1. MOTS TRAVEL EXPENSE and REIMBURSEMENT GUIDELINES
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October 6, 2019

2. Introduction to Unanet & Travel Refresher Course
Travel Process Flow
What To Expect
Good Stewardship
Extenuating Circumstances
Travel Preparations – Things to Remember
International Travel
Personal Travel
Unanet Expense Report Examples
Unanet Final View
Report Assembly – Best Practices
Documentation Checklist
Common Deficiencies
Other Items
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October 6, 2019

3. From Approval to Reimbursement
TRAVEL PROCESS FLOW
From Approval to Reimbursement
Employee submits “Expense Request”
Employee creates an “Expense Request” with estimate documentation attached.
Include all additional information in comments sections.
Submit for manager approval.
Travel request amount will be verified against project funding by reviewer.
Employee Incurs Travel Expense
Once the request has been approved, it will turn into an open Expense Report that can be modified/edited.
Employee to add actual cost and receipts.
Submit final travel report.
Submit Approved Report to AP
Final travel report flows through a tiered approval process.
BGS Accounts Payable team will review all ER and back-up receipts. If the ER gets disapproved, the employee will have to make adjustment and resubmit.
Once approved, it will go to your manager as a final approver.
AP to Reimbursement
Upon completion of the approval process, the ER is now ready to be processed in Accounts Payable.
All approved ER are processed for payment on a weekly basis.
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October 6, 2019

4. What to Expect Contract Requirements:
Upon request to travel, employees must prepare and route a Request to Travel Notice ( ) to their respective requestee (i.e. Sponsor) clearly defining the terms of the locations and dates. Sponsor Authorization must include the following information:
Traveler Name
Funding Source (i.e. Charge Code)
Purpose of Trip
Location
Dates
Extenuating Circumstances
General Cost Estimates
If the Sponsor deems the temporary duty request as necessary, it is the responsibility of the employee to ensure the authorizing Sponsor’s endorsement is well documented. Sponsor Authorization must include as much available information as possible.
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October 6, 2019

5. Good Stewardship Prudent Person Rule:
When incurring expenses on behalf of EERE, employees shall remain public servants and demonstrate good stewardship by exercising care in incurring expenses as if expending their own personal funds. As a public servant, we are required to comply with all Federal Regulations.
Selecting Appropriate Class of Transportation (i.e., Don’t fly First Class).
Determining Appropriate Use of Special Conveyances.
Selecting the Most Advantageous Mode of Transportation.
Avoid any risk and submit Cost Comparisons for approval (communicate issues prior to incurring any costs).
Other:
Maintain Receipts and submit within 10 business days.
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October 6, 2019

6. Extenuating Circumstances
Extenuating Circumstances impact cost estimates and require additional documentations:
Booking Combined Official and Personal Travel – Need Advanced Approval.
Designation of an Alternate Place as an Authorized Point of Travel - Need Advanced Approval.
Lodging Per Diem Overage - Need Advanced Approval.
Travel of Employee with Disability or Special Need - Need Advanced Approval.
Travel on Holiday – Need Advanced Approval.
Cancellations and other unusual circumstances – Talk to your Project Manager.
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October 6, 2019

7. Travel Preparations – Things to remember
HOTEL:
Check per diem rates for the specific state/city/county you are traveling to at If city/county are not on the list, standard rate shall be applied. (Note: Unanet - GSA rates are automated).
Every night needs to be within per diem.
No AirBnB, VRBO, etc. – these are not allowable per FTR. See approved accommodation list on the U.S. Fire Administration’s website at .
Provide overage request to your manager to get pre-approval from Contracting Officer.
RENTAL CAR:
Rental car must be economy size.
Rental car should be booked under the name of Boston Government Services, LLC. Be sure to obtain a copy of the Company’s Proof of Insurance.
Do not select pre-paid fuel. Remember your receipt for your final return fill up.
Provide justification if you need to get a bigger car (sharing with others, road conditions, etc.) when requesting for approval.
Include in your Expense Report your reason for car rental.
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October 6, 2019

8. Travel Preparations – Things to remember
AIRFARE:
Basic economy, nonrefundable only.
No upgrades, no early check-ins.
Include estimates for baggage fee on your request.
Basic Seat Selection fee on low-cost airlines (typically <$20) is reimbursable.
Preferred Seating Fee (seat upgrade for more legroom) – you will only be reimbursed the amount of the basic seat fee. Any overages will not be reimbursed. Be sure to save a picture of the original basic seat cost.
‘The Works’ or bundles – Only if it is lower price than purchasing separately (i.e., check baggage and carry on).
Change travel dates – ask for approval. Check with PM if the change fee is allowable.
CONFERENCE/TRAINING FEES:
Conference Fees MUST have authorization prior to attendance.
Submit receipt for reimbursement prior to travel OR with your final trip.
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October 6, 2019

9. INTERNATIONAL TRAVEL
If requested to go on International travel, please see your manager; International Rules are more complicated (i.e., DOS eCC, DOE FTMS).
Submit “request to travel” a couple of months prior to travel.
Attach the approval letter from client in your request.
Attach all estimated costs in your request.
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October 6, 2019

10. PERSONAL TRAVEL
The cost estimate of the trip should only reflect the business portion.
Include screen shots of cost comparisons (i.e., what flight costs would have been at the time of booking if you did not include the personal travel).
Provide comments on your expense request/report regarding personal travel (i.e. Site visit is 6/20-6/25. I plan to extend my trip for personal travel through 6/28 and will not seek reimbursement for additional cost).
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October 6, 2019

11. Unanet Expense Report Examples
Example : Standard Travel to Conference.
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October 6, 2019

12. Unanet Expense Report Examples
Complete Expense Wizard and enter the information.
Enter the daily room rate and taxes according to your hotel receipt.
If some nights have different rates on your receipt, add another lodging line item and enter that amount.
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October 6, 2019

13. Unanet Final View MIE Per Diem: You must add MIE Per Diem daily.
If any of the meals were provided, click the box to automatically reduce the MIE on that day.
Add comments whenever you select a meal (i.e. Hotel provided breakfast on 6/11, and the conference provided lunch on 6/12).
If you went to a conference that provided meals, do not claim a per diem on those meals.
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October 6, 2019

14. Report Assembly - Best Practices
Arrange your detail items in order of occurrence.
Make sure all attachments are arranged chronologically according to your Expense Report detail items.
All attachments has to be saved in a LANDSCAPE format.
LANDSCAPE
LANDSCAPE
LANDSCAPE
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October 6, 2019

15. Documentation Checklist
Authorization for Travel:
Submit “Expense Request” to your Manager.
Include client “Request for travel” .
Gas, Parking, Toll Fees: Receipts must be clear and legible.
Lodging: Cannot use reservation . Receipt should show the amount paid on a credit card.
Car Rental: Include with your receipt documentation of approval for upgrade of rental car.
Airplane: Be sure to include receipt, not itinerary. Any upgrades will be personal, non-reimbursable.
Luggage Fee: Include baggage receipts.
Mileage: Include Google Maps mileage to and from site.
Conference/ Training Fees: Submit your Expense Report for approved registration fees before or after your conference/training.
Other Transportation receipts (Uber, Lyft, Metro, etc.):
15% allowable for tips. Charity donation is non-reimbursable.
Include receipts (even for Metro Card).
*All paid transactions (except per diem meals) must attached a copy of receipts or proof of payment.
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October 6, 2019

16. Common Deficiencies Before you submit, check for these common errors:
Illegible Receipts: Make sure that scans are clear and show the complete receipt.
Incorrect Receipts: Be sure receipts show that a payment was made (Note: confirmation s often do not show this).
Missing Receipts: Make sure all receipts are included.
Missing Required Documents: Be sure to include all required documentation for the project (e.g. Authorization ; Google Maps)
Company Paid vs Employee Reimbursed: Be sure to designate if the company already paid for any expenses.
Incorrect GSA Rates: Make sure rates used are consistent with the current GSA rates for both Lodging and MIE. Make sure that 75% of the MIE is used for the first and last day of travel. Also be sure that the hotel address matches the per diem location selected.
Charges Without Explanations: Provide written explanation for any amount of travel expense that is not usual and/or apparent/ (i.e. for special accommodations, needs, or circumstances). Also, be sure to get an approval for any travel expenses outside reimbursable limits.
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October 6, 2019

17. Other Items Common Unallowable Expenses include:
Alcoholic Beverages
Excess Tips and Gratuity (15% allowable only)
Charitable Donations
Fines and Penalties
Entertainment
Travel Insurance
Personal Use Items
What if I lost my receipt?
Must have proof of payment (i.e. credit card statement, call the hotel, etc.)
BGS © 2019 Proprietary - Data contained within this presentation is restricted and any unauthorized review, use, disclosure, or distribution is prohibited.
October 6, 2019