Common use of Local Transit Clause in Contracts

Local Transit. ‌ In major metropolitan areas, travelers are expected to consider the efficiency of public transit versus taxis for their daily travel between the place of lodging and TDY. Per the Standard of Care, Travelers must choose the mode of daily transportation that is most advantageous to the Government (including considerations of employee safety). Where local transit systems offer a reloadable fare card, the purchase fee is reimbursable in addition to the fares used for official travel. Travelers are expected to reuse such fare cards on future trips to the extent possible. Taxicabs‌ The use of taxicabs is limited to the following circumstances:  To/from a transportation hub;  To, from, and between the places of lodging and TDY, when there is not a business need for rental cars;  While transporting luggage or government equipment or records that requires cargo space;  Where public transit options are not available or do not meet the business needs Taxicab tips are capped at 20 percent of the total fare and should be claimed together with the taxicab fare in the Voucher. Car or Ridesharing Service in Lieu of Taxicabs‌ Travelers may use car or ridesharing services in lieu of taxis. Reimbursement is limited to the cost estimate of a taxicab for the same route or the actual car service fare, whichever is less. Like taxicabs, tips are capped at 20% of the total fare. Travelers should be aware that ridesharing services may have ‘surge’ pricing that can exceed a regular taxi fare, but the reimbursement is still limited to the regular taxi fare amount. Calculating Taxicab Fare Estimates‌ CFPB uses widely-available electronic taxi fare estimator websites (such as Xxxxxxxxxxxxxx.xxx or some similar service) to estimate fares. Travelers must attach a screenshot showing the taxi fare calculation in the ETS when needed for a cost comparison or when using to support a travel decision. Per Diem Allowance‌ The physical location of the work assignment determines the TDY. On the first and last days of the trip, travelers receive 75 percent of the M&IE rate for the TDY. During the remaining days of the trip, except when meals are provided, the traveler will receive 100 percent of the M&IE rate for the TDY. Meals Provided‌ Travelers must identify meals in the ETS that are provided to them during official travel, unless it is a free breakfast or manager’s reception provided by a hotel. This includes meals that are part of external conferences and training registration fees, when the Bureau pays for that registration. Travelers must consult the Ethics Office on whether it is permissible to accept meals as gifts from any sources other than the Bureau or lodging provider. The ETS will deduct the appropriate portion of the M&IE when the traveler identifies the specific meal(s) provided. M&IE – No Overnight Stay‌ The traveler may claim 75 percent of the TDY M&IE rate for a non-overnight trip more than 40 miles from the Duty Station that exceeds 12 hours in travel status excluding any normal commute time. Trips under the 12 hour threshold are not eligible for M&IE. Lodging‌ Travelers must choose lodging in reasonable proximity to the physical location of the work assignment. When nearby lodging is unavailable or does not meet the business need, the traveler may choose other lodging that is advantageous to the Government. If lodging must be obtained at a different location than the assigned TDY:  the work site TDY, including M&IE, remains in place;  use the actual lodging option if lodging at the non-TDY site exceeds the TDY work site amount. If the traveler obtains lodging away from or outside the TDY solely because of a personal preference, the allowable reimbursement is limited to the cost (including any extra transportation) the traveler would have otherwise incurred had he/she obtained lodging close to the TDY. The traveler will not be reimbursed for any extra transportation or other costs. Travelers should book lodging via the ETS or FedRooms to ensure government rate availability, property’s compliance with FEMA safety guidelines, and arrival-day cancellation policy. If Travelers book lodging outside the ETS or FedRooms, they are personally responsible for any fees or costs that would not have been incurred if booked via the ETS or FedRooms. This includes cancellation fees, no-show fees, booking fees, non-refundable deposits, pre-payments, etc. Travelers should note that “government” rates offered by hotels do not necessarily represent the per diem lodging rate for a TDY. Travelers are advised to check the per diem lodging rate and the cancellation policy before making reservations. Travelers who book lodging through a third-party provider such as Expedia, Xxxxxx.xxx, Airbnb, etc. must be able to document the room rate to compare to the TDY limit and will be personally responsible for any taxes or fees that would have been exempted or included in the hotel rate, such as a cleaning fee. Lodging Taxes‌ Before travelling, the traveler must check if the TDY state offers lodging tax-exemptions for the government travel card. In tax-exempt states, the traveler will not typically be reimbursed if they paid hotel taxes. However, if the traveler makes a good-faith effort and the hotel refuses to deduct the taxes from the xxxx, the AO may approve reimbursement. The traveler can check CFPB’s online travel resources or with the Travel Office for state-specific information. If a state does not offer lodging tax exemptions for the government travel card, the lodging taxes are reimbursable. Actual Lodging‌ A traveler may obtain lodging that is up to 300 percent of the per diem rate at the TDY. Business justifications may include:  Lodging and/or meals are procured at a prearranged place such as a hotel where a meeting, conference or training session is held;  Costs have escalated because of special events (e.g., missile launching periods, sporting events, World’s Fair, conventions, natural or manmade disasters); lodging and meal expenses within prescribed allowances cannot be obtained nearby; and costs to commute to/from the nearby location consume most or all of the savings achieved from occupying less expensive lodging;  The TDY is subject to a Presidentially-Declared Disaster and your agency has issued a blanket actual expense authorization for the location;  Mission requirements;  Any other reason approved within Agency. Actual lodging costs must be approved in the Authorization and include an explanation of the business justification and documentation. The traveler must adjust the lodging expense in the ETS to reflect the actual lodging cost. When a Traveler obtains lodging at a lower cost than the per diem rate for the TDY, the Traveler must adjust the lodging expense in the ETS to reflect the final lodging cost. No special approvals are needed. Short-term Corporate Apartments‌ Short-term, furnished corporate apartments are available and can be used for rotational assignments or special assignments with prior approval. The rental cost must include all utilities in the set monthly amount. Fees for amenities (e.g., gym membership, concierge services, or other premium services) are not reimbursable. Traveler would then divide the monthly rate by the number of nights s/he will be at the TDY for that month to obtain a nightly rate. If that nightly rate is different than the per diem rate for that TDY, actual lodging requirements apply. Other Planning Considerations‌ ATM – Cash Withdrawals‌ Travelers may use the GTC for cash withdrawals the day before the trip begins or during official travel. Cash withdrawals must be associated with non-local travel and are limited to the amount of the M&IE for that trip. Fees incurred on the GTC for the above withdrawals are reimbursable and must be included in the Voucher for that trip. GTC cash withdrawals made under any other circumstance are considered misuse and may subject the card holder to disciplinary action up to and including removal. Change, Cancellation, or No-Show Fees‌ Change, cancellation, or no-show fees for official travel are reimbursable if incurred for official business reasons or as otherwise permitted in this Article. Checked Baggage Fees‌ The number of bags should be proportional to the length of the trip. The standard is up to one checked bag for a one-week trip or up to two checked bags for a multi-week trip, unless there are any extenuating circumstances (e.g., medical devices, records being taken to Duty Station after an assignment ended, etc.). Only the fees for bags needed for the business trip are reimbursable. Early Check-in Fees‌ CFPB will reimburse fees charged by common carriers to check-in early for official travel. This applies to early check-in fees, not to early boarding fees. When a common carrier offers both early check-in and early boarding benefits in a single fee, the fee for this service is reimbursable. Electronic Toll Collection System‌ Travelers may use an electronic toll collection system to pay for tolls during official travel. Tolls for official business are reimbursable, as well as related fees required to use an electronic toll collection system in a government rental car. Internet Usage‌ Use of CFPB-provided devices is the preferred method for travelers to access the internet. Internet usage fees may be reimbursed when CFPB devices do not meet the business needs. Laundry‌

Local Transit. ‌ In major metropolitan areas, travelers are expected to consider the efficiency of public transit versus taxis for their daily travel between the place of lodging and TDY. Per the Standard of Care, Travelers must choose the mode of daily transportation that is most advantageous to the Government (including considerations of employee safety). Where local transit systems offer a reloadable fare card, the purchase fee is reimbursable in addition to the fares used for official travel. Travelers are expected to reuse such fare cards on future trips to the extent possible. Taxicabs‌ The use of taxicabs is limited to the following circumstances:  ▪ To/from a transportation hub;  ▪ To, from, and between the places of lodging and TDY, when there is not a business need for rental cars;  ▪ While transporting luggage or government equipment or records that requires cargo space;  ▪ Where public transit options are not available or do not meet the business needs Taxicab tips are capped at 20 percent of the total fare and should be claimed together with the taxicab fare in the Voucher. Car or Ridesharing Service in Lieu of Taxicabs‌ Travelers may use car or ridesharing services in lieu of taxis. Reimbursement is limited to the cost estimate of a taxicab for the same route or the actual car service fare, whichever is less. Like taxicabs, tips are capped at 20% of the total fare. Travelers should be aware that ridesharing services may have ‘surge’ pricing that can exceed a regular taxi fare, but the reimbursement is still limited to the regular taxi fare amount. Calculating Taxicab Fare Estimates‌ CFPB uses widely-available electronic taxi fare estimator websites (such as Xxxxxxxxxxxxxx.xxx or some similar service) to estimate fares. Travelers must attach a screenshot showing the taxi fare calculation in the ETS when needed for a cost comparison or when using to support a travel decision. Per Diem Allowance‌ The physical location of the work assignment determines the TDY. On the first and last days of the trip, travelers receive 75 percent of the M&IE rate for the TDY. During the remaining days of the trip, except when meals are provided, the traveler will receive 100 percent of the M&IE rate for the TDY. Meals Provided‌ Travelers must identify meals in the ETS that are provided to them during official travel, unless it is a free breakfast or manager’s reception provided by a hotel. This includes meals that are part of external conferences and training registration fees, when the Bureau pays for that registration. Travelers must consult the Ethics Office on whether it is permissible to accept meals as gifts from any sources other than the Bureau or lodging provider. The ETS will deduct the appropriate portion of the M&IE when the traveler identifies the specific meal(s) provided. M&IE – No Overnight Stay‌ The traveler may claim 75 percent of the TDY M&IE rate for a non-overnight trip more than 40 miles from the Duty Station that exceeds 12 hours in travel status excluding any normal commute time. Trips under the 12 hour threshold are not eligible for M&IE. Lodging‌ Travelers must choose lodging in reasonable proximity to the physical location of the work assignment. When nearby lodging is unavailable or does not meet the business need, the traveler may choose other lodging that is advantageous to the Government. If lodging must be obtained at a different location than the assigned TDY:  ▪ the work site TDY, including M&IE, remains in place;  ▪ use the actual lodging option if lodging at the non-TDY site exceeds the TDY work site amount. If the traveler obtains lodging away from or outside the TDY solely because of a personal preference, the allowable reimbursement is limited to the cost (including any extra transportation) the traveler would have otherwise incurred had he/she obtained lodging close to the TDY. The traveler will not be reimbursed for any extra transportation or other costs. Travelers should book lodging via the ETS or FedRooms to ensure government rate availability, property’s compliance with FEMA safety guidelines, and arrival-day cancellation policy. If Travelers book lodging outside the ETS or FedRooms, they are personally responsible for any fees or costs that would not have been incurred if booked via the ETS or FedRooms. This includes cancellation fees, no-show fees, booking fees, non-refundable deposits, pre-payments, etc. Travelers should note that “government” rates offered by hotels do not necessarily represent the per diem lodging rate for a TDY. Travelers are advised to check the per diem lodging rate and the cancellation policy before making reservations. Travelers who book lodging through a third-party provider such as Expedia, Xxxxxx.xxx, Airbnb, etc. must be able to document the room rate to compare to the TDY limit and will be personally responsible for any taxes or fees that would have been exempted or included in the hotel rate, such as a cleaning fee. Lodging Taxes‌ Before travelling, the traveler must check if the TDY state offers lodging tax-exemptions for the government travel card. In tax-exempt states, the traveler will not typically be reimbursed if they paid hotel taxes. However, if the traveler makes a good-faith effort and the hotel refuses to deduct the taxes from the xxxxbill, the AO may approve reimbursement. The traveler can check CFPB’s online travel resources or with the Travel Office for state-specific information. If a state does not offer lodging tax exemptions for the government travel card, the lodging taxes are reimbursable. Actual Lodging‌ A traveler may obtain lodging that is up to 300 percent of the per diem rate at the TDY. Business justifications may include:  ▪ Lodging and/or meals are procured at a prearranged place such as a hotel where a meeting, conference or training session is held;  ▪ Costs have escalated because of special events (e.g., missile launching periods, sporting events, World’s Fair, conventions, natural or manmade disasters); lodging and meal expenses within prescribed allowances cannot be obtained nearby; and costs to commute to/from the nearby location consume most or all of the savings achieved from occupying less expensive lodging;  ▪ The TDY is subject to a Presidentially-Declared Disaster and your agency has issued a blanket actual expense authorization for the location;  ▪ Mission requirements;  ▪ Any other reason approved within Agency. Actual lodging costs must be approved in the Authorization and include an explanation of the business justification and documentation. The traveler must adjust the lodging expense in the ETS to reflect the actual lodging cost. When a Traveler obtains lodging at a lower cost than the per diem rate for the TDY, the Traveler must adjust the lodging expense in the ETS to reflect the final lodging cost. No special approvals are needed. Short-term Corporate Apartments‌ Short-term, furnished corporate apartments are available and can be used for rotational assignments or special assignments with prior approval. The rental cost must include all utilities in the set monthly amount. Fees for amenities (e.g., gym membership, concierge services, or other premium services) are not reimbursable. Traveler would then divide the monthly rate by the number of nights s/he will be at the TDY for that month to obtain a nightly rate. If that nightly rate is different than the per diem rate for that TDY, actual lodging requirements apply. Other Planning Considerations‌ ATM – Cash Withdrawals‌ Travelers may use the GTC for cash withdrawals the day before the trip begins or during official travel. Cash withdrawals must be associated with non-local travel and are limited to the amount of the M&IE for that trip. Fees incurred on the GTC for the above withdrawals are reimbursable and must be included in the Voucher for that trip. GTC cash withdrawals made under any other circumstance are considered misuse and may subject the card holder to disciplinary action up to and including removal. Change, Cancellation, or No-Show Fees‌ Change, cancellation, or no-show fees for official travel are reimbursable if incurred for official business reasons or as otherwise permitted in this Article. Checked Baggage Fees‌ The number of bags should be proportional to the length of the trip. The standard is up to one checked bag for a one-week trip or up to two checked bags for a multi-week trip, unless there are any extenuating circumstances (e.g., medical devices, records being taken to Duty Station after an assignment ended, etc.). Only the fees for bags needed for the business trip are reimbursable. Early Check-in Fees‌ CFPB will reimburse fees charged by common carriers to check-in early for official travel. This applies to early check-in fees, not to early boarding fees. When a common carrier offers both early check-in and early boarding benefits in a single fee, the fee for this service is reimbursable. Electronic Toll Collection System‌ Travelers may use an electronic toll collection system to pay for tolls during official travel. Tolls for official business are reimbursable, as well as related fees required to use an electronic toll collection system in a government rental car. Internet Usage‌ Use of CFPB-provided devices is the preferred method for travelers to access the internet. Internet usage fees may be reimbursed when CFPB devices do not meet the business needs. Laundry‌