As with new systems in general, several procedures have changed and others need to be reinforced. This memorandum details the procedural changes that affect CJA panel attorneys, CJA experts, and CJA investigators. This new program also includes detailed instructions on using the court's government Travel Account for making airline reservations and purchasing airline tickets for authorized CJA-related travel.
Revised CJA forms 20 (attorneys), 21 (experts and other services), 24 (transcripts), 30 (death penalty attorneys), and 31 (death penalty experts and other services) are all generated through CJAPAPS. Changes to these forms include:
Samples of these new forms are attached for your information. All new vouchers will be generated using this new form. Any existing work in progress may be submitted with the old form.
To process payments, CJAPAPS
requires entry of attorney hours by the categories listed on the
CJA forms to be rounded to tenths of
all CJA vouchers (CJA 20,21,30, and 31's)
submitted to the court now must list hours by category in tenths of hours
(e.g., 42 minutes = 0.7 hours; 20 minutes = 0.3 hours not 0.33 hours).
Supporting worksheets with itemized descriptions of
work performed subtotaled by category
must be attached to the voucher. Category subtotals on the worksheets need to be transferred
to the face of the voucher. These worksheets have been updated to reflect the categories on the
new voucher forms. Samples of the updated worksheets are attached.
Please note that vouchers that are not in compliance will be returned for correction.
CJAPAPS also requires the period of service to be completed in box 19 on the voucher form.
The beginning and ending dates of service should be stated in specific days, not in months.
(e.g. from 4/1/99 to 5/25/99).
CJA 24 forms, Authorization and Voucher for Payment of Transcripts will now be paid through CJAPAPS in the same manner as other CJA vouchers and not by the clerk's office.
We have established a Government Travel Account (GTA) for use by CJA court-appointed attorneys, experts, and investigators. This GTA account allows authorized CJA attorneys and experts to (1) obtain discounted government airfare on official CJA business trips, and (2) charge authorized airline tickets to a government credit card; such charges then are paid by the court rather than by the authorized traveler. Travel related to CJA representation may be arranged by adhering to the following procedures:
The traveler should instruct NTS where to send the tickets. If necessary, tickets may be pre-paid by NTS for pick-up at the airport counter.
Because the Travel Authorization is an official government document, it should enable the traveler to obtain official government rates at hotels as well. NTS is a full-service travel agency and can provide assistance with hotel reservations.
A copy of the (i) Travel Authoriztion, (ii) court order allowing out-of-district travel, and (iii) airline ticket passenger receipt card, must be sent to court's financial administrator promptly following completion of your travel. A second copy of the Travel Authorization, court order, and airline ticket passenger receipt card must be attached to your voucher for audit purposes.
If you have any questions, please call either Mike Duncan at 524-6109 or Gary Serdar at 524-6107.
Signed by Markus B. Zimmer
Clerk of Court
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