RIACS Travel Procedures

About RIACS

RIACS Travel Procedures If the traveler has any questions at all regarding any aspect of these procedures and regulations, they should contact the RIACS administrative staff PRIOR to incurring any expenses.

General Guidelines

Employees of the U.S. Government cannot be reimbursed for travel expenses unless prior written authorization has been provided to USRA on an agency form or the agency's letterhead by the traveler's supervisor or legal counsel.
Travel Requests (TRs) must be submitted and approved two weeks (four weeks for foreign travel) before USRA program funds can be committed for business travel. For Cash Advances, please allow three weeks advance notice for processing your requests.
All travel-related reimbursements are made in accordance with the U.S. government Joint Travel Regulations (JTR). Maximum rates for reimbursement of lodging, meals, and incidentals (i.e., per diem allowances) are set by the U.S. government according to travel destinations.
Air travel to and from foreign destinations must be on U.S. owned and operated carriers when available. Any use of foreign carriers must have formal prior USRA approval. Travelers who purchase tickets outside the U.S. should retain both the ticket and receipt showing the rate of exchange at the time of purchase. In addition, all Foreign Travel must be approved at least 4 weeks in advance.
Requests for travel advances must be made sufficiently (4 weeks) prior to departure date. Refunds of excess travel advances must be made within 10 days of return; otherwise, USRA retains the right to deduct the amount of the advance from the employee's paycheck (Advances apply to employees only).
A completed Trip Timeline Report must be submitted with a signed Travel Expense Voucher (TEV) within ten days of trip completion. Original receipts for airline tickets, lodging, car rental, and registration fees are requ ired and must be submitted with the Trip Report and voucher. Original receipts are also required for any allowable individual travel-related expense greater than $75.00 (e.g., local transportation, parking, tolls). Here is an example of a Timeline Report.

Specific Regulations

Transportation: Air/Rail travel must be by the most direct route at coach fare (or lower). Discounted fares should be used whenever possible. Business class or first class fares are not reimbursable. If the fare has been direct billed to USRA, please obtain and submit the receipt, and write, "Direct Billed" on the transportation line of the travel expense voucher.
Use of a Private Vehicle: Mileage reimbursement is calculated at the rate specified by the Joint Travel Regulations at the time of travel. Reimbursement will be the lesser of the actual mileage reported by the traveler or the published most direct route mileage. Mileage reimbursement for use of a private vehicle cannot exceed the cost of a direct route coach class airfare.
Lodging: Actual expenses for lodging, excluding taxes, are reimbursed up to the maximum rate set forth in the current Joint Travel Regulations for that location. Lodging taxes are reimbursable as a miscellaneous expense. If the lodging has been direct billed to USRA, please obtain and submit the receipt, and write, "Direct Billed" on the Lodging line of the travel expense voucher.
Personal Subsistence: Allowances for meals, tips, and incidental expenses will be reimbursed up to a maximum determined by the current Joint Travel Regulations. Original receipts are required for individual expenses over $75.00. Trip duration is calculated at 75 percent for first and last day of travel, and 100 percent in between. Personal subsistence is not allowed for local travel of less than 12 hours. Travel is considered local when the traveler departs from, and returns to, his/her home or normal job location within the same workday (i.e. 12-hour rule).
Cab and/or Parking: Actual costs of cab fare, tolls, airport, and other parking fees related to the official business of the trip will be reimbursed. The nature of these costs should be indicated on the travel voucher, however receipts are required only for individual items greater than $75.00.
Auto Rental: Compact model cars should be used unless demonstrably impractical. Upgrades require special justification and will be allowed at USRA's sole discretion. The vehicle must be rented under the name of USRA with the traveler as the principal driver. This ensures that approved business use of rental cars is automatically covered under USRA's blanket liability insurance policy. Please note that the costs of extra coverage, including CDW and LDW insurance offered by the rental agency, are unallowable within the U.S. and Canada and will not be reimbursed. Any additional insurance will be at the traveler's personal expense. Premiums for insurance coverage provided by rental agencies are allowable costs outside the U.S. and Canada. USRA has a corporate account with a reputable rental agency which offers discounts for our travelers. For more information regarding our corporate account please contact the RIACS Accounting department.
Registration Fees: Actual costs of registration fees and other related business expenses may be reimbursed. Details and receipts must be provided.
Miscellaneous Expenses: Includes business related telephone/fax costs, lodging taxes, laundry (must incur a minimum of 4 consecutive nights lodging on official travel) and other business-related expenses not included in the above categories. The nature and amount of these costs should be indicated on the travel voucher; original receipts are required for individual expenses over $75.00.

Travel Arrangements

Air Travel: Airline tickets for business travel may be purchased through travel agents, wholesalers, the internet, or directly from an airline.
Transaction Fees: Beginning in January 1999, many travel agents began charging service fees for issuing, exchanging, or refunding tickets. The applicable service fee will appear on the flight itinerary/invoice as a separate cost. This fee will not be incorporated into the cost of the ticket, but will normally be processed as a separate charge. Please be sure to indicate this fee on your travel voucher and attach a copy of the travel agent itinerary or invoice showing the fee.
Non-Refundable Tickets: Discounted tickets are often not refundable and/or not transferable when the ticket is not used as written. Therefore, purchase discounted tickets only when you are sure to take the scheduled flights. Travelers are responsible for notifying USRA immediately if and when a non-refundable ticket is not used as purchased and for making a concerted effort to utilize the credit with the airline on a subsequent flight.