§ 301-8.1 - General.

This part applies worldwide (both within and outside CONUS) except as specifically provided in this part.

(a) Authority. Agencies may authorize or approve reimbursement for the actual and necessary subsistence expenses of official travel when such expenses are unusually high due to special or unusual circumstances, or for occasional meals and/or lodging, as provided in this part. This authority shall be used for individual travel assignments or specific travel situations only after appropriate consideration of the actual facts existing at the time the travel is directed and performed.

(b) Delegation of authority. Heads of agencies may delegate, with provisions for limited redelegation, the authority to authorize or approve travel on an actual subsistence expense basis. Such delegation or redelegation shall be held to as high an administrative level as practicable to ensure that authorization or approval of travel on an actual subsistence expense basis or reimbursement therefor is based on adequate consideration and review of the travel circumstances warranting such reimbursement.

(c) Agency responsibility. Heads of agencies shall, in accordance with provisions of this part, prescribe administrative policies and procedures under which reimbursement for actual and necessary expenses of official travel may be authorized or approved to ensure that the authority contained herein is administered in accordance with the intent of this regulation.

(d) Relationship to per diem. Generally, authorization or approval of actual subsistence expenses is contingent on the entitlement to per diem. Except as otherwise provided in this part, the definitions and rules stated in part 301-7 applicable to the employee's entitlement to a per diem allowance shall apply to travel on an actual expense basis.

(e) Allowable expenses. Actual subsistence expense reimbursement may be allowed for the same types of expenses that are covered by the per diem allowance in § 301-7.1(c) provided such expenses are determined to be actual and necessary expenses incident to the particular travel assignment.

(f) Prudent traveler. An employee traveling on the actual subsistence expense basis is expected to exercise the same care in incurring expenses as set forth in part 301-7 for travel on a per diem basis.