ITS Program Advisory Committee

ITS Program Advisory Committee Meeting
July 31 - August 1, 2008

Travel Process Instructions
06-26-2008 v3

1. General

a. The ITS Program Advisory Committee (ITSPAC) will meet July 31 – August 1, 2008, in the Admiral II & III meeting rooms of the Courtyard by Marriott Capitol Hill/Navy Yard Hotel at 140 L Street, SE, Washington, DC 20003.

b. For the convenience of ITSPAC members, not only airline travel, but also lodging (this is a change to previous travel process instructions) will be coordinated by and billed to Citizant, Inc. under contract with FHWA. If circumstances require that you coordinate your own travel and/or lodging arrangements, please obtain approval from the U.S. Department of Transportation ITS Joint Program Office by contacting Ms. Marcia Pincus, the Committee Management Officer at 202-366-9230 or at the address below. Car rental also must be approved.

U.S. Department of Transportation
Research and Innovative Technology Administration
ITS Joint Program Office
Attention: Marcia Pincus, Room E33-401
1200 New Jersey Avenue, SE
Washington, DC 20590

c. Please complete your airline travel and lodging arrangements as described below.

d. These instructions and the associated Travel Expenses Sheet, along with other meeting documents, will be available on the ITSPAC Webpage in the ITS Overview section of the ITSJPO Website at http://www.its.dot.gov/itspac/index.htm.

2. Travel

a. Under the Science Applications International Corporation (SAIC) – Citizant, Inc. Mentor Protégé Agreement, the SAIC Travel Services Group will arrange ITSPAC airline and train travel. Please contact the SAIC Travel Services Group agent, Christa Cook, by e-mail (preferred method) at Christa.L.Cook@saic.com or by telephone at 703-676-2744. The SAIC Travel Services Group normal business hours of operation are 9:00 a.m. to 6:00 p.m.; however, the above telephone number is available 24 hours per day, 7 days per week, so if you call outside normal business hours your needs will be addressed.

b. Identify yourself as an ITS Program Advisory Committee member, and provide the following information:

(1) Your name as it appears on identification documents (driver’s license, passport, etc.);
(2) The airports from and to which you will fly;
(3) Your desired travel dates and times; and
(4) Any travel preferences or requirements (seat preference, frequent flyer number, etc.).

c. Christa Cook will e-mail you a draft itinerary for your approval. Please e-mail or telephone her your approval, and she then will e-mail you the finalized itinerary.

3. Lodging  

a. Please contact the Courtyard by Marriott Hotel at 202-479-0027 not later than July 7, 2008, and inform the hotel reservation agent that you are making lodging arrangements for the ITS Program Advisory Committee meeting. At that time, you will be required to guarantee your guest room with a credit card. Rooms not reserved by July 7 will be released for general sale, and reservations made after July 7 will be subject to the hotel prevailing rate. Any changes or cancellations must be made not later than 72 hours prior to day of arrival. Failure to do so will result in the billing of one night’s room and tax charge to the guarantee credit card.

b. Upon arrival, you will be asked to leave a cash or credit card deposit to guarantee payment of incidental charges.

4. Expense Reporting Guidelines

a. Calculation of reimbursable expenses will follow the Federal Travel Regulations (FTR). In order to receive reimbursement, you agree to the following guidelines. You must sign the attached Travel Expenses Sheet and fax the sheet and, as appropriate, copies of receipts to 703-667-9421, Attention: Accounting, and then mail original receipts to:

Citizant
5180 Parkstone Dr., Suite 100
Attention: Accounting
Chantilly, VA 20151

b. For the July 31 – August 1, 2008, ITSPAC meeting, the FTR allowable maximum expenses for Washington, DC are:

Lodging: $154.00 (not including tax)
Meals & Incidental Expenses (MI&E): $64.00

c. Expenses that exceed official per diem rates will not be reimbursed.

d. Following are descriptions of the reimbursement elements of the Travel Expenses Sheet. Note that the associated Microsoft Excel file (workbook) includes both “Expenses” and “Mileage” sheets.

e. If you have specific questions about the completion of the Expenses Sheet, please call 703-667-9420, ext. 152.

Updated October 9, 2008 4:11 PM