**SECTION 7 - TRAVEL EXPENSE STATEMENT (TES) PROCEDURES (Domestic and**
**Foreign** **Travel)**

For your convenience, these procedures for reimbursement have been
summarized in a one-page document called \"Travel Reimbursement
Guidelines\" (see Attachment D-2,
<http://intraweb.orau.gov/services/travel/manual/ATTACHD2.doc>).

Travelers are expected to accurately report official travel expenses and
reflect other facts related to official travel for ORAU/ORISE. If travel
expenses are questioned, the burden of proof rests with the traveler to
prove the validity of that expense and that it was necessary to conduct
the official business. Fraudulent claims against ORAU will result in
appropriate disciplinary action, which may include dismissal and
prosecution.

A claim against ORAU as a U.S. Government contractor is forfeited if the
claimant attempts to defraud the U.S. Government in connection with
official travel (28 U.S.C. 2514). In addition, there are two criminal
provisions under which severe penalties may be imposed on a traveler who
knowingly presents a false, fictitious, or fraudulent claim against the
U.S. Government (18 U.S.C. 287 and 1001).

All requests from individuals for reimbursement of travel expenses
(i.e., transportation, lodging, and per diem) should be submitted on a
TES. There are some special arrangements, (i.e. purchase order, etc.)
that require these requests to be processed outside of the TMS.

The traveler is responsible for (1) ensuring that all sections of the
TES are properly completed; (2) obtaining all appropriate approval
signatures; and (3) submitting the required official receipts (see
Section 7.I .). If no deviations from the approved TAR occur during
travel and (1) the actual expenses are within \$200 of the estimated
costs; (2) there was no change to the project and task number on the
TAR; (3) no rental vehicle was added; or (4) no lodging waiver was
required after the travel occurred, then no reapproval is required on
the TES. When an employee discontinues or interrupts a temporary duty
travel assignment prior to its completion because of incapacitating
illness or injury, or when the interruption is caused by a personal
emergency, the traveler's TES must be approved at one level above the
traveler's authorizing official or immediate supervisor.

Travelers with special needs may be reimbursed for the following
expenses:

\* Transportation and per diem expenses incurred by a family member or
other attendant who must accompany the traveler to make the trip
possible

\* Specialized transportation to, from, and/or at the temporary duty
(TDY) location

\* Specialized services provided by a common carrier to accommodate a
special need

\* Costs for handling baggage that are a direct result of a special need

\* Renting and/or transporting a wheelchair.

The following time frames have been established for processing Travel
Expense Statements:

1.  The traveler must submit travel expenses within five (5) days after
    return from travel.

2.  If reapproval is required, the appropriate Level has five (5) days
    from receipt of notification of required reapproval to either
    approve or reject the TES.

3.  Travel Accounting must audit and process travel expenses for
    reimbursement or debit memo within ten (10) days starting from
    receipt of supporting documentation from traveler.

4.  If a traveler receives a Debit Memo (see Attachment G) notice from
    FinOps, traveler has five (5) days to repay any travel advance due
    ORAU. Payment arrangements may be made with FinOps for later
    settlement (such as notification that the traveler is out of town).

If there are items on a TES that require additional information, these
items may be deducted and a partial expense statement will be processed.
This will allow the traveler to receive partial reimbursement in time to
pay credit card charges. A supplemental reimbursement will be processed
when the deducted expenses have been resolved. The traveler will be
notified of any balance due when the final TES is processed.

**FOREIGN TRAVEL NOTE:** **The exchange rate used during the travel must
be stated on the TES.**

Foreign Currency Rate Exchange Procedures:

The correct Internet address to use for foreign currency exchange is:

<http://www.oanda.com/convert/classic>

1.  Enter the "Convert Amount." This is the amount to be converted.

2.  Choose the date the transaction occurred in the "with the rate of
    mm/dd/yy."

3.  Choose the "currency to be converted." Choose country.

4.  Choose the United States as country amount to be converted to.

Click on down arrow beside the "Interbank Rate" box and choose "2%
Typical credit

> card rate." Commissions on conversion of foreign currency are
> considered "miscellaneous expenses" and are reimbursable items.

5.  

6.  **Print** out the conversion sheet for each expense claimed and
    place it in the travel receipts envelop when submitting for payment.

Official travel begins whenever the traveler departs the office or home,
whichever occurs last, and ends when the traveler returns to the home or
office, whichever occurs first. An exception may be made when travel
either begins or ends on a weekend or holiday. For example, if travel is
to begin on the weekend and it is necessary to come to Oak Ridge to pick
up a government vehicle, travel will begin when the traveler leaves
his/her residence.

A. [Transportation]{.underline}

Actual cost of transportation will be reimbursed on the basis of the
most direct and expeditious mode of transportation as follows:

> 1\. [Commercial Airline]{.underline}
>
> Contractors are not eligible for government contract airfares.
> Therefore, travel by commercial airlines is limited to the lowest
> available airfare to meet the necessary mission requirements.
> Exceptions to the lowest available airfare rule are made when other
> airline accommodations are the only ones reasonably available to meet
> the necessary mission requirements or when the lowest available
> airfare would result in one of the following:
>
> a\. Circuitous routing;
>
> b\. Travel during unreasonable hours (between 10:00 p.m. and
>
> 6:00 a.m.);
>
> c\. Greatly increased duration of the flight;
>
> d\. Increased costs that would offset the airfare savings; or
>
> e\. Accommodations that are not reasonably adequate for the medical
> needs of the traveler.
>
> The official passenger receipt or electronic ticket confirmation must
>
> be submitted in the travel receipts envelope.
>
> Where U.S. government funds are used for air transportation, such
> transportation must be ticketed by U.S. carriers unless a U.S. carrier
> is not available. For Foreign Travel, only round-trip tickets can be
> purchased. **Justification for the use of a non-U.S. carrier must be
> included on the TAR; convenience and cost are not sufficient
> justification**. All airline tickets for foreign travel must meet all
> of the requirements of the U.S. Fly America Act. This Act states any
> air travel financed by U.S. Government funds must use a U.S.-flag air
> carrier. U.S.-flag air carrier service also includes service provided
> under a code share agreement with a foreign air carrier in accordance
> with Title 14, Code of Federal Regulations when the ticket, or
> documentation for an electronic ticket, identifies the U.S.-flag air
> carrier's designator code and flight number. Non-availability of a
> U.S.-Flag air carrier must be documented or the costs for the
> foreign-flag air carrier may result in an unallowable cost. Please
> complete the Certification for Use of a Non-U.S. Flag Air Carrier for
> Official Government Travel document, Attachment K-1 and submit with
> TES. For more information regarding the "Fly America Act," please see
> Attachment K-1, for Frequently Asked questions, see Attachment K-2,
> and Attachment L, Federal Travel Regulations -- Airline Accomodations.
> See also Section 10,
> (<http://intraweb.orau.gov/services/travel/manual/TRMN10-C.doc>).
> Foreign Travel if this manual for more information. Contact the
> ORAU/ORISE Travel Office for assistance regarding the exceptions for
> using a non-US carrier.
>
> Excursion rates should be considered when planning the trip. Two
> levels of premium class are: business and first-class. Use of
> first-class airline accommodations will be reviewed on a case-by-case
> basis and written justification must be submitted to Level 2 or above
> for **prior** **approval and** if prior approval was not received. See
> Attachment L for guidance from the FTRs on use of first-class airline
> accommodations.

In order for business-class tickets to be issued, the traveler must
justify and provide written documentation with the travel authorization
to the appropriate Level (See Attachment A,
<http://intraweb.orau.gov/services/travel/manual/ATTACHA.doc> ) **prior
to travel approval**. Approval by Level 3 or above will be required if
prior approval was not received. Authorization or approval of the use of
business-class airline accommodations may be made if the criteria set
forth below are met.

> Coach‑class accommodations not available. The use of business-class
> airline accommodations may be authorized or approved when regularly
> scheduled flights between the authorized origin and destination points
> (including connection points) provide only business‑class
> accommodations, and the employee certifies and provides documentation
> from an approved travel agency.
>
> No space available in coach‑class accommodations. The use of business-
> class airline accommodations may be authorized or approved when space
> is not available in coach‑class airline accommodations on any
> scheduled flight in time to accomplish the purpose of the official
> travel, which is so urgent that the schedule cannot be adjusted.

Travel by an employee with a disability. The use of business-class
airline accommodations may be authorized or approved when necessary to
accommodate an employee\'s disability or other physical impairment, and
the employee's condition is substantiated in writing by a competent
medical authority. Written documentation must be submitted to the Travel
Office to keep on file.

-   

-   Security purposes or exceptional circumstances. The use of business
    class airline accommodations may be authorized or approved when such
    a ccommodations are required for security purposes or because
    exceptional circumstances make its use essential to the successful
    performance of the mission.

-   

> Inadequate foreign carrier coach‑class accommodations. The use of
> business-class airline accommodations may be authorized or approved
> when coach‑class airline accommodations on foreign carriers do not
> provide adequate sanitation or health standards, and the use of
>
> foreign flag air carrier service is approved in accordance with
>
> ORAU\'s existing policy regarding the use of non‑U.S. carriers.
>
> Overall cost savings. The use of business-class other than first‑class
> airline accommodations may be authorized or approved when such
> accommodations would result in an overall savings to ORAU based on
> economic considerations, such as the avoidance of additional
> subsistence costs, overtime, or lost productive time that would be
> incurred while awaiting availability of coach‑class accommodations.
>
> Acceptance of payment from a third party. The use of business-class
> airline accommodations may be authorized or approved when the
> employee\'s transportation is paid in full through ORAU\'s acceptance
> of payment from a third party source.
>
> Travel in excess of 14 hours. The use of business-class airline
> accommodations may be approved when travel is direct between a
> uthorized origin and destination points which are separated by several
> time zones, and either the origin or destination point is outside the
> continental United States (CONUS), and the scheduled flight time
> (including stopovers) is in excess of 14 hours. ORAU\'s Travel Office
> can provide information regarding the scheduled flight times.
>
> 2\. [Rail or Bus]{.underline}
>
> Transportation charges for bus and rail service will be reimbursed to
> the extent that the charges do not exceed the lowest available
> airfare.
>
> 3\. [Private Vehicle (PV)]{.underline}
>
> When using a PV, the reimbursable mileage rate covers all costs
> associated with the operation of the vehicle including insurance
> against liability or loss. PV reimbursement will be reimbursed in
> excess of the usual commuting expenses, i.e., distance from home to
> work should be reduced from the mileage claimed. **ORAU accepts no
> liability for incidents/accidents that may arise from the use of a
> PV.** Fines for traffic violations are the responsibility of the
> traveler.
>
> When the use of a PV is authorized, reimbursement will be at the rate
> (see Attachment D,
> <http://intraweb.orau.gov/services/travel/manual/ATTACHD2.doc> ) based
> on (1) the odometer readings (beginning and ending) with the actual
> number of miles claimed or (2) the number of miles claimed without any
> odometer readings. In the latter case, the mileage will be compared to
> a Web site mileage guide, (such as Mapquest,
> <http://www.mapquest.com/directions/> ). The miles claimed by the
> traveler will be reimbursed if the mileage is within the guide plus
> 10%. Justification for mileage over the guide plus 10% **must** be
> stated on the TES.

-   

-   Intracity mileage includes only those miles driven to accomplish
    official business. Intracity driving mileage while on the trip must
    be identified separately.

-   Where a PV is authorized, the costs for parking, tolls, etc., will
    be reimbursed.

-   

-   When a PV is shared by two or more official travelers, only the
    traveler owning the vehicle will be reimbursed for mileage in
    accordance with the rate outlined above. The other passengers on
    official travel may be paid per diem for actual travel time if the
    total time in official travel status exceeds twelve (12) hours.

-   Reimbursement is allowed for mileage to and from the airport and

> for the actual cost of parking for the duration of the trip. When the
>
> traveler is transported to the airport and picked up at the airport
> upon return from travel, mileage for two round trips and parking will
> be reimbursed in lieu of parking costs for the duration of the trip.

-   In the case of a household move, ORAU will authorize mileage for one
    vehicle. Authorization for one additional vehicle may be granted if
    approved **prior** to the commencement of the move.

-   

(1) 
(2) 

> 4\. [Official Vehicles]{.underline}

Requests for use of a corporate or government vehicle should be
submitted as far in advance as possible and not less than 48 hours in
advance of travel. A Government Fleet Services credit card has been
assigned to each government vehicle to be used for the purchase of
gasoline, oil, tire repairs, battery service, etc., and may be obtained
from the appropriate vehicle contact. Corporate credit c ards for use
with corporate vehicles can be obtained from the President's Office.
Government credit cards cannot be used for the operation of corporate
vehicles. Receipts for any necessary repair to government vehicles
should be submitted to your vehicle contact or FTD Property Management
Office upon return to the duty station, and to the President's Office
for corporate vehicles. Tolls and parking charges should be claimed on
the TES, and reimbursement will be made for actual costs.

> Government vehicles in the custody of ORAU/ORISE shall be used only
>
> for travel that is authorized in connection with work under the
> ORAU/DOE contract. Government vehicles shall not be used for
> transportation of
>
> non-official passengers (see FM-300, Vehicle Management Policy, and
> FM-305, Vehicle Management Implementation Procedures,
> <http://intraweb.orau.gov/policies/facmgt.htm>) . For accidents,
> reference the Vehicle Management Policy). Fines for traffic violations
> are the responsibility of the traveler.
>
> 5\. [Taxi Cabs, Limos, Intracity Buses, and Subways]{.underline}
>
> Reasonable costs of ground transportation will be reimbursed. The
> local transportation system should be used when possible, especially
> to and from the airport. Receipts must be submitted for fares of more
> than \$75. Claims are to be itemized on the TES. Example: Taxi to/from
> hotel is \$50; Metro to client's office is \$6.00.
>
> 6\. [Rental Vehicles]{.underline} (See Section 5.K,
> <http://intraweb.orau.gov/services/travel/manual/TRMAN5-C.doc>)
>
> a\. [Costs]{.underline}
>
> Actual costs (i.e., rental charge, gasoline, parking, and toll
> charges) will be reimbursed. Receipts for these charges should be
> submitted with the TES in the travel receipts envelop.. If the
> traveler returns rental vehicle after business hours, a faxed copy of
> rental agreement from the rental agency is an acceptable receipt.
>
> Rental car agencies may charge extra for additional drivers who are
> official travelers and/or individual traveler under the age of 25.
> Fines for traffic violations are the responsibility of the traveler
> under whose name the vehicle is rented.

b.  [Insurance]{.underline} (See Attachment I,
    [http://intraweb.orau.gov/services/travel/manual/ATTACHI%20.doc](http://intraweb.orau.gov/services/travel/manual/ATTACHI .doc))

> Reimbursement will not be made for the purchase of collision insurance
> (referred to as "CDW"), personal accident insurance (referred to as
> "PAI"), or any other insurance not covered in the rental car rate.
> Should an accident occur or claims arise during a traveler's use of a
> rental vehicle while performing business-related activities while on
> official travel, ORAU/the government will cover all damage and
> liability claims. Travelers should use the company travel card when
> renting vehicles. The current company travel card provider covers
> rental vehicle damage and liability claims when the card is used to
> secure the rental vehicle. Travel Office must be notified in writing
> of all claims for damage to rental vehicles as soon as possible, but
> no later than ten (10) days of the occurrence. Travel Office will
> coordinate insurance matters with the Office of General Counsel, as
> necessary.
>
> ORAU/ORISE does not provide coverage for theft, loss, or destruction
> of personal belongings. If desired, such coverage should be obtained
> at the traveler\'s own expense.
>
> c\. [Personal Use]{.underline} [of Rental Vehicles]{.underline}
>
> Based on the records maintained, the cost of the rental vehicle and
> gasoline will be pro-rated between business and personal use. ORAU
> will reimburse only that portion of the cost incurred for official
> travel.
>
> The following are examples of how to pro-rate rental vehicle and
> gasoline charges when a rental vehicle is used for personal use:
>
> **Rental Pro-ration Formula:**
>
> Daily Rate = Total Rental Charge divided by total \# of days rented.
>
> Number of Business days x the daily rate = Subtotal x the tax rate =
> Total Allowable Reimbursement.

#### Example: Rental Vehicle 

> Invoice reads: 6 days x \$30/day = \$180.00

\$180.00 x 10.5% sales tax = [\$18.90]{.underline}

> \$198.90
>
> 6 Days Used - 2 personal and 4 business days
>
> Calculation: 4 days x \$30/day = \$120.00
>
> \$120.00 x 10.5% sales tax = [\$ 12.60]{.underline}

**Total Reimbursable \$132.60**

> **Gasoline Pro-rating Formula:**
>
> Total gasoline receipts divided by total rental vehicle miles = Amount
> per mile

Amount per mile x business miles = Total Reimbursable

> **Example:**
>
> Total receipts: \$37.64
>
> Total Rental Vehicle miles: [/ 450]{.underline}
>
> Amount per mile: 0.0836444
>
> Amount per mile: 0.0836444
>
> Business miles: [x 348]{.underline}

**Total Reimbursable: \$29.11**

> ORAU/the government will not be responsible for claims not covered in
> the rental car rate while the traveler is on personal business; the
> traveler is fully responsible for all costs arising from the accident
> or claim. Travelers who have credit cards that do not provide this
> service or who pay cash for the rental vehicle are urged to buy the
> additional insurance if the vehicle is to be used on a personal basis.
>
> 7\. [Personally Owned/Rented/Chartered Aircraft]{.underline}
>
> Reimbursement for mileage and tie-down fees for personal aircraft or
> rented aircraft shall not exceed the actual rental charge, the
> reimbursement rate (see Attachment D,
>
> <http://intraweb.orau.gov/services/travel/manual/ATTACHD2.doc>) or
> charted fee, or the commercial airfare equivalent, whichever is less.
> This requires advance authorization and may be approved on a
> case-by-case basis by Level 3 or above (see Attachment A,
> <http://intraweb.orau.gov/services/travel/manual/ATTACHA.doc>).
> Receipts for associated expenses must be attached to the TES.
>
> B. [Lodging]{.underline}
>
> 1\. Domestic
>
> Per diem rates for CONUS (48 Contiguous States and the District of
> Columbia
> <http://www.policyworks.gov/org/main/mt/homepage/mtt/perdiem/travel.htm>
> ) exclude room taxes, laundry, dry cleaning and pressing charges.
> These expenses may be claimed separately.
>
> Lodging facilities must meet the requirement of the Hotel/Motel Fire
> Safety Act of 1990 (Public Law 101-391,
> <http://www.state.co.us/gov_dir/cdps/FireSafety/ProgServ/fhmfsa/fhmfsa.HTM>
> ), which states facilities must have smoke detectors and sprinklers.
> Authorized travel agencies must verify that the lodging facilities
> have smoke detectors and sprinklers.
>
> ORAU/ORISE has tax exemption in several locations and travelers should
> make every effort to present the lodging facility with the appropriate
> tax exemption form upon check-in. To locate a listing of these areas
> and the tax exempt forms, go to Procurement Forms
> (<http://intraweb.orau.gov/forms/finopsforms.htm>).
>
> Reimbursement of the actual cost of lodging up to the ceiling for the
> locality as established by the General Services Administration (GSA)
> and published in the Federal Travel Regulations will be provided. See
> Attachment D of this manual or for Internet access:
>
> [http://www.policyworks.gov/org/main/mt/homepage/mtt/perdiem/travel.htm](http://policyworks.gov/org/main/mt/homepage/mtt/perdiem/travel.htm).
> See Section 7. D of this manual for information on lodging waivers.
>
> 2\. [Foreign]{.underline}
>
> Reimbursement for lodging while on official foreign travel shall be
> within the lodging rates as established by the U.S. Department of
> State for the localities to be visited. The rates may change monthly
> and notification is not always received from GSA on a timely basis.
> Therefore, when planning a foreign trip, contact the Travel Office or
> access these rates via the Internet
> (<http://www.policyworks.gov/org/main/mt/homepage/mtt/perdiem/travel.htm>)
> to obtain the current rates for the localities to be visited.
>
> **NOTE FOR FOREIGN TRAVEL:** Foreign Lodging and M&IE rates are set by
> the Department of State. The foreign lodging ceiling rate allowed
> includes the applicable tax. Separate claims for taxes **will not** be
> allowed for foreign travel. Laundry and dry cleaning expenses remain
> part of the incidental portion of the per diem rate for travel and
> non-foreign (outside CONUS) areas, and may not be claimed as a
> separate expense.
>
> C. [Per Diem]{.underline}
>
> 1\. [Domestic/Foreign]{.underline}
>
> ORAU will reimburse per diem as follows: (1) three-quarter day per
> diem for first day of travel; (2) three-quarter day per diem for last
> day of travel, regardless of beginning and ending times of travel; and
> (3) remaining days will be at one full day of per diem. Per diem will
> be based on the rate for the locality as established by GSA. You can
> verify the current GSA lodging and M&IE rates at the following Web
> site:
> <http://www.policyworks.gov/org/main/mt/homepage/mtt/perdiem/travel.htm>.
> The applicable rate for the day of departure will be based on that
> evening\'s lodging locality or the city of business if no lodging is
> required. The applicable rate for the day of return will be based on
> the rate for the preceding day\'s lodging locality or the city of
> business if no lodging is required. See examples below:

Example 1: One city

> Traveler to Destination A , October 1-4

October 1 First day of travel - 3/4 day per diem

(Destination A per diem rate)

October 2-3 Lodging location - 2 days per diem

> (Destination A per diem rate)
>
> October 4 Last day of travel - 3/4 day per diem
>
> (Destination A per diem rate)

**Total per diem for trip is 3.5 days.**

Example 2: Multiple cities

> Traveler to Destination A and Destination B
>
> October 1-6

October 1 First day of travel - 3/4 day per diem

(Destination A per diem rate)

October 2-4 Lodging location - 3 days per diem

(Destination A per diem rate)

October 5 Travel next location 1 day per diem

(Destination B per diem rate)

October 6 Last day of travel - 3/4 day per diem

(Destination B per diem rate)

> **Total per diem for trip 5.5 days - 3 3/4 days per diem at the
> Destination A** **rate and 1 3/4 days at the Destination B** **rate.**
>
> If the time in official travel status is twelve (12) hours **or more**
> and no lodging is required, per diem will be based on the rate for the
> locality where the majority of the travel is spent on official
> business.
>
> The per diem allowance is provided to cover the costs of meals and
> other miscellaneous expenses not identified as directly reimbursable
> under the Travel Policy. When the cost of a meal is paid for by
> ORAU/ORISE under some other arrangement, such as when it is included
> in a registration fee, ORAU/ORISE will not make duplicate payments for
> the same cost; therefore, the per diem will be reduced based on the
> GSA meal deductions.
>
> Likewise, if ORAU/ORISE would be billing a sponsor for travel expenses
> incurred while attending a meeting/conference called by the sponsor,
> and the sponsor furnished meals at no cost to the traveler, the per
> diem for the days the meals are furnished would be reduced based on
> the GSA meal deductions.
>
> The reduction of the per diem for meals otherwise paid for by ORAU
> either directly or by a sponsor will be at the rates as specified in
> Attachment D,
> <http://intraweb.orau.gov/services/travel/manual/ATTACHD3.doc>.
>
> If an official meal (banquet) with a speaker is scheduled as part of
> the meeting/conference and there is an extra charge over and above the
> registration fee, the cost of that meal is reimbursable. However, the
> per diem for that day will be reduced by the cost of the meal or the
> rates specified above, whichever is less. An explanation of the cost
> should be on the TES with supporting documentation and a receipt
> attached if the cost is more than \$75.
>
> 2\. [Foreign Travel]{.underline}
>
> If the traveler departs from a U.S. duty station and arrives at the
> foreign destination the same day and lodging is required for that
> evening, the per diem rate for that location will be the allowable
> reimbursement for the day of departure. If the traveler departs from a
> U.S. duty station and is enroute at midnight on the day of departure
> or no lodging is required for the evening of the day of departure, the
> rate for the day of departure will be reimbursed at the foreign rate.
>
> On the return trip, the per diem rate for the day of departure from
> the foreign locality shall be the rate for the lodging location for
> the previous night if the traveler arrives at the home duty station on
> the day of departure. If the traveler is enroute at midnight on the
> day of departure or if lodging is not required on the day of departure
> from the foreign location, the rate for the \"arrival day\" will be
> reimbursed at the foreign rate.
>
> D. [Lodging and Per Diem Waivers]{.underline}
>
> Upon completion of travel, it is the traveler's responsibility to
> request a lodging waiver that **was not approved prior** to the
> beginning of travel. The lodging waiver request for reimbursement must
> be included on the "Per Diem Tab" of the TES. The lodging waiver must
> state (1) the reason the lodging waiver was not submitted prior to
> travel and (2) justification for the costs over the GSA ceiling.
> (Examples involving unusual circumstances can be referenced in Section
> 6.C,
>
> <http://intraweb.orau.gov/services/travel/manual/TRMAN6-C.doc>.
>
> Reimbursement is not to exceed 175 % of the maximum rates for the
> assignment location. Only under special or unusual circumstances the
> ORAU President may authorize or approve reimbursement for actual
> expenses, not to exceed 300% of applicable per diem allowance. Actual
> lodging receipts must be provided for reimbursement.
>
> Receipts shall be required on meals or other expenses normally covered
> by per diem when per diem is authorized on the actual cost basis.
> Actual meals cannot exceed 175% of the combined lodging, meals, and
> incidental ceilings, without the approval of the President.

E.  [Telephone and Faxes]{.underline}

> Air and train telephone service tend to be costly and should be
> avoided whenever possible. Reimbursement for those expenses will be on
> a case-by-case basis by Level 5 or above (see Attachment A,
> <http://intraweb.orau.gov/services/travel/manual/ATTACHA.doc> and a
> justification must be included in the "Comments" section of the TES.
>
> ORAU/ORISE employees are encouraged to request a telephone credit
> card. Employees should contact their program telephone coordinators
> for information on receiving these cards.
>
> 1\. [Domestic]{.underline}
>
> ORAU will reimburse the **actual cost** of telephone calls/service
> fees and faxes necessary for ORAU/ORISE business while the traveler is
> on official travel status. Reimbursement will be made for cell phone
> charges on a case by case basis; reference the Computer Technology
> Policy, CT-410,
>
> <http://intraweb.orau.gov/policies/computer/ct410.doc> . In addition,
> a traveler who is in travel status for at least one night within the
> continental United States is allowed a maximum reimbursement for
> personal phone calls not to exceed \$5.00 per day or \$15.00 per each
> seven (7) day period. Actual costs must be incurred before
> reimbursement is allowed.
>
> 2\. [Foreign]{.underline}

Foreign telephone calls of unusually high cost/duration will be approved
on a case-by-case basis by Level 5 or above (see Attachment A,
<http://intraweb.orau.gov/services/travel/manual/ATTACHA.doc>). A
written explanation must be included in the "Comments" section on the
TES.

F.  [Registration Fees]{.underline} (See Section 5.G and H.)
    <http://intraweb.orau.gov/services/travel/manual/TRMAN5-C.doc>)

> ORAU will reimburse travelers for registration fees required for
> attendance at professional, scientific, technical, and other meetings.
> In cases where the traveler directly pays the registration fees, a
> receipt must be attached to the TES. The documentation must be
> included with the TES. Documentation must include (1) amount of
> registration fee; (2) meals provided; and (3) meeting information.
>
> If a traveler elects to pay the registration fee using personal funds,
> such payment cannot be made until conference approval is received.
> Registration fees paid prior to conference approval will not be
> reimbursed if conference approval is subsequently denied (see Section
> 7.F, <http://intraweb.orau.gov/services/travel/manual/TRMAN7-C.doc> ).
>
> G. [Baggage]{.underline}
>
> Baggage handling charges are reimbursable for ORAU/ORISE equipment
> and/or materials only (not for personal baggage handling). Baggage
> handling charges are reimbursable for travelers who cannot carry their
> luggage due to physical limitations. This should be noted in the
> comments section of the TES.

H.  [Laundry]{.underline}

> For domestic travelers: When travel involves six (6) or more
> consecutive nights of lodging, the traveler may be reimbursed up to
> \$5 each night for laundry/dry cleaning expenses not to exceed thirty
> (30) calendar days. Claims for laundry/dry cleaning expenses that
> exceed \$75 in total require a receipt. Actual costs must be incurred
> before reimbursement is allowed. Travelers on foreign travel are not
> entitled to this allowance. The M&IE rate for foreign travel already
> includes an additional amount equal to 10% of the combined lodging and
> meal costs to cover incidental travel expenses such as laundry, dry
> cleaning, and pressing.
>
> I. Official Receipts
>
> Official receipts must be submitted in the travel receipts envelope
> for the following:
>
> 1\. Airfare - Traveler\'s passenger receipt or electronic ticket
> confirmation.
>
> 2\. Local ground transportation exceeding \$75;
>
> 3\. Lodging (with the single rate or one-half the double rate when
> sharing with another official traveler noted on the lodging receipt);
>
> 4\. Excess baggage charges (explanation required);
>
> 5\. Laundry/dry cleaning expenses that exceed \$75 in total;
>
> 6\. Rental car including gasoline, parking, and toll charges;
>
> 7\. Registration fees not prepaid by Travel Accounting;
>
> 8\. Any other miscellaneous expense over \$75; or
>
> 9\. All items authorized on an actual-cost basis such as charges to
> attend an official banquet.
>
> **Note:** Official receipts may include faxed copies from rental
> vehicle agencies, hotels and electronic ticket confirmations.