Contractor Travel Reimbursable Guidelines

• Section: Federal Deposit Insurance Corporation

1

Contractor Travel Reimbursement Guidelines

January 2019

1.0

INTRODUCTION

The Contractor should have a policy that requires its employees to use sound business

judgment in both determining the need for travel, as well as in expending Contractor financial

resources when travel is necessary. The following guidelines are provided to assist the

Contractor in its compliance with contractual requirements to limit expense reimbursement to

those costs that do not exceed FDIC travel reimbursement guidelines. Trave

lers will not be

reimbursed for excess costs caused by:

• An indirect route as a matter of personal preference

• Premature departure for personal reasons from a temporary location; or

• Extending a stay for personal reasons.

2.0

APPLICABILITY

To be

entitled to Lodgings-Plus per diem reimbursement, the contract must allow for travel and

the Contractor’s employee must be on a temporary assignment that is at least 50 miles in

distance from either his/her office or residence. If a temporary assignment co

ncludes during the

workday and is located within 100 miles of the Contractor’s employee’s official station or

residence, the Contractor’s employee is expected to return to their residence, rather than

remain at the temporary location overnight. The cost of

travel for spouses, other family

members, and friends is not reimbursable under any circumstances.

3.0

TRAVEL AUTHORIZATION

Contractors shall ensure that all travel on behalf of the FDIC is necessary and allowable under

the contract. A management offi

cial of the Contractor shall authorize all travel and travel

vouchers reflecting travel expenditures.

4.0

AIR TRAVEL

Air travel should be in coach class only, unless the contractor’s employee bears the cost of the

difference between coach and first cl

ass. Travel should be planned as far in advance as

possible to take advantage of discounted fares; especially if reasonable certainty exists that the

event will take place. If more than one air carrier offers service, travel should be on the carrier

that o

ffers the lowest price. If a restricted fare is booked and the Contractor’s employee requires

a change, a reasonable exchange fee may be claimed. Contractor’s employees are required to

fly on U.S. flag carrier service under the Fly America Act, 49 USC Sect

ion 40118, which

requires employees, consultants, contractors and any other persons traveling for the federal

government outside the United States via commercial air to travel by U.S. flag air carriers,

unless an exception to the Act applies. For additiona

l information, refer to the Federal Travel

Regulations and/or Comptroller General Decision B-138942, March 31, 1981.

5.0

RENTAL CARS

Generally, no car larger than a mid

-size should be rented. The Contractor should have a policy

that requires employees to compare the cost of car rental with other forms of transportation and

to choose the cheaper mode of transportation. The use of rental

cars, even if authorized, must

be justified in writing by the traveler and attached to the voucher. Claims for rental car gasoline

must be supported by original receipts.

6.0

LODGING

The Contractor is expected to have a policy that provides for reason

able but not extravagant

lodging accommodations for employees in travel status. The Contractor should make use of

government rates whenever possible; otherwise, corporate rates or other discounts should be

obtained.