TO: |
Fall 2009 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 find interview locations, and answers other important questions.
A. Scheduling Your Interview
- Interviews will be scheduled between Tuesday, October 13 and
Friday, October 30, 2009 (excluding weekends and holidays),
and will be conducted at the offices of the interviewing component.
- After receiving notice of selection for an interview, you must complete and submit the Travel Survey form linked from 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. Submit only one Travel Survey, no matter how many interviews you have or where they will take place. We have a master list that the schedulers use to book all your interviews and travel, once they receive your Travel Survey. Submitting more than one Travel Survey causes significant problems and delay.
- Please list your name on the Travel Survey exactly as
it appears on your Honors Program application. Do not use nicknames
or other versions of your name.
- Be sure to list all dates that you are unavailable for travel
or for interviews on your Travel Survey. The Department will
not schedule you for any listed dates.
- If you need a reasonable accommodation for travel or interviews,
you must list it on the Travel Survey.
- This form should faxed as directed on the form no later than three business days after notice of selection for an interview. Please fax the form one time only and retain a copy of the fax delivery report. Do not use a Fax coversheet. If you do not list any information on page two of the Survey, do not fax it back to us.
- All candidates 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.
- 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 one trip per candidate (with exceptions
for candidates interviewing with the participating U.S. Attorneys'
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 Puerto Rico.
- The CCS staff will fax your travel itinerary and/or
interview schedule to you using the fax number you listed
on your Travel Survey. Please be sure that you check your
fax machine frequently and alert other people with access
to the fax machine to notify you when your fax arrives.
- The CCS staff 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.),
and component availability. 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. The
CCS staff will schedule interviews as quickly as possible; however,
the process for booking travel is complex and can take some
time. You should receive your travel itinerary / interview schedule
no later than the Wednesday prior to the week during which your
interview is scheduled, which may not be the week you requested.
If you are traveling outside the local commuting area, you will
receive a travel itinerary (commercial travel) by e-mail from
SATO/CWT Travel. You will also receive a fax from the Department’s
CCS Staff with your interview schedule and a second copy of
your travel itinerary. Local travelers will receive only the
fax from the CCS staff with their interview schedule. If
you do not receive a fax with your interview schedule from the
Department by Wednesday, October 21st, then contact the CCS
Staff schedulers at (202) 616-3803 for immediate assistance.
- You are NOT AUTHORIZED to change your travel schedule
or modify your flights. You are NOT authorized to contact
airlines directly to make changes to your flights. Air travel
is booked through government contracts. Only authorized DOJ
personnel can make changes, and changes incur additional
costs, so are limited to emergencies. If you modify your
travel arrangements, you may be disqualified from further
consideration and be held personally liable for all travel
costs.
B. Reasonable Accommodations
If you need a reasonable accommodation for travel or for your interview, please do the following:
- List your specific needs on the Travel Survey.
- Send an e-mail message to Deana Willis listing your needs in advance of travel and/or
your interview so that appropriate arrangements can be made.
C. 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 15 minutes prior to your interview to get
through the security procedures and to find your interview
room.
- Interview Sites: The
CCS staff will fax you specific information about your interview(s),
including the date(s), time(s), and city. Due to the number
of interview locations, we posted more detailed information,
including building numbers, room numbers, directions, component
contacts, and a map on the OARM web page at www.usdoj.gov/oarm/arm/hp/hpinterviewlocations.htm.
D. Travel and Reimbursable Expenses
Interview candidates may request reimbursement following their
interview by submitting the reimbursement form located at www.usdoj.gov/oarm/arm/hp/reimbursementform.pdf within
two weeks of the interview. See paragraph F, below, for more details.
1. Covered Costs: All candidates should
note that claims less than $1.00 cannot be reimbursed.
- 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.
- Baggage fees: Interview candidates should check with
the airline in advance regarding baggage fees. The Department
will NOT reimburse candidates for costs associated with
checking baggage. Most airlines permit travelers to carry
on one bag at no additional cost.
- Restrictions on liquids: Interview candidates should
contact airlines directly to ascertain current restrictions
on the type and amount of liquids (e.g., shampoo, mouth
wash, medications, etc.) that can be carried on an aircraft.
- Candidates should check in using "e-ticket" kiosks
at airports. Some airlines now assess additional charges
for counter check-in. Please note that the Department
will not reimburse candidates for costs associated with
check-in.
- 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 pre- approved locations where a specific sum
for cab fare is authorized (e.g., certain candidates
arriving at Dulles Airport, and candidates interviewing
with U.S. Attorney’s Offices 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.
- 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.
- MEALS AND INCIDENTAL EXPENSES (M&IE): You
are eligible 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.
2. 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
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. If you travel
by car for personal convenience when commercial travel is
less costly, reimbursement is limited to the constructive
cost of commercial travel. You must have requested travel
by personal vehicle on your Travel Survey.
- The Department will not pay for ground transportation between
interview sites except as reasonable accommodation
for candidates with disabilities or special needs.
- The Department will not reimburse checked baggage fees,
airline check-in fees, tips, telephone calls, laundry, fax,
or other special services.
E. 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,
weather delay, 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 (CWT/Sato 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.
- We recommend you notify the interviewing component of your circumstances.
A list of Attorney Recruitment Coordinators is posted at www.usdoj.gov/oarm/arm/attorneyrecruitmentcoords.htm.
- 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.
F. 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 two weeks 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,
D.C. 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.
G. 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 early
morning departures, intermittent stops, indirect flights, or
routing through a carrier hub. Regrettably, you may not alter
the route of travel. You are not authorized to contact the airlines
directly to rearrange your schedule. You are responsible for
excess costs and any additional expenses that you incur for
personal preference or convenience (e.g., seat upgrades, unauthorized
rescheduling, etc.).
- 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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