agencies route documents to an Examiner before it is approved so that a budget officer can review the accounting information to ensure the funds are available to cover the trip. After the authorization is approved, it is interfaced to the accounting system in our office. When the traveler returns from the trip, he/she creates a voucher.

The voucher is created from the authorization in the travel system. All information that was previously entered in the authorization populates into the voucher. The traveler updates the voucher to reflect the actual expenses incurred on the trip and they attach the required receipts to the voucher by either faxing or scanning. After reviewing the voucher for accuracy, it is routed electronically. It must first be signed by the traveler and then proceeds to route to the approving official. Our office interfaces the document to the accounting system and then the reimbursement will be deposited in the traveler’s bank account.

It takes all areas of Travel to accomplish a successful trip for a traveler. I have covered what it takes from my office’s perspective but other offices are involved as well. We all work as one big team from the traveler, the travel management center, our office, and many others to make the whole experience an enjoyable one.

By: Cindy Moore Pomrenke

The contents of this message are mine personally and do not reflect any position of the Government or my agency.

These rates are published annually, adjustments to the rates are made throughout the year, and may change as often as monthly.

A study is conducted every 3-5 years on Meals and Incidental (M&IE) expenses, in an effort to obtain more accurate prices charged by restaurants in the areas frequented by federal travelers.  In the last study the M&IE for FY10 tiers was increased from $46.00 to $71.00.

Included in incidental expenses are fees and tips given to porters, baggage carriers, bellhops, hotel maids, stewards or stewardesses and others on ships, and hotel servants in foreign countries.  Transportation between places of  lodging or business and places where meals are taken, if suitable meals cannot be obtained at the temporary duty site.  Mailing cost associated with filing travel vouchers and payment of Government charge card billings.

If lodging is not available at your Temporary Duty (TDY) location, your agency may approve up to 300% of per diem for the location where lodging is obtained.  On the first and last day of travel federal employees are only eligible for 75 percent of the total M&IE rate for that TDY location.

By: Kathy Runion

The contents of this message are mine personally and do not reflect any position of the Government or my agency.

You may be asking what are the benefits of the U.S. Government rental car program?  One of the most notable benefits is that the collision damage waiver (CDW) insurance is included in the negotiated rate. Besides the attractive rates, other benefits include unlimited mileage, adjusted rates according to size of car and much more.

These rental cars can be booked using your E-Gov travel system or using the traditional method by calling your Travel Management Center (TMC).  The rental car reservation is booked and charged to the traveler’s individual Government charge card.   If a traveler does not have a Government charge card, some other sort of an arrangement would need to be made such as a contract agreement directly with the car rental company or by issuing the traveler a cash advance.

One disadvantage of this program is that the rental car cannot be used for leisure travel under the official TDY contract.  If a traveler is combining official with personal travel, the traveler needs a separate contract for the personal portion of their trip.   Some rental car agencies may even request that the traveler return the car and check it out again.

While conducting training on our E-Gov Travel System, we advise our travelers to select any of the rental car companies listed, but the rental car company selected should be comparative with the cheapest rate for the size of car selected.  All of the rental car vendors have met the DTMO qualifications.  If a traveler has any questions concerning any of the vendors, they may call their TMC or the DTMO for further information.

The DTMO offers a website with detailed information concerning the car or truck rental programs.  The website is located athttp://www.defensetravel.dod.mil/index.cfm.

by Pam Morton

The contents of this message are mine personally and do not reflect any position of the Government or my agency.

By: Stacey Clark

ETS travel systems replaced several in-house systems, COTS software, and manual processes throughout government. The ETS systems are E-Gov travel and FTR compliant that requires no client installation and can be accessed 24/7 from the Internet. These systems embed the reservation component in the authorization process. Because the ETS system integrates the on-line booking, each TDY trip must have an authorization. Automatic routing and review capabilities along with e-mail notification expedite the processing of travel documents. Travelers can electronically attach receipts and supporting documentation to their travel document for easy review of the approval official. Payments to the traveler can be accomplished within 3 – 5 business days using split disbursement as mandated by OMB. Each ETS vendor selected TMC partner(s) to integrate into the system to provide reservation fulfillment. Agencies may also choose a TMC from the GSA Travel Services Solution (TSS) Schedule or through their own contracting vehicle. Travel Authorization/Voucher (TAV) and TMC fees are paid to the vendors on a transactional basis and are included as an expense on each voucher.
GSA and the agencies continue to work with the ETS vendors to make the systems more user-friendly and improve system functionality.

by Julie Gilchrist

“The contents of this message are mine personally and do not reflect any position of the Government or my agency.”

I was hired in 2005 to support travelers with this new eTravel system.  The agency that I work for provides administrative support services on a competitive and full cost-reimbursable basis to other government agencies.  We operate like a public business and do not receive any appropriated funds.

We have two branches within travel  – Relocation and Temporary Duty (TDY).  I work in the TDY branch.  Our services include E-Gov Travel implementation, help desk support, training, travel-related payments, travel policy, and charge card administration.

In the beginning I provided support to travelers that would call the Help Desk.  Much of the day was spent answering calls regarding the registration process.  The E-Gov Travel system registration process is designed to be completed by the traveler rather than a secretary.  There is unique information needed that only the traveler would now.  Many travelers were reluctant to use the system and did not think that it was user-friendly.  They were accustom to calling the travel agency and handling everything by paper.  The system also made them abide by the Federal Travel Regulations, which some were not used to.

It has been over five years now and it seems that travelers are growing to like the system and its features.  Our ETS vendor continues to make upgrades to the system and continues to strive to make the system user-friendlier. Travelers also appreciate our helpful, friendly staff.

By:  Chanda Garrett

The contents of this message are mine personally and do not reflect any position of the Government or my agency.  Use of this equipment is consistent with the agency’s policy governing limited personal use.

Currently, our E Travel System is dependent on the GDS (Sabre) for identifying hotel availability and the booking of inventory. What information is listed in Sabre and how often the inventory is updated is entirely up to the individual hotel properties.

How does this affect the E Travel Systems hotel query?  The first query of the E Travel System sends an availability command to Sabre.  The return is a list of hotels for which availability is not yet confirmed. Some reservation services pull their properties when they fill, and some do not. Consequently, when a particular property is selected for a rate check, it is possible that the query will return a response that the property is not available; however, calling that hotel property might yield a room at the desired rate, even though the property shows full in Sabre, hence in the E Travel System. The on site hotel staff has the best and latest information as to no-show trends, and the ultimate risk of overbooking their properties.

Travelers, have several options for searching for available lodging in the E Travel System. They can query by hotel name or zip code, near their TDY location or near the airport. Travelers can search a ten-mile radius up to 99 miles from the airport. In addition, there are two types of lodging searches to conduct:

• Government Preferred – Displays all hotel properties that are FedRooms participants. FedRooms is the official government-wide, government-sponsored lodging program managed by GSA, in support of the President’s Management Agenda. Federal Travel Regulations require that you give FedRooms first consideration before looking at other hotel properties.
• Other Lodging – If you are not able to find suitable lodging under the government preferred tab, searching under the other lodging tab will allow you to search for additional lodging.

Unfortunately, all of these options do not guarantee that the traveler will find that particular hotel where they can enjoy that complimentary breakfast every morning. However, the benefits of the E Travel System far out weigh the idiosyncrasies of booking lodging for government travel. For the prudent traveler, the E Travel System helps ensure that they are following Federal Travel Regulations and they are wise stewards of the taxpayer’s dollars.

by Carole Byrd

Disclaimer: The contents of this message are mine personally and do not reflect any position of the Government or my agency.  Use of this equipment is consistent with the agency’s policy governing limited personal use.

The Federal Travel Regulations (FTR) offers guidance concerning lodging for civilian government travelers.  Travelers are required to stay at hotels that are at or less than the per diem rate allowed.  Per diem rates consist of lodging, meals, and incidental expenses.  The per diem rates are released by the General Services Administration (GSA) after they have been reviewed and approved by the Office of Budget and Management (OMB).  The rates are reviewed and adjusted accordingly on a yearly basis.  The rates are published on the GSA website.

The traveler must stay at a hotel that has been approved as “fire safe” and are registered on the Master List of the Federal Emergency Management Agency (FEMA).  In order to be approved by FEMA, the hotel must submit the Hotel and Motel Fire Safety Declaration form to the U.S. Fire Administration.  This approval ensures that if the property should catch fire the proper equipment and evacuation procedures are in place to ensure the safety of the traveler.

If there is a FedRooms property at the TDY location, the traveler must give that property first consideration.  FedRooms properties have at least a two star rating, accept government charge cards, are at or below per diem, and on the day of check-in will accept a cancellation at 4:00pm or later.  When the traveler makes travel arrangements using the E-Gov Travel System (ETS) a list of FedRooms  accommodations will be available to the traveler to aid in the selection process.

By: Sue Burton

The contents of this message are mine personally and do not reflect any position of the Government or my agency.

The TMC provides help desk support to assist federal travelers with travel arrangements that require manual handling, such as changes in reservations, emergency travel, and combining business and personal travel.

Travel agents working on government travel accounts receive customized training on policies and procedures for official travel.  They also have experience with the Global Distribution System, (GDS), and have access to the Federal Travel Regulations.

The on-line booking feature of ETS initiates automated contact with the TMC’s reservation, booking, and ticket systems.  To book ticketed transportation the document preparer creates a travel authorization in the ETS and selects the air carrier.  At this time a Passenger Name Record (PNR) is created.  This PNR identifies the trip for interface with the GDS.  When the ETS authorization document is signed the reservation is saved.  The PNR is submitted to a ticketing queue, retrieved by the TMC’s automated processes, and inspected for quality control.  If no errors are identified, the airfare reservation is booked and confirmation is returned to the ticketing queue.  The PNR continues routing through the agency’s ETS for required approvals. The ticket is issued 2-3 days prior to the scheduled departure date.  If the PNR fails to pass the automation audits, the TMC agent intervenes and attempts to resolve the issue.  When possible the agent corrects the PNR and continues the automated processes.  If the agent cannot resolve the issue in house, the traveler is contacted by email and provided options for making the reservation.

By:  Crystal Horner

Disclaimer:  The contents of this message are mine personally and do not reflect any position of the Government or my agency.