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TRAVEL USING VA RESOURCES. RESEARCH AND DEVELOPMENT SERVICE SOUTH TEXAS VETERANS HEALTH CARE SYSTEM AUGUST 12, 2014. AS SOON AS YOU KNOW YOU ARE GOING TO TRAVEL- CONTACT THE RESEARCH OFFICE!. CONCUR (Formerly FEDTRAVELER). - PowerPoint PPT Presentation
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TRAVEL USING VA RESOURCES
RESEARCH AND DEVELOPMENT SERVICESOUTH TEXAS VETERANS HEALTH CARE SYSTEM
AUGUST 12, 2014
AS SOON AS YOU KNOW YOU ARE
GOING TO TRAVEL-CONTACT THE
RESEARCH OFFICE!
You must establish a Concur account, if you are going to travel on VA time and/or use VA funds. Please contact Lisa Moutria ([email protected], X16904) in the Research Office for required forms if you do not have an account
CONCUR (Formerly FEDTRAVELER)
If you are going to use VA funds to travel, you need pre-approval through ACES and then you may create your travel authorization through Concur
If you are not using VA funds but you are travelling using VA time, you still need to create your travel authorization through Concur so that you can be on “travel status”
Up to a $1000 can be budgeted in your grant application to be used towards travel. These funds can be used to pay for hotel, meals and airfare. This will be done through Concur
TRAVEL USING VA FUNDS-GRANTS
DO NOT use personal credit cards to pay for abstract submissions, registrations or posters. No after the fact reimbursements are authorized
Grant funds, in addition to the $1000, may be used to pay for abstract submissions, registrations and making/printing posters
TRAVEL USING VA FUNDS-GRANTS
To pay for abstract submissions, registrations or posters using your VA grant funds, a VA Purchase Order (PO) has to be set up in advance. To do so, fill out the hard copy registration/abstract/poster order form and hand it to Ms. Judy Berdecia ([email protected], X15550) in the Research Office so that she can set up a PO.
Prior to using any VA funds towards travel (registration, hotels, airfares, meals), it is now REQUIRED that the PI gets approval through ACES
VA employees are REQUIRED to pre-register their intent to attend an external conference listed on the ACES (Attendance and Cost Estimation System) microsite, IF they are going to use VA funds. More information is provided at:http://vaww.ees.lrn.va.gov/Conferences/Guidance/ACES/
TRAVEL USING VA FUNDS-ACES
Await notification of approval or disapproval via email. Do not officially register for the conference until you receive notification
Judy Berdecia will require a copy of your ACES approval before she sets up the PO to pay for registration
Conference nameGSA
Registration Start EndDate Date04/14 08/01
Conference Start EndDate Date11/05 11/09
ACES approval is only required if VA funds (research or medical) will be used to support the travel
TRAVEL USING VA FUNDS-ACES
If the ACES ‘Requests to Attend’ has closed, employees can send in a request to the VHA conference support team and they will be put on a waiting list
Events Occurring in … ACES Requests to Attend CLOSES
July April 15
August April 30
September May 15
October July 1
November August 1
December September 1
TRAVEL USING VA RESOURCES
As soon as your abstract is approved, upload the abstract of your presentation in PubTracker system (http://vaww.ord.portal.va.gov/sites/comm/PubTracker/Pages/default.aspx)
Contact Dennis Bryan ([email protected], X15538) in the Research Office if you need more information
For overseas travel, 90-120 days advance notice is required as you must have a government passport and requires a higher level of approval (VISN 17 or Deputy Under Secretary for Health for Operations and Management)
More information is available at:http://www.va.gov/vhapublications/ViewPublication.asp?pub_ID=2151
OVERSEAS TRAVEL
BRFST Support of Travel
Travel must be to facilitate the conduct of approved VA research/education activities or to facilitate functions related to those missions, including travel for activity planning.
Must travel on Official Duty Status (not AA or AL)
Must enter travel into VA travel system
If travel is Explicitly Stated or Clearly Implied as part of CRADA, BRFST may reimburse VA or provide “In Kind” assistance, but NPC MAY NOT Pay Traveler Directly.
If Travel is for training or a meeting and is not part of a CRADA (ex: Am. Heart Assoc. Meeting) the NPC may pay traveler directly.
Travel must be entered into VA travel system as “no cost” travel
