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Instructions for OLE-Sponsored Travel

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IMPORTANT NOTE FOR FY 2019 TRAVEL

Please note that several DOJ organizations will now need to use E2 to process their travel authorizations/vouchers for NAC Travel.  A few of those organizations are; ATR, JMD, ODAG, and PRAO.  Please call the OLE travel line if you have any questions 803-705-2177.  

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  • Arrival/Departure Information: Attendees should arrive on the day before a course begins and depart on the last day of the course. Departure reservations must be made no earlier than an hour and 45 minutes after the course end time to allow sufficient time to reach the airport. NOTE: Attendees requesting early departure must obtain approval from the OLE Course Contact in advance. Attendees have the option to stay an additional night if, due to transportation reasons, they are unable to travel home on the evening the course ends.
  • Personal Travel Note: Prior to booking flights, please review the policy at Combining Official and Personal Travel. Please note that when travel is to a destination solely for personal reasons and no official duty is performed at that destination, a contract airfare may not be used for travel to or from that location and travelers must use a personal credit card for any/all personal travel segments.
  • Airfares and Airline Credits: Columbia, SC, (CAE) airport is the only authorized airport for travelers to the NAC.  Non-contract/non-refundable flights are required (lowest logical airfare) for OLE-sponsored courses when there is a significant savings.  If you have an airline credit from an OLE-sponsored course that was postponed or cancelled, you must use the credit instead of purchasing a new ticket. Contact CWTSato and provide them with the Record Locator and Ticket Number.
  • Lodging: For courses held at the National Advocacy Center, lodging reservations must be booked via the online reservation system or via telephone at (866) 263-3218. OLE will not reimburse travelers for reservations made directly with any other local hotels.

More information for:

DOJ Components using E2 for authorizations and vouchers (not all inclusive):
Asset Forfeiture Management Staff, ATR, Civil and CRM divisions, JMD, NSD, PRAO, TAX, US Attorneys offices
CRT and ENRD -- have special instructions -- please see the document, DOJ E2 Users, below
Please review the DOJ organization list at the following link to see if you process your flight/authorization/voucher via E2 or will need to follow the invitational travel process -- DOJ E2 Users
Travel Authorization

You must complete a travel authorization and submit it to your administrative office through the E2 travel system prior to travel.

Instructions for E2 Travel Authorizations

Tickets

Purchase tickets through the E2 travel system. Use your government-issued credit card to pay for the tickets. Should you select a non-refundable fare, your travel card will be charged immediately.  Please keep in mind that the travel card billing cycle ends on the 23rd of each month.

United States Attorney's Office (USAO) SAUSAs and USAO travelers without travel cards:  Please contact CWTSato at (877) 905-9644 to obtain your tickets. Provide your name and Travel Code (located in your acceptance email) to the agent. The tickets will be charged to the OLE GTA account.  Please make sure the airfare amount in E2 is zero and add a note in the remarks that the OLE GTA was used. 

Travel Voucher

Within 5 days of conclusion of course, prepare the travel voucher using the E2 travel system.

CWTSato e-ticket receipt is required as an attachment in E2 for airfare. Receipts are required for expenses greater than $75.

Instructions for E2 Travel Voucher

Contact Information

Please contact your office’s E2 Coordinator for assistance.

If you need to contact the OLE Travel Team – please contact 803-705-2177.  This line is answered from 7 am EST until 5 pm EST on business days.

 

Travelers not using E2 for authorizations/vouchers (Invitational Travel) - Non-Federal, non-DOJ, and some DOJ organizations -- 
ATF, BOP, DEA, FBI, OJP, USMS (not all inclusive)
Travel Authorization

You must complete and submit a Travel Authorization Form prior to travel.

For courses held at locations other than the National Advocacy Center, please refer to your acceptance package for specific meals and incidental expenses (M&IE) information, rates, etc.

Email the Travel Authorization Form to USANAC.authorizations-vouchers@usdoj.gov or fax to (803) 705-5660.

Tickets

Do not use your government-issued credit card.

You must contact CWTSato at (877) 905-9644 to obtain your tickets. Provide your name and Travel Code (located in your acceptance email) to the agent. The tickets will be charged to the OLE GTA account.

Travel Voucher

Forms will be available at the training site and can also be found at:

  travel_voucher_FY 19.pdf

Within 5 days of conclusion of course, prepare the travel voucher. The voucher must be signed by the traveler and emailed, faxed, or mailed to OLE at USANAC.authorizations-vouchers@usdoj.gov, (803) 705-5660, or at the address provided below.

You will be reimbursed no later than 30 days after your voucher is received by OLE.

Receipts are required for expenses greater than $75.

Office of Legal Education
ATTN: Travel Processing
National Advocacy Center
1620 Pendleton Street
Columbia, SC 29201

Contact Information OLE Administrative Budget Team, (803) 705-2177, this line is answered from 7 am EST to 5 pm EST on business days.

 

Contractors (not on contract with the Office of Legal Education)
Travel Authorization Coordinate with your company.
Tickets Coordinate with your company. You may not use the OLE GTA account.
Travel Voucher File travel claims via your company’s reimbursement process.
Contact Information The Contracting Officer Representative (COR) for your contract.

 

United States Courts Employees
Travel Authorization OLE has a reimbursable agreement with U.S. Courts to reimburse for U.S. Courts employees travel; please accomplish travel authorizations with your office.
Tickets Please use your individually billed account. You may not use the OLE GTA account.
Travel Voucher File travel claims with your office.
Contact Information Justine Richmond, (803) 705-5163, or Justine.Richmond@usdoj.gov.

 

Local Travel
Authorization N/A.  Some local travel may be reimbursed for courses not held at the National Advocacy Center in Columbia, SC; please see the acceptance information provided for the course for more information.

Local participants are not authorized lodging.  The local area is a 50-mile radius (some office's local area may be approved for greater than 50 miles - please consult your administrative division for guidance) from participant’s office and home.  Local participants may claim reimbursement for local travel for out-of-pocket (cannot use transit subsidy benefits AND seek reimbursement) transportation expenses in excess of normal commuting expenses to and from work. Example:  A participant’s normal commuting cost is $17 and the participant is authorized to travel to an alternate work location within the local travel area and incurs a transportation expense of $43.  The participant’s reimbursement is limited to $26 [$43 (actual expense) - $17 (normal commuting cost)].
Tickets N/A
Voucher (OF-1164)

United States Attorneys’ Offices—file  local travel claims with your admin office using USAForms.  Other offices, please send the form at the link below to USANAC.authorizations-vouchers@usdoj.gov.

Please fill out the OF-1164 to claim local travel expenses.
Contact Information

United States Attorneys’ Office Administrative Office.

If you need to contact the OLE Travel Team – please contact 803-705-2177.  This line is answered from 7 am EST until 5 pm EST on business days.

Updated December 4, 2018

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