Travel Sponsored by Non-Government Source

100.FFM.L3.01 Travel Sponsored by Non-Government Source
End-to-End Business Process: 100 Book-to-Reimburse
Business Scenario(s) Covered
  • Travel Sponsored by Non-Government Source
  • Non-Government Source Payment In-Kind
Business Actor(s)
Travel Office; Finance Office; Program Office; Non-Government Sponsor
Synopsis
A request for travel has been made by a Non-Government Sponsor with a written offer to partially pay in-kind for some travel expenses (e.g., the hotel expense). The request has been accepted by the government. A travel authorization with all anticipated travel expenses and a notation of which expenses will be paid in-kind by the Non-Government Sponsor is prepared and submitted. The portion to be paid in-kind is excluded from the amount obligated. Travel is completed and a travel voucher is prepared and submitted. The expenses paid in-kind are excluded from the travel voucher. A split payment is made to pay the traveler for out-of-pocket expenses and to pay the travel card company.
Assumptions and Dependencies
  1. There may or may not be automated (near/real-time or batch) interfaces between service areas/functions/activities or between provider solutions/systems.
  2. There is no presumption as to which activities are executed by which actor, or which activities are automated, semi-automated, or manual.
  3. Supporting information for general ledger transactions includes sub-ledger entries when sub-ledgers are used.
  4. Appropriate attributes (e.g., object class and project) are included as part of the accounting string.
  5. Relationships between use cases are described in the Framework for Federal Financial Management Use Cases found in the related overview document.
  6. All predecessor activities required to trigger the Initiating Event have been completed.
  7. Funds availability checks are performed against appropriations/fund accounts for obligating funds, and against obligations for disbursing funds in accordance with OMB A-11, Section 150.2.
  8. The employee has a travel card and is in good standing with the card company.
  9. The Travel Office does not require funds be committed prior to or for the travel authorization.
  10. The obligation amount is sufficient to cover the government portion of the TDY travel expenses.
  11. The travel card company and the employee have already been established in the financial system as a payee.
  12. The Non-Government Sponsor pays the vendor (e.g., hotel operator) directly for their portion of the travel expenses.
FFMSR ID Reference(s) 1.1.2; 1.3.1; 2.1.2; 2.2.1; 2.2.2
Initiating Event

The Travel Office provides a TDY travel authorization.


USE CASE 100.FFM.L3.01 TRAVEL SPONSORED BY NON-GOVERNMENT SOURCE
Typical Flow of Events
FFM Event Non-FFM Event Input(s) Output(s) / Outcome(s)
1
  1. Receive and validate TDY travel authorization for travel partially paid in-kind by a Non-Government Sponsor, noting amount to be paid in-kind in the remarks section of the authorization (this amount is excluded from amount obligated)
  2. Request funds availability check (TRT.010.030 Temporary Duty (TDY) and Local Travel Authorization Processing)
  • TDY travel authorization with notation of amount to be paid in-kind
  • Validated TDY travel authorization
  • Request for funds availability check
2

Receive and process request for funds availability check (authorized amount less portion to be paid in-kind) (FFM.010.020 Fund Allocation and Control)

  • Request for funds availability check
  • Funds availability response
3
  1. Approve TDY travel authorization
  2. An event requiring an obligation occurs (TRT.010.030 Temporary Duty (TDY) and Local Travel Authorization Processing)
  • Validated TDY travel authorization
  • Funds availability response
  • Approved TDY travel authorization
4

Receive approved TDY travel authorization and obligate funds (authorized amount less portion to be paid in-kind) (FFM.030.020 Obligation Management)

  • Approved TDY travel authorization
  • Appropriate obligation entry created with reference to source information
5

Post appropriate budgetary, proprietary, and/or memorandum entries to the general ledger (GL) (FFM.090.020 General Ledger Posting)

  • GL entries
  • Appropriate GL accounts updated
6
  1. Receive, process, and audit TDY travel expense voucher
  2. Request funds availability check (TRT.010.060 Temporary Duty (TDY) and Local Travel Voucher Processing and Audit)
  • TDY travel expense voucher (not including amount paid in-kind)
  • Audited TDY travel voucher
  • Request for funds availability check
7

Receive and process request for funds availability check (FFM.010.020 Fund Allocation and Control)

  • Request for funds availability check
  • Funds availability response
8
  1. Approve TDY travel voucher
  2. Determine split between credit card company and employee payables
  3. Request processing for TDY voucher payables (TRT.010.060 Temporary Duty (TDY) and Local Travel Voucher Processing and Audit)
  • Funds availability response
  • Audited TDY travel voucher
  • Approved TDY travel voucher
  • Request for processing of TDY voucher payables
9

Receive and process request for processing of TDY voucher payables (FFM.030.050 Payment Processing - Travel TDY and Local Payments)

  • Request for processing of TDY voucher payables
  • Appropriate TDY voucher payables created with reference to source information
  • Appropriate obligation liquidation entry created with reference to source information
10

Post appropriate budgetary, proprietary, and/or memorandum entries to the general ledger (GL) (FFM.090.020 General Ledger Posting)

  • GL entries
  • Appropriate GL accounts updated
11

Request disbursement to credit card company and employee (TRT.010.060 Temporary Duty (TDY) and Local Travel Voucher Processing and Audit)

  • Approved TDY travel voucher
  • Request for disbursement to credit card company
  • Request for disbursement to employee
12
  1. Receive and process disbursement request to credit card company (FFM.030.070 Payment Processing - Commercial Payments)
  2. Receive and process disbursement request to employee (FFM.030.050 Payment Processing - Travel TDY and Local Payments)
  3. Initiate disbursement to credit card company (FFM.030.070 Payment Processing - Commercial Payments)
  4. Initiate disbursement to employee (FFM.030.050 Payment Processing - Travel TDY and Local Payments)
  5. Generate disbursement schedule (FFM.030.110 Payment Disbursement)
  6. Certify payment of disbursement schedule (FFM.030.110 Payment Disbursement)
  7. Receive confirmation of disbursement (FFM.030.120 Payment Confirmation)
  • Request for disbursement to credit card company
  • Request for disbursement to employee
  • Appropriate payable liquidation entries created with reference to source information
  • Certified disbursement schedule
  • Appropriate disbursement-in-transit entry created with reference to source information
  • Disbursement confirmation information
  • Appropriate disbursement-in-transit entry liquidated with reference to source information
  • Appropriate disbursement entries created with reference to source information
  • Credit card company receives payment
  • Employee receives payment
13

Post appropriate budgetary, proprietary, and/or memorandum entries to the general ledger (GL) (FFM.090.020 General Ledger Posting)

  • GL entries
  • Appropriate GL accounts updated
14

Provide travel-related financial management information (e.g., status of obligations and payments) as scheduled or requested (FFM.110.040 Financial Performance and Operational Reporting)

  • Period end
  • Travel transactions
  • Periodic travel-related financial management information with reference to source information

This page was last updated on September 01, 2021.