7/29/2019 Four Things - Travel Vouchers

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Incident Workforce Management Office Generalist CadrePrepared: 01/25/2012 LPW

TRAVEL VOUCHER PREPARATION

Four things to Always remember about Travel Vouchers:

1. Whether the J FO or job site provides Travel staff or not it is your responsibility to ensure

your travel voucher is accurately prepared and submitted to the FEMA Finance Center

either every 14 days when deployed for an extended period or within 5 days ofcompletion of travel when deployed for 10 days or less.

2. If you use the government charge card for any of the items in the May Be Used

category below, it is your responsibility to keep track of the spending and send a check to

J P Morgan once the voucher has been paid because this category of items are paid

directly to the traveler. (It is paid directly to the traveler because you are not required to

use your government charge card for these purchases.

3. If your government charge card reaches a 60 day delinquent status we will initiate

termination for cause because:

a. The employee is in breach of the cardholders agreement signed prior to issuance of

the card.

b. At the 30 day mark of delinquency the card is suspended by J P Morgan and not

useable.

c. The card suspension status has rendered the employee not deployable

4. Make a copy of the signed voucher for your records. This is very important because

neither Travel Staff nor Approving Official will keep a copy.

MUST USE MAY BE USE OTHER

TMC issued Airline Tickets Baggage Fees TCM Fee**Lodging Rental Car GasLodging Tax Taxi Cab/Shuttle ServiceRental Car Cash Advances*Train and Bus Tickets Meals*

* Cash Advances and Meals are not reimbursable expenses. The employee is to deduct theseexpenses from the M&IE received daily while deployed.

** TMC (Travel Management Center Fee) $34.26 or $14 fee {as of 1/2012} from National Travel formaking reservations I paid to the traveler not the card. Traveler is responsible for send this

money to J P Morgan.

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REQUIRED RECEIPTS to ACCOMPANY THE VOUCHER:

Air Fare visit:www.nationaltravel.comselect Account Services follow the prompts to print the

National Travel receipt after you have either arrived or returned home.

Transportation Fees (Train, bus, and taxi/shuttle fare $75.00 or more)

Lodging Receipt (It must have $0 balance due at the bottom)

Rental Car Receipt (either upon completion of travel or every 30 days)

Cash Advance Receipt (for the government charge card only)

Gas Receipt (if total is $75+ for voucher period)

Baggage Receipt (If amount is $75+)

TMC Fees (will be on air fare receipt if the receipt is obtained from National Travel website as

described above)

Mapquest Route Printout when POV mileage is more than 60 miles. (Any mapping software isacceptable does not have to be Mapquest)

Travel Authorization (TA) a copy of it. These are your travel orders and specify which

expenses are reimbursable.

Things you need to know about the Travel (Excel) Worksheet:

1. If you are leaving home and deploying: You begin Not in Travel Status If you are

returning home at the end of the voucher period you end Not in Travel Status the M&IE

for days beginning or ending NOT IN TRAVEL STATUS is of the dollar amount. One

of your meals (breakfast or dinner) was at your residence.

2. Laundry Allowance is given if you are deployed for 5 nights or longer and it is a

maximum of $15 a week.

3. Authorized Calls Home is given if the operation has not provided you with a FEMA cell

phone or Blackberry. The continental US amount is a maximum of $15 if deployed 3-7

nights.

4. Per Diem for the location can be found atwww.GSA.govthen click on Per Diem Rates.

Look up the state and county you are deployed. If the county is not listed then it is theCONUS rate per day.

One last thing: Email your first and last name along with your personal email address to:

ACH.payments@dhs.govthis will sign you up to receive a notification when the FEMA Finance

Center is submitting payment to a travel voucher.

http://www.nationaltravel.com/http://www.nationaltravel.com/http://www.nationaltravel.com/http://www.gsa.gov/http://www.gsa.gov/http://www.gsa.gov/mailto:ACH.payments@dhs.govmailto:ACH.payments@dhs.govmailto:ACH.payments@dhs.govhttp://www.gsa.gov/http://www.nationaltravel.com/