Attachment J-19.2_Appendix ETSNext Demonstration Configuration Guide 2023-11-9.docx

U.S. General Services Administration

ETSNext

Attachment J-19.2: Appendix for ETSNext Demonstration Configuration Guide

November 9, 2023

Revision Log

Table of Contents

1 Purpose This document serves as the appendix to the GSA Demonstration Configuration Guidance document and provides vendors with the necessary details to prepare for the Demonstration Scenarios.

The configuration guidance tasks are based on the scenarios and tasks outlined in the Attachment J-10, ETSNext Demonstration Scenarios.

2 TDY Cities and City Pair Fares The demonstrations will use the following destinations for the Demonstration Scenarios. Below are the destinations, possible city pairs, participating carrier, and up to three tiers of government fares (-CB, YCA, and -CA). These airfares are valid for the 2024 fiscal year (10/1/2023 – 9/30/2024).

2.1 Domestic Destinations

AKRON/CANTON, OH - CAK

ALBANY, NY

ANCHORAGE, AK

BOISE, ID

CORPUS CHRISTI, TX

PALMS SPRINGS, CA

SALT LAKE CITY, UT

SARASOTA, FL

SPRINGFIELD, MO

TUSCON, AZ

2.2 Foreign Destinations

BOGOTA, COLOMBIA

BUDAPEST, HUNGARY

2.3 Short Distance Destinations

Washington, DC

Short Distance Destinations

New York, City

Philadelphia, PA

Richmond, VA

3 MOI Travel Policy

3.1 Purpose

MOI field agents frequently travel to locations of other federal agencies, as well as foreign locations as needed, to conduct field work and investigations. The MOI is a participating agency in the federal travel system ETSNext, sponsored by the General Services Administration (GSA). MOI has 1,200 employees that travel and use the ETSNext solution to book travel and process vouchers and disbursements. The MOI uses the Federal Travel Regulations (FTR) as the basis of their travel policy. The purpose of this document is to provide guidance to employees traveling on MOI’s behalf.

3.2 Responsibilities

Just as with the Federal Travel Regulations, MOI employees are expected to exercise the same level of care in incurring expenses that a prudent person would make if traveling on personal business when making official travel arrangements.

3.3 Policy

3.3.1 Transportation expenses:

3.3.1.1 Common Carrier

The basic requirements for using common carrier transportation fall into three categories:

1) Using contract carriers, when available, and if the traveler’s agency is a mandatory user of GSA’s city-pair contracts for air passenger transportation services, unless you have an approved exception.

2) Using coach-class service, unless other than coach-class service is authorized using lowest premium-class accommodations, unless other than lowest first-class accommodations are authorized.

3) You must always use US Flag Air Carrier (or ship) service for air passenger transportation or when traveling by ship unless your travel circumstances meet one of the exceptions.

3.3.1.2 Contract City Pairs

Use of contract city-pair fare for scheduled air passenger transportation services is required. Exceptions to the required use of contract city-pair fare applies when:

1) Space on a scheduled contract flight is not available in time to accomplish the purpose of travel, or use of contract service would require the traveler to incur unnecessary overnight lodging costs which would increase the total cost of the trip.

2) A non-contract carrier offers a lower fare to the general public that, if used, will result in a lower total trip cost to the Government (the combined costs of transportation, lodging, meals, and related expenses considered).

3.3.2 Per Diem Expenses

3.3.2.1 Lodging

Lodging reservations must be made through the Agency's travel management service.

Travelers should always stay in a ‘‘fire safe’’ facility. This is a facility that meets the fire safety requirements of the Hotel and Motel Fire Safety Act of 1990 (the Act), as amended (see 5 U.S.C. 5707a).

When selecting a commercial lodging facility, first consideration should be given to government lodging agreement programs such as FedRooms® (https://www.fedrooms.com).

3.3.2.2 Lodging Plus Per Diem

When travel is more than 12 hours and overnight lodging is required, the traveler is reimbursed the actual lodging cost not to exceed the maximum lodging rate for the TDY location or stopover point.

3.3.2.3 M&IE

The M&IE portion is intended to substantially cover the cost of meals and incidental travel expenses, such as tips given to baggage carriers and hotel staff. Meal expenses in excess of the maximum Per Diem allowance are not reimbursable.

M&IE Allowances and Applicable Rates

75% of the applicable M&IE rate for each calendar date in travel status

The M&IE rate applicable for the TDY location or stopover point.

3.3.3 Miscellaneous Expenses

When the following items have been authorized or approved by the Agency, they will be reimbursed as a miscellaneous expense:

· Baggage expenses

· Fees for travelers' checks

· Services of guides, interpreters, and drivers

· Fees for money orders

· Foreign country exit fees

· Use of computers, printers, faxing machines

· ATM transaction fees

· Laundry fees

3.3.4 POV

The use of POV (Privately Owned Vehicle) is permitted when authorized by your agency.

You will be reimbursed an applicable mileage rate based on the type of POV you actually use (privately owned airplane, privately owned automobile, privately owned motorcycle). These rates will be displayed on GSA’s website (https://www.gsa.gov/mileage).

3.3.5 Rental Car

Use of a rental vehicle is authorized when the use of one is advantageous to the Government.

Travelers must use the least expensive compact car available unless an exception for another class of vehicle is approved.

The agency may authorize the use of a non-compact car if using a non-compact car is necessary to accommodate a medical disability or other special needs.

3.3.6 Claiming Reimbursement:

The Agency requires travelers to submit travel claims within 5 working days upon the completion of the official trip, or a period of every 30 days if the traveler is on continuous travel status.

Travel Claims must include:

1) Evidence of the necessary travel authorizations including any necessary special authorizations.

2) Receipts for (mere inconvenience in the matter of taking receipts will not be considered):

a) Any lodging expense.

b) Any other expense costing over $75. The failure to do so must be fully explained on the travel voucher.

3.3.7 Local Travel

Travelers may not use IBA to pay for local transportation expenses, such as rideshare (Uber/Lyft), taxis, and subway.

4 Policy Exception Codes Vendors will configure their site’s policy configuration to following settings:

Policy Exceptions

First Class

Business Class

Coach Class

5 FedRoom Properties Vendors will need to access FedRoom rates for the demonstration. If a vendor does not have access to all the FedRoom rates, they may upload the properties listed below.

FedRoom Properties

Albany, NY

· COMFORT INN AND SUITES EAST GREENBUSH

· 99 MILLER ROAD. East Greenbush NY 12061 USA

· HOLIDAY INN EXPRESS HOTEL AND SUITES

· 400 Old Loudon Road. Latham NY 12110 USA

· HOLIDAY INN EXP STES E GREENBUS

· 8 Empire Drive Rensselaer NY 12144 USA

Akron, OH

· HOLIDAY INN EXP STES KENT

· 1215 Sanctuary View Drive Kent OH 44240 USA

· HOLIDAY INN EXP STES WADSWORTH

· 231 Park Center Drive Wadsworth OH 44281 USA

· COMFORT SUITES TWINSBURG

· 2716 CREEKSIDE DRIVE Twinsburg OH 44087 USA

Anchorage, AK

· MARRIOTT ANCHORAGE

· 820 W. 7TH AVENUE Anchorage AK 99501 USA

· COMFORT INN DOWNTOWN SHIP CREEK

· 111 W SHIP CREEK AVE Anchorage AK 99501 USA

· SHERATON ANCHORAGE HTL AND SPA

· 401 East 6th Avenue Anchorage AK 99501 USA

Boise, ID

· HYATT PLACE BOISE/DOWNTOWN

· 1024 West Bannock Street Boise ID 83702 USA

· COURTYARD BOISE DWTN MARRIOTT

· 222 BROADWAY AVE Boise ID 83702 USA

· TOWNEPLACE STES DWTN MARRIOTT

· 1455 S CAPITOL BLVD Boise ID 83706-3012 USA

Corpus Christi, TX

· HOLIDAY INN DOWNTOWN MARINA

· 707 North Shoreline Boulevard Corpus Christi TX 78401 USA

· OMNI CORPUS CHRISTI HOTEL

· 900 N Shoreline Boulevard Corpus Christi TX 78401 USA

· RESIDENCE INN CORPUS CHRISTI

· 309 South Shoreline Blvd Corpus Christi TX 78401 USA

New York, NY

· HOLIDAY INN EXP TIMES SQUARE

· 343 West 39th Street New York NY 10018 USA

· HYATT GRAND CENTRAL NEW YORK

· 109 East 42nd Street New York NY 10017 USA

· CLUB QUARTERS HOTEL TIMES SQUARE MIDTOWNCLUB

· 40 West 45th Street New York NY 10036 USA

Palm Springs, CA

· HOLIDAY INN EXP STES RANCHO MI

· 71730 Highway 111. Rancho Mirage CA 92270 USA

· COMFORT SUITES PALM DESERT

· 39-585 WASHINGTON ST. Palm Desert CA 92211 USA

Philadelphia, PA

· CLUB QUARTERS IN PHILADELPHIA

· 1628 Chestnut Street Philadelphia PA 19103 USA

· HOLIDAY INN EXPRESS MIDTOWN

· 1305-11 Walnut Street Philadelphia PA 19107 USA

· CAMBRIA HOTEL SUITES PHILADELPHIA DOWN

· 219 S Broad Street Philadelphia PA 19107 USA

Richmond, VA

· LINDEN ROW INNLINDEN ROW INN

· 100 E Franklin Street Richmond VA 23219 USA

· GRADUATE RICHMOND

· 301 West Franklin Street Richmond VA 23220 USA

· HYATT PLACE RICHMOND AIRPORT

· 4401 South Laburnum Avenue Richmond VA 23231 USA

Salt Lake City, UT

· HOLIDAY INN EXP DOWNTOWN

· 206 SOUTH WEST TEMPLE Salt Lake City UT 84101 USA

· HYATT REGENCY SLC

· 170 South West Temple Salt Lake City UT 84101 USA

· MARRIOTT CITY CENTER

· 220 SOUTH STATE STREET Salt Lake City UT 84111 USA

· COMFORT INN DOWNTOWN

· 171 WEST 500 SOUTH SALT LAKE CITY UT 84101 USA

Sarasota, FL

· HYATT PLACE SARASOTA LAKEWOOD RANCH

· 6021 Exchange Way Lakewood Ranch FL 34202 USA

· HOLIDAY INN EXP STES LAKEWOOD BRADENTON

· 5464 Lena Road Bradenton FL 34211 USA

· COMFORT INN SUN CITY CENTER

· 718 CYPRESS VILLAGE BLVD. Sun City Center FL 33573 USA

Springfield, MO

· COMFORT INN AND SUITES SPRINGFIELD

· 2815 NORTH GLENSTONE AVE Springfield MO 65803 USA

· CANDLEWOOD SUITES SPRINGFIELD

· 1920 E. Kerr. Springfield MO 65803 USA

· HOLIDAY INN EXP STES MED DISTR

· 310 E. Monastery Springfield MO 65810 USA

· DRURY INN AND SUITES SPRINGFIELD

· 2715 N GLENSTONE AVE Springfield MO 65803 USA

Tucson, AZ

· TUCSON MARRIOTT UNIVERSITY PRK

· 880 E. 2ND STREET Tucson AZ 85719 USA

· AC BY MARRIOTT TUCSON DOWNTOWN

· 151 E BROADWAY BLVD Tucson AZ 85701 USA Bullets

· TOWNEPLACE STES WILLI MARRIOTT

· 384 S WILLIAMS BLVD. Tucson AZ 85711 USA

Bogota, Colombia

· FAIRFIELD BY MARRIOTT BOGOTA EMBAJADA

· Avenida Calle 24 No 51 40 Bogota 111321251 Colombia

· GRAND HYATT BOGOTA

· CALLE 24A NO 57 60. Bogota 111321 Colombia

· HOLIDAY INN EXPRESS ZONA FINANCIERA

· Carrera 7 N 67-39 Bogota Colombia

· CROWNE PLAZA BUDAPEST IHG

· Vaci ut 1 3 Budapest 1062 Hungary

6 Car Rental The following car rental companies participate in the government travel program. Vendors will need to access the government rate/discount to the companies within this list.

Car Rental Companies

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