1500 - TRAVEL POLICIES AND PROCEDURES Issuing Office: OM/OFM 301-496-4379 or 301-402-8831 Release Date: 1/26/06 1. Explanation of Material Transmitted: The material transmitted contains amended language that serves to update and clarify existing policies and procedures when it comes to procuring official travel services from the Travel Management Center. The rewrite also includes language about the new service fees that will go into effect pending the transition to the HHS contract in May of 2006. 2. Filing Instructions: Remove: NIH Manual 1500, Chapter 11 "Use of NIH Official Travel Management Center," dated 11/9/00 Insert: NIH Manual 1500, Chapter 11 "Use of Official Travel Management Center," dated 1/26/06 PLEASE NOTE: For information on:
1500-11-00 - Use of Official Travel Management Center (TMC) Contents: A. Introduction 1500-11-01 - TMC Performance Based Contract Contents: A. Features 1500-11-00 - Use of Official Travel Management Center (TMC) In line with Federal Travel Regulation (FTR) 301-73.104, the Department
of Health and Human Services has awarded a performance-based contract to
a Travel Management Center (TMC) for the provision of travel management
services. These services include reservations for common carrier
transportation, lodging, rental cars, and other official business travel
requirements. Travelers are mandated to procure all official travel
services from the TMC unless they meet one of the exceptions outlined in
NIH Manual Chapter 1500-02-01.
The TMC TMC acts in accordance with the established FTR and
corresponding HHS and NIH travel policies and procedures. Appropriate
delegations of authority at the National Institutes of Health are those
which are published in NIH Manual Issuance 1130 under “Travel”. These
delegations are also defined in NIH Manual Issuance 1500 Chapter 01-02
C(9) and C (10). Listed below are some frequently used terms and their definitions related to the procurement of official Government travel.
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The purpose of the TMC is to provide a high quality, central source of support for authorized travel programs at the NIH. This also includes any changes related to current or emerging travel management programs, systems, products, and services which support this objective. The NIH has a number of different categories of travel that represent the diverse ways in which the NIH accomplishes its mission. These include, 1) Staff Travel; 2) Special Service Travel; 3) Invitational/Meeting Travel; and 4) Patient Travel. In this respect, the TMC offers an array of core services as described below: 1. Reservation and Ticketing Services The TMC will provide or effect the following reservation and ticketing services:
2. Agency Travel Policy Compliance
3. Lodging Services
4. Car Rental
5. Accommodations for Persons with Disabilities
6. Itineraries/Passenger Receipt Coupons Automated itinerary documents will be provided, and include such information as:
7. Ticket Delivery While electronic ticketing (ticketless) is fast and efficient, it may not be acceptable to the requesting office or available for certain travel destinations. When a "paper” ticket is requested, a separate fee, in addition to the TMC service fee will be charged. Therefore, the following ticket delivery options are available:
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1500-11-01 TMC Performance Based Contract The TMC will implement and maintain key service features which will enhance the overall efficiency and effectiveness for the NIH. Examples include, but are not limited to:
Performance standards are an important aspect of this contract as they ensure that the NIH customer service needs are met and/or exceeded. The Project Officer is responsible for reviewing reports and consumer feedback related to each stated performance standard. Armed with this information, the NIH can then partner more effectively with the TMC to more expeditiously resolve any discrepancies or problems by suggesting training and/or changes to established TMC business practices. These performance standards include:
If during the quarterly reviews the Project Officer determines that any of these standards have not been met, the TMC will be penalized by reducing the transaction fees associated with the Clinical Line Item Numbers (CLIN) paid to the contractor. Non-refundable service fees: 1. A non-refundable service fee will be charged for each transaction that involves an airline or train ticket being issued. If a lodging and/or rental car reservation is administered at the same time as the requested transportation ticket, no additional fee is charged. 2. A non-refundable service fee will be charged if lodging and/or rental reservations are made without the issuance of a transportation ticket. This includes all travel booked through the TMC (patient, official government, and travel for authorized non-government travelers). The applicable service fee to be charged by the TMC is dependent upon the type (staff, patient or meeting) and method used to make a reservation. Acceptable methods for making reservations with the NIH TMC are:
For the most current TMC fee schedule, go to http://dtts.ors.od.nih.gov/travel.htm.
(Under NIH TMC Contract, click on “Omega Fee-for-Services Fact
Sheet.”) The TMC is also able to provide a full range of travel services for authorized non-government personnel on official business for the NIH (Invitational Travel, FTR 300-3.1) through the Purchase Order (PO) and Record of Call (ROC) mechanisms. Purchasing tickets through either method allows the NIH to take advantage of Government contract city-pair airfares. Procedures for processing PO and ROC travel can be found at http://www.nih.gov/od/ors/dss/special/po_travel.htm. NOTE 1: In accordance with the FTR, if a nonfederal person traveling on the NIH’s behalf is receiving an honorarium or fee for service, they are not eligible to receive contract city-pair fares. In this case, a Travel Authorization is not to be prepared for any associated travel costs. NOTE 2: It is NIH policy that the PO or ROC mechanism is only to be used when a contingent of 5 or more non-federal persons are traveling on the NIH’s behalf. If 4 or fewer individuals are traveling, a Travel Authorization must be prepared for each individual. To ensure that travel needs are effectively met, we would like to offer some procedures that will assist NIH travel arrangers:
For additional guidance and information on authorization and approval of government travel, please see NIH Manual 1500-01-00 through 1500-01-02 at http://www1.od.nih.gov/oma/manualchapters/management/1500/01.html. TMC and NIH Contact Information: For the most current TMC contact
information, locations and hours of operation, etc.; and for the most
current NIH contact information, please visit the Office of Research
Services (ORS)/Division of Travel and Transportation Services (DTTS)
travel web page at: http://dtts.ors.od.nih.gov/travel.htm. Should you
encounter poor customer service, or have questions or concerns about the
information being provided to you, please prompt the “NIH Contact”
listed under “Contact Information”. The appropriate staff person will
make every effort to respond to your concerns in the most expeditious
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