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Policies, Procedures and Forms

Policies, Procedures and Forms for Initiating Purchases, Obtaining Approvals, Submitting DTS Vouchers, etc.

 Procedures and Requirements for using the Convenience Check Form (FY12)    (required form for all of USNA)

This document, taken from the USNA Internal Operating Procedures (IOP) regulations for making purchases, provides the process, routing, requirements and restrictions that must be followed when using a convenience check.  Questions about the use of the form:  Consult with the appropriate (for the type of funds being used) Accounting or Financial Technician or contact the staff of the Government Charge Card Program office in the Comptroller Department (x 3-1356 or 3-1614).

 SF-36 Purchase form  (template)

This is the required form to make purchases over $3000. NOTE:  Check with the appropriate (for the type of funds being used) Accounting or Financial Technician for the process to make a purchase under $3000 that cannot be made on a purchase card or via a convenience check.

 Priority 8 Justification memo for a purchase > $3000 (template)

This is the required form to request faster processing of a purchase requisition submitted via a SF-36 Purchase form.

 J&A for a "Sole Source" or "Brand Name" Purchase 

This is the required form to request that a purchase (greater than or equal to $3000 but less than $100K) be directed to a specific vendor as a "sole source" or "brand name" purchase. NOTE:  If the selected vendor has a GSA contract, the GSA contract number must be included on the "sole source" form.

 Justification for a "Limited Source" or "Brand Name Specified" Purchase for a GSA Order 

This is the required form to request that a purchase be awarded as a "Limited Source" or "Brand Name Specified" order per a Federal Supply Schedule (GSA).Request guidance from a Financial Technician (AcDean Budget Office or Research Office) prior to using this form.

 Template for a "Market Vendor"     Survey Results Report    

This is a template to report the results of the required "Market Survey" for proposed "Sole Source" purchases over $3000. (and for a purchased service greater than $2500)

 Pre-approved IT Items

This is the ITSD-generated list of pre-approved IT purchases. These items do not need review and approval from ITSD prior to being purchased.  (Please note "on the pre-approved list" in the appropriate ITSD approval space on the purchase card form.)  NOTE:   Navy policy regarding the use of various computer portable storage devices/media (such as thumb drives) is under review.  Therefore, until further notice, the purchase of such devices is not authorized (per ITSD).

 SF182 Training Form       (e.g., for conference registrations)

This is the required form for paying any registration fees or conference fees associated with a faculty member or staff person attending a conference or enrolling in a training course.  Conference registration fees can only be included as part of a DTS request for travel orders if:  (a) the fee must be paid on-site; (b) the vendor requires payment by personal check; or (c) the vendor will not accept a charge card payment.  Approval to include payment of a registration fee on a DTS travel order request must be obtained before the traveler pays the fee with personal funds. 

 SF182 Instructions

These instructions are offered as guidance for the preparation of a SF182 Training form.

 Form to Request Approvalfor Authority to Advertise  

This is the required form at USNA to request approval for the authority to advertise for a personnel hire such as a post-doctoral fellow (Assistant Research Professor).  Consult with your department secretary and/or with the support staff in the Associate Dean for Faculty's office for guidance to complete the form. 

 Local Travel Claims  (must submit via DTS voucher)

SF1164 "Local Travel Claim" forms are no longer accepted for local travel reimbursements.  ALL requests for reimbursement of mileage costs, tolls, and/or parking fees that are associated with local travel must be submitted via on-line vouchers in the Defense Travel System (DTS).  Faculty and staff should consult with their department secretaries for guidance to complete a local travel voucher on-line in DTS. As of June 2010:                     automobile mileage reimbursement  = $ 0.50

 DTS Traveler Profile form for USNA 

Before a travel order request, local travel claim voucher, etc., can be submitted via DTS, the traveler must be registered in the DTS record system.  Once completed by the traveler, this profile form is submitted to the AcDean Budget Office (direct or gift funds) or the Research Office (reimbursable funds). NOTE:  The database of traveler profile forms is shared by the two offices so the profile form only needs to be submitted one time.  Staff in either office can enter the data on the profile form into the DTS database.

 DTS Traveler Profile form for Invitational Travel 

Before a travel order request, local travel claim voucher, etc., can be submitted via DTS, information for the invitational traveler must be registered in the DTS record system.  Once completed by the host department, this profile form is submitted to the AcDean Budget Office (direct or gift funds) or the Research Office (reimbursable funds) for entry into DTS.

 USNA Gift of Travel form

If a traveler is planning (hoping) to accept a gift of travel (such as an airplane ticket, paid lodging expenses, payment of a conference registration fee, etc.) from a non-federal source, the traveler must request approval for the acceptance of the gift.  Acceptance approval can only be granted by the Superintendent, after a review by the USNA Staff Judge Advocate (JAG).  The form must be submitted with sufficient lead time, such that it arrives at the Superintendent's Office no less than 7 working days prior to the proposed travel/gift. The routing for the submission of the Gift of Travel form is provided at the top of the form.  If a traveler is planning to accept a gift of travel from a federal source, please contact the Financial Technician in the USNA Research Office for guidance on how to proceed.

  Travel:  DoD Per Diem Rates       (meals, lodging and mileage)

This website provides the official reimbursement rates for mileage (auto, motorcycle, and plane), meals per diem, lodging per diem, etc.

  Currency Converter website      

This website provides an easy-to-use currency converter.

 Tax Exemption Form for Hotel Taxes(template in WORD)

This is the form to use to request a hotel to remove taxes from a hotel bill.  A completed form should be submitted to the hotel reservation clerk, along with a copy of the traveler's orders.  If accepted, the hotel will remove federal and state taxes from the bill, and on a case-by-case basis, the hotel will remove local taxes from the bill.  Using the form:  It must be done at the hotel reservation desk.  The traveler's plan to submit the form should be discussed at check-in - although the hotel may not accept it until the traveler checks out of the hotel. NOTES:   (1) There is no mechanism to use the form with an electronic check-out system.  (2) Some hotels will not honor the request to remove the taxes from the bill.  In this case, the traveler should pay the taxes and request reimbursement via the DTS voucher for the trip. 

 Electronic Funds Transfer (EFT) form (template in WORD)

This is the form to use when a payment is to be made to an individual via an Electronic Funds Transfer (EFT) and the payment request is not made via a travel voucher in DTS.  (e.g.,  payment of an honorarium)  The completed form must include the person's bank routing number, signature and date.  NOTE:  Due to the very sensitive nature of much of the information on this EFT form, special care should be taken to safeguard a completed document.  (This is also known as a "Travel History Form".)

  SATO Phone Number

 in Washington, D.C. at the Navy Yard:   202-433-2265

  HAZMIN Center Contact Information

 HAZMIN Center (voice):   410-293-4195 HAZMIN Center (fax):      410-293-4194

  USNA Safety Office and HAZMIN Center Points-of-Contact

This website provides a place to start when looking for information dealing with safety issues at USNA.

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