Page 50 - VYSNOVA PROGRAM MANAGEMENT GUIDE 2020

Travel

This guide is to help a PM and their staff to perform travel, be reimbursed for travel, and charge
the customer. If there is a need to travel but it is for an indirect project, please work with the
COO for approval but in general the same guidelines are to be followed.

Travel Planning
When the need for travel arises, check your contract to ensure it allows travel and begin
planning for the trip as soon as possible. Plans that must be made/considered may include:

Travel schedule, purpose, and agenda
Pricing and timing for travel by plane, boat, or train
Regulations concerning vehicles rentals, government-owned vehicle usage or
personally owned vehicle usage
Ground transportation to and from places of interest (e.g. airports, project sites,
hotels, etc.)
Visa and vaccination requirements for OCONUS travel
Any other project-specific considerations

If the traveler would like to combine leave with the official travel, a price comparison of the
flights must be included as back-up documentation. The traveler is responsible for paying the
difference in price, if any. Per-diem will only be provided for the official travel days.

Travelers are responsible for securing all necessary documentation for their destination (e.g.
immunizations). Travelers should coordinate with the PM to ensure they receive travel
insurance. Travel Insurance can be provided through United Health Care Global, as Vysnova has
an account with them.
Travel Authorization and Approvals
The Travel Authorization and Advance Request (TAAR) form is used to authorize individuals for
the travel on a specific project and must be completed prior to arrangements. The TAAR
template can be found in the Template available in Vysnova Standard PgM Docs ShareSync
folder, see Annex E. All travel costs must be estimated and listed on the TAAR or it may not
be reimbursed. In some cases, the client must approve travel plans. In these cases, ensure that
the client signs a travel approval request prior to booking any non-refundable
arrangements. This helps protect Vysnova and the Traveler from having to pay for any travel
costs out of pocket.
Travelers are requested to submit travel requests with as much advance as possible and/or as
designated by the PM. An initial itinerary for the traveler’s review will be e-mailed within 24
hours. The Finance Analyst and PM will review and approve the TAAR.

Guidelines for Purchasing Tickets
Vysnova standard practice is that the PA or other designated Vysnova staff procures all airfare
for employees, consultants, and subcontractors unless an exception applies (Refer to
Subcontract Elements section under Subcontractor Management). Vysnova adheres to the
Federal Travel Regulations (FTR) and other agencies’ guidance (as applicable) regarding project

Copyright 2020 Vysnova Partners Inc. All rights reserved.

46