CFO ASC B&F

Incident Travel

Getting

our employees to

incidents

timely and safely

April 30, 2015

Final Version

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Today’s Agenda

• Incident Centrally Billed Accounts (ICBA) • Travel Process • USFS Incident Travel Request • BCD Travel Responsibilities • Employee Information • AD Positions • General Travel Information • Help Is Available! • FS/BCD Travel Information Sharing • Improvements/changes to the process • Q&A Open Session

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Incident Centrally Billed Accounts (ICBA)

• Known as Corporate Accounts

• 95 ICBAs with U.S. Bank

• Reconciled monthly by locations

• All approval codes and zone codes remain the same

• Cannot be used for non-incident travel, such as training

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Incident Travel Process

All travel arrangements are made by submitting a USFS Incident Travel Request form. • Complete the USFS Incident Travel Request

• Ensure all names listed on the Request form are as they appear on the Government ID the traveler will be using at the airport

• “See Attached” is unacceptable unless the attachment contains all of the appropriate information

• Designate the Crew Boss or Chief of Party with an asterisk (*).

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USFS Incident Travel Request

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Recently Revised! New Fields: • Ticketing Information

• Round Trip? • One Way?

• Fully Refundable? • Non-Refundable Allowed? • Space for special notes to BCD

Travel • Email address to send to BCD

This form can be faxed or e-mailed to BCD Travel From previous presentation: • Will be PDF fillable • Add Departure Airport column • Add Record Locator column • Add Dispatch to Location • Add POC to E-Mail Address • Reduce to 15 lines

BCD Travel Responsibilities

• Flight arrangements will be made for travel between 6 AM and 10 PM; exceptions allowed

• Book only refundable arrangements unless indicated on the Request non-refundable tickets can be purchased

• Cannot book Premium Class Travel, such as first class • The Service Level Agreement with BCD Travel is that travel

arrangements will be made within three hours of receipt of the Request – For fewer travelers, the turn-around time is less than one hour – More travelers will take longer

• Will contact POC within 30 minutes to confirm receipt and ask/answer any questions

• A completed itinerary will be sent to the e-mail address provided on the Request

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Employee Information

• Travel arrangements via the Request form cannot be claimed on an ETS2 travel voucher.

• Travelers making their own reservations through ETS2 are required to complete a travel voucher in ETS2 – Make sure the proper reimbursement method is selected

in ETS2 • General Centrally Billed Account • Government issued travel charge card

• ETS2 trip purposes: – Fire travel is considered MISSION OPERATIONAL – Other incident response (such as other national disasters)

may be SPECIAL AGENCY MISSION • Check with approving official before selecting this trip purpose

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Employee Information continued…

• ICBA transportation transactions are limited to Incident Response Only. BCD Travel has been requested to return incident request/fax forms to the POC if the request appears to be for training, exercises, or other non-incident response.

• Reminder: Travel for training or exercises must be processed

through ETS2 – no exceptions! • Incident Travel, that meets the definition of a “Conference” requires

the Chief’s approval; regardless of cost.

Please refer to https://ems-team.usda.gov/sites/fs-cfo-cpr/_layouts/15/start.aspx#/

for more information and requirements.

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Administratively Determined (AD) Positions

• Cannot make own travel arrangements

• All transportation arrangements must be charged to the ICBA

• Must be established in ETS2 if expected to incur training expenses or other travel-related expenses

• Cannot be issued a U.S. Bank Travel Charge Card

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How to Request ETS2 Profile for ADs

• Complete the Financial Information Security Request form (FS-6500-214) and submit timely, to the CFO ASC B&F

• Visit the website below for additional information

• To establish a vendor record in the accounting system so that the AD casual hire can receive payment: – Complete and submit the Vendor Code worksheet (FS-6500-231) to the ASC B&F

Incident Finance staff at 866-816-9532. This form must be signed.

– A direct deposit form may be sent in lieu of the 6500-231.

CFO ASC B&F Tech Support and Security

http://fsweb.asc.fs.fed.us/bfm/programs/technical-support/

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General Travel Information

All Incident Travel for employees and ADs will be processed in accordance with Federal, Department of Agriculture, and Forest Service travel regulations:

Federal Travel Regulations (FTR) Chapters 300–General and 301–Temporary Duty (TDY) Travel Allowances Agriculture Travel Regulations (ATR) Department Manual 2300-001 Forest Service Handbook (FSH) 6509.33, Chapters 300 and 301 Non-compliance with these regulations may result in a debt due the government and a bill for collection issued

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1. TDY travel reimbursements applies to travel greater than 25 miles* from either the employee’s official duty station, point of hire, or residence AND lasts longer than 12 hours.

2. Point of hire is considered the same as the official duty station. 3. No TDY expenses will be paid or reimbursed unless it meets the criteria in number 1. 4. Official travel should be approved in advance of travel, to the greatest extent possible. 5. Agency will not pay or reimburse for excess costs resulting from circuitous routes, delays, or

services unnecessary or unjustified in the performance of official business. 6. Request for travel reimbursement (via ETS2 or the OF-288) must be filed within five days of

returning from travel or every two weeks if in continuous travel. If ETS2 is used, a hard copy of the voucher, signed by the traveler, must be uploaded.

*Pending ATR revision – expect this to increase to 50 miles

General Travel Information

Rental Vehicles • Must obtain economy sized rental vehicles. If a larger vehicle is necessary, advance approval is

required and justification must be provided. • Must rent vehicles that comply with the U.S. Government Rental Car Agreement (GARS). There

is a $5 a day GARS cost which is reimbursable. • Vehicles obtained through GARS cannot be driven off-road. Renter may be held personally

liable for damages and clean-up costs. • Off-road vehicles must be rented through the dispatch office utilizing the Emergency

Equipment Rental Agreement. (EERA). • A vehicle should not be rented just to drive to/from an incident unless a valid official business

purpose exists. A cost comparison must be completed and reimbursement is limited to the lesser of the costs which should be the most advantageous to the Agency.

• Should be returned in reasonable condition (free of trash or other debris) or the casual may be liable for cleaning costs.

• Global Positioning Systems (GPS) are not reimbursable. • Gas for rental car is reimbursable and receipt must be attached to the voucher. • No reimbursement for insurance/wavier fees other than GARS. • For more information regarding the GARS, visit:

http://www.defensetravel.dod.mil/Docs/CarRentalAgreement.pdf

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General Travel Information

Enroute travel and Privately Owned Vehicle (POV) Usage

• Most expeditious means of transportation must be used; not for personal convenience.

• Reimbursement will only be made not-to-exceed the normally traveled route.

• When a POV is the approved method of travel, you will not receive reimbursement for actual gasoline purchases; regardless of the cost.

• POV mileage may be reduced if a government vehicle is available. • Cost comparison is required if traveler chooses to drive instead of

traveling by common carrier. • Dispatch centers are responsible for making common carrier

arrangements. Travelers may not be reimbursed for common carrier tickets purchased outside of the FS Travel Management Center or via ETS2.

• MapQuest or other commercial software should be used to support the number of miles driven.

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General Information

Per Diem (Lodging, Meals & Incidental Expenses)

Lodging Accommodations • Lodging accommodations are usually made by the

dispatch center. • Lodging costs should not exceed the prescribed per

diem rate for lodging in the area of the incident. • Lodging costs up to 150% of the prescribed per diem

rate are approved locally. • Costs greater than 151% to a maximum of 300% must be

approved by the Chief on a case-by-case basis. • Receipts are required for all lodging reimbursements. • Must reduce per diem on day 31.

Meals and Incidental Expenses (M&IE) • First and last day of travel will are reimbursed 75% of the

M&IE rate. • Incidental expense reimbursement is always $5 per day. • If meals are provided by the government (i.e., provided

at camp, boxed meals), the appropriate amount must be deducted from the daily rate. Only exceptions must meet the criteria in FTR §301-301-11.18 (i.e., medical or religious beliefs).

• Must be reduced on day 31

Prohibited Items Reimbursed via ETS2 or OF-288

Below is a list of items that cannot be reimbursed as a travel reimbursement

– Purchase of cell phones

– Cell phone contracts

– Batteries

– Computer rentals or usage

– Internet access

– GPS systems

– Hot spots

– Calling cards

– Pre-paid phones

– Gasoline for POVs

– Medical supplies or care

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CFO ASC B&F Website

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Travel Website

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Incident Travel Website

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This site will be updated by April 30th

Dispatch Center List

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Please send updates to travelcompliance@fs.fed.us

This is provided to BCD Travel and needs to be updated!

Help is Available!

Hours of Operation: 7:00 a.m. - 5:00 p.m. (MST)

FS Travel Help Desk 877-372-7248, Option 3

Other FS Travel Information 877-372-7248, Option 1

Helpful Websites

CFO ASC B&F – Travel: http://fsweb.asc.fs.fed.us/bfm/programs/financial-operations/travel/

Incident Travel: http://fsweb.asc.fs.fed.us/bfm/programs/financial-operations/travel/how-to-pages/fireFemaTravel.php

Travel Regulations: http://fsweb.asc.fs.fed.us/bfm/programs/financial-operations/travel/Policies-Regulations.php

TDY Travel: http://fsweb.asc.fs.fed.us/bfm/programs/financial-operations/travel/tdy/

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BCD Travel

General Assistance

Monday through Friday 7 AM until 10 PM (EDT)

800-877-6120

Outside U.S. Call Collect – 904-470-1302

For Hearing Impaired: use extension 711

Incident Travel Only 855-207-1737

Outside U.S. Call Collect – 904-470-1303

Use either option to submit Incident Fax Form

Option 1: Fax: 770-901-3914

Option 2: E-Mail: USDA.incidentDispatch@bcdtravel.com

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FS/BCD Travel Information Sharing

This is the opportunity to share information

and ask questions of

CFO ASC B&F Travel

and

BCD Travel

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Improvements to the Process?

What can we do better?

What needs improved?

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Thank You!

Linda Smith Travel Compliance, Lead Financial Analyst

505.944.8313 (work)

480.202.2328 (cell)

lmsmith03@fs.fed.us

Pam Scalco Travel Compliance Branch Chief

505.944.8340 (work)

505.331.8356 (cell)

pscalco@fs.fed.us

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