Managing Employee Travel

It is the responsibility for all managers and supervisors to manage travel to ensure effective, efficient program delivery consistent with the Forest Service mission. Managing employee travel is an important component of managing agency costs and sustainable operations.

Effectively managing travel costs is an important element of sustainable operations and reducing the agency’s carbon footprint. Executive Order 13423, the Energy Policy Act of 2005, and the Energy Independence and Security Act of 2007 require that we manage our travel and its effects responsibly. Business travel in general has a large impact on our agency’s carbon footprint. Air travel is one of the largest contributors, and vehicle use contributes significantly. By managing our travel, the Forest Service can continue to reduce our overall carbon emissions. Units are encouraged to continue to acquire the most energy efficient vehicles suitable for the work to be performed. In addition, units should operate and maintain vehicles to promote optimal efficiency.

For FY 2010, the Forest Service will not establish specific travel cost ceilings. Instead, each line officer, manager, and supervisor is expected to manage travel conservatively and necessary to fulfill the work of the Forest Service. This requires consideration of the costs, effect on the unit’s program of work, where the travel is occurring, and developmental needs of the employee. Pay special attention to conference and meeting attendance, including the location, especially when travel is to a resort location where government travel receives intense scrutiny. Units should also be aware of other Forest Service employees attending conferences and meetings to find ways of reducing the number of people attending by sharing information with other units or staff areas. Steps should be taken to establish expectations for employees attending meetings and conferences to share information with others.

Line officers, managers, and supervisors should always evaluate non-travel alternatives for internal Forest Service meetings. Consider the use of video teleconference technology whenever feasible.

While specific travel ceilings will not be established for FY 2010, the Forest Service will continue to produce and provide information about travel and expect that line officers will manage and be accountable for travel costs. However, these reports will focus on commercial travel, and meeting location, and number of Forest Service employees in attendance. The Chief Financial Officer will develop reports that focus specifically on meetings with particular attention to the number and duty station of employees attending such meetings. The intent is to use data in GovTrip or from the National Finance Center to provide data and to establish appropriate "base lines" if possible. Our intent will be to separate meetings and conferences from other travel directly necessary to the mission critical work of the agency.