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47QMCB23R0011 - RFP - ETSNext Generation
Attachment J-9- T&E Management Business Scenarios Business Scenarios are categorized into three commonality levels differentiated by (1) the extent to which Federal agencies experience the situation and (2) the need for specialized processes to achieve the desired outcome for a traveler.
· Level 1 (L1): Affects most or all Federal agencies and impacts a large transaction volume or dollar value across the Federal government.
· Level 2 (L2): Affects multiple Federal agencies and requires some specialized processing from the service consumer perspective.
· Level 3 (L3): Affects one or a few Federal agencies and requires unique processing that is mandated by legislation or program requirements.
Business Scenarios are identified by a Business Scenario number (e.g., 1, 2, 3) which is a unique number associated with their commonality descriptor (i.e., L1, L2, L3). The table provides the business scenario number in the first column, commonality level in the second column, name in the third column, and description in the fourth column.
Table 1. T&E Level 1 and Level 2 Business Scenarios
| Business Scenario Number |
| Commonality Level |
| Travel Business Scenario Name |
| Business Scenario Description |
| 1 |
| L1 |
| Domestic Travel |
| Authorized travel for a Government employee on temporary duty (TDY) assignment for official business to location(s) within the United States. |
| 2 |
| L1 |
| Foreign Travel |
| Travel to locations outside of the United States. |
| 3 |
| L1 |
| Local Travel |
| Travel in which the destination is 50 miles or less one way from the official station or residence. |
| 4 |
| L1 |
| Short Distance Trip |
| TDY trip in which the travel location is a reasonable distance from the official station, and it is more cost-effective for traveler to use a privately-owned vehicle (e.g., automobile, motorcycle, personal aircraft, or boat that is not owned or leased by the Government). |
| 5 |
| L1 |
| Conference Travel |
| Travel associated with attending a conference. |
| 6 |
| L1 |
| Leave in Conjunction with Official Travel |
| A situation in which a traveler combines personal leave with official travel. |
| 7 |
| L1 |
| Travel Across IDL |
| Travel that crosses the International Date Line (IDL). |
| 8 |
| L1 |
| New Hire |
| A new government employee who needs to travel on TDY and requires establishment of a travel personnel profile. |
| 9 |
| L1 |
| Travel Arrangements by Arranger |
| Travel arrangements prepared by an arranger or service on behalf of the traveler. |
| 10 |
| L1 |
| Invitational Traveler |
| Authorized travel of individuals who have been invited to act in a capacity related to, or associated with, official activities of the Government. An invitational traveler may include non-government employee, other than host agency government employee, interviewees, etc. |
| 11 |
| L1 |
| Approver on Leave |
| When an approver is on extended leave, and his/her approval authority responsibilities are delegated to another individual during this period. |
| 12 |
| L1 |
| Non-Standard Transportation Fare |
| Use of non-standard transportation fare (e.g., non-contract fare, other than coach-class) because of special circumstances (e.g., special needs, lack of low-fare availability, trip duration, business needs, security-related reasons). |
| 13 |
| L1 |
| Travel Spanning Fiscal Years |
| When travel and/or travel documentation spans two consecutive fiscal years. This impacts new year Line of Accounting (LOA) numbers and travel document numbers. |
| 14 |
| L1 |
| Change in Travel Plans During Trip |
| While on travel, plans change and a traveler requires assistance from the travel management center to make travel changes. |
| 15 |
| L1 |
| Additional Trip Expense |
| Traveler incurs additional expense, causing the voucher to exceed the authorized amount. |
| 16 |
| L1 |
| Disallowed Expense |
| When voucher is submitted, but the reimbursement is for less than the full amount claimed on the voucher due to unallowable expenses. |
| 17 |
| L1 |
| Trip Date Change |
| A situation in which trip dates change prior to trip start date and ticketing, requiring updates to travel arrangements and an amendment to the authorization. |
| 18 |
| L1 |
| Additional Expense After Payment |
| A situation in which there is an additional incurred expense not captured in the original voucher submission. |
| 19 |
| L1 |
| Traveler with Travel Card |
| When a traveler uses a travel card for travel expenses and the disbursement is split between the traveler and travel card company. |
| 20 |
| L1 |
| GSA Regulatory Reporting Deadline |
| GSA required regulatory reporting performed by the agency for travel-related matters. Example reports include Travel Reporting Information Profile (TRIP), Premium Class Travel Report (PCTR) and Payment from Non-Federal Source. |
| 21 |
| L1 |
| Agency Travel Monitoring |
| Periodic travel reporting with an agency to monitor travel process and budgets. |
| 22 |
| L1 |
| Travel Inquiry from Oversight Entity |
| Ad hoc travel reporting for the purposes of responding to an inquiry from an oversight entity. |
| 23 |
| L1 |
| Random Sampling for Compliance |
| A random sampling of travel documentation to assess for compliance with travel regulations. |
| 24 |
| L2 |
| Multiple Travel Methods |
| Travel involving different transportation methods (e.g., air, train, automobile). |
| 25 |
| L2 |
| Travel with Multiple Stops |
| Travel that includes departure from the official station or authorized starting point, and includes traveling to more than one location before returning to the official station. |
| 26 |
| L2 |
| Trip Within a Trip |
| A situation in which a traveler on TDY assignment goes on a short-term TDY trip during the TDY assignment period. |
| 27 |
| L2 |
| Travel to Remote Location |
| Travel to a remote location where commercial airline service or conventional lodging is not available for the location due to terrain, geographic isolation, or inhospitable natural environmental conditions. |
| 28 |
| L2 |
| Special Needs Accommodations |
| Travel accommodations authorized by the agency to assist a traveler with a special need. The agency has discretion in determining reasonable accommodations and authorizing additional travel expenses. |
| 29 |
| L2 |
| Trip to Special Event Location |
| A situation in which the agency may authorize and reimburse for actual and necessary travel expenses instead of per diem due to special event affecting costs (e.g., Olympics, special conference, National Special Security Event). |
| 30 |
| L2 |
| Sponsored Travel |
| When a non-federal entity is paying part of the cost for a federal employee to travel. |
| 31 |
| L2 |
| Conference Fee Prepayment |
| When a conference fee has been paid in advance before travel, and the traveler submits a voucher to be reimbursed. |
| 32 |
| L2 |
| Cancelled Trip with Refundable Ticket |
| A situation in which planned travel is cancelled, and the traveler receives a ticket refund or credit from the transportation carrier. |
| 33 |
| L2 |
| Unexpected Travel |
| A situation when a traveler needs to conduct travel on short-notice or unexpectedly (e.g., a Presidentially declared disaster, an urgent mission need) and is unable to receive travel authorization approval prior to travel. The agency has discretion in determining the eligibility and reimbursement for travel expenses. |
| 34 |
| L2 |
| Traveler Family Emergency |
| Travel assistance services provided to the traveler due to health and welfare events such as serious illness, death in family, etc. |
| 35 |
| L2 |
| Receipt of Improper Travel Payment |
| A situation in which a traveler receives a payment that was not authorized or allowed (e.g., unauthorized payment from a non-federal source). |
| 36 |
| L2 |
| Extended Travel Reimbursement |
| A traveler on extended travel submits vouchers for periodic reimbursement. The voucher includes a portion of reimbursable expenses incurred during the trip and may include a variable per diem rate. |
| 37 |
| L2 |
| Cancelled Trip with Non-Refundable Ticket |
| A situation in which planned travel is cancelled, and the traveler needs to submit a voucher for incurred expenses from a non-refundable ticket. |
| 38 |
| L2 |
| Foreign Travel Where Travel Card Cannot Be Used |
| A situation in which the traveler travels to a foreign country and their travel card cannot be used, and therefore, foreign currency is used for travel expenses. This results in the need for conversion of the foreign currency into U.S. dollars for voucher processing purposes. |
| 39 |
| L3 |
| NTE Travel |
| Trips that must adhere to the requirements of the Government Employees Training Act (GETA). Under the GETA authority, approving officials may authorize travel for all or part of the travel and/or training expenses for the period of training. When the agency reimburses only part of the trip expenses, the traveler is responsible for costs above the NTE amount. |
| 40 |
| L3 |
| Travel with Family Member(s) |
| Official business travel that involves travel expenses associated with family member(s) (e.g., Rest and Recuperation [R&R] Home Leave, Medical Leave). |
| 41 |
| L3 |
| Accompanied Travel |
| Situation pertaining to any person, subject to removal from the United States, who must be accompanied by a Government employee but is not otherwise entitled to benefits such as per diem lodging and/or Meals and Incidental Expenses (M&IE). |
| 42 |
| L3 |
| Beneficiary Travel |
| Beneficiary travel is a special VA benefit, which is authorized in conjunction with receiving medical treatment, not governed by the Federal Travel Regulation (FTR), and offered to: 1. US military Veterans who meet specific criteria as determined by VA; 2. certain non-Veterans related to care of a Veteran (attendants and donors); 3. beneficiaries of other Federal Agencies (when authorized by that agency) and 4. allied beneficiaries (when authorized by appropriate foreign government agency). |
| 43 |
| L3 |
| Local Travel with Rental Car |
| Local travel conducted with a rental car, which would require authorization. A requirement for IRS based on GAO audit. |
| 44 |
| L3 |
| Regularly Recurring Travel |
| Open/blanket travel authorization is issued to an individual traveler for recurring trips to allow travel without further authorization over the period covered and includes an estimate of travel costs to be incurred. |
| 45 |
| L3 |
| No Cost Voucher |
| Traveler files voucher for zero costs because expenses were paid by the traveler, and a voucher is filed for auditing purposes. |
| 46 |
| L3 |
| Traveler Returns Funds to Agency |
| A situation in which a traveler must refund money owed to the Government due to a variety of reasons (e.g., compensation for denied boarding). |
| 47 |
| L3 |
| Extended TDY Exceeding One Year |
| A TDY assignment in a single location in which the period of travel exceeds one year, and there are tax implications and official station impacts. |
| 48 |
| L3 |
| Travel Requiring Host Country Clearance |
| Foreign travel for judicial-related business that requires host country clearance approval prior to travel and briefings. |
| 49 |
| L3 |
| Travel for Disaster Response |
| Travel involving the use of one authorization to provide approval for multiple domestic trips for multiple individuals (also known as Surge Blanket Travel [SBT]). SBT is mainly used by FEMA in response to natural or man-made disaster response missions. |
| 50 |
| L3 |
| Air Marshal Travel |
| Multiple trips filed on a single voucher for a period of time (e.g., once every 30 days) by an individual traveler who travels frequently, rather than submitting a voucher for each trip. Mainly used by TSA for Air Marshals. |
| 51 |
| L3 |
| JTR |
| The Joint Travel Regulations (JTR) implements policy and law to establish travel and transportation allowances for Uniformed Service members; for the civilian federal agencies this includes the Coast Guard, National Oceanic and Atmospheric Administration (NOAA) Commissioned Corps, and Public Health Service (PHS) Commissioned Corps. |
For DoD (if they participate), the Joint Travel Regulations (JTR) implements policy and law to establish travel and transportation allowances for their Uniformed Service members (i.e., Army, Navy, Air Force, Marine Corps, Space Force), Department of Defense (DoD) civilian employees, and others traveling at the DoD’s expense.
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