oversight

Travel System Requirements: Checklist for Reviewing Systems Under the Federal Financial Management Improvement Act of 1996 (Superseded by AIMD-21.2.8)

Published by the Government Accountability Office on 1999-12-01.

Below is a raw (and likely hideous) rendition of the original report. (PDF)

                  United States General Accounting Office

GAO               Financial Management Series




May 2000
                  TRAVEL SYSTEM
                  REQUIREMENTS

                  Checklist for
                  Reviewing Systems
                  Under the Federal
                  Financial Management
                  Improvement Act




GAO/AIMD-21.2.8
______________________________________________________________________________

CONTENTS
______________________________________________________________________________

Overview                                                                                 5
       Authoritative Guidance                                                            6
       How to Use This Checklist                                                         7

Travel System Requirements                                                               9

         General                                                                        11
         Travel Authorization                                                           15
         Travel Advances                                                                18
         Travel Vouchers                                                                20
         Local Travel                                                                   25
         Non-Federal Sponsored Travel                                                   26
         Temporary/Permanent Change of Station                                          27
         Interface Requirements                                                         56
         Reports                                                                        58
         System Administration                                                          60
         Records Retention                                                              62


Figure

         Figure 1: Agency Systems Architecture                                           5

Abbreviations

CMTR            combined marginal tax rate
CONUS           continental United States
DOD             Department of Defense
DSSR            Department of State Standardized Regulations
EFT             electronic funds transfer
FFMIA           Federal Financial Management Improvement Act
FFMSR           Federal Financial Management System Requirements
FICA            Federal Insurance Contributions Act
FMFIA           Federal Managers’ Financial Integrity Act
FTR             Federal Travel Regulation
GBL             government bill of lading
GPEA            Government Paperwork Elimination Act
GRS             General Records Schedule
GSA             General Services Administration
GTR             government transportation request
IRS             Internal Revenue Service
JFMIP           Joint Financial Management Improvement Program
JTR             Joint Travel Regulations
M&IE            meals and incidental expenses
NARA            National Archives and Records Administration
OMB             Office of Management and Budget
OPAC            on-line payment and collection                                (continued)


                                            GAO/AIMD-21.2.8 - Travel System Checklist (5/00)
OPM      Office of Personnel Management
PCS      permanent change of station
POV      privately owned vehicle
RIT      relocation income tax
SES      Senior Executive Service
SSN      Social Security Number
TCS      temporary change of station
TDY      temporary duty
WTA      withholding tax allowance




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______________________________________________________________________________

PREFACE
______________________________________________________________________________

B-285145

The Federal Financial Management Improvement Act (FFMIA) of 1996 requires, among
other things, that agencies implement and maintain financial management systems that
substantially comply with federal financial management systems requirements. These
requirements are detailed in the Financial Management Systems Requirements series
issued by the Joint Financial Management Improvement Program (JFMIP) and in Office
of Management and Budget (OMB) Circular A-127, Financial Management Systems, and
OMB’s Implementation Guidance for the Federal Financial Management Improvement
Act (FFMIA) of 1996, issued September 9, 1997. JFMIP intends for the requirements to
promote understanding of key financial management systems concepts and requirements,
to provide a framework for establishing integrated financial management systems to
support program and financial managers, and to describe specific requirements of
individual types of financial management systems.

We are issuing this checklist that reflects JFMIP’s revised Travel System Requirements
(July 1999) to assist (1) agencies in implementing and monitoring their travel systems and
(2) managers and auditors in reviewing their travel systems to determine if they
substantially comply with FFMIA. This checklist is not required to be used in assessing
the travel system. It is provided as a tool for use by experienced staff. This checklist, the
JFMIP source document, and the two previously mentioned OMB documents should be
used concurrently. Experienced judgment must be applied in the interpretation and
application of this tool to enable a user to consider the impact of the completed checklist
on an entire travel system and whether the system, as a whole, substantially complies
with requirements.

Additional copies of the checklist can be obtained from Room 1100, 700 4th Street NW,
U.S. General Accounting Office, Washington, D.C. 20548, or by calling (202) 512-6000 or
TDD (202) 512-2537. This checklist replaces GAO’s previously issued exposure draft of
the Travel System Checklist (December 1999) and is available on the Internet on GAO’s
Home Page (www.gao.gov) under “Other Publications.”




Jeffrey C. Steinhoff
Assistant Comptroller General
Accounting and Information Management Division




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______________________________________________________________________________

OVERVIEW
______________________________________________________________________________

The Federal Financial Management Improvement Act (FFMIA) of 1996 requires, among
other things, that agencies implement and maintain financial management systems that
substantially comply with federal financial management systems requirements. These
system requirements are detailed in the Financial Management Systems Requirements
series issued by the Joint Financial Management Improvement Program (JFMIP)1 and
Office of Management and Budget (OMB) Circular A-127, Financial Management Systems.
JFMIP requirements documents identify (1) a framework for financial management
systems, (2) core financial systems requirements, and (3) 16 other financial and mixed
systems supporting agency operations, not all of which are applicable to all agencies.
Figure 1 is the JFMIP model that illustrates how these systems interrelate in an agency's
overall systems architecture.

Figure 1: Agency Systems Architecture




Source: JFMIP Travel System Requirements (July 1999).




1
 JFMIP is a joint cooperative undertaking of the Office of Management and Budget, the
General Accounting Office, the Department of Treasury, and the Office of Personnel
Management, working in cooperation with each other and with operating agencies to
improve financial management practices throughout the government. The program was
initiated in 1948 by the Secretary of the Treasury, the Director of the Bureau of the
Budget (now OMB), and the Comptroller General and was given statutory authorization
in the Budget and Accounting Procedures Act of 1950. The Civil Service Commission,
now the Office of Personnel Management (OPM), joined JFMIP in 1966.


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To date, JFMIP has issued the framework and systems requirements for the core financial
system and 7 of the 16 systems identified in the architecture. (See figure 1.) 2

We are issuing this checklist that reflects JFMIP’s revised Travel System Requirements
(July 1999) to assist (1) agencies in implementing and monitoring their travel systems and
(2) managers and auditors in reviewing agency travel systems to determine if they
substantially comply with FFMIA. This checklist is not required to be used in assessing
the travel system. It is provided as a tool for use by experienced staff. This checklist, the
JFMIP source document, OMB Circular A-127, and OMB’s Implementation Guidance for
the Federal Financial Management Improvement Act (FFMIA) of 1996, issued
September 9, 1997, should be used concurrently. Experienced judgement must be applied
in the interpretation and application of this tool to enable a user to consider the impact of
the completed checklist on the entire travel system and whether the system, as a whole,
substantially complies with requirements.

Authoritative Guidance

OMB Circular A-127 and OMB’s implementation guidance provide the basis for assessing
whether agencies implement and maintain their financial management systems in
substantial compliance with FFMIA. The implementation guidance identifies various
criteria that an agency must meet to substantially comply with these requirements. One
of the criteria listed in the OMB guidance is the JFMIP systems requirements series.

The source of all the questions in this checklist is the JFMIP Travel System Requirements
(JFMIP-SR-99-9, July 1999). This JFMIP document is an update of the January 1991
JFMIP Travel System Requirements document for government civilian employees. This
update reflects the current travel environment and new legislative and regulatory
requirements, including the Federal Financial Management Improvement Act (FFMIA). It
should be noted, however, that the checklist is based on the existing published JFMIP
standards and that changes in laws, regulations, and standards and practices since the
standards were issued are not included in the checklist.

The revised JFMIP document defines mandatory and value-added functional
requirements for system administration and major elements of the travel process. The
mandatory requirements describe what the system must do and consist of the minimum
acceptable functionality necessary to establish a system or are based on federal laws and
regulations. Mandatory requirements are those against which agency heads evaluate
their systems to determine substantial compliance with system requirements under
FFMIA. These requirements apply to existing systems in operations and new systems


2
 Thus far, the series includes the (1) Framework for Federal Financial Management
Systems, (2) Core Financial System Requirements, (3) Inventory System Requirements,
(4) Seized/Forfeited Asset System Requirements, (5) Direct Loan System Requirements,
(6) Guaranteed Loan System Requirements, (7) Travel System Requirements, (8) Human
Resources & Payroll Systems Requirements, and (9) System Requirements for Managerial
Cost Accounting. In early 1998, JFMIP decided to initiate projects to update system
requirements documents that were not current with regulations and legislation. JFMIP
also planned to initiate projects to complete the remaining systems requirements where
none currently exist.


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planned or under development. The checklist uses “(M)” immediately following the
question to indicate that it is mandatory for the system to do that.

The value-added requirements describe features or characteristics and may consist of any
combination of the following: (1) using state-of-the-art technology, (2) employing the
preferred or best business practices, or (3) meeting the special management needs of an
individual agency. Value-added, optional, and other similar terminology may be used to
describe this category of requirements. Agencies should consider value-added features
when judging systems options. The need for these value-added features in agency
systems is left to the discretion of each agency head. Value-added features support the
degree to which agencies can migrate to an automated travel system. The checklist uses
“(V)” immediately following the question to indicate that the item is value added rather
than mandatory.

How to Use This Checklist

OMB’s 1997 implementation guidance provides chief financial officers and inspectors
general with a means for determining whether their agencies’ financial management
systems substantially comply with federal financial management systems requirements.
The annual reporting required pursuant to section 4 of the Federal Managers’ Financial
Integrity Act (FMFIA) is one of the means to assist agencies in the determination of
substantial compliance. Agencies can also use this checklist as a tool to help determine
annual compliance with section 4 of this act.3

Filling out this checklist will allow agencies to systematically determine whether specific
system requirements are being met. In determining substantial compliance, agencies
should assess the results of the completed checklist on the travel system requirements
taken as a whole.

The checklist contains three columns with the first citing the question followed by either
“(M)” for mandatory requirements or “(V)” for value added. Use the second column to
answer each question “yes,” “no,” or “na.” Use the third column to explain your answer.
A “yes” answer should indicate that the agency’s travel system provides for the capability
described in the question. For each “yes” answer, the third column should contain a brief
description of how the travel system satisfies that capability and should also refer to a
source that explains or shows the capability.

A “no” answer indicates that the capability does not exist. For a “no” answer, the third
column should provide an explanation and, where applicable, a reference to any related
supporting documentation (e.g., the agency is working on modifying or implementing its
travel system to have the capability available in subsequent years, management believes
the capability is not cost-effective and will not enhance the travel system’s ability to
manage operations). Cost-benefit studies, or other reasoning, that supports a “no”
answer should be identified in the explanation column. If there are no cost-benefit
studies or other support, a full explanation should be provided.



3
In addition, the CFO Council has charged the Financial Systems Committee with
developing implementation guidance for performing FFMIA compliance reviews. The
CFO Council and JFMIP plan to jointly issue the guidance.


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“No” answers should not be viewed individually or taken out of context. Rather, “no”
answers should be assessed as to the impact on the overall travel system and the extent
to which the “no” answers inhibit the entire travel system from meeting substantial
compliance.

Certain questions within the checklist may not be applicable to the agency. Answer such
nonapplicable question(s) with “na” and provide an appropriate explanation in the third
column.




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______________________________________________________________________________

TRAVEL SYSTEM REQUIREMENTS
______________________________________________________________________________

The travel system requirements document defines mandatory and value-added functional
requirements for the following travel process elements that are described below
(1) general, (2) travel authorization, (3) travel advances, (4) travel vouchers, (5) local
travel, (6) nonfederal-sponsored travel, (7) temporary/permanent change of station,
(8) interface requirements, (9) reports, (10) system administration, and (11) records
retention.

1.       General provides requirements common to all travel functions. (The checklist
         questions for this area are drawn from p. 10 of the JFMIP source document.)

2.       Travel authorization provides requirements for the system’s capability to create
         travel authorizations and provide funds availability when appropriate (e.g.,
         specific trip authorization). (The checklist questions for this area are drawn from
         p. 11 of the JFMIP source document.)

3.       Travel advances provides requirements for the system’s ability to issue authorized
         travel advances for the estimated cash transaction expenses before travel is begun
         or while travel is being performed. (The checklist questions for this area are
         drawn from p. 12 of the JFMIP source document.)

4.       Travel vouchers provides requirements for the system’s ability to have travelers
         submit a travel claim within the required time and in accordance with travel
         policies. (The checklist questions for this area are drawn from pp. 13-14 of the
         JFMIP source document.)

5.       Local travel provides requirements for the system’s capability to have users
         produce a local travel voucher by entering selected data into the system to
         activate an obligation and payment for local travel. (The checklist questions for
         this area are drawn from p. 15 of the JFMIP source document.)

6.       Nonfederal-sponsored travel provides requirements for the travel system’s ability
         to track and report the travel process for the acceptance of payment in-cash or in-
         kind for services from nonfederal sources to defray in whole or in part the travel
         or related expenses of federal employees in accordance with Federal Travel
         Regulation 304. (The checklist questions for this area are drawn from p. 16 of the
         JFMIP source document.)

7.       Temporary/permanent change of station provides requirements that the system
         must meet when relocation (either a temporary change of station (TCS) or a
         permanent change of station (PCS)) is authorized at government expense. (The
         checklist questions for this area are drawn from pp. 17-29 of the JFMIP source
         document.)

8.       Interface requirements provides the requirements necessary for the system to
         provide travel activity transactions to the core financial system. (The checklist
         questions for this area are drawn from p. 30 of the JFMIP source document.)



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Travel System Requirements
______________________________________________________________________________


9.        Reports provides the requirements for the system having the capability to
          generate the required standard, ad hoc, and query reports for all standard data
          elements as required by the Federal Travel Regulation (FTR). (The checklist
          questions for this area are drawn from p. 31 of the JFMIP source document.)

10.       System administration provides the requirements for the centralized control and
          administration of the travel system. (The checklist questions for this area are
          drawn from p. 32 of the JFMIP source document.)

11.       Records retention provides the requirements for records created within the
          federal government. (The checklist questions for this area are drawn from p. 33 of
          the source document.)

The checklist questions follow the JFMIP source document. It should be noted that not
all questions will apply in all situations and, as with the use of any checklist, professional
judgment should be exercised. Using the JFMIP source document and its “Appendix B:
Glossary,” which defines terms used, along with the two previously mentioned OMB
documents, will help ensure that the user is cognizant of the background information
necessary to fully understand the questions.




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Travel System Requirements
______________________________________________________________________________


                                      Yes/no
             General                    na                   Explanation
1. Does the system provide the
   capability to maintain the order
   of precedence for executing
   each travel step (i.e.,
   authorization must precede a
   voucher, etc.)? (M)

2. Does the system provide an
   override capability to change
   the order of precedence of the
   processing steps to handle
   unusual travel demands? (M)

3. Does the system provide the
   capability to capture required
   standard data elements
   contained in FTR? (M)

4. Does the system provide the
   flexibility to accommodate
   additional data elements
   necessary to meet agency
   needs? (M)

5. Does the system maintain
   adequate separation of duties?
   (M)

6. Does the system provide
   controls to prevent the creation
   of duplicate travel documents?
   (M)

7. Does the system provide for
   fault-free performance of any
   data with dates prior to,
   through, and beyond January 1,
   2000? (M)


8. Does the system provide the
   ability to cite multiple funding
   sources and the ability to
   designate travel costs by
   funding source (e.g., dollar



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Travel System Requirements
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                                          Yes/no
             General                        na                   Explanation
    amount, percentage allocation)?
    (M)

9. Does the system provide for
   coding and processing features
   that will link all phases of travel
   together (i.e., travel
   authorization, travel approval,
   etc)? (See illustration 4 in the
   JFMIP source document.) (M)

10. By October 21, 2003, does the
    system provide for appropriate
    electronic authentication
    technologies to verify the
    identity of the sender and the
    integrity of the electronic
    content that satisfies OMB’s
    implementation requirements of
    the Government Paperwork
    Elimination Act (GPEA), Public
    Law 105-277? (M)

11. Does the system provide for an
    audit trail of historical data that
    identifies input, correction,
    amendment, cancellation, and
    approval? (M)

12. Does the system provide for the
    use of mandated federal travel
    charge cards? (M)

13. Is the system able to maintain
    and send a record of expenses
    for a same-day trip of more than
    12 hours but less than 24 hours
    with no lodging to the payroll
    system to be included in the
    employee’s Form W-2, Wage and
    Tax Statement? (M)

14. Is the system also able to report
    and send the employer’s
    matching tax amounts to the
    payroll system? (M)



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Travel System Requirements
______________________________________________________________________________

                                          Yes/no
              General                       na                   Explanation
15. Does the system provide for
    substantiating lodging expenses
    and other authorized expenses
    costing $75 or more in
    accordance with FTR 301-52?
    (M)

16. Does the system provide the
    ability to address foreign
    currency conversions and
    fluctuations? (V)

17. Does the system provide for the
    electronic routing of travel
    documents to reviewing and
    approving officials? (V)

18. Does the system provide the
    ability to electronically route
    approved documents based on
    agency-defined criteria? (V)

19. Does the system provide for an
    on-line search capability based
    on user-defined parameters?
    (V)

20. Does the system provide the
    capability to allow a user to drill
    down from summary data to
    detail data? (V)

21. Does the system provide for a
    tracking system that will allow
    employees to determine the
    status of any travel document at
    any time? (V)

22. Does the system provide the
    capability to insert free form
    text or comments? (V)

23. Does the system provide the
    capability to allow automatic
    deobligation on prior year
    blanket obligations? (V)



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Travel System Requirements
______________________________________________________________________________

                                    Yes/no
              General                 na                   Explanation
24. Does the system provide the
    capability to download travel
    information from the agency’s
    Travel Management System?
    (V)




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Travel System Requirements
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                                      Yes/no
      Travel authorization              na                   Explanation
1. Does the system provide the
   capability to create travel
   authorizations? (M)

2. Does the system allow for
   processing various types of
   travel authorizations, including
   unlimited open, limited open,
   and trip-by-trip? (M)

3. Does the system provide for
   determining whether the
   traveler is a holder of a
   government-issued charge card?
   (M)

4. Does the system allow for the
   option of specific authorization
   or prior-approved travel
   arrangements as required by
   FTR 301-2? (M)

5. Does the system provide for
   verification that authorization
   exists and that funds are
   available? (M)

6. Does the system provide for the
   capability to process travel
   authorizations with split fiscal
   year funding and with multiple
   funding? (M)

7. Is the system able to record
   detailed itinerary information?
   (M)

8. Does the system calculate
   authorized per diem (including
   for non-workdays, interrupted
   travel, and reduced per diem
   rates) and meals and incidental
   expenses (M&IE) based on the
   temporary duty (TDY) location?
   (M)



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Travel System Requirements
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                                          Yes/no
      Travel authorization                  na                   Explanation
9. Does the system provide the
   capability to interface with the
   agency’s Travel Management
   System in accordance with FTR
   301-73, effective January 1,
   2001? (M)

10. Does the system allow the
    correction, amendment, and
    cancellation of the travel
    authorization with appropriate
    reviewing and approving
    controls and allow for
    notification to the traveler and
    the accounting office? (M)

11. Does the system provide the
    capability to display defined
    messages to the user regarding
    certification statements, Privacy
    Act Statement, standard clauses
    for required receipts, supporting
    documentation requirements,
    etc., and justification statements
    for use of special travel
    arrangements? (M)

12. Does the system allow for
    processing an annual unlimited
    open travel authorization
    without recording an estimated
    obligation amount for each trip
    prior to travel? (V)

13. Does the system provide for the
    retention of the traveler’s profile
    (e.g., name, mailing address,
    internal number, e-mail address,
    bank account, Social Security
    Number (SSN), payment
    address, permanent duty
    station, organization, position
    title, office phone, tickets and
    seating preferences) for
    subsequent travel actions? (V)




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Travel System Requirements
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                                       Yes/no
       Travel authorization              na                   Explanation
14. Does the system provide for an
    automated interface of
    accounting codes and funds
    availability with the core
    system? (V)

15. Does the system support the use
    of a voice recognition system in
    the reservation system? (V)

16. Does the system have the ability
    to obligate travel funds based
    on estimated costs and liquidate
    on actual costs at the point of
    individual trip approval? (V)




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Travel System Requirements
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                                      Yes/no
         Travel advances                na                   Explanation
1. Does the travel advance
   function provide for entry,
   processing, approval, and the
   payment and liquidation of
   government funds if the
   government issues an advance
   in the form of currency,
   traveler’s checks, or electronic
   funds transfer (EFT) under
   exceptional procedures? (M)

2. Does the travel advance
   function provide for the
   tracking, aging, and control of
   advances? (M)

3. Does the system provide the
   capability to set, change, and
   apply established limits on
   travel advances? (M)

4. Does the system provide for
   limiting the allowed advance
   based upon transportation
   method (Government
   Transportation Request (GTR)
   vs. non-GTR), subsistence rates,
   miscellaneous expenses, and
   possession of a charge card?
   (M)

5. Does the system allow travel
   advance information to be
   accessible in travel voucher
   preparation? (M)

6. Does the system integrate the
   issuance and control of the
   travel advances with the travel
   voucher payment process to
   ensure that the advance is
   liquidated or collected prior to
   the issuance of a payment to the
   traveler? (M)




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Travel System Requirements
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                                      Yes/no
         Travel advances                na                   Explanation
7. Does the system provide the
   capability not to liquidate when
   the traveler has been authorized
   a “retained” travel advance in
   accordance with FTR 301-51?
   (M)

8. Does the system provide data
   for the automatic aging of
   outstanding travel advances
   based on the end-of-trip date
   and generate follow-up notices
   to the travelers and
   administrative staff concerning
   delinquent advances affecting
   payroll offsets or other means
   of collection? (M)

9. Does the system provide for
   reporting to the Internal
   Revenue Service (IRS)
   delinquent travel advances as
   taxable income to the traveler?
   (M)




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Travel System Requirements
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                                        Yes/no
         Travel vouchers                  na                   Explanation
1. Does the system provide for
   input by both travelers and
   designated officials at central
   and/or remote locations? (M)

2. Does the system provide for
   (1) automated point-of-entry
   input, (2) ease of use with
   adequate direction, (3) prompts
   to lead the user through the
   program, and (4) collecting the
   necessary information to
   prepare the voucher? (M)

3. Does the system provide the
   capability to draw upon the
   information reflected on the
   travel authorization and/or
   government cash advance
   provided to the traveler? (M)

4. Does the system prepare the
   voucher/claim as required
   consistent with authorizing
   type, including unlimited open,
   limited open, and trip-by-trip?
   (M)

5. Does the system access the
   appropriate per diem and
   mileage allowances? (M)

6. Does the system allow for
   recording the date of departure
   from, and arrival at, the official
   duty station or any other place
   when travel begins, ends, or
   requires overnight lodging?
   (M)

7. Does the system provide the
   capability to calculate
   authorized mileage allowances
   and per diem amounts
   (including for non-workdays,



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Travel System Requirements
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                                         Yes/no
         Travel vouchers                   na                   Explanation
   interrupted travel and reduced
   per diem rates) based on TDY
   location and other related
   information? (M)

8. Does the system provide the
   capability to compute M&IE
   allowance rates based on travel
   completed?

   •      More than 12 hours but less
          than 24 – 75 percent of the
          applicable M&IE rate.
   •      Twenty-four hours or more,
          on day of departure – 75
          percent of the applicable
          M&IE rate.
   •      Twenty-four hours or more,
          on full days of travel – 100
          percent of the applicable
          M&IE rate.
   •      Twenty-four hours or more,
          on last day of travel – 75
          percent of the applicable
          M&IE rate.
   •      Meals provided in
          accordance with FTR 301-
          11. (M)

9. Does the system allow entering
   approved or official subsistence
   rates, mileage allowance, etc.,
   when not available in the travel
   system? (M)

10. Does the system process
    partial/interim vouchers against
    a travel authorization to
    expedite liquidation related to
    travel obligations? (M)

11. Does the system provide the
    traveler the capability to create
    and modify travel vouchers
    before final approval? The
    voucher then would be



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                                          Yes/no
          Travel vouchers                   na                   Explanation
    forwarded to the approving
    official. The approving official
    would either deny and remand it
    to the traveler or approve it and
    forward it for payment. (M)

12. Does the system process
    amended vouchers with
    appropriate reviewing and
    approving controls and provide
    the capability to update related
    systems/modules? (M)

13. Does the system allow for
    special routing and approval
    levels for certain
    classes/conditions of travel as
    required by FTR 301-2? (M)

14. Does the system provide the
    capability to display defined
    messages to the user regarding
    required receipts for lodgings
    and authorized expenses
    incurred costing $75 or more;
    surrendering unused, partially
    used, or downgraded/exchanged
    tickets; refund certificates, etc.;
    supporting documentation
    requirements; and justification
    and certification statements?
    (M)

15. Does the system provide a
    tracking capability that will
    allow travelers, payment offices,
    etc., to determine the status of
    any voucher/claim? (M)

16. Is the system capable of
    generating a series of notices
    when information has not been
    submitted timely as specified by
    FTR 301-51 and 301-52? (M)




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                                         Yes/no
          Travel vouchers                  na                   Explanation
17. Does the system provide
    information to allow for offset
    of funds to indebtedness
    through salary offset, a
    retirement credit, or other
    amount owed the employee?
    (M)

18. Does the system provide for
    matching of travel vouchers
    with the travel authorizations
    and/or centrally issued
    passenger tickets and provide
    for audit of the claim in
    accordance with FTR and
    Department of State
    Standardized Regulations
    (DSSR) for temporary duty
    travel of all civilian agency
    government travelers? The
    Joint Travel Regulations (JTR)
    implement the FTR and DSSR
    for all Department of Defense
    (DOD) civilian employees. (M)

19. Does the system provide for a
    random sampling of travel
    vouchers for voucher audits,
    information requirements, or
    other purposes based on criteria
    as determined by the agency?
    Statistical sampling
    requirements are contained in
    GAO’s Policy and Procedures
    Manual for Guidance of Federal
    Agencies, Title 7—Fiscal
    Guidance. (M)

20. Does the system provide the
    capability to enter the “Direct
    Billed” amount for costs such as
    On-Line Payment and Collection
    (OPAC) billings by the
    Department of State for
    employees stationed overseas,
    and lodging, airline, and car
    rental that are billed directly to


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                                       Yes/no
         Travel vouchers                 na                   Explanation
   the agency for payment, but not
   included in the calculation of
   payment to the traveler? (V)

21. Does the system provide a
    mechanism that allows the
    traveler to designate applicable
    amounts to be paid to a charge
    card contractor and/or
    reimbursement to the traveler
    (split disbursement)? (V)

22. Does the system provide for
    electronic notification to
    travelers of payments made by
    disbursing offices or for
    disallowance of a claim for an
    expense? (V)

23. Does the system allow for
    agency flexibility in defining
    message contents? (V)




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                                       Yes/no
            Local travel                 na                   Explanation
1. Does the system provide the
   capability for users to produce a
   local travel voucher by entering
   selected data into the system to
   activate an obligation and
   payment of local travel? (M)

2. Does the system provide the
   capability to compute mileage
   allowances? (M)

3. Does the system provide the
   capability to change the
   appropriate accounting
   classification data? (M)

4. Does the system provide for
   funds availability? (M)




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                                       Yes/no
  Nonfederal-sponsored travel            na                   Explanation
1. Does the system track and
   report the travel process for the
   acceptance of payment in-cash
   or in-kind acceptance of
   services from nonfederal
   sources to defray in whole or in
   part the travel or related
   expenses of federal employees
   in accordance with FTR 304-1?
   (M)

2. Does the system provide a
   mechanism to assure that
   sponsored travel is
   administratively approved by
   the agency designated official
   prior to final approval of the
   travel authorization? (M)

3. Does the system provide for the
   approval, or disapproval, by a
   designated individual of the
   approval office at central and/or
   remote locations? (M)

4. Does the system provide the
   capability to indicate the
   amounts and entitlements to be
   paid by the government and
   those to be paid by the
   sponsoring organization (e.g., if
   the government authorizes
   payment of the traveler's meals
   and incidental expenses and the
   sponsoring organization is
   paying for the hotel and airfare
   (services in-kind), then this
   must be clearly shown on the
   travel authorization)? (M)

5. Does the system show
   estimated amounts where actual
   amounts are unknown? (M)




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Temporary/permanent change of              Yes/no
              station                        na                   Explanation
1. Does the system provide the
   capability to capture the
   following required information?

   •      Effective date of the transfer
          or appointment followed by
          a 1 year service agreement,
          unless separated for reasons
          beyond employee’s control
          that are acceptable to the
          agency.
   •      Time limit for beginning
          travel and transportation not
          to exceed 2 years from the
          effective date of the
          employee’s transfer or
          appointment and not to
          exceed 3 years when the 2-
          year limitation for
          completion of residence
          (sale and purchase or lease)
          transactions is extended 1
          year by the head of the
          agency or his/her designee.
   •      Allowance alternative
          option selected when two or
          more members of the same
          immediate family are
          employed by the
          government. In applying
          these alternatives, provide
          that other members of the
          immediate family not
          receive duplicate
          allowances.
   •      Process reimbursement for
          not more than one return
          trip during each agreed
          period of service at a post-
          of-duty for prior return of
          immediate family. (M)

2. Does the system provide the
   capability to calculate
   maximums or limitations



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   available for the allowances
   provided in the following
   summary chart? (M)




Allowance        Transferees      Transferees       New                Senior
                 permanent        temporary         appointees         executive
                 change of        change of                            service (SES)
                 station (PCS)    station (TCS)                        last move
                                                                       home
Househunting     X                X***
trip
Transportation   X                X                 X                  X
(including
family)
Per diem         X                X                 X*                 X*
(including
family)
Transportation   X                X                 X                  X
of household
goods
Temporary        X                X                 X                  X
storage
Nontemporary     LIMITED          LIMITED           LIMITED
storage
Transportation   X                X                 X                  X
of mobile home
Temporary        X                X***
quarters
subsistence
expense
Residence        X****
transaction
(real estate
expenses)
Relocation       X
services (PMS
listed below)
Miscellaneous    X                X
expenses
allowance
Property         X**              X
management
services (PMS)


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Allowance         Transferees          Transferees        New                Senior
                  permanent            temporary          appointees         executive
                  change of            change of                             service (SES)
                  station (PCS)        station (TCS)                         last move
                                                                             home
Transportation    X                    X                  X
of privately
owned vehicle
(POV)
Withholding tax   X                    X
allowance
(WTA)
Relocation        X                    X
income tax
(RIT)
allowance

      *    Family per diem NOT provided for a new appointee or SES last move home
     **    Foreign PCS only (until implementation of HR 930)
    ***    Agency option to pay for TCS
   ****    Excludes foreign PCS




       Temporary/permanent                 Yes/no
          change of station                  na                   Explanation
3. Does the system provide on-
   screen instructions or prompts
   as to how calculations/formulas
   are performed for allowances?
   (M)

4. Does the system provide a
   “Remarks” field to enter
   comments? (M)

5. Does the system provide the
   capability to display defined
   messages to the traveler and/or
   travel administrator regarding
   statements, justifications, and
   certifications? Warning
   messages or guidelines should
   include at least some
   identification as to where the
   traveler should go for additional


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       Temporary/permanent             Yes/no
           change of station             na                   Explanation
   information. For example, if
   another level for fund
   certification or approval is
   required, or if receipts or
   additional documents are
   required for certain activities,
   the system should provide such
   a message when the order is
   prepared. In addition, when the
   voucher segment of the system
   is activated, the requirement
   should appear again so that all
   necessary documentation is
   available for voucher audit. (M)

6. Does the system allow for
   recomputing allowances and
   making appropriate
   adjustments? (M)

7. Does the system provide the
   capability to offset entitlements
   against any indebtedness to the
   government (e.g., RIT allowance
   results in a negative amount)?
   (M)

8. Does the system provide for
   liquidating travel advances from
   more than one entitlement if
   submitted on one voucher? (M)

9. Does the system provide for
   withholding federal or Puerto
   Rico, state, local, hospital
   insurance, and Federal
   Insurance Contributions Act
   (FICA) tax at the withholding
   rate applicable to supplemental
   wages on the original voucher
   when submitted? Use the
   “gross-up formula” in FTR 302-
   11. (M)

10. Is the system able to maintain a
    record of all relocation



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       Temporary/permanent              Yes/no
          change of station               na                   Explanation
   expenses (those taxable and
   nontaxable), regardless of what
   system paid the expenses, and
   send a record of the expenses,
   including temporary
   assignments that are expected
   to exceed 1 year, to the payroll
   system to be included in the
   employee’s Form W-2, Wage and
   Tax Statement, or provided as a
   separate W-2 for relocation
   expenses, as appropriate? (M)

11. Is the system also able to report
    and send the employer’s
    matching tax amounts to the
    payroll system? (M)

12. Is the system able to annually
    consolidate total amount of
    employee’s WTAs, the amount
    of moving expense
    reimbursements, and RITs paid
    during the applicable year and
    provide an itemized list to the
    employee to facilitate filing RIT
    claims and income tax returns?
    (M)

Allowance for househunting trip
(PCS and TCS transferee only)

13. Does the system (1) provide for
    the reimbursement maximums
    or limitations applicable to
    regulatory provisions in effect
    on the employee’s date of travel
    and (2) allow for entering
    appropriate data for various
    options of method of
    reimbursements, including daily
    itemization of actual expenses?


   •      Reimbursement:
          • Actual transportation



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          Temporary/permanent              Yes/no
            change of station                na                   Explanation
             costs for employee
             and/or spouse.
          • Subsistence for one of
             the following:
             • Fixed amount.
                 • No itemization or
                     receipts required
                     for lodging and
                     M&IE.
                 • Perform trip
                     either together or
                     separately, but
                     limited to cost as
                     if traveled
                     together:
                     • Employee
                          accompanied
                          by spouse
                          (even if both
                          are
                          employees
                          with separate
                          authoriza-
                          tions) OR if
                          employee
                          and spouse
                          take separate
                          trips:
                          multiply
                          applicable
                          locality rate
                          by 6.25.
                     • Employee
                          only: multiply
                          applicable
                          locality rate
                          by 5.
             • Lodgings plus:
                 • When
                     accompanying
                     employee –
                     spouse
                     authorized 75
                     percent of per
                     diem rate to
                     which employee



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          Temporary/permanent           Yes/no
            change of station             na                   Explanation
                    is entitled; if
                    employee
                    receives less
                    than minimum
                    per diem rate of
                    $6, spouse
                    receives same
                    rate as the
                    employee is
                    entitled.
                • When not
                    accompanying
                    employee –
                    spouse
                    authorized per
                    diem rate to
                    which the
                    employee is
                    entitled.
             • Lesser of the
                maximum per diem
                rate for the locality
                where the employee
                seeks residence
                quarters or for the
                locality where the
                employee obtains
                lodging
                accommodations.
                (M)

14. Does the system provide the
    capability to set, change, and
    apply limits on travel advances
    for househunting trips as set
    forth in FTR 302-4? (M)

15. Does the system provide the
    capability to capture the
    following required information?

   •      Limited to employee and/or
          spouse.
   •      Limited to one round trip;
          duration authorized by the
          agency under FTR 302-4, not



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          Temporary/permanent             Yes/no
             change of station              na                   Explanation
          to exceed 10 calendar days.
   •      Specific distance limitations
          applicable to individual
          allowances for
          househunting trips:
          • Both old and new
              official stations are
              located within the
              United States.
          • Not assigned to
              government or other
              prearranged housing at
              new official station.
          • Old and new official
              stations are 75 or more
              miles apart.
   •      Not authorized for:
          • New appointees.
          • Employees assigned
              under the Government
              Employee’s Training
              Act. (M)

Allowance for enroute travel
and transportation of employee
and immediate family (PCS and
TCS transferee, new appointee,
and SES last move home;
excludes per diem for family of
new appointee and SES last
move home)

16. Does the system (1) provide for
    the reimbursement maximums
    or limitations applicable to
    regulatory provisions in effect
    on the employee’s or new
    appointee’s effective date of
    transfer or appointment and
    (2) allow for entering
    appropriate data for various
    options of method of
    reimbursements, including daily
    itemization of actual expenses?




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          Temporary/permanent           Yes/no
            change of station             na                   Explanation
   •      Reimbursement:
          • Actual transportation
             costs for employee and
             immediate family:
             • Common carrier,
                government vehicle,
                POV, special
                conveyance.
          • Mileage if performed by
             POV for transfer:
             • Rate determined by
                number of occupants
                of automobile or as
                prescribed by head
                of agency.
             • Not less than an
                average of 300 miles
                per calendar day –
                daily minimum
                driving distance.
          • Per diem for employee
             and immediate family:
             • Travel time must be
                more than 12 hours.
             • Employee within
                continental United
                States (CONUS) -
                standard CONUS
                rate.
             • Immediate family:
                • Spouse when
                     accompanying
                     employee:
                     • Spouse
                        authorized 75
                        percent of
                        per diem rate
                        to which the
                        employee is
                        entitled.
                     • If the
                        employee
                        receives less
                        than
                        minimum per
                        diem rate of


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          Temporary/permanent          Yes/no
            change of station            na                   Explanation
                       $6, spouse
                       receives
                       same rate as
                       the employee
                       is entitled.
                   • Paid on the
                       basis of
                       actual time
                       used to
                       complete the
                       trip;
                       computed on
                       minimum
                       driving
                       distance per
                       day at not
                       less than 300
                       miles per
                       calendar day.
                • Spouse when not
                   accompanying
                   employee:
                   • Spouse
                       authorized
                       per diem rate
                       to which the
                       employee is
                       entitled.
                • Each member of
                   immediate family
                   authorized as
                   follows:
                   • Age 12 or
                       older: 75
                       percent of
                       the per diem.
                   • Under 12
                       years of age:
                       50 percent of
                       the per diem.
                   • If the
                       employee
                       receives less
                       than
                       minimum per
                       diem rate of



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          Temporary/permanent           Yes/no
            change of station             na                   Explanation
                        $6, member
                        receives
                        same rate as
                        the employee
                        is entitled.
             • Excludes per diem
                allowances for
                members of the
                immediate families
                of:
                • New appointees.
                • Employees
                    assigned to posts
                    of duty outside
                    CONUS in
                    connection with
                    overseas tour
                    renewal
                    agreement travel.
                • Employees
                    assigned to posts
                    of duty outside
                    CONUS
                    returning to
                    places of actual
                    residence for
                    separation.
                • Employees
                    assigned under
                    Government
                    Employees
                    Training Act.
                    (M)

17. Does the system provide the
    capability to set, change, and
    apply limits on travel advances?

   •      Authorized for:
          • Estimated per diem,
             mileage, common carrier
             (less than $100) for
             employee and immediate
             family as set forth in
             FTR 302-2.




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          Temporary/permanent             Yes/no
            change of station               na                   Explanation
   •      Not authorized for:
          • Overseas tour renewal
             agreement travel as set
             forth in FTR 302-2.
          • Separation for
             retirement as set forth in
             FTR 302-1.
          • Government Bill of
             Lading (GBL) or
             purchase order as set
             forth in FTR 302-7 and
             302-8. (M)

18. Does the system provide the
    capability to capture the
    following required information?

   •      Specific distance limitations
          applicable to change of
          official station:
          • At least 10 miles
              distance from the old
              official station. (M)

Allowance for transportation of
household goods (PCS and TCS
transferee, new appointee, and
SES last move home)

19. Does the system (1) provide for
    the reimbursement maximums
    or limitations applicable to
    regulatory provisions in effect
    on the employee’s or new
    appointee’s effective date of
    transfer or appointment and
    (2) allow for entering
    appropriate data for various
    options of method of
    reimbursements, including daily
    itemization of actual expenses?

   •      Temporary storage:
          • Reimbursement:
             • Commuted rate
                system method


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          Temporary/permanent           Yes/no
            change of station             na                   Explanation
                (within U.S.):
                • Employee makes
                    own
                    arrangements/
                    pays carrier or
                    transports by
                    noncommercial
                    means:
                    • Insurance
                        allowed only
                        when
                        common
                        carrier is
                        utilized.
                • Employee paid in
                    accordance with
                    Schedules of
                    Commuted
                    Rates:
                    • Multiply
                        number of
                        hundreds of
                        pounds
                        shipped
                        (within the
                        maximum
                        weight
                        allowance)
                        by the
                        applicable
                        rate per
                        hundred
                        pounds for
                        the distance
                        shipped as
                        shown in the
                        commuted
                        rate
                        schedule.
                • Temporary
                    storage not to
                    exceed
                    commuted rates
                    stated separately
                    in the Schedule
                    of Commuted



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          Temporary/permanent           Yes/no
            change of station             na                   Explanation
                   Rates.
                • Limited to
                   incurred
                   expenses—not to
                   exceed
                   maximum
                   amount
                   government
                   would have
                   incurred by GRL.
             • Actual expense
                method (within or
                outside U.S.):
                • Government
                   ships household
                   goods by GBL,
                   not by employee.
                   (M)

20. Does the system provide the
    capability to capture the
    required following information?

   •      Weight limitation:
          • 18,000 lbs. net weight of
             stored and transported
             goods. (If part of
             household goods are
             retained overseas in
             connection with prior
             return of family,
             aggregate weight of both
             shipments cannot
             exceed weight limit.)
   •      Temporary storage:
          • Limited to 90 days at
             origin/destination; may
             be extended 90 days.
   •      Nontemporary storage:
          • For PCS – limited to
             remote or isolated
             locations.
          • Time limitations:
             • Within U.S. – not to
                 exceed 1 year; may
                 extend in


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          Temporary/permanent           Yes/no
            change of station             na                   Explanation
                accordance with
                length of an
                employee’s
                assignment at an
                isolated official
                station.
             • Outside U.S. – Not to
                exceed the length of
                the employee’s tour
                of duty at the
                overseas station plus
                1 month prior to the
                time tour begins.
             • DOD overseas
                teachers – Not to
                exceed the period of
                the recess between 2
                consecutive school
                years.
             • For TCS – Limited to
                the length of the
                assignment, up to a
                maximum of 30
                months. (M)

21. Does the system provide the
    capability to set, change, and
    apply limits on travel advances
    as follows?

   •      Authorized for:
          • Transportation and
             temporary storage of
             household goods as set
             forth in FTR 302-8.
   •      Not authorized for:
          • Nontemporary storage
             of household goods as
             set forth in FTR 302-9.
             (M)

22. Does the system provide access
    to Schedules of Commuted
    Rates and GBL rates for moving
    and storage of household goods
    and allow comparison? (M)



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       Temporary/permanent               Yes/no
         change of station                 na                   Explanation
Allowance for transportation of
mobile homes (PCS and TCS
transferee, new appointee, and
SES last move home)

23. Does the system (1) provide for
    the reimbursement maximums
    or limitations applicable to
    regulatory provisions in effect
    on the employee’s or new
    appointee’s effective date of
    transfer or appointment and
    (2) allow for entering
    appropriate data for various
    options of method of
    reimbursements, including daily
    itemization of actual expenses?

   •      Reimbursement:
          • Preparation costs.
          • Overland transportation:
             • Common carrier.
             • Mileage allowance:
                 • POV based on
                     number of
                     occupants of
                     automobile.
                 • Standard
                     highway mileage
                     guides or actual
                     miles.
                 • POV mileage
                     specified in FTR,
                     if towed.
             • Geographic
                 limitations – CONUS,
                 Alaska, Canada.
          • Over water
             transportation:
             • Geographic
                 limitations – CONUS,
                 Alaska.
          • Cannot exceed the
             maximum amount that
             would be allowable for
             transportation and 90


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          Temporary/permanent            Yes/no
            change of station              na                   Explanation
             days’ temporary storage
             of household goods.
             (M)

24. Does the system provide the
    capability to set, change, and
    apply limits on travel advances
    as set forth in FTR 302-7? (M)

Allowance for temporary
quarters subsistence expense
(PCS transferee and agency
option for TCS transferee)

25. Does the system (1) provide for
    the reimbursement maximums
    or limitations applicable to
    regulatory provisions in effect
    on the employee’s effective date
    of transfer and (2) allow for
    entering appropriate data for
    various options of method of
    reimbursements, including daily
    itemization of actual expenses?

   •      Reimbursement:
          • Fixed method:
             • Limited to 30 days,
                no extension
                allowed.
             • No receipts required.
             • Sum of calculations
                based on maximum
                locality per diem rate
                at new duty station
                (employee 75
                percent, dependents
                25 percent).
          • Actual method:
             • Receipts required.
             • Expenses incurred
                not to exceed
                maximum 30-day
                incremental amount.
             • Regardless of U.S.
                location, authorized


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______________________________________________________________________________

Travel System Requirements
______________________________________________________________________________

          Temporary/permanent             Yes/no
            change of station               na                   Explanation
                per diem based on
                standard CONUS
                rate (e.g., CONUS
                rate of $80/day):
                • Employee (first
                    30 days - $80/100
                    percent, over 30
                    days - $60/75
                    percent).
                • Spouse/family
                    member over 12
                    (first 30 days -
                    $60/75 percent,
                    over 30 days -
                    $40/50 percent).
                • Family member
                    under 12 (first 30
                    days - $40/50
                    percent, over 30
                    days - $32/40
                    percent).
             • Nonforeign outside
                CONUS, based on
                locality per diem
                rate.
          • May be reduced by
             number of days of
             househunting. (M)

26. Does the system provide the
    capability to capture the
    following required information?

   •      Specific distance limitations
          applicable to eligibility for
          temporary quarters
          subsistence expenses:
          • New official station
             located within the
             United States, its
             territories, or
             possessions.
          • Old and new official
             stations are 40 miles or
             more apart.




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Travel System Requirements
______________________________________________________________________________

          Temporary/permanent              Yes/no
             change of station               na                   Explanation
   •      Not to exceed 60
          consecutive days; may
          extend an additional 60
          consecutive days for
          compelling reasons.
   •      Not authorized for:
          • New appointees.
          • Employees assigned
              under the Government
              Employees Training Act.
          • Employees returning
              from an overseas
              assignment for the
              purpose of separation.
              (M)

27. Does the system provide the
    capability to set, change, and
    apply limits on travel advances
    for subsistence while occupying
    temporary quarters as set forth
    in FTR 302-5? (M)

Residence transaction expense
reimbursement (PCS transferee
only/excludes foreign PCS)

28. Does the system provide for the
    reimbursement maximums or
    limitations applicable to
    regulatory provisions in effect
    on the employee’s effective date
    of transfer?

   •      Maximum reimbursement
          limitations:
          • Sale of old home:
              • Reimbursable
                  expenses cannot
                  exceed 10 percent of
                  the actual sale price.
          • Purchase of new home:
              • Reimbursable
                  expenses cannot
                  exceed 5 percent of
                  the actual purchase


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Travel System Requirements
______________________________________________________________________________

          Temporary/permanent              Yes/no
            change of station                na                   Explanation
                  price.
          • Settlement of an
             unexpired lease:
             • Applicable
                  laws/terms of lease.
             • Sublease.
          • Pro rata basis (a) if not
             full title to the residence
             or (b) if employee sells
             or purchases land in
             excess of that which
             reasonably relates to the
             residence site. (M)

29. Does the system provide the
    capability to set, change, and
    apply limits on travel advances
    as not authorized for residence
    transaction expense
    reimbursement as set forth in
    FTR 302-6? (M)

30. Does the system provide the
    capability to capture the
    following required information?

   •      Settlement dates time
          limitation – 2 years from
          date employee reports for
          duty at new official station;
          may extend 1 year.
   •      Not authorized for:
          • New appointees.
          • Employees assigned
              under the Government
              Employees Training Act.
          • Foreign PCS. (M)

Allowance for relocation
services (PCS transferee only)

31. Does the system provide for the
    reimbursement maximums or
    limitations applicable to
    regulatory provisions in effect
    on the employee’s effective date


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______________________________________________________________________________

Travel System Requirements
______________________________________________________________________________

        Temporary/permanent             Yes/no
          change of station               na                   Explanation
   of transfer?

   •      Substitute for reimbursable
          relocation allowances
          authorized (e.g., household
          goods management services
          as a substitute for
          transportation of household
          goods). (M)

Allowances for miscellaneous
expenses (PCS and TCS
transferee only)

32. Does the system (1) provide for
    the reimbursement maximums
    or limitations applicable to
    regulatory provisions in effect
    on the employee’s effective date
    of transfer or appointment and
    (2) allow for entering
    appropriate data for various
    options of method of
    reimbursements, including daily
    itemization of actual expenses?

   •      Reimbursement:
          • Minimum
             reimbursement:
             • Without immediate
                 family – lesser of 1
                 week’s basic
                 compensation or
                 $350.
             • With immediate
                 family – lesser of 2
                 weeks’ basic
                 compensation or
                 $700.
             • No receipts.
          • Actual:
             • Receipts required.
             • Aggregate amount
                 cannot exceed
                 employee’s basic pay
                 for 1 week without


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Travel System Requirements
______________________________________________________________________________

          Temporary/permanent           Yes/no
            change of station             na                       Explanation
                an immediate family
                or 2 weeks with an
                immediate family.
             • In no instance may
                actual
                reimbursement
                exceed the
                maximum rate of a
                grade GS-13. (M)

33. Does the system provide the
    capability to set, change, and
    apply limits on travel advances
    as not authorized for
    miscellaneous expenses
    allowance as set forth in FTR
    302-3? (M)

34. Does the system provide the
    capability to capture the
    following required information?

    •     Not authorized for
          employee’s first assignment
          unless to an overseas
          location.
    •     Not authorized for:
          • New appointees.
          • Employees assigned
              under the Government
              Employees Training Act.
          • Employees returning
              from overseas
              assignments for the
              purpose of separation.
              (M)

Allowance for property
management services (TCS and
foreign PCS (until
                        4
implementation of HR 930 )
transferee)



4
 Enacted October 19, 1998, into P.L. 105-264.


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Travel System Requirements
______________________________________________________________________________

        Temporary/permanent               Yes/no
           change of station                na                   Explanation
35. Does the system provide the
    capability to capture the
    following required information?

   •      Optional use by employee.
   •      Authorized for transfer to
          foreign area/transferred
          back to a different
          nonforeign area.
   •      Agency pays for services
          offered by a company that
          assists the employees
          transferred to a nonforeign
          area from a foreign area in
          retaining and renting, rather
          than selling residences at
          government expense:
          • Up to a maximum of 24
              months (2 years from
              effective date of
              transfer).
          • Agency may offset any
              expenses paid against
              subsequent
              reimbursement for sale
              of residence.
   •      Not authorized for:
          • New appointees.
          • Employees assigned
              under the Government
              Employees Training Act.
          • Employees transferring
              wholly within a
              nonforeign area. (M)

Allowances for transportation
of privately owned vehicle
(POV) (PCS and TCS transferee
and new appointee)

36. Does the system provide for the
    reimbursement maximums or
    limitations applicable to
    regulatory provisions in effect
    on the employee’s or new
    appointee’s effective date of


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______________________________________________________________________________

Travel System Requirements
______________________________________________________________________________

       Temporary/permanent                Yes/no
          change of station                 na                   Explanation
   transfer or appointment?

   •      Agency pays entire costs
          from point of origin to
          destination:
          • Commercial means.
          • Government means as
             space available. (M)

37. Does the system provide the
    capability to set, change, and
    apply limits on travel advances
    for transportation and
    emergency storage of
    employee’s POV as set forth in
    FTR 302-10? (M)

38. Does the system provide the
    capability to capture the
    following required information?

   •      Restrictions:
          • Outside U.S. (to and
             from post of duty):
             • Transport one POV
                 unless replacement
                 authorized within 4-
                 year period of
                 continuous service.
             • Employee drives
                 POV from authorized
                 origin to deliver POV
                 to port of
                 embarkation or from
                 port of debarkation
                 to authorized
                 destination; from
                 port of embarkation
                 back to authorized
                 origin after
                 delivering POV or
                 from authorized
                 destination to port of
                 debarkation to pick
                 up POV:




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Travel System Requirements
______________________________________________________________________________

          Temporary/permanent           Yes/no
            change of station             na                   Explanation
                 • Reimburse one-
                     way mileage
                     costs.
                 • May not be
                     reimbursed a per
                     diem allowance
                     for round-trip
                     travel to and
                     from a port
                     involved.
          • Within CONUS –
             transport any number of
             authorized POVs in
             accordance with FTR
             302-10.
          • Rental car not allowed at
             either duty station. (M)

Withholding tax allowance
(WTA) (PCS and TCS
transferee only)

39. Does the system provide the
    capability to calculate in Year 1
    a gross-up formula (compensate
    the employee for the initial tax,
    the tax on tax, etc.) for a WTA
    payment amount to cover the
    employee’s federal or Puerto
    Rico withholding tax each time
    covered moving expense
    reimbursements are made,
    excluding other withholding tax
    obligations? (M)

40. Does the system provide the
    capability for processing more
    than one WTA if reimbursement
    for moving expenses is received
    in more than 1 calendar year?
    (M)

41. Does the system generate
    notices for outstanding WTAs
    when information has not been
    submitted within a given time



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Travel System Requirements
______________________________________________________________________________

       Temporary/permanent               Yes/no
         change of station                 na                   Explanation
   period as established by the
   agency? (M)

Relocation income tax (RIT)
allowance (PCS and TCS
transferee only)

42. Does the system provide the
    capability to capture the
    following required information?

   •      Limited expenses or
          allowances covered by RIT:
          • Househunting trip.
          • En route travel
              according to current IRS
              regulations.
          • Household goods
              shipment (including
              temporary storage over
              30 days).
          • Nontemporary storage
              expenses (before
              October 12, 1984).
          • Mobile home/boat
              movement.
          • Temporary quarters.
          • Residence transactions
              (real estate) expense
              reimbursement.
          • Relocation services that
              constitute income to the
              employee.
          • Miscellaneous expenses
              allowance.
          • Property management
              services allowance.
   •      Not authorized for:
          • New appointees.
          • Employees assigned
              under the Government
              Employees Training Act.
          • Employees returning
              from overseas




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Travel System Requirements
______________________________________________________________________________

          Temporary/permanent           Yes/no
            change of station             na                   Explanation
             assignment for the
             purpose of separation.
             (M)

43. Does the system provide the
    capability to set, change, and
    apply limits on travel advances
    as not authorized for RIT
    allowance as set forth in FTR
    302-11? (M)

44. Does the system allow for
    entering appropriate data for
    income level and filing status?
    (M)

45. Does the system allow for
    processing RIT claims involving
    two or more states with the
    selection of applicable taxing
    situations (average, highest,
    sum of the applicable state/local
    marginal tax rate) to determine
    applicable single state/local
    marginal tax rate? (M)

46. Does the system provide the
    capability to calculate formulas
    for a combined marginal tax
    rate (CMTR) that includes a
    single rate for federal or Puerto
    Rico marginal tax rate, state’s
    marginal tax rate (applicable
    when states do not allow
    deduction of moving expenses),
    and local marginal tax rate?
    (M)

47. Does the system provided the
    capability to calculate a CMTR
    formula for Year 1 and for Year
    2 (formula adjusts the state and
    local tax rates to compensate
    for their deductibility from
    income for federal or Puerto
    Rico tax purposes)? (M)



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Travel System Requirements
______________________________________________________________________________

        Temporary/permanent              Yes/no
           change of station               na                   Explanation
48. Does the system provide the
    capability to calculate state
    gross-up formulas to be used
    when states do not allow
    deduction of moving expenses?
    (M)

49. Does the system provide the
    capability to calculate in Year 2
    a gross-up formula for a RIT
    allowance payment amount to
    cover the additional tax liability
    not covered by the WTA paid in
    Year 1 on prior PCS settlement
    vouchers. (M)

50. Does the system provide the
    capability of processing more
    than one RIT, if reimbursement
    is received in more than 1
    calendar year? (M)

Homesale program/home
marketing incentive payments
(PCS transferee only)

51. Does the system provide the
    capability to calculate
    maximums or limitations
    applicable to the following
    incentives?

    •     Agency pays transferred
          employee home marketing
          incentive for finding a bona
          fide buyer for employee’s
          residence. May not exceed
          lesser of:
          • Five percent of the price
              the relocation services
              company paid the
              employee for residence,
              or
          • Actual savings the
              agency realized from the
              reduced fee/expenses it



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______________________________________________________________________________

Travel System Requirements
______________________________________________________________________________

          Temporary/permanent         Yes/no
            change of station           na                   Explanation
             paid to the relocation
             services company. (M)

52. Does the system provide the
    capability to capture the
    following required information?

   •      Use relocation services
          companies under contract
          with the government. (M)




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Travel System Requirements
______________________________________________________________________________


                                        Yes/no
     Interface requirements               na                   Explanation
1. Does the system provide travel
   activity transactions to the core
   financial system by:

   •      Generating accounting
          transactions as needed?
   •      Updating funds control?
   •      Updating the Standard
          General Ledger?
   •      Generating disbursement
          actions by electronic funds
          transfer?
   •      Updating subsidiary
          systems/modules? (M)

2. Does the system provide a
   standard record format for
   interface of transactions from
   the travel system to the core
   financial system? (M)

3. Does the system provide
   interfaces with the accounts
   receivable module for salary
   offsets? (Access to claims shall
   be controlled as determined by
   each agency.) (M)

4. Does the system provide the
   capability to generate the
   appropriate accounting
   transactions to reflect the cost
   of the trip to be funded by the
   government and transactions to
   record the receipt of income
   from nonfederal sources? (As a
   value-added feature, this could
   be linked with an Accounts
   Receivable System.) (M)

5. Does the system provide for
   recording sufficient airline
   ticket information that is
   essential to the airline ticket
   payment process so that the



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______________________________________________________________________________

Travel System Requirements
______________________________________________________________________________

                                       Yes/no
     Interface requirements              na                   Explanation
   accounting office may review
   the information, verify the
   amount cited on the airline bill,
   and determine if a refund is due
   or reconcile other ticketing
   differences so that correct
   payment is made? (M)

6. Does the system provide the
   capability to interface with the
   agency’s Travel Management
   System, effective January 1,
   2001? (M)

7. Does the system provide the
   capability to maintain and send
   a record of taxable travel
   payments to the payroll system
   for inclusion in the employee’s
   Form W-2, Wage and Tax
   Statement? (M)

8. Does the system provide
   interface to electronic routing
   or mail system? (V)

9. Does the system provide the
   capability to support electronic
   interface with the credit card
   company? (V)

10. Does the system provide for on-
    line funds validation? (V)

11. Does the system provide the
    capability to support electronic
    interface with relocation
    contractors? (V)




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Travel System Requirements
______________________________________________________________________________


                                      Yes/no
              Reports                   na                   Explanation
1. Does the system maintain data
   for use in future time frames?
   (M)

2. Does the system maintain
   standard data elements
   contained in FTR, Chapter 301,
   Appendix C, to generate
   standard and ad hoc reports?
   (M)

3. Does the system maintain and
   report travel obligation and
   liquidation information? (M)

4. Does the system allow for the
   reformatting of reports to
   present different sorts of the
   information, the presentation of
   only specific information in the
   format selected, the
   summarization of data, and the
   modification of report formats
   to tailor the reports to the
   specific requirements of the
   agency? (M)

5. Does the system provide the
   capability to download data to
   spreadsheets or other analytical
   tools? (M)

6. Does the system provide the
   capability to run on-demand
   analysis reports? (M)


7. Does the system provide travel
   data to General Services
   Administration (GSA) for
   oversight in accordance with
   FTR 300-70, Agency Reporting
   Requirements? (M)




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______________________________________________________________________________

Travel System Requirements
______________________________________________________________________________

                                  Yes/no
             Reports                na                   Explanation
8. Does the system provide the
   capability to electronically
   transmit reports? (V)

9. Does the system provide the
   capability to modify “HELP”
   facilities to meet specific
   requirements of the agency?
   (V)




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Travel System Requirements
______________________________________________________________________________


                                        Yes/no
     System administration                na                   Explanation
1. Does the system provide the
   capability to establish and
   maintain the following tables
   that include, at a minimum:

   •      User administration:
          • Traveler profile?
   •      Trip purpose?
   •      Operational expense?
   •      Locality/M&IE allowances?
   •      Locality/lodging rate (per
          diem)?
   •      Travelers government
          charge card?
   •      Air costs/destination?
   •      Rental car rate/type?
   •      POV mileage rate/mileage?
   •      Approving officials:
          • Organization/funding?
          • Delegated Authority?
              (M)

2. Does the system provide for
   administering required access
   controls and security? (M)

3. Does the system provide for
   flexible operational capability to
   allow for daily, weekly,
   biweekly, monthly, quarterly,
   and annual processing
   requirements? (M)

4. Does the system provide the
   capability to maintain rules
   incorporated in the travel
   system? (M)

5. Does the system provide for
   maintaining defined messages
   to the user regarding general
   system information (including
   Privacy Act Statement),
   announcements, etc.? (M)



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Travel System Requirements
______________________________________________________________________________

                                     Yes/no
    System administration              na                   Explanation
6. Does the system provide for
   maintaining routing lists? (M)

7. Does the system provide for
   supporting the remote user?
   (M)

8. Does the system provide for
   establishing capability to use
   electronic signatures? (M)

9. Does the system provide the
   capability for backup and
   recovery of transactions? (M)

10. Does the system provide for
    gathering and analyzing usage
    statistics? (M)

11. Does the system provide for
    retaining system records in
    accordance with agency
    regulations and preventing the
    purging of historical records
    prior to the proper period as
    authorized for disposal by the
    National Archives and Records
    Administration (NARA)? (M)

12. Does the system provide for
    automated maintenance of per
    diem rates from a central
    source? (V)




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______________________________________________________________________________

Travel System Requirements
______________________________________________________________________________


                                      Yes/no
        Records retention               na                   Explanation
1. Is the destruction of agency
   records created within the
   federal government approved by
   NARA, per 36 CFR 1228 and
   1234? Basic travel records are
   currently authorized for
   disposal by General Records
   Schedule (GRS) 9, Travel and
   Transportation Records and by
   GRS 20, Electronic Records
   (copies may be obtained from
   agency’s records officer or from
   NARA). For travel and
   transportation records not
   covered by this authority or for
   any questions regarding the
   disposition of federal records,
   please contact:

          Life Cycle Management
            Division (NWML)
          National Archives and
            Records Administration
          Washington, D.C. 20408.

   The telephone number is (301)
   713-7110. (M)




(922286)




Page 62                                   GAO/AIMD-21.2.8 - Travel System Checklist (5/00)
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