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APPENDIX C TO CHAPTER 301-STANDARD DATA ELEMENTS FOR FEDERAL TRAVEL [TRAVELER IDENTIFICATION]

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Must use a number, e.g., SSN, vendor number, or other number that identifies the em-
ployee.

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Identifies leave type as the reason for an interruption of per diem entitlement.

Either the corporate limits of city/town or the reservation, station, established area where
stationed.

The geographical location where employee resides, if different from official duty station.
Direct deposit via electronic funds transfer.

The location designated by the traveler based on agency guidelines.

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A Contractor centrally billed account.

In accordance with and as provided by agency guidelines.

A number that identifies the payment for the transportation tickets, according to agency guidelines, e.g., GTR number, Govt. credit card number.

Common carrier used as transportation to TDY location.

Identifies local transportation used while on TDY.

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The number of days traveler claims to be on per diem status, for each official travel loca-
tion.

The amount of money traveler claims as per diem expense.

The amount of travel advance outstanding, when the employee files the travel claim.

The amount of the travel advance that remains outstanding.

Total number of days the employee charged actual subsistence expenses.

The number of days must be expressed as a whole number.

Total amount of actual subsistence expenses claimed as authorized. Actual subsistence
rate, per day, may not exceed the maximum subsistence expense rate established for
official travel by the Federal Travel Regulation.

The amount of money the transportation actually cost the traveler, entered according to method of transportation.

Bus or other form of transportation.

Total number of miles driven in POV.

Total amount claimed as authorized based on mileage rate. Different mileage rates apply
based on type and use of the POV.

The difference between the amount authorized to spend versus the amount claimed.
An amount of money previously denied as reimbursement for which additional justification
is now provided.

The sum of the amount of money claimed for per diem, actual subsistence, mileage, trans-
portation method cost, and other expenses.

STANDARD DATA ELEMENTS FOR FEDERAL TRAVEL

Group name

Accounting Classification
Non-Federal Source Indicator

Non-Federal Source Payment Method
Signature/Date Fields

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Agency accounting code.

Description

Indicates the type of travel expense(s) paid, in part or totally, by a non-Federal source.
Total payment provided by non-Federal source according to method of payment.
Traveler's signature, or digital representation. The signature signifies the traveler read the
"fraudulent claim/responsibility" statement.

Date traveler signed "fraudulent claim/responsibility" statement.

Traveler's signature, or digital representation. The signature signifies the traveler read the "Privacy Act" statement.

Date traveler signed "Privacy Act" statement.

Approving Officer's signature, or digital representation. The signature signifies the travel claim is approved for payment based on authorized travel. Date Approving Officer approved and signed the travel claim.

STANDARD DATA ELEMENTS FOR FEDERAL TRAVEL-Continued [Accounting & Certification]

Group name

Data elements

Certifying Officer Signature

Date

Description

Certifying Officer's signature, or digital representation. The signature signifies the travel
claim is certified correct and proper for payment.
Date Certifying Officer signed the travel claim.

Note to Appendix C: Agencies must ensure that a purpose code is captured for those individuals traveling under unlimited open authorizations.
[63 FR 15981, Apr. 1, 1998; 63 FR 35538, June 30, 1998]

APPENDIX D TO CHAPTER 301-GLOSSARY OF ACRONYMS

ATM: Automated Teller Machine
CFR: Code of Federal Regulations
CMTR: Combined Marginal Tax Rate
CONUS: Continental United States
CSRS: Civil Service Retirement System
DOD: Department of Defense
DOJ: Department of Justice

DSSR: Department of State Standardized

Regulations

EFT: Electronic Funds Transfer
FAM: Foreign Affairs Manual

FEMA: Federal Emergency Management
Agency

FERS: Federal Employees Retirement System

FHA: Federal Housing Administration
FOB: Free On Board

FTR: Federal Travel Regulation

FTS: Federal Telecommunications System
GAO: General Accounting Office
GBL: Government Bill of Lading
GEBAT: Government Excess Baggage Au-
thorization Ticket

GOCO: Government Owned Contractor Operated

GPO: Government Printing Office

GSA: General Services Administration GTR: Government Transportation Request ID: Identification

IDL: International Date Line

IRC: Internal Revenue Code

IRS: Internal Revenue Service

JFTR: Joint Federal Travel Regulations
JTR: Joint Travel Regulation
M&IE: Meals and Incidental Expenses
M&O: Management and Operating
MOU: Memorandum of Understanding
MTR: Marginal Tax Rate

NIST: National Institute of Standards and
Technology

OCONUS: Outside the Continental United States

OGE: Office of Government Ethics

OMB: Office of Management and Budget

PCS: Permanent Change of Station

PDS: Permanent Duty Station

PIN: Personal Identification Number
POV: Privately Owned Vehicle

PTA: Prepaid Ticket Advice

PDTATAC: Per Diem, Travel and Transportation Allowance Committee

Q&A: Question and Answer

RIT: Relocation Income Tax

SES: Senior Executive Service

SSN: Social Security Number

TCS: Temporary Change of Station

TDY: Temporary Duty

TMC: Travel Management Center

TMS: Travel Management Services/System

TQSE: Temporary Quarters Subsistence Ex

penses

U.S.C.: United States Code

VA: Department of Veterans Affairs WAE: When Actually Employed

WTA: Withholding Tax Allowance

[63 FR 15983, Apr. 1, 1998; 63 FR 35538, 35539, June 30, 1998]

APPENDIX E TO CHAPTER 301-SUGGESTED GUIDANCE FOR CONFERENCE PLANNING

TERMS

Conference: A meeting, retreat, seminar, symposium or event that involves attendee travel. The term "conference" also applies to training activities that are considered to be conferences under 5 CFR 410.404.

Conference lodging allowance: The rate that is up to 25 percent above the established lodging per diem rate.

Milestone schedule: Deadlines, which need to be reached in a progressive and orderly

manner.

Planner: The person designated to oversee the conference.

Planning committee: Operational group significantly contributing to a conference's overall success and able to fully reflect the needs of both the agency and the attendees.

GETTING STARTED

Depending on the size, type, and intended effect of the conference, start planning a minimum of one year in advance. Designate a planner and a planning committee.

Planning Committee

Functions typically include, but are not limited to:

Establishing a set of objectives.
Developing a theme.

• Making recommendations for location, agenda, dates, and logistics, e.g., schedule, exhibits, speaker.

• Making suggestions as to who should attend.

• Serving as communications link between planners and participants.

• Evaluation and follow-up.

Milestone Schedule

(a) Develop a milestone schedule, which is essential to conference planning, by working backward from the beginning date of the conference to include each major step. Examples include:

• Planning committee meetings. • Preparation of mailing lists.

• Letters of invitation.

• Designation of speakers.

• Confirmation letters to speakers.

• Confirmation with site selection official.

• Preparation of agenda.

• Preparation of specification sheet.

• Location and date selection.

• Exhibits.

• Budget.

• Printing requirements.

• Signage.

Conference information packages.

• Scheduling photographer (if planned). • Use of agency seal and conference logo. • Handicapped requirements.

• Planning of meals and refreshments, if appropriate.

(b) Establish completion dates for each major step.

(c) Update and revise the schedule as needed.

Specification Sheet

A detailed specification sheet is necessary to:

(a) Identify essential elements of a conference which typically include, but are not limited to:

• Sleeping rooms and on-site food services. It is generally best to estimate on the low side for the number of sleeping rooms and meals to be prepared. Facilities, unless there is only limited available space, are usually prepared to increase the number of sleeping rooms and meals; however, they discourage— and in some cases penalize-you if the sleeping room and meal guarantees are not met. • Meeting rooms.

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• Procurement. All agreements and decisions should be written and agreed to by the agency-contracting officer before being sent to the facility. Bring contracting officer into the process early.

• Government per diem rates. The Government per diem rate applies to Federal attendees. Application of it to non-Federal attendees is at the discretion of the property and conference negotiator.

• Registration fee. Generally, the registration fee covers all direct expenditures of agency funds for planning and organization of a conference, e.g., meeting room accommodations, meals, light refreshments (if appropriate), speaker fees, publications, and materials. Anything directly relating to the conference, except liquor, can be included in the fee. To estimate the registration fee, divide the proposed budget by the estimated number of attendees.

Budgeting

Decide how the conference expenses (other than sleeping room accommodations and individual meals) will be paid, i.e., by the attendee from a training or registration fee, or directly by the agency.

CONFERENCE SITE SELECTION

Minimize total costs, all factors consid

ered.

Geographic Location

In determining where to locate the conference, consider:

• Targeted audience.

• Total costs, including per diem, transportation, and other.

Accessibility by car or air.

• Whether recreational activities are necessary.

• The expense of desired facility (significant savings can be achieved in off-season periods).

Types of Facilities

• Federal Government. Use Governmentowned or Government-provided conference facilities to the maximum extent possible.

• Convention centers. Excellent for very large meetings, trade shows and exhibits; usually located near a large number of hotels.

• Colleges and universities. Many have good meeting facilities and can offer sleeping accommodations when school is not in session. • Hotels. Commercial facilities that may be used to meet all conference needs or just the room night needs.

• Conference centers. Dedicated meeting facilities; good for smaller meetings when numerous breakout sessions are planned.

Date Selection

For availability and economical reasons, the best months are April, May, September, October, and November. You should book the facility as early as possible to increase the chances of getting the date you want. However, pay particular attention to commitments for September or October due to fiscal year budget considerations.

Considerations When Choosing a Site

(a) Is the facility:

• Cost effective, e.g., are Government rates honored?

Safe, e.g., FEMA-approved?

• Is there on-site security personnel?

• Easily reached from an airport or by car? • Clean?

● Well run, e.g., does the staff seem to be competent and responsive?

Laid out in a functional way?

• Large enough to supply the number of sleeping rooms required?

• Set up to provide necessary conference registration equipment?

• Handicapped accessible? (b) Parking:

Is it adequate?

• How close to the facility is it? Is it secure and safe?

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