oversight

Travel System Requirements (Exposure Draft)

Published by the Government Accountability Office on 1999-01-29.

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

                                             Federa.

                                             Management
                                             System’
                                             Requirements   r




I~
 ,,.                ‘.                      JFMIP-SR-99-1
                                            January 1999
to;-..   -   -.~   ...--.I__~   --.- .---
1                                                                                                               /
1
       What,isJFMIP?
        The Joint Financial Management Improvement Program (JFMIP) is a joint and cooperative
        undertaking of the U.S. Department of the Treasury, the General Accounting office, the office of
        Management and Budget, and the Oflice of Personnel Management, working in cooperation with
    .’ eachother and other: agencies to .irnprove financi~:rn~ageineat,practic~  in government. The
        l7rogram’~a.s given statutory author&t&     in the Budget and Accounting Procedures Act of 1950
        (3 1 USC 65). Leadership and program guidance are provided by the four Principals of the JEW@
        Comptroller General of the United States, Secretary of the Treasury and the Directors of the Of&e
       of Management and Budget, and the,OfBce of Personnel Management. Each Principal designates a
       representative to serve on the JFMIP Steering Committee, which is responsible for the general
       direction of the Program. The JFMIl? Executive Director, and a program agency representative
       (who serves for 2 years) are also on the Steering Committee.

       The Program promotes strategies and guides financial management improvement across
      government; reviews and coordinates central agencies! activities and policy promulgations; and acts
       as catalyst and clearinghouse for sharing and disseminating information about good financial
      management practices. This information sharing is done through conferences and other                      ;
      educational events, newsletters, meetings with interagency groups and agency personnel, and
      through’FinanceNet, an electronic clearinghouse on the Internet.

      The JFMIP has worked on interagency projects that developed a financial systems framework and
      financial systems requirements. For the future JFMIl? plans to assist Federal agencies in improving
      their fmancial systemsthrough its Program Management O&e. ,The OfEce will work on revising
      the Federal government’s requirements deftition,testing    and acquisition processes, the‘ first target
      of opportunity is core fm,ancial systems. The objectives of the OfEce .are to develop systems
      requirements, communicate and explain Federal and agency needs, provide agencies and vendors
      information to in@-ove fiancial systems, ensure that products meet relevant system requirements,
      and simplify the procurement process.

      Information     on JFMII? can be found at its website at
      www.financenet.gov/financenet/fed/jfmip/jfmip.htmor   call (202) 512-9201.
    JOINTlXNANCIALMANAGEMF,NT
        lMl?K0vRMENT   PROGRAM




    Memorandum

    DATE:          January        29,   1999
    TO:            Senior        Financial     Officials

    FROM:          Executive  Director,             JFMIP d%k
                                                           -                                                .,
                     .
    SUBJECT:       JFMIP Travel    System          Requirements    Document          '

    The JFMIP‘Travel          System Requirements       document Exposure         Draft    is
    attached.       This update effort         was led by- the General         Services                -'
    Administration         -(GSA), Director     of Financial.Management          -Systems
    and reflects       the efforts       of his governmentwide        team.     The.effort
    was supported        by the JFMIP; Chief Financial           Officers      Council
    Financial      Systems Committee .(FSC); Office-of            Management       and
    Budget      (OMB); GSA, and others.           The 'extensive    vetting     process
    that'wasused,         :revealed-many      changes that needed ,to ,be included
    in the Travel        System Requirements        document,    to-reflect::.         -..
    (1)     statutory      and regulatory     changes,      including         the Travel     . :
            Reform and Savings Act of 1996 and the Travel                         and
            Transportation        Reform Act of 1998,
                                                              .     ,,,::'     .-     I
    (2)     technological       changes,   including      the use of Federal            travel
            charge cards and-.the- abi.lity          to sign .documents using.an.
            electronic      signature,    and                              ".

    (3)     JFMIP documentation      changes,   including     the updated    JFMIP
            Core Financial     System Requirements      ,document and.issuance     of
            -the:‘Framework  .for Federal   Financial,Management        Systems ~
            document.                                                   _
    We want to point       out that mandatory requirements and value added
    features    have been addressed    in the document and defined  in the
I   Terminology     Appendix.
    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 the Federal   Financial              Management
       Improvement      Act (FFMIA) .
       Value-added       features   describe    features      or characteristics        and may
       consist     of any combination        of the following:          ( 1) ~&.ig ;.etate7o!f:
       the-art     technology;     (2 ) employing     the preferred        or be:st:&us&ness~
       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.
       We ask that you look closely  at the Terminology  appendix                         and, if
       needed, recommend additional  terms that are shown in the                          document
       that you believe  need to be defined.
       The attachment     has been reviewed,       previously,       by representatives
       of the JFMIP; FSC; Federal         Accounting     Standards      Advisory    Board;
       General Accounting       Office;   OMB; Interagency        Travel    Management
       Committee,    GSA Office      of Governmentwide      Policy;     Per Diem, Travel
       and Transportation      Allowance     Committee;     and others.

I     The document is being circulated                  widely    within      the Federal
      government's         financial    systems community,            private     sector   service
      providers,        and.other     major stakeholders.             It is also being,placed
    " on FinanceNet          at.:
                                                                , :
             www.financenet.gov/financenet/fed/jfmip/jfmipexp.htm
                     .' :             8                              '_
      Please,provide          yourcomments       by Friday,       April     9, 1999.      Comments
      on any section          of thisdacument-are-encouraged                --BsSpona&-l4
      be more helpful           to the JFMIP if they also include                 your rationale.
      Respondents         should also indicate         -the capacity        in which they are
      responding.
       Comments     should   be sent     to:
              Joint   -Financial,   Management, Improvement           Program
              441 G Street       NW, Room 3111            '.
              Washington,      DC 20548
                    ,
      If you have any questions,           please:contact;Dennis             Mitchell      via
      electronic      mail at mitchelld;ifmiDQaao..aov,               telephone       202-512-
      5994, or fax 202-512-9593.
      Attachment
Foreword
This travel system functional requirements document for government civilian employees is one in a series issued by
the Joint Financial Management Improvement Program (JFMII?) in support of agency operations. Its preparation
addressesthe goal of the JFMIP to improve the efficiency and quality of financial management in the.Federal
government.
T& itiGe&itib‘hi.e       cein.tiri..tied in<,c;&ti/“tion .& *e ice   ofM&~;~g;&;         fi;&-&y&q;:~~        ‘“;’’ -L.
General Accounting Office (GAO), the Department of the Treasury, and Federal program agencies. Agencies are
to comply with these requirements in planning improvements to their financial systems.

We thank the agency offkials and others in the financial management communities for their contributions to the
document. We appreciate their invaluable assistance. Their support helped provide a document to enhance financial
management systemsthat contribute to effective and efficient operations governmentwide.




                                                              Karen Clear-y Alderman
                                                              Executive Director
TableOfContents
Forward
                                                                                                                                             :
Acronyms
Introduction..................................-.......................1                                                                                                           I




Introduction           to Functional Description                          . . . . . . . . . . . . ., . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 9
General. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ..lO
TravelAuthorization.                   . . . . . . . . . . . . . . . . . . .’ . . . . . . . . . . . . . . . . . . . . . . . . . . . . . .:                              . 11
TravelAdvances               . . . . . . . . . . . . ‘. . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ; 12
TravelVoucher.....................................;.................13
                                                                                                                                                                                  I
Local Travel . . . . . . . . . . . . . . . . . . . . . . . . .. . . . . . . . .’ . . . . . . . . . . . . . . . . . . . . . . . 15                                                 I
Non-Federal            Sponsored Travel.                  ..............................................                                                                 16
Temporary/Permanent                    Change of Station                    ..........................................                                                   17
Interface Requirements.                    . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 29
Reports...........................................................3                                                                                                           0
System Administration                      ...................................................                                                                           31
Records Retention.                  ...................................                                                                       1 ............   : ....    32
AppendixA:             References.             ...................................................                                                                       33

AppendixB:             Glossary.           ...................................................                                                                           34
Appendix C: Contributors                          ................................................                                                                       37




Illustrations
1. Financial System Improvement                              Projects . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . ; . . . 3
2. Integrated Model for Federal Information                                      Systems             . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . . 4
3. Agency Systems Architecture.                             ..............................................                                                                6
4. TheTravelProcess                   .............................                                                          ;.   ....................                  .‘7
Acronyms
ATM       Automated      Teller Machines
CM.TR     Combined      Marginal Tax Rate
CONUS     Continental     United States
CRS       Commercial      Reservation
                               1.     System
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 Contribution        Act
FTR       Federal Travel Regulation
GAO       General Accounting OfEce
GBL       Government      Bill of Lading
GRS       General Records Schedule
GSA       .General Services Administration
GTR       Government      Transportation     Request
IRS       Internal Revenue Service
Pm        Joint Financial Management         Improvement     Program
m         Joint Travel Regulations
M8rIE     Meals and Incidental     Expenses
NAM       National     Archives and Records Administration
OMB       OfEce of Management         and Budget
OPAC      On-Line Payment and Collection
OPM       Office of Personnel Management
PCS       Permanent      Change of Station
PDTATAC   Per Diem, Travel and Transportation          Allowance Committee
POV       Privately Owned Vehicle
RIT       Relocation     Income Tax
SES       Senior Executive Service
SGL       Standard General Ledger
SSN       Social Security Number
TCS       Temporary      Change of Station
TDY       Temporary      Duty
TMC       Travel Management       Center
WTA       Withholding      Tax Allowance
“?   !   .-!
      Introduction
      Travel policy-establishes reasonable, allowable, and acceptable rules governing travel procedures, including
      domestic, interagency, and invitational travel. Gentral agencies such as the General- Services Administration (GSA),
      Office of Personnel Management (OPM), and Department of State prescribe travel policies in governmentwide
      regulations and rules for Federal departments and agencies. In many instances, the policies defer to departments
      and agencies the. respon@lity for..de~el~p~g.~spe~c..procedures~.to~knplleme~~je~re~ations.~ (The.Per Diem, .(
      Travel and Trar@ortat@n Allowance Committee (PDTATAG), chartered under the Department of Defense
      (DoD);dpublishesthe Joint Travel Regulations (JTR) for the DoD.civilian employees). Travel policy affects every
      step of the travel cycle and the rules derived from it govern an agency’s travel practices, whether manual or
      automated.

      In October 1994, an interagency travel reinvention team was established by the JFMII? to reengineer Federal travel
      policies and procedures that affect: (1) temporary duty (TDY) and (2) relocation travel within the Federal
      government. Since then, numerous legislative changes recommended by JFMIP were signed into law.

     In order to reflect the current environment and follow new legislative and regulatory requirements, including the
     Federal Financial Management Improvement Act (FFMIA), an interagency travel system requirements team was
     formed to update the January 1991 Travel System Requirements document for Government civilian employees.
     The project team’s efforts produced this revised document that defines mandatory and value-added functional
     requirements for system administration and major elements of the travel process. The major elements include: (1)
     travel authorization, (2) :travel advances, (3) travel voucher, (4) local travel, (-5)non-Federal sponsored travel, (6)
     temporary/permanent change of station, (7) interface requirements, and (8) reports.

     The mandatory requirements describe what-the system must do,and consist of the minimum acceptable
     fkxtionality necessary to establish a system or are based on Federal laws and regnlations. Mandatory requirements
     are those against which agency heads evaluate their systems to determine substantial compliance with system
     requirements under the FFMLA. These requirements apply to existing systems in operations and new systems
     planned or under development.

     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 simi.lar
     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 systemsis left to the discretion of
     each agency head.

     Agencies may augment the mandatory requirements with value-added features or with agency unique requirements,
     which must be carefully defined to assure consistency with governmentwide standard requirements. Further, each
     agency must also integrate the standard requirements with existing systems and with the major program systems
     that are unique to the agency.




 I
 1
_I
     Travel System Requirements                                                                                                1
1
I
1                                                                                                                                  I
FederalFinancial
              Management
                     Framework
In January 1995 the JFMIPpublished the document entitled “Framework for Federal Financial Management
 Systems.” The Framework document set the stage for establishing and maintaining financial management systems
to support management and deliver programs of the Federal government. It describes how the various financial
management systems covered in the specific requirements documents fit together and how these systems should be
integrated      to meet the needs,,of program and. financial managers of the, government.
    ,:,,.:I :>;:,,                                                                                                               ., >.d--.s..._I“.- 1         .cI._r
               ,!.k..
                   ;+-,:+
           ,,+&+&~C;..*>+      ,:,).:, ‘$ “,)f
                       ‘,_,a*.&)
                          .,+,
                            * ;;,i.~,*+bi&  .:“.*;j,:. kij‘.*i-,,,$,:
                                              h,i‘<>t>,p:         .(,.         _. ;.,I
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                                                                    j>ii?) .?.\-,.i:;  ^,,:
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                                                                                             .k‘$.,A    ; (.S.C!
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                                                                                                              :I.?;             I.<        I ‘“Y‘TClC
                                                                                                                                   *-, II“>“:         Sj ?I’TC:‘?<I
                                                                                                                                                                  ‘: ‘. “?-!
As shown EiIllustration :I, Financial-System Improvement Projects, establishing standard requirements is only part
of the process of improving financial management systems‘and information. Standardization can be achieved
through the selection, development, and/or purchase of applications that meet approved functional requirements
and technical as well as data management specifications. Governmentwide common data standards/requirements
assist agencies in developing efficient and effective systemsand provide a common framework so that Federal
personnel and vendors can more, economically ,provide systemssoftware.

The Framework document should be used in conjunction with JFMIP’s Federal Financial Management System
Requirements (FFMSR) series that describes specific standards/requirements for financial information, financial
systems, reporting, and financial organization. This publication, Travel System Requirements, continues the effort
to establish,required functional capabilities that are needed for subsidiary systemsthat are being improved,
consolidated; or replaced, and linked to an agency’s core financial system.

Integrated elements such as those .shown in Illustration 2, Integrated Model for Federal Information Systems, make
up the model for Federal financial management systems.Ifall the elements are implemented effectively, the result
should be an integrated financial management system for the Federal government that supports the President, the
Congress, individual program managers, fmancial managers, and other customers.

                ..,




                                    ,’

           /’
                                                                                                                           ..




                                                                                                                                      Travel System Requirements
                                                                                         Federal Financial. Management Framework



                                                 Financial~. System Improvement     Projects

                                                            r
                          . Standard Reporting
                            Requirements


                          . U.S. Government Standan
                            General Ledger


                      . Core Financial System
                        Requirements


                      . Human Resources &’
                          Payroll Systems
                      (.: Requirements


                      l    Travel System
                            Requirements


                      l    Seized Property and
                           Forfeited ,AssetsSystem
                           Reqrilrements


                      0 Direct Loan System
                        Requirements

                      ; Guaranteed Loan System
                        Requirements


                      0 Inventory System
                         Requirements


                  . System Requirements for
                    Managerial Cost
                    Accounting


                  l        Other Standards




       I-    -1           Subject of
                          this report
       r-l
                                                                 Illustration   1



Irave. Sys!su Requirements                                                                                                     3   ;
    FederalFinancialManagement
                            Framework



                                  Integrated   .Model for
                             Federal Information     Systems
                                               -




                                        :Data Stewardshi&&




                                           ”   Illustration 2




4                                                               Travel System Requirements

                                                                                        ,i
 System
      Overview
                                                 .
 Each agency should devise a comprehensive financial management system based on its technical infrastructure and
 need to record, manage, distribute, and accessfinancial data. As shown in Illustration 3, Agency Systems
 Architecture, the travel system is one of the essential system components needed to support program
                                             cessing for effective and efficient program execution. Most financial
                                          QTF.~pia&mxn :‘: ,I -t and   direqly
                                                                  .I,,F,”..h.’    Iink to:cqe or more..q*trative
                                          g,~~~el~~~~~~p~~~efo~~~~~us~         be &aluated   onthe basis-of how the system
                                         d’~~~~.~~~~ci~~~~~~t~~~~~f                    *e qen+s    A mi-,of      centralized
 and disttibuted functions may achieve fi&tionality of the travel system.

As Illustration 4, The Travel Process, shows, the travel system must be able to prepare and track the status of a
travel authorization, a travel advance issued.by.the agencyas necessary, and a travel voucher as it goes through the
various stages of preparation, approval and processing. The system must incorporate the preparation and approval
of travel and transportation authorizing documents, including fund certification; preparation and authorization of
emergency travel advances; and computation, :preparation, and approval of travel vouchers. Additionally, the system
should provide, effective January 1,2001, for interfacing, with a Travel Management Center (TMC) or appropriate
Commercial Reservation System (CRS) arranging tickets and transportation and processing of claims from vendors
related to the travel and transportation documents.
                                                                                         _.
As travel expenses are incurred, they must be-recorded in chronological and systematic order. To be processed, all
travel information must be identified, tracked, and approved. The system must document travel information so it is
easily and readily available’for analysis, decision support, operational control and external regulatory reports.

The travel system must provide the user withprompts and’understandable, logically ordered screensto make the
travel process as easy as possible. It must provide the capability to display defined messages to the user regarding
general system information, including .the privacy Act Statement. It must also make maximum use of previously
                                                .,
entered data for future time frames.

Appropriate levels of security are required by travel systemsto protect the integrity of the travel process and the
content of the system. Risk assessmenti should measure whether the benefits gained outweigh the costsnecessary to              :
protect the system.




Travel System Requirements
System Overview



                  Agency   Systems             Architecture




                            Illustration   3




                                                              Travel System Requirements
                                                                                                                                                System Overview



jl
        The Travel Process
 I
                                                                  Travel Authorization
                                                                   Traveler Information
                                                                          Type of Trip
                                                                      ; ~+qos:.                          ‘(
                                                                    .i,:cl. Ifineraiy
                                                                Conditions of or Limitations
                                                                    Estimated Expense
                                                                     Advance Request
                                                               ; : .Funding Source,
                                                                       C”
                                                                                 I*
                                                                           -.
                                                               1                                                                      I,
                                      Approval                     .                                          Travel Advance
                                        Award                                                                 Funding Source(s)
                                       Override                                                               Approval Code(s)
                                         Edit
                                        Reject
                                           :

                           Reservations        & Ticketing
                            Central Billed or other                                     ATM                                          Government      Cash
                              Established:Account                               (Preferred Method)                                          Currency
                            Government Contractor-.:-                       1 Government Conn.actor-                                   Travelers Checks
                              Issued Individually                              Issued htdividually   _. _                         Electronic Funds Transfer
                             ‘Billed Travel Card                               Billed Travel Card
                            Government
                           , Transportation Request                                                                   :
                                      -. l.i I                                                 i!
                                                                                                .                     I
                                                                                I           :..,-:   :         -.




                  :    -.:                                    Travel Voucher Prepqfation             ,,
                .I :     : I “.                                      Traveler Info~a&f:A;               :. , : :                     ‘-
                                                                       ReservationData           _., ,.
                                                                          Charge Data
                                                    .,           Exception Documentation
                                                                     Cash.,Advatice Data
                                          ;$                              Cash Items
                                          %.
                                                         ’   Receipts, Statements,‘Justifications
                                                                       ‘Documentation
                                                                        i


                                               :,
                                                               Completed      Travel‘ Voucher



                                                                                                                                                                   :

                                                                         Illustration   4

     Travel S,ystem -Requirements                                                                                                                             7.
System Overview




    The Travel Process (continued)

                                                                     n A


                                                  r                Audit
                                                                    Status
                                                          Aging (Government Cash
                                                               Advance Only)
                                                            Account Distribution
                                                                   Policy
                                                               Requirements
                                                              Act&l/Estimate
                                                      -


                                                                  Approval
                                                                   Award
                                                                    Edit
                                                                   Reject
                                                                      I
                                                                      I

                  r                                                            I
                                                  I
                             Settlement                                                Reconciliation
                      Electronic Funds Transfer                                       Individual Voucher
                         Split Disbursement                                         Central Billed Accounts
                                                                                           Government
                                                                                   .-Transportation Request
                                                                                       Reservation Data
                                               :;; :                                Notification to Traveler
                                                                              -i
                                  I                                                             I




                                                                                                                           ,
                                                          Report Wneratlon

                                          Illustration     4   (continued)




                                                                                        Travel System Requirements

                                                                                                                     7:.
      ,

_~-   ‘: Introduction
                    to Functional
                               Description
            System requirements for the following travel functions are either mandatory or value-added. Mandatory
          ~ requirements describe what the system must do and consist of the minim urn 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 the
            FFMIA. These requirements apply to existing-systems inoperations and new systems planned or under
            development.                   ’                                                           ‘,.!~:,.A. J, ‘::..i,‘.,:‘: :_..e,.,
                       _.        _-
            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 systemsis left to the discretion of each agency
            head. Value-added features support the degree to which agencies can migrate to an automated travel system.




            Travel System Requirements
General
The travel system must support the following common requirements for all travel functions:



 1. Provide the capability to maintain the order of precedence for executing each travel step (i.e., author&ation
    must,,
     .., ., precede a,, voucher,
                            .._. etc.).                                                                    .‘i;.,,L:.:;.r.A”’ ~:
 2. Provide override capability to change the order of precedence of the processing steps to handle unusual travel
    demands.
 3. Provide the capability to capture required standard data elements contained in the Federal Travel Regulation
    (FTR) and any additional data elements the agency may specifically require based on its needs.
 4. Maintain adequate separation of duties (e.g., trip approval, travel voucher approval, and travel voucher payment).
 5. Provide controls to prevent the creation of duplicate travel docnments.
 6. Provide the ability to enter dates prior to, through, and beyond January 1,200O.
 7. Provide the ability to cite multiple funding sources.
 8. Provide for coding and processing features that will link all phases of travel together, as shown in Illustration 4
     (i.e., travel authorization, travel approval, etc.).
 9. Provide electronic signature feature for traveler, and reviewing and approving offkials that satisfies
    requirements in the Federal Information Processing Standards Publication 186, Digital Signature Standard,
    issued by the National Institute of Standards and Technology (NET) pursuant to Section 111 (d) of the Federal
    Property and Administrative Services Act of 1949, as amended by the Computer Security Act of 1987, Public
    Law 100-235. (See Appendix B: Glossary, for the definition of electronic signature.)
 10. Provide for an audit trail on historical data that identifies input, correction, amendment, cancellation and
   approval.
 11. Provide for the use of mandated Federal travel charge cards.
 12. Provide for the system to maintain and send a record of expenses for 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. In addition, report and send the employer’s matching tax amounts. *
                                                                                    .-
Valase-Added
 1. Provide the ability to address foreign currency conversions and fluctnations.
 2. Provide for the electronic routing of travel documents to reviewing and approving officials.
 3. Provide the ability to electronically route approved documents based on agency defined criteria.
 4. Provide for search capability of travel information.
 5. Allow information in the system to be queried by field and viewed on-line to present specific data as requested.
 6. Provide the capability to allow a user to drill down from summary data to detail data.
 7. Provide for a tracking system that wiu allow employees to determine the status of any travel document at any time.
 8. Provide the capability to insert free form text or comments.

* Currently under review by the Internal Revenue Service



                                                                                                  Travel System Requirement?
     TravelAuthorization
     All official travel for the Federal government must be specitisally authorized. The travel authorization is approval to
     travel on official business and is the foundation upon which all other travel documents are processed. If it is not
     practical or possible to obtain an authorization prior to travel, an agency may approve reimbursement for travel
     expenses after travel is completed.

     The travel authorization function should provide the capability to create travel authorizations and provide funds             _, ”
     availability when appropriate (e.g., specific trip authorization). This function must also:



       1. Allow for processing various types of travel authorizations including unlimited open, limited open, and
          trip-by-trip.
       2. Provide for determining whether the traveler is a holder of a government-issued charge card.
       3. Allow for the option of specific authorization or prior approved travel arrangements as required by the FTR
          301-2.
       4. Provide for verification that authorization exists and that funds are available.
       5. Provide ‘the capability to process travel authorizations with split fiscal year funding and with multiple funding.
       6. Record detailed itinerary information.
       7. Calculate authorized per diem (including for non-work days, interrupted travel and reduced per diem rates) and
          meals and incidental expenses (Ma)     based on the temporary duty (TDY) location.
       8. Provide the capability to.interface with the agency’s Travel Management Center (TMC) or appropriate                          :
          Commercial Reservation System’(CRS) i effective January $200 1.
       9. Allow correction, amendment, and cancellation of the travel authorization with appropriate reviewing and
          approving controls and allow for notification to the traveler and accounting of&e.
       10. Provide the capability to display defined messagesto the user regarding certification statements, Privacy Act
         Statement, standard clausesfor required receipts, supporting documentation requirements; etc., and
         justification statements for use of special travel arrangements.

     Value-Added
      1. Allow for processing an annual unlimited open travel authorization without recording an estimated obligation
         amount for each trip prior to travel.
      2. Provide for entry for 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, etc.) for subsequent travel actions.
      3. Provide for an automated interface of accounting codes and funds availability with the core system.                          .I
      4. Support use of voice recognition system in reservation system.




     * Policy issue to be resolved.


,
1,   Travel Systeni Requirements                                                                                               11
                                                                                                                               i       1
TravelAdvances
Authorized travel advances are issued for the estimated cash transaction expenses before travel is begun or while
travel is being performed. The travel advance may be paid by currency, traveler’s checks, electronic funds transfer
(EFT), or by an Automated Teller Machine (ATM) withdrawal using an agency travel card. The use of a
Government contractor-issued charge card is the preferred method of payment.



Ifthe Government issues an advance in the form of currency, traveler’s checks, or EFT under exceptional
procedures, the travel advance function must provide for entry, processing, approval, and the payment and
liquidation of government funds. This function must provide for the tracking, aging, and control of advances. The
travel system must also:

 1. Provide the capability to set, change, and apply established limits on travel advances.
 2. Provide for limiting the allowed advance based upon transportation method (Government Transportation
    ‘Request (GTR) through September 30,1999, * vs. non-GTR), subsistence rates, miscellaneous expenses,and
    possession of a charge card.
 3. Allow travel advance information to be accessible in travel voucher preparation.
 4. 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; also provide the
    capability not to liquidate when the traveler has been authorized a “retained” travel advance in accordance with
    ETR 301-51.
 5. Provide for automatic aging outstanding travel advances based on the end of trilj date and generate follow-up
    notices to the travelers and administrative staff concerning delinquent advances effecting payroll offsets or other
    means’ of collection.
 6. Provide for reporting to the Internal Revenue Service (IRS) delinquent travel advances as taxable income to the
    traveler.




12                                                                                            Travel System Requirements

                                                                                                                      / ”
TravelVoucher
Once a travel assignment has been completed, or not less frequently than “very 30 days, the government traveler
will prepare a travel voucher/claim for reimbursement of expenses incurred in the performance of official travel. All
claims must be in accordance with travel policies. The system should provide for input by both travelers and
designated officials at central and/or remote locations. The system should provide for automated point of entry
input   and .b:e~.easy.to.use
 I-. ~$$%L$$g&  kw@G*t        with adequate.
                       &4+w~re-.+&x*L        .direction.and.prom~tsto-
                                       $.$‘:$‘&3!           th.>.*s*t.i.I.dL&lead
                                               ,urxS;,ti*.*n.-Aa~+i.,.             -the
                                                                             *..*iT:”      .user,throughthe~program
                                                                                     ...!.ad/L
                                                                                             .Zk”%*..
                                                                                                   +.,a,
                                                                                                       cL. 1,d.5..                   a~~d;c.o&ct
                                                                                                                   .Cli.*,A..‘+&“IA/..I           the
necess~~~~~~~~~t~~p~~pare,
  ., .:.i.rx ,ri.,...*                ,@e-.voucherrTh.ts    +n*onmust:         , (            y    :: :_  ,,: . I*   ; ‘i’,,~
                                                                                                                           f;::. , :   .- I 1 !.:~.
                :
Mandutq
  1. Provide the capability to draw upon theinformation reflected on the travel authorization and/or government
     cash advance provided to the ‘traveler; the system should prepare the voucher/claim as required. The system
     should accessthe appropriate per diem and mileage allowances.
  2. Allow for recording the date of departure from, and arrival at, the official duty station or any other place when
     travel be@, ends, or requires overnight lodging.
  3. Provide the capability to. calculate authorized niileage allowances and per diem amounts (including for
     non-work days, interrupted travel and reduced per diem rates) based on TDY location and other related
     information..
  4. Provide the capability to compute M&IE allowance rates based on travel completed:
            :-
          a. More than 12 hours but less than 24                        75 percent of the applicable M&IE rate

          b. 24 hours or more, on:

             - Day of departure                                                         75 percent of the applicable M&TE rate

             -Full days of travel                                                       100 percent of the applicable M&IE rate                         .id,

             -Last day of travel                                                        75 percent of the applicable M&IE rate

  5. Allow entering approved or official subsistence rates, mileage allowance, etc., when not available in the travel
                                                                                                                                                          I
     system.
 6. Process partial/interim vouchers against a travel authorization to expedite liquidation related to travel
    obligations.
 7. Provide to the traveler the capability to create and modify travel vouchers before final approval. The voucher
    then would be 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.
 8. Process amended vouchers with appropriate reviewing and approving controls and provide the capability to
   update related systems/modules.
 9. Allow for special routing and approval levels ,for certain classes/conditions of travel as required by ETR 301-2.
 10. Provide the capability to display defined messagesto 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; just&ation
   and certification statements.
 11. Provide for a tracking system that will allow travelers, payment of&es, etc., to determine the status of any
   voucher/claim.



Travel System dequirdnenis                                                                                                                         13
Travel Voucher

                                                                                                                    “I’

 12. Provide for system generated series of notices when information has not been submitted timely in accordance
   with internal policies and procedures established by the agency.
 13. Allow for offset of funds to indebtedness through salary offset, a retirement credit, or other amount owed the
   employee.


   State Standardized Regulations (DSSR) for temporary duty travel of all civilian agency government travelers.
   (The Joint Travel Regulations (JTR) implements the FTR and DSSR for all DOD civilian employees).
 15. Provide for a random sampljng 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 Title 7.)

Value-Added
 1. Provide the capability to enter the ‘Direct Billed” amount for costs such as On-Line Payment and Collection
    (OPAG) billings by the Dep,aranent of State for employees stationed overseas, and lodging, airline, and car
    rental that are billed directly to the agency for payment, but not included in the calculation of payment to the
    traveler.
 2. Provide for 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).
 3. Provide for electronic notification to travelers of payments made by disbursing offices or for disallowance of a
    claim for an expense. Allow for agency flexibility in defining message contents.




14                                                                                          Travel System Requirements
 localTravel.
 Local travel.expenses, including taxi and mass transit fares, are allowable expenses incurred while performing official
 business within the vicinity of an employee’s designated post of duty. The travel system should 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. The system must:

idi&++y       _ ; .I ,_ ._’ .’ :,, . . ._       ._         ,-
   1. Provide the capability to compute mileage allowances.
  2. Provide the capability to change the appropriate accounting classification data.
  3. Provide for funds availability.




TravdSystem   Requirements                                                                                           15    .’
Non-Federal
        Sponsored
               Travel
The travel system must track and report the travel process for the acceptance of payment in-cash or in-kind
acceptance of services from non-federal sources to defray in whole or in part the travel or related expenses of
Federal employees in accordance with FTR 304. The system must:

$-jg&.#gy
                                                                                                      .
 1. Provide a mechanism to assure that sponsored travel be administratively approved by the agency designated .‘-’
    official prior to final approval of the travel authorization.
 2. Provide for the approval, or disapproval, by a designated individual of the approval office at central and/or
    remote locations.
 3. 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.) Show estimated amounts where actual amounts are
     U.ilkXlOWll.




                                                                                                                          ~
16                                                                                           Travel System Requirements
Temporary/Permanent
               Change
                    OfStation
A Temporary Change of Station (TCS) is the relocation of an employee on a temporary basis for a short period
 (not lessthan 6 months, nor more than 30 months) to a new official station while an employee is performing a
long-term assignment. The employees who receive a TCS will subsequently return to the previous official station
upon completion of that assignment. A Permanent Change of Station (PCS) is the relocation of an employee to a
Fey, @Cl station or post of duty f+ permanent                                                            .c>,, ?i’., :.,,,,
                                           ; ,y Y,,r duty. : : ,g),_,,,,i,,?:.._
                                                                             .     .‘K>
                                                                                    _.” .L. .“:.. .--*:.       I. s.
&hen relocation is authorized at Government expense, the TCS and PCS system requirements must provide
mandatory functional capabilities reflected in this publication under the section entitled Functional Description. In
addition, the system must also identify, record, and process information associated with the following allowances
which may occur incident to a transfer: (1) househunting trip, (2) transportation (including family), (3) per diem
(including family), (4) transportation of household goods, (5) temporary storage, (6) non-temporary storage, (7)
transportation of a mobile home, (8) temporary quarters subsistence expense, (9) residence transaction expense
reimbursement, (10) relocation services, (11) miscellaneous expenses allowance, (12) property management
services, (13) transportation of privately owned vehicle (POV), (14) withholding tax allowance (WTA), (15)
relocation income tax (PIT) allowance, and (16) homesale program/home marketing incentive payments. The
system must:



  1. Provide the capability to capture the following required information:
    l   Effective date of the transfer or appointment followed by a one-year service agreement, unless separated for
        reasons beyond employee’s control that are acceptable to the agency.
    l   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 one year by the head of the agency or his/her
        designee.
    l   Allowance alternative option selected when two or more family members are employed. In applying these
        alternatives, provide that other members of the immediate family not receive duplicate allowances.
    l   Process not more than one return trip during each agreed period of service for prior return of immediate
        family.
 2. Provide the capability to calculate maximums or limitations available for the allowances provided in ‘the
    summary chart below:



                              Transferees            Transferees                                      Senior. Executive
 Allowance                    Permanent Change       Temporary Change     New Appointees              Service (SES) Last
                              of Station (PCS)       of Station (TCS)                                 Move Home
                                 .’
‘Househunting Trip            X                      x***
                                                 I                                                ,
 Transportation
                          .X                     X                        X                           x
 (includiug family)
 Per Diem




Travel Syst.em Requirements
Temporary/Permanent Change of Station




Relocation Iixome.



* Family per djem MOT provided for a new appointee or SES last move home
** I;brei@ PCS only (unljl implementation of HR 930)
                                         iii.  i
*** Agency option to pay for TCS

 3. Provide on screen instructions or prompts as to- how calculations/formulas are performed for allowances.
 4. Allow for “Remarks” field to enter comments.
 5. Provide the capability to display defined messagesto 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 information. (e.g., 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 necessarydocumentation is available for
   voucher audit.)

18                                                                                              Travel System Requirements
                                                                                          Temporary/Permanent   Change of Station




  6. Allow for recomputing allowances and making appropriate adjustments.
  7. Provide for the capability to offset entitlements against any indebtedness to the Government (e.g., RLT
      allowance results ‘in a negative amount).
  8. Provide for liquidating travel advances from more than one entitlement if submitted on one voucher.
 -9‘ p-jde’ for .&$&&            Fk&erd or Pu~~~~;;*‘s~~t~,~~~~~h~s~~~~~~~~~~~,iiiaF~~~~~~~~~~e.                 _,,,_
                                                                                                                    .,.:.
                                                                                                                       ” :
    .
      Contribution Act (FICA) tax at the withholding rate applicable to supplemental wages on the .original voucher
      when submitted. (Use the ccgross-upformula” in FTR 302-H).
  10. Provide for the system to maintain a record of all relocation 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 one 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. In
      addition, report and send the employer’s matching tax amounts.
  11. Provide for the system to annually consolidate total amount of employee’s WTA’s, the amount of moving
    expense reimbursements, and RTI”s paid during the applicable year and provide an itemized list to the
    employee to facilitate filing RIT claims and income tax returns.

In addition, for the following allowances the system must also:
                                                      ..
Mandatoly

Allowance for Househunting Trip (PCS and TCS Transferee onlvl

  1. Provide for the reimbursement maximums or limitations applicable to regulatory provisions in effect on the
    employee’s date of travel. Must also allow for entering appropriate data for various options of method of
    reimbursements, including~daily itemization of actual expenses.
     l   Reimbursement
            Actual transportation costs for employee and/or spouse
            l



            l   Subsistence for ‘one.of the following:,
                a. Fixed Amount                                                             ._
                     - No itemization or receipts required for lodging and M85E                ‘.
                     - 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 authorizations) :
                            Multiply applicable locality rate by 6.25
                          - Employee only: Multiply applicable Jocality rate by 5
                          - Employee and spouse take separate trips: Multiply applicable locality rate by 5 for first trip
                            and 1.25 for second trip.
                b. Lodgings Plus
                     - When accompanying employee - Spouse authorized 75% of per diem rate to which employee is
                       entitled; if employee receives lessthan minim um 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
                       ‘ent&;d.,    ” ”


Travel System Requirements                                                                                                       19
                                                                                                                            a-
Temporary/Permanent Change of Station




                          c. Lesser of the maximum per diem rate for the locality where the employee seeksresidence quarters or
                             for the locality where the employee obtains lodging accommodations.
 2. Provide the capability to set, change, and apply limits on travel advances for househunting trips as set forth in
     FTR 302-4,                                                                                                       ‘.
 3. .~r~~~~~,~~~~~~~~~~~t~~ca~~~~~~~~~o~~~~r~q~~~:.~~~a~on:
                                      ,’                              I I,. .:.,,;...:
                                                                                   . ,: ... .-. i.,,_
                                                                                                  , ,.+,
                                                                                                       :. -I:
                                                                                                      _.P,    .?-,y..,
                                                                                                                   ‘..Y.S..
                                                                                                          4,. ““...~ * .,1,.
                                                                                                                          :L. ii-- )!..i
                                                                                                                   id.a;=i~*        _(’ .;“ivi.-?,..
                                                                                                                                                 ( _.+: -
                         .i
     . /j-.&&,&j &$,~.fe,& Gd,& +,~~eL j, I :3I ; : _.),      ii..        ._ ,::-:.,,                         , .:,               -..           .,,

        l   Limited to 1 round trip; duration authorized by the agency under FTR 302-4, not to exceed 10 calendar
            days
        f Specific distance limitations applicable to individual allowances for househunting trips
             .*. Both old and new official stations are located within the United States
                     l   Not assigned to Government or other prearranged housing at new official station
                                                                    :
                     l   Old and new offkial stations are 75 or more miles apart :
        l   Not authorized for:
                     l   New appointees
                     l   Employees assigned under the Government Employee’s Training Act

Allowance For Enroute Travel and Transportation of Employee and Immediate Familv

(PCS and TCS Transferee,New Appointee, and SES Lak’lhove Home; Excludes Per Diem fox-Family of New Appointee and
SESLast Move Hqme).a                                                                            .,.
 1. Provide for the reimbursement ma$rnunx or limitations applicable to regulatory provisions ineffect on the
   employee’s or new appointee’s effective date of transfer or appointment. Must also allow for entering
   appropriate data for various options of method of reimbursements, including daily itemization of actual
   expenses.
    l Reimbursement                                            -.
                 l       Actual transportation costs for employee and immediate f&y’                       .’’         .’
                         - Common carrier, Government vehicle, POV, special conveyance                           -     ^
             l           Mileage if performed by POV for transfer
                         - Rate determined by number of occu&nts ‘of automobile or as prescribed-by Head of Agency
                         _ N& & ,&k an averag&f 300 A& pk&den$;f ,day - daily ++‘&ag                   asmnce
                                                                          :.,
             l           Per diem for employee and imr@ediate,fknily         ,.           _
                         a. .Travel time must ,be more than 12 hours.,.
                         b. Employee Within Continental United States (CONUS)                         :          “L‘
                             - Standard CONUS rate
                         c. Immediate Family                                                                .;
                             - Spoke .when accompanying employee                                :-
                                  - Spouse authorized 75% of per diem rate to which   the
                                                                                 ,,- ,-   employee  is entitled.
                                                      -I::.    !                              :    :_       ‘,
                                  - If tie employee receives less than minimum per diem rate of $6, spouse receives same rate as
                                    the employee is entitled.

                                                                                                                            Travel’System   Requiriments
                                                                                                                                                            I
                                                                                                                         Temporary/Permanent Change of Station




                                           - Paid on the basis of actual time used to complete the trip; computed on minimurndriving
                                             distance per day at not less than 300 miles per calendar day..
                                    - Spouse when not accompanying employee
                                         - Spouse    authorized
                                                        .::c*,.. i.‘A$..per-r“,.
                                                                             diem
                                                                               1+‘ rate   to which    the
                                                                                                       .,.._.employee
                                                                                              ” / ..“.“,          ,., , is entitled.
                                                                                                              .,“X_.
                                     ‘*:      ...,/,..,,..                          .%.‘.““’                                >- ...I >“G
                                                                                                                                      ..,(
                               3,: .,: ]Ea& ~~m~~~~of:.~~~~~~~f~~au~o.~d.as                              fou0ws: ., ; :““: .!!, .,.,:’ ./
                                          - Age 12 or older: 75% of the per diem
                                          - Under 12 years of age: 50% of the per diem
                                          - If the employee receives less than minimum per diem rate of $6, member receives same rate
                                            as the employee is entitled.
                               d. 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
  2. Provide the capability to set, change, and apply limits on travel advances as:
             l   Authorized for:
                     Estimated per diem, mileage, common carrier (less than $100) for employee and immediate family ,asset
                          l


                     forth in FTR 302-2.
                                                                                                           .
             l   Not Authorized for:
                     Overseas tour renewal agreement travel as set forth in FTR 302-2
                          l



                          l   Separation for retirement as set forth in FTR 302-l
                          l   Government Bill of Lading (GBL,) or purchase order as‘set forth in FT.R 302-7 and 302-8
  3. Provide the capability to capture the following required information:                                                  ‘-
         l       Specific. distance limitations applicable to change of official station
                      l       At least 10 miles distance from the:old off&l               station



Allowance for Transportation
                       ,,1,,. of Household Goods
                                 .;:.
(PCS and TCS Transferee, New Appointee, id                               SES Last Move Home)
  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. Must also allow for entering
     appropriate data for various options of method of reimbursements, including daily itemization of actual
     expenses.
     l           Temporary storage
                  l           Reimbursement
                              a. Commuted Rate System Method (Within U.S.)

Travel-System                   Requirements                                                                                                                21   ;
     Temporary/Permanent                    Change of Station




                                        - Employee makes own arrangements/pays carrier or transports by non-commercial means
                                             - Insurance allowed only when common carrier is utilized
                                        - Employee paid in accordance with Schedules of Commuted Rates
                                             - Muhiply number of hundreds of pounds. shipped (withm the maximum weight allowance)
                                                by he *+pfi&le    &$&.     h~&+d..~~~&,&~~     &.   w&$&&   &hipljd   & sh&&n     he
                                                commuted rate schedule
                                        - Temporary storage not to exceed commuted rates stated separately in the Schedule of Commuted
                                          Rates
                                        - Limited to incurred expenses- not to exceed maximum amount Government would have
                                          incurred by Government Bill of Lading (GBL)
                                   b. Actual Expense Method (Within or Outside U.S.)
                                        - Government ships household goods by GBL, not by employee
      2. Provide the capability to capture the required following information:
                  l   Weight limitation
                          18,000 .lbs. net weight of stored and transported goods (If part of household ,goods are retained overseas
                               l

                         in connection with prior return of family aggregate weight of both shipments cannot exceed weight
                         limit.)
                                                                                      ,_
                  l   Temporary storage
                               l   Limited to 90 days at origin/destination;   may be extended..90 days
              l       Non-temporary             storage -‘-
                           l       For PCS - Limited to remote or isolated locations
                           l       Time Limitations                                       .,- ;-
                                   - Within U.S. - Not to exceed 1 year; may extend inaccordance 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 ,exceedthe 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.
      3. Provide the capability to set, change, and apply limits on travel advances as:                                                            4
          l           Authorized for:
                       l  Transportation and temporary storage of household goods as setforth’in l?T’R 302-S                                       :
                                                                            :.     .’      ._
          l           Not Authorized for:
                       l           Non-temporary
                               storage of household goods
                                                      -, as set forth in FTR 302-9
      4. Provide’access to Schedules of Cornmuted Rates and Government Bill of Ladingrates for moving and storage
         of household goods and allow comparison.

     Allowance for Transportation of Mobile Homes
     (PCS and TCS Transferee, New Appointee, and SES Last Move Home)
                                                                                                                            (_
 I
!;   22                                                                                                               Travel System Requirements

                                                                                                                                           .
I                                                                                                                                                  :I
                                                                                                                                                            Temporary/Permanent Change of Station



   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. Must also allow for entering
      appropriate data for various options .of method of reimbursements, including daily itemization of actual
      expenses.
         l   Reimbursement
                                                               ,.1,’ : r ,.:   : ,: :‘, !I             : ,..,1”>             d.3          .::   ..-,         ,., .   ;i:   ,,. . ,..:   ,, ? ,“i
                                                                                                                                                                                        _,         I   -.a
                         l   prepar.&ion          cosa               (,             _        ::b-“.,           .* ,..              ,.,.                .I




                         ,. Overland transportation
                              a. Common Carrier
                              b. Mileage allowance
                                           - POV based on number of occupants of automobile
                                           - Standard highway mileage guides or actual miles
                                           - POV mileage specified in FTR, if towed



                              c. Geographic limitations - CONUS, Alaska, Canada
                     l       Over water transportation
                              - Geographic limitations - CONUS, Alaska
            Cannot exceed the maximum amount that would be allowable for transportation and 90 days’ temporary
                     l


           .’storage of household goods.
  2. Provide the capability to set, change, and apply limits on travel advances as ‘setforth in FTR 302-7.



Allowance for Temporary Quarters Subsistence Expense
(PCS Transferee and Agency Option for TCS Transferee)
  1. Provide for the reimbursement maximums or limitations applicable to regulatory provisions in effect on the
     employee’s effective date of transfer. Must also allow for entering appropriate data for various options of
    method of reimbursements, including daily itemization of actual expenses.
     l       Reimbursement
                 l           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%
                                           Dependents    25%
             l               Actual Method
                             - Receipts required
                             - Expenses incurred not to exceed maximum 30 day incremental amount


Travel Syst,em Requirements                                                                                                                                                                                  23
Temporary/Permanent Change of Station’




                              - Regardless of U.S. location, authorized per diem based on standard CONUS rate ( e.g., CONUS rate
                                of $SO/day)
                                                                           First 30 davs    Over 30 davs
                                   - Employee                               $80 100%         $60 75%                  .. ..‘,I..A::...
                                                                                                                                    . ,., ,,
                                   7 S$uSe/f~y       member over 12         $60    75%      ,$40 ,50%              ..      1;.         ..
                                 - Family member under 12            $40 50%          $32 40%
                              - Non-foreign outside CONUS, based on locality per diem rate
                          . May be reduced by number of days of househunting
 2. Provide the capability to capture the following required information:
         l   Specific distance limitations applicable to eligibility for temporary quarters subsistence expenses
                          l   New official station located within the United States, its territories or possessions
                          l   Old and new offkial stations are 40 miles or more apart             -
         . Not to exceed 60 consecutive days; may extend an additional 60 consecutive days for compelling reasons
         l   Not authorized for:
                      l       New appointees
                      l       Employees assigned under the Government Employees Training Act
                      l       Employees returning fkom,an overseas assignment for the purpose of separation
 3. 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.



Residence Transaction Expense Reimbursement
(PCS Transferee only)
 1. Provide for the reimbursement maximums or limitations applicable to regulatory provisions in effect on the
   employee’s effective date :of transfer.-.
     l       Maximum Reimbursement Limitations
                  l           Sale of old home
                              - Reimbursable expensescannot exceed 10% of the actual sale price
                  l           Purchase of new home
                              - Reimbursable expenses cannot exceed 5% of the actual purchase price
                                                          .
              l               Settlement of an unexpired lease
                              - Applicable laws/terms of lease
                              - Sublease
          Pro rata basis if not full title to the residence
              l



 2. 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.


24                                                                                                               Travel System.Requirements
                                                                                                       Temporary/Permanent   Change of Station




      3. Provide the capability to capture the following required information:
                    l   Settlement dates time limitation - 2 years from date employee reports for duty at new official station; may
                        extend 1 year
                    l   Not authorized for:


                                 l   Employees assigned under the Government Employees Training Act



    Allowance for Relocation Services
     (PCS Transferee only)

    Provide for the reimbursement maximums or limitations applicable to regulatory provisions in effect on the
    employee’s effective date of transfer.

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



    Allowance for Miscellaneous Expenses
     (PCS and TC!3 Transferee only)
      1. Provide for the reimbursement maximums or limitations applicable to. regulatory provisions in effect on ,the
         employee’s effective date of transfer or appointment. Must also aJow for entering appropriate data for various
         options of method of reimbursements, including daily itemization of actual expenses.
            l           Reimbursement
                             l       Minimum Reimbursement
                                     a. Without immediate family
                                          7 Lesser
                                                ., ,of.1. .weeks.
                                                              ._ basic compensation or
                                                                                    .’ $350
                                     ‘b. With immediate family          \  : ,z.
                                          - Lesser of 2 weeks’ basic compensation.or.$700-    .-)            .’
                                     c. No receipts                                                                          :
                         l           Actual
                         I           a!. Receipts required                                    ‘,  r                                 _-
                                     b. Aggregate amount cannot exceed employee% basic P;ayfor i week without an immediate family or 2
                                     weeks ukh an immediate family      -’
                                     c. In no instance may actual reimbursement exceed the maximum rate of a grade GS-13
     2. Provide the capability to set, change, and apply limits on travel advances as not authorized for miscellaneous
        expetyy $oynce:     as set forth in FTR.302-3,.            _,,
     3. Provide the capability to capture the following required :_information:
                                                                             i’
        l               Not authorized for employee’s first assignment unless to an overseas location
                                                                                                                                                 .I
I   Teavel,System Requirements                                                                                                             25
I
I
                                                                                                                                            :
I                                                                                                                                                 i
Temporary/Permanent Change of Station




                     l    Not authorized for:
                                     New appointees
                                      l                   --
                                  .* Employees assigned under the Government Employees Training Act
                                      l   Employees
                                             _... retun$ug fiom,,overseas assignments
                                                                                 ,.   for the purpose of separation
                                                     :                                                                              ,;-<-.z
                                                                                                                                        ;,rlf :c<7“‘,*.!.A,
                                                                                                                                                         /
                                                                                                                                                                   !I

Allowance for Propertv Management Services
(TCS and Foreign PCS (until implementation                                of HR 930) Transferee)

Provide the capability to capture the following required information:

                 l       Optional use by employee
                 l       Authorized for transfer to foreign area/transferred back to a different non-foreign area
                 l       Agency pays for services offered by a company which assistthe transferred employee in retaining and renting,
                         rather than sell@ residence at Government e%perise’
                                  l       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.
                                  l



            Not authorized for:
             l



                 New appointees
                              l                                                                j        ‘_
             :‘* Employees. assigned under. the Government Employees Training Act
         i 1 0” Empibj;eeij &&&-&~'+-j~y        &-+-a ~on-$-&ip area
                                             .I                                                            ;


Allowance for Transportation of Privately Owned Vehicle (POV)
(PCS and TCS Transferee and New Appointee)                                                                            ..
 1. Provide for the reimbursement maximums or limitat&         applicable to regulatory provisions in effect on the
    employee’s or new appointee’s effective date of transfer or appointment.        ;    :( !- . :.: :i      ‘:
         l               Agency pays entire costs from point of origin to destination, ::. ., .. :, ‘.                 .,      ..           ‘,
                          l               Commercial means
                          l               Government means as space available                          ‘.. :,
 2. Provide the capability to set, change, and apply limits on travel advances for transportation aud emergency
    storage. of emp!oyee’s privately
                             .‘._‘.” owned       vehicle, (POV) as set forth in FTR 302-10.
                                       ::$;I., : .i
 3. Provide the caiability to capture the following required information:           :    1
     l                   Restrictions~,:~
                          l .OutsideU.S..(toandfromPost~ofDuty)                       ;.    I,.            .;..
                                          a. Transport one POV unless replacement authorized within any 4 year period of continuous service
                                          b. Employee drives to terminal nearest to destination    .’ .’          ’            ’                    ”         .’
                                              _ Reimburse oneiea’-. n;iie    ios&         :.                               :                 , ..

26                                                                                                                                 Travel Sysiem Requirements
                                                                                                                Tempbrary/Permanent   Change of Station




                                                 - May not be reimbursed a per diem allowance for round-trip travel to and from a port involved
                             l     Within CONUS - Transport any number of authorized POys if cost is advantageous ,to the
                                   Government




  1. Provide the capability to calculate in Year 1 a gross-up formula (compensate the employee for the initiakax, the
     tax on tax, etc.) for a Withholding Tax Allowance (WTA) payment amount to cover the employee’s Federal or
     Puerto Rico withhohiing tax each time covered moving expense reimbursements are ‘made, excluding other
     withholding tax obligations.
  2. Provide the capability of processing more than one WTA if reimbursement for moving expenses is received in
     more than 1 calendar year.
  3.‘l?rovide for system generated notices for outstanding WTA’s when information has not been submitted within
      a given time period as established by the agency.



Relocation Income Tax (RIT) Allowance
(PCS and TCS Transferee only)
       :: 3
  1. Provide the capability to capture the following required information:
        l   Limited expensesor allowances covered by RIT
                         l        househunting trip
                         l        en route travel according to current IRS regulations
                     l           household goods shipment (including temporary storage over 30 days).
                     l           non-temporary storage expenses (before October 12,1984)                           -
                     l           mobile home/boat movement                      ~
                     l           temporary quarters
                     l           residence transactions (real estate) expense reimbursement
                     l           relocation services which constitute income to the employee
                 l               miscellaneous           expenses   allowance



                 l               property management services allowance
    l       Not authorized for:
                 l               New appointees
                 l               Employees assigned under the Government Employees Training Act
             l                   Employees returning from overseas assignment for the purpose of separation
 2. Provide the capability to set, change, and apply limits on travel advances as not authorized for relocation
    income tax @IT) allowance as set forth in FTR 302-11.

Travel System Requirements                                                                                                                            27
                                                                                                                                                 *.
Temporary/Permanent Change of Station




 3. Allow for entering appropriate data for income level and filing status.
 4. 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.
 5. Providethecapability to. calculate~formulasfor a Combined Marginal Tax Rate (CMTR) which 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.
 6. Provide 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.)
 7. Provide the capability to calculate State gross-up formulas to be used when States do not allow deduction of
    moving expenses.
 8. 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.
 9. Provide the capability of processing more than one RIT, if reimbursement is received in more than 1 calendar
    year.



Homesale Program / Home Marketing Incentive Pavrnents
(PCS Transferee only)
 1. Provide the capability to calculate maximumsor limitations applicable to the following incentives:
     l   Agency pays transferred employee home marketing incent+for          finding a bona fide buyer for employee’s
         residence. May not exceed the lesser of:
              a. Five percent (5%) of the price the relocation services company paid the employee for residence
                 OR
        b. Actual savings the agency realized from the reduced fee/expenses it paid to the relocation services
        company                                                                                          ‘.
 2. Provide the capability to capture the following required information:
          l     Use relocation services companies under contract with the Government     ~’




28                                                                                              Travel System Requirements
     InterfaceRequirements
     The travel system must provide travel activity transactions to the core financial system by:,

         l   Generating accounting transactions as needed
         l   Updating funds control.
         ; ;Ofdating the standard general ledger.               *,““$J
                                                                    . ;:,-,(,‘$>,?
                                                                                ;.d!i;ri,$‘.>I*::.I;,;:.,‘: :?) .‘,::“:‘I!’ ‘: L ‘!‘.--::.“..!‘r
         ,* ‘Generating disbursement actions by electronic funds transfer (EFT) .
         l   Updating subsidiary systems/modules.

     The system must:



      1. Provide a standard record format for interface of transactions from the travel system to the core financial
          system.
      2. Provide interfaces with the accounts receivable mod&when       salary offsets or other management reports shall
          be generated to support fiscal period cut-offs or on demand for interim periods. Accessto claims shall be
         controlled as determined by each agency.
      3. Provide the capability to generate the appropriate obligation records to reflect the cost of the trip to be funded
         by the government and transactions to record the receipt of income from non-federal sources. (This could be
         linked with an Accounts Receivable System.)
      4. Provide for recording suflicient airline ticket information that is essential to the airline ticket payment process
         so that the 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.
      5. Provide the capability to interface with the agency’s Travel Management Center or Commercial Reservation
         System, effective January 1,200l.
      6. 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.

    Value-Added                                                                                     .-

      1. Provide interface to electronic routing or mail system.
      2. Provide the capability to support electronic interface with the credit card company.
      3. Provide for on-line funds validation.




1   Travel System Requirements.
                                                                                                                                              2g

i
Reports
The travel system should provide the capability to generate the required standard, ad hoc and query reports for all
standard data elements as required by the FTR. This function must:


  l.M~~~a~~~~ytocap~efor’future~eframes.                                     ’
                                                                          ..z..o-;~:,
                                                                             _y I,. :,,I-.a>,-.,,-;,
                                                                                        .>.,.A*   5, ,~.>A
                                                                                             ,...“C
                                                                                                  C.  ..c.,.
                                                                                                        j:I ;: .. :.’     .,:. I.,:~‘<’
                                                                                                                  -‘...,,,&.“.u;y.  L ::
 2. Maintain standard .data elements contained in the-Federal Travel Regulation (FTR), Chapter 301, Appendix C,
    to generate standard and ad hoc reports.
 3. Track and report travel obligation and liquidation information based on OMB and GSA defined travel                                     /
    purposes.
 4. Allow for the formatting of reports for the specific requirements of the agency.
 5. Provide the capability to download data to spreadsheets or other analytical tools.
 6. Provide the capability to ,run on-demand analysis reports.
 7. Provide travel data to GSA for oversight in accordance with FTR 300-70, Agency Reporting Requirements.

Valzte-Added

Provide the capability to electron&ally transmit reports.


                ..

                                                 ,, ‘.                                                       ,,
                              .>:-. -. ,.




30                                                                                                        Travel System Requirements
                  I

--            i
         .i


-j
     i
                        System
                             Administration
                       The system administration provides centralized control and administration of the travel system. This function
                       must:

                       il&zndatq
     I:                                         2..      i >.‘...’
                                                              .“.I,.$j,,..
                                                                       ::r‘,,<.
                                                                             ,:,. ,,,_i“f++.:*.r,G...~,T’
                                                                                                      ii. -0-k : .,. -. ~ I , .*i.;.,‘I ;   , “..,,. * r   I_ **,+x., I..;! : “,_.i., , ._ IIi.
                         1. I%ide                     .the capability to estabhsh ‘and maintain the foljowing tables:                                         ‘.-...$(?
                                                                                                                                                                     ,I .,1 CI)I.;., , ‘. .‘.,‘ _-1,.
                                                                                                                                                                      ;-,                         ,.
                                   l   User Administration
                                           Traveler Profile
                                            l
     l

                                   l   Trip purpose
                               l       Operational expense
                               l       Locality/M&E allowances
                               l       Locality/lodging rate (per diem)
                               l       Travelers Government’ Charge Card
                               l       Air costs/destination
                           l           Rental car rate/type
                           l           POV mileage rate/mileage
                           . Approving Offkials:
                                        l       Organization/Funding
                                        l       Delegated Authority
                        2. Provide for administering required accesscontrols and security.
                        3. Provide for flexible operational capability to allow for daily, weekly, biweekly, monthly, quarterly, and annual
                           requirements.
                        4. Provide the capability to maintain rulesincorporated in the travel system.
                        5. Provide for maintaining defined messagesto the user regarding general system information                                               (including Privacy
                           Act Statement), announcements, etc.                                           .-
                        6. Provide for maintaining routing lists.
                        7. Provide for supporting the remote user.
                        8. Provide the capability to establish and secure electronic signature applications.
                        9. Provide the capability for backup and recovery of transactions.
                        10. Provide for gathering and analyzing usage statistics.
                        11. 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).




                      Travel System Requirements                                                                                                                                              31
Records
      Retention
All records created within the Federal government may be destroyed ,only with the approval .of the National.
Archives and Records Administration (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 your agency’s records offker or from NAIL).                        For travel and
transportation records not covered ,by this authority or for any question regarding the disposition of Federal
records, please contact:                       ..l.G.>
                                                ,././ -..:,:‘..:.t..
                                                                ,. 2 x ,T.;:-C1.s~i7,
                                                                                 ?‘.‘YRr ::: -,,..‘.4 <-,,?>&:-:f..-,p..,
                                                                                                                  % -;$T, :..:’>_..
                                                                                                                                 -. -

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

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




                                                                                                                                            c




32                                                                                                      Travel System Requirements

                                                                                                                              . “.
                                                                                                                               _I
         :i


-+I Appendix
     i
          A: References
               The .following relevant laws, regulations, and publications were used in preparation of tbis document:

                       l   Title 5 United States Code Chapter 57
                       i Title 20 United States Code Section 905



                       l   General Accounting O&e Policy and Procedures Manual for Guidance of Federal Agencies, Title 7, Fiscal
     ‘                     Guidance
                   l       Treasury Financial Manual 3-5000
     n,
                   l       General Accounting Office, Office of General Counsel, Civilian Personnnel Law Manual, Title III - Travel
!                          and Title IV - Relocation
1
                   l       Department of State Standakiized Regulations (DSSR)
                   l       Joint Travel Regulations (JTR), Volunie 2 - Department of Defense Civilian Personnel
I




                                                                                                     ‘,




i
 I
              Travel System Requirements                                                                                              33,
1
AppendixB: Glossary
Comnwn Carrier.        Private sector suppliers of air, rail or bus transportation.

Contiwntal     United States (COWS).       The 48 contiguous    States and the District of Columbia.

D+ct Billed.           Negotiated agreement.eth    a company who agrees to biU.diretitly to.the agency for payment (e.g.,
                       lc@$g,    $r&e, and  ~~~~~~~~l=::~e~e~~.~~~     wil,vis?; be claimed~~~~.:,~~~~,!~~~~~
                                                                                             on the empjoyee’s travel vq?her.
                       Al3o includes on-Li.sp&*eht       tidCollectlon (opAcf@f-+@                                     & as ’
                       Department      of State for TDY travel of employees stationed overseas.                   :

EZecthmic &&nature.    A symbol generated throkh electronic means that can be used to (1) ide&iq the sender of information                  D

                       and (2) ensure the integrity of the critical information received from the sender. An electronic signature
                       may represent either an individual or an entity. Adequate electronic signatures are (1) unique to the
                       signer, (2) under the signer’s sole control, (3) capable of being verified, and (4) liriked to the data in such
                       a meer       that if data are change4- the signature is invalidated upon verification. Traditional user
                       identification code/password techniques do not meet these criteria.

En mute Travel and Transp&aGon of Employee and Immediate Family AllaPaizce.
                    An allowance for travel (i+ding       per diem) and transportation expenses of the transferred employee and
                    imniediate family for en rout&! travil between the old ofGal station and the new of&xl station.

Government Contractor-bed Indbidwally Billed Charge Ca+d.
                     A Government contractor-issued charge card issued to authorized employees to pay for official travel and
                     transportation expenses for which the charge card contractor bills the employee.

Hmesale Program /Home Marketing Incentive Pavts.
                   An incentive paid to an employee who participates in an agency homesale program and meets other
                   conditions in FTR 302-14. The employee is taxed on the amount of the incentive and will not receive. a
              _    Withholding Tax Allowance (WTA) or Relocation Income Tax (RIT) Allowance.

Hoztsehunting Trip Allowance.
                      An allowance for travel (inclting  per diem) and transportation expenses of only the employee and/or
                      spouse for one round trip to the new official station locality to find permanent residence qtiers to rent
                      or purchase.

Miscelheous     ExpensesAllowance.
                       Anallowance for defraying certain expenses associated with discontiixti-ng a residence at one location and               4/
                       establishing a residence at a new location. Costs include disconnecting/connecting      appliances and
                       utilities; cutting, fitting w/draperies;  forfeiture losses on medical, dental, food~locker contracts that are           i
                       not transferable; automobile registration; and drive& license.                                                           1
                                                                                                                                                /
Mobile Home Allowance.
                    An allowance for movement of a mobile home for use as a primary residence when movement is                              -.
                    authorized instead of shipment and temporary storage of household goods.

New Appointee.         Any person newly appointed to Government          service, including   student trainees.

Non-temporary Storage.
                     Storage of household goods while the employee is assigned under a permanent change of station to an
                     isolated or remote location within or outside the CONUS to which the employee cannot transport
                     household goods. Property is stored either in available Government-owned storage space or suitable
                     commercial or privately owned space obtained by the Government. Non-temporary storage is also
                     available in conjunction with any temporary chtige of station assignment.

O@cial S&on.           The location of an employee’s permanent work assignment.



                                                                                                              Travel Systein Requirements
                                                                                                                Appendix B: Gossary



 Per Diem Allowance. A daily payment for lodging, meals, and related’incidental     expenses used instead of reimbursement      for
                     actual expenses.

 Pemanent    Change of Station (PCS).




 Pmper-ty ikfimadement ServicesAhwance.
                       An allowance paid by the agency to the employee or directly to a relocation company to manage the
                       employee’s residence as a rental property. The employee is taxed on the amount of expenses whether the
                       agency paid directly to the employee.or to the relocation services company.

 Relocation Income Tax (RTT Allowance.
                      A reimbursement calculated in Year 2 and paid to the employee to cover the additional tax liability
                      (Federal, State and local taxes) as a result of certain moving expenses furnished in-kind or for which the
                      Government provides reimbursement or a relocation allowance to the transferred employee not covered
                      by the Withholding Tax Allowance paid in Year 1.

 Reli7catifm Stmices Allowance.
                         Agency payments made to a private company under a contract with an agency to assist a transferred
                         employee in relocating to the new official station. Amounts the agency pays to a relocation services
                         company on behalf of an employee may be taxable to the employee. (Agencies may contact the Assistant
                         Chief Counsel , Internal Revenue Service, 1111 Constitution Avenue, ,NW, Washington, D.C. 20224 for
                         information on the income tax consequences of payments made to a relocation services company).

Rt2piYements.          JFMIP systems requirements     are either mandatory or value-added. The definitions    of these two
                       categories are:                                                                                                      ..-
                                                                                                                                           i :..
                  Mandatory.         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 com$iance with system requirementsunder        the Federal            ::
                                    Financial Management Improvement Act (FFMIA) . These requirements apply to existing
                                    systems in operations and new systems planned or under development.

                  Value-added.       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.                                                                    ,‘.
                                                                                                                                            ..
Resia’ence Transaction Expense Reirvdwmnent.
                       A reimbursement to the employee of allowable expenses for the sale of the residence (or expenses of                   :-.;
                       settlement of an unexpired lease) at the old official station and for purchase of a home at the new official
                       station.

Split Dihmwmtt.       A payment in which the traveler designates applicable amounts to be paid to a Government        charge card
                      contractor and to the traveler.

Tempmay     Change of Station (TCS) .
                      The relocation of an employee to a new official station for a temporary period.(not less than 6 months,
                      nor more than 30 months) while the employee is performing a long-term assignment and subsequent
                      return of the employee to the previous official station upon completion of that assignment.


Travel System Requirements                                                                                                            35
  r-----’

            Appendix B: Glossary.



            Tmporaylhty         (lD~)locathm.        ,I
                                      A place, away from an employee’s official station, where the employee is authorized to travel.
                                                                                                                                                ‘:\
            Tworay        Quafleu Stthtemce Expense Allowance.
                                    An allowance to reimburse an employee for expenses such as lodging, meals and incidental ex@enses
            ._..      7;“           incurred
                                         ,‘:*:‘.^.‘Jby>..the
                                                         .,‘,,;: employee
                                                                  )       and immediate,family  during occupancy of temporary quarters. (Not
                                  : ai&oq&fofa                    ~&&~~‘~ .a fotieign =+a (See De~~~iitdfS~~-~~~ti~~~fo~fo~ign          a+teeFr@
                                    quarters subsistence expense.))
                                                                                                                                              ,:
            Tempmar        Stmagre.     Storage of household goods at origin destination, or en route in connection with transportation to, from,
                                        or between official station or posts of duty or authorized points. Storage is provided instead of furnished                ~
                                        quarters or. a quarters allowance and is allowed only when storage is incident to transportation of
                                        household goods at Government expense.
                                                                                                                                                                   a
            Transportati       ofHowebold Gooh Allowance.
                                     An allowance for. transportation (including.temporary    storage) expenses for movement of household
                                     goods from the old,official.station to the new official station. Items such as live animals, automobiles,
                                     perishable items and other items as set forth in FTR 302-l are,specifically excluded from the definition             of           ,
                                     household goods.

            Tranrportatiorz of Privately Owned Vehicle (POV) Ahwance.
                                    An allowance for transportation of a motor vehicle not owned by the, Government and used by the
                                    employee or immediate ftily to an official station within or outside the CONUS.    The agency may also
                                    pay for. emergency storage of the vehicle when it is transported at Government expense and when it is                          I
                                    determined that the immediate family and household-goods should be evacuated.

            Travel dance.               .Prepayment for estimated cash transaction travel expenses paid to an employee.
                                                                                                                                                                   _’
            Travel Aa&wiz&m.            Written approval to travel on official business.
                          _. I.                                                            _
            Travel ikiiznqmt           Center.-..
                                        A company under contract with an agency to-arrange travel services for,Federal employees on official
                                        travel,- including tickets and transportation, and reservation ofaccommodations.
                                                    r
            Travel Vicber.              A signed claim for reimbursement of expenses incurred in the performance of official travel. .

            WithhoEdn~ TM Allowance (WTA) .                  ‘.<..     .,          .:                                      .-          :
                      :,,    ‘_ .‘-    A  reimbursement     or   payment    calculated     in rear  1 for moving  experisesmade to the employee to cover the
                         1.          : employee’s -Federalo+?uerto Rico tax withholding obligations each time covered moving expense
                                       reimbursements are made’that result in aFederalbr Puerto &co tax withholding obligation.
                                          i. ,. ”        /*’ :.      .. .:. .:        :.,; _- ._;,“, : :        ,; i .,                                            1
            Year 1: ._:     -,.. : :. lThe.calendar.year:in.which reimbursement.or payment formoving expenses is made to, or for the                                I
                                       employee.                                            -1                                                                     ,e

            Year 2.                      The calendar year in which a claim for the RIT Allowance is actually paid.
                                      .,, .‘(.     ”    .       ..   ‘, ,,      ..:                       ._.,    __,              i‘                              3
                                                 ,_   .                                                                           ..


- j

- i




                                                                                                                                        TravelSystemRequirements
Appendix
      C: Contributors
Joint Financial Management           Improvement      Program (JFMII?)        Steering Committee
   Donald V. Hammond, Chair, Department of the Treasury
   Karen Cleq Alderman, Executive Director, JFMTJ?
 : yrn &&      (qeid. Sekc;i i&stration

  Gene Dodaro, U.S. General Accouriting Office
  J. Gilbert Seaux, Office of Personnel Management
  Norwtid Jackson, Office of Management and Budget


Joint Financial Management          Improvement       Program
  Karen Cleary Alderman, Executive Director
  Bruce W. Kletz
  Dermis Mitchell
  Pamela Perrin


Chief Financial Officers Council,         Financial   Systems Committee
  R. Schuyler Lesher, Chair, Deputy Chief Financial Office& Department of Interior


Travel System Requirements           Project Team

General Sen&esAdmbahtration (Sponsmn.t&ency)
 Bill Topolewski, Director, Offke of Fin~cial Management Systems (Project Sponsor)
 Bruce Fitch                                                                  ..
 Eileen Rollyson                                                                                            !

                                                                                                            i,
                                                                                                        ..:._
Project Team Members
&enqfi    Intemzatimal Devebpment
 Tom Mundell

Depammnt ofAkJricultwe
 Mary B. Andrasco

Degamnent ofDefense
 Mike DiVittorio

                                                                                                            I
Travel System,Requirements                                                                         37
                                                                                                   ,,
                                                                           \


Appendix C. Contributors
                                                              .       ;:


Departmmt of Education

Cindy Caroll

Department of Energy
  ‘A,
 Mich~le Cooley
 JulieSquires

Envhmmental Protection &ency
 Randi Davis Bolyard
 Sheila Fant

Natbnal Aeronautics and SpaceAdminima&
 Joseph Chupka

Small BusinessAdmbaistratim
 Violet G. Bailey
 Mary Sprague

Department of VeteransAfa&
 Rene Fecteau

U.S. General AccowatinJ O@ce
  Robert W. Gramling
  Bruce Michelson
  Janett Smith
  Susan Mason
  Chris Martin




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