Functional Series 500 INTERIM UPDATE 09-10
SUBJECT: E2 Solutions Travel Authorization (TA) and Voucher Application
NEW MATERIAL: This notice sets forth the procedures and policies for the utilization
of E2 Solutions, the Agency electronic travel authorization and
voucher system for TDY and entitlement travel.
EFFECTIVE DATE: 11/04/2009
Subject: E2 Solutions Travel Authorization (TA) and Voucher Application
This notice sets forth the procedures and policies for the utilization of E2 Solutions, the
Agency electronic travel authorization and voucher system for TDY and entitlement
E2 Solutions is a web-travel authorization (TA) and voucher application designed to
provide significant cost savings benefits to the Agency through a unified, simplified
service that delivers a cost-effective government-wide travel service. The E2 policies
outlined in this document are intended to improve the overall internal effectiveness and
efficiency in the Agency and will aide in streamlining travel business processes and
alleviate numerous manual processes which will thereby reduce time and costs to the
With respect to Agency implementation, a decision was made not to change the
business process already established in the Bureaus and Independent Offices. Thus,
the Agency never intended that every traveler would create their own TA and Voucher.
Each Bureau and Independent Office has one or more "Arrangers" that create TAs and
Vouchers for all employees that travel in their respective areas. The Agency has
identified "Super Users" as the E2 Application experts, and the first line of defense or
"go-to" persons in their respective areas.
System Required Policy
On October 1, 2009, Agency travel preparers will no longer be able to prepare vouchers
in the legacy system. In addition, legacy versions of all alternative software and paper
processes shall be curtailed. E2 is the only authorized travel system for TDY travel.
The use of E2 for in-country and local travel is still under review.
The Agency shall not obligate travel funds unless the E2 document is used to prepare
travel authorizations and vouchers for all travel types except Permanent Change of
Station (PCS)/Assignment travel.
Establishing E2 policies will offer extraordinary benefits to both the Agency and
individual users. The application allows users to access their TAs and vouchers from
any internet-connected computer anywhere in the world. The system also allows
estimated and actual expenses to be entered in U.S. dollars or foreign/local currency.
Additionally, it streamlines the travel voucher process, and offers automatic electronic
approval routing and quicker payment of vouchers. For the Agency, it offers reduced
costs through the use of a consolidated and centralized web-based travel service, with
no software licensing fees or hardware maintenance costs and no significant impact on
IT resources. In E2, business rules are configured to the Agency's travel policies, and
can help standardize business processes across the Agency through system
configuration, while allowing exceptions that make sense. The system offers pre- and
post-travel auditing, and stores all travel documents electronically for the required six
years, three months at no additional cost to the Agency. E2 has replaced the outdated
and antiquated legacy travel system used in USAID/W. Effective July 1, 2009 (full
worldwide deployment completed), all travel preparers shall create TAs in E2.
However, the legacy system will be available for employees who need to process
vouchers created prior to July 1 for a three (3) month period (September 30, 2009).
The Agency has finalized the requirements phase for an interface between E2 Solutions
and Phoenix. With the implementation of the interface funds will automatically be
obligated in Phoenix once the TA is approved in E2. There will also be a reduction in
processing time, preventing errors and ending the duplication of effort currently needed
to manage funding in both systems. The Phoenix commitment or obligation number will
be used in E2 as the document number, further improving the ease of reference and
alignment between the systems. In 2008, CWGT-Sato Travel improved the E2
Solutions application with enhancements. These improvements not only increased the
speed of the system; but included many usability enhancements, i.e. E2 Financial
System, Password Reset Feature, New Home Page, Expanded Travel Center Menu,
Updated Travel Search Function, and Travel Links. In the future, we can expect
additional significant improvements that will benefit USAID's users over the next year.
a. Roberto Miranda, Executive Sponsor, email@example.com
b. Hung Vu, E2 Project Manager, firstname.lastname@example.org
c. Theresa Rauch, E2 Change Management and Communications Lead,
d. Diane Carter, Functional Lead, email@example.com.
POLICY DIRECTIVES AND REQUIRED PROCEDURES
E2 Online Booking Engine
USAID will not require the use of the E2 online booking engine to make reservations at
this time (although some missions have requested on-line booking as an option based
on their travel needs). There would be little or no cost savings for the Agency given the
complex nature of most of its travel. USAID/Washington employees will continue to use
the on-site Travel Management Center (TMC) on the concourse level of the Ronald
Reagan Building to make arrangements for travel.
Agency Approval Officials for Travel
The approval structure below can be supported outside of E2. A trip request document
with the required clearances must be either scanned or faxed as an attachment to the
Consistent with the recent notice concerning Agency Approval Officials for Travel, dated
April 24, 2009 (attached to this email and also accessible via this url:
vnext=yes) the following USAID officials have authority to approve travel for personnel
under their jurisdiction, including Foreign Service employees on rotation assignment in
USAID/W, experts, consultants, and employees on detail to their offices. This may
impact current routing pools in E2. In the event that it does, appropriate changes must
immediately be made to internal office business processes and to routing pools.
Requests to change routing pools must be submitted via AID Form 522-6 and reviewed
by the E2 Help Desk at E2_Helpdesk@usaid.gov.
a) All Washington personnel at the Assistant Administrator (AA) level and Heads of
independent offices must obtain approval for their travel in advance from the
Administrator, the Deputy Administrator, or in their absence their designees. During the
transition period, the Acting Administrator, the Counselor to the Agency, or in their
absence their designees, will provide AAs and Heads of independent office travel
approval. Requests for travel should be submitted to the Executive Secretariat on the
attached template. Except in the case of emergency travel, requests must be submitted
within one month of the proposed date of departure.
b) All Washington personnel at the Deputy Assistant Administrator (DAA) level,
reporting directly to an AA, must obtain approval for travel in advance from their AA.
c) All other Washington travelers, whose travel is funded by Washington, must obtain
approval for travel in advance from their supervisor.
In addition, M/AS/TT approval is always required.
a) All Mission travelers, and travelers funded by a mission, must obtain approval for
travel by either their respective Mission Director or the Executive Officers (EXO).
b) Mission Directors must obtain approval for travel from the Assistant Administrator for
their geographic bureau. Deputy Mission Directors and EXOs must obtain approval for
travel from their respective Mission Director. All other Mission personnel must obtain
approval for air travel from their EXO authorized to approve travel authorizations or
Mission Director in the absence of an EXO authorized to approve travel authorizations.
TA Hard Copy Retention
Until the Agency has scheduled the E2 electronic records with NARA, all electronic
records, to include supporting documentation, shall be retained in hard copy format in
the origin office. Scheduling is in process and a notice will be issued when it has been
confirmed with NARA that hard copies are no longer required for retention.
Voucher Transaction Fee
Bureaus and Missions will now incur a voucher transaction fee which is currently $13.50
for each voucher and $5.00 for each Local Travel voucher processed through the
application. These standard transaction fees are established in the government-wide
master contract for E-Travel services. They cover both GSA's management fee of
$3.00 for the government wide E-Travel program and E2 services provided by CWGT-
Sato Travel. The fees also include the payment for web hosting, system maintenance,
travel document archiving, and CWGT Help Desk support. Centralized payment of the
TDY voucher transaction fee was considered by USAID/W, but is currently not feasible
due to the numerous types of funding sources that are used to fund official travel.
PLEASE NOTE THAT CANCELING VOUCHERS PREMATURELY OR NOT
PREPARING A VOUCHER IN E2 FOR THE PURPOSE OF AVOIDING PAYMENT OF
THE TRANSACTION FEE IS STRICTLY PROHIBITED.
Accounting Processes for Voucher Fees
A voucher fee will be assessed only when a voucher is in the "Closed" Status. This fee
will be charged to the traveler's government issued or personal credit card; or Missions
have the option to handle direct payment to CWGT via Central Billed Account (CBA)
using their Agency credit card. The voucher fee is a variable cost established in the
government-wide master contract for E-travel services.
E2 User Requests
System user requests must be accompanied by a completed AID form 522-6, E2 User
Application and presented in USAID/W to M/AS/TT; in the field missions the completed
form should be given to the EXO for approval. The user application shall be used to
establish new accounts; change request for moving users i.e. travelers; approvers;
system administrators; changing user privileges; and approval routing and configuration
changes. The form can be found at the following link:
Multiple User I.D.'s
Multiple User I.D.'s are prohibited when using E2. Only one user I.D. per person will be
allowed in the E2 system. The user ID is generated by the employees first four
characters of their last name and last four digits of their office telephone number.
Temporary Duty Travel (TDY)
TDY travel is defined as any travel away from home station exceeding 12 hours, where
per diem is authorized. This includes domestic, international, regional and in-country
travel. In consolidated missions, if missions decide to use ICASS for travel services,
State will process travel for USAID in USAID's E2 system using USAID fiscal coding.
The application offers four ways to arrange a TDY:
1. Individual TDY trips
Definition: Individual TDY trips apply to one traveler from the same Minor Customer
traveling to a different location on a single trip.
2. Group Authorizations
Definition: Group Authorizations apply to a group of travelers from the same Minor
Customer traveling to the same location on a single trip, such as to attending a
3. Open Authorizations
Definition: An Open Authorization (OA) is a "blanket order" for one individual. OAs are
useful for travelers who have frequent TDYs and can be limited by destination, time
frame, individual trip cost, and/or cost limit on it. Once the OA is approved, no further
approval is required for a trip arranged under that OA that complies with the limitations
set in it.
4. Invitational Traveler
Definition: Invitational travel is that travel which is authorized for non-Government
employees at U.S. Government expense. This type of travel is authorized for both U.S.
and foreign citizens not employed by the U.S. Government, not receiving any type of
compensation from the U.S Government and only when it is determined that the
functions to be performed are essential to the interest of the Agency.
The Travel Preparer shall be responsible for ensuring that the Traveler profile is
updated to reflect whether or not the traveler is an Invitational Traveler or not. When
the E2 Traveler profile has been annotated as suggested the information will show on
the printed copy of the TA.
Miscellaneous Expenses Claims for Official Travel for Less Than 12 Hours:
1. Local Travel:
Definition: "Local Travel" in E2 allows users to claim expenses for taxis, tolls, fares, and
other miscellaneous expenses for official travel of less than 12 hours in the local area-
where the travel does not qualify for per diem. Local travel expenses for multiple days
can be accumulated and submitted together to defray the cost of vouchering for each
2. In-Country Travel:
Definition: "In-Country Travel" in E2 allows users to claim expenses for taxis, tolls,
fares, and other miscellaneous expenses for official travel of less than 12 hours in the
local area-where the travel does not qualify for per diem. In-Country travel expenses for
multiple days can be accumulated and submitted together to defray the cost of
vouchering for each trip individually.
Upon the completion of each overseas launch, all designated USAID employee shall be
required to use E2 Solutions to prepare and complete vouchers for travel over 12 hours.
Please note that this functionality is not meant to include in-country travel within the field
Missions for travel over 12 hours, since any trip where per diem is authorized is defined
as a TDY.
USAID has created guidelines for preparing TAs for various entitlement trip types,
including R&R, Home Leave, Education Travel, Visitation Travel, Separate Maintenance
Allowance Travel, Emergency Visitation Travel, and Travel of Children of Separated
Parents, based on the DOS regulations. Information regarding Entitlement Travel and
Special Trip types may be reviewed on the E2 Collaboration Space at
http://communities.usaidallnet.gov/e2/. An E2 Working Group has been engaged in
reviewing and updating the aforementioned guidelines as necessary.
Assignment/Permanent Change of Station (PCS) Travel:
The use of E2 for PCS travel is under review at this time.
The E2 system retains all documents for the required six years and three months for
Traveler Responsibility for Updating Credit Card Information to E2:
It shall be the traveler's responsibility to update their credit card information
(Government card and/or personal card) anytime when the card expires or when they
wish to add a personal credit card.
The policy information contained in this notice is in the process of being codified in ADS
Any questions concerning this notice may be directed to
— Kenneth Hawkins, M/AS/TT, ROOM 2.09B, (202) 712-5713, firstname.lastname@example.org,
— Diane Carter, (202) 712-0235, email@example.com.
File Name IU5_0910_121709.doc
Notice Date 12/15/2009
Effective Date 11/04/2009
Editorial Revision Date
Remarks This Interim Update will remain effective until the
policy directives and required procedures in it are
incorporated into an ADS Series 500 chapter.