Frequently Asked Questions

1. How should I record mileage? You record mileage on our travel excel sheet. You can find one at Travel Form.

You start counting mileage after you get to work. You must reach your actual work site and return to your residence at your own expense. If you perform official local travel during the regular work day, only the LOCAL travel costs exceeding the normal daily commuting costs will be reimbursed. The reimbursable amount is determined by subtracting your normal daily commuting cost (e.g. metro fare, bus fare, car pool expenses) from your total travel costs for the day. Total travel costs may include parking fees for your POV at your actual work site should a determination be made that use of your POV is the most cost effective and advantageous means of conducting official business; however, you will not be reimbursed mileage expenses for home to work and work to home travel in the event that you use a personal vehicle. If you commute to work via POV regularly, you cannot be reimbursed for parking at your actual work site (unless specifically covered in your contract), but may still be reimbursed for other costs associated with official local travel while away from your actual work site. If you use your own car you please keep track of the miles.  You can be reimbursed for the miles.  An explanation of rates can be found at GSA mileage rates.  If you are reimbursed for mileage then you cannot be reimbursed for gas receipts.  You get one or the other.

2. When do I get per diem? A per diem is money that you get to spend on food and other incidentals. Incidentals includes tips and phone calls. If you are away on travel for more than 12 hours and more than 50 miles from home then you are eligible for 3/4 per diem. If you are away less than 12 hours then you do not get per diem. If you travel for more than one day then the first and last day that you are on travel you are eligible for 3/4 per diem. On the days in between you get full per diem.

3. What are incidentals on a cruise? Each day that you are on a boat you get $5/day for incidentals. On the first and last day you get $3.75/day.

4. Overtime: Please clear all overtime with your COTR before you accrue it. Every single contract I have says that we have to do it that way. Surprise overtime usually gets denied. Please put a note on your time sheet saying what you were doing so that the COTR is reminded that it was authorized when he/she sees the time sheet.

5. Comp Time: Time off in lieu; compensatory time; or comp time refers to a type of work schedule arrangement that allows workers to take time off instead of, or in addition to, receiving overtime pay. In the United States, such arrangements are currently illegal for private sector workers under overtime laws, but the practice is legal in the public sector. This is why you will hear federal employees talk about it. You work in the private sector for a company that contracts with the federal government. We cannot do it.