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Procedures for Purchase Order Travel |
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Omega World Travel (OWT) can provide travel arrangements
and tickets for non-Government personnel on official business
for the NIH (Invitational Travel, FTR 300-3.1) through
the purchase order mechanism. Purchase orders for tickets
allow the NIH to take advantage of Government contract
airfares. Please Note: Cost reimbursable contractors are
not allowed to travel on government contract city-pair
fares.
The following information is necessary when entering
a purchase order for Omega services:
OC Code: |
21.xx (Please note: This is a change from the OC Code
that ICs were using previously. It has been determined by
OFM that this OC must be used for all travel related purchase
orders.) |
SF37 Code: |
XLXQ6 |
EIN: |
1540920000A2 |
Ship To: |
Meeting Sponsor's Name |
Supporting Documentation: |
Meeting Roster |
Remarks: |
Delivery Order Against Established IDC
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Delivery Date: |
Indicate the last day of the Meeting |
Quantity: |
1 |
Unit of Issue: |
Charge (for Domestic & International airfare)
Each (for Transaction Fees and shipping Charges) |
Unit Price: |
Enter the total dollar figure, which is estimated
by using $500/Domestic traveler per meeting and $1,500/International
traveler per meeting. It is recommended to add an additional
buffer in case of overages. |
Line Item Description: |
The name and inclusive dates of the meeting; as well
as a description of the service requested for the line
item. The IC should also include a self-assigned meeting
code.
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Justification: |
How you arrived at the total amount of each line item. |
Line Items
If the purchase order is for more than one meeting,
a separate line item is required for each, clearly
stating the name and date of the meeting. In addition,
line items should be designated separately for Domestic
airfare; Foreign airfare; and the service fee*
and shipping charges as applicable. Omega can assist
in providing this information based on each IC's
requirement.
*A per ticket non-refundable service fee is charged
by Omega for all airline and train reservations that
result in the issuance of a ticket. The fee for service
fact sheet (which includes the fee structure, information
on use and examples) can be found at the web address
listed above.
Rosters
As soon as the purchase order number is assigned,
submit the roster and a copy of the purchase order
to Omega. The roster must include the purchase order
number; the meeting code; the name and dates of the
meeting; the names, phone numbers and addresses of
all meeting participants; and the IC contact's name
and phone number.
Reconcillation
Once the tickets have been issued to the participants,
Omega will have a report prepared and sent to the
IC contact or Administrative Officer electronically.
The IC does not need to enter the receiving as this
is done by OFM during the monthly central billed
account reconcillation.
Credits for Unused Tickets
If a participant does not attend a meeting, it is
the IC's responsibility to get the ticket back from
that traveler(s) and return it to Omega. Omega will
then issue a credit to the IC's CAN for the ticket
cost only (the service fee is non-refundable).
Other Omega Services
Omega can also provide a full range of conference
services such as issuing invitations, providing badges,
arranging hotel accommodations, assisting with site
selection, processing registration fees, and issuing
honorarium and per diem to meeting attendees. Most
of these services involve a fee per attendee. It
is recommended that prior to issuing a purchase order
for any of these services, the IC should contact
the Omega Meeting Planner on (703) 243-9009 to discuss
your requirements.
See Contact Information for Questions/Concerns
Pertaining to Meeting Travel.
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Contact Information |
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Sharon Kirchgessner
Omega Meeting Planner
703-243-9009
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Arnold Alprin
Omega Meeting Planner
301-218-2606
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Florence Howard
NIH Travel Policy
howardf@mail.nih.gov
301-435-2927
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Joy Gaines
Program Specialist
NIH Travel Liaison Staff and Group Travel
Gainesj@mail.nih.gov
Building 31, Room 3B23
Bethesda, Maryland 20892
Phone: (301) 451-9299
Fax: (301) 480-3463 |
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NIH Travel.com |
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