GEN Travel
WHO DO I CONTACT FOR TRAVEL-RELATED ASSISTANCE?
Each office has at least one Travel Sub-Administrator to assist travelers. They are your first point of contact for travel-related questions as they may have specific knowledge about your office’s travel processes that Travel-Admin is unaware of.
CAN MORE THAN ONE ACCOUNTING STRING BE USED ON TRAVEL AUTHORIZATION DOCUMENTS?
No, Concur will accept the use of multiple accounting strings; however, USCIS’ financial system cannot process more than one funding string. So, documents listing more than one funding string (even if 0% is allocated to any additional funding strings) will fail the interface from Concur to the financial system. Additional/unneeded funding strings should be deleted from the document, leaving only the applicable funding string.
Travel Fee received when booking full service booking thru CI Travel Directly?
$43.95
Long Term TDY – Vouchers must be completed every ? days
Long Term TDY – Vouchers must be completed every 30 days; however, it is USCIS recommendation to file a voucher every two weeks.
How many days from TDY end date must a Voucher be sumitted?
TDY – Vouchers must be submitted in Concur within five (5) business days of the TDY end date. Taking Annual Leave right after TDY does not delay this requirement; Concur can be accessed from any computer or mobile device.
WHAT IS THE DIFFERENCE BETWEEN TMCFEE AND TRNFEE?
TMCFEEs are travel fees assessed to a document for reservations and ticketing. On authorizations and vouchers, these are listed as expense type Estimated Travel Fee or Additional Travel Fee. TRNFEE is a voucher fee that is added to every TDY authorization and voucher. This fee is for the vouchering/receipt imaging fee. The expense type listed on the authorization/voucher is Estimated Voucher Fee or LTTDY Voucher Fee. For long-term TDY, it is important to authorize sufficient voucher fee expenses to account for the number of vouchers that will need to be submitted. As a reminder, when vouchering, the Additional Travel Fee and the LTTDY Voucher Fee expense items should be deleted. These expenses will be listed as the normal Concur transaction fee expenses of Estimated Travel Fee and Estimated Voucher Fee. Failure to remove these expenses will cause an overpayment to the traveler.
IS A BOARDING PASS CONSIDERED A RECEIPT FOR MY AIRFARE?
No, boarding passes and travel itineraries are not considered receipts. You must obtain a receipt directly from the airline at the counter in the airport, at a kiosk, or on-line. The Citi Travel Card statement supporting the charge from the airline or the transaction details for the airline charge may also be used as the receipt if an actual receipt is unavailable.
Travel Fee for Domestic Flight booked online
$11.17
Can Local Vouchers be combined on one Voucher?
If traveling locally for multiple days or weeks, you can combine trips together and file one voucher every week, bi-weekly, or monthly.
Receipts for Airfare can found in three locations, what are they?
Airfare (receipt can be obtained from kiosk, ticket counter, or online check in)
SHOULD INSURANCE BE PURCHASED FOR A RENTAL CAR USED ON TEMPORARY DUTY (TDY) TRAVEL?
No. Vehicles rented from a rental car agency fall under the Defense Travel Management Office (DTMO) Agreement and include full comprehensive and collision damage coverage.
I HAVE NOT BEEN REIMBURSED FOR MY TRAVEL YET. SHOULD I PAY MY TRAVEL CARD STATEMENT?
Yes, per the cardholder agreement, you agreed to pay the travel cardstatement in full and on time, regardless of reimbursement from the Agency. See the Travel Card Responsibilities memo for additional information
If you are traveling to a location for which a group of hotel rooms has been pre-arranged, who must contact the TMC to make those reservations. This is typically for a conference or large training events.
The Traveler or Sub-Admin can make these arrangements thru CI Travel for BLOCKED Rooms
City Pair Program (CPP) What does it say for Charleston S.C.
YCA: $410
CAN AN EMPLOYEE USE THE “PRE-PAID FUEL OPTION” THAT IS OFFERED BY A RENTAL CAR COMPANY?
No, Federal Travel Regulation (FTR) §301-10.450(d) (Final Rule FTR Amendment on POV and Rental Car Policy) explicitly restricts employees from being reimbursed for pre-payment of fuel for rental cars. However, if it is not possible to refuel completely prior to returning the vehicle because of safety issues or the location of closest fueling station, travelers will be reimbursed for vendor refueling charges.
CAN I PROCESS AN AMENDED AUTHORIZATION AND VOUCHER AT THE SAME TIME?
No, vouchers can only be processed against authorization documents that are in Completed status. Attempting to amend an authorization and submit a voucher at the same time results in failure during the interface with the financial system.
I HAVE LOCKED MYSELF OUT OF CONCUR. CAN TRAVEL-ADMIN ASSIST ME WITH RESETTING MY PASSWORD?
For issues related to access in the Concur system, you need to contact FMD Profiles at USCIS.FMDProfiles@uscis.dhs.gov.
Before proceeding with any reservations or authorizations one should ensure the employee
Updates their profile to ensure the information is accurate and that all required information is added. After you make changes, make sure that you Save the information entered.
To avoid having your Concur account deactivated, you must log in at least every ? days
To avoid having your Concur account deactivated, you must log in at least every 45
days
After submission of a voucher, how long does DHS have to reimburse an employee?
DHS must reimburse an employee within 2 weeks of submission of a correctly completed travel voucher. If a travel expense claim is disputed, DHS must pay any portion of the claim not in dispute within 30 calendar days. Section 7.9 Claims for Travel Reimbursement 3.a
IF I RECEIVE MY IBA AFTER MY TRAVEL DOCUMENTS ARE ALREADY IN PROCESS USING THE CBA, CAN I ENTER MY IBA INFORMATION INTO CONCUR?
No, if your travel documents were created using the Centrally Billed Account (CBA), you should wait until your travel is completed and vouchered before entering your Individually Billed Account (IBA, i.e. travel card) information into your Concur profile. However, your IBA may be used while on travel.
I HAVE TO BOOK TRAVEL FOR DEPARTURE WITHIN 72 HOURS AND AM GETTING A MESSAGE THAT SAYS, “NOT ALLOWED.” HOW DO I BOOK MY RESERVATIONS?
Travel reservations that require COMCAR (airfare or train) ticketing and depart within 72 hours must be booked by calling CI Travel. This will ensure the reservations are automatically ticketed and avoid travelers arriving at the airport/train station with canceled reservations. Travel that is lodging or rental car reservations must be booked in Concur.
FY25 Per Diem Rates to Charleston S.C. for today
$288
Under what conditions may I book my reservations offline by calling a travel agent from the TMC, CI Travel? Name 5
Travel related to a Change of Station
Refugee-Related travel
Trips departing within 72 Hours
Traveler does not have a travel card
Lodging rates displayed in the Concur are greater than 150% of per diem
Block of Hotel Rooms
Emergency Evacuation/Surge Capacity Force
In reference to Travel Receipts...Per FTR §301-52.12, an employee who attempts to defraud the Government is subject to:
One or all of the following:
Forfeiture of reimbursement
A fine of not more than $10,000
Imprisonment for not more than 5 years
The employee would also be subject to USCIS discipline and adverse actions (See
Management Directive No. 256-002, Discipline and Adverse Actions, Appendix C,
Section F).