TRAVELING BY AUTOMOBILE/NOT AIR TRAVEL

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

TRAVEL PROCEDURES

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.

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 MCS 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"  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 MCS 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 'MILITARY CLOTHING CONFERENCE Frisco 6-10 March 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 MCS Conference Facility: 3729602200 (no spaces or dashes). Save Profile changes.
• Once flights are confirmed, please upload a copy of your flight arrangements and Concur itinerary HERE (a Teams site). Attendees should save the information as a PDF and name the document [MCS Conference_Associate Name_Facility Number]

 
QUESTIONS ABOUT TRAVEL please contact: eTravel@aafes.com.
Questions about the MCS Conference: 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 17 January 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 MCS Conference facility & account information:
 
In the PROFILE screen, be sure to update the FACILITY ID to the MCS Conference Facility: 3729602200 (no spaces or dashes). SAVE profile changes. This will ensure that the MCS Conference 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 “Military Clothing Conference”. 
 
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