ITS Program Advisory Committee Meeting

April 7, 2010

  • General
    • Following are procedures for preparing and submitting the Travel Expense Report for the April 7, 2010, ITS Program Advisory Committee (ITSPAC) meeting that will be held in Washington, DC.  Please submit your Travel Expense Report as described below by April 16, 2010.  These procedures and the associated Travel Expense Report are available in the April 7, 2010, section of the ITSPAC Website at
    • Travel expense reimbursement calculations will comply with the Federal Travel Regulation (FTR).  Expenses exceeding the FTR maximum allowable perdiem rates cannot be reimbursed.  For the April 7, 2010, ITSPAC meeting, the FTR perdiem rates for Washington, DC are:

Lodging:  $226.00 (not including tax)
Meals & Incidental Expenses (MI&E):  $71.00,
except that the reimbursement will be 75 per cent of that amount,
or $53.25, for the first and last days of travel

    • The Travel Expense Report consists of a Microsoft Excel Workbook with two Sheets: a Travel Expense Sheet and a Travel Mileage Sheet.
    • Please prepare, sign, and date the Travel Expense Sheet and Travel Mileage Sheet as described in 2. below, and submit the documents as described in 3. below.
  • Expense Report Preparation.  In the Travel Expense Sheet, enter costs for the following Expense Elements under the appropriate date column, except as described for mileage in b. below.
    • Airline or train fare:

If the SAIC Travel Services Group coordinated your travel, leave this row blank. 
If you purchased your own airline or train tickets, enter the total cost of your ticket,
not to exceed the “coach class” fare.

    • Mileage:

In the Travel Mileage Sheet, enter the mileage from your home to or from the airport/train station,
less the distance of your daily commute.  The total mileage from the Mileage Sheet will be
automatically entered in the Expense Sheet. 

    • Lodging:

Enter cost of the room per night, not including taxes. 
Extra expenses such as movies will not be reimbursed.

    • Lodging tax:

Enter the lodging tax per night.  Only the tax on the allowable per diem rate will be reimbursed.

    • Meals and incidental expenses (M&IE):

Enter M&IE per day (fees and tips given to porters, baggage carriers, bellhops,
and hotel maids; ITSPAC-related postage; etc.).

    • Parking and tolls:

Enter parking expenses and tolls associated with your ITSPAC-related travel.

    • Taxi/public transportation:

Enter taxi/public transportation expenses associated with your ITSPAC-related travel.

    • Miscellaneous expenses:

Enter total ITSPAC-related expenses for office supplies, copying and faxing, courier,
telephone calls, etc.

    • If you have specific questions about Expense Report preparation, please call 703-667-9420, ext. 179.
  • Expense Report Submission
    • Fax the Expense Sheet, the Mileage Sheet, and copies of air/train fare receipts (only if you purchased your own air/train tickets), lodging receipts, and receipts for any authorized expense over $75.00 to:

Attention: Citizant Accounting

    • Mail original Expense and Mileage Sheets and receipts to:

5180 Parkstone Dr., Suite 100
Attention: Accounting
Chantilly, VA 20151