[Ncep.list.grouptravel] ACTION REQUIRED by Feb 6: AMS Travelers Closeout

Genene Fisher - NOAA Federal genene.fisher at noaa.gov
Mon Jan 30 20:53:58 UTC 2017


All,

Please note instructions below when completing Travel Vouchers for AMS.
M&IE should be reduced to include the Wed banquet, Thurs breakfast, and
other events where meals were provided (e.g., Sat international session
lunch).

Actual costs should be recorded in the google spreadsheet by COB February 6.

Genene


---------- Forwarded message ----------
From: Carla Wallace - NOAA Federal <carla.wallace at noaa.gov>
Date: Mon, Jan 30, 2017 at 12:38 PM
Subject: [ACTION REQUIRED] AMS Travelers Closeout
To: NWS Group Travel POCs <nws.group.travel.pocs at noaa.gov>, _NESDIS Travel <
nesdis.travel at noaa.gov>, conf_coord nwr <confcoord.wcr at noaa.gov>, Gregory
Raymond - NOAA Federal <gregory.raymond at noaa.gov>, Kelly Turner - NOAA
Federal <kelly.turner at noaa.gov>, Kristen Laursen - NOAA Federal <
kristen.r.laursen at noaa.gov>, Kristen Tronvig - NOAA Federal <
Kristen.Tronvig at noaa.gov>, Linda Austin - NOAA Federal <
Linda.Taylor at noaa.gov>, OAR Group Travel - NOAA Service Account <
oar.group.travel at noaa.gov>, Richard Cochrane <Richard.Cochrane at noaa.gov>,
"cc: John Potts" <john.potts at noaa.gov>, Robert Ransom - NOAA Federal <
robert.ransom at noaa.gov>, Verona Davis - NOAA Federal <verona.davis at noaa.gov>,
Katie Collins Garrett - NOAA Federal <katie.collins.garrett at noaa.gov>


Group Travel POCs,

Record actual costs:  Now that AMS travel is complete, please have your
travelers record their ACTUAL travel expenses on the far right side of
the Google
sheet
<https://docs.google.com/spreadsheets/d/14kCPeFYjjEvRVcVhGt36CSaD5X_5gLrio4fI_PXa5lk/edit#gid=360683900>
(columns highlighted in yellow).  Also, per NOAA policy, please be sure to
retain a copy of the travel voucher including invoices from your travel
card or purchase card per your office's document retention policy.  This
information will be needed if NOAA or DOC elect to audit our actual costs.

*THIS ACTION SHOULD BE COMPLETED BY COB FEBRUARY 6.*


*---- PLEASE DISTRIBUTE THIS IMPORTANT INFORMATION FROM THE OFFICE OF THE
CHIEF FINANCIAL OFFICER ----*


A few reminders regarding your travel:


   -

   Adjust M&IE allowance for travel days:  As required by the Federal
   Travel Regulation, please ensure that the M&IE allowance for the first and
   last days of your travel are set at 75% of the allowable M&IE.
   -

   Adjust M&IE allowance for meals:  A dinner will be served during the AMS
   Awards Banquet that be held on Wednesday, January 25th.  Also, a
   continental breakfast will be served on Thursday morning in the exhibit
   hall.  Since the cost of these two meals is included in the registration
   fee, the daily M&IE allowance for each day should be reduced as follows:
   -

      For the awards banquet dinner, each traveler’s M&IE should be reduced
      by $34.00 for that day per instructions on the GSA M&IE website.
      -

      For the Thursday morning breakfast, M&IE should be reduced by $17.00.
      -

   In Travel Manager, travel preparers should identify the GSA travel code
   as "5-REPORTABLE CONFERENCE."
   -

   If you are an NWS employee, please ensure that "PF2" is identified as
   the task code in the accounting string.
   -

   Travel cards (Individually Billed Accounts) are not exempt from
   Washington State tax so there is no form to provide the hotel.  You will
   need to include the state tax for lodging in your travel authorization.
    https://smartpay.gsa.gov/content/state-tax-information
   <https://smartpay.gsa.gov/content/state-tax-information>
   -

   Record actual costs:  Once your travel is complete, please note your
   ACTUAL travel expenses on the far right side of the Google sheet
   <https://docs.google.com/spreadsheets/d/14kCPeFYjjEvRVcVhGt36CSaD5X_5gLrio4fI_PXa5lk/edit#gid=360683900>
   (columns highlighted in yellow).  Also, per NOAA policy, please be sure to
   retain a copy of the travel voucher including invoices from your travel
   card or purchase card per your office's document retention policy.  This
   information will be needed if NOAA or DOC elect to audit our actual costs.



Thanks,
Darone
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