Attachment 5a E-Travel Post Audit Procedure Requests 11092022.docx

AUDIT TRAVEL DATA WAREHOUSE

E-Travel audit reports are downloaded daily from the E-Travel System to excel spreadsheets called the “Trackers” by fiscal years. The excel spreadsheets are used for reporting, track the vouchers progress to completion, and are located in the Travel shared drive: AMZPay (\\WAAMKPOAP10.amc.faa.gov\ AMZApps)\TRAVEL AUDIT TEAM\Trackers and Logs

AUDIT ASSIGNMENTS

The vouchers downloaded from the E-Travel System are assigned to the audit technician for auditing daily.

The designated point of contact informs the audit technicians that the audits have been assigned.

The audit technician selects the predetermined vouchers for auditing.

AUDIT REQUIREMENTS

The auditor is required to refer to the Agency’s specific requirements, FAATP, FTR, DOT Order and union agreements where applicable.

Audit Requirements/Checklist.

Open voucher in E-Travel under the Audit heading.

Lock the voucher by clicking the lock bottom at the bottom of the voucher Verify the paid amount in E-Travel System coincides with actual payment in the DELPHI Accounting System.

Audit Checklist Conduct Audit

General Information

Official business travel must be within 10 days of specified beginning/ending date on travel authorization.

Verify personal travel dates and alternate locations - not authorized for reimbursement.

The TDY location must be the same as stated on the authorization, or the new location can be approved with a justification in the Travel Policy Justifications section in the voucher.

Review the Travel Policy Warnings in the Voucher.

E-TRAVEL POST AUDIT

PROCEDURE REQUIREMENTS

09 Nov 2022

For invitational travelers, a signed hard copy of the voucher must be attached to the receipts section of the voucher.

Pre-Trip Vouchers

When assigned a final voucher, check E2 Dashboard for a pre-trip voucher. If pre-trip voucher exists, confirm no duplicate expenses claimed.

Verify TMC Fee included on voucher.

Transportation receipts are required. (Common carrier modes of air, rail, bus)

Gasoline: For FAA receipts required and only reimbursable if rental car authorized

Verify method of payment on air fare receipt, Agency Billed (CBA) or travelers Government issued travel card coincide with “Pay To” information in E2. CBA number located on AMZPAY\TRAVEL AUDIT TEAM\Agency Information/FAA and FRANCHISE Audit Information – 01.14.2019.

Verify all receipts match amount claimed.

Effective 07.15.2022 per AFR: A signed and dated justification is no longer required for missing parking receipts.

If the “Remarks” section of the voucher includes an explanation for the missing parking receipt, accept per AFR. However, if the employee paid their parking expense with their travel card or personal credit card, they must provide their credit card statement as proof.

Verify rental car receipt is attached.

Verify rental car receipt shows no additional insurance, fees and upgrades.

Verify all receipts show traveler's name.

Verify all receipts show date within TDY time frame.

FTR - If over $75.00, receipt required.

Verify no 3rd party booking fees.

For FAA, AirBnB fees are acceptable.

FAATP - ATM fee and government credit card transaction fee

If the ATM fee/government credit card transaction fee is within the acceptable limit, no request for receipt or billing will be completed for a lack of receipt. If the ATM fee/government credit card transaction fee isn’t within the acceptable limit, a receipt will be requested and bill for expense if no receipt is provided.

Verify no additional fees on receipts.

Verify no refunds received.

Some Acela train business class tickets are not considered an upgrade.

If no City Pair Fare available audit as normal.

If City Pair Fare available but not used, verify valid justification attached.

If non-contract carrier and unauthorized, verify amount claimed is within City Pair limit.

If premium class or upgrade is identified, traveler is sent the standard "Request for Information" e-mail for premium class travel. The information is entered in the Premium Class Travel spreadsheet. (Path – AMZPay (\\WAAMKPOAP10.amc.faa.gov\ AMZApps)\TRAVEL AUDIT TEAM\Trackers and Logs\Premium Class Logs\FY19 PREMIUM CLASS TRAVEL.xls.

Verify US Flag Ship Carrier is used

Fly America Act.

All insurance must be declined unless foreign travel.

If official travel orders are provided, traveler is covered under Government insurance.

Tolls: Okay if in rental car or POV.

GPS – Not allowed unless Foreign (FAA Only)

Verify upgrade is for actual business necessity or disability.

Verify cost comparisons are correct for voluntary trips home.

Verify authorized trips home are within allowable time frames per each agency’s requirements.

When looking up CONUS Per Diem the rate is based on TDY location not where they stay. If the city is not listed, then it is based on the county. If neither is listed on GSA per diem rates, use standard CONUS rate. If you do not know which county a city is in refer to: http://explorer.naco.org/

When looking up OCONUS Per Diem the rate is based on TDY location not where they stay. If the city is not listed, then it is based on the locality rate listed under "OTHER. Refer to: https://aoprals.state.gov/content.asp?content_id=184& menu_id=78 or https://www.gsa.gov/portal/category/104711.

If over Per Diem verify actual expense is authorized.

Lodging - If the amount exceeds the Government rate the approval should be either in the authorization or in the Travel Policy Justifications section in the voucher. (Actual expense may not exceed 300% of the listed rate even if authorized a higher lodging rate.) The lodging receipt must be itemized showing date, location, daily rate, amount billed and traveler's name.

Verify Lodging amounts claimed are correct per TDY location(s).

Verify flight over 14 hours for rest day claiming Lodging.

Exceptions: One day travel – Times must be entered for system to automatically calculate the One day trip is over 12 hours.

Verify M&IE amounts claimed are correct per TDY location(s).

International Date Line - Verify total number of authorized official travel days.

Verify flight over 14 hours for rest day claiming M&IE.

Verify - if lodging and taxes exceeds GSA Maximum rate justification required.

Follow GSA guidance to verify mileage rate categories for modes of transportation

Verify accuracy if cost comparison is provided

Verify miscellaneous expenses as per each agency’s requirements

Audits with no findings Approve the voucher in the E-Travel system comment section. Enter Paid as Claimed (PAC) in the comments section in the Tracker.

Enter all finding information if any in the Tracker.

Enter the date audit is completed in the Tracker – this will close the audit.

The Audit Technician is required to approve the voucher in the E-Travel system and close the voucher in the Tracker within 24 hours of completing the audit.

Additional Information Required (Overpayments, missing documents, or justifications for any of the items listed in audit checklist) Request for information is to be sent by e-mail to the traveler, unless the agency has specified differently.

Only the approved standard e-mails are to be used with bullet points and cited policy numbers when applicable.

Always carbon copy the approving official on the digital signature page unless the agency has specified differently.

All e-mails require Return Receipts.

Traveler is given 14 days to respond. Place the voucher in a suspense file. Please Note: An extension to the original suspense may be granted upon the request of the traveler’s manager.

Required Information Received and Meets Audit Requirements Confirm the traveler attached requested documentation into the voucher or authorization.

Once confirmed, Approve voucher in the E-Travel system.

Enter required comments and dates in the comments section in the Tracker - leave all prior dates and notes in the comments.

The Audit Technician is required to Approve the voucher in the E-Travel system and close the voucher in the Tracker within 24 hours of completing the audit.

Required Information Not Received by 14 Day Suspense or Determined Overpayment Auditor will create a packet and “Request to Establish Accounts Receivable” (REAR) (used for billing).

Create Request to Establish Accounts Receivable and Packet Create a REAR packet for any audit finding over $1.

Use only the REAR form located:

Path - AMZPay E:\TAVEL AUDIT TEAM\SOPS – ISSO\SOPs\E2 POST Audit SOP – 09.20.2017.docs. Editing this form is to be performed only by authorized Federal personnel.

Revision Number: The Revision Number will increase by 1 each time a bill is amended. (If 0, the amended REAR revision number will be 1 / if 1, the amended revision number will be 2, etc.)

Original Post Audit Billing:

Revision Number will be 0.

Amount Due Cell: Enter the post audit original billing amount.

Amended Amount Due Cell: This cell will remain blank for original billing.

Amended REAR – First Time Amended:

Revision Number will be 1.

AMOUNT DUE Cell: This cell is to be left blank.

AMENDED AMOUNT DUE Cell:

If the full original amount is not cancelled, enter the remaining balance owed.

If the full original amount is cancelled, enter $0.00.

Enter the traveler’s full name followed with the applicable Region and Agency in parenthesis:

FAA – Region and Agency must be entered.

Examples: JANE DOE (AWA – FAA) / JOHN SMITH (AMC – FAA) DOT – Agency only must be entered:

JANE DOE (OST) / JOHN SMITH – (FHWA)

Enter the traveler’s address as shown in their E2 Profile.

Enter the complete 9-digit EIN number (Supplier Number). The 9-digit EIN number can be found in DELPHI. To ensure accuracy, the EIN must be copied from Delphi and pasted into the REAR Sheet.

Enter the traveler’s e-mail address/addresses as shown in their E2 Profile.

Enter the E2 Trip ID Number.

Enter the Purchase Order (PO) number of the accounting line selected. The PO number can be found in DELPHI. To ensure accuracy, PO number must be copied from Delphi and pasted into the REAR Sheet.

Enter the Dates of Travel.

Enter the Voucher Amount Paid.

Accounting: Enter the Line of Accounting (LOA) obtained from DELPHI for the expense/expenses paid. The LOA can be found in DELPHI. To ensure accuracy, the LOA must be copied from Delphi and pasted into the REAR Sheet. (If multiple lines of accounting are used, the accounting showing the largest amount should be used for collection.)

AUDIT FINDINGS – Enter the reason for the over payment starting with the date of the item listed on the voucher. For example:

03/20/09 – No lodging, in travel status or 02/10/09 – Airfare entered twice, also claimed on 02/05/09.

(DO NOT USE PARAGRAPHS TO EXPLAIN THE FINDINGS.)

REGULATION, UNION AGREEMENT OR GUIDANCE REFERENCE – List the reference that pertains to the over payment (ALWAYS list the entire number. Example – FAATP 2B5B3 / Tech Ops PASS, Article 97, Section 5). If there is no regulation to correspond with the error, i.e.; double payment, then leave blank.

Enter the auditor contact information: Name, phone number and routing.

Enter the date the packet is e-mailed to Accounts Receivable.

The REAR is used as the cover sheet for the back-up to support the claim of over payment.

REQUIRED BACK-UP - PROOF OF AMOUNT BILLED:

Required back-up. In order:

Completed REAR Sheet including back-up documentation listed below as needed.

Post Audit Findings Spreadsheet detailing over claimed / under claimed expense / expenses. (Note: See step # 8 below.) Use only the “POST AUDIT FINDINGS Spreadsheet” located: Path - AMZPay E:\TRAVEL AUDIT TEAM\Cost Compares - Forms - Tools\Forms\POST AUDIT FINDINGS Spreadsheet.xls. Editing this form is to be performed only by authorized Federal personnel.

Using Snagit:

Screen shot of printable voucher from first page through “Audit/Approve Information Section”. Do not include voucher printable history unless history is necessary.

For duplicated expenses / expenses claimed in error for overlapping or incremental vouchers, create REAR packet as stated above. Also, from overlapping / incremental voucher(s), provide screenshot of “Voucher Information Section” and E2 screen shot of duplicate expenses/expenses claimed in error. The screenshots from the overlapping / incremental voucher(s) are to be positioned in the REAR packet after the printable voucher.

Snagit - receipts that prove an incorrect claim.

Snagit - incorrect and corrected cost comparison work sheets (and supporting documentation) if applicable.

Snagit - correspondence with the traveler / Read Receipts.

Name the REAR packet with back up documentation – traveler last name, comma, first name and Full Trip ID number as it appears in the tracker: Example: Final with no interims: Presley, Elvis 7147070(1).

Name the Post Audit Findings Spreadsheet exactly like the REAR sheet: i.e. “Presley, Elvis 7147070(1) Spreadsheet”. Enter the Trip ID# as it appears in the tracker at the top of the spreadsheet.

Finalizing the audit:

Attach the completed REAR to the voucher in the E-Travel System and close the audit.

Enter all finding information, if any, in the Tracker.

Save the completed REAR as a PDF and e-mail to Accounts Receivable (AR) Enter the date the completed REAR is e-mailed to AR in the Tracker. For FAA, AR e-mail is: 9-AMC-AMZ-ARTeam-Travel-Vouchers@faa.gov Enter the date audit is completed in the Tracker – this will close the audit.

The Audit Technician is required to close the voucher in the Tracker and PAC the voucher in the E-Travel system within 24 hours of completing the audit.

Unclaimed Expenses Notify Approving Official for any under claim over $1.

The Auditor e-mails Approving Official identifying the items that may be claimed and why.

The auditor attaches a PDF copy of the email sent to the Approving Official in the voucher within the E-Travel system, updates Tracker with amount with comments, and closes the audit.

Audit is then closed in E2.

TRAVELER BILLED BY A/R

Traveler provides the required documentation.

The auditor reviews the documentation for validity and creates the amendment or cancellation.

The auditor e-mails the cancellation or amendment to the AR POC and CC the traveler.

The auditor attaches the documentation to the voucher in the E-Travel system.

Traveler disagrees with the findings. They are to follow the instructions provided in their bill received from AR. Options may differ per agency.

The traveler has four options. They may file for a Dispute, Waiver, Grievance or Hearing:

Dispute

· Disputes are reviewed by a Travel Audit Subject Matter Expert (SME) in ESC. Only the item disputed will be reviewed (FAA Only). If a decision is made to lower or cancel the bill, the SME is to:

· Create a new REAR and populate the form per the instructions in paragraph e above (Create Request to Establish Accounts Receivable and Packet).

· Update the Revision Number to show an increase of 1. The Revision Number will increase by 1 each time a bill is amended. (If 0, the amended REAR revision number will be 1 / if 1, the amended revision number will be 2, etc.)

Amended REAR – First Time Amended:

Revision Number will be 1.

AMOUNT DUE Cell: This cell is to be left blank.

AMENDED AMOUNT DUE Cell:

If the full original amount is not cancelled, enter the remaining balance owed.

If the full original amount is cancelled, enter $0.00.

· E-mails (E-Travel Final Review), to the traveler. All documentation to include the amended/cancelled bill is attached to the e-mail with cc to the AR POC and the original auditor.

The original auditor attaches the Final Review e-mail to the Receipts section in E-Travel. The original auditor will open all attachments on the Final Review e-mail, save as PDFs and attach each PDF into the Receipts section in E-Travel.

· Waivers, Grievances and Hearings and Non FAA disputes The decision is sent to a Post Audit Lead or Supervisor The amendment or cancellation is E-mailed to the traveler with cc to the AR POC and the original auditor.

The original auditor attaches the documents to the voucher in E- Travel.

Travel policy is located at the following websites:

· FAATP:

· https://my.faa.gov/tools_resources/travel/travel_policy.html

· Chapters 2, 3 and 4 provide travel guidance.

· For questions reimbursement requiring receipts, please refer to Chapters 2, 3 and 4.

· Collective Bargaining Agreements, Labor Relations:

· https://my.faa.gov/org/staffoffices/ahr/offices/labor_relations/agreements.html

· CFTC:

· https://www.gsa.gov/policy-regulations/regulations/federal-travel-regulation-ftr

· https://cms.dot.gov/sites/dot.gov/files/docs/mission/budget/307611/travel-order- and-manualfinal-signed032918.pdf