Page 57 - VYSNOVA PROGRAM MANAGEMENT GUIDE V1.1
P. 57

If you go over Per Diem you need to either get approval from PM or Customer. Once approval
                  is  received  the  cost can  either  be  booked  to  the  project,  unbillable  or  unallowable.  Again,
                  approval is needed for any of these circumstances.

                  Car Rental

                  Car rentals can be used when needed if it is more economical than other modes of travel.
                  Consider how many trips you will be making per day as well as distance between destinations.
                  If it is just from the airport to the hotel it is more economical to use a taxi or Uber rather than
                  paying parking fees at the hotel and daily rental fees.

                  Conference Costs

                  If you are attending a conference, list the conference fee and other associated costs.
                  Supporting Documentation

                  A TER should be supported by the following documentation:

                  •  Signed Travel Authorization Request
                  •  Travel Advance Form plus proof of receipt (if applicable)
                  •  Receipts for all costs that exceed $25 USD
                  •  For all receipts in foreign currencies, the exchange rate must be supported with either the
                      OANDA website’s historical exchange rate (oanda.com), credit card statement that shows
                      USD equivalence, or cash exchange receipt for items paid in cash
                  •  Itemized lodging receipt
                  •  Airfare tickets
                  •  Government M&IE rate printout (GSA site for most agencies, DOD site for clients within
                      DOD)
                  •  Trip  Report  (template  available  in  the  Vysnova  Standard  Docs  Shared  Drive  folder,  see
                      Annex E)

                  Guidelines on Personal Travel during Domestic Assignments
                  Official Break

                  If an assignment runs for five weeks or longer and requires a traveler to be away from their
                  home city, the traveler or the PM may propose that the assignment be broken around the mid-
                  point for a trip home for the out-of-town travelers. If approved by Vysnova, the travel for this
                  home visit will be funded by the project; however, the traveler’s time during the trip will not be
                  funded by the project. The break will be scheduled according to the workflow requirements of
                  the SOW/PWS and will be subject to approval of the project and the PM. Subject to Vysnova
                  approval, the project will arrange and cover the cost of this ticket/travel.
                  Personal Break

                  If a traveler elects, for personal reasons, to travel during those weekends when no assignment
                  work is scheduled, then the traveler is fully responsible for making and paying for her/his own
                  travel  arrangements.  (Note:  Traveler  responsibility  includes  cancellation  and  re-booking  of
                  hotel,  and  any  fees  assessed  by  the  hotel  for  inadequate  notice  will  be  the  consultant’s
                  responsibility.) Such personal travel should not interfere with the traveler’s commitment to be
                  present  and  working  during  the  project-specific  schedule  for  workdays  billed.  The  project

                                   Copyright 2020 Vysnova Partners Inc.  All rights reserved.


                  53
   52   53   54   55   56   57   58   59   60   61   62