Attachment 5 11092022 TSOW 4 Travel.pdf

Enterprise Services Center (ESC)

FINANCIAL SERVICES

Task Statement of Work (TSOW)

Travel Services Branch

ATTACHMENT 5

November 09, 2022

Version 1

Statement of Work Travel Services Branch, AMK-340

Financial Services Support Contract September 01, 2023

Introduction and Overview The Travel Services Branch, Travel Audit Section of the Enterprise Services Center (ESC) excels in the performance of auditing travel vouchers. Travel voucher audit services offered include: auditing travel vouchers; documenting the results of the audit in ESC established tracking logs and in the e-Travel System; requesting additional information from a traveler;

collecting money back due to overpayment; and reporting travel audit information to ESC customers.

Scope General: The contractor must provide all personnel, management, supervision and other items or services as necessary to perform financial support related to administrative and accounting services as identified in the statement of work below. Please reference the contracts PWS for general requirements. The contractor will perform travel audits and other work as required to support AMK-340.

Description of Work:

Accounting Clerk

• Travel Voucher Audits: Travel voucher audits are performed based on several criteria, which typically include:

• all foreign travel vouchers are audited;

• specific persons (ESC employees, senior executives, etc.) travel vouchers are audited;

• travel vouchers exceeding specified dollar thresholds are audited; and

• a selected sample of 1 in every 20 of all other travel vouchers are audited.

Travel vouchers are audited using several tools/resources such as established ESC checklists, federal travel regulations, agency policies, agency union agreements, ESC standard operating procedures, e-mail templates and legal documents provided by ESC. These are living documents, regulations, and policies that are subject to change, therefore processes, operating procedures, and documentation may require periodic updates and/or changes. The Government will identify travel vouchers for audit and provide to the contractor as mutually agreed upon by the Government and Contractor.

• Documentation of Travel Voucher Audits: Travel voucher audits are documented in several devices to track the status of audits and ultimately report the status to ESC customers. Examples of documentation devices include, but are not limited to, the Travel Voucher Tracker, Accounts Receivable (AR) Log, E-Travel System, and the Premium Class Log.

• Providing Travel Guidance: Travel policy guidance is provided to travelers and approving officials utilizing several resources such as the Federal Travel Regulation

(FTR), the Federal Aviation Administration Travel Policy (FAATP), union agreements, and specific agency travel policies.

• Resolving overpayment of travel vouchers: If it’s determined during the audit that a traveler has been overpaid, the contractor must prepare a request to establish accounts receivable form and send directly to the applicable Accounts Receivable Section.

There will be no 2nd level review by the Government.

ESC standard operating procedures will be provided by ESC. These are living documents and may require periodic updates and/or changes.

Definitions/Acronyms FTR – (Federal Travel Regulation) The FTR is the regulation contained in 41 Code of Federal Regulations (CFR), Chapters 300 through 304, which implements statutory requirements and Executive branch policies for travel by Federal civilian employees and others authorized to travel at Government expense. Specifically, Chapter 301 pertains to travel.

Temporary duty travel allowances http://www.gsa.gov/portal/ext/public/site/FTR/file/FTR301TOC.html/category/21868/hostUr i/portal

FAATP – (FAA Travel Policy): The FAATP pertains specifically to the FAA only.

Basically, the FAATP follows the FTR, but there are specific rules that apply only to the FAA. https://employees.faa.gov/org/staffoffices/afn/finance/policy/?selected=FAA Travel Policy

E-Travel System: The e-Travel System is the system in which travelers book their travel reservations and voucher for authorized expenses.

Delphi Accounting System: The Delphi Accounting System is the accounting system used to record all accounting activities.

Reporting

All labor expended must be substantiated by a summary sheet for the invoiced period listing employee name, date, labor category, number of hours actually worked and supported by the information/report from Contract Management Information System (CMIS). The summary should also include a narrative describing the work performed during the month and description of issues or difficulties.

Travel

Travel is not required for this task.

Work Schedule

Contractor support must report to duty location Monday thru Friday. Contractor must be present during core hours – 9:30 am to 11:00 am and 1:00 pm to 2:30 pm daily. Contractor must neither report to work before 6 am nor work later than 6 pm unless approved in advance by COR.

Program requirements may dictate work to be performed at times and days other than those prescribed. Under these circumstances, the COR may authorize workload. In an instance where the work is “Over and Above” the CO may negotiate the change.

For Telecommuting, reference PWS Paragraph 2.10.

Communications Skills: Contractor personnel should be able to effectively communicate with other individuals at all levels within organizations and with differing economic, social, cultural or educational backgrounds. They should have skills in oral and written communications and the ability to exercise tact in dealing with others in a courteous and diplomatic manner.

Quality Assurance Government personnel may from time-to-time observe Contractor operations. These personnel will not interfere with Contractor performance.

At no time must the Contractor’s personnel be supervised by FAA managers or other FAA or Government personnel. FAA will provide, as needed by the Contractor, limited assistance in the form of technical and policy guidance through the assigned COR.

Task COR: To be Determined

Enterprise Services Center (ESC)