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United States Department of Agriuculture |
June 20, 1996 | |
Farm and Foreign Agricultural Services |
MAP-97009 | |
Foreign Agricultural Services |
SUBJECT: | Procedures for Travel by Non-FAS USDA Travelers Related to Approved Cooperator and MAP Activities |
TO: | All Cooperators and Participants | |
1400 IndependenceAve., SW Stop 1042 Washington, DC 20250-1042 |
BACKGROUND: | The participation of USDA
personnel in approved Cooperator and MAP market
development activities, particularly those of a technical
nature, has often been an essential element of the
activities' success. Typically, travel expenses have been
charged, directly or indirectly, to Cooperator project
funds or MAP Participant CCC resource accounts. In FY 1990, the Office of the General Counsel determined that reimbursement of travel expenses of USDA personnel, even indirectly by a direct charge to an account established in the name of the Cooperator/Participant, represents a potential conflict of interest. |
SOLUTION: | In FY 1991, FAS established procedures to enable the continued participation of other USDA personnel in authorized market development activities by directly reimbursing the traveler upon completion of the approved trip. | |
PROCEDURES FOR TRAVEL: | PROCEDURES FOR COOPERATORS and PARTICIPANTS Non-FAS USDA travel will continue to be possible pursuant to both approved MAP and Cooperator activities. Cooperator/Participant budgets will not be reduced to cover the costs of such travel. Therefore, FAS-initiated amendments should not be prepared for these costs. The tight budget situation limits FAS' ability to fund travel that is not included in the original Non-FAS USDA travel budget each fiscal year. Therefore, in order to guarantee proper funding levels are set, please submit as an addendum to your activity plan or in a separate written request to the appropriate Commodity Division the following information:
Instruct USDA personnel traveling as part of an
activity to contact the appropriate Commodity Division at
least FOUR WEEKS PRIOR to departure regarding preparation
of the AD-202, Travel Authorization. |
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PROCEDURES FOR COMMODITY DIVISION |
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At least FOUR WEEKS PRIOR to the planned travel,
prepare a brief memo (copy attached) to MOS explaining
and justifying the purpose of the travel (cite
cooperator/MAP plan and activity number). Include an
"Approved/Disapproved" line. ALL TRAVEL RELATED
DOCUMENTS MUST COME TO THE MARKETING OPERATIONS STAFF. Once MOS has approved the travel, have the traveler prepare an AD-202, Travel Authorization, that includes the following:
A signature block for:
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Instruct the traveler that FAS will reimburse the traveler upon completion of the trip and submission of an AD-616, Travel Voucher, trip report, and a copy of the signed AD-202. The AD-616 must clear through the Commodity Division and MOS. | ||
If you have questions regarding these procedures, please contact Colette Ross of the Marketing Operations Staff on 720-2379. | ||
JAMES V. PARKER Deputy Administrator Commodity and Marketing Programs |
ATTACHMENT | |
SUBJECT: |
Request for a Non-FAS USDA employee to travel |
TO: | Kent Sisson Director Marketing Operations |
This memo is to request approval for Mr. Eric Dudley, USDA-AMS, to travel to Hong Kong to participate, as a guest speaker, in the National Carrot Council Southeast Asia Convention. The travel is scheduled to occur May 5-11, 1998. The scheduled travel will take place under MAP activity plan HK002. |
APPROVAL:________________ | DISAPPROVAL____________________ |
DATE:________________________ | DATE:____________________________ |
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