Provided below is a sample travel policy and the associated forms.
This is intended to be only a sample and NPCs should modify it to suit
their individual needs.
Other Travel Related Guidance
Helpful Links:
Mission Statement:
The NPC's mission is to
further VA research and education. Relevant travel expenditures help
accomplish the NPC's mission. Accordingly, funds donated to and accepted
by the NPC may be used to reimburse travel expenses associated with
furthering VA research and approved education activities.
Acceptable Travel: Travel to research meetings
of clinical specialty societies, research societies, national and
international general clinical groups (e.g., AMA, WHO) the primary goals
of which are to further medical knowledge, research, public health
and/or education is acceptable when the proposed travel has a
demonstrable VA research relevance or is related to an approved staff or
patient education activity.
Approval
Authority: Approval of proposed NPC travel funding requests will be the
responsibility of NPC administrators, with the final authority for
interpretation residing with the chairman of the board of directors.
Exceptions to stated policy may be made only by the designated authority
or the board of directors.
Research and
Education Relevance: It is
the responsibility of the traveler to submit adequate documentation to
justify a primary research purpose. If the travel is strictly for
educational purposes, it must be documented as being work related
instruction to improve performance of current duties; maintain or
increase specialized proficiencies; or expand understanding of advances
or changes in patient care, technology and health care administration.
Advance Payments: No cash advances or reimbursement of transportation tickets will be
made prior to the date of the actual travel. All travel expenses must be
paid by the traveler and will be promptly reimbursed upon completion of
approved travel. Exceptions to this policy may be made by the president
of the board of directors or the executive director.
If the board or executive director makes an exception to this policy and
allows advance payment for travel, all expenditures must be documented
and unsubstantiated amounts must be returned within 30 days of
completing the travel. If the expenditures are
not documented or if the excess amount is not returned, then these
amounts will be considered taxable income and reported to the IRS as
such.
Payment of
conference registration fees may be requested in advance. NPC checks for such
registrations will be made out to the
organization sponsoring the meeting, not the individual traveler.
Receipts:
Original receipts are required for all expenditures of $25 or more.
Credit card monthly statements are not acceptable as documentation.
Travel Status:
VA employees traveling on NPC funds must be on VA travel status or
authorized absence to receive reimbursement for their travel expenses.
As a general rule, the NPC will not reimburse travel conducted on annual leave. Exceptions
will be made only by the chairman of the board of directors or the
executive director.
Meals and
Incidentals: In accordance
with an IRS Accountable plan, meals and incidentals will be reimbursed
at the prevailing federal per diem rate for the destination city. No
receipts are required for meals and incidentals. Travel days will be
reimbursed at 75% of the per diem rate.
Hotel Charges:
Travelers will be reimbursed for reasonable hotel room costs as
determined by the meeting site and prevailing hotel rates. The original
itemized hotel bill must be submitted with the reimbursement request.
Reimbursement will be made for reasonable laundry and dry cleaning costs
if the hotel stay is five nights or more.
Transportation:
Maximum transportation reimbursement shall be limited to the most
reasonable method of travel, usually coach air fare. Use of private
automobiles must be approved in advance by the executive director. When
authorized, reimbursement will be made at the prevailing federal mileage
reimbursement rate plus applicable tolls. In no case will reimbursement
for use of a private automobile exceed the coach air fare to the location
in question. Actual odometer readings or MapQuest (or equivalent)
mileage estimates will be required for mileage reimbursement.
Ground
Transportation: Ground
transportation will be reimbursed at cost based on submission of
original receipts. Reimbursements are limited to travel to and from the
city-of-departure airport/train station plus parking; from airport/train
station to hotel, and hotel to airport/train station. A receipt is
required for parking charges. After the traveler has arrived at the
hotel, taxi cabs will not ordinarily be reimbursed (to go out for
dinner, etc.). Because meeting hotels are generally within walking
distance or provide free shuttle service to the conference site, any
other cab fares requested will require a separate justification attached
to the traveler's reimbursement request. These taxi exceptions will be
reviewed and approved by the executive director on a case-by-case basis.
Use of a rental car
may be authorized, but only if approved in advance by the executive
director with valid justification.
VA Employees: VA employees are
responsible for accepting travel reimbursement in accordance with
federal laws, regulations and VA policies regarding acceptance of
non-federal travel support under section 1353
of title 31, U.S.C. or section
4111 of title 5, U.S.C. VA
employees are also responsible for completing all forms required by VA
and for obtaining VA approvals related to the travel.
Travel
Authorization Request: All
individuals requesting travel support must submit the
NPC Travel
Authorization Request. Approval of all travel requests
hinges on an appropriate justification being provided. A copy of the
program or conference announcement must be provided.
Advance Payment for
Registration Fees: A request
for advance payment for registration fees should be submitted on the
Travel Authorization Request. A copy of the completed portion of the
conference announcement that specifies fees should be included.
VA Documentation: VA employees requesting NPC
travel support must also complete 1) complete VA documentation required
for acceptance of travel support from non-federal sources; and 2)
appropriate leave paperwork and approvals.
Time Limit:
Reimbursement for completed travel
should be requested within 60 days. Requests submitted more than 60 days
after the expense is incurred may be denied or may require additional
justification and approval before reimbursement can be made.
Reimbursement
Request: Travelers should
complete and submit the
NPC Travel
Reimbursement Form with all required original receipts
attached.
NPC Letterhead
DATE:
TO:
Executive Director
FROM:
SUBJECT: Travel Reimbursement
1._______________________________________________________________
requests reimbursement of expenses associated with
attending_________________________________________________________
held in___________________________________________________________
on date(s) ________________________________________________________.
The traveler named above:____________________________________________
Departed: Date: __________________________
Time: __________________________am/pm
Returned: Date: __________________________
Time:
__________________________ am/pm
2. Listed below is a breakdown of expenses (attach daily
itemization):
|
A. Air/Rail/Private Car (note mileage) |
$ |
|
B. Ground Transportation |
$ |
|
C. Hotel |
$ |
|
D. Meals |
$ |
|
E. Taxi Fares |
$ |
|
F. Registration |
$ |
|
Total Reimbursement Requested |
$ |
3. Original receipts required to process this
reimbursement request are attached.
DETAILED RESEARCH or EDUCATION JUSTIFICATION: _______________________
________________________________________________________________________
Attach appropriate documentation (program, agenda, brochure,
etc.)
Traveler's signature_________________________ Date Submitted__________________
TAXI FARES: As per NPC travel policy, after travelers arrive
at their hotel, taxi cab fares will not ordinarily be reimbursed. All
taxi fares claimed above must be justified separately and attached to
this voucher. Reimbursement will be decided on a case-by-case basis.
NPC Letterhead
DATE:
TO: Executive Director
SUBJECT: Travel Authorization
Please allocate $___________________________from funds in NPC account
number ________________
for _________________name of traveler______________ to attend
____________________name or description of meeting______________________________
to be held in _______________city, state_________________ on
date(s) _______________
The traveler named above is scheduled to:
Depart: Date: ____________________________
Time:
__________________________ am/pm
Return: Date: ____________________________
Time:
__________________________ am/pm
Note: A program/course, agenda, brochure, outline, etc., must be attached to this form.
CHECK ONE:
Investigator: Name, Signature, Date
DETAILED RESEARCH or EDUCATION JUSTIFICATION
Approved/Disapproved:____________________________________________________
Authorized NPC Executive Director: ________________________________________
