Attachment_4B_-_PWS_Appendix_B_LOI.pdf

FA0021-15-R-0004

Attachment 4B

3 Nov 2014

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 16th 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

LOI – (TO #)-000# (sequential numbering)

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:

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

Max Lodging Rate and M & IE rate + = (full)

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:

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

16. Estimated Expenses (Mandatory Fill-in) Other Expenses (Specify):

Air Fare: Lodging Expense: Travel Mileage:

Rental Car: Lodging Taxes Vicinity Mileage:

Fuel: MI & E: ConferenceFee:

Parking:

17. Total Estimated Cost: (Mandatory Fill-in) 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):

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: 28. Contracting Officer:

AFICA/765SCONF, 427 Cody Ave, Bldg 90333 Hurlburt Field, FL 32544-5000

Name:

Telephone / 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:

Telephone / Fax Number E-Mail:

30a. Printed Name:

Title:

Telephone / Fax 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.

Dated 6 Jun 09

PWS Appendix B (Page 1 of 2) http://www.dtic.mil/perdiem/

FA0021-15-R-0004

Attachment 4B

3 Nov 2014

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. The two approved exceptions are: 1) very tall [> 6ft] or 2) multiple people traveling in the same car...this is regardless of distance traveled. 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.

PWS Appendix B (Page 2 of 2)