§ 301-3.3 - Travel policy and class of service authorized.

(a) General policy. It is the general policy of the Government that less-than-premium-class accommodations shall be used for all modes of passenger transportation. The rules in paragraphs (b) through (d) of this section govern the use of common carrier accommodations and apply to both domestic and international travel of civilian employees while on official Government business. Agencies shall report the use of first-class accommodations to the General Services Administration in accordance with paragraph (e) of this section.

(b) Train accommodations—(1) Policy. It is the policy of the Government that employees who travel by train shall use coach-class accommodations. When adequate reserved coach accommodations are available, officials authorizing travel shall require that those accommodations be used to the maximum extent possible. For overnight train travel, employees shall use slumber coach sleeping accommodations except as provided in paragraph (b)(2) of this section. First-class train accommodations may be used only as permitted in paragraph (b)(3) of this section.

(2) Definitions. The following definitions apply throughout paragraph (b) of this section:

(i) Coach-class train accommodations. The term “coach-class train accommodations” means the basic class of train accommodations offered by rail carriers to passengers which includes a level of service that is available to all passengers regardless of the fare paid. The term “coach-class train accommodations” includes reserved coach accommodations, as well as slumber coach accommodations, when overnight travel is involved.

(ii) Slumber coach accommodations. The term “slumber coach accommodations” includes slumber coach accommodations on trains offering such accommodations, or the lowest level of sleeping accommodations available on a train that does not offer slumber coach accommodations.

(iii) First-class train accommodations. The term “first-class train accommodations” includes bedrooms, roomettes, club service, parlor car accommodations, or other premium accommodations. (See paragraph (b)(5) of this section for the rules governing extra-fare trains.) First-class train accommodations may be authorized in accordance with paragraph (b)(3) of this section only when justified by circumstances listed in paragraph (b)(4) of this section.

(iv) Extra-fare train. The term “extra-fare train” means a train that operates at an increased fare due to the extra performance of the train (i.e., faster speed or fewer stops). The term “extra-fare train” does not mean first-class train accommodations, even though an extra-fare train may offer first-class accommodations. (See paragraph (b)(5) of this section for rules governing the use of extra-fare train service.)

(3) Authorization or approval of the use of first-class train accommodations—(i) Authorization or approval. Heads of agencies may authorize or approve the use of first-class train accommodations under criteria specified in paragraph (b)(4) of this section. For ease of administration, heads of agencies may delegate, with provisions for limited redelegation, authority to authorize or approve first-class train accommodations under paragraph (b) of this section, provided that appropriate guidelines in the form of regulations or other written instructions are furnished to the designee. The delegation or redelegation of authority to authorize or approve first-class train accommodations shall be held to as high an administrative level as practical to ensure adequate consideration and review of circumstances requiring the need for first-class train accommodations.

(ii) Requirements. Authorization for the use of first-class train accommodations shall be made in advance of the actual travel unless extenuating circumstances or emergency situations make advance authorization impossible. If advance authorization cannot be obtained, the employee shall obtain written approval from the agency head, or his/her designee, at the earliest possible time.

(4) Use of first-class train accommodations. Circumstances justifying the use of first-class train accommodations are limited to those listed in paragraphs (b)(4) (i) through (iii) of this section.

(i) No reasonably available coach-class train accommodations. When travel by train has been authorized as advantageous to the Government, the use of first-class train accommodations may be authorized or approved only when no coach-class train accommodations are reasonably available. For purposes of this paragraph (b)(4)(i) of this section, “reasonably available” means coach-class train accommodations that are available and that are scheduled to leave within 24 hours of the employee's proposed departure time, or scheduled to arrive within 24 hours of the employee's proposed arrival time. In the case of a direct route that requires overnight travel, “reasonably available” shall be based on the availability of slumber coach sleeping accommodations. “Reasonably available” does not include any accommodation with a scheduled arrival time that is later than the employee's required reporting time at the duty site, or with a scheduled departure time that is earlier than the time the employee is scheduled to complete duty.

(ii) Travel by an employee with a disability. The use of first-class train accommodations may be authorized or approved when necessary to accommodate an employee's disability or other physical impairment, and the employee's condition is substantiated in writing by competent medical authority. The use of first-class train accommodations also may be authorized for an attendant, who is authorized under § 301-9.2(c)(1) of this chapter to accompany the employee, when the employee is authorized use of first-class accommodations and requires the attendant's services en route.

(iii) Security reasons. The use of first-class train accommodations may be authorized or approved when exceptional security circumstances require such travel. Exceptional security circumstances include, but are not limited to:

(A) Travel by an employee whose use of coach-class train accommodations would endanger the employee's life or Government property;

(B) Travel by agents who are in charge of protective details and who are accompanying individuals authorized to use first-class train accommodations; and

(C) Travel by couriers and control officers who are accompanying controlled pouches or packages.

(iv) Inadequate foreign coach-class train accommodations. The use of first-class train accommodations may be authorized or approved when coach-class train accommodations on a foreign rail carrier do not provide adequate sanitation or health standards.

(5) Extra-fare train service. Coach-class travel by extra-fare trains may be authorized or approved whenever such use is administratively determined to be more advantageous to the Government or is required for security reasons. The use of National Railroad Passenger Corporation (AMTRAK) Metroliner coach accommodations is considered to be advantageous to the Government. Metroliner Club Service is deemed first-class accommodations. First-class accommodations on extra-fare trains may be authorized only as provided in paragraph (b)(3) of this section.

(c) Steamer accommodations—(1) Policy. It is the policy of the Government that employees who travel by steamer shall use the lowest-class steamer accommodations. Authority to authorize all travel by ocean vessel shall remain at as high a level as practical in accordance with § 301-2.2(f) of this chapter. First-class steamer accommodations may be used only as permitted in paragraph (c)(3) of this section.

(2) Definitions. The following definitions apply throughout paragraph (c) of this section:

(i) Steamer. The term “steamer” includes any ocean vessel that provides accommodations for passenger travel. The term “steamer” does not include local commuter launches.

(ii) Lowest-class steamer accommodations. The term “lowest-class steamer accommodations” means the least expensive class of reserved accommodations available on a steamer.

(iii) First-class steamer accommodations. The term “first-class steamer accommodations” includes all accommodations classes above the lowest class, including but not limited to suites.

(3) Authorization or approval of the use of first-class steamer accommodations—(i) Authorization or approval. Heads of agencies may authorize or approve the use of first-class steamer accommodations under criteria specified in paragraph (c)(4) of this section. For ease of administration, heads of agencies may delegate, with provisions for limited redelegation, authority to authorize or approve first-class steamer accommodations under paragraph (c) of this section, provided that appropriate guidelines in the form of regulations or other written instructions are furnished to the designee. The delegation or redelegation of authority to authorize or approve first-class steamer accommodations shall be held to as high an administrative level as practical to ensure adequate consideration and review of the circumstances requiring the need for first-class steamer accommodations.

(ii) Requirements. Authorization for the use of first-class steamer accommodations shall be made in advance of the actual travel unless extenuating circumstances or emergency situations make advance authorization impossible. If advance authorization cannot be obtained, the employee shall obtain written approval from the agency head, or his/her designee, at the earliest possible time.

(4) Use of first-class steamer accommodations. Circumstances justifying the use of first-class steamer accommodations are limited to those specified in paragraphs (c)(4) (i) through (iii) of this section.

(i) No other accommodations. The use of first-class steamer accommodations may be authorized or approved only when lowest-class steamer accommodations are not available on the vessel.

(ii) Travel by an employee with a disability. The use of first-class steamer accommodations may be authorized or approved when necessary to accommodate an employee's disability or other physical impairment, and the employee's condition is substantiated in writing by competent medical authority. The use of first-class steamer accommodations also may be authorized for an attendant, who is authorized under § 301-9.2(c)(1) of this chapter to accompany the employee, when the employee is authorized use of first-class accommodations and requires the attendant's services en route.

(iii) Security reasons. The use of first-class steamer accommodations may be authorized or approved when exceptional security circumstances require such travel. Exceptional security circumstances include, but are not limited to:

(A) Travel by an employee whose use of lowest-class accommodations would endanger the employee's life or Government property;

(B) Travel by agents who are in charge of protective details and who are accompanying individuals authorized to use first-class accommodations; and

(C) Travel by couriers and control officers who are accompanying controlled pouches or packages.

(d) Airline accommodations—(1) Policy. It is the policy of the Government that employees who use commercial air carriers for domestic and international travel on official business shall use coach-class airline accommodations. First-class airline accommodations may be used only as permitted in paragraph (d)(4) of this section. Premium-class other than first-class airline accommodations may be used only as permitted in paragraph (d)(5) of this section.

(2) Definitions. The following definitions apply throughout paragraph (d) of this section.

(i) Coach-class airline accommodations. The term “coach-class airline accommodations” means the basic class of accommodations offered by an air carrier to passengers which includes a level of service that is available to all passengers regardless of the fare paid. The term “coach-class airline accommodations” applies when an airline offers only one class of accommodations; the term also includes tourist-class accommodations and economy-class accommodations.

(ii) Premium-class airline accommodations. The term “premium-class airline accommodations” means any class of accommodations above coach-class airline accommodations, e.g., first-class or business-class.

(iii) First-class airline accommodations. The term “first-class airline accommodations” means the highest class of accommodations on a multiple-class commercial air carrier.

(iv) Premium-class other than first-class airline accommodations. The term “premium-class other than first-class airline accommodations” means any class of accommodations between coach-class and first-class airline accommodations, e.g., business-class.

(3) Authorization or approval of the use of premium-class airline accommodations—(i) Authorization or approval. Heads of agencies may authorize or approve the use of premium-class airline accommodations if the criteria in paragraph (d)(4) of this section are met for first-class airline accommodations or the criteria in paragraph (d)(5) of this section are met for premium-class other than first-class airline accommodations. For ease of administration, heads of agencies may delegate, with provisions for limited redelegation, authority to authorize or approve premium-class airline accommodations under paragraph (d) of this section, provided that appropriate guidelines in the form of regulations or other written instructions are furnished to the designee. The delegation or redelegation of authority to authorize or approve premium-class airline accommodations shall be held to as high an administrative level as practical to ensure adequate consideration and review of the circumstances requiring the need for premium-class airline accommodations.

(ii) Requirements. Authorization for the use of premium-class airline accommodations shall be made in advance of the actual travel unless extenuating circumstances or emergency situations make advance authorization impossible. If advance authorization cannot be obtained, the employee shall obtain written approval from the agency head, or his/her designee, at the earliest possible time.

(4) Use of first-class airline accommodations. Circumstances justifying the use of first-class airline accommodations are limited to those listed in paragraphs (d)(4) (i) through (iii) of this section.

(i) No other reasonably available accommodations. The use of first-class airline accommodations may be authorized or approved when neither coach-class airline accommodations nor premium-class other than first-class airline accommodations are reasonably available. For purposes of this paragraph (d)(4)(i), “reasonably available” means a class of accommodations, other than first-class airline accommodations, that is available on an airline and that is scheduled to leave within 24 hours of the employee's proposed departure time, or scheduled to arrive within 24 hours of the employee's proposed arrival time. “Reasonably available” does not include any accommodations with a scheduled arrival time that is later than the employee's required reporting time at the duty site, or with a scheduled departure time that is earlier than the time the employee is scheduled to complete duty.

(ii) Travel by an employee with a disability. The use of first-class airline accommodations may be authorized or approved when it is necessary to accommodate an employee's disability or other physical impairment, and the employee's condition is substantiated in writing by competent medical authority. The use of first-class airline accommodations also may be authorized for an attendant, who is authorized under § 301-9.2(c)(1) of this chapter to accompany the employee, when the employee is authorized use of first-class accommodations and requires the attendant's services en route.

(iii) Security reasons. The use of first-class airline accommodations may be authorized or approved when exceptional security circumstances require such travel. Exceptional security circumstances include, but are not limited to:

(A) Travel by an employee whose use of a class of accommodations other than first-class would endanger the employee's life or Government property;

(B) Travel by agents who are in charge of protective details and who are accompanying individuals authorized to use first-class accommodations; and

(C) Travel by couriers and control officers who are accompanying controlled pouches or packages.

(5) Use of premium-class other than first-class accommodations. Circumstances justifying the use of premium-class other than first-class airline accommodations are limited to those listed in paragraphs (d)(5) (i) through (ix) of this section.

(i) Coach-class accommodations not available. The use of premium-class other than first-class airline accommodations may be authorized or approved when regularly scheduled flights between the authorized origin and destination points (including connection points) provide only premium-class accommodations, and the employee certifies this circumstance on the travel voucher.

(ii) No space available in coach-class accommodations. The use of premium-class other than first-class airline accommodations may be authorized or approved when space is not available in coach-class airline accommodations on any scheduled flight in time to accomplish the purpose of the official travel, which is so urgent that it cannot be postponed.

(iii) Travel by an employee with a disability. The use of premium-class other than first-class airline accommodations may be authorized or approved when necessary to accommodate an employee's disability or other physical impairment, and the employee's condition is substantiated in writing by competent medical authority. The use of premium-class other than first-class airline accommodations also may be authorized for an attendant, who is authorized under § 301-9.2(c)(1) of this chapter to accompany the employee, when the employee is authorized use of premium-class other than first-class airline accommodations and requires the attendant's services en route.

(iv) Security purposes or exceptional circumstances. The use of premium-class other than first-class airline accommodations may be authorized or approved when such accommodations are required for security purposes or because exceptional circumstances, as determined by the agency head (or his/her designee), make their use essential to the successful performance of the agency's mission.

(v) Inadequate foreign carrier coach-class accommodations. The use of premium-class other than first-class airline accommodations may be authorized or approved when coach-class airline accommodations on foreign carriers do not provide adequate sanitation or health standards, and the use of foreign flag air carrier service is approved in accordance with the Fly America Act (see § 301-3.6 of this part for rules governing the use of U.S. flag carriers).

(vi) Overall cost savings. The use of premium-class other than first-class airline accommodations may be authorized or approved when such accommodations would result in an overall savings to the Government based on economic considerations, such as the avoidance of additional subsistence costs, overtime, or lost productive time that would be incurred while awaiting availability of coach-class accommodations.

(vii) Use of frequent traveler benefits. The use of premium-class other than first-class airline accommodations may be authorized or approved when obtained as an accommodations upgrade through the redemption of frequent traveler benefits.

(viii) Acceptance of payment from a non-Federal source. The use of premium-class other than first-class airline accommodations may be authorized or approved when the employee's transportation is paid in full through agency acceptance of payment from a non-Federal source in accordance with part 304-1 of chapter 304 of this subtitle.

(ix) Travel in excess of 14 hours. The use of premium-class other than first-class airline accommodations may be authorized or approved when travel is direct between authorized origin and destination points which are separated by several time zones, and either the origin or destination point is outside the continental United States (CONUS), and the scheduled flight time (including stopovers) is in excess of 14 hours. When this authority is exercised, an employee shall not be eligible for a rest stop en route or a rest period upon arrival at the duty site under § 301-7.11 of this chapter.

(e) Agency reporting requirements for first-class travel. Each agency shall submit to the General Services Administration (GSA), no later than 60 days after the end of each fiscal year, a report of all first-class travel authorized by the agency during the fiscal year. This report has been assigned Interagency Report Control No. 0411-GSA-AN. The rules in paragraph (e) (1) through (4) of this section govern data collection, submission requirements, reporting procedures, and exceptions.

(1) Data collection. Each agency shall collect the following data for each instance an employee uses first-class accommodations that are authorized under paragraph (b), (c), or (d) of this section:

(i) Mode of travel (i.e., airline, steamer, or train);

(ii) Name of traveler;

(iii) Origin and destination points;

(iv) Beginning date of travel;

(v) Purpose of travel (i.e., site visit, information meeting, training attendance, speech or presentation, conference attendance, relocation, entitlement travel, special mission travel, emergency travel, or other travel purposes);

(vi) Circumstances justifying use of first-class accommodations (i.e., no other reasonably available accommodations, travel by an employee with a disability, security reasons, or inadequate foreign coach-class train accommodations);

(vii) Actual first-class accommodations fare; and

(viii) Coach-class accommodations fare (or in the case of steamers, lowest-class steamer accommodations fare) for the actual route used.

(2) Submission requirements. Each agency shall submit to GSA a cover letter with the agency name, the name of a person to contact for further information, and a phone number where the contact person may be reached. The cover letter also shall state the total number of records reported, the total actual cost of first-class accommodations reported, and the total cost of alternative coach-class accommodations based on the actual route used. Agencies must submit an IBM MS-DOS compatible floppy disk (either 31/2″or 51/4″) with an ASCII file containing the first-class accommodations use records in the following data format:

(i) The first field in each record will be the “mode of travel” field containing one (1) numeric character corresponding to the mode of travel. Use the following codes in the mode of travel field:

Mode of travelCodeAirplane0Ship1Train2

(ii) The second field in each record will be the “name of traveler” field with forty-five (45) available alphanumeric character spaces containing the name of the traveler for whom first-class accommodations were authorized and used. Enter each record in upper case letters starting with the last name, followed by the first name, and the middle initial. Include a comma after the last name, but do not include the period after the middle initial (e.g., DOE, JOHN A).

(iii) The third field in each record will be the “origin point” field with thirty-five (35) available alphanumeric character spaces containing the origin city and state (or country of origin for travel outside the United States). Enter the record in upper case letters. Use standard two (2) letter state abbreviations, but enter the full name of the country, if other than the United States, to the extent the field size will accommodate the full name (e.g., CHICAGO, IL; SAN JUAN, PUERTO RICO; or PARIS, FRANCE).

(iv) The fourth field in each record will be the “destination point” field with thirty-five (35) available alphanumeric character spaces containing the destination city and state (or destination country for travel outside the United States). Enter the record in upper case letters. Use standard two (2) letter state abbreviations, but enter the full name of the destination country, if other than the United States, to the extent the field size will accommodate the full name.

(v) The fifth field in each record will be the “beginning date of travel” field with six (6) numeric characters containing the date of first-class travel. The first two characters identify the month (enter 0 in the first space for single digit months, e.g., 01 for January); the second two characters identify the day of the month (enter 0 in the first space for single digit days); and the final two characters identify the last two digits of the calendar year (e.g., 060193; 091163; or 123189).

(vi) The sixth field in each record will be the “purpose of travel” field containing one (1) numeric character corresponding to the purpose of the travel. Use the following codes in the purpose of travel field:

Purpose of travelCodeSite visit0Information meeting1Training attendance2Speech or presentation3Conference attendance4Relocation5Entitlement travel6Special mission travel7Emergency travel8Other travel purposes9

(vii) The seventh field in each record will be the “circumstances justifying use of first-class accommodations” field containing one (1) numeric character corresponding to the circumstances that justified the use of first-class accommodations. Use the following codes in the circumstances justifying use of first-class accommodations field:

Circumstances justifying use of first-class accommodationsCodeNo other reasonably available accommodations0Disability1Security2Inadequate foreign coach-class train accommodations3

(viii) The eighth field in each record will be the “actual first-class accommodations fare” field with four (4) numeric characters containing the actual cost of the first-class accommodations fare expressed in whole dollar amounts (truncate amounts less than a dollar from the record and enter the amount without commas or dollar signs).

(ix) The ninth field in each record will be the “coach-class accommodations fare for the actual route used” field with four (4) numeric characters containing a representative coach-class accommodations fare (or in the case of steamers, the lowest-class accommodations fare) for the actual route used expressed in whole dollar amounts (truncate amounts less than a dollar from the record and enter the amount without commas or dollar signs). The coach-class accommodations fare is the fare that would have been paid if the employee had traveled the same route using coach-class accommodations.

(3) Reporting procedures. Agencies shall submit the reports (floppy disk with cover letter) to the General Services Administration, Transportation Management Division (FBX), Washington, DC 20406. The reports must be submitted no later than 60 days after the end of the fiscal year in which the first-class travel began.

(4) Exceptions. To the extent that information is protected from disclosure by statute or Executive Order, an agency is not required to furnish data otherwise required to be reported. Information that may be disclosed shall be submitted to GSA. When specific information required in paragraph (e)(1) of this section is protected from public disclosure, an agency shall submit in its cover letter the aggregate information listed in paragraphs (e)(4) (i) through (iii) of this section unless the aggregate information also is protected from public disclosure.

(i) Aggregate number of authorized first-class trips that are protected from disclosure.

(ii) Aggregate total of actual first-class accommodations fares paid.

(iii) Aggregate total of coach-class accommodations fares for the actual route used.