Page 53 - VYSNOVA PROGRAM MANAGEMENT GUIDE 20200625

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 PgM Docs ShareSync 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.

49