Common use of Voucher Clause in Contracts

Voucher. A method of seeking reimbursement for the actual, allowable costs of official travel. Official Travel‌ There are two types of official travel between a traveler’s Duty Station and the TDY(s): non-local travel and local travel. Government Travel Card‌ All employees traveling for CFPB must obtain and use an individually-billed government travel card for travel expenses incurred while on official business, unless charged to the CBA in circumstances discussed below. Cardholders must adhere to the GSA SmartPay regulations on the use of the card and complete required training once every three years. Cardholders must pay statement balances promptly and keep accounts current. Travelers must reconcile travel card statements to ensure proper payments are received by the travel card company and to detect unauthorized transactions. Travel Card account maintenance should occur during duty hours as a required official duty. Undisputed charges on the travel card must be paid in full by the statement billing due date. For all employees, failure to adhere to applicable regulations and CFPB policy may result in discipline, up to and including removal. Where travel is an essential duty, failure to maintain a Government Travel Card in good standing may result in removal. While on TDY status, travelers are required to use the government travel card for the following expenses:  Common carrier transportation to/from the TDY  Lodging  Rental cars Travelers may use their government travel card for other reimbursable expenses while on official travel such as meals, gas for rental cars, taxis, car service, ridesharing service, car sharing service and parking. Travelers are not authorized to use the government travel card for:  Personal expenses  The purchase of alcohol  The expenses of other travelers  Shipping materials back from examinations, training, conferences, or other events. Use of the Bureau’s Centrally Billed account (CBA) may be appropriate for new employees who have applied for, but not yet received, their government travel card or employees who are having a problem with their card that is no fault of their own (e.g., lost or stolen cards when replacement card has not been received. The travel card company or CFPB may cancel or suspend an account for non-payment, delinquency, returned checks, or unauthorized purchases. CFPB employees are generally not allowed to travel on CFPB official business without an active travel card. The Travel Office provides Travelers, their supervisors, and OHC with delinquency notices when there is an overdue balance on the traveler’s government travel card. Reasonable Accommodations‌ Travelers seeking reasonable accommodations for travel must coordinate with the CFPB Reasonable Accommodation Coordinator to get the necessary approvals and notifications to the travel agents. After the approval is granted, the traveler will be told how to make the arrangements for future travel to ensure compliance with CFPB policy. The traveler will follow the instructions provided by the Reasonable Accommodation Coordinator and should allow additional time for the travel agents to make necessary arrangements prior to the start of the trip. Planning Travel‌ Determining the Distance‌ The traveler should determine if the distance between the TDY and his/her Duty Station requires non-local or local travel. Travel distance is calculated using the most direct route between the Duty Station and the TDY. When authorized to drive, travelers must obtain written approval for indirect routes that are advantageous to the Bureau based on the trip needs, such as detouring around road closures, avoiding unpaved/country roads, or alternative routes that save official travel time, to the extent such indirect routes are foreseeable in advance. CFPB uses widely-available electronic mapping sources (such as MapQuest or Google Maps) to determine the direct route and authorized mileage. Travelers must use the street address of their approved departure point for the point of origin and the address of their work assignment as the end point. Travelers must attach a copy of the map used to determine mileage to associated Authorizations, Vouchers, and Local Vouchers. If the distance calculated necessitates non-local travel, the traveler must complete an Authorization and a Voucher in the ETS. A separate Authorization in the ETS is not needed for local travel. If the distance calculated necessitates local travel, the traveler must complete a Local Voucher in the ETS. The voucher must contain a description of the expense establishing the business need. Non-Local Travel‌ Travel must not exceed two weeks in duration or include more than one weekend at the TDY, unless expressly approved in advance by the CFO. Approval will normally be given if it will avoid the need for lengthy two-way travel. Travelers should consider the need to keep their GTC account current when booking travel far in advance of the travel date and be aware of the billing cycle applicable to their travel card. Travel During Duty Hours‌ Bureau-ordered official travel must take place during an employee’s regular tour of duty to the extent possible. Travel Outside Duty Hours‌ Travelers are eligible for compensation for any additional hours spent in travel status beyond their basic work requirement, in accordance with 5 U.S.C. §550-551 and the Overtime and Comp Time Article. When it is not practicable to travel during duty hours or becomes necessary to travel outside of duty hours, the traveler must identify the business need in writing in advance of the trip to the AO. The traveler must include the business justification and any supporting documents in the Authorization. The traveler must seek to obtain written approval prior to traveling outside of duty hours in accordance with the terms of this Agreement. If the workday, training, or other work event would cause the employee to extend the workday (including travel time) beyond 12 consecutive hours, the traveler may remain onsite an additional night. Travel home the next day must occur during duty hours where practicable absent a business need. Selecting Method of Transportation‌ Per the Standard of Care, travelers must use the transportation method that is most advantageous to the Government, taking into consideration all factors including but not limited to: total cost to the Government (including costs of per diem, overtime or other premium pay, lost worktime, actual transportation costs), total distance traveled, number of points visited, and number of travelers. For all travel, the order of precedence as to the most advantageous method of transportation is:

Voucher. A method of seeking reimbursement for the actual, allowable costs of official travel. Official Travel‌ There are two types of official travel between a traveler’s Duty Station and the TDY(s): non-local travel and local travel. Government Travel Card‌ All employees traveling for CFPB must obtain and use an individually-billed government travel card for travel expenses incurred while on official business, unless charged to the CBA in circumstances discussed below. Cardholders must adhere to the GSA SmartPay regulations on the use of the card and complete required training once every three years. Cardholders must pay statement balances promptly and keep accounts current. Travelers must reconcile travel card statements to ensure proper payments are received by the travel card company and to detect unauthorized transactions. Travel Card account maintenance should occur during duty hours as a required official duty. Undisputed charges on the travel card must be paid in full by the statement billing due date. For all employees, failure to adhere to applicable regulations and CFPB policy may result in discipline, up to and including removal. Where travel is an essential duty, failure to maintain a Government Travel Card in good standing may result in removal. While on TDY status, travelers are required to use the government travel card for the following expenses:  ▪ Common carrier transportation to/from the TDY  ▪ Lodging  ▪ Rental cars Travelers may use their government travel card for other reimbursable expenses while on official travel such as meals, gas for rental cars, taxis, car service, ridesharing service, car sharing service and parking. Travelers are not authorized to use the government travel card for:  ▪ Personal expenses  ▪ The purchase of alcohol  ▪ The expenses of other travelers  ▪ Shipping materials back from examinations, training, conferences, or other events. Use of the Bureau’s Centrally Billed account (CBA) may be appropriate for new employees who have applied for, but not yet received, their government travel card or employees who are having a problem with their card that is no fault of their own (e.g., lost or stolen cards when replacement card has not been received. The travel card company or CFPB may cancel or suspend an account for non-payment, delinquency, returned checks, or unauthorized purchases. CFPB employees are generally not allowed to travel on CFPB official business without an active travel card. The Travel Office provides Travelers, their supervisors, and OHC with delinquency notices when there is an overdue balance on the traveler’s government travel card. Reasonable Accommodations‌ Travelers seeking reasonable accommodations for travel must coordinate with the CFPB Reasonable Accommodation Coordinator to get the necessary approvals and notifications to the travel agents. After the approval is granted, the traveler will be told how to make the arrangements for future travel to ensure compliance with CFPB policy. The traveler will follow the instructions provided by the Reasonable Accommodation Coordinator and should allow additional time for the travel agents to make necessary arrangements prior to the start of the trip. Planning Travel‌ Determining the Distance‌ The traveler should determine if the distance between the TDY and his/her Duty Station requires non-local or local travel. Travel distance is calculated using the most direct route between the Duty Station and the TDY. When authorized to drive, travelers must obtain written approval for indirect routes that are advantageous to the Bureau based on the trip needs, such as detouring around road closures, avoiding unpaved/country roads, or alternative routes that save official travel time, to the extent such indirect routes are foreseeable in advance. CFPB uses widely-available electronic mapping sources (such as MapQuest or Google Maps) to determine the direct route and authorized mileage. Travelers must use the street address of their approved departure point for the point of origin and the address of their work assignment as the end point. Travelers must attach a copy of the map used to determine mileage to associated Authorizations, Vouchers, and Local Vouchers. If the distance calculated necessitates non-local travel, the traveler must complete an Authorization and a Voucher in the ETS. A separate Authorization in the ETS is not needed for local travel. If the distance calculated necessitates local travel, the traveler must complete a Local Voucher in the ETS. The voucher must contain a description of the expense establishing the business need. Non-Local Travel‌ Travel must not exceed two weeks in duration or include more than one weekend at the TDY, unless expressly approved in advance by the CFO. Approval will normally be given if it will avoid the need for lengthy two-way travel. Travelers should consider the need to keep their GTC account current when booking travel far in advance of the travel date and be aware of the billing cycle applicable to their travel card. Travel During Duty Hours‌ Bureau-ordered official travel must take place during an employee’s regular tour of duty to the extent possible. Travel Outside Duty Hours‌ Travelers are eligible for compensation for any additional hours spent in travel status beyond their basic work requirement, in accordance with 5 U.S.C. §550-551 and the Overtime and Comp Time Article. When it is not practicable to travel during duty hours or becomes necessary to travel outside of duty hours, the traveler must identify the business need in writing in advance of the trip to the AO. The traveler must include the business justification and any supporting documents in the Authorization. The traveler must seek to obtain written approval prior to traveling outside of duty hours in accordance with the terms of this Agreement. If the workday, training, or other work event would cause the employee to extend the workday (including travel time) beyond 12 consecutive hours, the traveler may remain onsite an additional night. Travel home the next day must occur during duty hours where practicable absent a business need. Selecting Method of Transportation‌ Per the Standard of Care, travelers must use the transportation method that is most advantageous to the Government, taking into consideration all factors including but not limited to: total cost to the Government (including costs of per diem, overtime or other premium pay, lost worktime, actual transportation costs), total distance traveled, number of points visited, and number of travelers. For all travel, the order of precedence as to the most advantageous method of transportation is: