United States Department of Agriculture	September 18, 1998
Farm and Foreign Agricultural Services	MAP-98013 FMD-98009
Foreign Agricultural Services	SUBJECT: TO:	Procedures for Travel by Non-FAS USDA Travelers Related to Approved Cooperator and MAP Activities All Cooperators and MAP Participants
1400 Independence Ave., SW Stop 1042 Washington. DC 20250-1042	BACKGROUND:	The participation of USDA personnel in approved Cooperator and MAP market development activities, particularly those of a technical nature, has often been an essential element of the activities' success. Typically, travel expenses have been charged, directly or indirectly, to Cooperator project funds or MAP Participant CCC resource accounts. In FY 1990, the Office of the General Counsel determined that reimbursement of travel expenses of USDA personnel, even indirectly by a direct charge to an account established in the name of the Cooperator/Participant, represents a potential conflict of interest. In FY 1991, FAS established procedures to enable the continued participation of other USDA personnel in authorized market development activities by directly reimbursing the traveler upon completion of the approved trip.
	KENT D. SISSON Director Marketing Operations Staff

Last modified: Tuesday, November 04, 2003

TRAVEL

PROCEDURES: Procedures for Cooperator/Participants

Non-FAS USDA travel will continue to be possible pursuant to both approved MAP and Cooperator activities. Cooperator/Participant budgets will not be reduced to cover the costs of such travel. Therefore, FAS-initiated amendments should not be prepared for these costs.

The tight budget situation limits FAS' ability to fund travel that is not included in the original Non-FAS USDA travel budget each fiscal year. Therefore, in order to ensure proper funding levels are set, by no later than Sept. 30 each year, please submit to the appropriate commodity division a written request containing the following information for each anticipated trip:

PROCEDURES

CONT. - an itinerary,
- dates of travel,
- the requested agency,
- expertise needed,
- estimated cost of the travel,
- marketing plan code and;
- activity code for which the requested travel is related.

Instruct USDA personnel traveling as part of an activity to contact the appropriate Commodity Division at least FOUR WEEKS PRIOR to departure regarding preparation of the AD-202, Travel Authorization.

Advise USDA traveler of these procedures and emphasize that all travel expenses and per diem claimed must comply with FAS travel reimbursement policies.

Procedures for Commodity Division

At least FOUR WEEKS PRIOR to the planned travel, prepare a brief memo (copy attached) to MOS explaining and justifying the purpose of the travel (cite cooperator/MAP activity number). Include an "Approved/Disapproved" line. ALL TRAVEL RELATED DOCUMENTS MUST BE APPROVED BY THE MARKETING OPERATIONS STAFF.

Once MOS has approved the travel, the traveler must prepare an AD-202, Travel Authorization. Please Note: The recently established NFC Unified Travel System (UTS) allows for travel documents to be prepared electronically. However, a hard copy must be signed and approved by FAS before the authorization may be released to NFC for processing. Please be sure that all travel forms used are the most recent dated 11/96.

The following information must be included on all travel documents:

- Appropriation: 1282900 (the third number will change each fiscal year; therefore for fiscal year 1999 use 1292900, etc.)

- Acct. Classific. Code: 801050151 plus the (Travel Author. number)* (the first number will change each fiscal year; therefore for fiscal year 1999 use 901050151, etc.)

(*NOTE: A six-digit FAS travel authorization number must be added to all travel authorizations.

another agency, an FAS travel authorization must still be added. This number should be added by the Commodity Division by calling 703-305-1257.)

- A signature block for:
the authorizing official of the traveler's agency,
the appropriate Commodity Division,
the Marketing Operations Staff,
the Deputy Administrator, CMP, and
the Administrator, FAS.

Forward all travel related documents to MOS who will clear and then route through the normal clearance process. If the traveler has prepared the travel documents, advise them to forward through the commodity division for clearance prior to sending to MOS.

All travel arrangements must be made through the FAS Travel Management Center/American Express. The traveler may contact TMC on 703-816-8789 or Toll Free on 800-626-5200. THERE ARE NO EXCEPTIONS.

FAS will reimburse the traveler upon completion of the trip and submission of an AD-616, Travel Voucher, trip report, and a copy of the signed AD-202. TheAD-616 must clear through the Commodity Division and MOS. Note: Travel vouchers should be submitted within 5 workdays after completing the trip.

If you have questions regarding these procedures, please contact Colette Ross of the Marketing Operations Staff on 720-2379.

KENT D. SISSON
Director
Marketing Operations Staff

United States Department of Agriculture	SUBJECT TO:	Request for a Non-FAS USDA employee to travel Kent D. Sisson Director Marketing Operations Staf
Farm and Foreign Agricultural Services Foreign Agricultural Services 1400 Independence Ave., SW Stop 1042 Washington. DC 20250-1042	This memo is to request approval for Mr. Eric Dudley, USDA-AMS, to travel to Hong Kong to participate, as a guest speaker, in the National Carrot Council Southeast Asia Convention. The travel is scheduled to occur on or about May 5-11, 1999. The scheduled travel will take place under MAP activity plan M99GX00104. Estimated travel expenses will include: airfare and transportation: $3000; per diem $2000 and miscellaneous expenses $200 for a total of $5,200.
	APPROVAL:___________________ DISAPPROVAL____________ DATE:_________________________DATE:____________________

Last modified: Tuesday, November 04, 2003