In Sickness and in Health

etting sick-especially while abroad-is a traveler's worst nightmare. And most federal workers will suffer some kind of illness or injury while on travel at some point. It may be as simple as a cold or as major as stepping off a curb and getting hit by a car, says David Abramson, medical director of Washington-based Executive Physicians Worldwide, but an estimated one-third of all business travelers return home the worse for wear. "Because of the stress involved in travel," says Abramson, "people seem to get sick more frequently." Fortunately, most federal health insurance plans cover most emergencies away from home, whether in the United States or overseas. But savvy travelers will check their coverage before they go. Usually, the key is that the medical services received must be for an emergency. The government will pay for an air evacuation or ambulance to return a federal traveler home if it's medically necessary, says Jim Harte of the General Services Administration's Office of Government-wide Policy. And sick, incapacitated or hospitalized employees can get up to 14 days' per diem to help cover expenses, Harte says.

Air Time

These days, you're more likely to be able to get the care you need on the road-or even in the air. Most of the major airlines have put portable defibrillators and expanded medical kits on their aircraft. Crew members are trained to use defibrillators in cases of cardiac crisis. American Airlines reports saving four passengers since the first defibrillator was put on board in July 1997. The expanded medical kits include supplies and medication for treating heart failure, breathing problems, seizures and other serious health problems, says Jon Austin of Northwest Airlines. They can be used by any qualified medical professionals (nurses, doctors, EMTs) on board. Northwest, like many major airlines, also has contracted with a medical facility on the ground (in this case Minneapolis' Mayo Clinic) to provide a doctor on call around the clock who can give instructions to those administering care on board. Of course an ounce of prevention is worth a pound of cure, and while you're in the air, that translates to drinking lots of water, staying away from alcohol and caffeine and keeping your seat belt fastened. That's right-keeping your seat belt fastened. "You don't want to find out what the ceiling of the cabin feels like on your head," counsels Austin. Turbulence is the cause of "by far the most common [air travel] injury." Travelers also are advised to stay active while in the air to avoid "economy class syndrome"-the formation of potentially life-threatening blood clots brought on by sitting too long in a cramped space. Move your legs and feet frequently (for a list of exercises you can do while sitting, see The Business Traveler's Guide to Good Health on the Road by editors Karl Neumann and Maury Rosenbaum (Chronimed Publishing, 1994). And get up and walk around at least once every two to three hours.

Good Habits

A business trip is the most important time to hang onto your good habits. Long hours, back-to-back meetings, rich meals (or fast food), alcohol and caffeine, jet lag, and disrupted exercise schedules make business travel prime time for endangering your health. Hotels are getting on the health and fitness bandwagon, making it easier for travelers to eat healthy, stick to a workout routine, and get a good night's sleep. Hilton Hotels, for example, has introduced "Sleep-Tight" rooms-available at no extra charge-that contain a light box (to help combat jet lag and reset the body's circadian rhythms to the local time), blackout draperies, a sound-blocking machine and other devices. Research by YP& Yankelovich Partners found that 40 percent of business travelers don't sleep well away from home. The Hilton chain also is experimenting with "Health-Fit" rooms, which contain workout machines, nutrition bars and more, and "Stress-Less" rooms, which are equipped with chair massagers, yoga videos, and fountains that provide the sound of flowing water. Best Inns are offering health-conscious "EverGreen" rooms that have air and water filtration systems, allergen-barrier bedding and treadmills. And some things just require self-discipline. Twenty-five percent of business travelers say they drink more alcohol on the road than they do at home-a no-no if you want to get a good night's sleep.

Overseas Care

If the worst does happen and you need a doctor overseas, check in with the U.S. Embassy or consulate, says GSA's Harte. It should have someone from the State Department's Office of American Citizens Services who can facilitate communication with those back in the United States, help make travel plans, and more. If you can't reach someone in a local embassy, call American Citizens Services at (202) 647-5225 Monday through Saturday or (202) 634-3600 Sunday and holidays.

Staying Healthy

Here are a few tips from frequent federal travelers.

• Keep medications with you in your carry-on bags (and, if you're leaving the country, in their original labeled containers).
• To cut down on your exposure to colds and other viruses, wash your hands often and avoid touching your face.
• When sitting for a long time, move your legs frequently.
• Drink lots of water.
• Try to maintain your normal diet. When out of the country, eat local foods only if they have been boiled or otherwise thoroughly cooked.
• Stick to your exercise routine.
• Be well-rested before the trip.
• Remember Murphy's Law and expect the unexpected. Be prepared.

Contributors: Fred Schuhmann (Army), Patrick George (NASA), Tamara Shannon (Forest Service) and Kelly Sedlacek (Navy)

Travel Contracts Awarded

Federal agencies will begin paying fees for travel services under contracts negotiated by the General Services Administration, officials announced in late November.

GSA negotiated contracts with travel agents, and agencies now can place task orders against the contracts. Under the new contracts, fee-for-service arrangements will help replace the commissions that travel agents used to rely on for revenue.

In recent years, airlines have cut travel agents' commissions. To compensate, travel agents will now charge agencies for their services; the government will get any commissions earned.

The travel service fees are ceiling prices, and agencies will be able to negotiate below them based on sales volume and other factors, says Susan May, GSA's director of travel management. For example, if agencies reduce the labor costs of the travel agent by making arrangements via fax or e-mail, they may be able to negotiate lower fees. Contract provisions also allow the use of the Internet or agency intranets for booking travel, May says.

"This is the first widespread introduction of corporate America's best practices into the federal arena," says Phyllis Reagan, president of the Society of Travel Agents in Government. "It's a great example of the good that can happen when government contracts are unbundled."

Federal agencies will pay a maximum of $49.50 for domestic travel arrangements and $98.50 for international trips. The fee covers everything involved in booking a trip, including changes, unless a replacement air ticket must be issued. Fees depend on the geographic area and travel agency. For example, in the Washington area, ceiling prices range from $25.25 to $49.50 for domestic travel, and federal offices have 11 travel management firms to choose from.

The 46 new contracts were slated to be rolled out from December 1999 through fall 2000, depending on when current contracts end. Information on prices and service providers is available at www.region9.gsa.gov/fss/tmcservice.-Katy Saldarini

Lodging Contracts Issued

In December, the General Services Administration and the Army were slated to award lodging contracts with eight hotels in Boston.

The awards guarantee a minimum of 32,000 room nights in 2000 at rates ranging from $162 to $192 a night. Federal travelers currently spend 100,000 nights in the Boston area and pay an average of $195 a night. The 1999 per diem for Boston was $105, but "the agencies were having to approve actual expenses in almost all cases there," according to GSA's Bill Rivers, so the 2000 per diem was set at $192. He expects that as hotels and motels gain federal business under the contract, they will make more rooms available.

The Army, which runs its own "Lodging Success" program, acted as contracting office. Travelers and travel agents can book rooms through the Army's Lodging Success hot line (1-800-GO-ARMY-1) or directly with the hotels. A GSA hot-line number will be available soon.

Travelers should benefit from the Army's quality control features: Anyone who has a problem with a hotel or motel can call the Army's hot line.

Though the program is starting small, GSA expects it to grow quickly. The agency plans to announce lodging contracts for New York City in January and then move on to 25 cities around the country. "The city pairs program started with only six contracts," says Rivers. "This is the beginning of the [national] lodging contract effort."

The Boston Federal Executive Board helped identify the areas federal travelers visit and evaluated the services Boston-area hotels and motels provide. "There's a shortage of hotel rooms here anyhow," says FEB executive director Kim Ainsworth, "and with the per diem at $105, government travelers have had to stay in outlying areas and rent a car. There's been some skepticism [about the new program], but if it works we'll be ecstatic."

Federal travelers will not be required to book rooms through the contracts, though GSA plans to promote the program extensively to agencies and installations that travel frequently to Boston. The Army and Transportation Department send the most travelers to the area.

Hotels expected to sign on to the agreement are SwissHotel, Marriott, Doubletree, Sheraton, Park Plaza, Westin Copley, and Colonnade.

GSA announced the 2000 per diem rates in early December. For the first time, they will include a conference rate intended to make it easier for federal travelers to find acceptable lodging at per diem. For information, go to http://www.govexec.com and click on "Travel."