Travel Requirements. Contractor employees may be required to travel to various locations within the continental United States (CONUS) in performance of task orders. Estimated travel requirements will be included in the RFPs for each new task whenever possible. 7.5.1. The likelihood of travel for some tasks is moderate to high, sometimes with short notice. The contractor shall be able to accommodate and respond to short notice travel requirements. Short notice will normally be approximately 24 hours notice. Normal notice is considered not less than three business days. Estimated travel requirements will be included in Task Orders. 7.5.2. Travel costs shall be reimbursed utilizing the Federal Travel Regulation, Joint Travel Regulations and Standardized Regulations section 925 as applicable from FAR 31.205-46 for locality per diem rates. Contractor travel must be approved by the Government official as specified in the Task Order prior to departure. Actual modes of transportation and costs shall be agreed to in advance and reimbursed on a cost basis upon receipt of the invoice in Wide Area Work Flow and all receipts turned in to the appropriate Government Official. The travel costs will be reimbursed to include previously negotiated handling rates. No G&A or profit will be paid on these actual costs, however a set administrative handling fee, if proposed, is allowable. 7.5.3. Employee’s salaries, benefits, etc., during the period of travel shall be the contractor’s responsibility except as follows: 7.5.3.1 Non-exempt employees will be paid for actual travel time in accordance with DOL requirements and using the same criteria as for Government personnel traveling under the same circumstances. 7.5.3.2 Travel for exempt personnel is defined as for the purpose of reimbursement as a distance of greater than 50 miles, one way, from their normal work place. Exempt ―on-site‖ employees will not suffer the loss of normal work hour pay due to Government directed travel. "Off site" employees will be entitled to labor reimbursement while traveling during normal Government duty hours (0600-1800 hours). The Government will reimburse labor hours for any exempt employee who travels during a normal period of work. For example an employee normally works from 8:00 AM to 5:00 PM. The employee starts travel at 2:00 PM and arrives at the travel location at 8:00 PM. A contractor may claim for that employee’s labor hours for the period of 2:00 PM to 6:00 PM only. 7.5.3.3 Travel on non-duty days shall be accomplished only when it is required to meet Government mission requirements. Such travel shall be approved by the Task Order Contracting Officer or designated Contracting Officer Representative in advance, except in urgent situations. When requesting approval, the contractor shall indicate the time frame and number of hours requested. Travel reimbursement shall be limited to the following: Point of departure (home to city of travel requirement. Reasonable delays associated with the travel, not to exceed two hours are allowable. Example: The Government requires to Contractor to attend a meeting on Monday morning at 9:00 A.M. There is no available transportation to allow the contractor to leave on Monday and arrive at the meeting on time. The contractor leaves home for the airport on Sunday at 10:00 A.M. and arrives at the destination airport at 2:00 P.M. The contractor gets a rental car and drives directly to hotel arriving at 3:30 P.M. Labor hours may be billed for the period of 10:00 A.M. to 3:30 P.M. If the contractor chooses to make stops, to include meals on the way, that time should be deducted from the billed hours. Any delays enroute, for any reason, over 2 hours is not reimbursable. The Contractor is responsible for ensuring that travel time outside of normal work hours is kept to a minimum. Reimbursement for travel expenses: 1. Contractor will be reimbursed for travel and perdiem expenses as specifically authorized in the Task Order. Charges cannot exceed those stipulated in the Federal Travel Regulations unless documented by conditions listed in FAR 31.205-46, Travel Costs. 2. Limits on travel rates for food and lodging are determined in accordance with Federal Travel Regulations. 3. Labor hour payments will be made for actual authorized travel time in support of approved task orders using the same criteria as for Government personnel traveling under the same circumstances. The Contractor is responsible for ensuring that travel time outside of normal work hours is kept to a minimum. Upon request, the Contractor shall furnish schedules and mode of transportation to the Government. 4. For Task Orders that are Firm Fixed Price, such as a conference, all travel costs should be included in the Fixed Price and not separately priced.
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Travel Requirements. Contractor employees may be required to travel to various locations within the continental United States (CONUS) in performance of task orders. Estimated travel requirements will be included in the RFPs for each new task whenever possible.
7.5.1. The likelihood of travel for some tasks is moderate to high, sometimes with short notice. The contractor shall be able to accommodate and respond to short notice travel requirements. Short notice will normally be approximately 24 hours notice. Normal notice is considered not less than three business days. Estimated travel requirements will be included in Task Orders.
7.5.2. Travel costs shall be reimbursed utilizing the Federal Travel Regulation, Joint Travel Regulations and Standardized Regulations section 925 as applicable from FAR 31.205-46 for locality per diem rates. Contractor travel must be approved by the Government official as specified in the Task Order prior to departure. Actual modes of transportation and costs shall be agreed to in advance and reimbursed on a cost basis upon receipt of the invoice in Wide Area Work Flow and all receipts turned in to the appropriate Government Official. The travel costs will be reimbursed to include previously negotiated handling rates. No G&A or profit will be paid on these actual costs, however a set administrative handling fee, if proposed, is allowable.
7.5.3. Employee’s salaries, benefits, etc., during the period of travel shall be the contractor’s responsibility except as follows:
7.5.3.1 Non-exempt employees will be paid for actual travel time in accordance with DOL requirements and using the same criteria as for Government personnel traveling under the same circumstances.
7.5.3.2 Travel for exempt personnel is defined as for the purpose of reimbursement as a distance of greater than 50 miles, one way, from their normal work place. Exempt ―on-site‖ employees will not suffer the loss of normal work hour pay due to Government directed travel. "Off site" employees will be entitled to labor reimbursement while traveling during normal Government duty hours (0600-1800 hours). The Government will reimburse labor hours for any exempt employee who travels during a normal period of work. For example an employee normally works from 8:00 AM to 5:00 PM. The employee starts travel at 2:00 PM and arrives at the travel location at 8:00 PM. A contractor may claim for that employee’s labor hours for the period of 2:00 PM to 6:00 PM only.
7.5.3.3 Travel on non-duty days shall be accomplished only when it is required to meet Government mission requirements. Such travel shall be approved by the Task Order Contracting Officer or designated Contracting Officer Representative in advance, except in urgent situations. When requesting approval, the contractor shall indicate the time frame and number of hours requested. Travel reimbursement shall be limited to the following: Point of departure (home to city of travel requirement. Reasonable delays associated with the travel, not to exceed two hours are allowable. Example: The Government requires to Contractor to attend a meeting on Monday morning at 9:00 A.M. There is no available transportation to allow the contractor to leave on Monday and arrive at the meeting on time. The contractor leaves home for the airport on Sunday at 10:00 A.M. and arrives at the destination airport at 2:00 P.M. The contractor gets a rental car and drives directly to hotel arriving at 3:30 P.M. Labor hours may be billed for the period of 10:00 A.M. to 3:30 P.M. If the contractor chooses to make stops, to include meals on the way, that time should be deducted from the billed hours. Any delays enroute, for any reason, over 2 hours is not reimbursable. The Contractor is responsible for ensuring that travel time outside of normal work hours is kept to a minimum. Reimbursement for travel expenses:
1. Contractor will be reimbursed for travel and perdiem expenses as specifically authorized in the Task Order. Charges cannot exceed those stipulated in the Federal Travel Regulations unless documented by conditions listed in FAR 31.205-46, Travel Costs.
2. Limits on travel rates for food and lodging are determined in accordance with Federal Travel Regulations.
3. Labor hour payments will be made for actual authorized travel time in support of approved task orders using the same criteria as for Government personnel traveling under the same circumstances. The Contractor is responsible for ensuring that travel time outside of normal work hours is kept to a minimum. Upon request, the Contractor shall furnish schedules and mode of transportation to the Government.
4. For Task Orders that are Firm Fixed Price, such as a conference, all travel costs should be included in the Fixed Price and not separately priced.not
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