Omega World Travel (OWT) can provide travel arrangements and tickets for non-Government personnel on official business for the NIH (Invitational Travel, FTR 300-3.1) through the purchase order mechanism. Purchase orders for tickets allow the NIH to take advantage of Government contract airfares. Please Note: Cost reimbursable contractors are not allowed to travel on government contract city-pair fares.
The following information is necessary when entering a purchase order for Omega services:
| OC Code: |
21.xx (Please note: This is a change from the OC Code that ICs were using previously. It has been determined by OFM that this OC must be used for all travel related purchase orders.) |
| SF37 Code: |
XLXQ6 |
| EIN: |
1540920000A2 |
| Ship To: |
Meeting Sponsor's Name |
Supporting
Documentation: |
Meeting Roster |
| Remarks: |
Delivery Order Against Established IDC |
| Delivery Date: |
Indicate the last day of the Meeting |
| Quantity: |
1 |
| Unit of Issue: |
Charge (for Domestic & International airfare)
Each (for Transaction Fees and shipping Charges) |
| Unit Price: |
Enter the total dollar figure, which is estimated by using $500/Domestic traveler per meeting and $1,500/International traveler per meeting. It is recommended to add an additional buffer in case of overages. |
| Line Item Description: |
The name and inclusive dates of the meeting; as well as a description of the service requested for the line item. The IC should also include a self-assigned meeting code.
|
| Justification: |
How you arrived at the total amount of each line item. |
Line Items If the purchase order is for more than one meeting, a separate line item is required for each, clearly stating the name and date of the meeting. In addition, line items should be designated separately for Domestic airfare; Foreign airfare; and the service fee* and shipping charges as applicable. Omega can assist in providing this information based on each IC's requirement.
*A per ticket non-refundable service fee is charged by Omega for all airline and train reservations that result in the issuance of a ticket. The fee for service fact sheet (which includes the fee structure, information on use and examples) can be found at the web address listed above.
Rosters
As soon as the purchase order number is assigned, submit the roster and a copy of the purchase order to Omega. The roster must include the purchase order number; the meeting code; the name and dates of the meeting; the names, phone numbers and addresses of all meeting participants; and the IC contact's name and phone number.
Reconcillation
Once the tickets have been issued to the participants, Omega will have a report prepared and sent to the IC contact or Administrative Officer electronically. The IC does not need to enter the receiving as this is done by OFM during the monthly central billed account reconcillation.
Credits for Unused Tickets
If a participant does not attend a meeting, it is the IC's responsibility to get the ticket back from that traveler(s) and return it to Omega. Omega will then issue a credit to the IC's CAN for the ticket cost only (the service fee is non-refundable).
Other Omega Services
Omega can also provide a full range of conference services such as issuing invitations, providing badges, arranging hotel accommodations, assisting with site selection, processing registration fees, and issuing honorarium and per diem to meeting attendees. Most of these services involve a fee per attendee. It is recommended that prior to issuing a purchase order for any of these services, the IC should contact the Omega Meeting Planner on (703) 243-9009 to discuss your requirements.
See Contact Information for Questions/Concerns Pertaining to Meeting Travel.