E2 Census Travel: Hotel Authorizations Simplified

The E2 travel system is used by federal government employees in the United States to book official travel. It is one of the preferred government booking channels, along with ConcurGov, Defense Travel System, and other travel management companies. To use E2, employees must first ensure they have E2 access and complete an online module. Once their profile is complete, they can create an authorization for their travel plans at least two weeks in advance. When booking accommodations, federal government employees can use FedRooms to find Federal Travel Regulation-compliant hotel accommodations at or below per diem rates.

E2 access and account activation

To gain E2 access and activate your account, you must first ensure you have E2 access. Then, log in to activate your account and fill out your profile. If you don't have E2 access, you can email Dave Anderson. If you are locked out of your E2 access, call the E2 Help Desk at 301-975-5375.

Once you have E2 access, you can log in and complete an online module. After this, visit the E2 homepage and type "training" in the "Online Help" field, which is available in the drop-down menu at the top right portion of the E2 page. If you are having trouble locating the drop-down menu, look under your name in the upper right corner of the webpage.

Then, select "E2 Solutions Training for New Users." Alternatively, to access online E2 training through the CLC website, CLCL users can find NIST 2023 E2 Training in the Computer-Based Tutorials Section.

Once your E2 profile is complete, you can create an authorization for your travel plans. This should be done as soon as you know about your travel plans and at least two weeks in advance of your trip. If your travel dates change, you must amend your authorization with the new dates before doing a voucher.

As a federal employee, you must use hotels in E2, and the cost cannot exceed the General Services Administration (GSA) rate. To itemize hotel taxes, enter them on the lodging line of the E2 reservation page.

Online E2 training

The E2 travel system is used by OSY employees to book official travel. To facilitate their use of the system, employees should take E2 training. This involves a number of steps.

Firstly, ensure you have E2 access. Log in to activate your account and fill out your profile. If you don’t have E2 access, email Dave Anderson. If you are locked out of your account, call the E2 Help Desk on 301-975-5375.

Once your profile is complete, log on and complete an online module. Visit the E2 homepage and type "training" in the "Online Help" field, which is available in the drop-down menu at the top right of the E2 page. If you are having trouble locating the drop-down menu, look under your name in the upper right corner of the webpage. Then, select "E2 Solutions Training for New Users." Alternatively, CLC users can access online E2 training through the CLC website, where they can find the NIST 2023 E2 Training in the Computer-Based Tutorials Section.

Before you start booking travel, there are a couple of prerequisites. Firstly, make sure you have a Travel Card for expenses. To receive your card, email Dave Anderson. Secondly, create an authorization in your E2 account as soon as you know about your travel plans and at least two weeks in advance of your trip.

When booking travel, there are a number of things to keep in mind. If your travel dates change, you must amend your authorization with the new dates before doing a voucher. If you anticipate having additional expenses later in your trip, do a Final voucher and a Supplemental voucher later, rather than an Interim voucher.

As a federal employee, you must use a government contract carrier and prioritise selecting the least expensive air fare class (CA, followed by YCA and Y) that aligns with the OSY mission. If you are departing from the Washington, DC area, compare all available airports. If you need to change your air ticket after departure, it must be done through the Department travel agent, SATO.

If you prefer to drive your own vehicle rather than fly, you must do a cost comparison and attach it to your Authorization. You will be reimbursed the lower of the two costs. Please email Dave Anderson for forms.

When it comes to hotels, you must use hotels in E2, and the cost can’t exceed the General Services Administration (GSA) rate. To itemize hotel taxes, enter them on the lodging line of the E2 reservation page. Keep in mind that some states provide tax-free benefits to the federal government, including AK, DE, FL, KS, LA, NY, OR, PA, PR, TX, and WI. To take advantage of this, locate the relevant form on the GSA website and search the internet to see if the federal government pays the relevant state taxes for your destination. The Department does not reimburse taxes paid in exempt states.

Ground Transportation

From home to the airport and back, the ground transportation options are taxis or privately owned vehicles (POVs) parked in the least expensive lots. Local travel in POVs does not require an Authorization, but you must deduct your daily commuting mileage.

At their destination airport, employees may rent a vehicle if it is less expensive than taxis or public transportation. Uber Black use is not authorised under OSY travel restrictions. Rented vehicles must be in the compact class unless there are more than three passengers.

The rental car amount claimed cannot be more than the reservation amount. If the rental company upgrades you, it must be at no extra charge. Do not initial or sign for rental car insurance because the U.S. government self-insures.

If a vehicle is rented, valet parking is permitted when no other option is available. If driving a rented car or POV, add $10/day each for parking and tolls unless you are sure you will not need them.

Per OSY policy, receipts are required for all expenses. Hotel and rental car receipts must show a paid or zero balance.

If needed, estimated expenses—such as a checked bag fee, taxi rates, parking costs, and laundry—can be added in E2. An additional checked bag may be allowed for a long-term stay. All expenses, except airfare and cash-only purchases, must be paid with your Travel Card if you have one.

If you are attending a Federal Law Enforcement Training Center course that includes food and lodging, use $5 per day for meals and incidental expenses, except on the first and last travel days, which are 75% of the full rate. Food and miscellaneous expenses are paid as per diem, based on the cities/locations listed on your authorization. Tips are only allowed for taxis and work-related baggage and are limited to 20%.

Always choose travel options that are most advantageous to the federal government. Once you complete an Authorization request in E2, click the "Send to Approver" button. Please note that until the status shows "Approved" in E2, you are not sanctioned to travel.

If you go to the airport without an email from the Department travel agent, you will not have confirmation that your ticket has been issued. Keep a copy of your SATO reservations to show to the airline, car agent, or hotel clerk in case of a reservations issue. If you do not receive an email from SATO 24 hours ahead of departure, call them for an approval status report. Once you leave for your trip, all air, hotel, or rental car changes must be made by calling SATO.

Travel expenses and reimbursement

E2 is an online travel system used by OSY employees. To use the system, employees must first ensure they have E2 access, log in to activate their account, and fill out their profile. Once their E2 profile is complete, they can visit the E2 homepage and complete an online module. They will also need to obtain a travel card for expenses if they don't already have one.

Once E2 training is complete, OSY travel can be booked through the E2 account. An authorization must be created as soon as travel plans are known and at least two weeks in advance of the trip. If travel dates change, the authorization must be amended with the new dates before doing a voucher.

As a federal employee, OSY travellers must use a government contract carrier and prioritise the selection of the least expensive air fare class. If driving their own vehicle, a cost comparison must be attached to the authorization. The cost of hotels mustn't exceed the General Services Administration (GSA) rate and can be booked through the E2 account.

Ground transportation options include taxis or privately-owned vehicles (POVs) parked in the least expensive lots. At their destination airport, employees may rent a vehicle if it is less expensive than taxis or public transportation. Rented vehicles must be in the compact class unless there are more than three passengers. The rental amount claimed cannot exceed the reservation amount.

Per diem expenses such as a checked bag fee, taxi rates, parking costs, and laundry can be added in E2. All expenses, except airfare and cash-only purchases, must be paid with a Travel Card if the traveller has one.

Receipts are required for all expenses. Hotel and rental car receipts must show a paid or zero balance.

Hotel bookings and rates

When it comes to hotel bookings and rates, there are a few things to keep in mind when using the E2 census travel authorization system. Firstly, it is mandatory to use hotels in E2, and the cost per night cannot exceed the General Services Administration (GSA) rate. This rate is determined by the GSA and is based on the location of the work activities. It's important to note that the reimbursement is typically based on the location of work activities, not the accommodations. However, if lodging is not available at the work location, the agency may authorize reimbursement for the rate where lodging is obtained.

To book a hotel using E2, log in to your E2 account and create an authorization as soon as you know your travel plans, preferably at least two weeks in advance. You can access the E2 system by visiting the E2 homepage and ensuring your E2 profile is complete. If you don't have E2 access, you can email Dave Anderson to request it.

When booking a hotel, be sure to itemize hotel taxes by entering them on the lodging line of the E2 reservation page. Additionally, keep in mind that some states, such as AK, DE, FL, KS, LA, NY, OR, PA, PR, TX, and WI, offer tax-free benefits to federal government employees. To take advantage of these benefits, locate the relevant forms on the GSA website and check if the federal government pays taxes in your travel jurisdiction.

The U.S. General Services Administration (GSA) offers a program called FedRooms, which provides Federal Travel Regulation (FTR)-compliant hotel accommodations at or below the per diem rate. These accommodations come with standardized amenities and are available to all U.S. government and military personnel. FedRooms rates can be booked through preferred government booking channels such as ConcurGov, E2 Solutions, the Defense Booking Tools, or your agency's travel management company.

It's important to note that hotels are not required to honor the federal per diem rates. Each hotel property makes its own decision on whether to offer the rate and to whom. As a traveler, it is your responsibility to know the federal per diem reimbursement rates, as they may differ from the hotel's "GOV" rate. If the hotel's GOV rate is higher, you may need prior approval for actual expense reimbursement.

Travel authorisation

The E2 travel system is an online platform for booking travel for federal employees. It is important to note that OSY employees should take E2 training to facilitate their use of the system. The process begins by ensuring E2 access and filling out a profile. Once complete, users can log in and create an authorization for their travel plans, which should be done at least two weeks in advance.

When creating an authorization, it is important to include all relevant details, such as travel dates, and any anticipated additional expenses. If travel dates change, the authorization must be amended accordingly. As a federal employee, certain guidelines must be followed, such as using a government contract carrier and selecting the least expensive airfare class. If driving a personal vehicle, a cost comparison must be attached to the authorization.

When it comes to accommodations, hotels must be booked through the E2 system, and the cost cannot exceed the General Services Administration (GSA) rate. Hotel taxes should be itemized and entered on the lodging line of the E2 reservation page. It is worth noting that some states provide tax-free benefits to federal government employees. Per diem rates, which include lodging, meals, and incidental expenses, are established by the GSA for travel within the continental US. The Department of Defense sets rates for travel in non-foreign areas outside of the continental US, while the State Department sets rates for foreign travel.

To book accommodations, federal government employees can utilize FedRooms, which offers Federal Travel Regulation-compliant accommodations at or below per diem rates. FedRooms accommodations are available for temporary duty travel of up to 29 nights and can be booked through preferred government booking channels such as ConcurGov, E2 Solutions, or defense travel systems. Long-term lodging options are also available for stays of 30 nights or more, offering apartments, buildings, or condominiums with the comforts of home.

Frequently asked questions