JUNE 19, 2013 ATTENDEES WILL RECEIVE CREDIT FOR THE 2013 GEN016 TRAINING REQUIREMENT MID-YEAR 2013...
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Transcript of JUNE 19, 2013 ATTENDEES WILL RECEIVE CREDIT FOR THE 2013 GEN016 TRAINING REQUIREMENT MID-YEAR 2013...
JUNE 19, 2013
ATTENDEES WILL RECEIVE CREDIT FOR THE 2013 GEN016 TRAINING REQUIREMENT
MID-YEAR 2013 TRAVEL WORKSHOP
AGENDA
IntroductionsTravel policy changes & remindersConference Guidance updatesSelecting a seat on a flight in ReardenMedical ExceptionsForeign Travel updatesTravel approval validation by CI TravelCI Travel updates
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
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.
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.
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 -
SEETRAVEL WEBPAGE
TRAVEL RESERVATIONS TABSEAT SELECTION INSTRUCTIONS
SELECTING A SEAT THROUGH REARDEN
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.
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).
CI TRAVEL APPROVAL VALIDATION
Airfare booked through Rearden or with Veronica
Trip number identified to purchase ticketAirline ticket change justification approval
neededTA 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