[Ncep.list.grouptravel] ACTION DUE JAN 19: Routing for E2 Solutions Travel Management System

Genene Fisher - NOAA Federal genene.fisher at noaa.gov
Thu Jan 12 14:52:09 UTC 2017


All:

As discussed in the Dec 23 email below, NOAA is transitioning to a new
Travel Management System called E2 on 5/22/17. Travel Manager will be
retired on 7/31/17. I am serving as the FMC Travel Coordinator and will be
communicating information you need to know including upcoming training.

At this stage, NCEP needs to provide our routing preferences. Please fill
out the google sheet by *Friday, Jan 19.*
https://docs.google.com/a/noaa.gov/spreadsheets/d/1u8i4tvYAKe2jbh0xsITmlDx4aF-nqvh1xT5RCDVjO2Y/edit?usp=sharing

Instructions:
Each Center can have up to 3 levels of approval. Only enter data into
columns K-Q. If you don't have 3 levels of approval, place a "n/a" in the
cell. For examples on how to fill this out, please see OD, WPC, and OPC
entries. In column Q, you can designate what type of routing pool you
prefer. Each approver should have an alternate, but this can also be
designated later before the primary approver will be out of the office.

Routing Pool Options:
- Primary Approver Pool: if there is a primary approver, only the primary
approver will receive an email alerting a document is pending
- True Pool: everyone in the pool will receive an email alerting a document
is pending approval

If you have any questions, please do not hesitate to contact me.

Genene

---------- Forwarded message ----------
From: Kim Darling <announcement at noaa.gov>
Date: Fri, Dec 23, 2016 at 2:40 PM
Subject: Travel Advisory 17-2: Transition to E2 Solutions Travel Management
System
To:


[image: Inline image 1]

MEMORANDUM FOR:

ALL NOAA/BIS/EDA Employees
FROM: Kim A. Darling
Director, Finance Office/Comptroller
SUBJECT:
Travel Advisory 17-2
Transition to E2 Solutions Travel Management System

DATE:

December 23, 2016

The purpose of this travel advisory is to provide guidance on planning
travel as the National Oceanic and Atmospheric Administration (NOAA)
transitions to CWTSatoTravel’s E2 Solutions (E2) travel system on May 22,
2017 and NOAA’s Integrated Travel Manager (ITM) system is retired on July
31, 2017.

E2 is a web-based end-to-end travel and expense management tool that offers
a convenient way to book travel reservations, create travel authorizations
(TAs), receive approvals, submit receipts and other supporting
documentation, and submit travel vouchers (TVs) for reimbursement.

Some E2 highlights include:

   - Online Booking Engine (similar to Travelocity or Expedia) for domestic
   and international airline, rail, hotel and car reservations;
   - "Travel for Others" feature, allows designated travel
   arrangers/preparers to make travel plans for other users;
   - Paperless Travel Authorization (TA) and Travel Voucher (TV) process,
   including automated approval routing with email notifications;
   - The ability to scan, route and attach receipts to the voucher
   electronically;
   - Faster travel reimbursement; and
   - Enhanced, agency-wide reporting.


*E2 Transition Approach*

The transition from ITM to the new E2 travel system is as follows:

   1.
*Domestic TAs *
   a. *For domestic travel with a start date prior to June 05, 2017*,
   employees will continue to contact CWTSatoTravel for travel reservations
   and the TA *must *be approved *and *data linked in ITM by 11pm Eastern
   Time (ET) May 21, 2017. After 11pm ET May 21, 2017, only amendments to
   pre-existing TAs will be allowed to be processed in ITM. Users will *not* be
   allowed to create any “new” TAs in ITM. TAs that are “in process” and not
   approved and data linked during this transition phase will need to be
   deleted from ITM and re-entered in E2.

   b. *For domestic travel with a start date on or after June 05, 2017*,
   employees will need to hold off making travel arrangements until E2 is
   implemented on May 22, 2017.  Effective May 22, 2017, employees will begin
   utilizing E2 for all end to end travel processing (e.g. online reservation
   booking, TA and TV processing) for all travel with a start date on or after
   June 05, 2017. In addition, any TAs that do not get approved *and* data
   linked in ITM before 11pm ET May 21, 2017 will also need to be created in
   E2.

   To help ensure a smooth and seamless transition to E2, we are
   encouraging employees to ensure domestic TAs with a start date between now
   and June 05, 2017 are approved and data linked in ITM by 11pm ET May 21,
   2017.

   2.

*Foreign TAs *a. *For foreign travel with a start date prior to June 30,
   2017*, employees will continue to contact CWTSatoTravel for travel
   reservations and the TA must be approved and data linked in ITM by 11pm ET
   May 21, 2017. After 11pm ET May 21, 2017, only amendments to pre-existing
   TAs will be allowed to be processed in ITM. Users will not be allowed to
   create any “new” TAs in ITM. TAs that are “in process” and not approved and
   data linked during this transition phase will need to be deleted from ITM
   and re-entered in E2.

   b. *For foreign travel with a start date on or after June 30, 2017*,
   employees will need to hold off making travel arrangements until E2 is
   implemented on May 22, 2017. Effective May 22, 2017, employees will begin
   utilizing E2 for all end to end travel processing (e.g. online reservation
   booking, TA and TV processing) for all travel occurring on or after June
   30, 2017.  In addition, any TAs that do not get approved and data linked in
   Travel Manager before 11pm ET May 21, 2017 will also need to be created in
   E2.

   To help ensure a smooth and seamless transition to E2, we are
   encouraging employees to ensure foreign TAs with a start date between now
   and June 30, 2017 are approved and data linked in ITM by 11pm ET May 21,
   2017.

   3.
*Long – Term Travel Assignments *Long-Term TAs cannot extend beyond June
   30, 2017 in ITM. Employees who are expected to be on long term travel
   beyond June 30, 2017 will need to end the TA prepared in ITM with a June
   30, 2017 end date and process a new TA in E2 to cover the remaining travel
   dates.

   4.
*Travel Vouchers *Employees will have until 11pm ET July 31, 2017, to
   process TVs for TAs that were approved and data linked in ITM.  Reports
   will be provided to Line/Staff Offices to assist with identifying
   un-submitted TVs in ITM. Employees are strongly encouraged to abide by
   Federal Travel Regulation §301-52.7, which requires travel claims to be
   submitted within five (5) working days after travel is completed; or  every
   30 days if you are on continuous travel status.

5.
*Local Travel Vouchers *Employees will have until 11pm ET May 21, 2017 to
   process local voucher claims in ITM. Users will not be allowed to create
   any “new” local vouchers in ITM after May 21, 2017.

   Due to E2 functionality (claim date duration cannot exceed 60
   consecutive calendar days), users are highly encouraged to submit local
   travel claims in Travel Manager for any local expenses which have been
   incurred prior to May 22, 2017.

   Effective May 22, 2017, employees will begin utilizing E2 for all local
   voucher claims.

   6.
*Travel Record Retention *ITM is scheduled to retire at 11pm ET July 31,
   2017. Line/Staff Offices are highly encouraged to maintain oversight of,
   and compliance with, their respective Travel Record Retention policies.
   Once ITM is retired on July 31, 2017, users will no longer have access to
   these documents.  To obtain specific Travel Record Retention policies visit
   the NOAA Travel Policy Office website located at
   http://www.corporateservices.noaa.gov/finance/TV.html
   <http://www.corporateservices.noaa.gov/finance/TV.html>.

Please reference the E2 Transition Approach which provides guidance on how
to plan travel during this transition period. The E2 Transition Approach
can be found at the following link: http://www.corporateserv
ices.noaa.gov/finance/e2travel.html.

Additional advisories will be sent following this one and will include more
detailed information, i.e., new phone numbers, fax numbers, hours of
operation, fees, etc.

If you have any questions please contact the NOAA Finance Office Client
Services Helpdesk – clientservices at noaa.gov or call 301-444-3400
<(301)%20444-3400>, Option 2, Monday - Friday, 7:00 am - 5:00 pm (ET). The
NOAA Finance Office is developing an E2 Travel webpage, which will post
additional information and updates as they become available. The webpage
may be found at the following link: http://www.corporateserv
ices.noaa.gov/finance/e2travel.html.

*Important Dates to Remember *
05/21/2017 (11pm ET): Last day employees will be able to create, approve
and data link TAs in ITM.
05/21/2017 (11pm ET): Last day employees will be able to create, approve
and data link Local Travel Vouchers in ITM.
05/22/2017: E2 will be implemented. Users will be required to use E2 for
all new end to end travel processing.
05/31/2017 (11pm ET): ITM will retire. Users will no longer be able to use
ITM

Sincerely,

[image: Inline image 1]

Kim A. Darling

Director, Finance Office/Comptroller
-------------- next part --------------
An HTML attachment was scrubbed...
URL: https://www.lstsrv.ncep.noaa.gov/pipermail/ncep.list.grouptravel/attachments/20170112/e79ee6f2/attachment-0001.html 
-------------- next part --------------
A non-text attachment was scrubbed...
Name: image.png
Type: image/png
Size: 22502 bytes
Desc: not available
Url : https://www.lstsrv.ncep.noaa.gov/pipermail/ncep.list.grouptravel/attachments/20170112/e79ee6f2/attachment-0002.png 
-------------- next part --------------
A non-text attachment was scrubbed...
Name: image.png
Type: image/png
Size: 59171 bytes
Desc: not available
Url : https://www.lstsrv.ncep.noaa.gov/pipermail/ncep.list.grouptravel/attachments/20170112/e79ee6f2/attachment-0003.png 
-------------- next part --------------
A non-text attachment was scrubbed...
Name: Travel Advisory 17-2 Transition to E2 Solutions Travel	Management System.pdf
Type: application/pdf
Size: 795072 bytes
Desc: not available
Url : https://www.lstsrv.ncep.noaa.gov/pipermail/ncep.list.grouptravel/attachments/20170112/e79ee6f2/attachment-0001.pdf 


More information about the Ncep.list.grouptravel mailing list