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265 FW 2
Temporary Duty Travel Electronic Travel System

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Date:  December 10, 2009

Series: Finance

Part 265: Travel

Originating Office: Division of Financial Management

 

 

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2.1 What is the purpose of this chapter? This chapter provides guidance and procedures for employees using the electronic travel system to document official travel.

 

2.2 What is the scope of this chapter? This chapter applies only to temporary duty (TDY) travel. Employees travelling locally, completing a permanent change of station (PCS), or completing a temporary change of station (TCS) may not use the electronic travel system to claim reimbursement. See the memorandum that the Assistant Director - Business Management and Operations issued on 02/23/2009 for information on local travel. See Part 266 of the Service Manual for guidance on claiming reimbursement for a PCS.

 

2.3 What is the policy?

 

A. We use the electronic travel system to track authorizations and approvals. Authorizations and approvals are only legitimate if they comply with the policy in Part 265. Service employees have a responsibility to understand travel policy and use the electronic travel system in adherence with Federal travel regulations.

 

B. Only Service employees may access the electronic travel system. We assign a Travel Arranger to account for non-employees conducting TDY travel on behalf of the Service by completing required actions in the electronic travel system (see 265 FW 8 for more information).

 

C. We use the electronic travel system as the system of record for all TDY travel documentation. Travelers and Travel Arrangers must document all expenses, upload receipts, and create travel authorizations and vouchers in the electronic travel system.

 

2.4 Who is responsible for documenting TDY travel in the electronic travel system? The following people ensure that travelers document TDY travel properly in the electronic travel system (see 265 FW 1 for more information about each person's overall role):

 

A. The traveler or Travel Arranger documents all TDY travel in the electronic travel system.

 

B. Travel Reviewers access the electronic travel system to review travel vouchers.

 

C. Approving Officials access the electronic travel system to approve TDY travel and related entitlements.

 

D. Each Region has at least one designated Federal Agency Travel Administrator (FATA), who:

 

(1) Assists travelers in obtaining user profiles,

 

(2) Performs administrative tasks in the system, and

 

(3) Runs reports.

 

E. The National Business Center (NBC):

 

(1) Assists travelers and Travel Arrangers with technical issues associated with the electronic travel system, and

 

(2) Audits travel documentation.

 

2.5 What is the first step to using the electronic travel system? Any individual conducting, arranging, or approving TDY travel on behalf of the Service must obtain a user profile in the electronic travel system and complete a direct deposit (ACH) form (Standard Form 3881) and submit it to NBC.

 

2.6 How does a traveler or Travel Arranger obtain a user profile in the electronic travel system?

 

A. The traveler or Travel Arranger must complete the User Access Form and send it to the Regional FATA.

 

B. The Regional FATA gives the traveler or Travel Arranger appropriate access to the system and makes sure the information from the User Access Form is entered into the profile.

 

C. The Regional FATA notifies the traveler or Travel Arranger that the user profile is available. The traveler or Travel Arranger must then access the system and complete the process of activating the account. The Temporary Duty Handbook: A Guide to the TDY Process has more guidance on this process.

 

2.7 What actions does a traveler or Travel Arranger have to complete in the electronic travel system for each TDY trip?

 

A. Create a travel authorization. The traveler or Travel Arranger must create a travel authorization in the electronic travel system for each TDY trip conducted on behalf of the Service, even if the trip will be authorized under a Limited Open Travel Authorization, Unlimited Open Travel Authorization, or hard copy Trip-by-Trip Authorization (DI-1020). See 265 FW 4 for additional information on travel authorizations.

 

B. Use the system to schedule a trip. The traveler or Travel Arranger must use the electronic travel system booking tools or contact the travel management center to arrange travel (see 265 FW 5 and 265 FW 6). If the traveler or Travel Arranger arranges any transportation or lodging directly with a vendor (e.g., Amtrak ticket, hotel room at a conference facility), he or she is responsible for adding the expense to the record of the TDY trip in the electronic travel system.

 

C. Prepare and submit a travel voucher within 5 business days after the end of the trip. The traveler or Travel Arranger must create a travel voucher and submit it in the system within 5 business days of the completion of the trip or every 30 calendar days for an extended assignment. Voucher(s) must capture all of the travel-related costs accurately.

 

(1) The traveler or Travel Arranger:

 

(a) Must submit required receipts and supporting documentation in the electronic travel system as the receipt packet, and

 

(b) May add documentation to the receipt packet following submission if necessary.

 

(2) We retain documentation in the electronic travel system for a minimum of 6 years and 3 months, in accordance with the requirements of the National Archives and Records Administration. See 265 FW 7 for information on how to submit and review travel vouchers.

 

2.8 How does the Service deactivate travelers' profiles when they separate from the Service? When a traveler separates from the Service, the Regional FATA must move the traveler's profile to an archive area so we can access the documentation for up to 6 years and 3 months, if necessary. See the Temporary Duty Handbook: A Guide to the TDY Process for more information on deactivating a profile.

 

2.9 Where can employees find additional information about the electronic travel system? Chapter 2 of the Temporary Duty Handbook: A Guide to the TDY Process has more information about the electronic travel system, including examples and screenshots.

 

2.10 Who should employees contact with questions about the electronic travel system? There are different resources to handle various types of questions about the electronic travel system. See Appendix D to the Temporary Duty Handbook: A Guide to the TDY Process for contact information.

 

 


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