Guidance and Procedures on Invitational Travel
United States Department of the Interior
BUREAU OF LAND MANAGEMENT
Alaska State Office
222 West Seventh Avenue, #13
Anchorage, Alaska 99513-7504
http://www.blm.gov/ak
In Reply Refer To:
1203 (AK9522) P
July 8, 2011
Information Bulletin No. AK-2011- 008
To: All Employees
From: State Director
Subject: Guidance and Procedures on Invitational Travel
Program Area: Travel and Acquisitions
Purpose: This Instruction Memorandum (IM) provides guidance and instruction for invitational travel.
Policy/Actions: Invitational Travel is authorized travel of individuals serving without pay or at $1 a year when they are acting in a capacity that is directly related to, or in connection with, official activities of the Government.
Invitational travel affords a number of options for how we may compensate and/or provide for the invitational traveler’s lodging and meals and incidentals (M&IE). Travel for these individuals may require coordination with both your travel and your procurement offices.
The preferred option is to treat invitees’ travel the same as an employee’s temporary duty travel. This involves establishing the traveler in both FBMS and GovTrip and processing the travel documents as you would do your own. Any common carrier transportation is paid using the State Corporate Card. The invitee is reimbursed for out-of-pocket expenses after they complete their travel. This includes both the lodging and the M&IE. General guidance may be found in the Alaska Travel Handbook H-1382-2 or contact your Travel Office for further details.
In the event the invitee(s) is unable to pay out of pocket expenses it may be possible to place the coordinating BLM employee’s charge card under crew authority. This authority allows the BLM coordinator to place meal and lodging charges for the invitee(s) on their government charge card, effectively making them a crew chief. This process requires a waiver request be submitted to the State Lead A/OPC, Alissa Varrati. The waiver request requires approval by the Bureau Lead A/OPC. Approval must be acquired prior to use of this option. The waiver request must be submitted at least 45 days in advance of when travel arrangements need to begin. In addition, the BLM coordinator must complete the crew authority charge card training. This option is only available in the event that the standard invitational travel process is not a possibility and the situation must be documented in the waiver request. Be prepared to make other arrangements in the event your waiver is not approved.
Under the crew authority option the crew chief must make arrangements with meal vendors in advance. The vendor, as well as the invitee(s), must be notified in advance of the per meal rate per individual. The invitee(s) are then informed of the locations they may receive their meals. The crew chief may make arrangements to pick up their receipts from the meal vendor(s) daily or weekly. Under this option, these arrangements may be made with no more than three vendors. It is recommended that lodging accommodations be made in an area near the meal providers.
A third and final option is to have procurement issue a contract for both lodging and meals. Under this option the lodging provider would provide breakfast, lunch, and dinner. The invitee(s) do not have the option to eat meals outside of the hotel. Under this option the standard Procurement Acquisition Lead Times (PALT) applies.
Timeframe: Immediately
Budget Impact: None
Background: Many offices require individuals to attend official Government activities (e.g., Resource Advisory Council meetings). Not all travelers have the means to fund travel out-of-pocket. Options do exist to assist travelers in such cases. These instances require greater planning and lead time to ensure all personnel have the necessary authorities to support these activities.
Manual/Handbook Sections Affected: None
Coordination: Travel and Procurement coordinated this IM.
Contacts: If you need more information or have any policy questions, please contact Susan Erickson, State Travel Program Specialist, at 907-271-3173 or Alissa Varrati, Procurement Analyst, at 907-271-3439.
Signed by:
Ted Murphy
Director (Acting)
Authenticated by:
Anita R. Jette State
Records Specialist