Nih manual 1500-8

Specifically, the more important changes include: 1 information inclusive of a web site address for the GSA Federal Premier Lodging Program facilities; 2 clarification regarding policy on temporary duty TDY travel and annual leave; 3 guidance on emergency travel, i.

As long as an estimate of the costs for such phone calls is displayed on the Travel Authorization, there will no longer be a stipulation that the reimbursement is only to be limited to the international transmitting costs plus not to exceed the first three minutes of conversation.

Filing Instructions: This revised version of Chapter 04 is to replace the previously issued version of this chapter. Chapter Introduction to Official Government Travel.

Suite Bethesda, MD Phone: Email: policymanual nih. For best performance, we recommend the use of Chrome, Edge, Firefox, or Safari browsers. Toggle navigation. Content of this chapter, contact the issuing office listed above. Do contact the bank customer service number in a timely manner, if you have questions about your monthly bill. Do surrender your travel card to your supervisor upon separation from HHS.

Don't forget to file your travel claim within 5 working days after trip completion or every 30 days if you are on extended TDY travel. Do retain your receipts while on travel so you have accurate information to file a travel claim and to reconcile your monthly statement.

Don't use your travel voucher reimbursement for personal gain. Do use Split Disbursement, when vouchering, to pay your bill. Do submit payment in full for the travel card bill before the statement due date. Don't allow your travel card account to become delinquent. Delinquency occurs on the first day after the due date. A mutual agreement can be reached to rectify any problem immediately. Do obtain cash advances for official travel through an ATM only when authorized.

E-mail: transportation psc. Suite Bethesda, MD Phone: Email: policymanual nih. For best performance, we recommend the use of Chrome, Edge, Firefox, or Safari browsers. Toggle navigation. Toggle navigation arrow down — Travel Policies and Procedures. Transmittal Notice. Appendix 3 - Travel Reimbursem Appendix 4 - Record Retention Appendix 5 - Glossary Of Acron Appendix 6 - Sponsored Travel Appendix 7 - Request for Premi Appendix 8 - Authorization For Appendix 9 - Travel Benefits f Appendix 10 - Acceptance Lette Appendix 10A - Sponsored Trave Appendix 10B - Certification C Appendix 12 - Subobject Class Provide Feedback.

Edit Appendix Add SubSection. This requirement became effective for all current NIH travelers on January 1, In addition to the "User Guide" general instructions for completing this form, it is important to note the following: Name and address - Enter the complete "legal" name of the traveler and their current address as indicated on payroll records.

Spell out the names of streets, drives, avenues, etc. Title field - This field is not filled in when making a traveler entry.

The field may be used if space is needed for "special instructions" to OFM. SSN without punctuation i. Do not use the SSN of a foreign country. A Non-U. Citizen with a U. These key stations are located at strategic points throughout the NIH campus and field office buildings or you may access the Program through your telephone.

This number can be obtained by calling Those employee travelers whose salaries are generated from sources other than the Federal payroll system, cannot use the EEP. These employees must first notify their Personnel Office of all changes or corrections affecting their payroll and travel reimbursement status.

You may fax this Form to OFM on NIH e-mail messages NIH e-mail messages messages, including attachments, that are created on NIH computer systems or transmitted over NIH networks that are evidence of the activities of the agency or have informational value are considered Federal records.

Management Controls The purpose of this manual issuance is to provide information and guidance regarding NIH policies and procedures pertaining to official travel, its authorization and performance, and submission of claims for reimbursement of expenses. Frequency of Review : An ongoing review of various reports and information related to travel activities at NIH. Method of Review: The ongoing review will be conducted by a task review group.

The group will be responsible for establishing a checks and balance system that will include: identifying and testing risk area functions; an IC data retrieval process, and a monitoring schedule. Travel functional areas that will closely be examined include Sponsored Travel and Premium Class Travel. Sponsored Travel entails approximately 4, trips per year and constitutes both a sensitive and highly visible area of travel. The NIH must ensure that performance of this type of travel does not appear to be an augmentation of the budget, a solicitation of funds, or a conflict of interest.

Premium Class Travel must be examined from an additional cost standpoint when compared to coach fare accommodations and must be monitored in terms of the frequency, timing, and justification supportive of each request.

Specific reporting requirements will include, but not be limited to, the annual report of Premium Class Accommodations and the semi-annual report of Cash or In-Kind Sponsored Travel. Appendix 5 - Glossary Of Acronyms.

Once the employee receives a Letter of Invitation, email, or telephone call documentation required from a sponsor, he or she is to notify their supervisor immediately and send a copy of the Letter of Invitation and the Official Activity Duty Form to the appropriate IC Ethics Official for proper clearance, prior to processing a travel request. A complete travel package inclusive of the Certification Checklist must be completed and certified by the employee and then forwarded to the appropriate Authorizing Official for approval.

However, the traveler is required to submit a voucher package to the IC Administrative Office to ensure that the data is processed in the automated travel system accordingly, and for auditing purposes.

Appendix 9 - Travel Benefits for Federal Employees. Storage and shipment of Household Goods Non-Temp. Property Mgmt. Appendix 10 - Acceptance Letter.

Please confirm with the sponsor. The following question and answer guidance is provided in order to assist you in achieving this objective: Q1 Where can I reference the NIH policy that permits a non-FTE person to accept travel and related expenses from a nonfederal source? Consistent with 5 CFR In this scenario however, written justification must be obtained from your IC Ethics Official and can be done so by completing the following forms: Approval of an Award from an Outside Organization; and Approval of an Honorary Degree from an Outside Organization.

If airfare is not covered by the sponsor, the expenses must be paid for from the IC's appropriated funds. No form of reimbursement is to be accepted from the sponsor upon completion of the trip. Airfare should be provided for in the form of coach class accommodations. Lodging - Lodging must be provided by the sponsor "In Kind". If lodging is not covered by the sponsor, the expenses must be paid for from the IC's appropriated funds. Lodging should be provided at the Government rate.

Meals - If the sponsor agrees to pay for the meals "In Kind" as part of a, e. If the meals are not going to be covered by the sponsor, the non-FTE person should take out an advance based on the applicable meals rate for the geographic location where the event is taking place. These expenses will be paid for out of the IC's appropriated funds.

All such expenses will be paid for by IC appropriated funds. NOTE: If all of your answers to the questions on the Certification Checklist are "no" , you do not need to seek ethical clearance. Yes No If yes, reimbursement may NOT be accepted Date verified Person Verifying Does the offer of travel reimbursement include other compensation from the sponsor in a the form of an honorarium, or b payment for the travel of family members or c payment for travel beyond that allowed under Federal travel regulations?

Yes No If yes at b , family member's travel order , at c , justification attached. Is the travel related to the development by the sponsor of a grant or contract proposal for submission to your IC? Yes No Is the traveler an officer, director, trustee, partner or an employee of the sponsoring organization? Yes No Do you or your spouse or minor child have financial interests or personal business relationships with the sponsoring organization?

Yes No Do you have any involvement in the review, approval, or monitoring of any active or potential grant, cooperative agreement, or contract for research, goods, or services concerning the sponsoring organization? Further, does the acceptance of this sponsorship compromise the IC's or NIH with respect to its policies, procedures, and official positions on issues?

Yes No Is the sponsor involved in any NIH investigations of scientific fraud or misconduct or for any reason been debarred from receipt of government grants, contracts or cooperative agreements? Is the purchase of the travel to participate in an activity involving scientific misconduct issues?

If the answer is "yes," please discuss the circumstances with your Executive Officer before proceeding. Appendix 12 - Subobject Class Descriptors. Site Visit Travel - Travel that entails visiting a particular site in order to perform operational or managerial activities, e.

Domestic travel is to be coded under Program Meeting Travel - Travel to attend a meeting, conference, seminar, symposium, etc. Activities that fall under this descriptor include: workshops, collaborative research, study sections, board reviews, clinical procedures in epidemiologic field work, and other similar events.

It also entails providing expertise in the evaluating of scientific evidence and assessment of data. Travel of a non-Federal person to give a speech or presentation, deliver a paper, etc. Travel of a non-Federal person who is evaluating scientific data; assessing products submitted for a clinical trial; etc. This travel is only to be coded as domestic under Travel of a Federal Advisory Committee member to attend the IC's quarterly review meeting is to be coded as domestic under Training Attendance - Travel to receive training associated with developing and improving the employee's knowledge, skills and performance; including training conferences held for professional development.

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