Alabama Bulletin No. AL330-8-2

Date:  January 30, 2008

Subject:  MGT - Recommendations from National Office Financial Review

Purpose:   To notify employees of changes effective immediately

Expiration Date: September 30, 2008

There were several recommendations from the national financial review that affects all employees in the state. It is critical that you take note of these and apply them immediately to your daily official activities.

• All travel involving air flights and/or rental cars will be made through Fed Traveler. Other services such as motel/hotel reservations, travel planning, etc. is also available. This is the mandatory travel agency for the government; no other travel agency will be used. A tutorial and instructions for making these reservations can be found at the Fed Traveler web site at: http://www.fedtraveler.com/.
• Registration fees for meetings MUST NOT be paid by the Federal Travel Card. As a first option you can get your Team Administrative Coordinator to charge the registration on the VISA Purchase Card. If they do not take this card, you will have to pay by check and file for reimbursement in your travel voucher. In some cases where several NRCS employees are attending, payment can be made through a purchase order.
• NRCS employees should stay in motels/hotels that provide government rates at or below the per diem cap for that area. Even where the meeting is in a motel (hotel), if their rate is higher than the maximum allowable government rate, you should find another motel as near as possible to stay. If this is not possible, you shall get prior approval from your supervisor for actual subsistence and document the reason why you cannot find a motel/hotel at the government rate. This justification shall be attached to your travel voucher when filed. The Federal Travel Card must be used to pay for air fares, rental cars and motel/hotel expenses. Actual subsistence should only be used in rare situations and must be approved in advance. Post approval for actual subsistence will not be allowed without the approval of the State Conservationist.
• Tips to restaurants, motel attendants, or any other service is not allowed to be shown as an expense on your travel voucher. These expenses are included in your per diem. You are allowed to claim a reasonable tip for a cab (airport shuttle), but even that should be included as part of the cab (airport shuttle) fare in transportation costs, not shown separate as a tip.
• Grants, Contracts, and Agreements that are allowed to expire without a request for an extension prior to expiration will be closed and de-obligated. Your request for extension should be submitted to Lynn Thomas no later than 30 days prior to expiration.

If you have any questions related to these policies, contact Bill Hughes, Acting ASTC-Operations/Administration.

/s/

GARY KOBYLSKI
State Conservationist

Dist: E
 

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