Attachment 8 - Travel LOI.pdf

FA441723QA002

Attachment 8

Attachment 8 (Page 1 of 2)

Letter of Identification (LOI) - Official Travel of Government Contractors This letter is the official means of contractor employee travel for travel throughout CONUS / OCONUS in support of HQ AFSOC and the 1st SOW at Hurlburt Field, Florida.

Contractor employees are not authorized to use the City Pairs Program Fares. Entitlements designated on this form do not constitute an authorization for those services. The government is not obligated to make arrangements or provide service(s) authorized a contractor employee.

Privileges: Entitlements on this LOI do not mean the contractor is entitled to an Identification card. ID card benefits and privileges are governed by DoD

1000.13 & AFI 36-3026(I),

1. Contractor: 2. Date of Request: 3. Travel Order:

Individual Group Amendment Recession/Revocation

Company Name:

Cage: PM:

E-Mail Address:

Telephone:

Fax Number:

4. Travel Authorization Number

5. Employee Name, Identification Number (if any), and Telephone No.: 6. TDY Date(s) and Number of Days:

7. Purpose of Travel: 8. Destination/Itinerary:

FM: TO:

Return to:

9. Per Diem Authorized: Yes No 9a. If yes, Provide:

10. Use of Contracted Travel Office is Authorized: 11. Transportation Authorized (Complete Blocks 11a – 11d):

Yes No (Contractors cannot use at AFSOC) Yes No

11a. Air: Yes No 11b. Privately Owned Vehicle: Yes No

11c. Rental Car: Yes No 11d. Other: Yes No If yes, specify:

12. Government Lodging Authorized: Yes No 12a. GS Equivalency Rating (Lodging Purposes Only): GS-11

13. Excess Baggage Authorized: Yes No 13a. Number of Pieces: 13b. Total Weight (lbs):

14. Installation Access Authorized: Yes No 14a. Hours of Installation Access: 24/7 for mission requirements

15. Other Approval / Information: Yes No 15a. If yes, specify:

Travel Mileage:

Vicinity Mileage:

16a. Estimated Expenses Airfare:

Rental Car:

Fuel:

Lodging Expense:

Lodging Taxes:

MI&E:

Other Parking:

17. Total Estimated Cost: 18. LOI Distribution:

19. This block applies to OCONUS locations only, and must be approved by the installation. Status of Forces Agreements for the location apply.

19a. BX Authorized:

Yes No

19b. Commissary Authorized:

Yes No

20. Additional Remarks (if any):

- Contractor should try to utilize base lodging when available.

- Baggage will not exceed one checked bag and will meet airline baggage weight limit restrictions.

- Mileage reimbursement and per diem is limited to constructive cost of common carrier transportation and per diem travel time as determined and limited per the JTR.

- Authorized reimbursement for lowest cost option when selecting rental car; provide comparison screenshot to verify rental car selection.

21. Address any inquiries regarding this LOI to:

Name:

Telephone Number:

Fax Number:

E-Mail Address:

22. Contract Number: 23. Task OrderTitle / Number: 24. Contract Line Item Number(s) (CLIN(s):

27. Contracting Office Address:

1 SOCONS

350 Tully St, Hurlburt Field, FL 32544

28. Contracting Officer Name:

Telephone Number: Fax Number:

E-Mail Address:

29. Signature of Authorizing Authority (COR / Alt COR / FC): 30. Signature of Approving Authority (Contracting Officer / Contract Administrator)

29a. Printed Name:

Title: Contracting Officer Representative Telephone:

E-Mail:

30a. Printed Name:

Title: Contracting Officer Telephone Number:

E-Mail:

Joint Travel Regulation (JTR), Vol 2 is available at http://www.dtic.mil/perdiem/. Section 6311 of title 5, United States Code, authorizes collection of the above information. The primary use of this information is for the AF and your employer to obtain information related to your government directed travel. Do not use your Social Security Number if it is your Employee Identification Number as this form is not protected under the Privacy Act.

YYYYMMDD

TBD N/A

M & IE Total Max Lodging:

POV Travel:

Exchange Fee:

Baggage:

Airport Parking:

FA441723QA002

http://www.dtic.mil/perdiem/

LOI PREPARATION GUIDANCE AND TRAVEL REIMBURSEMENTS

LOI ESTIMATES: When completing LOIs, list all anticipated expenses; estimates will be refined or eliminated on the official travel voucher. Many LOIs submitted for approval are missing anticipated potential expenses, However, when the voucher is filed and the traveler requests reimbursement for items over and above what was approved on the LOI, these increased expenses invite questions by the reviewers. It is best to list all potential expenses on the LOI (and not claim them on the voucher if costs are not incurred) rather than have the voucher questioned because it significantly exceeds the estimate.

Include items such as parking at the airport, any possible parking costs at the TDY location, POV mileage or cost of public transportation to/from airport, gasoline for a rental car, hotel taxes, public transportation or vicinity travel while TDY, and baggage fees for airline travel, etc. These are the typical items that travelers fail to list on the orders

- but almost always add costs to the voucher.

Taking the time to include any and all potential travel costs will preclude the discovery of insufficient funds available on the contract after the travel is completed.

AIR FARE COST: The ultimate decision for travel in support of mission requirements rests with the using activity. Contracting personnel verify that travel is performed at fair and reasonable prices. Example: If an LOI shows an estimate of $1,000 for a ticket and multiple carriers offer fares substantially less than that (as checked against web sites such as Cheap Tickets, Expedia, Orbitz, etc.), the estimate will be questioned unless there is justification for the higher fare. This justification should be included in the “Remarks” section prior to COR approval. Possible justification approval would be traveling in a group to allow sharing of rental cars; or the higher fare allows shorter overall travel time, etc. Please note that selecting a specific air carrier based on frequent flyer affiliation and building frequent flyer miles is not justification for a higher fare.

HOTEL COSTS: The Joint Travel Regulation (JTR) provides limits on per diem and lodging. JTR rates are used to determine what is considered fair and reasonable for reimbursement. If a traveler wants to obtain free nights or loyalty points with certain chains by staying at multiple locations while TDY, this is not a problem as long as it doesn’t increase the overall cost of the TDY. Examples of this would be when the distance traveled increases the cost of fuel or mileage, or when staying at different hotels possibly adds parking charges that may not be incurred otherwise, etc.

RENTAL CAR POLICY: Current rental car policy passed down from the HQ AFSOC Deputy Director of Staff for military/civilian travelers is to lease a compact car. If the rental car company offers a free upgrade, this would be acceptable as long as the price charged is no more than for a compact. Reimbursement will be limited to the compact rate. Upgrades, unless justified and approved in advance, will not be reimbursed.

ALTERNATIVE METHODS OF TRAVEL: If an alternative method of travel is desired; i.e., driving versus flying, provide a constructed estimated cost for both methods to show that additional costs will not be incurred because of the preference. Also note that the additional travel time should be on non-work days; i.e., not charged to the government as work time. If vacation/leave is planned in conjunction with the TDY, include in the remarks section what days will be counted towards leave; i.e., not charged per diem.

Comments: Include Itinerary, justifications, other items as needed.

Attachment 8 (Page 2 of 2)