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MD.250.8.10, FNM - NRCS Transition to GovTrip for Travel

Maryland Bulletin: 250-8-10
Subject: FNM - NRCS Transition to GovTrip for Travel
Date: August 1, 2008

Purpose. To provide information on the transition to the new travel system, GovTrip.

Expiration Date. September 30, 2008.

Explanation. 

Effective August 1, 2008, all temporary duty (TDY) travel for NRCS employees will be authorized, vouched, and approved for payment online in GovTrip.

The forms for travel authorization (AD 202) and travel vouchers (AD 616) will no longer be used.

DEFINITIONS:

  1. A paperless system by which travel authorizations can be generated, airline reservations made, and travel vouchers filed electronically. Travel requests, authorizations, and vouchers are routed electronically for approval and routing to NFC for payment.
  2. Travel Preparer/Arrangers- Lydia Donovan, and Laurie Blasky only for new employee who don’t GovTrip have E-Authentication established, volunteers, and non government travelers
  3. Travel Reviewer – The Reviewers (Lydia Donovan, Laurie Blasky, and Marie Monn) check travel authorizations, vouchers for accuracy and sign electronically. If the Reviewer finds an error, the either the authorization or voucher will be returned electronically to the traveler for correction.
  4. Travel Approver – Appropriate Program Manager, or his/her designee, will certify travel authorization and vouchers for payment.
  5. Official Travel – Trip for which a travel voucher will be filed.

ALL EMPLOYEES:

GovTrip can be accessed at the following website: http://www.govtrip.com . Please save this website as a favorite site for future reference. Employees will use their E-Authentication to log into GovTrip. In order to access GovTrip, you must have completed and submitted form AD-1143, as instructed in Maryland Bulletin 250-8-9.

FIRST TIME USING GOVTRIP:

  1. ITS emailed all employees an update for internet, if you have not made this change, you will need to: a) go to internet; b) go to tools; c) internet options; d) advance tab; e) scroll down and should past the Security Section; you should see TLS 1.0; if this block is not checked then do so; f) apply; g) ok.
  2. At GovTrip web site, if the red banner does not say ‘Department of Agriculture”, select "Change Edition" from choices at the top of the web page and select Department of Agriculture from the listing. Find Department of Agriculture, check the box to remember and set version. If there is a pop up blocker message line at the top of the screen, click the X on the right side to allow messages.
  3. All employees will need to check their information under “Traveler Setup” under the Traveler Profile Section and check all three (3) tabs for name, phone number, home address, and credit card information. Where the emergency contact has Marie Monn, the Budget Officer for NRCS, leave her name. This is the emergency contact for GovTrip, and not the employee’s emergency contact.
  4. Employees are encouraged to do the Web-Based Training: http://www.govtrip.com/govtripWBT/basics/basics_index.htm before using GovTrip.

AUTHORIZATIONS:

IT IS MARYLAND POLICY THAT EMPLOYEES WILL ENTER THEIR OWN AUTHORIZATIONS. (Exception: new employee who don’t have E-Authentication established, volunteers, and non government travelers)

There will no longer be an “Unlimited Open” for travel authorizations; therefore, each trip will need its own travel authorization. Agency policy states that all official travel must be authorized prior to its start. It remains the employee’s responsibility to ensure that a travel authorization is in place prior to beginning travel.

When an employee prepares their itinerary, make sure it includes a complete description of a purpose for the travel. This should include the benefit received to the agency.

The employee can still reserve their own lodging; however, all airline travel and car rentals must be booked through GovTrip when the authorization is processed.

Documentation with authorization: Any documentation the employee has pertaining to there travel should be attached to their authorization either by scanning or faxing. This procedure can be done from the expenses tab, click receipts on the navigation bar. Remember: if faxing this cover sheet is only good for this authorization and no other.

NOTE: Actual subsistence, including lodging costs exceeding per diem rate, can no longer be authorized at the state level. Requests must be submitted in writing with justification for approval by the Chief.

TRAVEL VOUCHERS:

They are prepared by the employee by logging into GovTrip. Please refer to “Creating a Voucher from an Authorization” guidance attached.

Every employee must complete his own travel voucher by correcting the amounts to the expenses incurred during travel. The travel voucher will show the amounts in the authorization. Travel vouchers should be completed and submitted within 5 days after returning from travel.

If an expense was not entered into the authorization, it can be added to the voucher with an explanation.

All documentation and receipts the employee has pertaining to there travel should be attached to there voucher either by scanning or faxing. Remember if any of your documents are not 8 ½ x 11, they must be taped to a page that size.

Any expenses $25.00 or more will require a receipt.

The fees for booking air travel will automatically be added by GovTrip. GovTrip will also list a $13.50 TAV FEE that is their charge for processing the voucher. Payment is made directly to GovTrip when the voucher is approved.

Miscellaneous expenses, such as conference fees (i.e., registration), office supplies, training fees, shipping costs, conference/meeting rooms, and light refreshments are not travel expenses. They may not be authorized or paid through the travel system. They will be reimbursed on the SF-1164.

Any questions concerning the Travel Voucher should be directed to our Reviewers Lydia Donovan, Laurie Blasky or Marie Monn.

PAYMENT:

When the payment is certified, the traveler’s government travel card will be paid directly for the lodging, airfare, and any GovTrip expenses will be paid directly to GovTrip. The remaining balance of the travel voucher will be EFT deposited in the traveler’s checking account. Meals charged to the travel card will not be paid through GovTrip, so the traveler is still responsible for any balance on his government travel card to be paid by the due dates.

Hopefully the transition to the new system will not be complicated. Everyone will be learning this together, so please be patient with this transition.

Contact. And, if you have any questions please feel free to contact Marie Monn at (443) 482-2924.

/s/ Malcolm Reeves for

JON F. HALL
State Conservationist

Attachment: See email dated 8/1/2008

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