Section C Final - Attachment 21.docx

GSA SOLICITATION QMAD-JM-100001-N

August 23, 2010

GSA SOLICITATION QMAD-JM-10001-N

Attachment 21 – IRS Local Authorization Objectives August 23, 2010

Attachment 21 IRS Local Authorization Objectives

The Internal Revenue Service (IRS) has a unique requirement for a Local Authorization capability. A significant portion of the annual IRS travel vouchers are for local travel which requires the agency to obligate funds by doing an Authorization for local travel trips. This mandate was directed by a GAO audit in 2001 which requires IRS to provide for up-front approval for local travel unlike other federal agencies. This functionality is an Objective in ETS2 and guidance is provided below to instruct interested bidders how to provide this capability.

Objectives:

1. ETS2 should provide the ability for a traveler or travel preparer to create a Local Authorization, much like a TDY Authorization but without air/rail transportation, lodging, or M&IE, and to create a Local Voucher from the Local Authorization.

2. ETS2 should provide a unique identifier for the Local Authorization to differentiate it from a TDY Authorization.

3. When the Local Authorization start and end dates are entered, ETS2 should validate that existing signed Local Authorizations for the same traveler do not overlap the dates. If date overlaps are found, ETS2 should produce a hard stop and display an error message listing the existing Local Authorizations that are within the start and end dates.

4. When Local Authorization start and end dates are entered, ETS2 should validate that the dates do not cross fiscal years. If dates cross fiscal years ETS2 should produce a hard stop requiring the traveler to change their dates in order to proceed.

5. ETS2 should provide the same functionality for selection of accounting lines on Local Authorizations as on TDY Authorizations.

6. ETS2 should provide the same functionality for selection of an advance on Local Authorizations as on TDY Authorizations.

7. ETS2 should provide the same functionality for accounts receivable transactions to the financial system for advances on Local Vouchers as on TDY Vouchers. When the voucher reimbursement does not cover the advance ETS2 should send an accounts receivable transaction to the financial system.

8. ETS2 should prevent selection and booking of air, rail, other transportation, and lodging within Local Authorizations, and should allow selection and booking of rental cars.

9. ETS2 should exclude per diem calculation within Local Authorizations.

10. ETS2 should provide the same functionality for the creation, routing and approval of Local Authorizations as for TDY Authorizations.

11. ETS2 should provide the same functionality and access levels for viewing, editing, deleting, and amending Local Authorizations as for TDY Authorizations.

12. ETS2 should provide the same functionality for debt processing on Local Authorizations as on TDY Authorizations.

13. ETS2 should generate standard reports of Local Authorizations as described in Attachment 3.

14. ETS2 should ensure a local authorization period begin date cannot be more than 30 days from the current date and a local authorization period end date must be on or after the local authorization period begin date.

15. ETS2 should ensure Local Authorizations have a Trip Type of “Local Trip” and require entry of a trip.

16. ETS2 should ensure travelers cannot have a Local Voucher without a Local Authorization.

17. ETS2 should ensure interim Vouchers will work on Local Vouchers as they do on TDY Vouchers.

18. ETS2 should include the travel Authorization number when sending Local Authorization expense data and Local Authorization advance data to the agency financial system.

19. ETS2 should send the Authorization with the advance with the same document identifier or send the Authorization and advance separately with the same document identifier.

20. ETS2 should require selection of a location on a Local Authorization and should allow multiple locations to be selected.

21. ETS2 should suppress conditional routing for foreign travel on Local Authorizations.

22. ETS2 should calculate taxable travel for Local Authorizations as defined in the IRS Long Term Taxable Travel objectives.

23. ETS2 should produce an email message to the traveler and manager when the advance exceeds the reimbursable expenses on the final Voucher associated with an Authorization. The traveler must repay the excess when the Voucher is filed. The email should contain traveler identifying information and a configurable address for sending the payment.

24. ETS2 should distinctly create each unique combination of line of accounting and expense type when sending transactional data to the agency financial system.