Cognitive Professional Services Inc. Travel Policies and Procedures

Transcription

1 Cognitive Professional Services Inc. Travel Policies and Procedures

2 Travel Procedures Travel expenses on temporary duty (TDY) should be at the best value to the Government The JFTR/JTR provides a guide for contractors, but should be considered as the maximum allowable claim without special approval

3 Pre-Approval Travel must be pre-approved and submitted for authorization prior to actual travel All travel MUST be pre-approved by your SFPD/Designated Point of Contact and the Regional Program Manager before travel occurs. Travel over $500 must also be approved by the Contracting Officer Representative (COR) at NGB The pre-approval process may take 2-4 weeks, depending on the current volume of travel requests and the level to which they need to be approved - Authorizations under $500 normally take less time Employees should make every effort to submit a COMPLETE authorization request as soon as the travel requirement is identified - incomplete requests add unnecessary delays

4 Complete Travel Request Travel Request Form Mapquest (or like analysis) of POV mileage - if applicable Hotel Pre-Authorization Form - if applicable Exact flight requirements to include departure times and flight numbers Conference or Event Agenda

5 Travel Authorization Requirements The following pieces of information are required for a travel authorization to be approved:

6 Travel Authorization Requirements POV Mileage If travelling on a duty day, the starting/ending location(s) for mileage will be your duty station, unless home of record (HOR) is closer to the TDY location or transportation start point (e.g., airport). If you are traveling on the weekend or a non-duty day, the starting and/or ending location(s) will be your HOR. When POV mileage is proposed as the primary mode of travel, the employee must submit with the travel authorization the following: A MapQuest (or like) driving directions query mapping POV mileage to/from physical addresses A cost analysis must be performed comparing alternate travel modes (rental car and flight). This cost analysis must be submitted with your travel authorization and should be included in Section A of the Travel Request. Validation of the most efficient mode of transportation will be done by the PM as part of the authorization process In order to provide the best value to the Government, CYPCs in the same state, traveling to the same TDY location via POV for the same dates must consider car-pooling To ensure verification of the latest available federal rate for mileage, please see

7 Travel Authorization Requirements The following pieces of information are required for a travel authorization to be approved: Yes or No X $0.56 Comparisons required if mileage reimbursement exceeds $150.00

8 Travel Authorization Requirements Short Distance Travel Short distance travel will be defined as mileage totaling less than 50 miles round trip. Short Distance Travel will not require a Travel Request/Order Form, but will require verbal approval from your direct contract and/or the local government manager to maintain awareness regarding travel budget spending.

9 Travel Authorization Requirements Air Travel In order to minimize excessive flight costs, travel requiring airline flights must be APPROVED two weeks prior to travel. In the event that air travel is necessary, travel request documentation must be SUBMITTED NO LATER THAN four weeks prior to TDY start date. While every attempt will be made to accommodate the needs and/or wants of the traveler, the flight which is the best value to the Government will be the priority when booking. If booking your own flight and filing for reimbursement, proof of utilizing the most cost effective method will be required. There may be times when the cost difference between flying or driving, either a POV or rental car, may be minimal. In those cases, please consult with your Regional Program Manager, as loss of staff time may not be worth the minimal cost saved in mileage vs. flying. Employees should plan to return from the TDY location on the first available flight after completion of event/training requirements in order to minimize hotel and M&E charges to the Government. As a general rule, employees should not stay an additional night if they can reasonably travel home on the last event/training day without missing substantive training and/or risking their safety. TDY may not be extended for personal reasons if this results in additional cost to the Government. Any extension of travel for personal reasons cannot be charged as duty time to the contract, and additional costs (more expensive flight, additional hotel nights, additional per diem) are at the employee s expense.

10 Travel Authorization Requirements The following pieces of information are required for a travel authorization to be approved: Airport Codes and Flight Numbers Must Be Accurate This information required to purchase ticket

11 Travel Authorization Requirements Lodging As a general guide, overnight lodging is authorized for single-day events with POV travel of greater than 150 miles one-way and greater than 6 hours of planned work performance. Overnight lodging for POV travel of less than 150 miles one-way will be considered on a case-by-case basis and must be supported with justification from the SFPD, at a minimum. Please consult with your Regional Program Manager for guidance and possible exceptions. BEFORE making lodging reservations, please check the maximum allowable lodging rate for your destination. To ensure verification of the latest available federal rate for lodging, please see Any charges that exceed that rate will not be reimbursable to you without pre-approval.

12 Hotel Credit Card Authorizations In order for Cognitive to pay for your lodging on the company AmEx, the following is required: Completed Hotel Credit Card Authorization form from the identified hotel MUST include: Confirmation number for reservation Full name of guest Accurate arrival/departure dates Completed form MUST be submitted to RAPM when submitting Travel Authorization for approval All documents MUST be submitted as a single PDF, no individual attachments In the event the reservation information is not available at the time of submission, please submit the Credit Card Authorization and APPROVED travel request to travel@cog-ps.com for processing.

13 Travel Authorization Requirements The following pieces of information are required for a travel authorization to be approved: Holiday Inn, 123 N. 5 th St., Des Moines, IA $ $ $ Name and Address of Hotel Per Diem Rate # of Nights Total Per diem rate information available at:

14 Travel Authorization Requirements Per Diem BEFORE submitting a Travel Request, make sure to check the maximum allowable M&IE for your TDY location at The M&IE rate for travel days is 75% and 100% for Duty Days (non-travel). Be sure to adjust M&IE requests should meals be provided during events such as conferences or camps. The M&IE breakdown of daily rates can be found at In the case of day travel, where no overnight stay is required, and hours of work is performed, 75% M&IE may be claimed IF the traveler was required to travel more than 50 miles, one way, from his/her duty station. If LESS than 50 miles one way is travelled in the course of business, mileage may be claimed, but M&IE may not.

15 Travel Authorization Requirements The following pieces of information are required for a travel authorization to be approved: Des Moines, IA $38.25 $ $51.00 $ $38.25 $38.25 $ Need Receipt Hotel Tax Per diem rate information available at:

16 Travel Authorization Requirements The following pieces of information are required for a travel authorization to be approved: Accurate Total for All Sections Provide notes regarding unit(s) supported Provide notes regarding type of event Provide notes regarding role at event Provide notes regarding specific travel requirements

17 Travel Authorization Requirements The following pieces of information are required for a travel authorization to be approved: Signatures required before approval by RAPM and NGB; cannot approve without required signatures notify RAPM if SFPD has designated another individual to grant approvals (must be reported to NGB)

18 Travel Authorization Requirements Back to Back TDY Travel Employees may have a situation where they travel to a second TDY location directly from the first TDY location, or return home only to begin the next TDY trip on the return day of the first trip. In these situations, the employee may only claim the second travel day on ONE of the TDY trips (the return day for TDY #1 and start day for TDY #2), but may claim 100% M&IE for that day. For example, the employee attends a conference in Washington, DC 3-7 May and must travel to Orlando, FL 7-10 May to support a Youth Camp. In this situation, 7 May is a travel day for both TDY trips, but can only be CLAIMED AS A TDY DAY FOR M&IE for one of these trips. One or both of the Travel Request/Order Forms (depending on the timing of the submission of each) AND the travel voucher must note the back-to-back TDY situation.

19 Travel Authorization Requirements Submitting Documents All travel forms must be completed and submitted electronically. Handwritten documents are not acceptable and will delay the travel authorization and reimbursement processes. All travel must be submitted on the Travel Request Form and should be saved (along with any necessary supporting documentation) to one PDF document. When submitting a request for travel to a conference or training event, please attach flyer/posting for event so that event details, such as negotiated hotel rates, meals provided, stipulated travel days, etc., are readily available. Also attach the conference or event agenda, if available. Multiple travel requests should not be combined in to one document as they cannot be effectively forwarded for authorization. Each Travel Request should be saved and uniquely named such that, when electronically filed, it will be easily found should it become necessary (ie: SJones7MAY12Auth ).

20 Travel Authorization Requirements Travel Cancellations Should you have confirmed airline or hotel reservations associated with a pending approved trip and the trip is subsequently cancelled, it is the express responsibility of the traveler to cancel the hotel and/or flight reservations, whether they were booked on a personal credit card OR on the company credit card. Should costs be incurred due to a failure to cancel reservations in a timely fashion, those costs will be the responsibility of the employee.

21 Travel Voucher Requirements To begin a new voucher go to the CYSS website and click on the logo at the top of the page (password is harcyss12). Under Resources Frequently Used Documents you will find the Travel Claim Form. For each reimbursement request, go to the website for a clean copy of the Travel Request Form. Do not use a previous form and type over due to risk of compromising the formulas. Ensure verification of the latest available rate for mileage, per diem, and lodging from the GSA website - The M&IE per diem rate is 75% for Travel Days and 100% for Duty Days (non travel). This form automatically populates after the per diem rate and number of days of travel is entered. Mileage and mileage rates will also need to be entered on the form.

22 Travel Voucher Requirements For short travel trips, you may use one form listing multiple trips and mileage associated with those trips. Section 13 of the Travel Voucher should be completed for all TDY that is claimed. The date of departure should be noted (column a), the location of TDY (full address), name of event (column b) and POV miles (column c) traveled on each date to each location during TDY episode. Once travel has been completed, vouchers should be signed and turned in to the Regional Program Manager for review and signature within 5 days of return. ALL forms should be completed electronically. Handwritten documents will not be accepted. Travel Vouchers should be submitted per episode of travel EXCEPT when claiming mileage only and combining multiple short distance travel trips on one voucher. Travel Voucher packages should be saved and uniquely named such that, when electronically filed, it will be easily found should it become necessary (i.e.: SJones7MAY12Voucher ).

23 Travel Voucher Requirements If Airfare, Lodging, Rental Car or any other transportation expenses are paid out of your own personal funds (cash, check, or personal credit card) please make sure that you mark it under the Reimbursable Expense column and include the receipts with the travel voucher. If Airfare, Lodging, Rental Car or any other transportation expenses are paid using the Corporate American Express Credit Card, the charges need to be submitted under the Official Expense column and receipts submitted with your travel voucher. Please include a description of the purchases on the travel form. NOTE: Please ensure you are using the latest versions of forms to guarantee greatest accuracy and reduce processing delays

24 Receipt Requirements Following a trip, actual receipts are required for the following: Airfare Baggage Fees Lodging POV Mileage Rental Car & Rental Car Fuel Toll Charges Registration Fees Shuttle/Taxi Fees Parking Fees

25 Airline Receipt Copies Following purchase of a flight, the Travel Dept. will confirmation itinerary/receipt or, if purchased by individual, airline will confirmation itinerary/receipt. Another option is the following: When checking in at the airline s kiosk, request a printed copy of your flight itinerary and receipt This is usually the last step of the check-in process Provides you with a receipt much like your baggage fee and ticket Airline receipts MUST be for actual amount, not estimated amount

26 Voucher Packets The following MUST be accounted for before a travel voucher packet can be submitted for reimbursement: All documents included (original APPROVED authorization, necessary receipts and Mapquest mileage) MUST be submitted as one PDF Itinerary section (Box 13) MUST have required information LCYPC/CYPC MUST sign final voucher prior to submitting Double check that all amounts are accurate NOTE: Incomplete or inaccurate packets will be returned to sender and not submitted for reimbursement processing

27 Assessment As evidence of completion of this course, you will need to complete the short assessment tool provided. To access the assessment, please click on the link below: CLICK HERE TO BEGIN YOUR ASSESSMENT: Please Note: Following completion of the assessment, please print/save your certificate and then scan the document and to your RAPM. This will serve as your documentation of completion.

28 You have now completed the Travel Policies and Procedures module as required by the national contract. Congratulations!