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-,,,$,: h,i‘<>t>,p: .(,. _. ;.,I y .‘)’ j>ii?) .?.\-,.i:; ^,,: ;>,“y.,,?~“, .k‘$.,A ; (.S.C! !,J:.l!j,$<i A.1 :;I..“ik,C$itrZ. :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 38 --TravelSystemRequirements :’ ; ” .’ Requests for Publications .jRPETl?dtkxum~iits imy bd $@issed-e~eitr~nically on ,FinanceNet Internet ,site:’” http~//www.financenetgov/financenet/fed/jfmip/jfmip.htm .The JIFMII? uses the General Accounting Office’s Document Distribution Center to fulfill publication requests which are made after mail list distribution. The+irst copy of each publication requested is free. Additional copies are $2 each. Orders for 100 or more copies to be mailed to a single address are discounted 25%. Orders should be sent to the following address accompanied by a check or money order made out to the Superintendent of Documents, when necessary Orders by mail: U.S. General Accounting Office POBox37050 Washington, DC 20013 Orders may also be placed by calling 202/5 12-6000, by fax 202/5 12-6061 or TDD U.S. General Accounting Office Joint Financial Management Improvement Program Room 3111 Postage& FeesPaid 441 G Street NW Vkhington, DC 205484001 PermitNo. G-100 OFFICIAL’BUSINESS Penalty for Private l&e $300
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)