Magellan MFLC Program Procedure Procedure Name: MFLC Travel Policy Page 1 of 4

Transcription

1 Magellan MFLC Program Procedure Procedure Name: MFLC Travel Policy Page 1 of 4 Operational Owner/Submitted By: Functional Area: Effective Date: 06/01/15 Review Interval: Annually Last Review Date: Operational Scope: NAME(S) OF MAGELLAN POLICY & STANDARD(S) TIED TO: PURPOSE: To outline the expectations of all personnel during Magellan travel. SCOPE: The MFLC Travel Policy applies to all Magellan personnel traveling on Magellan appropriated travel funds. These Business Rules provide policy guidance to all Magellan personnel on matters related to official business travel. The MFLC Travel program is managed by Boersma Travel on behalf of Magellan Health. MFLC Travel Policy inquiries can be sent to nmmckinnon@magellanhealth.com. DEFINITIONS: The Joint Federal Travel Regulation (JFTR) is the governing regulation for personnel traveling on behalf of the Department of Defense (DoD). The Joint Travel Regulation (JTR) is the governing regulation for the Office of the Secretary of Defense (OSD) and Defense Agency contractors. The Per Diem, Travel and Transportation Allowance Committee (PDTATAC) is vested with regulation issuing authority. PROCEDURE: I. Travel Management Office Functions: Interpret DoD travel policy and regulation: Magellan Health and Boersma Travel will partner together when a policy or regulation is in question. Please direct any questions or concerns you have to nmmckinnon@magellanhealth.com. Note: It is requested that all Magellan personnel with travel questions allow hours for Magellan to respond to inquries. a) Magellan Travel Office Help Desk: The Magellan Traveler has the following resources available to assist with troubleshooting possible problems: MFLC@Boersmatravel.com (877) CONUS (734) OCONUS b) Emergency After Hours Assistance: Magellan defines Emergency Travel as The traveler becoming incapacitated by illness or injury not due to personal misconduct; The death or serious illness of a member of the traveler s family; or A catastrophic occurrence or impending disaster, such as fire, flood, or an act of God, that directly affects the traveler s home. Magellan Travelers may call the Boersma Travel toll free number for emergency afterhours assistance ONLY when making emergency itinerary changes. Otherwise, travelers should foresee changes to itinerary and use the toll free number referenced for the Help Desk with assistance for enroute travel during official business hours or contact Supervisor. (800) CONUS (303) OCONUS c) Enroute Traveler Assistance: Travelers must call the Boersma Travel toll free number during Magellan official business hours. Boersma Travel must not issue tickets without an approved travel order (CTA) from Magellan Logistics. Boersma Travel is required to notify Magellan of any travel changes that would incur additional costs. II. Prudent Traveler: Magellan travelers must consider the same care and regards for incurring government paid expenses as would a prudent person traveling at personal expenses. a) Economy Class Accommodations: Magellan travelers must use economy/coach class

2 accommodations. The traveler is responsible for costs greater than the economy/coach accommodations for the transportation when anything other than economy/coach accommodations were not pre-approved by a Magellan Authorizing Official. b) Boersma Travel Access: First time travelers should contact the Boersma Travel Office to establish their travel profile account. The traveler should validate the information in his or her profile, checking to ensure his or her personal preferences are accurate and ready for conducting official business travel. All applicable training, certification, and written appointment must be accomplished before travel can be approved. Magellan requires the following information at a minimum: Home and work address; cell and home phone numbers; Emergency Point of Contact; address for transmitting travel notifications. III. IV. Transportation Security Administration (TSA) Requirements: Airport security procedures require that tickets be issued in the same name that appears on the traveler s photo identification issued by a local, state or federal government agency (e.g.: drivers license, passport,military ID, etc). Travelers should ensure the name in their traveler profile matches the name on the form of identification they intend to use at the airport. Failure to do so may result in the carrier re-issuing the airline ticket at the check-in counter prior to flight boarding. For an international flight, present a valid passport, visa, or any other required documentation. Passengers without proper ID may be denied boarding. For OCONUS Travlers: Passports must be good for at least 6 months out at the time of departure to enter countries. V. Baggage/Excess Fees: The traveler must make payment for excess baggage directly to the carrier at the time of check-in. Excess baggage fees cannot be reimbursed unless prior approval has been given by the supervisor. a) Baggage Tips. Magellan personnel may be reimbursed for baggage handling tips for personal baggage only when they have a disability or special need. b) Other Tips. The only other tips that may be reimbursed are for transportation such as taxis or shuttles. All other tips for maids, doormen, concierges, and meals are part of per diem and are not separately reimbursable. VI. VII. VIII. Air Transportation: Boersma Travel shall assist Magellan travelers with the making of travel arrangements and ticketing, and provide the services negotiated within the scope of existing contract. For OCONUS travel, no changes may be made to approved travel arrangements without prior approval from Supervisors. Rental Car: Magellan personnel must have a valid state driver s license and have authorized travel orders for the temporary use of the automobile. Use of the rental car is limited to official purposes for the following: Transportation to duty sites, lodgings, dining facilities, drugstores, barber shops, places of worship, cleaning establishments, and places required for the traveler s health. Rental Car should not be used for personal use or on weekends for reasons other than noted above. When more than one driver will be using the vehicle, a log must be kept in the car at all times and turned in at the end of each week to the appropriate supervisor. Log is referenced in Appendix C. Please print off for your use if applicable. Per Magellan policy the use of a compact rental car is the standard for travelers on official business unless transporting a large amount of Magellan property necessary for business or providing transportation for more than two other employees who are on official travel. a) Adequate justification: The supervisor may override the car size requirement, based on

3 the operational needs, safety, weather, physical needs of the employee and other considerations. NOTE: When an exception to policy is based on medical reasons, traveler must provide a statement certified by a physician every 6 months. IX. Rental Car Insurance: Travelers will be covered by Boersma insurance during work related travel. X. Lodging: A CONUS traveler is permitted to suggest prefered housing to Boersma assuming that such lodging is within prescribed per diem rates. However, the selection shall comply with the provisions of the Fire Safety Act and must be a site approved by the Federal Emergency Management Agency (FEMA). CONUS Travelers shall choose the most economical facility required to meet the mission. OCONUS Travelers may not select their own lodging without prior approval from Supervisor. a) Commercial Lodging: If a traveler desires accommodations in a hotel with no available rooms at the per diem rate the traveler must receive approval from the supervisor. b) Commercial Transportation: Magellan Finance may authorize the reimbursement of local commercial transportation only if the expenses incurred for travel to an alternate work site exceed the expenses ordinarily incurred by the traveler to commute to the Magellan workplace. The reimbursement authorization can only be for the actual and necessary expenses that exceed the ordinary costs incurred, for: Local public transit system (when tokens, tickets or cash fares are not furnished); Taxicab fares plus transportation-related tips; and hire and operation of a special conveyance including necessary parking fees. XI. XII. Per Diem Determination: The per diem rate is determined based on the traveler's worksite location, not the lodging location. Allowances in excess of need must be avoided. When it can be determined factually that a per diem rate prescribed is in excess of need for a particular duty assignment because of known lodging and/or meal costs reductions resulting from pre arrangement, special discounts, or other reasons, Boersma Travel should seek authority to prescribe a reduced per diem lower than the applicable rate prescribed. Such authority must be requested and authorized prior to the travel. The rate must be less than the locality per diem rate. The reduced per diem rate does not apply to any day the employee is traveling. Laundry/Dry Cleaning: Laundry is only an authorized reimbursable expense when travel is within CONUS. Outside CONUS (including Alaska, Hawaii, and US territories), laundry is included in the incidental expense portion of per diem and is not separately reimbursable. a) Laundry/Dry Cleaning expense requires at least 4 consecutive nights of business travel lodging in CONUS. The cost for laundry/dry cleaning/ pressing clothing is not a separate reimbursable travel expense for travel OCONUS and is included as a reimbursable expense within the policy authorized/ approved for OCONUS travel. b) Voluntary Return to Traveler Home Base: A CONUS traveler may voluntarily return to the place from which the traveler commutes daily on non-workdays/workdays after the close of business. The maximum reimbursement allowable for round-trip transportation (by any mode) and per diem en route is the per diem and travel expenses allowed had the traveler remained at the travel location. The traveler must perform voluntary return travel during non-duty hours or authorized leave periods. c) Authorized Return: A CONUS traveler who travels to a location other than the home base from the travel location for personal reasons and returns to the travel location is not authorized transportation expense reimbursement. The traveler is authorized only per diem-related expenses based on the travel location per diem rate and any reimbursable expenses (Appendix G) that would have been allowable had the traveler remained at the travel location.

4 XIII. XIV. XV. XVI. Personal Leave in Conjunction with Official Travel (PLOT): PLOT is leave taken while at an official travel location; all travel is restricted to locations contained in the official itinerary. PLOT will not be reimbursed by Magellan and Per Diem will not be paid on the days of personal leave. Leisure in Conjunction with Official Travel (LICWO): Magellan DOES NOT authorize this type of travel. Leisure Travel must be booked by the traveler on their own time. Expenses associated with leisure travel will not be reimbursed. If the official travel is cancelled or rescheduled for a later date, there is no entitlement/reimbursement for the leisure travel ticket to be changed or rescheduled. Emergency Travel: While Magellan business travel is being performed, emergency leave situations that occur require that the authorization be amended to indicate a curtailed trip and return to the traveler s home base or authorized emergency leave location. Termination/Abandonment of assignment prior to assignment end date: MFLC Counselor has a fundamental responsibility to exercise the same care in incurring expenses that a prudent person would exercise when travelling on personal business. An MFLC Counselor who terminates an assignment before arriving at the Place of Service may, as permitted under applicable law, be required to reimburse Magellan for the actual travel expenses it incurred in anticipation of MFLC Counselor s completion of the assignment. An MFLC Counselor who, after arrival at the Place of Service, terminates or abandons an assignment prior to the end date identified in this CTA, may, as permitted under applicable law, be required to organize and pay the costs and penalties associated with MFLC Counselor s return travel and/or reimburse Magellan for the actual expenses and penalties it incurred for MFLC Counselor s return travel. The obligation to pay the costs and penalties for MFLC Counselor s return travel and/or to reimburse Magellan for such costs and penalties will not arise as a result of an emergency due to (i) the MFLC Counselor s serious illness, injury or personal emergency; (ii) the death or serious illness or injury of a member of the MFLC Counselor s immediate family (spouse, child, or parent); or (iii) a catastrophic occurrence or impending disaster such as a fire, flood, or act of God that directly affects the MFLC Counselor s immediate family home. An emergency due to sickness or injury requires a doctor s care and submission of a written statement from a doctor. In the case of a death of an immediate family member, an obituary, documentation from a funeral home, or copy of a death certificate will be required. Magellan may also require proof of a catastrophic occurrence. All proof of injury, sickness, death, or catastrophic occurrence must be received by Magellan within 14 days of notification from the MFLC Counselor of the existence of one of these circumstances. XV.XVII. Foreign Carrier Travel: Available U.S. flag air carriers shall be used for all commercial foreign air transportation of persons and property when air travel is funded by the U.S. Government. If transportation on a foreign carrier ultimately is fully paid for by a foreign government (including under a Foreign Military Sales (FMS) case funded with foreign customer cash or repayable foreign military financing credits), international agency, or other organization then a foreign flag carrier may be utilized. Boersma travel will ensure that all reservations booked on all foreign flag carriers (excluding code-shares) are booked in coach/economy class. a) Boersma Travel Assistance: Boersma Travel will assist travelers with applying frequent traveler program and provide account numbers to the carrier providing service when reservations are made. Travelers must ensure that the name on their Frequent Flyer account matches the name on the travel profile, or he or she will not receive mileage credit. The following information is required by most airlines:

5 Full Name (given name, middle initial or middle name, surname) Suffix (if any) Full Name must match the name on the passport, other valid travel documents, etc. (For example, if your travel profile shows you as John Doe Jr. or John P Doe and your Frequent Flyer account is under John Doe, you may not receive mileage credit). b) Traveler Responsibility: Travelers should check to ensure his or her Frequent Flyer account matches the name on the travel profile. This will ensure the posting of mileage credit and ability to check in at the kiosk with your charge card or frequent flyer card. Questions regarding name changes or mileage credit should be addressed to airline customer service personnel. XVI.XVIII. Retention of Receipts (to include other substantiating documents): Magellan requires documents and receipts to be stored in electronic format. ASSOCIATED FORMS, FLOWS, ATTACHMENTS: