JLMI Travel Policy
I.
Purpose The purpose of this policy is to establish procedures and guidelines for the reporting, control and reimbursement of employee expenses incurred in connection with travel and related activities performed on behalf of Joint Logistics Managers, Inc. (JLMI).
II.
Scope This procedure applies to JLMI employees who have pre-approved authorized travel. This policy does not apply where JLMI is a subcontractor and the prime contractor is responsible for making travel arrangements. In this case, JLMI subcontractors will follow the prime contractor’s travel policy. If a conflict arises, contact the JLMI Manager/Program Manager for resolution. Any exception to this policy must be requested in writing and submitted to the JLMI Manager/Program Manager prior to travel being approved.
III.
Policy Travel by JLMI employees is arranged using guidelines cited in the Joint Federal Travel Regulations (JTFR) and JLMI contracts. JLMI employees will comply with this policy by submission of a Travel Expense Authorization and Travel Expense Report within the Deltek system. Subcontractors to JLMI will utilize procedures specified in the Subcontractor Agreement.
IV.
Responsibilities Travel will be coordinated through the JLMI Travel Coordinator unless a deviation is authorized by the designated JLMI Manager/Program Manager. A. Travel Expense Authorization: Once the traveler has received the information for the upcoming trip, they send the information to the JLMI Travel Coordinator to identify costs for items needed (flight, rental car, hotel, etc.). The traveler then enters this information into the Expense Authorization section of Deltek for approval. Once approved the JLMI Travel Coordinator will lock in the reservations. B. Travel Expense Report: After travel is complete, the traveler is required to submit an expense report within five (5) business days of the end of the trip. If expensing travel for extended periods, usually more than 10 days, expense reports must be submitted once a week into Deltek. Any deviation must be explained on the expense report with the documented approval of the Director of Resource Management, or the employee will risk delayed, partial or forfeited reimbursement. Cases of a traveler not following procedures may result in disciplinary action up to and including termination.
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V.
Travel Payment A. Travel Credit Card: Frequent Travelers will be nominated for a company credit card by their managers. Travel credit cards will be used to the maximum extent possible for all travel requirements to offset any out of pocket expenses by the traveler. Travel voucher settlements may take as long as 90 days in some cases, therefore the credit card is a means of deferring out of pocket expenses. B. Travel Cash Advance: For occasional travelers, a travel advance may be approved by the JLMI CEO/COO. The advance will generally cover 80% of the estimated costs for the trip as reflected in the approved Deltek trip estimate.
VI.
Travel Arrangements The JLMI Travel Coordinator is responsible for making all travel arrangements. If traveling as part of a team or group, coordinate with the Team Lead and the JLMI Manager/Program Manager. Team members should arrange to stay at the same hotel to facilitate sharing transportation. Travel arrangements will be requested and made to ensure arrival well enough in advance to assure availability on the first day and depart no sooner than immediately after business is completed on the last day. Any changes to travel arrangements must be approved by the JLMI Manager/Program Manager and coordinated through the JLMI Travel Coordinator. Any changes will be made by the JLMI Travel Coordinator during normal duty hours. If changes are required after duty hours, contact the JLMI Manager/Program Manager for approval of changes then proceed to make necessary changes.
VII.
Flight Arrangements A. Frequent Flyer Programs: Employees may retain benefits from frequent flyer club memberships. All dues for such clubs must be paid by the employee. All employees may elect to use personal miles, certificates or stickers to upgrade any flight. Under no circumstances will enrollment in a frequent flyer program dictate what airline is used. The least expensive flight is always the preferred flight. B. Unused Tickets/Cancellation: The JLMI Travel Coordinator must be notified of any travel related to cancellations to ensure a refund or credit.
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C. Delays/Layovers: If the traveler is unable to make a connecting flight because the first flight has been delayed for any reason, the burden of the responsibility lays on the carrier whose flight has been delayed. Most carriers will book flights to the final destination on the next available flight even if it is not their airline. If delays are due to airline or mechanical issues, travelers are urged to inquire about meals or overnight lodging provided by the airline. If the delay is the fault of the traveler and the flight must be rebooked, any fees associated with the rebooking will be deducted from the traveler’s settlement or pay. D. Airport Parking: Privately Owned Vehicles (POV) parking fees are reimbursable during travel as long as the total parking fee does not exceed the round trip taxi fare or use of offsite parking service. For trips of more than 5 days satellite parking must be used. Parking receipts must be filed with the traveler’s expense report indicating dates for parking fees. E. Airport Transportation: Round trip mileage may be claimed for POV drop off at the airport as well as any tolls involved. Mileage will be payable from the employee’s home or office location to the airport on dates of travel (not to exceed 35 miles one way). POV mileage exceeding 35 miles one way may be reimbursed if it is deemed cheaper than reimbursement of a commercial taxi or car service. An explanation must be included in your travel expense report. VIII.
Hotel Accommodations: The maximum amount that may be reimbursed for hotel expenses is based on the JFTR by location. The nightly room rate, not including state and local taxes, is the maximum lodging authorization amount. If stay at a hotel is less than the JFTR, reimbursement will only be for the actual expense. JLMI will try to accommodate preferred hotel choices provided they are within JFTR rates and do not conflict with team requirements. A. Parking: Hotel parking provided by a valet service should be avoided, if possible, but will be reimbursed if there is no other parking available. A separate receipt must be provided for parking. B. Room Types: A single room with a private bath in a moderately priced business class hotel or motel within JFTR published rates is the standard. C. Cancellation: All rooms will be guaranteed for late arrival, however, should reservations need to be cancelled or changed, it is the traveler’s responsibility to notify the JLMI Travel Coordinator. The JLMI Travel Coordinator will cancel the
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room reservation per the cancellation policy referenced on individual reservation confirmation. When cancellations are made by the individual traveler, the traveler must obtain a “cancellation number” and immediately e-mail the information to the JLMI Travel Coordinator. A written explanation for the cancellation by the traveler must also be provided. D. Documentation: Hotel receipts are required documentation for lodging charges. Hotel receipts must display the nightly rate with a separate line for taxes and fees. E. Internet Charges: Internet access fees in a hotel for official business are considered a reimbursable expense. F. Telephone charges: Official business telephone calls as well as calls home while traveling are reimbursable. Telephone call reimbursement is a privilege that is not to be abused. Excessive claims may be denied. G. Laundry and Dry Cleaning Charges: Actual and reasonable laundry and dry cleaning services are reimbursable for CONUS business travel after the 5th day of travel. Exceptions to the 5th day rule would be: A business trip planned for less than 5 days is unexpectedly extended Clothing is soiled by either on the job requirements or an unusual occurrence, which must be explained on or with an attachment to the expense report Excessive laundry and dry cleaning claims may be denied for CONUS travel. Receipts for laundry and dry cleaning are required for reimbursement. The actual costs for laundry and dry cleaning are not separately reimbursed for OCONUS or foreign travel if the traveler is being reimbursed M&IE per diem. OCONUS or foreign travel M&IE rates include laundry and dry cleaning. IX.
Vehicle Rentals In order to drive a rental vehicle on behalf of JLMI, the driver must have a valid, current driver’s license and personal vehicle insurance. All ground transportation is booked through the JLMI Travel Coordinator. Rental cars will be shared whenever possible. Separate fees for GPS rental are not reimbursable. In the event a traveler needs to make their own rental car reservation, it is incumbent upon the traveler to be prudent in car size selection, basing it on personal needs (not wants) and vehicle availability. Contact the JLMI Manager/Program Manager prior to rental for approval of non-standard (i.e. full size, SUV, or luxury style) vehicle rental.
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A. Damage Policy: JLMI’s insurance company requires that all renters add the Loss Damage Waiver option to each rental reservation. It is the drivers’ responsibility to inspect a rental car for damages prior to operating a vehicle. Damages WILL NOT BE covered by JLMI if a rental car is damaged while driving during personal time events (after hours activities, sightseeing, and rental during personal days.) B. Traffic Violations/Accidents: JLMI is not responsible for traffic tickets issued to travelers while driving rental cars on company business. If the traffic violation is mailed to the company, it has generally already been charged to the purchasing card or the direct bill account. In this case, the individual is responsible for reimbursing JLMI for the full cost. If the cost is not reimbursed by the employee to the company, then a payroll deduction will be made to reimburse JLMI. If the traveler is involved in a traffic accident while driving a rental vehicle, the traveler may be liable for any damages to the rental vehicle, property, and other vehicles or people involved. C. Refueling Options: Allow enough time to refuel the rental vehicle PRIOR to returning it, normally this is the least expensive option. Do not use the rental car agency fill up service. Failure to refuel the rental prior to return requires a written explanation that must be approved by the JLMI Manager/Program Manager prior to reimbursement. Retail gas receipts are required for reimbursement and must be filed with the travel expense report. D. Cancellation: The JLMI Travel Coordinator will cancel rental car reservation to avoid a “no-show” charge. It is the traveler’s responsibility to notify the JLMI Travel Coordinator to cancel the rental car reservation; travelers may cancel only when necessary. If the cancellation is made directly with the rental car company, the traveler must obtain a cancellation number and e-mail the information to the JLMI Travel Coordinator. X.
Other Transportation A. Personal Vehicle: Use of personal vehicles is the least preferred method of transportation and should only be used when other transportation is unavailable or uneconomical. The use of personal vehicles for travel MUST be pre-approved by the JLMI Manager/Program Manager. A cost comparison must be submitted as part of the traveler’s pre-approval requesting use of personal vehicle to determine whether use of POV will be authorized. A mileage allowance governed by the JFTR will be reimbursed for POV usage. This mileage allowance covers all auto costs (gasoline, repairs, insurance, etc). In and around mileage is generally limited to 15 miles per
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day. In and around mileage will be accounted for by day and submitted with receipts. Exceptions must be approved by the JLMI Manager/Program Manager. B. Taxi and Other Local Transportation: The cost of taxis to and from places of business, hotels and airports in connection with business activities is reimbursable. Use of taxis is authorized only when more economical services (hotel vans, shuttles, etc.) are not available. Employees are encouraged to utilize public/free transportation, whenever feasible. C. Payment and Documentation: All taxi expenses and other transportation are only reimbursable with proper documentation/receipt and included on an expense report. Gratuities are not reimbursable. XI.
Meals Meals expense during travel time is reported separately for each day (per diem) and is determined by the specific geographic location of travel in accordance with the JFTR published rate. Reasonable costs of meals are reimbursable or daily per diem rates will apply. Receipts for meals that are not part of per diem, or if the meals are paid for by credit card, must include the detailed bill, not just the credit card receipt, and will be included on the expense report.
XII.
Other Reimbursable Expenses The following incidental expenses, when directly related to business travel (documented and receipts provided) are reimbursable: 15% tip at restaurants Long-term parking at airports (generally a maximum of $12 per day) for personal vehicle (not to exceed duration of travel) Tolls are reimbursable with receipts and must be itemized daily and not consolidated. Two (2) checked baggage fees (one leaving and one returning) per trip at the airport. Any additional expected checked baggage must be pre-approved by the JLMI Manager/Program Manager
XIII.
Non-reimbursable Expenses The following specific items are not reimbursable. Other items may be disallowed if it is determined that such expenses are not reasonable, ordinary and necessary expenses incurred in connection with Company business.
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Barber or hairdresser
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XIV.
Theater, sporting events, cover charges, etc. Liquor, wine, beer or other alcoholic beverages Sporting activities (green fees, tennis fees, spas) Personal credit card dues and interest Newspapers, books and magazines Baby-sitter costs Fitness facilities Traffic fines In-flight movies/refreshments Movie rentals Personal car repairs and expense (covered by mileage allowance) Rental car insurance premiums (except as noted above) Travel insurance Boarding of pets Medication or other personal hygiene items Excess baggage not approved in advance Valet parking fees unless approved in advance
Expense Reports After travel is complete or weekly, whichever is less; the traveler must complete an expense report and include all receipts within five (5) days from completion of travel. All expenses must be actual, necessary and reasonable. Detailed receipts, not only credit card charge receipts, are required for tax and audit purposes. This applies to all reimbursed expenses. The primary document to be used for reporting and reimbursement incurred on behalf of JLMI is the Deltek Expense Report. This is to be used for all business expenses; any expense reported beyond direct travel (i.e. airfare, lodging, per diem, rental car) must be accompanied with the documented pre-approval of the JLMI Manager/Program Manager, or the employee will risk delayed, partial or forfeited reimbursement. In addition to reporting reimbursable expenses, this report will include:
Purpose of the business travel, dates and locations Documentation of all claimed expenses (receipts) attached (scanned) to the expense report entered in Deltek
The expense report covers a one week period. All reports should be completed in Deltek or the designated system of the prime contractor. Original receipts must be provided. Original receipts should be mailed to the JLMI Travel Coordinator within 5 days of travel completion. Contact the JLMI Manager/Program Manager for resolution of Rev. 3/25/11
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any travel conflict. Expenses not accompanied by receipts must be listed in the comments section of the expense report or otherwise noted. These items will be considered for reimbursement on an individual basis. The employee should verify and submit the report and retain a copy for his/her personal file. When in doubt about any travel charges contact the JLMI Travel Coordinator or the JLMI Manager/ Program Manager in advance of making the expenditure.
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