There are 2 things you must have before you can travel: access to the DOC online travel system (E2) and a travel card to pay your travel expenses.

• As soon as you receive an access/password email from the E2 Help Desk, log in to activate your account and fill out your profile.
• If you don’t have E2 access or a Travel Card, contact Greg Servant at [email protected] or 202-482-6124.
• If you have E2 access but are locked out, call the E2 Help Desk at 301-975-5375. They are the only ones that can unlock your account.
• For the E2 system, new user training is available via a short webinar on the Commerce Learning Center website (https://doc.csod.com/client/doc/default.aspx). Search for “NIST FY2024 – E2 Solutions Training for New Users” to sign up. Training is also available on the E2 website:
  • Go to "Online Help" in the drop down under your name on the E2 page; click on "Computer Based Tutorials"; see training for All Users and Travelers; also see the "Quick Reference Cards" link at bottom of page for subject-specific help. If you don’t take training, you will have a difficult time using the E2 system.
• Start your travel Authorization in E2 at least 2 weeks before traveling and complete your expense voucher within 5 workdays after your return.

Make reservations in your Authorization:

• Air ticket: Must use Govt. Contract air fares (Class CA then YCA then Y) and, preferably, the least expensive air fare that meets mission requirements. If you are traveling to or from DC, compare all DC airports. If you can’t find a Govt. Contract airfare flight, call SATO at 855-813-2844--they are the DOC’s travel agent and will be able to help you. If you need to change your air ticket after departure, it must be done by calling SATO (open 24/7) using the above telephone number. Never pay airfare with your government Travel Card. If you’re not sure of the best route, call SATO and ask a travel agent for assistance.
• Hotel: Must use FedRooms hotels in E2 and cost can’t exceed GSA rate.
  • Hotel taxes: see the tax amount on the hotel link in E2 and add it in the Taxes field on the Lodging line. 
    The following states are tax free for Feds: AK, DE, FL, KS, LA, NY, OR, PA, PR, TX & WI. See the following link for required tax-free forms: https://smartpay.gsa.gov/content/state-tax-information. For all states, Google the county and city to see if Feds pay taxes. The DOC does not reimburse taxes paid in states and counties that are exempt.
• Rental car: Only rent a car if it is less expensive than taxis or public transport; if you are renting a car, it must be a compact size, unless more than 3 people are traveling.

In your Authorization, add estimated travel expenses:

• If needed, add a Checked (not Excess) bag for up to $40 each way. Generally, only one bag is allowed. If the trip is more than one week, an Excess bag may be authorized.
• Home-to-airport roundtrip transportation by taxi or a privately owned vehicle (POV). If you are using a POV, the cost, including parking, should not exceed the cost of a taxi.
• Transportation at destination: if a rental car is not used, add taxis (Uber Black is not allowed).
• If rental car is used, add the estimated amount for fuel/gas, tolls, and the least expensive parking. Valet parking is only allowed if no other option is available.
• Laundry: only if staying 4 nights or more, add $5 per day.

After completing the above, in the Remarks section, choose an answer under "Lowest Logical Airfare," then submit/send it to the approver. Please note, until the status shows "Approved," you are not authorized to travel. 

Do not go to the airport until you get an email from SATO (the DOC Travel Agent) confirming your electronic air ticket has been issued. Keep a copy of your SATO reservations to show to the airline, car, or hotel in case you have problems. If you don’t get an email from SATO 48 hrs. before departure, check to make sure your Travel Authorization has been approved, then call SATO (855-813-2844) and ask for an email confirming your ticket.

After departure, all air, hotel, or rental car changes must be made through SATO. (See the telephone number above.)

Miscellaneous

• For local travel using your POV, you don’t need an Authorization in advance, but you do need authorization from your supervisor in advance to ensure funds are available. Also, deduct your normal daily commute miles from your claimed mileage.
• Rental car gas must be bought at a gas station, the DOC does not reimburse a Refueling Service from rental car companies.
• Always choose the travel options most advantageous to the United States Government, including traveling via rental car or train rather than flying.
• Food and miscellaneous expenses are paid, without receipts, as M&IE per diem, based on the locations listed on your Authorization.
• If you’re attending a FLETC course, food and lodging are generally provided by FLETC; use $5 per day for M&IE, except for the first and last travel days, which are 75% of the full rate.
• All expenses, except airfare and cash only purchases, must be paid with your Government Travel Card.
• If you prefer to drive your POV rather than fly, you must do a cost comparison and attach it to your Authorization. You will be reimbursed the lower of the two costs. Contact Greg Servant for the form.
• Tips are only allowed for taxis and work-related baggage; they are limited to a maximum of 20%.
• If you drive a government-owned vehicle (GOV) instead of using a common carrier, you cannot take the GOV home the night before departure. 

Authorization Checklist before Submitting (two weeks before departure)

• Airfares must be Government Contract Fares and YCA or CA class.
• If one checked bag is not included with the ticket, add one each way.
• Is the hotel in a tax-free state? (If not, add the estimated taxes in the hotel line.)
• Is ground transportation at destination (taxis or rental car) required?
• Is the rental car a Compact size?
• If you have rented a car, add an estimated expense for gas.
• If you are driving a rented car or POV, unless you’re sure you won’t need them, add $10/day each for parking and tolls.
• Is home to airport R/T transport added? (If needed, add airport parking.)
• In the Accounting section, is funding 100% Allocated? If not, re-save all expenses until funds show 100% allocated.

Voucher Checklist before Submitting (one week after return)

• Is the Voucher marked "Final"? (Always check "Final," even if more expenses are coming later.)
• Did your travel dates change? (If so, the Authorization must be amended before completing a Voucher.)
• Are receipts attached for all expenses? (See "E2 Help" for attachment instructions.)
• Do hotel and rental car receipts show paid? (Zero balance due or charged to card #.)
• Does the rental car receipt show the Compact rate (see reservation) and not include insurance and fuel?
• Does the voucher total amount exceed the Authorization total by $250? (If so, the Authorization must be amended to add funds before you can complete your Voucher.)