8WR TRAVEL GUIDE - trlmo.com

1 8wr travel guide . Revised December 2011. 8wr travel guide . A. TRAVEL Request Worksheet ..1. B. Direct Deposit ..1. C. TRAVEL D. Mode of Transportation ..2. E. F. TRAVEL Status ..3. G. TRAVEL Voucher ..4. H. TRAVEL Voucher Processing ..4. I. Patrol Orders and TRAVEL Orders ..5. J. C Exhibit A, TRAVEL Request Worksheet ..6. Exhibit B, ALCOAST 390/07 ..7. Exhibit C, TRAVEL Voucher Instructions ..9. From time to time auxiliarists may be requested to TRAVEL for various reasons including C-School training, FC Academy, SO-OP Conference, QE Conference, district conferences, operational exercises, investigations, staff meetings, etc. The following is detailed guidance on auxiliary TRAVEL conduct on Coast Guard orders within the Eighth Western Rivers Region.

2 A. TRAVEL Request Worksheet 1. A TRAVEL request worksheet must be completed for every trip. (See Exhibit A.). i. TRAVEL order requests are to be submitted via the 8WR website: ii. Complete every block. Each block is essential in issuing TRAVEL orders. iii. Submit TRAVEL order request sheets using the Submit e-Form tab which sends it directly to the Director of Auxiliary (DIRAUX) staff via email to B. Direct Deposit 1. Effective January 1, 2008, Direct Deposit is mandatory for Auxiliarists which is consistent with the current practice for all Coast Guard active duty, reserve, and civilian personnel. Direct Deposit is required for a member to receive reimbursements from the Coast Guard for expenses associated with patrols, official TRAVEL , or any other claims ( , equipment damage).

3 Please refer to for instructions and links to enroll in Direct Deposit with the Coast Guard. *Note: Auxiliary claims will not be paid without the member having a Direct Deposit account established. C. TRAVEL Orders 1. Upon receipt of the TRAVEL request worksheet and prior authorization from the Director of Auxiliary or Operations Training Officer, CG-4251, Military Temporary Duty (TDY) or Civilian Temporary Duty (TD) TRAVEL Orders, will be issued based on information provided on the TRAVEL request worksheet. 2. The original orders as well as a TRAVEL voucher package will be sent via Postal Service. In cases where the timeframe is short, orders will be sent electronically to the email listed on the TRAVEL request worksheet.

4 Members may TRAVEL with the electronic copy; however, the ORIGINAL TRAVEL order must be submitted with the TRAVEL voucher for reimbursement. 3. If there is a discrepancy or error in the orders or the trip needs to be canceled, immediately send an email to advising of the discrepancy/change. 1. D. Mode of Transportation 1. DIRAUX must abide by the JFTR/FTR and is charged with being a good steward of our tax dollars. DIRAUX will certainly work with all D8WR Auxiliary members to make sure their TRAVEL under Coast Guard orders is as flexible as economically feasible, but the member also has an obligation to abide by the JFTR/FTR and DIRAUX policy when it comes to conducting official TRAVEL using government funds.

5 I. Flying. 1. Use of Scheduled Airline Ticket Office (SATO) is required for all air TRAVEL as stated in ALCOAST 390/07 COMDTNOTE 7220. (See Exhibit B.) A record locator number is assigned by SATO for each reservation. This number must be provided to DIRAUX. (either on the TRAVEL request worksheet or via email) so a copy of the orders can be faxed to SATO for ticket processing (purchase). 2. With regard to orders for all Auxiliary TRAVEL using DIRAUX. funds, DIRAUX will pay for members to fly through SATO on the lowest government airfare (if available) from either the nearest major hub airport (an airport where one can transfer to catch another flight to his destination) within 150 miles (one-way) of their home or if not available, the largest airport that is within 150.

6 Miles (one-way) of their home, then on a direct round-trip government airfare to the nearest major hub airport to where the conference/training/event is going to be held. For example, a member living in Colorado Springs, CO, attending a conference in Rochester, MN is expected to drive from Colorado Springs to the Denver Int'l Airport (DIA), park there, fly from DIA to Minneapolis/St. Paul Int'l Airport (MSP), and then drive as part of a group with a rental car (rented via SATO at a government rate). from MSP to Rochester, MN. ii. Driving. 1. If the member wants to drive his privately owned vehicle (POV), DIRAUX will pay up to the constructed cost of government fare TRAVEL round trip.

7 For example, from Colorado Springs, CO, to Rochester, MN, the constructed cost of TRAVEL round-trip would be based on the route described above for flying. If the member flew, DIRAUX would pay for mileage to drive his car from Colorado Springs to Denver Int'l Airport, pay for parking in long- term parking at the airport during the term of the trip, fly from DIA. to MSP round-trip, and then pay for the cost of a standard size rental car (so other members may be transported) for the term of the event from MSP to Rochester, MN, if that member is chosen as one of the primary drivers to carry other Auxiliary members who fly into MSP. (This would need to be coordinated well in advance so all members riding in the same rental car arrive at MSP at about the same basic timeframe.)

8 Otherwise the member would be riding from MSP to Rochester, MN, in a rental car with another Auxiliary member(s) from MSP to Rochester, MN, or if local transportation 2. is more affordable (airport shuttle) than a rental car and available during the times needed, we would pay for the member to take it. 2. Mileage is paid at a set rate per mile (currently @ 51 cents a mile). This covers gas, oil, and maintenance. This is a flat rate based on mileage so receipts for gas should not be included with the TRAVEL voucher. 3. Another factor in driving POV (especially a long distance) is the TRAVEL time needed to get to the event. DIRAUX only authorizes payment for one day of TRAVEL to and one day of TRAVEL from the event.

9 So if a member is going to drive and it is going to take them, for example, 12 hours (one-way) to get to the event and they know they cannot safely drive more than 8 hours in a day;. therefore, it will take them roughly two days TRAVEL to make it to the event, DIRAUX will only pay them for one day of TRAVEL . The extra day of TRAVEL is at their cost. There will be exceptions where certain members will need to be authorized by DIRAUX for an extra day of TRAVEL , but this is strictly determined on a case-by-case basis and must be approved by the DIRAUX office in advance of TRAVEL . iii. Flying Personal plane. 1. Constructed cost of TRAVEL is also used in calculating reimbursement for TRAVEL in privately owned planes.

10 2. Mileage is paid at a set rate per mile (currently $ a mile as the crow flies). This covers gas, oil, and maintenance. This is a flat rate based on mileage so receipts for gas should not be included with the TRAVEL voucher. E. Lodging 1. Block 14 of the TRAVEL orders indicates the lodging rate authorized. This rate is for one night without taxes. This rate may not be exceeded without specific, written authorization to do so. 2. When attending a group function, many times a block of rooms will be reserved usually at a reduced rate. It is very important when making reservations that the name of the group is given ( , Coast Guard Auxiliary) to ensure any discount pricing.