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HHS Chapter 9-00-OS
Travel Manual, Supplemental Guidance for Office of the Secretary
OS Transmittal 2000.01 - March 3, 2000

This procedure is issued under the policy requirements stated in: HHS Travel Manual Chapter 9, Travel and Transportation Reform Act of 1998, Section 9-00-20 Late Payment Penalties for Travel Vouchers.


Submission of Travel Voucher by Employee for Manual Processing (outside of TMS)
Employee should submit the HHS Office of the Secretary Date Tracking Sheet for Manual Travel Vouchers (Tracking Sheet) with his/her travel voucher to the first level reviewing/approving official. He/she should fill out the Traveler's Name and Travel Authorization Number.


Action Code #1: Receipt of Original Travel Voucher by First-level Reviewing Official
The first-level Reviewing Official should fill out the Tracking Sheet immediately upon receipt of the travel voucher. Indicate Action Code #1, print name and title, sign above, and enter date original voucher was received. This date will be the date that starts the 30-day review clock pertaining to late payment interest fees.


Action Code #2: Return of Travel Voucher by Reviewing/Approving Official or Payment Office
If the voucher must be returned to the employee for missing data, additional documentation, or other correction, the reviewing/approving or payment official who is returning it to the employee must fill out the Tracking Sheet. Indicate Action Code #2, print name and title, sign above, and enter date returned to employee. This date will stop the 30-day review clock.


Action Code #3: Receipt of Corrected Travel Voucher by Reviewing/Approving or Payment Official
When the voucher is corrected by the employee and re-submitted to the applicable reviewing/approving or payment official, this official should fill out the Tracking Sheet immediately upon receipt of the corrected travel voucher. Indicate Action Code #3, print name and title, sign above, and enter date corrected voucher was received. This date will reset the 30-day review clock to Day 1.


Action Code #4: Receipt of Original Travel Voucher by Finance Office
When the voucher is received by the PSC Payment Office for the first time, they will fill out the Tracking Sheet for internal time tracking purposes, using Action Code #4. (If a voucher is re-submitted because the PSC Payment Office sent it back to the employee for correction, Action Code #3 should be entered by the PSC Payment Office to reset the 30-day review clock.)

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HHS OFFICE OF THE SECRETARY
DATE TRACKING SHEET FOR MANUAL TRAVEL VOUCHERS


Note: Travel and Program Officials - please fill out this Tracking Sheet as indicated and submit with the travel voucher to the Program Support Center, Division of Financial Operations (PSC/DFO) for payment. It is important for this Tracking Sheet to be included with manual travel vouchers, so the finance office can determine if any late payment fees are due under the provisions of HHS Travel Manual Chapter 9, Travel and Transportation Reform Act of 1998.


ENTER TRAVELER'S NAME: ____________________________________________
TRAVEL AUTHORIZATION NUMBER: ____________________________________