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FY15 Master CGE ITT Document Updated on January 21, 2015
VA Learning University (VALU) Instructions to Traveler (ITT)
Below you will find information regarding your upcoming VALU funded training and requirements for completing your Authorization and Voucher. Please provide a copy of this document to your Federal Travel Arranger and Federal Supervisory Travel Approvers. Training information and requirements Conference Title: VALU1511 VA Blended Basic Safety Training Course
Click here to view requirements for entering the Conference Title National Conference: No Estimated Number of Travelers: 49 Estimated Number of Attendees: 49 Training Location Training Site: VA National IT Training Academy Address: 728 TJ Jackson Drive (Suite 118 and 119) City: Falling Waters State: WV, 25419 Or Training Site: VA IT Training Academy Address: 590 South Foothill Drive, Room 206 City: Salt Lake City State: UT, 84148 Travel Start Date: Monday, June 01, 2015 Program Start Date: Tuesday, June 02, 2015 Program Start Time: 9:00 am Program End Date: Thursday, June 04, 2015 Travel Return Date: Friday, June 05, 2015 Program End Time: 5:00 pm (Eastern Standard Time)
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FY15 Master CGE ITT Document Updated on January 21, 2015
VALU Learning Consultant Name: Kenneth W. Andrews Email Address: [email protected] Phone Number: (202) 632-8413
Training Coordinator/Registrar Name: Kent DeHonney Email Address: [email protected] Phone Number: (202 461-5139
VALU TMS Requirements: You MUST register in the VA Learning University Talent Management System (TMS) prior to submitting your Travel Authorization in CGE. Click here to register in TMS. To receive credit in TMS for the VA Basic Safety Blended course you MUST self-certify after you have completed the course. To self-certify, sign in to TMS and fill out the Post-Course Survey and submit. Special Instructions: Each participant MUST complete the five hour, online, OSHA Course 6000 (OSHA Collateral Duty Course for Other Federal Agencies) prior to attending the class. Instructions on how to register on the OSHA website and to register for the course will be sent via a separate email. Upon completion, send a copy of your certificate to [email protected]. For questions concerning your certificate contact Laura at (202) 461-5015. Dress Code: Business Casual
ATM Withdrawal: ATM Withdrawal is limited to no more than $100. Ground Transportation for Falling Waters, WV: Rental cars are preapproved for training held in Falling Waters, WV ONLY
The following procedures must be followed: Rental car reservations must be made via CGE If two or more employees from the same facility are attending training at the same time, they must coordinate their travel arrangements to ensure they are able to carpool.
Gasoline for a rental car is reimbursable based on actual expense of gasoline usage. Prepaid gasoline for authorized official rental vehicle is not reimbursable. The optional Global Positioning System (GPS) for a Rental Car is not reimbursable.
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FY15 Master CGE ITT Document Updated on January 21, 2015
Activation of the Toll Collection Transponder installed in a rental car for optional use is not reimbursable. Use of the rental car for purposes other than official travel is prohibited. Any additional costs incurred incidental to use of a rental car for personal reasons will not be reimbursed. For additional information refer to Travel Policy Miscellaneous Travel Expenses Chapter 4. VA requires travelers to rent compact size cars when conducting official travel unless they qualify for larger cars under one of the following three exceptions:
The traveler is transporting equipment or materials required for the official portion
of the trip that take up more space than is available in a compact car; The traveler is providing transportation to other VA employees on official travel; or
The traveler experiences inclement weather conditions (snow or ice) or his or her
trip includes off-road terrain and a 4x4 vehicle is required to safely complete the mission of the TDY trip.
Employees may upgrade to a larger vehicle at their own expense if none of the three exceptions (above) are met.
For additional information regarding Insurance and Accident reporting refer to Travel Policy Transportation Expenses Chapter 03. Ground Transportation for Salt Lake City UT: Please Note: The maximum allowable reimbursement for ground transportation from the airport to the hotel and/or hotel to the airport will not exceed the cost of transportation provided by the vendor listed below: Express Shuttle Click here to make your Express Shuttle reservation prior to departure The estimated cost is $42.00 (roundtrip), not including tips. Hotel Information: “In accordance with VA Travel Policy Volume XIV – Chapter 1, Travel Administration Hotel reservations shall be made using the Online Booking Engine in CGE” Hotel Tax Exemption Information: The following states are tax exempted; AK, DE, *FL, KS, MA, MO, *NY, OR, *PA, *TX, and *WI. Note: *States that require a form. Click here to view the State Tax Exemption Website to determine the requirements for your TDY location.
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FY15 Master CGE ITT Document Updated on January 21, 2015
Per Diem Information: Is Lodging included in the registration fee: No: Per Diem is authorized Falling Waters, WV daily lodging rate is $83.00 Salt Lake City, UT daily lodging rate is $106.00 Are Meals included in the registration fee: No: Per Diem is authorized Falling Waters, WV: The daily M&IE rate is $46.00 (First and Last day M&IE rate is $34.50) Salt Lake City, UT: The daily M&IE rate is $61.00 (First and Last day M&IE rate is $45.75)
TDY Travel Instructions
VALU has established specific requirements for processing VALU funded Authorizations and Vouchers. These requirements are in addition to the established requirements in the Federal Travel Regulation and VA Travel Policy. Federal Supervisory Travel Approvers are responsible for reviewing and approving CGE travel documents in accordance the Federal Travel Regulation, VA Travel Policy, requirements contained in this document and all supporting documents associated with it. Approver’s must be in compliance with Mandatory Travel Accountable Official Training (TMS Item ID #3867465) (VAIQ#7474791). Click here to view the document. Note: If individuals are required to return to their station early due to a non-emergency situation, the employee’s Station will refund VALU for the total costs of Training and Travel. Note: VALU will no longer process expenditure transfers for TDY Travel that is not prepared using VALU’s CGE Cross Funded procedures. Note: VALU will continue to process expenditure transfers for combined VALU funded travel with station’s official travel. Click here for additional information. Note: VALU developed a checklist to assist Federal Travelers and/or Federal Travel Arrangers with preparing Authorizations and Vouchers. Click here to access the checklist. To prevent delays in the approval of VALU funded travel documents the following requirements must be adhered to:
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FY15 Master CGE ITT Document Updated on January 21, 2015
1. All VALU funded travel requires an Authorization and Voucher to be created using VALU’s CGE Cross Funded procedures.
Click here to view VALU’s CGE Cross Funded procedures
VALU’s Cross Funded Organization: VAVACO 101 Corporate Training VALU’s Cross Funded Cost Center: HCP006VCT14960004 0142A1101 15 VALU’s Cross Funded BOC: 2170 Federal Travel Arrangers and/or Federal Travelers MUST contact their Local Federal Agency Travel Administrators (FATAs) with questions regarding CGE Authorizations and Vouchers. Local Federal Agency Travel Administrators should follow and send out the Traveler Call Center Matrix to all their CGE users.
2. Combined VALU funded travel with station’s official travel: VALU funded travel may not be combined with station’s official travel without prior approval from the VACO VALU Travel Team. Contact VACO VALU Travel Team at [email protected].
3. Local Travel will not be funded by VALU. According to VA Travel Policy Local Travel
Chapter 7, Local travel is defined as travel within the local radius of the official station AND travel within the 50-mile radius of the employee’s residence. Local travel expenses will be paid by the participant’s facility or office in accordance with the participant’s local standard travel policy and procedures. A MapQuest screen print must be attached to all Authorizations when POV Authorized is entered as an “Expense”.
Federal Travelers and/or Federal Travel Arrangers will use CGE to prepare Authorizations, make reservations for transportation, and rental car, lodging, unless otherwise noted on the ITT Document.
4. Authorizations should be submitted no sooner than four (4) weeks before the travel start date with the exception of national conferences. Authorizations for national conferences should be submitted no sooner than eight (8) weeks before the travel start date.
5. The Conference Title shall be entered exactly as stated below as the first entry in the
“Trip Name” field on “Trip Booking Information” page “and in the “Trip Name and Document Description” field, under the General Tab.
Click here to view VALU’s CGE Cross Funded procedures.
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FY15 Master CGE ITT Document Updated on January 21, 2015
Note: If the Conference information is not entered exactly as stated below, the Authorization will be returned. VALU1511 VA Blended Basic Safety Training Course
6. Special Needs: When there is a request for Special Need accommodations, the
following statement must be entered in the “Summary Tab” Comment field: “Employee has documentation authorizing Special Need requirements for the following items: (enter item/s)”.
Note: DO NOT enter, fax or attach sensitive information to any travel documents in CGE, with the exception of VA Form 0899.
For additional information refer to Travel under Special Circumstances Chapter 5.
7. When making travel arrangements, select the lowest available fares that
adequately provide necessary transportation requirements. Note: If there is a probability that travel plans may change, do not select a non-contract fare; instead, select a contract fare, if available. Note: Govt Contract Discounted (Refundable) City Pair Fares (aka _CA fares) or Govt. Contract (Refundable) City Pair Fares (aka YCA fares) shall be selected only when there is a high probability that travel plans may change and thereby incur fees that increase the cost of the non-contract carrier fare to be more expensive. For additional information refer to Travel Policy Transportation Expenses Chapter 3: Note: City Pair Program Contract, reservations are subject to cancellation by the airline if contracted flights are not ticketed at least 48 hours prior to scheduled departure. Ensure the Authorization is approved at least 72 hours prior to departure to enable ticketing and avoid possible cancellation.
8. Traveling by POV: A MapQuest screen print must be attached to the Authorization
when “POV Authorized” is entered as an “Expense”.
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FY15 Master CGE ITT Document Updated on January 21, 2015
9. Personal /Unofficial Travel Combined with Official Travel:
Authorization must be created to include inclusive dates for both Official and Personal Travel. Personal days must be indicated on the Authorization. The Authorization should reflect the TDY travel days as if there were no personal days included. If personal travel days are not at the TDY location, VA Form 10079a Personal Travel in Conjunction with Official Travel Cost Comparison Worksheet must be completed. VA Form 10079a Personal Travel in Conjunction with Official Travel Cost Comparison Worksheet all supporting documents must be attached to the Authorization (estimate cost) and Voucher (actual cost). An updated VA Form 10079a may be required if amounts change. Click here to access VA Form 10079a. For additional information refer to Travel Policy Travel Administration, Chapter 1, Appendix E and Travel Policy Transportation Expense, Chapter 3, Appendix I
10. Alternate mode of transportation for personal convenience, if applicable: If
traveler uses an alternate mode of transportation for personal convenience, VA Form 10079 Cost Comparison Worksheet for Privately Owned Vehicle versus Common Carrier Transportation Worksheet must be completed.
VA Form 10079 Cost Comparison Worksheet for Privately Owned Vehicle versus Common Carrier Transportation Worksheet and all supporting documents must be attached to the Authorization (estimate cost) and Voucher (actual cost). An updated VA Form 10079 may be required if amounts change. Click here to access VA Form 10079. If POV is the most advantageous form of transportation, enter the below information on the Authorization:
o Select “POV Authorized” as an “Expense”. o Enter total number of "Miles" o Enter other expense amount to be reimbursed to Traveler under "Expenses" o Attach the cost comparison worksheet to the Authorization and Voucher.
Note: A cost comparison worksheet is not required if mileage is less than 150 miles one way or if traveler refuses a Government Car
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FY15 Master CGE ITT Document Updated on January 21, 2015
If Common Carrier is the most advantageous form of transportation, enter the below information on the TA:
o Enter the total amount to be reimbursed to traveler as "Cost Com To Traveler" o Attach the cost comparison worksheet to the Authorization and Voucher.
For additional information refer to Travel Policy Travel Administration, Chapter 1, Appendix E and Travel Policy Transportation Expense, Chapter 3, Appendix I
11. Travelers are not authorized to use their Individually Billed Account travel card for
ATM withdrawals without prior approval on the Authorization. Enter “ATM Withdrawal NTE $100” in the “Comments” field under the “Summary Tab”. Add ATM Advance Fee as an Expense and enter “ATM Withdrawal NTE $100” in the “Other Details Comment” field.
ATM Withdrawal: ATM Withdrawal is limited to no more than $100.00.
NOTE: ATM Fees will not be reimbursed for ATM Withdrawals that exceed the $100 limitation. For exceptions, contact VACO VALU Travel Team at [email protected]
12. Airport Parking: Use the most cost advantageous form of parking. Click here for additional information.
13. Hotel reservations shall be made using CGE’s reservation system,
unless otherwise stated above. Click here for hotel information. 14. Rental cars are not normally authorized using VALU funds. For
exceptions, contact VACO VALU Travel Team at [email protected]. 15. Personal phone call expenses are not authorized using VALU funds. 16. Miscellaneous Expense type is not authorized using VALU funds. For
exceptions, contact VACO VALU Travel Team at [email protected].
17. FedEx/UPS shipping fees: The cost of shipping training materials to or from the training location is the responsibility of the traveler’s home station. VALU will not reimburse the cost of FedEx/UPS shipping fees or excess baggage (weight) fees.
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FY15 Master CGE ITT Document Updated on January 21, 2015
18. Other Expenses must be listed separately. Remember, these are estimates and the actual expenses MUST be itemized on the Voucher. Below are some common “Expenses” that should be entered, if applicable. For additional information refer to Travel Policy Miscellaneous Travel Expenses Chapter 4 and Travel Policy Transportation Expenses Chapter 3:
Airport Parking: Use the most cost advantageous form of parking.
Note: Parking fees (while on TDY) are authorized, but will not exceed the cost of taxi fares (including associated tips) for one round-trip to the common carrier terminal. Note: Parking for Long Term TDY Travel (more than 1-week) is not authorized unless the cost of parking is less than the cost of taxi fares (including associated tips) for one round-trip to the common carrier terminal.
Hotel Taxes: The following states are tax exempt: AK, DE, *FL, KS, MA, MO,
*NY, OR, *PA, *TX, and *WI. Note: *States that require a form. Click here to view the State Tax Exemption Website to determine the requirements for your TDY location.
Baggage Fees: Standard baggage allowances are listed below: o One piece for one week of TDY o Two pieces for two weeks of TDY o Three pieces for three weeks or more of TDY
Excess Baggage (weight) Fees: Approving officials may authorize excess
baggage allowance over the standard baggage allowance. Excess baggage (weight) may be approved after the fact with proper justification. Click here to view GSA’s Baggage Allowance website. Click here to view procedures for shipping training materials.
ATM Advance Fees: ATM Withdrawal request must be annotated on the
Authorization. ATM fees are authorized for Individually Billed Account (IBA) travel cards only, not personal credit cards. Click here for additional information.
Taxi or Shuttle: Travelers must provide an official receipt with company’s name
phone number, and date of service. Note: Travelers are authorized the use of taxi for the following reasons: o Travel between places of business at the official or TDY location. o Travel between lodging and TDY training location. o Obtain meals at the nearest available place where the nature and location of
the work at a TDY station are such that meals cannot be obtained at the location.
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FY15 Master CGE ITT Document Updated on January 21, 2015
Tips for Taxi & Shuttle: Must be listed separately from the taxi and shuttle fares. Note: A "reasonable tip" as defined by VA Travel Policy is no more than 15% of the total cost of the fare. Note: Reimbursement of tips for courtesy transportation will be limited to $2 per trip and is restricted to transportation from airport to hotel and hotel to airport.
Hotel Parking: Only the driver of Government Owned Vehicles (GOVs), Privately
Owned Vehicles (POVs) or Rental Cars are authorized this “Other Expense”.
Parking: Only the driver of Government Owned Vehicles (GOVs), Privately Owned Vehicles (POVs) or Rental Cars are authorized this “Other Expense”.
Internet Connection fees are not authorized using VALU funds.
Terminal Mileage: Mileage from residence or office to the common carrier terminal for the most direct route or two round trips to drop off and/or pick up a traveler. MapQuest is VA’s official application to determine mileage. Note: A MapQuest screen print must be attached for all mileage claimed.
Tolls: Receipts are not required, unless the amount exceeds $10.00 per
transaction.
Metro: Receipts are not required, unless the amount exceeds $10.00 per transaction.
Laundry/Dry Cleaning: Costs for personal laundry, dry cleaning and/or pressing
of clothing, incurred during TDY travel involving at least six consecutive nights lodging are separately reimbursable travel expenses. The purpose of laundry/dry cleaning is for reusing clothes while on TDY. Expenses incurred on the last day of the TDY or after the completion of the TDY are not reimbursable.
Note: The use of coin operated machine where receipts are not available requires a missing receipt form to be completed and attached to the expense report.
Click here to obtain a copy of VA Learning University (VALU) Missing Receipt Document.
19. Voucher Requirements:
Click here to view VALU’s CGE Cross Funded procedures. Voucher must be created and submitted within five (5) business days of the last
day of travel. The Federal Traveler, not the Federal Traveler Arranger, is required to review and submit the Voucher.
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FY15 Master CGE ITT Document Updated on January 21, 2015
Valid receipt is a written acknowledgement that indicates the amount paid for goods or services. It will show the name of the traveler, the date of the transaction and the company providing the goods or services. A credit card statement is not a receipt.
US Bank Statements is not an acceptable form of receipt.
Expense amounts claimed must be accurate and match receipts.
Federal Travelers and/or Federal Traveler Arranger are required to fax or attach all receipts regardless of amount (unless otherwise noted) and ensure receipts are legible prior to submitting the Voucher.
Ticketed Itinerary/Invoice must be attached regardless of the payment method.
Ensure the amount matches the airfare amount on the “Expense” line.
Hotel Receipt: Compare the hotel receipt to the authorized amount. Adjust the Voucher accordingly (if actual hotel cost was less than the authorized amount, reduce the lodging amount to the actual amount paid).
VALU Required Receipts: *All claims must be entered on the date the expense/s incurred, unless otherwise noted below: E-Ticket Invoice MapQuest screen print for all mileage claimed Baggage Fees Rental Car (A zero balance or paid receipt must be attached) Gasoline (Rental Car only) *Airport Parking (Enter the total amount on the official TDY Travel return date) Hotel: A zero balance receipt must be attached. *Hotel Taxes (Enter the total amount on last official day of lodging) Hotel Parking Parking ATM Advance Fee Taxi or Shuttle Laundry/Dry Cleaning (to include coin operated laundry cost), if applicable Cost Comparison worksheets and all supporting documents Tolls and Metro, if the amount exceeds $10.00 per transaction
If receipts are lost, misplaced or cannot be obtained from the vendor, the traveler
must fax or attach a signed document into CGE with the following information:
I (enter name) made every attempt and was unsuccessful in obtaining receipts for the following expense/s incurred during my travel to (enter location):
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FY15 Master CGE ITT Document Updated on January 21, 2015
Name of Vendor: Description of expense: (taxi, shuttle, baggage fees, etc.) Date expense incurred: Amount: Signature of traveler: Click here to obtain a copy of VA Learning University (VALU) Missing Receipt Document.
20. Contact Information:
Federal Travel Arrangers and/or Federal Travelers MUST contact their Local Federal Agency Travel Administrators with questions regarding CGE Authorization and Voucher. Local Federal Agency Travel Administrators should follow and send out the Traveler Call Center Matrix to all their Federal Travelers/Federal Travel Arrangers.
Local Federal Agency Travel Administrators should contact the FSC VALU Review Team with questions related to VALU’s requirements for specific training conferences, CGE Cross Funded and required corrective actions to resolve returned travel documents. Hours of Operation: Monday through Friday 7:00 am – 5:00 pm CST o Phone: 1-866-533-0188 (Prompt #8) o Email: [email protected]
21. Conference Package approval date: May 4, 2015
Note: All training conference/s listed above have received proper approval in accordance with: OM Memo - Guidance for Streamlined Conference Policies and Procedures
SECVA Memo - Streamlined Conference Planning and Approval, Oversight, and
Reporting Policies and Procedures This document has been approved by VALU’s TDY Travel Section: Name: Randy Keuten Date: May 7, 2015 The training conference/s listed above received proper approvals. Name: Carolyn Collins Date: May 7, 2015
