Travel

WHAT

When TVA employees are required to travel for business purposes, TVA arranges and pays for, or reimburses employees who arrange and pay for, transportation, lodging, meals, and other approved expenses, according to TVA guidelines and Federal Travel Regulations.

TVA may pay for recruitment travel costs.

WHO

All TVA employees who are required to travel for business purposes.

WHY

Many TVA employees must travel to conduct business. The reasonable costs of their travel and transportation are legitimate business expenses which are paid or reimbursed by TVA.

HOW

TRANSPORTATION FOR BUSINESS TRAVEL

Commercial Air Travel - TVA's official travel agency, World Travel Service, Inc., (World Travel) arranges for all commercial air transportation for TVA employees. Contact World Travel, , 866-572-0125 (Toll-Free) or 865-777-1645, to make plane reservations. World Travel also arranges for rental cars and lodging upon request.

TVA employees who receive promotional items such as frequent flyer miles, upgrades, or access to transportation services obtained as a result of their business travel at TVA's expense may retain the items if they are offered at no additional cost to TVA and are available to the general public.

Car Travel - TVA travelers are encouraged to use vehicles obtained through contract providers. Privately owned vehicles may also be used if approved by the manager.

BUSINESS TRAVEL EXPENSES

TVA reimburses employees for reasonable actual travel expenses or pays for them directly through TVA-issued credit cards (see the Principles & Practices, Business Practice 3, Credit Cards, for a description of this program).

In some localities, TVA has contractual arrangements for lodging, which is billed directly to TVA. TVA encourages employees to stay at these hotels on business travel and to use these hotels' meeting and banquet facilities when practical.

TVA's guidelines regarding reimbursable travel expenses are covered in the TVA Accounting Procedure 15, published by Employee Accounting. This procedure is located in the banner section of the Expense Reimbursement System, or in the Exchange Public Folders: All Public Folders; TVA; Policies and Standards; CFO; Employee Accounting; AP-15 Travel Allowance and Reimbursement. Reimbursable travel expenses generally include:

Meals. Lodging. Laundry/Dry Cleaning (after 4 days of continuous travel). Parking. Phone expenses.
Other Incidentals.

Limits

Expense reimbursements for meals and lodging are limited to 150 percent of the locality rate set by the General Services Administration (GSA). All travel expenses are reimbursed on an actual basis. Organizations and supervisors may set limits within the 150-percent maximum.

Credit Cards

TVA provides eligible employees with company credit cards to cover travel expenses. Bills for expenses charged to that card are to be paid by the employee, who is responsible for filing for reimbursement of any travel expenses charged to the card. Expenses charged on an Executive VISA card, car rental, and phone card bills are paid directly by TVA. See Principles & Practices, Business Practice 3, Credit Cards, for a description of this program.

Travel Advances

TVA-issued travel advances are not available to employees who have a travel card or to employees whose travel card has been cancelled for non-payment of outstanding charges. Advances must be pre-approved by Employee Accounting.

Filing for Reimbursement

Employees can file for reimbursement of any expenses not paid directly by TVA by World Travel or through the limited Executive VISA travel card program by:

Using the Expense Reimbursement System, through which the travel voucher is electronically transmitted to the employee's supervisor for approval, or
Filling out form TVA 1012, Travel Expense Report and Request for Reimbursement

ROLES

All Employees

Ensure travel is necessary and that the same care is exercised in incurring expenses that a prudent person would exercise when traveling on personal business
Make sure their business travel expenses are reasonable and within authorized limits.
Request reimbursement from TVA for actual out-of-pocket business travel expenses.

World Travel Service, Inc.

Arranges for commercial air transportation, rental cars, and lodging for business travel.

Procurement

Negotiates special direct-billed lodging rates for business travel, as well as special TVA car rental rates for payment by credit card.

Employee Accounting

Processes employee requests for reimbursement. Reconciles, pays and distributes costs for direct-billed travel expenses.
Administers the travel card program.
Develops, maintains, and interprets the TVA Travel Policy.
Interprets the federal travel regulations.
Administers the Executive VISA credit card program.

Supervisors

Authorize employees to travel to the extent necessary and prudent in the conduct of official TVA business.
Ensure that each traveler is informed of his or her responsibilities.
Approve requests for reimbursements in accordance with TVA travel procedures.
Establish reimbursement limits within GSA rules.
Authorize travel advances.

RESOURCES

Human Resource Representatives
World Travel, , 866-572-0125 (Toll-Free) or 865-777-1645
Administrative Officers
Employee Accounting
Infoline - 865/632-3611 (TDD 865/632-3911)

Last Revised 2/2004