J-14 Travel Policy (PF20) 9-2022.pdf

PF-20

FERMI RESEARCH ALLIANCE, LLC

TRAVEL POLICY FOR SUBCONTRACTOR PERSONNEL

September 2022

In connection with furnishing the services under this purchase order/subcontract, it may be necessary for Subcontractor personnel to make authorized trips from time to time in support of the Statement of Work.

Travel expenses and time spent during travel may be paid for by FRA in accordance with the following rules:

1. Travel required by subcontractor personnel for performance of services at a location away from the subcontractor personnel’s regular, customary work location must be approved by the appropriate FRA personnel.

a. In no case will labor hours and costs related to such travel be a direct charge under the Subcontract unless it has been approved by FRA.

b. Any foreign travel charged directly shall be subject to the prior approval of the Laboratory FRA and the DOE, regardless of whether funds for such travel are contained in an approved budget. Foreign travel is defined as any travel outside of the United States and its territories and possessions, Puerto Rico and Northern Mariana.

i. Requests for approval, if required, shall be submitted in accordance with DOE procedures prior to the planned departure date and when applicable, include a notification and other requirements respecting proposed sensitive foreign national travel.

ii. Transportation of personnel or property outside of the United States, the District of Colombia, the Commonwealth of Puerto Rico and possessions of the United States should be on a U. S. Flag air carrier to the extent that service by these carriers is available. In situations where it is not, a “Statement of Unavailability of U.S. Flag Air Carriers” shall be included on vouchers indicating that a U.S. flag carrier was not available or the specific reasons should be given as to why it was necessary to use foreign flag air carrier service.

c. Labor hours shall not be charged for Subcontractor personnel’s time to commute to their regular, customary work location or other offices maintained by Subcontractor.

Labor hours may be charged for travel to locations other than the personnel’s regular, customary work location or other Subcontractor office, including but not limited to, a: traveling from home to a customer’s workplace in emergency situations; b. travel that is all in a day’s work; c. traveling from home to a special one-day assignment in another city; d. overnight travel away from home community; and e. traveling away from home community in a private vehicle. Notwithstanding the foregoing, labor hours spent during travel to locations within the same metropolitan area as the personnel’s regular, customary work location shall be adjusted to deduct the personnel’s customary time to commute to its regular, customary work location.

2. As full reimbursement for transportation, lodging, meals, and incidental expenses incurred by subcontractor personnel. in connection with travel authorized in accordance with paragraph 1., above, the Subcontractor shall be reimbursed its allowable travel costs. Allowable travel costs will be determined in accordance with the Federal Acquisition Regulation (FAR) 31.205- 46 Travel Costs in effect as of the date of this Subcontract. As set forth in FAR 31.205-46, each expenditure of $75.00 or more must be supported by a receipt in order to be reimbursed.