Use
this form to notify Integrated Statistics and your COTR of your intent to travel: Travel Request
form
When you travel and want to be reimbursed you need to supply the Integrated
Statistics main office with receipts and either a travel form or an ODC form.
ODC stands for Other Direct Costs. We follow the same guidelines that the
federal employees follow. If you travel more than 50 miles then you are allowed
to get a hotel and spend the night. 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. Below you will find links to per
diems for everywhere. If you are using the company credit card, you still need to come back with
receipts. We do not need receipts for food because you get a per diem no matter
what you eat. To be eligible for a company credit card, you have to have
demonstrated that you can fill out a travel form and bring back receipts.
Company credit cards can be issued and revoked any time at my (Laura Shulman)
discretion. If you do not have a company credit card, please call the Integrated
Statistics Office at (508) 540-8560 and we can discuss whether you should get
one or whether you should put your travel on an office card. Lodging: When you stay at a hotel you have to make sure that you are within
government guidelines for lodging. If you stay at a place that is more
expensive than the government allows for that county then you will have to pay
the difference. However, there are exceptions to that rule, for example, if the
hotel has run out of rooms at that rate and you can't find another hotel within
a reasonable distance. So, if you are having trouble finding rooms at the rate
you need, please call and we'll help you figure out if your case is an
exception. Automobiles: Some of you are authorized to drive government vehicles. It has
to be in the statement of work that comes with your contract. If you are
uncertain, please email the Integrated
Statistics office and we will look it up. If you are not authorized to
drive a government vehicle then you can always use your own vehicle. If you
need to rent a car you need to make sure that it is authorized by your
contract. If you get in an accident in any car while you are working, your
personal car insurance needs to be notified. By law, your personal insurance is
used first. If you are under insured then Integrated Statistics has an
automobile policy for liability only. This means that if you do a lot of damage
to someone else that Integrated Statistics carries extra insurance to cover
what your personal policy will not. Integrated Statistics is not allowed nor
required to insure cars it does not own. This means that if you get in an
accident that we do not have insurance that covers your personal vehicle, the
rental car, or the government vehicle. We cannot get insurance to cover
government vehicles ever. If you rent a car, they always give you the option to
buy extra insurance and you may want to take that option. If you use a credit
card to rent a car, often the credit card comes with some type of insurance for
cars. So, you might not have to buy the extra insurance if your credit card
insures you. I cannot tell you what to do for your personal insurance but you
might like to consider getting comprehensive insurance on your own car if you
want to be insured. It probably depends on what kind of car you drive and how
often you think you'll get in accidents. Mileage: 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. Rental Cars: If possible, please use
a credit card that comes with insurance for rental cars. Save your gas receipts. You cannot claim mileage on a rental car. Use
this form to notify Integrated Statistics and your COTR of your intent to travel: Travel Request
form
Use
this form when you travel to organize receipts: Travel
form
Your Travel Request form notifies Integrated Statistics of your intent to travel so that we can look up your contract and make sure
there is travel money for the purpose you are traveling allowed in your contract.
If you have a company credit card, you may put lodging on your card. If you do
not, you have two choices. You can use your own credit card and we will
reimburse you promptly or you can have the hotel fax us a credit card
authorization form and we will sign it and get it back to them promptly. Our
fax number is (508) 721-6841.Guidelines
Your Travel Request form notifies Integrated Statistics of your intent to travel so that we can look up your contract and make sure
there is travel money for the purpose you are traveling allowed in your contract.
Please send in the receipts as well.
To figure domestic per diem rates or maximum lodging please look at domestic per diem rates
For foreign rates see: Foreign
rates
Use the ODC form if you have other direct costs associated with your project.
Please describe your purchases in detail. To download this form, right click
and then use 'Save Target As'. ODC form
If you have any questions, please call (508) 540-8560 or email Integrated Statistics office