1a_-_Mission_Trip_Request.pdf

FA0021-16-R-0001 Attachment 1 App A

Mission Trip Request (MTR) Letter This letter is the official means of contractor employee travel for requesting Mission Approval in support of HQ AFSOC and the 24 SOW. 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 MTR 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. Requesting Individual Name and Signature:

Company Name:

Cage: PM:

E-Mail Address:

Telephone:

4. Travel Authorization Number

MTR –000# (sequential numbering)

5. Revision Number (if any): 6. Mission Schedule & Days:

7. CCAS Operating Location and CCAS Hours (fill): 8. CCAS Aircraft Formation (1 or 2):

9. Per Diem Authorized: Yes No

10. Max Lodging Rate (-) and M & IE Rate (-) = - (full)

11. Transportation Authorized: Yes No (if yes, complete blocks 11a-11d)

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 Hours

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 CCAS Flying Cost (Hrs: Total Cost):

Hrs: $

18. Total CCAS Ferrying Cost: (Hours: Total Cost)

Hrs: $

19. Total Estimated Cost (Travel, CCAS, and Ferrying):

20. Additional Remarks (if any):

21. Address any inquiries regarding this MTR to:

Name: MSgt Richard Douglas Telephone Number: 850-884-1940

Fax Number:

E-Mail Address: richard.douglas.2@us.af.mil

22. Contract Number: FA0021-14-C-000X 23. Title: Contracted Close Air Support 24. Contract Line Item Number(s) (CLIN(s):

27. Contracting Office Address: 28. Contracting Officer:

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

Name: Amanda Szabolcs, Capt Telephone: 850-884-0102 E-Mail Address: amanda.szabolcs@us.af.mil

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

29a. Printed Name:

Title: MSgt Richard Douglas Telephone: 884-1940 E-Mail: richard.douglas.2@us.af.mil

30a. Printed Name: Jaime Collins Title: Contract Administrator Telephone: 850-884-4770 E-Mail: jaime.collins.2@us.af.mil

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.

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

FA0021-R-0001 Attachment 1 App A

MTR PREPARATION GUIDANCE AND TRAVEL REIMBURSEMENTS

MTR ESTIMATES: When completing MTRs, list all anticipated expenses; estimates will be refined or eliminated on the official travel voucher. Many MTRs 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 MTR, these increased expenses invite questions by the reviewers. It is best to list all potential expenses on the MTR (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 MTR 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.