eTravel

Valerie ZellmerActing Center Implementation Project Manager

Chris JohnsonCenter Business Process Lead

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Agenda

• Background

• Definitions

• What’s Changing?

• Travel Process

• Training Plan

• Dates to Remember

• Things to Remember

• Questions

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• What is e-Gov Travel Service (ETS)? – ETS is one of the five GSA-managed e-Gov initiatives launched in

response to the President's Management Agenda

– ETS is intended to improve the internal efficiency and effectiveness of the federal government

– ETS is a commercially-hosted travel solution that will provide end-to-end online travel services

– NASA selected Electronic Data Systems (EDS) and their FedTraveler system

Background

TravelManagement

Center(TMC) Services

+=FedTraveler Online BookingEngine (OBE)+

TravelAuthorization &Voucher System

(TAVS)

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• Travel Authorizations are called Travel PlansTravel Plans• Self Service Transaction

– One in which travel reservations and fulfillment are initiated and completed online• Without direct contact between the traveler or travel arranger with a FedTraveler

customer support agent for the explicit purpose of making and/or fulfilling travel arrangements

– $20.67 FedTraveler self service booking fee

• Non-Self Service Transaction– One in which the services of a FedTraveler customer support agent are used explicitly for

making and/or fulfilling travel arrangements.• The use of FedTraveler customer support agent for technical support or assistance in

completing self service actions shall not constitute a non-self service transaction– $40.59 FedTraveler non-self service booking fee

» These charges also apply for calls to CI travel after hours (DCTO hours M-F 7-4)

• Vouchers are called Expense ReportsExpense Reports– Traveler Completes and submits Expense Report Questionnaire to DCTO

– $10.64 FedTraveler expense report fee– These Fees will be charged to the WBS that is used on the travel plan

• IBA- Individually Billed Account (Travel Card)• CBA- Centrally Billed Account• DCTO- Dryden Central Travel Office

Definitions

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What’s Changing?

• Pre-Travel Request WK-701 is being altered to include:– Preference Information to include: preferred flight times, flight numbers (if already

known), preferred airlines, rental cars, lodging preference, etc.– Conference Determination Information-Questions for travelers to answer regarding

the nature of their business if it may be “Conference-Related”– Signature Block for Funds Manager/Resource Analyst to sign if traveler is traveling

on another orgs funds• Travel Manager will no longer be used to process any Travel Authorizations

(TAs) or Vouchers• CI Travel on-site support, Mary Kennedy will no longer be utilized for making

Reservations, emailing itineraries, etc– DCTO will make all reservations in the new system, including:

• Airfare/Ticketed Transportation• Lodging• Rental Cars

• Airfare will no longer be billed to the travelers (IBA) Individual Billed Travel Card, but to the CBA (Centrally Billed Account)

• Service fees through the system will no longer be charged to CM&O funds, but to the funds related to the travel

• Travel will no longer route through the “funds manager” that the travel is being funded through, but through the travelers Org Supervisors

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Travel Process

Travel Authorizations (Travel Plan)– Traveler/Admin Support accurately and thoroughly fills out revised WK-701 Pre-

Travel Request• Will include preferred airlines, flight times, etc

– Submit form to DCTO– DCTO completes authorization and reservation in the eTravel system

• DCTO emails “proposed” itinerary to the traveler for review• Once traveler reviews itinerary and gives DCTO “ok” that itinerary information

is correct, DCTO completes Travel Plan in the system– Document will go through routing and approval process – Ticket will be purchased

» Self-Service booking fee will be charged ($20.67)» Any reservations made outside of the DCTO/eTravel system through CI Travel will result

in a Full Service Fee ($40.59/change)

Travel Voucher (Expense Report)– Traveler/Admin Support completes and submits WK-702 Expense Report Worksheet to

DCTO– DCTO creates voucher (expense report) in FedTraveler & faxes receipts to the document

• Traveler logs into Fedtraveler.com to Review & Sign expense report

– NSSC reimburses Traveler

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• DFRC’s Most Frequent Travelers – Have been identified – Hands on training scheduled for

• After go-live • At the Dryden Learning Center  • Training will include:

– Activating user profiles within Fedtraveler.com– Updating Profile and Preference Info.

» Address, Travel Card Info, Frequent Flyer and Preferred Numbers

– How to sign a voucher

• Approvers – Supervisors and Delegated Authorities will be scheduled for training for

March 2009– Supervisor training includes

• Signing and Approving vouchers• Setting up email rules so travel authorizations are sent to their

"junk" box if they so choose– Delegated authorities will be trained on approving Travel Authorizations

Training Plan

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•  Administrative Support – Informational sessions will be held at the March 3, 2009 at 3 pm

and March 11, 2009 at 2 pm• Explain changes to the travel form• Provide "who to contact" information

– Additional training information will be provided in the future regarding “how to” access system, job-aids on how to view travelers authorizations, etc.

Training Plan (continued)

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Dates to Remember

• April 9, 2009 - CI Travel Agent will stop booking reservations in the current system

• Travel commencing – on or prior to May 9, 2009 can be booked now with CI Travel

Agent– After May 9, 2009 will be booked by the DCTO in FedTraveler

starting April 8, 2009– Exceptions for travel commencing after May 9, 2009

• If the event has a prearranged block of rooms in which the availability closes prior to April 8

• Foreign Travel will be considered on a “case-by-case” basis for travel commencing prior to June 9

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Admin Support/Addt’l Requirements

• Group Travel• Auditor Role will be given to all Admin support to

view/print itinerary. • MAC’s will access FedTraveler through firefox• List of Funds Managers for Travel funds• Xnet will contain a link for eTravel:

– Will provide direct link to FedTraveler.com– POC information for DCTO & CI Travel Emergency Line– Travel Regulations, GSA Link (Per Diem, M&IE, etc)– Job-Aids: Travelers to sign vouchers, Travel Desktop (how to

manage)– Additional reference material

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Things to Remember

– On-site CI Travel will not book any reservations after April 9th– Any changes made to travel plans after approval, including airline

reservations, date changes, etc., will result in an amendment. (Additional fees apply)

– DCTO is your Dryden Centralized Travel Office; utilize the DCTO for every travel need unless it is an after-hours emergency

• Contact CI Travel Emergency POC if after hours or weekend emergency only

– Activate profile ASAP• DCTO cannot initiate any travel until profile is activated

– Look for communications in DM3 Notes, Xnet, email correspondences and in Organizational Meetings

????? Questions ?????

Backup

Implementation Work Flow

Doc . T rav eler DC T OF unds C ertific ationR es ourc e Analys t

S uperv is or & C onditional

Approv al S tep

F inanc e Approv al (Deleg a ted Authority)

E G O V F ed T rav eler S erv ic e

NS S CS elf S erv ic e T rav el P lan

Non-S elf S erv ic e

T rav el P lan Domes tic

Non-S elf S erv ic e

T rav el P lan International

(6 digit WB S L evel)

Trav

el Pl

an

C ompletes P re-T ravel W orks heet

Validates R egulations and prepares plan &

Makes T ravel R es ervations

C ertifies F unds Availability & L ogs

T ravel E vent

Invitational foreignac tual

in-kind

Approves T ravel P lan

S elf S ervic e F edT raveler C onfirms R es ervations and

Is s ues eT ic ket

*** If res erv ation is c hang ed after tic keting Non-S elf S erv ic e fee is applied

$10.64 T rav el P lan F ee (+ ) $10.03 S elf B ooking F ee (=) $20.67$10.64 T rav el P lan F ee (+ ) $29.95 Non-S elf S erv ic e F ee (=) $40.59$10.64 T rav el P lan F ee (+ ) $34.25 Non-S elf S erv ic e F ee (=) $44.89

Expe

nse R

epor

t

C ompletes E xpens e

W orks heet P rovides D C T O

with R equired R eceipts

Validates E xpens es enters expens es s cans

and F orwards R eceipts to F edT raveler

S upervis or approves expens es

F edT raveler proc es s es E xpens es & updates S AP

$10.64 $10.64 $10.64

NS S C P ays T raveler

$66.00 $66.00 $66.00

T raveler S igns E xpens e R eport Grand T otal $97.31 $117.23 $121.53

condItIonal

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April 2009

MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY SUNDAY

1 2 3 4 5

6 7 8

Traveler Training

eTravel tentative Go-

Live Date

9

Traveler Training

Last day for CI Travel On-Site

Support to make reservations in current system

10

Traveler Training

11 12

13 14 15 16 17 18 19

20 21 22 23 24 25 26

27 28 29 30

April 8, 9, 10: Traveler Training- Activate Profile, Update Profile/Preference Info, Sign Voucher, Travel Process Update (Most frequent travelers & upcoming travelers will be trained first)

April 8: ETravel GO LIVE! New Travel System will replace Travel Manager; all new travel will be processed completely through the DCTO April 9: CI Travel/Mary Kennedy’s last day to input reservations into current CI Travel system for travel beginning through May 9th.

Any travel beginning May 10th or after will be completed in the new ETravel System through the DCTO beginning April 8th

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May 2009

MONDAY TUESDAY WEDNESDAY THURSDAY FRIDAY SATURDAY SUNDAY

1 2 3

4 5 6 7 8

Mary Kennedy/CI Travel On-

Site Support Last Day

9 10

11 12 13 14 15 16 17

18 19 20 21 22 23 24

25 26 27 28 29 30 29