ESI 7735 Old Georgetown Road Bethesda, MD 20814

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1 Office of the Assistant Secretary of Preparedness and Response (ASPR) KEY PLAYERS TRAVEL CONTRACTOR ESI 7735 Old Georgetown Road Bethesda, MD John Latz (240) office (202) cellular Lauren Santiago (202) office (202) cellular Susan Dixon (240) office (202) cellular ROLE Serve as primary contact with travelers regarding all travel-related arrangements: Conduct initial communication with travelers once deployments are activated Work directly with OMEGA travel on gathering travel itineraries, finalizing lodging, and arranging for ground transportation (if applicable) Work directly with the ASPR Travel Coordinator to obtain approval on all travel itineraries Work directly with ASPR Travel Coordinator on generating travel authorization orders Provide traveler with logistics information on confirmed arrangements and signed travel authorization orders Field all travel-related requests that emerge while travelers are on-site Work directly with ASPR Travel Coordinator on processing travel expense reimbursement claims FEDERAL TRAVEL COORDINATOR ASPR Department of Health and Human Services Office of the Assistant Sceretary for Preparedness and Response Switzer Building 330 C Street, SW, Room 3514 Washington, DC David Gaines (202) office (202) cellular david.gaines@hhs.gov ROLE Oversee all aspects of travel management: Communicate deployment details to ESI staff once deployments are activated Review tentative travel itineraries and additional arrangements and provide approval on final accommodations Work directly with ESI staff on generating travel authorization orders Work directly with ESI on processing travel expense reimbursement claims Oversee general process and contractor issues Maurice Scott (202) office (202) cellular maurice.scott@hhs.gov Page 1

2 1. You have been alerted of your deployment. You have just learned that you will be deployed and are required to travel immediately. What should you do? Just get your things in order! You do not need to initiate contact with anyone. ESI staff will contact you immediately upon receiving orders from the ASPR Travel Coordinator and will start working on your arrangements right away. 2. You have heard from ESI but have not yet received your confirmed travel itinerary. You are waiting to receive your final itinerary but it has not yet come through. Should you call ESI to check on arrangements? No! Rest assured that arrangements are being finalized as expeditiously as possible and realize that all itineraries need to be reviewed by the ASPR Travel Coordinator prior to finalization. You will receive your itinerary as soon as all details are approved. 3. You received a travel itinerary directly from OMEGA Travel. You just received an from OMEGA Travel containing a travel itinerary, but have not received final confirmation from ESI. Should you assume that this is your approved itinerary and proceed to the airport? No! The itinerary that you receive directly from Travel is tentative and represents the itinerary that is being reviewed for approval by the ASPR Travel Coordinator. Arrangements are not final until you receive verification from ESI staff that all arrangements are approved. 4. You are required to travel immediately, yet have not received a hard copy of your official travel authorization orders. You have received your final travel arrangements from ESI staff; however, have not yet received a hard copy of your travel authorization orders. Do you need this paperwork prior to departure in order to travel? No! It is not necessary to have your travel authorization orders in hand prior to departure. Since your travel status is urgent, you often will not receive your authorization paperwork until you arrive on-site. ESI staff will inform you of exactly who is responsible for completing your orders and getting them to you as quickly as possible. Page 2

3 5. Are you responsible for paying directly for any of your arrangements? All aspects of your travel are finalized and you are ready to depart for the airport. What arrangements are supported directly through ESI and what arrangements should you expect to pay for directly and get reimbursed? ESI will handle direct payment for all air/rail travel and lodging costs. If the traveler is using a rental car, direct payment will be extended when possible; however, this depends largely on the policies of the rental car company. ESI will inform you of such issues when they communicate your final arrangements. Travelers are expected to pay for all other expenses and will get reimbursed according to Joint Federal Travel Regulations. Allowable reimbursements include ground transportation, private-owned vehicle (POV) mileage and phone calls. You also will be granted a per diem for meals and incidental expenses (M&IE). M&IE per diem will be included in your travel reimbursement. More information regarding reimbursement specifics will be outlined on official travel orders. 6. You have reached the airport and your flight has been cancelled. Once you arrived to the airport, you learned that your flight has been cancelled. Who should you call and how should you proceed? Contact the individual who prepared your travel authorization orders as soon as possible. If you have a hard copy of your orders with you, the individual s name and contact information appear on the first page. If you have not yet been provided with your paperwork, ESI staff will provide you guidance prior to your departure, on whom to contact with such issues. This individual will be responsible for rearranging your travel plans and confirming new arrangements. Also, you will need to get in touch with your IRCT Team Leader to brief them on your status. 7. You have reached the airport and your flight has been delayed. Once you arrived to the airport, you learned that your flight has been delayed. Who should you call and how should you proceed? Contact your IRCT Team Leader at once to brief them on your status. Page 3

4 8. You have arrived on-site and experience difficulties with the hotel. You have arrived on-site and are checking into the hotel. The hotel informs you that they have on record that you are to pay for room and tax expenses; however, you have been told that ESI will be paying for those expenses directly. What should you do? Immediately contact the preparer of your travel authorization orders or other designated ESI staff. ESI staff completes payment authorization documentation with lodging facilities directly and confirms processing; however, this area can sometimes be problematic on the hotel side. For example, a daily shift of front desk personnel can sometimes contribute to miscommunications with accounting. Should this happen, ESI or the preparer of your travel authorization orders will rectify the situation immediately and will follow up with you to ensure that all has been settled. 9. You are on-site and have learned that your expected date of return has been changed. You have just learned from your IRCT Team Leader that the mission needs have changed and you will be returning home earlier or later than expected. Should you call the airlines directly to change your return flight? No! All changes to initial approved travel itineraries must be routed through the preparer of your travel authorization orders or other designated ESI staff. All travel changes need to submitted for approval through the ASPR Travel Coordinator, who will work directly with ESI. All costs/fees that result from such modifications will be supported by ASPR since they relate to shifts in mission requirements. 10. You are on-site and would like to request a change in your return flight due to personal reasons. Based on personal parameters, you would like to depart the mission early or would like to change your original return flight in order to take personal leave while on route. What is the protocol for such adjustments? Your first step is to approach your IRCT Team Leader to discuss your requests, especially when early departure is involved. Should changes due to personal requests be approved, you will need to contact the airline directly to reserve and pay for you new return itinerary. All costs/fees that result from such modifications will be the responsibility of the individual traveler since they relate to personal arrangements. Page 4

5 11. You are in the process of completing your Travel Expense Report. You are in the process of completing your Travel Expense Report and realize that you have not saved receipts for some items for which you are seeking reimbursement. Will you be reimbursed for those items? No! It is critical that you submit receipts for all items for which you are seeking reimbursement. Payment on items not supported by such documentation is not allowable via Federal Regulations. 12. You have completed your Travel Expense Report. You have completed your Travel Expense Report and have attached all necessary documentation. Who should receive your paperwork? All expense claims should be sent to the individual who prepared your travel authorization orders. Again, this information will appear on the first page of your travel orders. This individual also will serve as your primary contact should you have any questions or need clarification regarding completing your report. 13. It has been more than 30 days since you have submitted your Travel Expense Report and you have not received payment. You have not yet received payment in response to your submitted and approved Travel Expense Report. Who should you contact? All inquiries related to the processing of approved travel claims should be routed to the Travel Pay Office at (301) KEY POINTS TO REMEMBER 1. Contact the preparer of your travel authorization orders or other designated ESI staff for all travel-related issues and questions! 2. Keep your travel profile current! 3. Make sure that your IRCT Team Leader is well-informed of your travel status, especially if you experience any changes during the course of your travel! Page 5

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