travel system requirements checklist for reviewing ...page 6 gao/aimd-21.2.8 - travel system...

GAOUnited States General Accounting Office

Financial Management Series

May 2000 TRAVEL SYSTEMREQUIREMENTS

Checklist forReviewing SystemsUnder the FederalFinancial ManagementImprovement Act

GAO/AIMD-21.2.8

GAO/AIMD-21.2.8 - Travel System Checklist (5/00)

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CONTENTS

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Overview 5Authoritative Guidance 6How to Use This Checklist 7

Travel System Requirements 9

General 11Travel Authorization 15Travel Advances 18Travel Vouchers 20Local Travel 25Non-Federal Sponsored Travel 26Temporary/Permanent Change of Station 27Interface Requirements 56Reports 58System Administration 60Records Retention 62

Figure

Figure 1: Agency Systems Architecture 5

Abbreviations

CMTR combined marginal tax rateCONUS continental United StatesDOD Department of DefenseDSSR Department of State Standardized RegulationsEFT electronic funds transferFFMIA Federal Financial Management Improvement ActFFMSR Federal Financial Management System RequirementsFICA Federal Insurance Contributions ActFMFIA Federal Managers’ Financial Integrity ActFTR Federal Travel RegulationGBL government bill of ladingGPEA Government Paperwork Elimination ActGRS General Records ScheduleGSA General Services AdministrationGTR government transportation requestIRS Internal Revenue ServiceJFMIP Joint Financial Management Improvement ProgramJTR Joint Travel RegulationsM&IE meals and incidental expensesNARA National Archives and Records AdministrationOMB Office of Management and BudgetOPAC on-line payment and collection (continued)


OPM Office of Personnel ManagementPCS permanent change of stationPOV privately owned vehicleRIT relocation income taxSES Senior Executive ServiceSSN Social Security NumberTCS temporary change of stationTDY temporary dutyWTA withholding tax allowance


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PREFACE

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B-285145

The Federal Financial Management Improvement Act (FFMIA) of 1996 requires, amongother things, that agencies implement and maintain financial management systems thatsubstantially comply with federal financial management systems requirements. Theserequirements are detailed in the Financial Management Systems Requirements seriesissued by the Joint Financial Management Improvement Program (JFMIP) and in Officeof Management and Budget (OMB) Circular A-127, Financial Management Systems, andOMB’s Implementation Guidance for the Federal Financial Management ImprovementAct (FFMIA) of 1996, issued September 9, 1997. JFMIP intends for the requirements topromote understanding of key financial management systems concepts and requirements,to provide a framework for establishing integrated financial management systems tosupport program and financial managers, and to describe specific requirements ofindividual types of financial management systems.

We are issuing this checklist that reflects JFMIP’s revised Travel System Requirements(July 1999) to assist (1) agencies in implementing and monitoring their travel systems and(2) managers and auditors in reviewing their travel systems to determine if theysubstantially comply with FFMIA. This checklist is not required to be used in assessingthe travel system. It is provided as a tool for use by experienced staff. This checklist, theJFMIP source document, and the two previously mentioned OMB documents should beused concurrently. Experienced judgment must be applied in the interpretation andapplication of this tool to enable a user to consider the impact of the completed checkliston an entire travel system and whether the system, as a whole, substantially complieswith requirements.

Additional copies of the checklist can be obtained from Room 1100, 700 4th Street NW,U.S. General Accounting Office, Washington, D.C. 20548, or by calling (202) 512-6000 orTDD (202) 512-2537. This checklist replaces GAO’s previously issued exposure draft ofthe Travel System Checklist (December 1999) and is available on the Internet on GAO’sHome Page (www.gao.gov) under “Other Publications.”

Jeffrey C. SteinhoffAssistant Comptroller GeneralAccounting and Information Management Division


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OVERVIEW

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The Federal Financial Management Improvement Act (FFMIA) of 1996 requires, amongother things, that agencies implement and maintain financial management systems thatsubstantially comply with federal financial management systems requirements. Thesesystem requirements are detailed in the Financial Management Systems Requirementsseries issued by the Joint Financial Management Improvement Program (JFMIP)1 andOffice of Management and Budget (OMB) Circular A-127, Financial Management Systems.JFMIP requirements documents identify (1) a framework for financial managementsystems, (2) core financial systems requirements, and (3) 16 other financial and mixedsystems supporting agency operations, not all of which are applicable to all agencies.Figure 1 is the JFMIP model that illustrates how these systems interrelate in an agency'soverall systems architecture.

Figure 1: Agency Systems Architecture

Source: JFMIP Travel System Requirements (July 1999).

1JFMIP is a joint cooperative undertaking of the Office of Management and Budget, theGeneral Accounting Office, the Department of Treasury, and the Office of PersonnelManagement, working in cooperation with each other and with operating agencies toimprove financial management practices throughout the government. The program wasinitiated in 1948 by the Secretary of the Treasury, the Director of the Bureau of theBudget (now OMB), and the Comptroller General and was given statutory authorizationin the Budget and Accounting Procedures Act of 1950. The Civil Service Commission,now the Office of Personnel Management (OPM), joined JFMIP in 1966.


To date, JFMIP has issued the framework and systems requirements for the core financialsystem and 7 of the 16 systems identified in the architecture. (See figure 1.) 2

We are issuing this checklist that reflects JFMIP’s revised Travel System Requirements(July 1999) to assist (1) agencies in implementing and monitoring their travel systems and(2) managers and auditors in reviewing agency travel systems to determine if theysubstantially comply with FFMIA. This checklist is not required to be used in assessingthe travel system. It is provided as a tool for use by experienced staff. This checklist, theJFMIP source document, OMB Circular A-127, and OMB’s Implementation Guidance forthe Federal Financial Management Improvement Act (FFMIA) of 1996, issuedSeptember 9, 1997, should be used concurrently. Experienced judgement must be appliedin the interpretation and application of this tool to enable a user to consider the impact ofthe completed checklist on the entire travel system and whether the system, as a whole,substantially complies with requirements.

Authoritative Guidance

OMB Circular A-127 and OMB’s implementation guidance provide the basis for assessingwhether agencies implement and maintain their financial management systems insubstantial compliance with FFMIA. The implementation guidance identifies variouscriteria that an agency must meet to substantially comply with these requirements. Oneof the criteria listed in the OMB guidance is the JFMIP systems requirements series.

The source of all the questions in this checklist is the JFMIP Travel System Requirements(JFMIP-SR-99-9, July 1999). This JFMIP document is an update of the January 1991JFMIP Travel System Requirements document for government civilian employees. Thisupdate reflects the current travel environment and new legislative and regulatoryrequirements, including the Federal Financial Management Improvement Act (FFMIA). Itshould be noted, however, that the checklist is based on the existing published JFMIPstandards and that changes in laws, regulations, and standards and practices since thestandards were issued are not included in the checklist.

The revised JFMIP document defines mandatory and value-added functionalrequirements for system administration and major elements of the travel process. Themandatory requirements describe what the system must do and consist of the minimumacceptable functionality necessary to establish a system or are based on federal laws andregulations. Mandatory requirements are those against which agency heads evaluatetheir systems to determine substantial compliance with system requirements underFFMIA. These requirements apply to existing systems in operations and new systems

2Thus far, the series includes the (1) Framework for Federal Financial ManagementSystems, (2) Core Financial System Requirements, (3) Inventory System Requirements,(4) Seized/Forfeited Asset System Requirements, (5) Direct Loan System Requirements,(6) Guaranteed Loan System Requirements, (7) Travel System Requirements, (8) HumanResources & Payroll Systems Requirements, and (9) System Requirements for ManagerialCost Accounting. In early 1998, JFMIP decided to initiate projects to update systemrequirements documents that were not current with regulations and legislation. JFMIPalso planned to initiate projects to complete the remaining systems requirements wherenone currently exist.


planned or under development. The checklist uses “(M)” immediately following thequestion to indicate that it is mandatory for the system to do that.

The value-added requirements describe features or characteristics and may consist of anycombination of the following: (1) using state-of-the-art technology, (2) employing thepreferred or best business practices, or (3) meeting the special management needs of anindividual agency. Value-added, optional, and other similar terminology may be used todescribe this category of requirements. Agencies should consider value-added featureswhen judging systems options. The need for these value-added features in agencysystems is left to the discretion of each agency head. Value-added features support thedegree to which agencies can migrate to an automated travel system. The checklist uses“(V)” immediately following the question to indicate that the item is value added ratherthan mandatory.

How to Use This Checklist

OMB’s 1997 implementation guidance provides chief financial officers and inspectorsgeneral with a means for determining whether their agencies’ financial managementsystems substantially comply with federal financial management systems requirements.The annual reporting required pursuant to section 4 of the Federal Managers’ FinancialIntegrity Act (FMFIA) is one of the means to assist agencies in the determination ofsubstantial compliance. Agencies can also use this checklist as a tool to help determineannual compliance with section 4 of this act.3

Filling out this checklist will allow agencies to systematically determine whether specificsystem requirements are being met. In determining substantial compliance, agenciesshould assess the results of the completed checklist on the travel system requirementstaken as a whole.

3In addition, the CFO Council has charged the Financial Systems Committee withdeveloping implementation guidance for performing FFMIA compliance reviews. TheCFO Council and JFMIP plan to jointly issue the guidance.

The checklist contains three columns with the first citing the question followed by either“(M)” for mandatory requirements or “(V)” for value added. Use the second column toanswer each question “yes,” “no,” or “na.” Use the third column to explain your answer.A “yes” answer should indicate that the agency’s travel system provides for the capabilitydescribed in the question. For each “yes” answer, the third column should contain a briefdescription of how the travel system satisfies that capability and should also refer to asource that explains or shows the capability.

A “no” answer indicates that the capability does not exist. For a “no” answer, the thirdcolumn should provide an explanation and, where applicable, a reference to any relatedsupporting documentation (e.g., the agency is working on modifying or implementing itstravel system to have the capability available in subsequent years, management believesthe capability is not cost-effective and will not enhance the travel system’s ability tomanage operations). Cost-benefit studies, or other reasoning, that supports a “no”answer should be identified in the explanation column. If there are no cost-benefitstudies or other support, a full explanation should be provided.


“No” answers should not be viewed individually or taken out of context. Rather, “no”answers should be assessed as to the impact on the overall travel system and the extentto which the “no” answers inhibit the entire travel system from meeting substantialcompliance.

Certain questions within the checklist may not be applicable to the agency. Answer suchnonapplicable question(s) with “na” and provide an appropriate explanation in the thirdcolumn.


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TRAVEL SYSTEM REQUIREMENTS

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The travel system requirements document defines mandatory and value-added functionalrequirements for the following travel process elements that are described below(1) general, (2) travel authorization, (3) travel advances, (4) travel vouchers, (5) localtravel, (6) nonfederal-sponsored travel, (7) temporary/permanent change of station,(8) interface requirements, (9) reports, (10) system administration, and (11) recordsretention.

1. General provides requirements common to all travel functions. (The checklistquestions for this area are drawn from p. 10 of the JFMIP source document.)

2. Travel authorization provides requirements for the system’s capability to createtravel authorizations and provide funds availability when appropriate (e.g.,specific trip authorization). (The checklist questions for this area are drawn fromp. 11 of the JFMIP source document.)

3. Travel advances provides requirements for the system’s ability to issue authorizedtravel advances for the estimated cash transaction expenses before travel is begunor while travel is being performed. (The checklist questions for this area aredrawn from p. 12 of the JFMIP source document.)

4. Travel vouchers provides requirements for the system’s ability to have travelerssubmit a travel claim within the required time and in accordance with travelpolicies. (The checklist questions for this area are drawn from pp. 13-14 of theJFMIP source document.)

5. Local travel provides requirements for the system’s capability to have usersproduce a local travel voucher by entering selected data into the system toactivate an obligation and payment for local travel. (The checklist questions forthis area are drawn from p. 15 of the JFMIP source document.)

6. Nonfederal-sponsored travel provides requirements for the travel system’s abilityto track and report the travel process for the acceptance of payment in-cash or in-kind for services from nonfederal sources to defray in whole or in part the travelor related expenses of federal employees in accordance with Federal TravelRegulation 304. (The checklist questions for this area are drawn from p. 16 of theJFMIP source document.)

7. Temporary/permanent change of station provides requirements that the systemmust meet when relocation (either a temporary change of station (TCS) or apermanent change of station (PCS)) is authorized at government expense. (Thechecklist questions for this area are drawn from pp. 17-29 of the JFMIP sourcedocument.)

8. Interface requirements provides the requirements necessary for the system toprovide travel activity transactions to the core financial system. (The checklistquestions for this area are drawn from p. 30 of the JFMIP source document.)

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Travel System Requirements

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Page 10 GAO/AIMD-21.2.8 - Travel System Checklist (5/00)

9. Reports provides the requirements for the system having the capability togenerate the required standard, ad hoc, and query reports for all standard dataelements as required by the Federal Travel Regulation (FTR). (The checklistquestions for this area are drawn from p. 31 of the JFMIP source document.)

10. System administration provides the requirements for the centralized control andadministration of the travel system. (The checklist questions for this area aredrawn from p. 32 of the JFMIP source document.)

11. Records retention provides the requirements for records created within thefederal government. (The checklist questions for this area are drawn from p. 33 ofthe source document.)

The checklist questions follow the JFMIP source document. It should be noted that notall questions will apply in all situations and, as with the use of any checklist, professionaljudgment should be exercised. Using the JFMIP source document and its “Appendix B:Glossary,” which defines terms used, along with the two previously mentioned OMBdocuments, will help ensure that the user is cognizant of the background informationnecessary to fully understand the questions.

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General

Yes/no

na Explanation

1. Does the system provide thecapability to maintain the orderof precedence for executingeach travel step (i.e.,authorization must precede avoucher, etc.)? (M)

2. Does the system provide anoverride capability to changethe order of precedence of theprocessing steps to handleunusual travel demands? (M)

3. Does the system provide thecapability to capture requiredstandard data elementscontained in FTR? (M)

4. Does the system provide theflexibility to accommodateadditional data elementsnecessary to meet agencyneeds? (M)

5. Does the system maintainadequate separation of duties?(M)

6. Does the system providecontrols to prevent the creationof duplicate travel documents?(M)

7. Does the system provide forfault-free performance of anydata with dates prior to,through, and beyond January 1,2000? (M)

8. Does the system provide theability to cite multiple fundingsources and the ability todesignate travel costs byfunding source (e.g., dollar

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General

Yes/no

na Explanation

amount, percentage allocation)?(M)

9. Does the system provide forcoding and processing featuresthat will link all phases of traveltogether (i.e., travelauthorization, travel approval,etc)? (See illustration 4 in theJFMIP source document.) (M)

10. By October 21, 2003, does thesystem provide for appropriateelectronic authenticationtechnologies to verify theidentity of the sender and theintegrity of the electroniccontent that satisfies OMB’simplementation requirements ofthe Government PaperworkElimination Act (GPEA), PublicLaw 105-277? (M)

11. Does the system provide for anaudit trail of historical data thatidentifies input, correction,amendment, cancellation, andapproval? (M)

12. Does the system provide for theuse of mandated federal travelcharge cards? (M)

13. Is the system able to maintainand send a record of expensesfor a same-day trip of more than12 hours but less than 24 hourswith no lodging to the payrollsystem to be included in theemployee’s Form W-2, Wage andTax Statement? (M)

14. Is the system also able to reportand send the employer’smatching tax amounts to thepayroll system? (M)

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General

Yes/no

na Explanation

15. Does the system provide forsubstantiating lodging expensesand other authorized expensescosting $75 or more inaccordance with FTR 301-52?(M)

16. Does the system provide theability to address foreigncurrency conversions andfluctuations? (V)

17. Does the system provide for theelectronic routing of traveldocuments to reviewing andapproving officials? (V)

18. Does the system provide theability to electronically routeapproved documents based onagency-defined criteria? (V)

19. Does the system provide for anon-line search capability basedon user-defined parameters?(V)

20. Does the system provide thecapability to allow a user to drilldown from summary data todetail data? (V)

21. Does the system provide for atracking system that will allowemployees to determine thestatus of any travel document atany time? (V)

22. Does the system provide thecapability to insert free formtext or comments? (V)

23. Does the system provide thecapability to allow automaticdeobligation on prior yearblanket obligations? (V)

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General

Yes/no

na Explanation

24. Does the system provide thecapability to download travelinformation from the agency’sTravel Management System?(V)

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Travel authorization

Yes/no

na Explanation

1. Does the system provide thecapability to create travelauthorizations? (M)

2. Does the system allow forprocessing various types oftravel authorizations, includingunlimited open, limited open,and trip-by-trip? (M)

3. Does the system provide fordetermining whether thetraveler is a holder of agovernment-issued charge card?(M)

4. Does the system allow for theoption of specific authorizationor prior-approved travelarrangements as required byFTR 301-2? (M)

5. Does the system provide forverification that authorizationexists and that funds areavailable? (M)

6. Does the system provide for thecapability to process travelauthorizations with split fiscalyear funding and with multiplefunding? (M)

7. Is the system able to recorddetailed itinerary information?(M)

8. Does the system calculateauthorized per diem (includingfor non-workdays, interruptedtravel, and reduced per diemrates) and meals and incidentalexpenses (M&IE) based on thetemporary duty (TDY) location?(M)

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Yes/no

na Explanation

9. Does the system provide thecapability to interface with theagency’s Travel ManagementSystem in accordance with FTR301-73, effective January 1,2001? (M)

10. Does the system allow thecorrection, amendment, andcancellation of the travelauthorization with appropriatereviewing and approvingcontrols and allow fornotification to the traveler andthe accounting office? (M)

11. Does the system provide thecapability to display definedmessages to the user regardingcertification statements, PrivacyAct Statement, standard clausesfor required receipts, supportingdocumentation requirements,etc., and justification statementsfor use of special travelarrangements? (M)

12. Does the system allow forprocessing an annual unlimitedopen travel authorizationwithout recording an estimatedobligation amount for each tripprior to travel? (V)

13. Does the system provide for theretention of the traveler’s profile(e.g., name, mailing address,internal number, e-mail address,bank account, Social SecurityNumber (SSN), paymentaddress, permanent dutystation, organization, positiontitle, office phone, tickets andseating preferences) forsubsequent travel actions? (V)

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Yes/no

na Explanation

14. Does the system provide for anautomated interface ofaccounting codes and fundsavailability with the coresystem? (V)

15. Does the system support the useof a voice recognition system inthe reservation system? (V)

16. Does the system have the abilityto obligate travel funds basedon estimated costs and liquidateon actual costs at the point ofindividual trip approval? (V)

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Travel advances

Yes/no

na Explanation

1. Does the travel advancefunction provide for entry,processing, approval, and thepayment and liquidation ofgovernment funds if thegovernment issues an advancein the form of currency,traveler’s checks, or electronicfunds transfer (EFT) underexceptional procedures? (M)

2. Does the travel advancefunction provide for thetracking, aging, and control ofadvances? (M)

3. Does the system provide thecapability to set, change, andapply established limits ontravel advances? (M)

4. Does the system provide forlimiting the allowed advancebased upon transportationmethod (GovernmentTransportation Request (GTR)vs. non-GTR), subsistence rates,miscellaneous expenses, andpossession of a charge card?(M)

5. Does the system allow traveladvance information to beaccessible in travel voucherpreparation? (M)

6. Does the system integrate theissuance and control of thetravel advances with the travelvoucher payment process toensure that the advance isliquidated or collected prior tothe issuance of a payment to thetraveler? (M)

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Travel advances

Yes/no

na Explanation

7. Does the system provide thecapability not to liquidate whenthe traveler has been authorizeda “retained” travel advance inaccordance with FTR 301-51?(M)

8. Does the system provide datafor the automatic aging ofoutstanding travel advancesbased on the end-of-trip dateand generate follow-up noticesto the travelers andadministrative staff concerningdelinquent advances affectingpayroll offsets or other meansof collection? (M)

9. Does the system provide forreporting to the InternalRevenue Service (IRS)delinquent travel advances astaxable income to the traveler?(M)

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Travel vouchers

Yes/no

na Explanation

1. Does the system provide forinput by both travelers anddesignated officials at centraland/or remote locations? (M)

2. Does the system provide for(1) automated point-of-entryinput, (2) ease of use withadequate direction, (3) promptsto lead the user through theprogram, and (4) collecting thenecessary information toprepare the voucher? (M)

3. Does the system provide thecapability to draw upon theinformation reflected on thetravel authorization and/orgovernment cash advanceprovided to the traveler? (M)

4. Does the system prepare thevoucher/claim as requiredconsistent with authorizingtype, including unlimited open,limited open, and trip-by-trip?(M)

5. Does the system access theappropriate per diem andmileage allowances? (M)

6. Does the system allow forrecording the date of departurefrom, and arrival at, the officialduty station or any other placewhen travel begins, ends, orrequires overnight lodging?(M)

7. Does the system provide thecapability to calculateauthorized mileage allowancesand per diem amounts(including for non-workdays,

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Travel vouchers

Yes/no

na Explanation

interrupted travel and reducedper diem rates) based on TDYlocation and other relatedinformation? (M)

8. Does the system provide thecapability to compute M&IEallowance rates based on travelcompleted?

• More than 12 hours but lessthan 24 – 75 percent of theapplicable M&IE rate.

• Twenty-four hours or more,on day of departure – 75percent of the applicableM&IE rate.

• Twenty-four hours or more,on full days of travel – 100percent of the applicableM&IE rate.

• Twenty-four hours or more,on last day of travel – 75percent of the applicableM&IE rate.

• Meals provided inaccordance with FTR 301-11. (M)

9. Does the system allow enteringapproved or official subsistencerates, mileage allowance, etc.,when not available in the travelsystem? (M)

10. Does the system processpartial/interim vouchers againsta travel authorization toexpedite liquidation related totravel obligations? (M)

11. Does the system provide thetraveler the capability to createand modify travel vouchersbefore final approval? Thevoucher then would be

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Travel vouchers

Yes/no

na Explanation

forwarded to the approvingofficial. The approving officialwould either deny and remand itto the traveler or approve it andforward it for payment. (M)

12. Does the system processamended vouchers withappropriate reviewing andapproving controls and providethe capability to update relatedsystems/modules? (M)

13. Does the system allow forspecial routing and approvallevels for certainclasses/conditions of travel asrequired by FTR 301-2? (M)

14. Does the system provide thecapability to display definedmessages to the user regardingrequired receipts for lodgingsand authorized expensesincurred costing $75 or more;surrendering unused, partiallyused, or downgraded/exchangedtickets; refund certificates, etc.;supporting documentationrequirements; and justificationand certification statements?(M)

15. Does the system provide atracking capability that willallow travelers, payment offices,etc., to determine the status ofany voucher/claim? (M)

16. Is the system capable ofgenerating a series of noticeswhen information has not beensubmitted timely as specified byFTR 301-51 and 301-52? (M)

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Travel vouchers

Yes/no

na Explanation

17. Does the system provideinformation to allow for offsetof funds to indebtednessthrough salary offset, aretirement credit, or otheramount owed the employee?(M)

18. Does the system provide formatching of travel voucherswith the travel authorizationsand/or centrally issuedpassenger tickets and providefor audit of the claim inaccordance with FTR andDepartment of StateStandardized Regulations(DSSR) for temporary dutytravel of all civilian agencygovernment travelers? TheJoint Travel Regulations (JTR)implement the FTR and DSSRfor all Department of Defense(DOD) civilian employees. (M)

19. Does the system provide for arandom sampling of travelvouchers for voucher audits,information requirements, orother purposes based on criteriaas determined by the agency?Statistical samplingrequirements are contained inGAO’s Policy and ProceduresManual for Guidance of FederalAgencies, Title 7—FiscalGuidance. (M)

20. Does the system provide thecapability to enter the “DirectBilled” amount for costs such asOn-Line Payment and Collection(OPAC) billings by theDepartment of State foremployees stationed overseas,and lodging, airline, and carrental that are billed directly to

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Travel vouchers

Yes/no

na Explanation

the agency for payment, but notincluded in the calculation ofpayment to the traveler? (V)

21. Does the system provide amechanism that allows thetraveler to designate applicableamounts to be paid to a chargecard contractor and/orreimbursement to the traveler(split disbursement)? (V)

22. Does the system provide forelectronic notification totravelers of payments made bydisbursing offices or fordisallowance of a claim for anexpense? (V)

23. Does the system allow foragency flexibility in definingmessage contents? (V)

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Local travel

Yes/no

na Explanation

1. Does the system provide thecapability for users to produce alocal travel voucher by enteringselected data into the system toactivate an obligation andpayment of local travel? (M)

2. Does the system provide thecapability to compute mileageallowances? (M)

3. Does the system provide thecapability to change theappropriate accountingclassification data? (M)

4. Does the system provide forfunds availability? (M)

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Nonfederal-sponsored travel

Yes/no

na Explanation

1. Does the system track andreport the travel process for theacceptance of payment in-cashor in-kind acceptance ofservices from nonfederalsources to defray in whole or inpart the travel or relatedexpenses of federal employeesin accordance with FTR 304-1?(M)

2. Does the system provide amechanism to assure thatsponsored travel isadministratively approved bythe agency designated officialprior to final approval of thetravel authorization? (M)

3. Does the system provide for theapproval, or disapproval, by adesignated individual of theapproval office at central and/orremote locations? (M)

4. Does the system provide thecapability to indicate theamounts and entitlements to bepaid by the government andthose to be paid by thesponsoring organization (e.g., ifthe government authorizespayment of the traveler's mealsand incidental expenses and thesponsoring organization ispaying for the hotel and airfare(services in-kind), then thismust be clearly shown on thetravel authorization)? (M)

5. Does the system showestimated amounts where actualamounts are unknown? (M)

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Temporary/permanent change of

station

Yes/no

na Explanation

1. Does the system provide thecapability to capture thefollowing required information?

• Effective date of the transferor appointment followed bya 1 year service agreement,unless separated for reasonsbeyond employee’s controlthat are acceptable to theagency.

• Time limit for beginningtravel and transportation notto exceed 2 years from theeffective date of theemployee’s transfer orappointment and not toexceed 3 years when the 2-year limitation forcompletion of residence(sale and purchase or lease)transactions is extended 1year by the head of theagency or his/her designee.

• Allowance alternativeoption selected when two ormore members of the sameimmediate family areemployed by thegovernment. In applyingthese alternatives, providethat other members of theimmediate family notreceive duplicateallowances.

• Process reimbursement fornot more than one returntrip during each agreedperiod of service at a post-of-duty for prior return ofimmediate family. (M)

2. Does the system provide thecapability to calculatemaximums or limitations

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available for the allowancesprovided in the followingsummary chart? (M)

Allowance Transferees

permanent

change of

station (PCS)

Transferees

temporary

change of

station (TCS)

New

appointees

Senior

executive

service (SES)

last move

home

Househuntingtrip

X X***

Transportation(includingfamily)

X X X X

Per diem(includingfamily)

X X X* X*

Transportationof householdgoods

X X X X

Temporarystorage

X X X X

Nontemporarystorage

LIMITED LIMITED LIMITED

Transportationof mobile home

X X X X

Temporaryquarterssubsistenceexpense

X X***

Residencetransaction(real estateexpenses)

X****

Relocationservices (PMSlisted below)

X

Miscellaneousexpensesallowance

X X

Propertymanagementservices (PMS)

X** X

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Allowance Transferees

permanent

change of

station (PCS)

Transferees

temporary

change of

station (TCS)

New

appointees

Senior

executive

service (SES)

last move

home

Transportationof privatelyowned vehicle(POV)

X X X

Withholding taxallowance(WTA)

X X

Relocationincome tax(RIT)allowance

X X

* Family per diem NOT provided for a new appointee or SES last move home** Foreign PCS only (until implementation of HR 930)

*** Agency option to pay for TCS**** Excludes foreign PCS

Temporary/permanent

change of station

Yes/no

na Explanation

3. Does the system provide on-screen instructions or promptsas to how calculations/formulasare performed for allowances?(M)

4. Does the system provide a“Remarks” field to entercomments? (M)

5. Does the system provide thecapability to display definedmessages to the traveler and/ortravel administrator regardingstatements, justifications, andcertifications? Warningmessages or guidelines shouldinclude at least someidentification as to where thetraveler should go for additional

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Temporary/permanent

change of station

Yes/no

na Explanation

information. For example, ifanother level for fundcertification or approval isrequired, or if receipts oradditional documents arerequired for certain activities,the system should provide sucha message when the order isprepared. In addition, when thevoucher segment of the systemis activated, the requirementshould appear again so that allnecessary documentation isavailable for voucher audit. (M)

6. Does the system allow forrecomputing allowances andmaking appropriateadjustments? (M)

7. Does the system provide thecapability to offset entitlementsagainst any indebtedness to thegovernment (e.g., RIT allowanceresults in a negative amount)?(M)

8. Does the system provide forliquidating travel advances frommore than one entitlement ifsubmitted on one voucher? (M)

9. Does the system provide forwithholding federal or PuertoRico, state, local, hospitalinsurance, and FederalInsurance Contributions Act(FICA) tax at the withholdingrate applicable to supplementalwages on the original voucherwhen submitted? Use the“gross-up formula” in FTR 302-11. (M)

10. Is the system able to maintain arecord of all relocation

______________________________________________________________________________


______________________________________________________________________________


Temporary/permanent

change of station

Yes/no

na Explanation

expenses (those taxable andnontaxable), regardless of whatsystem paid the expenses, andsend a record of the expenses,including temporaryassignments that are expectedto exceed 1 year, to the payrollsystem to be included in theemployee’s Form W-2, Wage andTax Statement, or provided as aseparate W-2 for relocationexpenses, as appropriate? (M)

11. Is the system also able to reportand send the employer’smatching tax amounts to thepayroll system? (M)

12. Is the system able to annuallyconsolidate total amount ofemployee’s WTAs, the amountof moving expensereimbursements, and RITs paidduring the applicable year andprovide an itemized list to theemployee to facilitate filing RITclaims and income tax returns?(M)

Allowance for househunting trip

(PCS and TCS transferee only)

13. Does the system (1) provide forthe reimbursement maximumsor limitations applicable toregulatory provisions in effecton the employee’s date of traveland (2) allow for enteringappropriate data for variousoptions of method ofreimbursements, including dailyitemization of actual expenses?

• Reimbursement:• Actual transportation

______________________________________________________________________________


______________________________________________________________________________


Temporary/permanent

change of station

Yes/no

na Explanation

costs for employeeand/or spouse.

• Subsistence for one ofthe following:• Fixed amount.

• No itemization orreceipts requiredfor lodging andM&IE.

• Perform tripeither together orseparately, butlimited to cost asif traveledtogether:• Employee

accompaniedby spouse(even if bothareemployeeswith separateauthoriza-tions) OR ifemployeeand spousetake separatetrips:multiplyapplicablelocality rateby 6.25.

• Employeeonly: multiplyapplicablelocality rateby 5.

• Lodgings plus:• When

accompanyingemployee –spouseauthorized 75percent of perdiem rate towhich employee

______________________________________________________________________________


______________________________________________________________________________


Temporary/permanent

change of station

Yes/no

na Explanation

is entitled; ifemployeereceives lessthan minimumper diem rate of$6, spousereceives samerate as theemployee isentitled.

• When notaccompanyingemployee –spouseauthorized perdiem rate towhich theemployee isentitled.

• Lesser of themaximum per diemrate for the localitywhere the employeeseeks residencequarters or for thelocality where theemployee obtainslodgingaccommodations.(M)

14. Does the system provide thecapability to set, change, andapply limits on travel advancesfor househunting trips as setforth in FTR 302-4? (M)


• Limited to employee and/orspouse.

• Limited to one round trip;duration authorized by theagency under FTR 302-4, not

______________________________________________________________________________


______________________________________________________________________________


Temporary/permanent

change of station

Yes/no

na Explanation

to exceed 10 calendar days.• Specific distance limitations

applicable to individualallowances forhousehunting trips:• Both old and new

official stations arelocated within theUnited States.

• Not assigned togovernment or otherprearranged housing atnew official station.

• Old and new officialstations are 75 or moremiles apart.

• Not authorized for:• New appointees.• Employees assigned

under the GovernmentEmployee’s TrainingAct. (M)

Allowance for enroute travel

and transportation of employee

and immediate family (PCS and

TCS transferee, new appointee,

and SES last move home;

excludes per diem for family of

new appointee and SES last

move home)

16. Does the system (1) provide forthe reimbursement maximumsor limitations applicable toregulatory provisions in effecton the employee’s or newappointee’s effective date oftransfer or appointment and(2) allow for enteringappropriate data for variousoptions of method ofreimbursements, including dailyitemization of actual expenses?

______________________________________________________________________________


______________________________________________________________________________


Temporary/permanent

change of station

Yes/no

na Explanation

• Reimbursement:• Actual transportation

costs for employee andimmediate family:• Common carrier,

government vehicle,POV, specialconveyance.

• Mileage if performed byPOV for transfer:• Rate determined by

number of occupantsof automobile or asprescribed by headof agency.

• Not less than anaverage of 300 milesper calendar day –daily minimumdriving distance.

• Per diem for employeeand immediate family:• Travel time must be

more than 12 hours.• Employee within

continental UnitedStates (CONUS) -standard CONUSrate.

• Immediate family:• Spouse when

accompanyingemployee:• Spouse

authorized 75percent ofper diem rateto which theemployee isentitled.

• If theemployeereceives lessthanminimum perdiem rate of

______________________________________________________________________________


______________________________________________________________________________


Temporary/permanent

change of station

Yes/no

na Explanation

$6, spousereceivessame rate asthe employeeis entitled.

• Paid on thebasis ofactual timeused tocomplete thetrip;computed onminimumdrivingdistance perday at notless than 300miles percalendar day.

• Spouse when notaccompanyingemployee:• Spouse

authorizedper diem rateto which theemployee isentitled.

• Each member ofimmediate familyauthorized asfollows:• Age 12 or

older: 75percent ofthe per diem.

• Under 12years of age:50 percent ofthe per diem.

• If theemployeereceives lessthanminimum perdiem rate of

______________________________________________________________________________


______________________________________________________________________________


Temporary/permanent

change of station

Yes/no

na Explanation

$6, memberreceivessame rate asthe employeeis entitled.

• Excludes per diemallowances formembers of theimmediate familiesof:• New appointees.• Employees

assigned to postsof duty outsideCONUS inconnection withoverseas tourrenewalagreement travel.

• Employeesassigned to postsof duty outsideCONUSreturning toplaces of actualresidence forseparation.

• Employeesassigned underGovernmentEmployeesTraining Act.(M)

17. Does the system provide thecapability to set, change, andapply limits on travel advances?

• Authorized for:• Estimated per diem,

mileage, common carrier(less than $100) foremployee and immediatefamily as set forth inFTR 302-2.

______________________________________________________________________________


______________________________________________________________________________


Temporary/permanent

change of station

Yes/no

na Explanation

• Not authorized for:• Overseas tour renewal

agreement travel as setforth in FTR 302-2.

• Separation forretirement as set forth inFTR 302-1.

• Government Bill ofLading (GBL) orpurchase order as setforth in FTR 302-7 and302-8. (M)


• Specific distance limitationsapplicable to change ofofficial station:• At least 10 miles

distance from the oldofficial station. (M)

Allowance for transportation of

household goods (PCS and TCS

transferee, new appointee, and

SES last move home)


• Temporary storage:• Reimbursement:

• Commuted ratesystem method

______________________________________________________________________________


______________________________________________________________________________


Temporary/permanent

change of station

Yes/no

na Explanation

(within U.S.):• Employee makes

ownarrangements/pays carrier ortransports bynoncommercialmeans:• Insurance

allowed onlywhencommoncarrier isutilized.

• Employee paid inaccordance withSchedules ofCommutedRates:• Multiply

number ofhundreds ofpoundsshipped(within themaximumweightallowance)by theapplicablerate perhundredpounds forthe distanceshipped asshown in thecommutedrateschedule.

• Temporarystorage not toexceedcommuted ratesstated separatelyin the Scheduleof Commuted

______________________________________________________________________________


______________________________________________________________________________


Temporary/permanent

change of station

Yes/no

na Explanation

Rates.• Limited to

incurredexpenses—not toexceedmaximumamountgovernmentwould haveincurred by GRL.

• Actual expensemethod (within oroutside U.S.):• Government

ships householdgoods by GBL,not by employee.(M)

20. Does the system provide thecapability to capture therequired following information?

• Weight limitation:• 18,000 lbs. net weight of

stored and transportedgoods. (If part ofhousehold goods areretained overseas inconnection with priorreturn of family,aggregate weight of bothshipments cannotexceed weight limit.)

• Temporary storage:• Limited to 90 days at

origin/destination; maybe extended 90 days.

• Nontemporary storage:• For PCS – limited to

remote or isolatedlocations.

• Time limitations:• Within U.S. – not to

exceed 1 year; mayextend in

______________________________________________________________________________


______________________________________________________________________________


Temporary/permanent

change of station

Yes/no

na Explanation

accordance withlength of anemployee’sassignment at anisolated officialstation.

• Outside U.S. – Not toexceed the length ofthe employee’s tourof duty at theoverseas station plus1 month prior to thetime tour begins.

• DOD overseasteachers – Not toexceed the period ofthe recess between 2consecutive schoolyears.

• For TCS – Limited tothe length of theassignment, up to amaximum of 30months. (M)

21. Does the system provide thecapability to set, change, andapply limits on travel advancesas follows?

• Authorized for:• Transportation and

temporary storage ofhousehold goods as setforth in FTR 302-8.

• Not authorized for:• Nontemporary storage

of household goods asset forth in FTR 302-9.(M)

22. Does the system provide accessto Schedules of CommutedRates and GBL rates for movingand storage of household goodsand allow comparison? (M)

______________________________________________________________________________


______________________________________________________________________________


Temporary/permanent

change of station

Yes/no

na Explanation

Allowance for transportation of

mobile homes (PCS and TCS

transferee, new appointee, and

SES last move home)


• Reimbursement:• Preparation costs.• Overland transportation:

• Common carrier.• Mileage allowance:

• POV based onnumber ofoccupants ofautomobile.

• Standardhighway mileageguides or actualmiles.

• POV mileagespecified in FTR,if towed.

• Geographiclimitations – CONUS,Alaska, Canada.

• Over watertransportation:• Geographic

limitations – CONUS,Alaska.

• Cannot exceed themaximum amount thatwould be allowable fortransportation and 90

______________________________________________________________________________


______________________________________________________________________________


Temporary/permanent

change of station

Yes/no

na Explanation

days’ temporary storageof household goods.(M)

24. Does the system provide thecapability to set, change, andapply limits on travel advancesas set forth in FTR 302-7? (M)

Allowance for temporary

quarters subsistence expense

(PCS transferee and agency

option for TCS transferee)

25. Does the system (1) provide forthe reimbursement maximumsor limitations applicable toregulatory provisions in effecton the employee’s effective dateof transfer and (2) allow forentering appropriate data forvarious options of method ofreimbursements, including dailyitemization of actual expenses?

• Reimbursement:• Fixed method:

• Limited to 30 days,no extensionallowed.

• No receipts required.• Sum of calculations

based on maximumlocality per diem rateat new duty station(employee 75percent, dependents25 percent).

• Actual method:• Receipts required.• Expenses incurred

not to exceedmaximum 30-dayincremental amount.

• Regardless of U.S.location, authorized

______________________________________________________________________________


______________________________________________________________________________


Temporary/permanent

change of station

Yes/no

na Explanation

per diem based onstandard CONUSrate (e.g., CONUSrate of $80/day):• Employee (first

30 days - $80/100percent, over 30days - $60/75percent).

• Spouse/familymember over 12(first 30 days -$60/75 percent,over 30 days -$40/50 percent).

• Family memberunder 12 (first 30days - $40/50percent, over 30days - $32/40percent).

• Nonforeign outsideCONUS, based onlocality per diemrate.

• May be reduced bynumber of days ofhousehunting. (M)


• Specific distance limitationsapplicable to eligibility fortemporary quarterssubsistence expenses:• New official station

located within theUnited States, itsterritories, orpossessions.

• Old and new officialstations are 40 miles ormore apart.

______________________________________________________________________________


______________________________________________________________________________


Temporary/permanent

change of station

Yes/no

na Explanation

• Not to exceed 60consecutive days; mayextend an additional 60consecutive days forcompelling reasons.


under the GovernmentEmployees Training Act.

• Employees returningfrom an overseasassignment for thepurpose of separation.(M)

27. Does the system provide thecapability to set, change, andapply limits on travel advancesfor subsistence while occupyingtemporary quarters as set forthin FTR 302-5? (M)

Residence transaction expense

reimbursement (PCS transferee

only/excludes foreign PCS)

28. Does the system provide for thereimbursement maximums orlimitations applicable toregulatory provisions in effecton the employee’s effective dateof transfer?

• Maximum reimbursementlimitations:• Sale of old home:

• Reimbursableexpenses cannotexceed 10 percent ofthe actual sale price.

• Purchase of new home:• Reimbursable

expenses cannotexceed 5 percent ofthe actual purchase

______________________________________________________________________________


______________________________________________________________________________


Temporary/permanent

change of station

Yes/no

na Explanation

price.• Settlement of an

unexpired lease:• Applicable

laws/terms of lease.• Sublease.

• Pro rata basis (a) if notfull title to the residenceor (b) if employee sellsor purchases land inexcess of that whichreasonably relates to theresidence site. (M)

29. Does the system provide thecapability to set, change, andapply limits on travel advancesas not authorized for residencetransaction expensereimbursement as set forth inFTR 302-6? (M)


• Settlement dates timelimitation – 2 years fromdate employee reports forduty at new official station;may extend 1 year.



• Foreign PCS. (M)

Allowance for relocation

services (PCS transferee only)

31. Does the system provide for thereimbursement maximums orlimitations applicable toregulatory provisions in effecton the employee’s effective date

______________________________________________________________________________


______________________________________________________________________________


Temporary/permanent

change of station

Yes/no

na Explanation

of transfer?

• Substitute for reimbursablerelocation allowancesauthorized (e.g., householdgoods management servicesas a substitute fortransportation of householdgoods). (M)

Allowances for miscellaneous

expenses (PCS and TCS

transferee only)

32. Does the system (1) provide forthe reimbursement maximumsor limitations applicable toregulatory provisions in effecton the employee’s effective dateof transfer or appointment and(2) allow for enteringappropriate data for variousoptions of method ofreimbursements, including dailyitemization of actual expenses?

• Reimbursement:• Minimum

reimbursement:• Without immediate

family – lesser of 1week’s basiccompensation or$350.

• With immediatefamily – lesser of 2weeks’ basiccompensation or$700.

• No receipts.• Actual:

• Receipts required.• Aggregate amount

cannot exceedemployee’s basic payfor 1 week without

______________________________________________________________________________


______________________________________________________________________________


Temporary/permanent

change of station

Yes/no

na Explanation

an immediate familyor 2 weeks with animmediate family.

• In no instance mayactualreimbursementexceed themaximum rate of agrade GS-13. (M)

33. Does the system provide thecapability to set, change, andapply limits on travel advancesas not authorized formiscellaneous expensesallowance as set forth in FTR302-3? (M)


• Not authorized foremployee’s first assignmentunless to an overseaslocation.



• Employees returningfrom overseasassignments for thepurpose of separation.(M)

Allowance for property

management services (TCS and

foreign PCS (until

implementation of HR 9304)

transferee)

4Enacted October 19, 1998, into P.L. 105-264.

______________________________________________________________________________


______________________________________________________________________________


Temporary/permanent

change of station

Yes/no

na Explanation


• Optional use by employee.• Authorized for transfer to

foreign area/transferredback to a differentnonforeign area.

• Agency pays for servicesoffered by a company thatassists the employeestransferred to a nonforeignarea from a foreign area inretaining and renting, ratherthan selling residences atgovernment expense:• Up to a maximum of 24

months (2 years fromeffective date oftransfer).

• Agency may offset anyexpenses paid againstsubsequentreimbursement for saleof residence.



• Employees transferringwholly within anonforeign area. (M)

Allowances for transportation

of privately owned vehicle

(POV) (PCS and TCS transferee

and new appointee)

36. Does the system provide for thereimbursement maximums orlimitations applicable toregulatory provisions in effecton the employee’s or newappointee’s effective date of

______________________________________________________________________________


______________________________________________________________________________


Temporary/permanent

change of station

Yes/no

na Explanation

transfer or appointment?

• Agency pays entire costsfrom point of origin todestination:• Commercial means.• Government means as

space available. (M)

37. Does the system provide thecapability to set, change, andapply limits on travel advancesfor transportation andemergency storage ofemployee’s POV as set forth inFTR 302-10? (M)


• Restrictions:• Outside U.S. (to and

from post of duty):• Transport one POV

unless replacementauthorized within 4-year period ofcontinuous service.

• Employee drivesPOV from authorizedorigin to deliver POVto port ofembarkation or fromport of debarkationto authorizeddestination; fromport of embarkationback to authorizedorigin afterdelivering POV orfrom authorizeddestination to port ofdebarkation to pickup POV:

______________________________________________________________________________


______________________________________________________________________________


Temporary/permanent

change of station

Yes/no

na Explanation

• Reimburse one-way mileagecosts.

• May not bereimbursed a perdiem allowancefor round-triptravel to andfrom a portinvolved.

• Within CONUS –transport any number ofauthorized POVs inaccordance with FTR302-10.

• Rental car not allowed ateither duty station. (M)

Withholding tax allowance

(WTA) (PCS and TCS

transferee only)

39. Does the system provide thecapability to calculate in Year 1a gross-up formula (compensatethe employee for the initial tax,the tax on tax, etc.) for a WTApayment amount to cover theemployee’s federal or PuertoRico withholding tax each timecovered moving expensereimbursements are made,excluding other withholding taxobligations? (M)

40. Does the system provide thecapability for processing morethan one WTA if reimbursementfor moving expenses is receivedin more than 1 calendar year?(M)

41. Does the system generatenotices for outstanding WTAswhen information has not beensubmitted within a given time

______________________________________________________________________________


______________________________________________________________________________


Temporary/permanent

change of station

Yes/no

na Explanation

period as established by theagency? (M)

Relocation income tax (RIT)

allowance (PCS and TCS

transferee only)


• Limited expenses orallowances covered by RIT:• Househunting trip.• En route travel

according to current IRSregulations.

• Household goodsshipment (includingtemporary storage over30 days).

• Nontemporary storageexpenses (beforeOctober 12, 1984).

• Mobile home/boatmovement.

• Temporary quarters.• Residence transactions

(real estate) expensereimbursement.

• Relocation services thatconstitute income to theemployee.

• Miscellaneous expensesallowance.

• Property managementservices allowance.



• Employees returningfrom overseas

______________________________________________________________________________


______________________________________________________________________________


Temporary/permanent

change of station

Yes/no

na Explanation

assignment for thepurpose of separation.(M)

43. Does the system provide thecapability to set, change, andapply limits on travel advancesas not authorized for RITallowance as set forth in FTR302-11? (M)

44. Does the system allow forentering appropriate data forincome level and filing status?(M)

45. Does the system allow forprocessing RIT claims involvingtwo or more states with theselection of applicable taxingsituations (average, highest,sum of the applicable state/localmarginal tax rate) to determineapplicable single state/localmarginal tax rate? (M)

46. Does the system provide thecapability to calculate formulasfor a combined marginal taxrate (CMTR) that includes asingle rate for federal or PuertoRico marginal tax rate, state’smarginal tax rate (applicablewhen states do not allowdeduction of moving expenses),and local marginal tax rate?(M)

47. Does the system provided thecapability to calculate a CMTRformula for Year 1 and for Year2 (formula adjusts the state andlocal tax rates to compensatefor their deductibility fromincome for federal or PuertoRico tax purposes)? (M)

______________________________________________________________________________


______________________________________________________________________________


Temporary/permanent

change of station

Yes/no

na Explanation

48. Does the system provide thecapability to calculate stategross-up formulas to be usedwhen states do not allowdeduction of moving expenses?(M)

49. Does the system provide thecapability to calculate in Year 2a gross-up formula for a RITallowance payment amount tocover the additional tax liabilitynot covered by the WTA paid inYear 1 on prior PCS settlementvouchers. (M)

50. Does the system provide thecapability of processing morethan one RIT, if reimbursementis received in more than 1calendar year? (M)

Homesale program/home

marketing incentive payments

(PCS transferee only)

51. Does the system provide thecapability to calculatemaximums or limitationsapplicable to the followingincentives?

• Agency pays transferredemployee home marketingincentive for finding a bonafide buyer for employee’sresidence. May not exceedlesser of:• Five percent of the price

the relocation servicescompany paid theemployee for residence,or

• Actual savings theagency realized from thereduced fee/expenses it

______________________________________________________________________________


______________________________________________________________________________


Temporary/permanent

change of station

Yes/no

na Explanation

paid to the relocationservices company. (M)


• Use relocation servicescompanies under contractwith the government. (M)

______________________________________________________________________________


______________________________________________________________________________


Interface requirements

Yes/no

na Explanation

1. Does the system provide travelactivity transactions to the corefinancial system by:

• Generating accountingtransactions as needed?

• Updating funds control?• Updating the Standard

General Ledger?• Generating disbursement

actions by electronic fundstransfer?

• Updating subsidiarysystems/modules? (M)

2. Does the system provide astandard record format forinterface of transactions fromthe travel system to the corefinancial system? (M)

3. Does the system provideinterfaces with the accountsreceivable module for salaryoffsets? (Access to claims shallbe controlled as determined byeach agency.) (M)

4. Does the system provide thecapability to generate theappropriate accountingtransactions to reflect the costof the trip to be funded by thegovernment and transactions torecord the receipt of incomefrom nonfederal sources? (As avalue-added feature, this couldbe linked with an AccountsReceivable System.) (M)

5. Does the system provide forrecording sufficient airlineticket information that isessential to the airline ticketpayment process so that the

______________________________________________________________________________


______________________________________________________________________________


Interface requirements

Yes/no

na Explanation

accounting office may reviewthe information, verify theamount cited on the airline bill,and determine if a refund is dueor reconcile other ticketingdifferences so that correctpayment is made? (M)

6. Does the system provide thecapability to interface with theagency’s Travel ManagementSystem, effective January 1,2001? (M)

7. Does the system provide thecapability to maintain and senda record of taxable travelpayments to the payroll systemfor inclusion in the employee’sForm W-2, Wage and TaxStatement? (M)

8. Does the system provideinterface to electronic routingor mail system? (V)

9. Does the system provide thecapability to support electronicinterface with the credit cardcompany? (V)

10. Does the system provide for on-line funds validation? (V)

11. Does the system provide thecapability to support electronicinterface with relocationcontractors? (V)

______________________________________________________________________________


______________________________________________________________________________


Reports

Yes/no

na Explanation

1. Does the system maintain datafor use in future time frames?(M)

2. Does the system maintainstandard data elementscontained in FTR, Chapter 301,Appendix C, to generatestandard and ad hoc reports?(M)

3. Does the system maintain andreport travel obligation andliquidation information? (M)

4. Does the system allow for thereformatting of reports topresent different sorts of theinformation, the presentation ofonly specific information in theformat selected, thesummarization of data, and themodification of report formatsto tailor the reports to thespecific requirements of theagency? (M)

5. Does the system provide thecapability to download data tospreadsheets or other analyticaltools? (M)

6. Does the system provide thecapability to run on-demandanalysis reports? (M)

7. Does the system provide traveldata to General ServicesAdministration (GSA) foroversight in accordance withFTR 300-70, Agency ReportingRequirements? (M)

______________________________________________________________________________


______________________________________________________________________________


Reports

Yes/no

na Explanation

8. Does the system provide thecapability to electronicallytransmit reports? (V)

9. Does the system provide thecapability to modify “HELP”facilities to meet specificrequirements of the agency?(V)

______________________________________________________________________________


______________________________________________________________________________


System administration

Yes/no

na Explanation

1. Does the system provide thecapability to establish andmaintain the following tablesthat include, at a minimum:

• User administration:• Traveler profile?

• Trip purpose?• Operational expense?• Locality/M&IE allowances?• Locality/lodging rate (per

diem)?• Travelers government

charge card?• Air costs/destination?• Rental car rate/type?• POV mileage rate/mileage?• Approving officials:

• Organization/funding?• Delegated Authority?

(M)

2. Does the system provide foradministering required accesscontrols and security? (M)

3. Does the system provide forflexible operational capability toallow for daily, weekly,biweekly, monthly, quarterly,and annual processingrequirements? (M)

4. Does the system provide thecapability to maintain rulesincorporated in the travelsystem? (M)

5. Does the system provide formaintaining defined messagesto the user regarding generalsystem information (includingPrivacy Act Statement),announcements, etc.? (M)

______________________________________________________________________________


______________________________________________________________________________


System administration

Yes/no

na Explanation

6. Does the system provide formaintaining routing lists? (M)

7. Does the system provide forsupporting the remote user?(M)

8. Does the system provide forestablishing capability to useelectronic signatures? (M)

9. Does the system provide thecapability for backup andrecovery of transactions? (M)

10. Does the system provide forgathering and analyzing usagestatistics? (M)

11. Does the system provide forretaining system records inaccordance with agencyregulations and preventing thepurging of historical recordsprior to the proper period asauthorized for disposal by theNational Archives and RecordsAdministration (NARA)? (M)

12. Does the system provide forautomated maintenance of perdiem rates from a centralsource? (V)

______________________________________________________________________________


______________________________________________________________________________


Records retention

Yes/no

na Explanation

1. Is the destruction of agencyrecords created within thefederal government approved byNARA, per 36 CFR 1228 and1234? Basic travel records arecurrently authorized fordisposal by General RecordsSchedule (GRS) 9, Travel andTransportation Records and byGRS 20, Electronic Records(copies may be obtained fromagency’s records officer or fromNARA). For travel andtransportation records notcovered by this authority or forany questions regarding thedisposition of federal records,please contact:

Life Cycle ManagementDivision (NWML)

National Archives andRecords Administration

Washington, D.C. 20408.

The telephone number is (301)713-7110. (M)

(922286)

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