Attachment X Bureau Contractor Travel Guide.pdf

Fedrooms Hotel Master List https://www.fedrooms.com/

Rand Mcnally Official Highway Mileage Guide http://www.randmcnally.com/ Maryland Transit Authority https://www.mta.maryland.gov/

National Weather Service https://www.weather.gov/

A guide to traveling on behalf of the

Travel Policy Government Contractors

NOTICE TO CONTRACTOR

will not pay for travel or travel expenses incurred by contractors in violation of the Federal Travel Regulation or travel policies.

Contractors should direct specific travel questions to their Contracting Officer or Contracting fficer’s Representative .

Attachm ent II

CO

NTRACTO

R TRAVEL REIM

BURSEM

ENT GUIDELINES

I)

INTRO

DUCTIO

N: The Contractor should have a policy that requires its em ployees to use sound business judgm ent in both determ ining the need for travel, as w ell as in expending Contractor financial resources w hen travel is necessary. The follow ing guidelines are provided to assist the Contractor in its com pliance w ith contractual requirem ents to lim it expense reim bursem ent to those costs that do not exceed FBO

P travel reim bursem ent guidelines. Travelers w ill not be reim bursed for excess costs caused by:

• An indirect route as a m atter of personal preference

• Prem ature departure for personal reasons from a tem porary location; or

• Extending a stay for personal reasons.

II)

APPLICABILITY: To be entitled to Lodgings-Plus per diem reim bursem ent, the contract m ust allow for travel and the Contractor’s em ployee m ust be on a tem porary assignm ent that is at least 50 m iles in distance from either his/her office or residence. If a tem porary assignm ent concludes during the w orkday and is located w ithin 100 m iles of the Contractor’s em ployee’s official station or residence, the

Contractor’s em ployee is expected to return to their residence, rather than rem ain at the tem porary location overnight. The cost of travel for spouses, other fam ily m em bers, and friends is not reim bursable under any circum stances.

III)

TRAVEL AUTHO

RIZATIO

N: Contractors shall ensure that all travel on behalf of the FBO

P is necessary and allow able under the order/contract. A m anagem ent official of the Contractor shall authorize all travel and travel vouchers reflecting travel expenditures.

IV)

AIR TRAVEL: Air travel should be in coach class only, unless the contractor’s em ployee bears the cost of the difference betw een coach and first class. Travel should be planned as far in advance as possible to take advantage of discounted fares; especially if reasonable certainty exists that the event w ill take place. If m ore than one air carrier offers service, travel should be on the carrier that offers the low est price. If a restricted fare is booked and the Contractor’s em ployee requires a change, a reasonable exchange fee m ay be claim

ed. Contractor’s em ployees are required to fly on U.S. flag carrier service under the Fly Am erica Act, 49 USC Section 40118, w hich requires em ployees, consultants, contractors and any other persons traveling for the federal governm ent outside the United States via com m ercial air to travel by U.S. flag air carriers, unless an exception to the Act applies. For additional inform ation, refer to the Federal Travel Regulations and/or Com ptroller General Decision B-138942, M arch 31, 1981.

V) RENTAL CARS: Generally, no car larger than a m id-size should be rented. The Contractor should have a policy that requires em ployees to com pare the cost of car rental w ith other form s of transportation and to choose the cheaper m ode of transportation. The use of rental cars, even if authorized, m ust be justified in w riting by the traveler and attached to the voucher. Claim s for rental car gasoline m ust be supported by original receipts.

VI)

LO

DGING: The Contractor is expected to have a policy that provides for reasonable but not extravagant lodging accom m odations for em ployees in travel status. The Contractor should m ake use of governm ent rates w henever possible; otherw ise, corporate rates or other discounts should be obtained.

Any hotel expenses considered excessive or unreasonable w ill not be reim bursed. Lodging reim bursem ent w ill be lim ited to the GSA lodging rate for the location in question:

http://w w w .gsa.gov/portal/category/21287

VII)

SUBSISTENCE: Em ployees on overnight travel status shall be reim bursed on a per diem basis.

Specific per diem rates for different localities m ay be found at the General Services Adm inistration w eb site, the specific citation for w hich is as follow s:

http://w w w .gsa.gov/portal/category/21287

Per Diem is not intended to fully cover these expenses.

VIII)

USE O

F PERSO

NAL O

W NED VEHICLE: The Contractor m ay reim burse an em ployee for use of his/her personal vehicle w hile on Contractor related business. The m axim um reim bursem ent rate w ill be the rate stipulated by the IRS. http://fdic01/division/dof/travel/regulartravel/appendices/apndx_E.htm l

If an em ployee chooses to use his/her ow n vehicle in lieu of air travel, the m axim um reim bursem ent w ill be the lesser of the cost of air travel or m ileage reim bursem ent and the per diem difference.

NO

TE: FBO

P does not insure contractors, their em ployees, or their vehicles for liability.

IX)

TAXICABS: The use of taxicabs is perm itted w hile Contractors are on official travel for FBO

P. Taxi hire is appropriate w hen:

A. public transportation, airport lim ousine service, and/or hotel courtesy transportation is not available or w hen tim e or other factors m ake it im practical to use available public conveyances;

B. traveling betw een transportation term inals and the residence, hotel, or office w hile in an official travel status; or for travel from the Contractor’s residence to the official station to depart on an assignm ent requiring at least one night’s lodging, and from the official station to the residence on the day the em ployee returns from the trip.

Taxi fares for trips used to obtain m eals w ill not be reim bursed.

Reim bursem ent for taxicab fares (plus the custom ary 15% tip) w ill be m ade only if an appropriate receipt is subm itted w ith the voucher.

X)

NO

N-REIM

BURSABLE EXPENSES: Exam ples of expenses that w ill not be reim bursed include the follow ing:

A. alcoholic beverages, entertainm ent;

B. laundry, dry cleaning and pressing of clothing;

C. travel insurance;

D. parking fines;

E. charges incurred because of indirect travel for personal reasons;

F. gratuities and tips paid to porters, w aiters, bellboys, and hotel m aids inside the lodging facility

(included in the per diem reim bursem ent)

G. nonproductive tim e related to official travel to and from one’s tem porary duty station; and

H. any charges, fees, or other associated costs related to the m aking of reservations or other accom m odations for travel.

XI)

RECEIPTS: Except for per diem expenses, valid original receipts are required for all expenditures regardless of cost. If a receipt is not norm ally provided for the expense (m etro, bus token, etc.), the certification signed by the traveler on the voucher w ill justify the expense.

Receipts subm itted w ith the voucher should indicate the nam e of the payee, date, am ount, and the service rendered.

XII)

TRAVEL VO

UCHER CO

M

PLETIO

N: After com pletion of travel, the contractor’s travel voucher m ust be subm itted for reim bursem ent. In addition, dates and tim es of each departure from residence or office, arrival at and the nam e of the place of tem porary assignm ent, and arrival at the office or residence m ust be show n on the travel voucher. A certification signed by the traveler m ust be included on the travel voucher that states that the trip indicated w as actually taken and that all expenses are accurate and correct.

XIII)

INVO

ICES: Contractors billing for reim bursem ent of travel expenses m ust subm it an original and tw o (2) duplicates of each invoice to include all supporting docum ents.

The penalty for invoicing a travel voucher that falsifies any item in the claim forfeits the claim

(28 U.S.C. 2514) Further, travelers w ho falsify a claim m ay be fined or im prisoned for not m ore than 5 years or both (18 U.S.C. Section 1001), and a corporation m ay be fined up to a m axim um of $500,000 (18 U.S.C. Section 3571(c)).

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A ttachm ent III

C ontractor T ravel A uthorization Form

A ll contractor invitationaltravel m ust be pre-approved by the Federal B ureau of Prisons(B ureau or FB

O P) C

O R prior to travel. The contractor shall com plete this form and receive approval prior to incurring any travel related costs. The contractor shall be lim ited to Federal G overnm ent travel reim bursem ents for m eals and incidentals and shall m ake every attem pt to keep all costs w ithin G overnm ent rates.

Person Traveling Travel Period D ate R equested

Purpose of Travel

D estination M ode of Transportation

Estim ated Travel C osts Estim ated C ontractors Lodging R ate

M eals and Incidental

G overnm ent Lodging R ate

Expenses R ate (M

IE)