Tips and TricksDomestic Travel

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Tips and TricksDomestic Travel

• February 28, 2007
• Happy Belated Valentines Day

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IntroductionARC and DEAS Teams

• M. Daly--Meeting Facilitator NOT the Expert
• Anne GarveyNBS Guru and DCCPS AO
• DCCPS and DCP AOs and Techs
• DEAS Task leaders and Staff
• Were here for the traveler!

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Domestic Travel Tips and Tricks

• Its the little things that count!
• Quick takeawaysto make your life easier
• On-line case studieswhat the ARC looks for

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Communication Is the Answer

• Call aheadhelp us plan!
• Dont be afraid to ask questionsDEAS colleagues
  task leaders then the ARC
• Use COMMENTS AND REMARKSif you think the AO
  might ask, (s)he probably will ?

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Timelinetravel order approval process

• Two weeks lead timeno rush

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Traveler Request Form

• Get everything you need up front!
• Meeting dates AND times?
• Meals provided?
• Personal time? Weekends? CWS? Annual leave?
• Dont letm get away

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Purpose of TripWhat? When? Where? Why?

• Determines correct OC code and more
• Type of meetingprogram/conference/site
• Presenter or attendee?
• Pre/post conference meetings?
• Booth setup/tear down?Hey traveler!Just the
  facts, no song and dance

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Mealswhat counts and when?

• Researchcheck agenda or call to verify
• Do deduct for meals providedpart of fee
• Do not deduct for continental breakfast
• Document in comments section
• When entering lodging and per diemcheck after
  using APPLY THROUGH--system will delete meals
  added previously

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Registration Fee

• Yes or no?
• If yes, how much was it and was it paid?
• By whom?
• How?
• Provide registration form
• What does registration fee include (meals)?

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Lodging

• All reservations through TMC (OMEGA)
• If conference block of rooms does not exceed per
  diem or conference allowance (125), no AEA is
  required and Planner may book directly with
  block of rooms
• If rate exceeds conference allowance, then TMC
  must be asked to find alternatives. If TMC is
  unable to find a lower rate, then the Planner 1)
  may book directly AND 2) must DOCUMENT TMC
  inability and resulting cost advantage--AEA memo
  is required with comparative quotes of other
  hotels.
• Where to document? In AEA memo indicating that
  hotels were researched by TMCsee suggested
  wording. Select AEA box in lodging screen.
• Tax exempt? If yes, print forms and give to
  traveler
  ResearchDOCUMENTAsk!

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Airfare

• Need TMC itinerary
• What if traveler wants to combine personal and
  govt. business?

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On-line Case Studiesthe real deal!

• What the ARC looks for and why?
• Multiple destinations with annual leave
• Cash ticket

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Last but NOT leastDouble check

• A few extra minutes up front will save us ALL a
  lot of time and energy!

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Mistakes DO Happen

• We are all only human

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Teamworkthe Secret to our Success

• We CAN do it!

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What Next?

• Tips workshops?quarterly? other?
• Topics?vouchers, local travel, foreign travel,
  market reqs? Other?I wish, I wish.

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Thank You!