Please Note

This presentation varies slightly from the original. The slides have been updated to comply with internet publishing requirements.

The policies discussed in this presentation were subsequently approved by the CFO and published. Hyperlinks have been

updated to reflect to correct web sites.

VACO Travel PolicyVHA Finance Conference

August 22 – 26, 2011New Orleans, LA

Presenter

Patricia Tyus

VA Central Office

Travel Policy Services

Session Objectives

Provide guidance of where VA’s Travel Policy is derived;

Provide an overview of the new Travel Policy Chapterguidance (current vs. pending policy chapters);

Provide an overview of VA’s updated Government Travel

Charge Card guidance.

Travel Policy The current VA Employee Travel Policy (MP-I, Part II, Chapter

2) was implemented in February 1995. From 1995 to 2011, travel policy updates were implemented using Office of Finance Bulletins or Travel Notices and Travel Faxes.

Travel Policy began reviewing and breaking out the MP-I, Part II, Chapter 2 in Fiscal Year (FY) 2006.

In FY 2009 Travel Policy Service undertook the task of updating the VA Employee Travel Policy rather than continue with the OF Bulletins and Travel Notices. The policy was broken out into several Chapters.

In FY 2011 Travel Policy Service submitted the last policy chapter for review and concurrence from the VA Assistant Secretary for Management (VA CFO).

Travel PolicyVA’s Travel Policy Guidance is derived from:

The Code of Federal Regulations (CFR) 41, Chapters 300 through 304 (also known as the Federal Travel Regulations or FTR),

Comptroller General (Comp. Gen.) legal decisions from the Government Accounting Office (GAO), the GAO Redbook,

Decisions from the Civilian Board of Contract Appeals (CBCA), and

Guidance from GSA’s Travel Policy and SmartPay2 Program Support Office .

Note: Links to the above referenced guidance will be provided at the end of this presentation.

Why does VA have Travel Policy Guidance rather than using the FTR?

The purpose of GSA’s Travel Policy (FTR) is to improve overall management and provide policy guidance for federal agencies to enable efficient official travel by their employees.

VA’s Travel Policy Chapters further define the FTR policy based on VA specific processes and approval levels.

Formal Committee Approval Process

Consisted of:

Financial Policy Working Group (Director level), chapter was forward upon concurrence.

Financial Policy Steering Committee (SES level), forward to editing upon concurrence.

Final edits by Office of Financial Policy.

Approved and signed by VA’s Chief Financial Officer/Assistant Secretary of Management.

Travel Policy Chapter StatusThe following chapters have been approved and

signed by CFO: Volume III, Ch 3, Financial Procedures for Travel

Savings Award (9/2/10) Volume XIV, Travel:

Ch 1, Travel Administration (2/16/11)Ch 2, Per Diem (4/29/11)Ch 4, Miscellaneous Travel Expenses

(4/29/11)Ch 5, Travel Under Special Circumstances

(4/29/11)Ch 7, Local Travel (12/2/10)

Volume XVI, Ch 1, Purchase Card Program(2/16/11)

Travel Policy Chapter StatusPolicy chapters that are in the final editing processor awaiting CFO Signature (not yet policy):

Vol XIV, Travel:Ch 3, Transportation ExpensesCh 6, International TravelCh 8, Relocation.Ch 9, Non-Federal Source FundingCh 10, Conference Planning

Vol XVI, Charge Card ProgramsCh 2, Travel Charge Card ProgramCh 3, Fleet Charge Card Program

Vol III, Ch 3, Travel Savings Award

VA established a Travel Savings Award Program to reward VA employees who take the initiative to save money while on TDY travel.

Participation in the program is optional and recordkeeping is the responsibility of the participating employee.

All awards will be funded through the authorizing station. Employees obtaining savings of $200 or more will be

eligible for awards. There is no time limit to accumulate the minimum savings. VA will provide an award of 50 percent of the approved travel savings.

Vol XIV, Ch 1 Travel Administration

This chapter addresses:

Authorization and approval of official travel to include delegation of authority and post-travel approval;

Use of VA’s E-Gov Travel System (ETS) (currently FedTraveler.com) to prepare, approve and audit TDY travel authorizations and expense vouchers;

Use of Online Booking Engine within ETS for reservations (transportation, lodging and official rental vehicles) through the Travel Management Center (currently Duluth or AdTrav) and exceptions.

Vol XIV, Ch 1 Travel Administration

Not-To-Exceed Travel associated with per diem allowances under the Government Employee Training Act (G.E.T.A.) ;

No Cost Travel. An example is TDY travel by Government Owned Vehicle (GOV) under 12 hours (no per diem);

Personal/Unofficial Travel Combined with Official Travel. Additional information is included in an appendix with examples and associated reimbursement limitations.

Vol XIV, Ch 1 Travel AdministrationPre-Employment Interview Travel

Authorizing/Approving Official (AO) at Interviewing Station will determine which travel expenses will be reimbursed. These expenses are discretionary.VA employees may be reimbursed manually outside ETS. ETS cannot be used for VA employees due to:

ETS creates travel authorizations for official travel. The employee is no on official travel in their current position. They are looking for employment elsewhere within the VA.

VA employee’s approving official in ETS is not the individual approving the travel nor the associated expenses.

Vol XIV, Ch 1 Travel Administration

Invitational TravelInvolves VA paying for the travel of a non-Federal employee (e.g., consultants, experts, private citizens, foreign visitors).

Allows travel and transportation expenses while traveling on official business for the VA away from their home or regular place of business.

Does not apply to contractor employees when work is within the scope of the contract.

Vol XIV, Ch 1 Travel Administration

Fee-Basis Employee TravelVA Travel Policy does not apply to “fee-basis” employees (payment of physicians, dentists, optometrists, podiatrists, nurses, other health care, and non-medical consultants employed on a fee basis and appointed under 38 U.S.C. 7405(a)(2)).

VA Handbook 5007, Part II, Appendix F: “Compensation for fee-basis employees will be made on a lump sum basis for each visit. The fee will be determined on the basis of the actual service rendered, plus the cost of transportation, if required, including per diem at the applicable rate if travel is required. “

No separate travel authorization is required.

Vol XIV, Ch 1 Travel Administration

Appendix H - Receipt RequirementsThe following receipts are required regardless of cost:

Baggage Common Carrier CostsCommunication Dry Cleaning/LaundryForeign Travel LodgingRental Car Services (such as

interpreter)Shipping (Govt Property; not personal

property)

Receipts are required for all other expenses over $75 per charge (not cumulative).

Requirements did not change. AOs may be more restrictive based on local written policy guidance.

Vol XIV, Ch 2, Per Diem

This Chapter covers:Lodging

Long-term lodgingTypes of lodging

Meals and Incidental Expenses (M&IE)Deduction of mealsAllowances covered under Incidental Expenses

OCONUS Per Diem AllowancesReduced Per DiemActual Expense (Approval levels up to 300%)Income Tax Reimbursement Allowance (ITRA) as it applies to TDY

Vol XIV, Ch 3, Transportation

This Chapter covers: Use of airline, train, and ship travel Use of other-than-coach class accommodations (i.e.,

business class and first class) Use of penalty and restricted airfares Denied boarding or voluntarily vacating a reserved

airline seat Use of a Government-owned vehicle (GOV) Use of taxicabs, shuttle services, and tipping Use of rental cars

Vol XIV, Ch 3, Transportation

Use of a privately owned vehicle (POV) As the authorized mode of transportation, For personal convenience, and In lieu of common carrier, GOV, or taxicab

Personal travel combined with official travelUse of ETS and associated exceptionsReimbursement limitationsExcluding additional personal daysConstructive travel worksheet

Vol XIV, Ch 4, Miscellaneous Travel Expenses

Miscellaneous Travel Expenses was added as a Policy Chapter in an effort to centralize all miscellaneous expenses into one area for the ease of the traveler and the AO.

This chapter itemizes all miscellaneous expenseswhich may be reimbursed along with definitions.

Miscellaneous expenses which are not authorized are included in an appendix as a table.

Vol XIV, Ch 4, Miscellaneous Travel Expenses

Updates include items that were frequently misunderstood, not addressed due to technology and the modernization of society, or required clarification from VA’s previous policy such as:

Baggage allowance and excess baggage is defined based on duration of TDY.

Expenses requiring prior approval by AO and post-approval with appropriate justification.

Use of the internet and personal cell phones while on travel.

Vol XIV, Ch 5, Travel Under Special Circumstances

This chapter covers: Illness, Injury or Personal Emergency While on

Travel Special Needs Travel Witness Travel Death of an Employee While in TDY Travel Status Travel Expenses for Threatened Law Enforcement

Officers or Investigative Employees

Vol XIV, Ch 6, International Travel

This chapter covers: Official Passports (burgundy in color) Diplomatic Passports (black in color) Application Process for Passports Visa Requirements Country Clearances

Vol XIV, Ch 7, Local Travel

This chapter covers: Establishment of Local Radius of Official Station Exceptions to Per Diem in Local Radius Authorized/Unauthorized Use of Travel Card Reimbursement Allowances Appendix with Examples

Vol XIV, Ch 8, Relocation

This chapter covers:

Permanent Change of Station (PCS) Allowances

Temporary Change of Station (TCS) Allowances

Updated changes to FTR effective August 1, 2011

Vol XIV, Ch 9, Non-Federal Source Funding (Donated) Travel

This chapter covers:

Approval requirements for donated funding for official travel (VA Form 0893) with concurrence from Office of General Counsel/Regional Counsel.

VA’s requirement to reimburse expenses not covered by donated source.

Use of ETS for travel authorization for official travel. Reporting requirements to Office of Government

Ethics (OGE).

Vol XIV, Ch 10, Conference Planning

This chapter covers:

Conference planning considerations. Evaluation factors. Sample venue cost estimate. Site cost comparison chart Standardized VA conference and travel request

forms.

Vol XVI, Ch 2, Travel Charge Card

Current Travel Charge Card Policy is located in VA Handbook 0631.1, Government Travel Charge Card, effective August 14, 2003.

Significant Updates to the new policy chapter include:

Account/Organization Program Coordinator (A/OPC) definitions and roles and responsibilities for each level.

Centrally Billed Account (CBA) Travel Card

Vol XVI, Ch 2, Travel Charge Card

Statement of Understanding Form for both Individually Billed Account (IBA) Travel Cardholders and CBA Cardholders.

Disciplinary Actions for Delinquency and/or MisuseVACO employee disciplinary actions included as

guide for stations to incorporate locally.

Appropriate/Inappropriate uses summarized in Appendices for quick references.

Credit Worthiness and Salary Offset policies incorporated from current OF Bulletins.

Agency/Organization Program Coordinator (A/OPC)

There are different levels of A/OPC each with specific roles and responsibilities: Level 1 A/OPC: VA-wide within the Office of Charge Card

Oversight and Travel Policy Service (VA Central Office). Level 2 A/OPC: Administration-level A/OPCs, such as VHA,

VBA, NCA, OIT, VACO and the FSC.  Level 3 A/OPC: Intermediate level between Administration

and Station level. The requirement for this level will be determined by the Administration to increase oversight and control. This level is currently in development for VHA.

Level 4 A/OPC: Station-level charge card coordinators within the Administrations, such as VHA, VBA, NCA, OIT, VACO and the FSC.

A/OPC Level 1 Responsibilities(National Program Level)

Ensure the VA’s Travel Card program is in compliance with OMB Circular A-123, Appendix B.

Serve as the Contracting Officers Technical Representative (COTR) of the task order between VA and the issuing bank.

Monitor card issues in order to provide accurate information and policy updates.

Analyze account activity to prevent unauthorized use and misuse.

A/OPC Level 2 ResponsibilitiesAdministrations and VACO

Each VA Administration and Staff Office has established a Level 2 A/OPC. They serve as the primary coordinator for the Travel Card program within the Administration/VACO.

Responsible for the management of the Travel Card program within the Administration/VACO.

Assist lower A/OPC levels with New Accounts, Maintenance and Training.

Monitor appropriate use, inappropriate use and delinquency with possible salary offset of travel cards within their respective Administration/VACO.

A/OPC Level 3 Responsibilities(VA VISN/Area/Regional Office/MSN

Level)Responsible for the management of the Travel Card program within the Administration.

Represent the Administration in all Travel Card program-related requests and issues.

Serve as intermediate level between Level 2 (Administration) and Level 4 (Station).

Currently, VHA is in the process of establishing Level 3 positions for the Travel Card Program.

Level 4 Travel Card Program A/OPC: (VA Facility/Station Level/Staff Office)

Following are procedures for establishing a new Level 4 Travel Card A/OPC:Completion of Bank Travel Card A/OPC TrainingObtain User ID in Bank System from Level 2 Travel Card A/OPCContact Level 1 Travel Card A/OPC once above processes have been completed to identify new Level 4 A/OPC

The roles and responsibilities of the Level 4 Travel Card A/OPC include management and oversight of the facility/station-level travel charge card program.

Level 4 Travel Card Program A/OPC: (VA Facility/Station Level/Staff Office)

Roles and Responsibilities include: Maintain a complete, accurate listing of all Travel

Cardholders and accounts within the facility/station.

Complete applications for facility/station new travel cards.

Ensure all Travel Card account limits are set at the appropriate level. Inactivated accounts should be closed.

Level 4 Travel Card Program A/OPC: (VA Facility/Station Level/Staff Office)

Monitor Travel Card account activity of all cardholders at facility/station to ensure account holders are not misusing their card (personal use).

Ensure facility/station is following agency policy and taking action against cardholder delinquencies.

Require all Cardholders to notify the bank first and then the Level 4 A/OPC immediately when a Travel Card is lost or stolen. Ensure travel card is closed.

Individually Billed Account (IBA) Travel Charge Cards

Individually Billed Account (IBA) application process and cardholder responsibilities

Credit Worthiness Procedures. (Current policy/procedures are in Office of Finance Bulletins.)

Added Statement of Understanding for both IBA and CBA cardholders.

Added Appendices per Labor Management’s request for Appropriate/Inappropriate Use of the Travel Card for quick reference.

Added Appointment Letter for Travel Card A/OPC (keeping in line with Purchase Card Policy)

Transfer IBA Travel Card Accounts

When a Cardholder transfers from one station to another, the A/OPC at the losing station will reduce the cardholder’s credit limit to $1 and contact the gaining station’s A/OPC to inform them of the incoming employee.

The gaining station A/OPC will then contact the bank to have the cardholder moved under the gaining station hierarchy.

If no transfer occurs, the losing station A/OPC will close the account.

Centrally Billed Account (CBA) Travel Card

Definition and use of a CBA Travel Card.

Application process and Statement of Understanding for Cardholder.

VA Chief of Staff mandate for all transportation and associated fees charged to the CBA Travel Card.

CBA Reconciliation Portal and management oversight.

Current Procedures for using CBA for lodging

CBA Reconciliation Portal The Web portal design was based on the 224 Reconciliation

Portal Register as a User/Certifier for the CBA Employee Travel

Reconciliation Web Portal Training available by E-Gov Travel Support Group Reconciliation process starts once the data for the previous

calendar month is available, normally the 10th business day of the month.

Current transaction matching is approximately 97% Reconciliation workload down from 2-3 weeks manually to 30

minutes with portal.

CBA Reconciliation Portal

Management/Financial Indicators reported monthly to upper management include:Total number of CBA accountsGreen: Indicates reconciliation has been approved

and certified.Yellow: Indicates reconciliation has been approved;

not certified.Red: Indicates no reconciliation.

Indicates are reported by Administration/Staff Office.

Comp Time for Travel (HR Policy)

VA HANDBOOK 5007/33 PART VIII CHAPTER 5, COMPENSATORY TIME OFF FOR TRAVEL

Employees may earn compensatory time off for time in a travel status away from the official duty station when the travel time is not otherwise compensable as hours of work. Employees may earn and use compensatory time for travel in I5-minute increments and there is no maximum that may be accumulated.

Compensatory time earned under this provision must be used within 26 pay periods after the pay period that it is earned and cannot be restored if forfeited. Employees may not receive compensation for forfeited hours.

Links

Code of Federal Regulations (CFR) 41, Chapters 300 through 304:

http://www.gsa.gov/portal/ext/public/site/FTR/file/FTRTOC.html/category/21865/hostUri/portal

Comptroller General (Comp. Gen.) legal decisions from the Government Accounting Office (GAO),

http://www.gao.gov/legal/index.html

The GAO Redbookhttp://www.gao.gov/legal/redbook/redbook.html

Links

Decisions from the Civilian Board of Contract Appeals (CBCA), and GSA Travel Policy guidance http://www.cbca.gsa.gov/

Guidance from GSA’s Travel Policy Office – inquiries are sent to us at travelpolicy@va.gov. Travel Policy will in turn consult with the GSA Travel Policy office when appropriate.

VA’s Travel Policy Chapters are located at http://www.va.gov/finance/policy/pubs/volumeXIV.asp

Travel Policy

QUESTIONS?