MD.250.8.2, FNM - FY 2008 Travel and Employee Responsibilities

Maryland Bulletin: 250-8-2
Subject: FNM - FY 2008 Travel and Employee Responsibilities
Date: October 3, 2007

Purpose. To provide employees information regarding travel authorizations and responsibilities.

Expiration Date. September 30, 2008.

All supervisors are responsible to ensure that the procedures contained in this bulletin are followed.

Explanation.

A blanket travel authorization will be issued for all Maryland employees to travel within the East Region and Washington, DC.

Prior to any overnight travel, the employee has the following responsibilities:

• Complete form NRCS-FNM-1, Meeting Attendance Request. See additional information below.
• If travel is outside of the East Region or Washington, DC, an individual travel authorization must be requested through the supervisor on Form FNM-35, Request for Travel Authorization.
• Utilize FedTraveler for booking any airfare or hotel accommodations for out of state. Hotel accommodations should be made through FedTraveler only if a block of rooms has not been reserved. If you are unable to use FedTraveler to make reservations, NRCS has been assigned to a Travel Management Center (TMC) that you can call directly for reservations. The numbers are: During Business Hours 877.698.2472, After Hours 877.698.2472, or International 210.824.8455.  Please remember that in calling for reservations, rather than using FedTraveler, you will be charged the higher "full service process fee".
• Obtain the per diem rate for your travel destination at www.gsa.gov (On left hand side, under travel resources, click on Per Diem Rates.) Make sure the lodging expense at the temporary duty site is within the per diem rate. If not, employee must complete a request for travel authorization requesting actual expense. Failure to request actual expense will result in the traveler being reimbursed at the lower per diem rate.
• Requests for the use of a rental vehicle must be approved by the program manager with supervisor concurrence. It should be determined that the use of a rental vehicle is advantageous to the Government and not just a convenience to the employee. Complete Form NRCS-FNM-35 Request for Travel Authorization with justification in Part 17, Special Provisions and Remarks.
• Comply with USDAs Government Travel Card Regulations.
• Travelers choosing an alternative means of travel due to personal preference need to keep their supervisors informed. This includes plans to use a personal vehicle instead of a government vehicle.
• Per Federal Travel Regulations 301-52.7 - Submit travel voucher with appropriate receipts within 5 days of returning from travel.

NRCS policy and procedures for attending meetings or conferences is contained in the General Manual, Title 250, Financial Management, Part 406.

"It is Natural Resources Conservation Service policy that the number of employees attending a meeting or conference be held to the minimum necessary to ensure NRCS is appropriately represented and that overall meeting objectives for the agency are achieved at the lowest cost to the public."

NRCS officials, at all levels, who approve agency meetings or participation in any type of meeting, training or conference, are to carefully ascertain the need for NRCS participation and determine minimum participation levels.

Attendance by NRCS employees at state or local partnership meetings and related events is subject to approval by the State Conservationist. This does not apply to routine district board meetings or RC&D Council meetings.

Employees and their supervisors will need to consider all factors, including workload, when determining whether an employee should attend. Cancellations should be rare and only due to documented emergency situations such as family emergencies or critical unexpected workload issues. If there is a cancellation where tuition/registration fees will be lost, managers or supervisors as a group will determine who will go in that person's place, if anyone. If someone attends in place of someone who cancelled, they may be from anywhere in the state, not necessarily from the office of the person who cancelled. Employees are expected to attend the entire meeting or conference and upon return provide a trip report to supervisors.

For any meeting or conference when more than one Maryland employee will be attending, one individual will be designated as the meeting/conference coordinator. This individual will be responsible for providing information on the meeting/conference to potential attendees, prepare required documentation (NRCS-FNM-1, Meeting Attendance Request and NRCS-FNM-035, Request for Travel Authorization), and serve as liaison with Financial Management. This coordinator will be responsible for obtaining all information from attendees and serve as the "clearing house" for all aspects of the meeting/conference, including additions and cancellations of attendees. They will adjust the documentation as required and provide the changes to the appropriate administrative personnel.

Contact. If you have any questions, please contact Marie Mon, Budget Officer, at 443-482-2924.

JON F. HALL
State Conservationist

All NRCS travel forms are available on the NRCS shared drive.

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