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AG's Honors Program Travel and Interview Information
TO:

Fall 2007 Attorney General's Honors Program Interview Candidates

FROM:

Deana M. C. Willis
Assistant Director
Office of Attorney Recruitment and Management

SUBJECT:

Travel and Interview Information - Attorney General's Honors Program

If you are selected to interview for an Honors Program entry-level attorney position with the Department of Justice this fall, then we want your interview experience to be a positive one. Please read this memorandum carefully. It explains how to schedule your interview, provides information about travel costs and reimbursement, tells you where to report for your interview and what to bring with you, and answers other important questions.

A. Scheduling Your Interview

  • Most interviews will be scheduled between Monday, October 22nd and Friday, November 9th, 2007 (excluding weekends and holidays), and will be conducted at the offices of the interviewing component.

  • When you receive notice that you have been selected for an interview, you must complete the Travel Survey form located on the Honors Program "Interviews" web page.  Please take a look at this form now by selecting the link above - it is helpful in understanding some of these instructions.  This form should be faxed to the number that appears on the bottom of the form no later than 48 hours after you receive your notice of selection for an interview. Please fax the form one time only and retain a copy of the delivery report.  All candidates, except those interviewing only with an Antitrust Field Office, must submit a Travel Survey in order to schedule their interviews, even those residing in the Washington D.C. metropolitan area.  The fax will be delivered to the Department of Justice Conference and Contract Center Staff (CCS).  Do not contact the Office of Attorney Recruitment and Management to try to confirm receipt of your Travel Survey; OARM is not located in the same building as CCS.

  • Except for Antitrust interviews in field offices, the CCS staff will schedule your interview(s) based on the information provided in your travel survey and the component's availability. Interviews will be scheduled to allow same-day travel (when possible). The Department policy limits government-funded interview travel to once per candidate (with exceptions for candidates interviewing with the participating U.S. Attorneys' Offices and Antitrust field offices). If you are selected for more than one interview, expect to see the interviews scheduled on the same day unless there are exceptional circumstances, such as interviews in Washington and California, or Washington and Massachusetts.  The Antitrust Division will separately schedule interviews for its field offices and make appropriate travel arrangements.

  • Based on the preferences you list and the availability of interview times, the CCS staff will assign you to a specific interview week and schedule your interview(s). CCS will make every effort to consider the preferred week and day listed on your Travel Survey, but cannot guarantee your preferred schedule because of variables affecting Government-contracted travel (e.g., airline availability, timing of flights, etc.).  We regret that we cannot accommodate requests to fly in early or depart late to accommodate personal plans or weekend tourism.  Please do not ask to change your interview schedule except in the case of a major emergency.  If an emergency arises, please contact the assigned scheduler indicated on your itinerary. If you are unable to reach the designated scheduler, please call (202) 616-3803.

  • Please be patient during the scheduling process. You should receive your itinerary no later than the Wednesday prior to the week during which your interview is scheduled, which may not be the week you requested. The CCS will fax your travel authorization, itinerary and interview schedule to you using the fax number you indicated on your Travel Survey.  Please be sure that you check the fax machine or that someone monitoring the fax machine is aware that you are expecting material from the Department and will contact you when it arrives. The CCS will schedule interviews as quickly as possible; however, please be aware that the process for booking travel is complex and can take some time.  If you do not receive your fax from the Department by Wednesday, October 31st, then contact the CCS Staff schedulers at (202) 616-3803 for immediate assistance.

B. Interview Sites and Security

  • Security: You will need two forms of photo identification to clear security at Department buildings. We recommend that you arrive at least 20 minutes prior to your interview to get through the security procedures and to find your interview room.

  • Interview Sites: The CCS staff will provide specific information about your interview(s), including the date(s), time(s) and buildings, and room number(s), when they fax you your Travel Authorization and itinerary. The information is listed on the fax cover sheet that accompanies your Travel Authorization.  Specific component interview room information is also available on the OARM web page at www.usdoj.gov/oarm/arm/hp/hpinterviewlocations.htm.  To locate Washington, D.C. interview sites outside the R.F.K (Main Justice) building, please see the map showing most Washington, DC interview locations.  Cab fare between Washington DC interview sites is about $6.00, but is not reimbursable.  Most locations, except the Executive Office for Immigration Review (EOIR) and the Bureau of Alcohol, Tobacco, Firearms & Explosives, are within walking distance or accessible by MetroRail.  Please note the special instructions below if you are interviewing with EOIR.

    • Antitrust Division (Washington Office only), Civil Division,  Civil Rights Division, Criminal Division, Environment and Natural Resources Division,  National Security Division and Tax Division:  These Divisions will interview at the Robert F. Kennedy (Main Justice) Building, 950 Pennsylvania Avenue, NW. Candidates must enter the building through the Visitor's Center on Constitution Avenue, between 9th and 10th Streets. The nearest Metrorail stations are Archives/Navy Memorial (Green/Yellow Lines) located on Pennsylvania Avenue (two blocks from the Constitution Avenue entrance) and Federal Triangle (Blue/Orange Lines) located on 12th Street (two and one-half blocks from the Constitution Avenue entrance).

    • Antitrust Division (Cleveland, Chicago, and San Francisco Field Offices):  These offices will interview in their respective cities.  The Antitrust Division will schedule those interviews, notify candidates, and make appropriate travel arrangements.

    • Bureau of Alcohol, Tobacco, Firearms and Explosives (ATF): ATF will interview at 99 New York Avenue, N.E. (at the corner of Florida and New York Avenues, N.E.). The nearest MetroRail station is the New York Avenue-Florida Avenue-Gallaudet University station on the Red Line. The entrance to the Metro is right across from the building. Candidates should report to the Security Desk and contact Joel Roessner at (202) 648-7058.

    • Executive Office for Immigration Review (EOIR):  EOIR will interview at 5107 Leesburg Pike (One Skyline Tower), Suite 2500 (25th floor), Falls Church, VA 22041. Candidates arriving at Reagan/National Airport should take MetroRail to the Pentagon City Metro Station (two stops from Reagan National Airport), then transfer to the free Skyline Crystal Express Shuttle (pick-up point is located close to the Metro escalators, on S. Haynes St. near 12th St. by the entrance to Nordstrom). Be prepared to show photo ID and your Travel Authorization if asked to do so.  Exit the Shuttle at Skyline where the pick-up/drop point is located at the rear entrance of 5113 Leesburg Pike (Four Skyline Place).  Shuttle schedules and maps of the pick-up and drop points are available at http://crystalcity.com/_/File/_/skylinecrystalexpress.pdf .  Alternatively, candidates may take MetroRail to the Pentagon (three stops from Reagan National Airport), then take the 28F/28G MetroBus to the interview location.  MetroBUs fare is $1.25.  Schedules and maps for the 28F/28G MetroBus are available at www.wmata.com/timetables/va/28fg.pdf.  Walking directions to the interview location from the shuttle drop point and the 28F/28G MetroBus stop are available here.  Candidates may contact Emmett Soper, Attorney Advisor, (703) 605-0774 or Brigette Frantz, (703) 605-5166, for assistance.

    • Federal Bureau Of Prisons (BOP):  BOP will interview at 320 First Street, NW, Washington, DC.  Candidates interviewing with BOP should report to the Security Desk and call Mary McBride or Crystal Drayton at (202) 514-6105. The nearest Metrorail stations are Union Station and Judiciary Square on the Red Line.

    • U.S. Trustee's Program (UST):  UST will interview at 20 Massachusetts Avenue, NW, Room 8000. Candidates interviewing with UST should report to the Security Desk and call Valerie Singley at (202) 616-1013. The nearest Metrorail station is Union Square on the Red Line.

    • USAO for the Southern District of California:  The Southern District of California will interview at 880 Front Street, Room 6293, San Diego, California. Candidates should contact Renee Miranda at (616) 557-6067 upon arrival. Interview candidates should take bus service or a taxi from the airport. Round trip cab fare is approximately $30.00.

    • USAO for the Central District of California:  The Central District of California will interview at 312 North Spring Street, Los Angeles, California.   Candidates should report to the 12th fLoor and contact Bonnie Vuong at (213) 894-2363. Ms. Vuong is the Secretary to the U.S. Attorney, George Cardono.  Interview candidates arriving at Los Angeles International Airport (LAX) or Burbank Airport should take a taxi to the interview site.  Round trip cab fare is approximately $100.00 to $120.00.  This is a reimbursable expense.  Please get a receipt to submit with the reimbursement request.  Due to the high cost of taxi fares, interview candidates who are authorized overnight lodging must review the specific guidance for this location in Paragraph B, below. 

    • USAO for the District of Massachusetts:  The District of Massachusetts will interview at the John Joseph Moakley U.S. Courthouse, 1 Courthouse Way, Suite 9200, Boston, Massachusetts.  Candidates arriving at Logan International Airport (Boston) should take the Silver Line subway to Courthouse Station.  It is about a 20 minute ride and the round trip fare is approximately $3.00.  Candidates arriving by train at South Station (Boston) may take the Silver Line subway to Courthouse Station (one stop) or walk (5-10 minute walk).  The subway fare is approximately $1.25.  For subway schedules and other information, visit www.mbta.com, then select “Subway,” then “Silver Line.”  The Silver Line runs every 5-7 minutes in peak travel times.  Upon arrival, candidates should report to Suzan Kelly, Secretary for the First Assistant U.S. Attorney, (617) 748-3134.

B. Travel and Other Reimbursable Expenses

  • Covered Costs

    • TRAVEL: If your travel to Washington (or another authorized location) is booked on a commercial carrier (air or train), the Department will pay directly for your travel and issue an e-ticket to minimize your out-of-pocket expenses. Candidates who travel by air or train are required to use public transportation (e.g., Metrorail, Metrobus) while in Washington, D.C. and all other locations where public transportation is available.  Candidates authorized for overnight lodging should also use hotel shuttles to and from the airport, if available.  Candidates may request reimbursement for the cost of round trip public transportation to and from the interview site.  Taxi fare will not be reimbursed except under limited circumstances (e.g., a reasonable accommodation) or in specific pre-approved locations where a specific sum for cab fare is authorized (e.g., certain candidates arriving at Dulles Airport, and candidates interviewing in San Diego or Los Angeles will be authorized a specific sum for cab fare to and from the airport.)

      Special Rules for Travel by Personal Car:
      Individuals within driving distance of their interview site who wish to drive their personal car should indicate that preference on the Travel Survey. If CCS determines that the cost is less than government rate commercial travel costs - or if you are willing to accept reimbursement of government rate commercial travel costs in lieu of actual cost to you, you may drive to your interview.  Please note that approval to drive must be received in advance. You will be reimbursed at the current government mileage rate (see www.gsa.gov) plus road tolls. Repair costs, gasoline, towing and alternate means of transportation expenses in the event of a breakdown are not reimbursable. Also note that election to drive does not entitle you to per diem or lodging at Government expense if same-day travel by commercial carrier is available.

      Washington, D.C. Area:  Metrorail and Metrobus will take you all over Washington, DC. Route maps and other information is available on the Metro website at www.wmata.com. There is a "Ride Guide" on the site that provides specific directions to your destination and fare information. Most fares are less than $3.00 per trip except during rush hours.

      • Reagan National Airport: Most candidates who travel by air to Washington, D.C. will arrive at Reagan National Airport. The most convenient transportation from this airport is by Metrorail

      • Dulles International Airport: A very limited number of candidates who travel by air to Washington, D.C. will arrive at Dulles International Airport. If you are authorized overnight lodging for the night before your interview, please travel to your destination using the courtesy shuttles provided by local hotels, if available or take the airport shuttle to the West Falls Church Metro Station, then continue travel on MetroRail.  If you are a same day traveler (or you are authorized an overnight stay for the evening of your interview day), the Department will reimburse up to $100.00 for the cost of round trip taxi service to and from the airport.  You must provide the original receipt when requesting reimbursement.

      • Union Station (Washington, D.C.): If you travel by train to Washington, D.C, you can take Metrorail directly from the station to your destination.  (EOIR candidates please note special instructions in paragraph B, above.)

      Boston, Massachusetts:

      • Logan International Airport (Boston)Candidates arriving at Logan International Airport should take the Silver Line subway to Courthouse Station.  For subway schedules and other information, visit www.mbta.com, then select “Subway,” then “Silver Line.”

      • South Station (Boston) (Amtrak):  Candidates arriving by train should take the Silver Line subway to Courthouse Station (1 stop) or they may walk (5-10 minute walk). 

      Los Angeles, California:

      • Los Angeles International Airport or Burbank Airport:  Candidates arriving by air who are not authorized an overnight stay should take a taxi from the airport to 312 North Spring Street, Los Angeles, California.  Round trip cab fare is approximately $100 - $120.  Please get a receipt to submit with the reimbursement request.   Candidates who are authorized an overnight stay should use hotel shuttles between the hotel and the airport, when available.  When shuttles are not available, reimbursement for taxi fare will be authorized between the airport and the hotel, the hotel and the interview site, and the interview site and the airport.  The Department will not authorize reimbursement for multiple trips between the interview site and the hotel:  candidates staying overnight prior to an interview should check out the morning of the interview and take their luggage with them to the interview site; candidates remaining overnight following an interview should proceed directly to the interview site upon arrival and check into the hotel following the interview.  Receipts are required when requesting reimbursement for taxi fares. 

      San Diego, California:

      • Candidates arriving by air should take a taxi to 880 Front Street, Room 6293, San Diego, California. Round trip cab fare is approximately $30.00.

    • HOTELS:  If your travel schedule requires it, you will be authorized an overnight stay.  Lodging costs will be reimbursed based on the current Government per diem rate. The Department cannot prepay lodging. If your approved schedule requires an overnight stay, you must make appropriate hotel reservations for your stay. Absent extreme circumstances, the Department will reimburse for one night's lodging only. Current government per diem rates for Washington, D.C. and other cities is available at www.gsa.gov. We recommend that you ask the hotel to honor the Government rate at the time of booking. Please discuss their documentation requirements when making the reservation. The Department will send you a government travel authorization that you may show to the desk clerk. You should also inquire whether there is a tax exemption available for Government-funded lodging.

    • MEALS AND INCIDENTAL EXPENSES (M&IE): You are eligible for partial reimbursement of M&IE if and only if your interview schedule, including travel, exceeds 12 hours. The current per diem M&IE rate for Washington, D.C. and other major cities is available at www.gsa.gov. Travelers are reimbursed at 75% of the M&IE rate on travel days.

    • SPECIAL NEEDS / REASONABLE ACCOMMODATIONS: Costs associated with reasonable accommodations based on a disability or special need that affects your travel may be authorized.  Contact the CCS staff at (202) 616-3803 for a case-by-case determination before you travel

      PLEASE NOTE: Travel Authorizations contain estimated costs. Estimates are generally higher than actual reimbursable costs. You will not receive reimbursements that exceed your actual cost, and the government per diem rates are the reimbursement ceiling.

  • Costs Not Covered

    • The Department will not pay for costs associated with unauthorized schedule changes or individual rebooking of flights.

    • The Department will not pay for excess costs resulting from circuitous routes or unnecessary delays. It will not pay for lodging in excess of the per diem rate or for unnecessary or unjustified services.

    • When same-day travel is possible, the Department will not authorize an overnight stay. It will not reimburse you for lodging should you elect to stay overnight or if you travel by car for personal convenience if commercial travel is less costly.

    • The Department will not pay for ground transportation between interview sites except as reasonable accommodation for candidates with disabilities or special needs. 

    • The Department does not reimburse tips, telephone calls, laundry, fax, or other special services

D. Canceling or Rescheduling Your Interview/Unexpected Extensions of Travel

  • Pre-Interview Cancellation or Rescheduling:  Once you’ve been scheduled, please do not ask to change your interview schedule except in the case of a major emergency. We are unable to accommodate personal plans.  If an emergency arises, please contact the assigned scheduler indicated on your itinerary. If you are unable to reach the designated scheduler, please call (202) 616-3803.  If an emergency requires you to cancel or reschedule your travel, call (800) 685-6342 or the emergency contact number listed on your itinerary.  Once travel arrangements have been made, you are responsible for canceling them. If you are authorized lodging and made a reservation, be sure to cancel that reservation as well.  You must also notify the CCS staff during normal business hours (8:30 am to 5:00 pm EDT) at 202-616-3803 so that they can reschedule your interview and provide further guidance. You are not authorized to seek a refund for the prearranged ticket or to make new travel arrangements based on the redemption or exchange of the prearranged ticket without prior approval from the CCS staff.  If you exchange a pre-arranged ticket for a new ticket that is more expensive, you are responsible for the additional charges. (Authorization is not required if you are rerouted by the airline during your travel.)

  • Unexpected Circumstances: If unexpected or exigent circumstances (e.g., flight cancellation, airport closures) require you to remain overnight, you can be reimbursed for unauthorized overnight lodging up to the maximum government per diem rate for that location. You must contact the 24 hour emergency number on your travel itinerary (Omega Travel) and request that they book lodging and, if necessary, make alternative travel arrangements. You must also contact CCS at 202-616-3803 during business hours for further instructions regarding submitting your request for reimbursement to include the new lodging costs. Be sure to show your travel authorization and request government rates and tax exemption when you check into the hotel. In order to be reimbursed, you must retain and submit the original hotel receipt.

  • Please note:  Your travel schedule cannot be adjusted to accommodate invitations from component interviewers to join them in a meal, social event, or to return at a later time to meet other individuals, etc.   Component interviewers are not authorized to modify your travel reservations or to contact CCS to request such a modification.  All additional costs associated with accepting such an invitation, no matter how well intentioned, will not be paid by the Department.

E. Requesting Reimbursement

  • In order to be reimbursed for expenses incurred during your interview, you must complete a Reimbursement Form (located on the OARM web page under Employment-Related Forms) and fax it with copies of your receipts to the CCS staff at 202-307-0862, within 5 business days of travel. Upon receipt of your form, the staff will prepare a formal travel voucher and fax it to you for your signature. Check the voucher for accuracy, especially in addresses, then sign your voucher and mail it to the CCS Staff at 950 Pennsylvania Avenue, NW, Room 7139, Washington, DC 20530. THE DEPARTMENT MUST HAVE AN ORIGINAL SIGNATURE AND ORIGINAL HOTEL RECEIPTS (if applicable) IN ORDER TO PROCESS YOUR REIMBURSEMENT. Reimbursement processing generally takes two to three weeks from the date the voucher is received.

  • When filing for reimbursement, be very careful to list the exact address you want the check mailed to.  If the check is issued to the address you list, but you move and the check is not forwarded, there will be an extensive delay associated with locating and cancelling the first check before a second check can be reissued. 

  • Notice of Criminal Penalty If you knowingly present false, fictitious, or fraudulent travel claims, you may be subject to criminal penalties under Title 19, U.S. Code §§ 287, 1001.

F. Miscellaneous Travel Information

  • Carrier Selection and Frequent Flier Miles The Department selects airlines based on contract cost to the Government. CCS will not accommodate requests for specific airlines; however, should you happen to accrue frequent flyer miles or other promotional credit based on your travel, you may retain it for your personal use.

  • Routing: CCS will route travel based on the terms of Government contracts with the carriers. This may result in intermittent stops, indirect flights, or routing through a carrier hub. Regrettably, you may not alter the route of travel. The Department will not pay for excess costs resulting from circuitous routes, delays, luxury accommodations or services unnecessary or unjustified in the performance of official business. You are responsible for excess costs and any additional expenses that you incur for personal preference or convenience.

  • Timing Your Arrival at the Airport:  Due to time constraints in scheduling and costs associated with paper tickets, the Department uses "E-Tickets". You should arrive at the airport at least 90 minutes before your departure time, and bring two forms of photo identification with you to allow sufficient time to get your e-ticket and clear security prior to boarding.  Contact your departure airport in advance to determine whether additional time is required.



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