FSC NEWS
FLASH
FY 2011 Issue 10 Austin, Texas December 28, 2010
________________________________________________________________
VA Learning UNIVERSITY (VALU) TDY Travel Requirements
VALU has established specific requirements for VALU sponsored Temporary Duty Travel (TDY) arrangements and completing documents in FedTraveler.com. These requirements are in addition to the established requirements in the Federal Travel Regulation and VA Travel Policy.
To prevent delays in the approval of VALU sponsored travel authorizations and expense vouchers, the following must be adhered to:
Travel Authorization requirements and information (for VALU sponsored travel episodes):
1. All travel arrangements must use the Alternate Station-Funded Travel Authorization Feature in FedTraveler.com.
This process will ensure that designated funds are used and will eliminate the need for expenditure transfers. All organizations must ensure they have a minimum of two designated Alternate Preparers, who are trained on the use of the Alternate Station-Funded Travel Authorization Feature in FedTraveler.com.
To assist alternate preparers on the proper use of this functionality, FSC VA-Wide TDY Travel Support Group offers Live Meeting Training Sessions. Click here for the entire VA Live Meeting Training Schedule.
2. The below comment must be entered into the Travel Authorization Comment
(Insert Name) has been approved to attend the Information Technology Focus Groups using VALU funds.
Note: This is a very important step as it will allow the VALU Fund Certifiers and Dynamic Approvers to validate and approve the Travel Authorization.
Note: When making Travel Arrangements “Restricted” fares or fares that must be approved within 24 hours should not be selected if “Non Restricted” fares are available.
Note: Rental cars are not authorized using VALU funds. If a rental car is required, the local station will have to fund this cost.
Note: If an alternate form of travel is being used, i.e. POV, or if personal leave is being taken in conjunction with official travel, a cost comparison worksheet must be provided with the travel authorization and expense voucher. Click here to view the worksheet.
3. When creating the travel authorization, the other expenses must be broken out, e.g. Airport Parking, Hotel Taxes, Baggage Fees, Taxi or Shuttle, POV mileage from home to the airport and back home, etc.
Note: Alternate Preparers or Travelers should not contact the Funds Certifiers or Dynamic Approvers to alert them regarding a pending travel authorization. Fund Certifiers and Approvers are notified of pending travel authorizations by FedTraveler.com.
Expense Voucher requirements and information (for VALU sponsored travel episodes):
1. Within five business days of the last day of travel, an expense voucher must be created and submitted. The traveler, not the alternate preparer, is required to review and submit the expense voucher.
2. The following receipts must be retained and faxed into FedTraveler.com prior to submitting the expense voucher
· Copy of the Ticketed Itinerary
· Lodging
· ATM withdrawal receipts
· Additional Transportation (shuttle, taxi, etc.)
· Baggage fees
· Excess Baggage fees
· Business justification for reimbursement of internet connection fees
· Personal Telephone calls
· Airport Parking
· Cost comparison, if applicable
Note: Alternate Preparers or Travelers should not contact the Funds Certifiers or Dynamic Approvers to alert them regarding a pending expense vouchers. Fund Certifiers and Approvers are notified of pending expense vouchers by FedTraveler.com.
Alternate Preparers and/or Travelers should contact their FedTraveler.com Local System Administrators with questions regarding travel authorizations and expense vouchers. Local System Administrators should follow the Call Center Matrix and send out the Traveler Call Center Matrix to all their FedTraveler.com users.
If you have any questions regarding this News Flash, please contact FSC VA-Wide TDY Travel Support office via telephone at 1‑866-533-0188 or via
e-mail at .