Create language on simplified travel policy for new templated agreements

[ethanheppner]

Language:

In signing, the agency agrees that all travel conducted in execution of this agreement will follow GSA TTS travel policies, which may be different and less restrictive than the agency's own travel policies. TTS is unable to enforce non-GSA travel policy, so the client agency agrees in advance to reimburse all travel expenses that follow GSA policy. Areas in which policy differs include (but are not limited to):

Approval of instances of travel:

• If travel is required in execution of the agreement, a travel budget shall be agreed upon by the engagement manager and the client agency at its outset. This travel budget will be recorded in the TTS Agreements tracker and budgeted against using a Google sheet only the engagement manager (and whoever they delegate) has write access to. This spreadsheet will be the authorizing document for all travel executed under the agreement and will include names of travelers, week(s) traveling, and an overall amount for each trip. The overall travel budget may be adjusted in relation to the overall budget at any time if there if written approval of this coming from the client agency.

Under no circumstances will travel be approved outside the dates of the MOU or in excess of the amount available in the budget.

Reimbursement approval requirements:

In addition to having travel authorized by the procedure above, claims for travel reimbursement have the following requirements:

• Receipts are required for all lodging, registration, rental car, and gasoline expenses regardless of amount.
• Receipts are required for all air and train expenses not purchased through the government's centrally billed account regardless of amount.
• Receipts are required for all taxis and miscellaneous expenses over $75 (over $25 if travel is local).
• Receipts are NOT required for meals and incidental expenses-- travelers are given a flat rate based on GSA per diem allowances.
• Receipts are NOT required for taxis and miscellaneous expenses up to $75 (up to $25 if travel is local), though a description of these expenses is required and will be reviewed to ensure that these expenses were made for government business reasons.

Reporting services available to client agencies

Client agencies may request a standard report of the travel related to their agreement with TTS at any time at no cost. The standard report rendered will be provided in this format, and can be provided within 5 business days. Receipts may also be requested, though it may take up to an additional 10 business days to produce those as well and will be assessed at 0.1 billable hours per report.

^^ Can we charge a service fee for this? It can be time-consuming for larger projects. Relatedly, can we charge a per instance travel fee as well? Technically projects that don't require travel are subsidizing ones that do from an administrative costs standpoint.

[ethanheppner]

@amythodelawson: this is ready for your review. I can come up with a template for the Approvals of instances of travel spreadsheet if you think this idea is worth pursuing further.