Standard Operating Procedure for Submitting Invitational Travel Authorizations (ITA) for the Defense Travel System

Reference: (a) NAVPGSCOLINST 4650.4J
                    (b) JTR, Appendix E

Enclosures: (1) ITA EFT Information Sheet
                      (2) Travel Request Worksheet
                      (3) DD Form 1351-2 Instructions
                      (4) DD Form 1351-2, Travel Voucher or Subvoucher

1 Introduction

A. This SOP is implemented by paragraph VII 2. of enclosure (1) of reference (a).

B. Individuals traveling under Invitational Travel Authorizations (ITA) are required to use the Defense Travel System (DTS) to file an authorization and submit a voucher for their trips. ITAs are for authorized travel of individual(s) who are civilians, not employed by the federal government, and who are invited to travel to or on behalf of NPS. Note that in accordance with Part I.A.2.c. of reference (b), an ITA “is not authorized for an individual merely to attend a meeting or conference, even if hosted by a DOD component on a matter related to the component's official business.”

C. All ITAs at NPS will be processed by the Travel Office.

D. Travel allowances and travel modes authorized for such persons are the same as those normally authorized for government employees in connection with TDY. This SOP will address how those regulations affect travel within DTS, but is by no means comprehensive. The full regulations governing ITAs are contained in reference (b).

E. Contractors.

1. NPS Contractors. If contracted to NPS in ANY capacity, contractors are NOT eligible to travel on ITAs. Contractors must charge expenses for traveling on behalf of the government to the Other Direct Cost (ODC) line of the contract. If no ODC line exists, or there are insufficient funds on the ODC line, then a modification must be done prior to execution of the travel.

2. Other Government Contractors. If contracted to the federal government outside of NPS, then the following conditions must be met to travel by NPS ITA.

a. Travel is by invitation and for the benefit of NPS.
b. NPS invitation is for the individual as a subject matter expert, speaker, etc.

c. Travel for NPS is outside the scope of the government contract for which they are performing work.

d. Travel for NPS is as a civilian, not employed by the federal government or in the capacity of a contractor.

F. Any temporary duty, including ITAs, of more than 180 days must be approved by the Secretary of the Navy.

2 ITA Forms

A. The NPS organization which is initiating the ITA identifies a need for travel to be performed by someone outside the federal government, and the traveler accepts the invitation to travel on behalf of DoD.

B. The Inviting Official (the person initiating the invitation) notifies the traveler to fill out and fax the ITA EFT Information Sheet (enclosure (1)) to him/her.

1. This ITA Electronic Funds Transfer form contains the traveler’s bank account information. DTS can only make payments in US dollars, and can only make EFT payments to US bank accounts. If a foreign national, or any other traveler, does not hold a US bank account, a paper check in US dollars will be sent to the mailing address provided by the department. The sponsoring department should receive the reimbursement check and forward to the traveler using priority mail.

2. The EFT form also includes a space to enter the traveler’s personal credit card number, which is required for making hotel reservations. If no credit card number is furnished, then the traveler will be responsible for lodging reservations. The cost of such lodging may not exceed the government per diem rate for lodging for the applicable location.

C. The Inviting Official then fills out the Travel Request Worksheet (enclosure (2)), ensuring that every field is completed with as much detail as possible, obtains signatures in the Sponsoring Department section on the back of the worksheet, gets approval of the Security Manager for foreign national travelers visiting the NPS campus, and submits the forms to the Travel Office by either fax (831 656-7632) or secure guard mail. The Travel Office will get the traveler to sign this form later in the process.

1. For travelers entering a foreign country, a country clearance is required. The Inviting Official should contact the NPS Passport Agent at 831 656-2247 or via the Travel Inbox at Travel@nps.edu for further guidance.
2. This worksheet contains travel information that is relevant only to the mission and will not take personal leave into consideration. The Travel Office is only allowed to provide travel arrangements that include roundtrip airfare between their residence or place of business and their TDY location. Any arrangements that extend beyond the scope of the TDY will be the traveler’s responsibility.

D. The Travel Request Worksheet and the ITA EFT Information Sheet contain the information required to complete the traveler’s profile as well as the invitational travel authorization in DTS. Incomplete documents will be returned to the Inviting Official for correction/completion.

3 Travel Authorization

A. The Travel Assistant (TA) in the NPS Travel Office will (1) obtain the determination that the trip is mission essential from the President of NPS; if the trip is mission essential, the Travel Office will (2) construct the traveler’s profile in DTS and begin creating travel for the ITA based on the information provided on the Travel Request Worksheet. The TA will gather information, including the cost of the government airfare for the TDY, maximum reimbursement for lodging, government rate for a rental car (if authorized), including GARS fee, and expected reimbursement for Meals & Incidental Expenses, and provide these to the traveler. Both the Travel Request Worksheet and instructions (enclosure (3)) for completing the Travel Voucher will be sent to the traveler, and, once the traveler returns the signed Worksheet, the TA will then coordinate directly with the traveler to arrange said travel.

B. Travelers need to be informed:

1. That the Travel Assistant in the NPS Travel Office will reserve government flights, lodging and, if authorized, a rental car. The Method of Reimbursement (for airfare only) will default to NPS’ Centrally-Billed Account (CBA), since the invitational traveler does not possess a government travel credit card (GTCC.) ITA travelers are not permitted to use excursion fares nor be reimbursed for purchasing their own airline tickets.

2. That U.S. carriers must be used for all commercial foreign air transportation if service provided by those carriers is available; otherwise reimbursement for the cost of transportation is not allowed.

3. That they will need to acknowledge their acceptance of these terms by signing the reverse of the Travel Request Worksheet.

C. A rental car for an invitational traveler should normally not be required: however, if the Authorizing Official specifically authorizes it, the Travel Office will make arrangements through the CTO in DTS at the government rate.

D. Lodging reservations not to exceed the allowed per diem rates will be made in DTS in accordance with the traveler’s wishes.

E. Travelers should be notified of the TDY location per diem rates (i.e., which define their reimbursement limit) and limitations on amounts for other expense categories for their travel.

F. The Method of Reimbursement for all expenses and reservations, other than airline tickets purchased through DTS on the CBA, will default to PERSONAL.

G. Upon approval of the ITA by the AO, the Travel Assistant in the Travel Office will furnish the traveler with a copy of the ITA printed from DTS.

4 Voucher

A. Upon completion of travel, the traveler will complete and provide a signed Travel Voucher, DD Form 1351-2 (enclosure (4)) for his/her travel, as well as provide all lodging receipts regardless of amount, and other receipts of $75.00 or more. The traveler will then submit these to the Travel Office by fax (831 656-7632) or secure email. Vouchers must be submitted in a timely manner since CBA charges are paid independently of voucher submission. Vouchers are required to be submitted within five working days after completion of travel. Instructions on how to complete the DD 1351-2 are included as enclosure (3).

5 Access to Government Quarters

A. If an invitee only requires access to government quarters, the Inviting Official will request “Guest of the Armed Forces” status from the CO, Naval Support Activity Monterey. Once authorized, NSAM will forward the letter to the travel office so that it may be furnished to the traveler.

NSAM Police Department Requirements

All visitors requesting unescorted access must be vetted prior to being granted entry onto Naval Support Activity, Monterey/ Naval Postgraduate School.  Here are the gate access procedures per the Naval Support Activity Police Department:

Gate Access Procedures 

1. Sponsor has guest fill out and return SECNAV form. Personally Identifiable Information MUST be secured, if transmitted electronically. Encryption (via nps.edu network) or AMRDEC SAFE can be used.

2. Sponsor completes NSAM Gate Access form.

3. Sponsor send encrypted to mjrosas@nps.edu and jeflinn@nps.edu.

4. Gate Access will notify that request has been received and is being processed. Recommend sponsor check back in three (3) business days for status.

5. NOTE: If guests have already been vetted, just fill out and submit the NSAM Gate Access form. Only the last four digits SSN# required for verification.

Security Manager's Office Requirements

In addition to gate access, the Security Manager's office requires that all visitors wear a badge in academic buildings and designated sections of Hermann Hall.  To obtain a visitor's badge please send the following information to Securitymgr@nps.edu a minimum of 48 hours in advance:

• • • Full Name

    • Dates of visit

    • Their organization

    • NPS sponsor

    • Purpose of visit

    • Indication whether they are a US citizen or not

http://intranet.nps.edu/security/IncomingVisitors.htm

For visitors who are foreign nationals, there are additional considerations established by NAVPGSCOLINST 5510.1F.  Please go to the Security Manager's Foreign Visitors page for additional guidance:

http://intranet.nps.edu/security/foreign_visitors.htm

ITA candidates and individuals stationed at NPS precluded from using DTS that are elibible to travel IAW policy must have a social security number (SSN) or individual taxpayer identification number (ITIN) to utilize DTS.  If an ITA candidate does not have a SSN or ITIN, there are no means available to NPS by which reimbursement may be made to the traveler.