9.85.140 Travel requirements for consultants.
(a)
(1) WSSC-approved consultants shall comply with WSSC 9.85.040 through 9.85.130 when allowed to invoice WSSC for expenses allowed by contractual terms.
(2) This section contains different travel requirements for WSSC-approved consultants than for WSSC employees and Commissioners.
(3) Notwithstanding any other provision of this chapter to the contrary, if travel was a part of the scope of work of the contract, travel of a WSSC-approved consultant may be approved by the project manager for the contract.
(b)
(1) WSSC will not reimburse travel expenses for a WSSC-approved consultant for travel expenses that are not directly related to the consultant’s contract with WSSC.
(2) WSSC will not reimburse travel expenses incurred by any other individual other than the WSSC-approved consultant.
(c) Travel expenses for a WSSC-approved consultant shall be paid by WSSC only when a consultant must travel 50 or more miles from their office work site to WSSC.
(d) If a WSSC-approved consultant elects to upgrade their level of service to include rewards, miles or credits, it will be considered a personal expense and is not reimbursable.
(e) Travel Requests.
(1) Before incurring business travel expenses, WSSC-approved consultants shall be approved by WSSC’s Division Manager or above.
(2) The designated approvers are required to accurately review invoices for compliance.
(3) WSSC-approved consultants who do not comply with the approval process will not be reimbursed for expenses.
(4) A travel request form must be completed by the WSSC-approved consultant and approved in advance.
(5) The travel request must provide estimated costs for transportation, lodging, meals, and incidentals.
(6) Upon receipt of the approved travel request form, the WSSC-approved consultant may make the necessary travel arrangements on the online tool.
(7) The Project Manager will provide the WSSC-approved consultant a login and password to WSSC’s online tool.
(8) The WSSC-approved consultant may make all necessary travel arrangements for air, rail, lodging and car within the online tool.
(9) WSSC is not responsible for paying for any additional upgrades or services.
(10) WSSC-approved consultants shall book air and rail travel accommodations at minimum 10 days in advance.
(11) Car Rental.
(i) If a background check results in a WSSC-approved consultant receiving driving restrictions from WSSC’s Police Department, car rental costs are not reimbursable.
(ii) A WSSC-approved consultant is not covered under the Commission’s self-insurance for rental cars.
(12) Reimbursable Expenses – Mileage Reimbursements.
(i) Except as provided in subsection (e)(12)(ii) of this section, if the WSSC-approved consultant uses their personal vehicle to travel to WSSC, the consultant will be reimbursed at the WSSC-established mileage rates, for those miles greater than 50 miles, one way, minus normal commute miles to the consultant’s home office.
(ii) Notwithstanding any other provision of this chapter to the contrary, the mileage rates, reporting location, and mileage reimbursement under a staff augmentation contract or a similar contract, such as inspection services, shall be governed by the procedures established under that contract for consultant staff personal vehicle use.
(iii) If background approval results in a WSSC-approved consultant receiving driving restrictions from WSSC’s Police Department, mileage costs are not reimbursable.
(iv) If background approval results in a WSSC-approved consultant receiving driving restrictions from WSSC’s Police Department, mileage costs are not reimbursable.
(v) A WSSC-approved consultant shall submit with the consultant’s mileage reimbursement written proof of the actual mileage using fixed or duty points and job or worksites done by web mapping programs such as Google Maps or MapQuest.
(13) Nonreimbursable Expenses. WSSC will not reimburse for the following expenses:
(i) Apartment rentals (excluding Airbnb or comparable home-sharing services);
(ii) Laundry or the cleaning or pressing of clothing;
(iii) Trip or car rental insurance;
(iv) Personal expenses such as haircuts, spa services, or medical services;
(v) Gifts and amusements;
(vi) Alcohol;
(vii) In-room entertainment and movies;
(viii) Theater or amusements or any other form of entertainment;
(ix) In-flight services such as internet and movies;
(x) Repairs and maintenance to personal vehicles;
(xi) Seat upgrades; and
(xii) Hourly parking rates at departure terminals where extended parking is available.
(14) Reporting.
(i) All required supporting documentation must accompany submitted invoices.
(ii) With the exception of per diems, a WSSC-approved consultant shall submit all original itemized receipts for expenses. (Document dated July 1, 2021; FIN-2018-2 § (n))