Federal Financial Management System Re;quirements ~Travel i system ~Requirements Whatis JFMIP? The Joiut Financial Management Improvement Program (JFMIP) is a joint and cooperative’ undertaking of the U.S. Department of the Treasury, the General Accounting OfEce, the Offrce of Management and Budget, and the O&e of Personnel Management, working in cooperation with each other and other agencies to improve financial management practices in government. The Program was given statutory authorization in the Budget and Accounting Procedures Act of 1950 (3 1 USG 65). Leadership and program guidance are provided by the four Principals of the JFMIP-- Comptroller General of the United States, Secretary of the Treasury, and the Directors of the Office of Management and Budget, and the Office 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 JFMIP 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 aboutgood fmancial 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 ti financial systems framework and financial systems requirements. For the future JFMIP plans to assist Federal agencies in improving their fmancial systems through its Program Management Offrce. The Offrce will work on revising the Federal government’s requirements definition, testing and acquisition processes, the fust target of opportunity is core fmancial systems. The objectives of the Ofice are to develop systems requirements, communicate and explain Federal and agency needs, provide agencies and vendors information to improve futlancial systems, ensure that products meet relevant system requirements, and simplify the procurement process. Irtiormation on JFMIP can be found at its website at wwyfinancenet.gov/financenet/fed/jfmip/jfmip.htmor call (202) 512-9201. Foreword This travel system functional requirements document for government civilian employees is one in a series issued by the Joint Financial Management Improvement Program (JFMIP) in support of agency operations. Its preparation addresses the goal of the JFMIP to improve the efficiency and quality of financial management in the Federal government. The requirements have been prepared in consultation with the Office of Management and Budget (OMB), the General Accounting Ofice (GAO), the Department of the Treasury, and Federal program agencies. Upon issuance, including future mandated implementation dates for specific requirements, agencies are to comply with these requirements in planning improvements to their financial systems. We thank the agency officials 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 systems that contribute to effective and eficient operations governmentwide, Executive Director .; .’ :. : , ‘,. ./.‘, : ). ,’ ,> ” ., .. I ,;i . : . . ,,. I :. :. , I. ,’ ‘,, (, <, ‘I .. TableOfContents Foreword Acronyms Introduction ......................................................... 1 Federal Financial Management Framework ......................................... 2 SystemOverview ....................................................... 5 Introduction to Functional Requirements .......................................... 9 General...........................................................l 0 Travel Authorization. ................................................... 11 Travel Advances ...................................................... 12 Travel Vouchers ...................................................... 13 LocalTravel ........................................................ 15 Non-Federal Sponsored Travel. .............................................. 16 Temporary/Permanent Change of Station ......................................... 17 Interface Requirements. .................................................. 30 Reports .......................................................... 31 System Administration .................................................. 32 RecordsRetention. .................................................... 33 Appendix A: References. ................................................. 34 AppendixB: Glossary. ................................................... 35 AppendixC: Contributors ................................................ 39 Illustrations 1. Financial System Improvement Projects ......................................... 3 2. Integrated Model for Federal Information Systems ................................... 4 3. Agency Systems Architecture. .............................................. 6 4. TheTravel Process, ................................................... 7 :.. , s ‘_ ;- ,,I ;. ,: ;’ ‘.: ” : _ ,, : ._ ., i, .“i.z’., ,_ ,,,, a- ’ _ ,... ! ? , _: ,_ >,,..,‘( ., ;, - -,’ ,. ,,.Z’ ..:i .:,ra :’ ‘.’ ,. .-,*,: .(-r-- ” ‘. I’) (,., ‘, ‘: ,: /, ,, ;, I,- . I : ‘ . .. . _ : _ .I : : i ‘, ,.’ :‘...),. ,’ : ,_ /’ ___: ;‘. Acronyms ATM Automated Teller Machines CMTR Combined Marginal Tax Rate CONUS Continental United States DOD Department of Defense DSSR Department of State Standardized Regulations EFT Electronic Funds Transfer FFMIA Federal Financial Management Improvement Act FFMSR Federal Financial Management System Requirements FICA Federal Insurance Contribution Act FTR Federal Travel Regulation GAO General Accounting Office GBL Government Bill of Lading GRS General Records Schedule GSA General Services Administration GTR Government Transportation Request IRS Internal Revenue Service JFMIP Joint Financial Management Improvement Program JTR Joint Travel Regulations M&IE Meals and Incidental Expenses NAIL4 National Archives and Records Administration OMB Office 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 Relocation Income Tax SES Senior Executive Service SGL Standard General Ledger SSN Social Security Number TCS Temporary Change of Station TDY Temporary Duty TMS Travel Management System WTA Withholding Tax Allowance Travel policy .establishesreasonable, allowable, and acceptable ,ruks governing’ travel ‘pr+kdiires. Ce&il agencies _ such as the General Services Administration (GSA), Of&? af Bdkonnel iWnagement( OPM) ; -tid ,Departmcnt of i State prescribe travel policies in govekmentwide i-egulatiolis and rules for Federal depart-tients and’ tige’ncies.For instance, GSA establishes per diem:rates for gov’erninent civilitin travel in the Cokinental UnitedStates; 1.I ;’ Department of State establishes rates for government civilian travel id foreign areas; and the Pe? Diem,Tr%vel and Transportation Allowance Committee (PDTATAC) prescribes rates for the non-foreign areas. Rates for government civilians - foreigri and no&foreign - are ptiblighed in sectik.925; Depzktment of State‘Standardized Regulations (DSSR). The regulations pertaining to thesezrate$,arepublish&in&e.Fedei;al Tra’itel .Regiilation (FTR) irIn many instances, the policies defer to departments and ageflcies .the:iresponsibility for deireltiping siecitic procedures to implement the regulations: The P-DTATAC, chartered ,under the&Department of Defense: (DoD) ’ publishes the Joint Travel Regulations (.JTR) &at. implement the FTR for DOD civilian empldyees. Travelil%lic$ affects every step of the travel cycle and the rules derived from it govern an’agency’s travel practide’s$vhither : 1 .’ : manual or automated. 1 -, ., c.. ii, .I / :.‘:); :, In October 19.94, an interagency travel reinverkion tekn was established,bp the JFMIPto reengineer Fkdei%l travel-: policies and procedures that affect: (1,) ,ternporaq duty (TDY) and (2) relocation travel withiri the Federal : governmem. Since then, numerous legislative chtiges recommended by JFMIP have beeli signed into lath. ‘I. .’ .; i :I In order to reflect the current environment and follow new legislative and regulatory requirements, including the Federal Financial Management Imijrovement Act (FFMIA), an interagency travel system requirements team was formed to update the January 1991 Travel System Requirements document for,governmeht ci&in, employees. : The project team’s:efforts produced ,this revised document that defines mandatory and &ue-added ‘¬ional requirements for system administration and ~major elements of the travel-process. The majot ekmchts inklude:~ (.l) travel authorization, (2) travel advance, (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 fkctionaliv 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 in operations and new systems planned or under development. The value-added requirements describe features or characteristics kd may consist of any combination of the following: (1) using state-of-the-art technoldgy, (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. 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. Travel System Requirements 1 FederalFinancialManagement Framework In January 19?,5 ,the..JFMIP published ,the,documentlentitled “Framework for. Federal~FinancialManagement , 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 systemsshould be integrated to meetthe needs.of program and financial managers of the government. .. ,: -;,’ ..’ _. “. .: :y_ : <\ .:! ‘:‘I : Ax&own in Illustration 1;Financial System Improvement-Projects, establishing standard requirements is only part of the process .of:improving-Sman~i.~ ,management.systems and ,information. Standardization can be achieved .,’ through the. selection, development,and/or purchase of applications that meet approved functional requirements. l and technical as well. asdata management specifications., Governmentwide common data standards/requirements. assist agencies in developing efficient and effective systems.and provide: a c.ommon framework so that Federal: _. personnel and .vendors can more economically provide systems .s,oftware. ‘:, .Y i ,-, ,‘“,. ‘.-,i.‘>: The Framework document should be used in conjunction with JFMIP’s Federal Financial Management System Requirements @?MSR) series that describes ,specific standards/requi,rements 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. systems:that are :being improved;. : : j consolidated, ,or replaced, and linked to an agency’s core financial system. ‘; : . Ii _’ : ; Integrated elements such~as,those shown in-Illustration 2, IntegratedModel for Federal Information Systems,.make up the model for @ederal:financial management .systems;‘If all the elements are implementedeffectively,. the result. should; be: .anintegrated financial management, system for the Federal government that supports the President, the Congress, individual program managersj financial managers, and other customers.. ‘: ,: : .: -- : :’ .I. ‘_ 1 ., ~! ./ _,- : ‘, ;, ‘, .&.!a : .m 2 Travel System Requiiements ” Federal Financial Management Framework FinancialSystemImprovement Projects ’ I Standards/ Requirements Agency Implementation . Standard Reporting Requirements , . . Additional . Adaptation . U.S. ‘Government Standarc Agency General Ledger Functional . Core Financial System I .’ .I. . Procedures j ,, Requirements : ‘; : .,: ; . Human Resources & ; A~&&& :” .. ‘,..1 Payroll Systems Agency ,.. l.l Requirements . Training Technical I --m--m-- Requirements “, . Software . Travel System - Selection .,, Requirements ,.: -----I- _’ . Documentation : .) “. Seized Property and . Integration ‘.: Forfeited Assets System Strategy : -Requirements - ;::..: I ~,c ,, ;‘,‘.: . Direct Loan System Requirements . Software/ .,I Hardware . Guaranteed Loan System Evaluation :, Requirements l Inventory System Requirements o System Requirements for Managerial Cost Accounting . Other Standards -- I 1 Subject of this report 1-l Illustration 1 Travel System Requiremenh 3 Federal FinanciaJ Management Framework . .. . /’ ! : ‘. Integrated’Modelfor Federal.lnformation.Systems . .’ ,.’ Travel System Requirements i 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 delivery/financing and financial event processing for effective and efficient program execution. Most financial functions interface or integrate with a core financial system and indirectly link to one or more administrative support systems.The requirements for a travel system, therefore, must be evaluated on the basis of how the system performs its control function within the technical and financial architecture of the agency. A mixture of centralized and distributed functions may achieve functionality ‘of the travel system. -.. :. ,’ ..” :. i _.. .: As Illustration 4, The Travel Process, sho.vs:, the travel’systemmust be able-to prepare and track the status of,a travel authorization; a travel advance issued by the agency as necessary, and ‘atrravel voucher asit goes through the various stages of preparation, approval and processing. The’system must incorporate the; #%paration and approval oftravel and transportation authorizing documents, ,.I ,. including fund certification; preparation and authori,zation’of emergency travel advances; and’computat’ion; preparation; and approval of travel vouchers. Additionally, the system should provide, effect$elJanuary 1,2001,,,for interfacing with a Travel Management System (TMS), ,arranging : I. tickets and transportation and processing of claims from vendors related’,‘.to’the travel and transl$&tion documents. ~ As travel expenses are incurred,. they must be recorded’ in order of precedence (authorization must precede a voucher). To be processed; appropriate travel information mustbe.identified, tracked and approved. The system must document travel information so it is easily and readily available for analys$decision support, operational control,and.external regulatory reports. .‘i ’ .- II Appropriate levels of security are required by travel systems to protect the integrity of the travel process and the content of the system. Risk assessmentsshould, measure whether the benefits gained outweigh the costs necessary to protect the system. I .,. ‘Z.. Travel System Requirements 5 System Overview -;.,* .’ _’: Agency, SystemsArchitecture .’ ‘,. i. ‘,’ Dir&t I PiooertV!. ; Illustration 3 6 Travel S,ystem Requirements i i, ,, I’ Thi travel ProCess ?: System>Overview -.- Travel Authorization Traveler Informat/on Type of Trip Purpose Itinerary Conditions of or Limitations Estimated .Expense Advance Request ,, Funding Source. ., Funding Availability Reservations & Ticketing Central Billed or other J4TiUl Government Cash Established Account (Preferred Method) Currency Government ’ Government Contractor- Travelers Checks i Contractor-Issued Issued Individual1 Electronic Funds Transfer Individually Billed *’ Billed Travel Car cy Convenience Checks Travel Card I. Government . Ii ” .,‘( : I:’ Transporta$n :.-, I I Reauest ‘“:: : ./ :- , ‘. c Trip f Travel Voucher Preparation .“. Traveler Information Reservation Chaf~gData”Data Exception Documentation Cash Advance Data Cash Items Receipts, Statements, Justifications Documentation’ Completed Travel Voucher Illustration 4 Travel System Requirements System Overview TheTravelProcess(mtinued) Audit .: Status Aging (Government Cash -Advance Only) Adcount Distiib6tion .‘;:Rea -,, ; Policy: ui;e.bhtg. “. Actu’al/Estimate .:a f ,_I ‘. Approval. Award :. .’ : Settlement. RecoqciC,ia@q ” kiec&onic Funds Transfer Individual Voucher Spl.it l?isburseyent ;. 1 . Central Billed Akqants . GovernmMt: Transportation .Request Reservation Data Notification to Traveler 11 Illustration 4 (continued) 8 Travel System Requirements ! Introduction to Functional Requirements : ‘System requirements for the following travel functions are either mandatoryor value-added. Mandatory i : 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 FFMIA. These requirements apply to existing systems in operations and new systems planned or under development. 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) meet& ‘the special management needs of an individual’agency. Value-added, optional, and other similar terminology ‘may be used to describe this category of requirements. Agencies should consider value-added features when judging systems options. The need for these value-added features in agency systems is left to the. discretion of each,agency,. head. Value-added features support the degree to which agencies can migrate to an automated: travel system. i;:. :._. .. ..-;,.; I , , .i ‘; I, .;, ’ i._’ 3 : ,- ., 1. I’ ‘., 1 ; s. ., , ,;_ 1 :: ’ _i _,..P ._ ..’ ~‘... .,,‘I; ~. I_ I ?‘ : .I. ‘,. .,,:. ’ I._ :..i. /i . ,.. ., “’ :,y, ‘. I ; ..j ,/ ‘., .: “._, -1. Travel ,System Requirements 9 The travel system must support the following common requirements for all travel functions: Mandatory 1. Provide the capability to maintain the order of precedence for executing each travel step (i.e., authorization must precede a voucher, etc.). 2. Provide override capability to change the order of precedence off the processing steps to handle unusual travel deni&&. : 3..,Provide the capability to.capture required standard data element contained in the Federal Travel Regulation (FTR). Provide, flexibility to accommodate additional-data elements necessary to meet agency needs. 4. Maintain adequate separation of duties. ,’ I ~ : .. 5. Provide controls to prevent the creation of duplicate travel documents. ” 6. Provide for fault-free performance of any data with dates prior to, through, and beyond January 1,200O. 7. Provide the ability to cite multiple funding sources and the ability to designate travel costs by funding source (e.g., dollar amount, percentage allocation). 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 by October 21, 2003, for-appropriate electronic authentication technologies to verify the identity of the sender and the integrity of electronic content that satisfies OMB’s implementation requirements of the Government Paperwork Elimination Act (GPEA), Public Law 105277. 10. Provide for an audit trail on historicaldata 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. 13. Provide for substantiating lodging expenses and,other authorized expenses costing $75 or more in accordance with FTR 30152. Value-Added 1. Provide the ability to address foreign currency conversions and fluctuations. 2. Provide for the electronic routing of travel documents to reviewing and approving officials. 3. Provide the ability to electronically route approved documents based on agency defined criteria. 4. Provide for on-line search capability based on user-defined parameters. 5. Provide the capability to allow a user to drill down from summary data to detail data. 6. Provide for a tracking system that will allow employees to determine the status of any travel document at any time. 7. Provide the capability to insert free form text or comments. 8. Provide the capability to allow automatic deobligation on prior year blanket obligations. 9. Provide the capability to download travel information from the agency’s Travel Management System. Travel System Requifem:ents !~ r TravelAuthorization ! ,. : : ,. .’ ,,j,’ i, ., ?. All official travel, for, the Federal government must be specifically authorized. The travel authorization is approval. to travel on-off&l .btisinessand is.the foundation upon which all other travel documents are processed. Ifit is,not : practical or possible to obtain an authorization prior to travel, an agency may approve reimbursement for travel expenses after travel is completed. ” The travel authorization function should provide the capability to create travel authorizations and provide funds I ,., availability when appropriate (e.g., specific trip authorization). This function must also: : .- Mandatory I.- 1. Allow’ fobrprocessing various types of travel authorizations. ihtiluding uhliini’ted o&n; &nited ., oh&$ ‘arid ’ ,’‘I /” ‘.,;.’I .:_ ,’ trip-by-trip. 2. Provide for determining whether the traveler is a holder ofa government-issued charge,,card. ~ 8 3. Allow for the option of specific authorization or prior approved travel arrangements as requi.red. by the :FTR 301,-2.. : ., : ~!:,! 4. Provide for verification that authorization exists and that fimds are available. L,,, ,: (~ 5. Provide the capability to,process travel authprizations with split fiscal ye?r funding and iyith,multiple: .fLmding. 6. Record detailed itinerary information: . .; I, 7. Calculate authorized per diem (in&ding for non-work days,‘interrupted travei’and reduced per ,diem rat&) and meals and incidental expenses (M&IE) based on the temporary duty (TDY) location. 8. Provide the:c!iability,tk interface &th the agency’s Travel Manage$enIZ$yste& .(ThizS) ip a$o+&e : w& the FTR 301-73,.effective Janbe 1,2001.’ 7. /_ ‘;, 9. Allow correction, amendment, and car@@@ qf the travel authorizatisn:with appropriate,reviewing and approving controls and allow for notification to the traveler and accounting office. G 10. Provide the capability to display defined messagesto the user regarding certification statements, Privacy Act Statement, standard clauses for required receipts, supporting documentation requirements, etc., and justification statements for use of special travel arrangements. 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. 4. Support use of voice recognition system in reservation system. 5. Ability to obligate travel fimds based on estimated costs and liquidate on actual costs at the point of individual trip approval. Travel System Requirements 11 TravelAdvances ‘, . . Authorized travel advances are issued for the,estimated cash transaction espenses 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. Mandatory If the 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) vs. non-GTR), subsistence rates, miscellaneous expenses, and possession of a charge card. 3. Allow travel advance information to be accessiblein 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 ‘?etained” travel advance in accordance with FTR 301-51. 5. Provide data for automatic aging outstanding travel advances based on the end of trip 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 : ‘_ TravelVouchers Once a travel assignment has been completed and unless the agency administratively requires ‘a traveler to submit a travel claim within a shorter time frame, the government traveler must prepare a travel voucher/claim for reimbursement of expenses incurred in the performance of official travel (a) within 5 working days or (b) every 30 days if on continuous travel status. All claims must be in accordance with travel policies. The system should provide for input by both travelers and designated ofi%als at central and/or remote locations. The system should provide for automated point of entry input and be easy to use with adequate direction and prompts to lead the user through the program and collect the necessary information to;: prepare the voucher. This function must: ., ^ . / iliandatoly ” i ,, ‘.‘. ‘._S_ 1. Provide the capability to draw upon the imormation reflected on the travel authorization and/or government cash ,advance provided.to the traveler; the system should prepare the voucher/claim as required consistentwith authorizing type, including unlimited open, limited open, and trip-by-trip. The system should accessthe appropriate per diem and mileage allowances. 2. Allow for recording the date of departure from, and arrival at, the off&l duty station or any other place when travel begins, ends, or requires overnight lodging. 3. Provide the capability to calculate authorized mileage 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. iore than 12 hours but less than 24 75 percent of the applicable M&IE rate b. 24 hours or more, on: 1 -Day of departure 75 percent of the applicable M&IE rate -Full days of travel 100 percent of the applicable M&IE rate -Last day of travel 75 percent of the applicable M&IE rate c. Meals provided in accordance with FTR 301-l 1. 5. Allow entering approved or official subsistence rates, mileage allowance, etc., when not available in the travel 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 FTR 301-2. 10. Provide the capability to display defined messagesto the user regarding required receipts for lodgings and authorized expenses incurred costing $75 or more; surrendering unused, partially used, or downgraded/exchanged tickets; refund certificates, etc.; supporting documentation requirements; justification and certification statements. Travel System Requirements 13 TravelVouchers 11. Provide for a tracking system that wi.Jl allow travekers, payment,o$jces, etc:, to determine the I. status of ,_ any ‘. voucher/claim. ,,“i ,.’ 12. Provide for system generated series of notices when information has not been submitted timely as specified by FTR 301-51 and 301~52., -.,, <, 13. Provide information to allow for offset of funds to indebtedness. through salary offset,’ a retirement credit,.‘or .,., .: other amount owed the employee. ; 14. Provide for matching of travel vouchers with the travel authorizations and/or centrally issued passenger‘tickets and provide for audit of the claim in accordance with the Federal Travel Regulation (FTR) and Department of State Standardized Regulations (DSSR) for temporary duty travel of all civilian agency government travelers. ” (The Joint Travel Regulations (JTR) implement the PTR, and.DSSR for all DOD civilian employees).’ 15. Provide for a random sampling of travel vouchers for voucher audits;i&rmation requjrements, or other ’ purposes based’on criteria as determined by the agency. ’ (Statisti&Ysampling requirements are ,cont&ed in GAO’s Title 7.) 8 i.: ,, ,.’ “, Value-Added .,, 1. Provide the capability to enter the “Direct Billed” amount for, costs such as On-Line Payment and Collection (OPAC) billings by the’ Department of State for employees -stationed overseas, and lodging, airline, and car rental that are billed directly to the agency for payment, but not included in the calculation of payment to the traveler. ‘_ ,-,r 1 ‘. 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 Sys!em Requirements. i- localTravel Local travel expenses, including taxi and mass transit fares, are allowable expenses,incurred while performingof&&J business within the vicinity of an employee’s designated post of duty. The’ travel system should pr&de 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: and-Y . .. / _;, ,. 1.l?rovidethecapabilitytocomputemileageallowances;~ .:::f.. :.- : ” ,i :, ,.’ , .. 2. Provide the .capability to change the appropriate accounting classificationdatai C ‘. ,i I. 3. Provide for funds availability. !, : , : i ,. ,_ ),,” I : ’ :, : ::. ,, .. ,, : ,-:,.,,‘C’ : : ,i I.8 . ‘, .: i ‘b ,. ,: ,’ 1 I’ .,.I ;_, ‘. ), ,I i ,, :,I..I ‘, ‘, / ,/’ “3 : : Travel System 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 c Federal employees in accordance with ETR 304. The system must: Mandatory 1. Provide a mechanism to assure that sponsored travel be administratively approved by the agency designated offCal prior to final approval of the travel authorization. : ,: I ,. 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 unknown. 16 Travel S,ystem Requirements Temporary/PtQmarient Change of Station A Temporary Change of Station (TCS) is the relocation of an employee on a temporary basis for a short period (not less ‘than 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 new official station or post of duty for permanent duty. When relocation is authorized at Government expense, the TCS and PCS system requirements must provide mandatory functional capabilities reflected in this publication. 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 (RIT) allowance, and (16) homesale program/home marketing incentive payments. The system must: Mandatory 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. . 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 members of the same immediate family are employed by the government. In applying these alternatives, provide that other members of the immediate family not receive duplicate allowances. . Process reimbursement for not more than one return trip during each agreed period of service at a post-of-duty for prior return of immediate family. 2. Provide the capability to calculate maximums or limitations available for the allowances provided in the summary chart below: Transferees Permanent Transferees Senior Executive Allowance Temporary Change New Appointees Change of Station of Station (TCS) (PCS) Househunting Trip X Transportation X (including family) 1: Per Diem x X X* X* (including family) -- _---.-_.~ -----.--..-I Travel System Requirements 17 Temporary/Permanent Change of Station --_ - -- _-.---.-_- ..-..--- .--.-_-. -.-.- .__^ ..- -- __.._ Transferees 8 ,! jj I’ Permanent ‘. Transferees Senior Executive [ Allowance., ,-: Temporary Change .New Appointees .’ Service (SES) Last )) Change of Station of Station (TCS) Move:Home // (PCS) !j ,,.. +---4; Transportation of ji X -(., x i .: ,. x .-, x .:.:* Household ,,,. Goods / .: ‘. x, ‘. ) #;: .,.l‘- ‘, -.. <..,, Temporary. Storage g”. .‘. :’ XI’, x .‘, :::-, Non-T&$fy-y .: ‘,_, .. ” ;‘t- .‘.! : /:,:. ” .:, :., 1 :..;,, i- ,: ;., :: ::_ -/ LIMITED. ,! LIMITED” LIMITED :. : .‘.,., ,: .: I. [ Storage ” .’ /i ; ,,.,, .., . . . -. Transportation.of ., ‘x : ‘],’ .” x ,., ,.“$ .\, :>. .,I1 Mobile Home ‘. x: . / . ,, (/ -- --- -.--- ------;.:.j : ;. Temporary Quarters x*** X Subsistence Expense -__-._ i;:,i Residence II! Transaction (Real x**** I//, Estate..Expenses) . // ,’ ., ., -1 Relocation Services / X : (PMS listed below) ,I : -1. ,.! :’ ,.. 1 a:: Miscellaneous ,. ,, x : ,I’: x. ‘. ,,. .* ,’ 1 II1; Expenses -- Allowance -.- --_--.-_.--.. / Property I..’ i! Management X”” : x ” I( _I’ ,, Services (PMS) I: /I -- -___-. -_-.--_ 11 Transportation of ,f.,^,~‘ /: 1 Privately Owned I( X x “’ I Vehicle (POV) . ‘, -.. --. / / Withholding Tax 1, Y X 4llowance (WTA) - - --__.._-i Xelocation Income 1: Tax(RIT) ‘,’ Y X 411owance -- .-.__ _____-- ___._ I ..-. _ -.._-..-- ..--_. __..ij;,.: * Family per diem NOT provided for a new appointee or SES last move home ** Foreign PCS only (until implcmcntation of HR 930) *** Agency option to pay for TCS ** * * Excludes Foreign PCS I 18 Travel System Requirements TV ~empp&y/per.ma&it Change of Station 3. Provide on screen instructions or prompts as to how calculations/formulas are performed for .allowarices. 4. Allow for ‘~Remarks” field to enter cbmrnents. ,’ .;‘. -‘,, 5. Providti the capability to display ‘defined missa& to the traveler and/or travel &$i&trator regarding statements, justifications, and certifications. Warning messagesor guidelines sliotild include at least some identification as to where the traveler should go for additional information. (e:g:, If another level for fimd certification or approval is required, or if receipts or additional documents are required for certain activities, the system should provide such a message w@n the order is prepared. ,I!, addition, when the voucher,,segment of ‘the system is activated, the fQuirement:+ou!d $p$r ig$nfo $& ., al! ne@.&i$ .d~cun&&tid~ .r,,‘::I is‘ available for ,I:. voucher audit.) 6. how nor l;e~~mputing allowances and Ming appropriate ‘a~j;lstmerits. ” ::i’ ‘. : ” ~, ‘. ’ ’ ;: : : 7. Provide for the capability to offset entitlem+s, ?ga+st any indebtedness to the Governme?!; (e.g., &JT allowance results in a negative amount).” ’* ‘.. -’ .’ :: : 8. Provide for liquidating travel advances from more than one entitlemen’t ‘if Siibmltfed ‘&ofit&&h&~ ” ,i : 9. Provide for $v&holdin~‘Fe!de&il or Puerto Rico, stite; local, h&j&l ins&&e and”&ed&al I~x+I&& Contribution Act (FICA) tax at the withholding rate applicable to supplemental wages on the original vb’ucher when submitted. (Use. the ‘Cgross-up formula” in FTR 302-l 1). : .. .‘. ,’ 10. Provide for the system to maint&:a record of-all relqcation expenses (those;$Gable and nontaxable); regardless of what system paid the expenses, and send a record of the expenses, including temporary assignments that are expected to exceed tin& j&arv to ‘tlie p+& @teni td b&incltided in &! empltiye& Forti W-2; Wage aid Tax Statement, or provided as a separate W-2 for relocation expenses, as appropriate.: : In Addition, rcport?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’movipg expense reimbursements, and R.IT’s paid during the applicable year and provide an itc%ni~edlist to the .’ employee to facilitate filing RIT claims~:and.income &x rehlrns. -,: ,I ,I. I In addition, for the following allowances the system must also: ., ‘( ,’ ._. Miwdatmy Allowance for, Househunting Trip .a (PCS and TCS Transferee only) 1. l+ide for the reimbursement maximums or limitations applicable to regulatory proyisions in effect on the : eniplbyke’s date,of travel. Must also allow for entering qppropriate data.foy,v?rious options pf @Ihod of reimbu&emen&, in+ding daily iter++ion of act@ expenses. !. ...I ..,.i’ ,. i, l Reimbursement l Actual transportation costs for employee and/or spouse l Subsistence for one of the following: : : a. Fixed Amount : ,’ - No itemization or receipts required for lodging and M&IE : i’. .- Perform ttiip either together 6r separately, but limited to cost as if traveled together. - Employee,accoinpanied by spouse (even if both are.&mployees with separate authorizations) OR if employee and spouse take separate trjp>: Multiply applicable loca@y rate by 6.25 - Employee only: Multiply applicable locality rate by 5 Travel System Requirements I19 Temporary/Permanent Change of Station. ,. b. Lodgings Plus - When accompanying employee - Spouse authorized 75% of per diem rate to which employee is entitled; if employee receives less than minimum per diem rate of $6, spouse receives. same,rate as the employee is entitled. - When not accompanying employee ‘- Spouse authorized per diem rate to which the’einployee is entitled. 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. Provide the capability to capture-the follotiing required information: _; .,/ lLimited to_:.employee and/or spouse ,. l Limited to 1 round trip; duration authorized by the agency under FTR 302-4, not to esceed 10 calendar days ‘. 5 ” l Specific distance limitations applicable to individual allowances for househunting trips l Both old and new official stations are located within the United States- -’ i Not ‘assigned.,to Government or .other,.prearranged housing at new official station l .q Old and new official stations are 75 or more miles apart l Not authorized for: ’ ‘* New appointees _. l Employees assigned under the Government Employee’s Training Act Allowance for Enroute Travel and Transportation of Employee and Immediate Family (PCS and TCS Transferee, New Appointee, and SES Last Move Home; Excludes Per Diem for Family of New Appointee and SES Last Move Home) 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 l Actual transportation costs for employee and immediate family - Common carrier, Government vehicle, POV, special conveyance l Mileage if performed by POV for transfer - Rate determined by number of occupants of automobile or as prescribed by Head of Agency - Not less,than an average of 300 miles per calendar day - daily minimum driving distance l Per diem for employee and immediate family ” / 20 Travel System Requirements f- i Temporary/Permanent Change of Station a. Travel time must be more than 12 hours b. Employee within Continental United States (CONUS) - Standard CONUS rate c. Immediate Family - Spouse when accompafiying employee. ,. - Spouse authorized 759/oof per,diem. rate to which the employee is-entitled. .. . - If the employee receives less than minimum per diem rate of $6, spouse receives same rate as the employee is entitled. .’ ,/’ - Paid on the basis of actual time used to complete the trip; compLlt.ed.on minimum driving distance per day at not less than 300 miles per calendar day. / ,. ‘, : , - Spouse when not accompanying kmplc&ee ‘, , - Spouse authorized per diem rate to which the emplhyee is entitled. - Each member of immediate family authorized as folldws: .. ‘. ., 7, Age 12 or older: 75% ,- of the per diem L U$& li. years of age: 50% of the.per diem .’ - If the employee receives less than minimum per d&n rate of $6, niember receives same :’ rate asthe .employee is e+tled. ,.,. L d. Excludes per diem allowances for members of the immediate families of: .. _’ Newappoirif~es :’ “:I :. i - Employees assigned to posts bf duty outside CONUs i” c&nection with overseas tour renewal agreement travel ” > - Employees assigned to posts oihuty ‘dutside 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: l Estimated per diem, mileage, common carrier (less than $100) for employee and immediate family as set forth in FTR 302-2. l Not Authorized for: l Overseas tour renewal agreement travel as set forth in FTR 302-2 l Separation for retirement as set forth in FTR 302-l ; . Government Bill of Lading (GBL) or purchase order as set forth in FTR 302-7 and 302-S 3. Provide the capability to capture the following required information: l Specific distance limitations applicable to change of offkial station l At least 10 miles distance from the old offkial station .> : -2 Travel System Requirements 21 Temporary/Permanent Change.of Station, Allowance for Transportation of Household Goods :: ‘, (PCS and TCS Transferee, New Appointee, and 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. ;, ,::,7 ‘I/ ,‘;s‘, 1, :.:.s,’ Temporary storage l .’ /,. .i- :a!’ ‘XL. _. c:. a. Commuted Rate System Method (Within U.S.) ,. , , h, .’_- - Employee makes own arrangements/pays ‘carrier or transports by non-commercial means ,I - Insurance allowed only when common carrier is utilized :, ,,- ,’ ,. - Employee paid in accordance with Schedules of Commuted Rates .: - Multiply number of hundreds ofpounds shipped (within the m&&mum weight allowance) by the applicable rate per hundred pounds ,for’ the distance shipped as shown in the ‘:, ,._ commuted rate, schedule, :, j: , f : - Temporary storage not to exceed commuted rates stated seljaratelyinthe Schedule of Commuted Rates .,, ‘, :s ./ ‘_ ,, ‘r.-, I, i .‘, , Z’..’ .1, ; ,.,I ” - Limited to incurred expenses-not to exceed maximum amount!Government would have incurred by Government Bill of Lading (GBL) ,.: ; v; ‘.I : b. Actual Expense Method’(Within or butside U.S.) ‘., ;, .( , - Government ships.household:goods by,GBL, not by, e,mployee 1. 2. Provide the capability to capture the required following information: ‘1 Weight limitation l :. : :, Z’,,,, ,’ 18,000 lbs. net weight of stored :tid 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 ,.I’ ,’ l For PCS - Limited to remote or isolated locations i. .,. .I .’ ,. ‘. l Time Limitations h’ - Within U.S. - Not to exceed 1 year;, may extend in accordance withlength 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. * i - DOD overseas teachers - Not to exceed the period of the recessbetween 2 consecutive school years 1 h- 22 Travel-System Reijuiiements j Temp,oraty/Perman.ent Ch’ange”of Stafion - For TCS - Limited to the length of the’ assignment;up to a maximum of 30’ months., I. ’ . ..i ., ,. ’ 3. Provide the capability to set, change, andapply _.. limits on,tra.ve~ advances as: .’ ’ l Authorized for: l Transportation and temporary storage of household goods as set forth in FTR 302-S l Not Authorized for: !I : .’ .” _ l Non-temporary storage of household goods as set forth in FTR 302-9 4. Provide accessto Schedges of Commuted Rates and Government Bill of __’ Lad&g rates for moving ,, and storage I ‘. of household goods and allow comparison. Allowance for Transportation of Mobile Homes : (PCS and TCS Transferee, New Appointee, and SES Last Move Home) ,. i 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 aChid expenses. l Reimbursement ‘/ l Preparation costs l Overland transportation ,’ I: ‘. a. Common Carrier . ,‘I. b. Mileage allowance Ij ‘/ : - 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 8’ - Geographic limitations - CONUS, Alaska ,. . Cannot exceed the maximum amount that would be allowable for transportation and 90 days’temporaq storage of household goods. _ ’ 2. Provide the capability to set, change, and ,apply limits on travel advances as set forth in FTR 302-7. Allowance for Temporary Quarters Subsistence Expense (PCS Transferee and Agency Option for TCS Transferee) ,: I’ ,,,. ., Travel System Requiiements 23 Temporary/Permanent Change of Station 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, includingdaily’itemization of actual expenses: . l Reimbursement l FixedMethod - Limited’to 30 days, no extension allowed (’ :; - No receipts required . - Sum of calculatrons based on maximum locality per diem rate at new duty station : ’ Employee 75% Dependents 25% l Actual Method i. - Receipts required - Expenses incurred not to exceed maximum 30 day incremental amount - Regardless of US. location, authorized per diem based on’standard CONUS rate (e.g., CONUS rate :. i of $SO//day) ” .. ; First 30 days Over 30 davs - Employee $80 100% $60 75% - Spouse/family member over 12 $60 75% $40 50% - 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 l 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 official stations are 40 miles or more apart l 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 from 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/Excludes Foreign PCS) 24 Travel System Requirements in T Temporary/Permanent Change,of Station 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 expenses cannot 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 (a) if not full title to the residence or (b) if employee sells or purchases land in excessof l that which reasonably relates to the residence site. + 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. 3. Provide the capability to capture the following required information: Settlement dates time limitation - 2 years from date employee reports for duty at new offkial station,; may l extend 1 year Not authorized for: l l New appointees l Employees assigned under the Government Employees Training Act l Foreign PCS 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 TCS 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 allow for entering appropriate data for various options of method of reimbursements, including daily itemization of actual expenses. Travel System Requirements 25 Tqmporary/Permanent Cjange o.f Station . l .Reimbursement l Minimum Reimbursement a. Without immediate family - Lesser of 1 week’s basic compensation or $350 b. With immediate family - Lesser of 2 weeks’ basic compensation or $700 .. I c. No receipts ,. ,, .( ! l Actual 1 -: I, a. Receipts required b. Aggregate amount cannot exceed employee’s basic pay for 1 week without an immediate family or 2 weeks’with an immediate family 2 : ., c, . i c. In no instance may actual reimbursement exceed themaximum rate of a grade GS-13 .’ 2. Provide the capability to ‘set, change, ‘and ‘apply limits on travel advances as not authorized for miscellaneous expenses allowance as set forth in FTR 302-3. j 3. Provide the capability to capture the following required information: l Not authorized for employee’s first ‘assignment unless to an overseas location l Not authorized for: l New appointees ,.. l Employees assigned under the Government Employees Training Act 1, ., l Employees returning from overseas assignments for the purpose of separation Allowance for Property Management Services (TCS and Foreign PCS (until implementation of HR 930) Transferee) Provide the capability to capture* the‘.,following required information: ,/ ,,: l Optional use by employee l Authorized for transfer to foreign area/transferred back to a,different non-foreign area ‘, l Agency pays for services offered by a company which assistthe employees transferred to a’non-foreign area from a foreign area in retaining and renting, rather than selling residence at Government expense l Up to a maximum of 24 months (2 years from effective date of transfer) l Agency may offset any expenses paid against subsequent reimbursement’for.sale of residence. -- : 9 Not authorized for: , l New appointees I ’ ,’ l En$loyees assigned under the Government Employees .Training Act / l Employees transferring.wholly .within-a non-foreign area ’ .’ i 26 Travel’System Reqeirements ’ Temporarj/Perman’eit Ch’angb of Station : Allowance for Transportation of Privatelv Owned Vehicle (POV) (PCS and TCS Transferee and New Appointee) 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. I’ l Agency pays entire costs from point of origin to destination l Commercial means l Government means as space available xi., 2. Provide the capability to set, change, and apply limits :on travel advances for transportation and emergency storage of employee’s privately owned vehicle (POV) as set forth in FTR 302-10. 3. Provide the capability to capture the following required information: l Restrictions l Outside U.S. (to and from Post of Duty) a. Transport one POV unless replacement authorized within any 4 year period of continuous service b. Employee drives POV from authorized origin to deliver POV to port of embarkation or from port of debarkation to authorized destination; from port of embarkation back to authorized origin after delivering POV or from authorized destination to port of debarkation to pickup POV. - Reimburse one-way mileage costs - 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 POV’s in accordance with FTR 302-10. l Rental car not allowed at either duty station ‘) Withholding Tax Allowance (WTA\ (PCS and TCS Transferee only) ’ , 1. Provide the capability to calculate in Year 1 a gross-up formula (compensate the employee for the ‘initial tax, the tax on tax, etc.) for a Withholding Tax Allowance (WTA) payment amount to cover the employee’s Federal or Puerto Rico withholding tax each time covered moving expense reimbursements are made,.excluding other withholding tax obligations. 2. Provide the capability of processing more than one WTA if reimbursement for moving expenses is received in more than 1 calendar year. 3. Provide 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 Travel System Requirements 27 Temporary/Permanent C.hange of Station (PCS and TCS Transferee only) 1. Provide the capability to capture the following required information: l Limited expenses or 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 ” . relocation services which constitute income to the employee l miscellaneous expenses allowance l property management services allowance l Not authorized for: J l New appointees l Emplti)rees assigned under the Government Employees Training Act l Employees returning from overseas assignment for the purpose of separation I 2. Provide the capability to set, change, and apply limits on travel advances as not authorized for relocation income tax (RIT) allowance as set forth in FTR 302-l 1. 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, stim of the applicable state / local marginal tax rate) to determine applicable single State / local marginal tax rate. , 5. Provide the capability to calculate formulas for 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 :I local tax rates to compensate for their deductibility from income for Federal or Puerto Rico tax purposes.) i 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 for&la 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 pfocessing more than one RIT, if reimbursement is received in more than 1 calendat year. Homesale Program / Home Marketing Incentive Payments (PCS Transferee only) 1. Provide the capability to calculate maximums or limitations applicable to the following incentives: 28 Travel System Requirements i- Temporary/Permanent Change of Station . -, I, l Agency pays transferred employee home marketing incentive 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/expensesit 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 ’ Travel System Requirements 29 The travel, systeni mtist provide travel activity transactibtis to the Lore. financial sy&m” ’ ” ” ” i- , b$’ ” .I ,,,;,_. .’ Genera&g account& transactions as needed. l . ,. / l Updating fUnds control. l Updating the standard general ledger. ;! : l Generating disbursement actions by electrqqic funds transfer (EFT). ‘; i l Updating subsidiary systems+nodul~s. ,. ._ The system must: Mandatory 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 module for salary offsets. Access to claims shall be controlled as determined by each agency. 3. Provide the capability to generate the appropriate accounting transactions to reflect the cost of the trip to be funded by the government and transactions to record the receipt of income from non-federal sources. (As a value-added feature, this could be linked with an Accounts Receivable System.) 4. Provide for recording sufficient airline ticket information that is essential to the airline ticket payment process so that the accounting ofice 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 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. 4. Provide the capability to support electronic interface with relocation contractors. 30 The travel system should provide thekapability to’generate the required standard, ad hoc and query reports for all standard data elements as required by the FTR. This function must: Mandatory 1. Maintain data for use in future time frames. j. 2. Maintain standard data elements contained in the Federal Travel Regulation (FTR), Chapter 301, Appendix C, to generate standard and ad hoc reports. : 3. Maintain and report travel obligation and liquidation information. 4. Allow for the reformatting of reports to present different sorts of the information, the presentation of only specific information in the format selected, the suknarization of data, and the modification of i-epoit formats to tailor the reports to the specific requirements of the agency. .i 5. Provide the capability to download data to spreadsheets or other analytical tools. -: :, 2 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. Value-Added 1. Provide the capability to electronically transmit reports. 2. Provide the capability to modify “HEL@’ facilities to meet specific requirements of the agency.,,I :. : ,’ / ^ 4 Travel System Requirements 31 System Administration The system administration provides centralized control and administration of the. travel system. This function : must: s, Miwdatoy 1. Provide the capability to establish and maintain the following tables that include, at a minimum: l User Administration .. ‘. l Traveler Profile ,> : ’ +. .,’ .._‘,, .‘j,.. :: : ,’ l Trip purpose ‘, ‘a, ,. C.? ,’ .‘. l ;. Opemtional :’ ,_, expense ‘- ‘. ,, , .. !‘. j .I l Locality/MWE allowances .,. ., ., :- .* Locality/lodging rate (per diem) ,. l Travelers Government Charge Card I l Air costs/destination l Rental car rate/type l POV mileage rate/mileage l Approving Officials: l Organization@unding ‘. 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 processing requirements. 4. Provide the capability to maintain rules incorporated 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 for establishing capability to use electronic signatures. 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) . Value Added 1. Provide for automated maintenance of per diem rates from a central source. 32 Travel System Requirements i Records Retention .‘s ‘. ,. All records created within the Federal government may be destroyed only with the approval of,thc National Archives and Records Administration (NARA), per 36 CFR 1228 and 1234. Basic travel records are currend) 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 officer or from NARA). For, travel and transportation records not covered by this authority or for any question regarding the disposition of Federal records, please contact: Life Cycle Management Division (NWML) . National Archives and Records Administration i Washington, D. C. 20408 : _+ ” The telephone number is (301) 713-7110. :: .: .’ _* r”’ .’ .. Travel System Requirements 33 AppendixA: References The following relevant laws, regulations, and publications were used in %preparation of this document: l Title 5 United States Code Chapter 57 l Title 20 ,United States Code Section 965 l Title 26 Code of Federal Regulations Part 1 l Title 36 Code of Federal Regulations Chapter 12, Parts 1228 and 1234 l Title 41 Code of Federal Regulations Chapters 300-304 l General Accounting Office Policy and Procedures Manual for Guidance of Federal Agencies, Title 7, Fiscal Guidance : _ l Treasury Financial Manual 3-5000 l General Accounting Office, Office of the General Counsel, Civilian Personnel Law Manual, Title III - Travel and Title IV - Relocation l Department of State Standardized Regulations (DSSR) l Joint Travel Regulations (JTR), Volume 2 - Department of Defense Civilian Personnel j Travel System Requirements ! Appendix.& Glo$sa& - - “’ -.’ . ’ ,. : -’ ‘. , ) This section prescribes certain terms and definitions used inthe .travel-process. “i. I, ; ,, ,: ‘,J I .i .( ,, ‘, Common Carrier Private sector suppliers of air, rail or bus transportation. ,’ I .. (. Commuted Bate A rate used in connection with transportation and temporary storage of household goods. It includes cost of line-haul transportation, packing/unpacking, crating/uncrating, drayage incident to transportation and other accessorial charges, ,and costs of temporary storage within applicable weight limit for storage including m/out. charges and. necessary drayage. : ,, : .; Continental United States (CONUS) The. 48 contiguous States and:the District .of Columbia., -. : Convenienqe Check Government contractor-provided product andservice which allows checks;to.be. written on a’ govetnment- contractor-issued chargecard within established.dollar limits. ,: : I, .‘, ,.‘.,.( .: :. ‘..r +:’ *‘. i ,i ._’ .r ? !.-,,:: : Dkzqhent Advance. An amount which no expenses ,are substantiated within a reasonable: period of time or an amount in excess of the substantiated expenses that are not returned.within a reasonable,period of time in accordance with Title 26 Code of Federal Regulations Part 1. ‘,,’ ,, Direct Billed ‘. Megotiated,agreement with a company who agrees to bill directly to the agency for payment (e.g., lodging, airline and car rental) ,, These ,expenses will not be claimed, on the employee’s travel voucher. Also includes On-Line Payment and. Collection (OPAC). ,billings from other Federal agencies such as .’ Department of State for TDY travel ofemployees stationed:overseas. I’,‘(i. I : .’ ‘. :;-, Electronic Sz&zature A method of signing an electronic message that (a) identifies and authenticates a particular person as the source of the electronic message;, and (b) indicates such person’s approval of the -information contained in the,.electronic message. .I &t ,< .I/ ‘, : Elz route Travel and Transporta$ion of Emp;loyee and Immediate Family Allowance ‘, An allowance fo,r travel (including per diem) and transportation expenses of.the transferred employee and immediate family for en route travel between the old official station and the new official station. ),. Forea& Area (seealso Non-Forea& Area) .’ Any area, including the Trust Territories of the Pacific Islands, situated dbth outside CONUS and the non-foreign areas. Government Contractor-issued Individually Billed Charge Card 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. .) ‘,’ Government Transpmtation Request (GTR) (Standard Form 1169) A government document used to procure common carrier transportationservices. The document .I , obligates the government to pay for transportation services provided. :;, Homesale Program /Home Market&j Incentive Payments 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. Houseimn tirbg Ttip Allou;ance ‘, An allowance for travel (including per diem) and transportation expenses of only the employee and/or spouse for one round trip to the new official station locality to find permanentresidence quarters:to rent or purchase. ,, I,. .,. ,’ 5 .’ Travel System Requirements 35 Appendix B: Glossary ,I,’ ” ,. Miscellaneous Expenses Allmvance An allowance for defraying certain,expenses associated with~discbntinuing a residence at one location and establishing a residence at a new location. Costs include disconnecting/connecting appliances and utilities; cutting, fitting rugs/draperies; forfeiture losses on medical, dental,,food locker contracts that are not transferable; automobile registration; and driver’s license. Mobile Home Allowance .-. ., : Ari allowance for movLm?nt of a mobilechome foruse as a,primary residence when movement is authorized instead of shipment and temporary storage of-househtild,goodsi .. New Appointee Any person newly.ippointed to government service, including snident train&es. ; Non-Forea& Area Includes: the United States,, its territoriis or possessions, the Cominonwealth of Puerto Rich, the Commonwealth of the Northern Marianna Islands, or the former Canal Zone area (i.e., areas and installations in the Republic of Panama made available to the United States pursuant to the Panama Canal Treaty of 1977 and related agreements (, as desdribediin section 3 (a) of the’Panama Canal Act of 1979) : (excludes :the Trust Territories of the Pacific Islands). .’ ’ : .’ .‘ Non-temporary Storafie 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 izannot transport household goods. Proper+ is stored either in available governmeht-owned ‘storage space or suitable commercial or privately owned space obtained by the gc&ernment; NonLtemporary storage is also available in conjunction with any temporary change of station assignment. ,‘: :I, ,. I Official St&on The ,location of an emj$oyee’s or ,invitational traveler’s permanent work assignement. The geographic limits of the official station are: (a) For an employee: (1) the corporate limits’ofthe,city or town where stationed or if not in an incorporated city or town; (2) the reservation, station, or other established area (including established subdivisions of large reservations) having definite boundaries where the empoloyee is stationed; (b) For an invitational traveler: (1) the corporate ‘limits of the city or town where the home or principle place of business exists or if not,ili an incdrporated city or town; (2) ,the reservation, station, or other established area (including established subdivisions of large reservations) having definite boundaries where the home or principle place of business is located. .: I, Outside the Continental United States (OCONUS) / Outside of the 48 continguous states and the District of Columbia. OCONUS includes both foreign and non-foreign areas. Per Dienz Allowance A daily payment for lodging, meals, and related incidetital expenses used. instead of reimbursement for actual expenses. Perwzanent Charge of Station (PCS) The relocation of an employee to a new official station or post of duty for permanent duty. Post of Duty An official station outside CONUS. \ Prcrperty ManaBenzent Services Allowance 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 (RIlJ Allowance A reimbursement calculated in Year 2 and paid to the employee to cover the additional tax liabiliq (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). 36 Travel System Requirements !- Append.ix’B: Glossary Relocation Sew&esAllott)ance -Agency payments,made to a private company-under a contract with an agency to assist a transferred employee in relocating to the new offkial station. Amounts the agency pays to a relocation services company .on behalf -of an employee niay be taxable to the ,employee. (Agencies may contact the Assistaut 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.) Remote User An individual who can stay-in-touch:from any locationto perform the service needid. ,~ :- Requirements JFMII? systems requirements are either mandatory or v&e-added. The definitio~~s of these two catebories are: I .‘. :; ,,,’ -, * Mandatmy Mandatory requiremenrs describe what the system’must do and-consist bf the mininium acceptable functionality necessary to establish a system or are based on Federal laws and regulations. Mandatory requirements are those against which agency heads’evaluate thkir systems to determine substantial compliance with system requirements under the Federal Financial Management Improvement Act (FFMIA). These requirements apply to esisting systems in operations ‘and new systems planned ol: under development. ,. ,‘: Value-added Value-added requirements describe features or characteristics and may consist of an) ;: 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 tither 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 feaclrcs in agency systems is left to --the discretion of each agericy head. Residence Transaction Expense Reimbursement ‘.. ” ,’ _>‘,i 5 A reimbursement to’the employee of allowable expenses forthe,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 ofkial station. Split Disbursement A payment in which the traveler designates applicable amounts to be paid to a Government charge card contractor and to the traveler. ? ./. Temporary CharzJe of Station (TCS) Thk 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 of&% station upon completion of that assignment. Tempwavy Duty (TDY) location A place, away from an employee’s offkial station, where the employee is aut!lorized to tnlvel. TemporaT Quarters SubsistenceExpense Allowance An allowance to reimburse an employee for expenses such as lodging, meals and incidental expcnscs irk-red by the employee and immediate family during occupancy of temporary quarters. (Not authorized for a transfer to a foreign area (See Department of State regulations for foreign area temporal? quarters subsistence expense.)) Temporav Storage Storage of household goods at origin, destination, or en route in connection with transportation to, from, or between ofkial 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. Travel System Requirements 37 Appendix B: Glossary Transportation of Household Goods Allmvance ....,- -!I. An allowance for .transportation (includiqtemporav storage) expenses for movement of household goods from the old official station to, the new of&&&station.- Items .such as i&e animals, automobiles, perishable items and other items ,as set forth in FTR 302-l are specifically excluded,from the definition of household goods. ./ I Transportation of Privately Owned Vehicle (POV) Allowance An allowance for transportation of a motor ,vehicle not owned by the,gove!rnment- and used by the employee or immediate family 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 determined that the immediate family and household goods should be evacuated.‘. Travel Advance. 2 Prepayment for estimated cashstransacti6n travel expenses paid (to an employee. : )‘,., i, .r:., (.ij,’ ._; , :, .,/,:a , .. ‘,’ : Travel&borizatioiz (Orders) .. :! ~-ib , ‘,, ,-: :. .; Written approval to travel,on ofEcia1 business. There are three basisty&s of travel authorizations: ,I ‘, : A. Unlimit&opcn - An authorization allowing ai .employee to travel for any official purpose without tirther authorizatioin. ,:. B. Limited open : An authorization allowing an eniploye,e to travel on official busin& without further :’ authorization under certain specific conditions, i.e., travel to sp?cific geographic area(s) for specific purpose(s), subject to trip cost ceilings, or for specific periods of time. :,_ : ,., , ‘, C. Trip-by-uip - An authorizaltion allowing i individual orgroup of individuals to take one or more specific official business trips, which must include specific purpose,.itilierary, and estmated costs. 1 ‘: I Travel Management Systena (TMS) A,system to, arrange .travel servicesfor Bederal einployees on off2ial travel, -inclid& tickets and transportation, and reservation of accommodations. ,A TMS includes a travel management center, commercial ticket oflice, electronic travel management system, or other commercial method of arranging travel. / ; Travel Voucher A signed claim for ieimbursement of expenses incurred in the performance of off&J travel. Withhold&g Tax Allowance (WTA) : ‘:.,: : A reimbursement or payment calculated in Year 1 for moving expenses made to the employee to cover the employee’s Federal or Puerto Rico tax withholding obligations each time covered moving expense reimbursements are made-that result in a Federal or Puerto Rico tax withholding obligation. Year 1 The calendar year in which reimbursement or payment for moving expenses is made to, or for the !, employee. ,,;. Year 2 The calendar year in which a claim for the RIT Allowance is actually paid. Travel System Requ.irements ’ Appendix C: Contributors - Joint Financial Management Improvement Program (JFMIP) Steering Committee Donald V. Hammond, Chair, Department of the Treasury Karen Cleary Alderman, Executive Director, JFMIP William B. Early, General Services Administration /. Jeffrey C. Steinhoff, U.S. General Accounting Oflice J. Gilbert Seaux, Office of Personnel Management Norwood Jackson, Office of Management and Budget Joint Finan+d Management Improvement Program Karen Cleary Alderman, Executive Director .A’ Dennis ‘Mitchell Pamela Perrin ChiFf Financial Offkers’ Council, Financial Systems Commitiee ” ’ R. Schuyler Lesher, Chair, Department of Interior Travel System Requirements Project Team General Services Administration (Sponsor&g aency) Bill Topolewski, Director, Office of Financial Management Systems (Project Sponsor) Bruce Fitch Eileen Rollyson (Team Leader) Project Team Members beracy for International Development Tom Mundell Department of A@culture Mary B , Andrasco Department of Defense Mike DiVittorio Department of Education Cindy Carroll Travel ‘System. R,equirements 39 Appendix C. Contributors Department ofEnergy Michele Cooley ‘.,.. Julie Squires 4 Environmental Protection Agency Randi Davis Bolyard Sheila Fant :-! : U.S. General Accoun tin8 Ofice Robert W. Gramling Bruce Michelson ’ 1 ,’ ., Janett Smith i, : Susan Mason ! Chris Martin ,’ National Aeronmtitics and Space Adnzinisgyation Joseph Chupka I Small Business Administration b Violet G. Bailey 2.. I.*.. ; Mary Sprague I L ,..,’ Department of Veterans Afairs 1 ,” ‘.,, I’. 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Travel System Requirements
Published by the Government Accountability Office on 1999-07-01.
Below is a raw (and likely hideous) rendition of the original report. (PDF)