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AIR TRAVEL INSTRUCTIONS

Attendees will travel to Orlando, Florida and will make arrangements to fly to the Orlando International Airport (MCO).  The hotel is located 13 miles from the airport.  

Deadline to complete a travel request is 5 May 2023.
 
**If you are booking travel and you have questions, please send questions to etravel@aafes.com. 
CONUS AIR TRAVEL 
 
Attendees may arrive by 1430 on Monday, 5 June 2023 for the general session that starts at 4 pm on Monday.

Return flight arrangements should be made for departure on Friday, 9 June 2023 on flights departing at 1300 or later as the program agenda will end at 1100. CONUS attendees who cannot depart on Friday due to flight availability, will depart on Saturday, 10 June 2023.
 
Those attendees who cannot depart on Friday will be provided rooms for the night of 9 June 2023 provided they are not doing constructive TDY.
OCONUS AIR TRAVEL
 
Attendees may arrive no earlier than Sunday, 4 June 2023.

​Return flight arrangements should be made for departure on Friday, 9 June 2023 on flights departing at 1300 or later as the program agenda will end at 1100. OCONUS attendees who cannot depart on Friday due to flight availability will depart on Saturday, 10 June 2023.

Those attendees who cannot depart on Friday will be provided rooms for the night of 9 June 2023 provided they are not doing constructive TDY.

TRAVELING BY AUTOMOBILE/NOT AIR TRAVEL

Attendees who are driving (not flying) to the Express seminar must still complete a travel authorization in order to obtain the per diem funds.

TRAVEL PROCEDURES
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All attendees will book their own travel through eTravel / Concur. Please view the instructions below. We will review travel arrangements and will reserve additional hotel nights accordingly to coincide with travel arrangements.
 
After completing your Air Travel arrangements, please upload your FULL Itinerary (including ticket cost) to the following Folder in TEAMS - ATTENDEE FLIGHTS & CONCUR ITINERARIES. Include your Name and Region in the file name.
 
HOW TO MAKE YOUR AIRLINE RESERVATIONS 
 
Associates must be on the approved Store Allocation list in order to book flights. Please book your flights according to the CONUS/OCONUS schedule above.
Only those Associates who are within allocation, as identified on the Store Allocation list, may use the Express Facility ID code for booking flights.  All associates who are out of allocation must use their own facility number for the travel expense.
 
All attendees will book their flight arrangements through the eTravel/Concur system directly. To view the STEP BY STEP screen instructions on how to complete a travel request and TDY authorization, please click HERE - STEP BY STEP INSTRUCTIONS. This will download a PDF file to your computer which you can open & view.
 
ETRAVEL/CONCUR site - you must be on an EXCHANGE computer connected to the Exchange network and using GOOGLE CHROME browser: http://h2.aafes.com/Documents/home.aspx
Click on the eTravel icon. Click on Vouchers & Authorization.
 
IMPORTANT NOTES:
  • Be sure to UNSELECT "Find a Hotel" because we will book your hotel for you (pg 10 of Step by Step instructions). You should NOT book a hotel in Concur as this will be a duplicate reservation for you. Please only book flights.
  • Once the flights are noted, please be sure to NOT add a rental car to your itinerary. Rental cars are not paid for by the Express Conference.
  • You will have to approve the final flights to confirm the air ticket.
  • Once the flights are confirmed, you will need to create the travel authorization. The eTravel/Concur system will automatically create the authorization from the reservations.
  • The TRIP NAME should be the 'EXPRESS CONFERENCE Orlando 5-9 June 2023.
  • Type Code is TDY Travel
  • Trip Purpose: TDY
  • Document Detail: Copy from Trip name
  • Travel Authorizations must be approved as well to confirm.
  • You will need to attach TDY orders to the travel authorization.
  • Be sure to click to the PROFILE screen to update the Facility ID to the Express Seminar Facility: 3729601300 (no spaces or dashes). Save Profile changes.
QUESTIONS ABOUT TRAVEL please contact: eTravel@aafes.com.
Questions about the Express Seminar: Jet Martin, Store Operations, martinjd@aafes.com.
 
The Exchange will review all travel arrangements and will reserve additional hotel nights to coincide with travel arrangements.
Attendees must complete travel request forms & Travel Orders by 5 May 2023.
 
Local attendees who will be driving to the conference should indicate this on their registration or email jimi@xcelevents.us.
 
All airline tickets will be booked using the lowest price ticket, which may be non refundable. Booking a non refundable ticket is often cheaper, however, penalties and change fees are charged for ANY changes made to that ticket. In addition, the ticket cannot be transferred from one traveler to another.

Any cancellations must be coordinated with Jet Martin immediately. Cancellations or changes that are not an emergency or otherwise approved by Jet Martin, will be charged to the Exchange/region that requested the change.
 
TRAVEL ORDERS
 
Attendees must have TDY orders with the following Express Seminar facility & account information:
 
In the PROFILE screen, be sure to update the FACILITY ID to the Express Seminar Facility: 3729601300 (no spaces or dashes). SAVE profile changes. This will ensure that the Express Seminar will pay for your flights (vs your individual Exchange store).
 
**NOTE: If attendees do not use the correct facility/account on their orders, then the attendee's facility will absorb the TDY costs.
 
Be sure to note in the comments “Express Seminar”. 
 
If the traveler requests travel outside of the scope of this conference for personal reasons, please be sure that the CONSTRUCTIVE TRAVEL section is completed in addition to the OFFICIAL TRAVEL section.
 
If you have any questions on how to use the form or relating to your travel reservations (to include changes) please contact email: jimi@xcelevents.us