[Federal Register Volume 63, Number 62 (Wednesday, April 1, 1998)]
[Rules and Regulations]
[Pages 15950-15983]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 98-7725]
[[Page 15949]]
_______________________________________________________________________
Part III
General Services Administration
_______________________________________________________________________
41 CFR Chapters 300 and 301
Federal Travel Regulation, General Guides and Temporary Duty (TDY)
Travel Allowances; Final Rule
Federal Register/Vol. 63, No. 62/Wednesday, April 1, 1998/Rules and
Regulations
[[Page 15950]]
GENERAL SERVICES ADMINISTRATION
41 CFR Chapters 300 and 301
[FTR Amendment 70--1998 Edition]
RIN 3090-AG25
Federal Travel Regulation, General Guides and Temporary Duty
(TDY) Travel Allowances
AGENCY: Office of Governmentwide Policy, GSA.
ACTION: Final rule.
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SUMMARY: This final rule amends the Federal Travel Regulation (FTR) to
add new Chapter 300 which contains general guidance on how to use the
FTR and agency reporting requirements, and a revised Chapter 301
regarding temporary duty (TDY) travel allowances except Appendixes A
and B. Chapters 300-301 form the beginning of the plain language FTR
1998 Edition. Current chapters 302-304 remain in effect until
superseded by a rule in the plain language format to be published at a
future date.
EFFECTIVE DATE: This final rule is effective July 1, 1998.
FOR FURTHER INFORMATON CONTACT: Technical Information: Jim Harte,
telephone (202) 501-1538. FTR ``plain language'' format: Internet GSA,
ftrtravel.chat@gsa.gov.
SUPPLEMENTARY INFORMATION: This amendment is written in the ``plain
language'' style of regulation writing as a continuation of the GSA's
effort to make the FTR easier to understand and use.
What is the ``plain language'' style of regulation writing?
The ``plain language'' style of regulation writing is a new,
simpler to read and understand, question and answer regulatory format.
Questions are in the first person, and answers are in the second
person. GSA uses a ``we'' question when referring to an agency, and an
``I'' question when referring to the employee. However, the rules
stated in either section apply to both the employee and traveler.
How does this amendment change the FTR format?
The FTR is divided into chapters, parts, sections and paragraphs.
This amendment adds a new Chapter 300 and restructures parts, sections
and paragraphs in Chapter 301.
What are the significant changes?
The significant changes are:
(a) Adds new Appendix C--Standard Data Elements for Federal Travel.
(b) Adds new Appendix D--Glossary of Acronyms.
(c) First Class Travel--
(1) Clarifies when an airline flight has only two classes of
service, the highest class designation, regardless of term used, is
considered to be first class, and
(2) Allows agencies to consider ``physical characteristic'' and not
just medical or disability reasons for authorizing first-class travel.
(d) Special Needs (also see Employee with a Disability)--Defines
``special need'' as a physical characteristic not necessarily defined
as a disability.
(e) Use of a privately owned vehicle (POV) instead of a taxi for
travel to/from common carrier terminal on a day of travel--Removes the
requirement for a cost comparison not to exceed taxicab fare and tip
between points involved when POV is authorized as advantageous to the
Government.
(f) Actual expense authorization/approval criteria--Allows agency
discretion when to authorize/approve actual expense by deleting the
phrase ``special or unusual circumstances'' and inserts ``when deemed
warranted.''
(g) Electronic means--Encourages agencies to use electronic means,
as opposed to paper, when and where feasible.
(h) Travel Management System (TMS)--Requires the use of a TMS by
the year 2001 for arranging air, rail, hotel/motel accommodations and
car rental reservations. Also provides common data elements that an
agency should collect through the TMS.
(i) Travel Claim Forms--Permits each agency to develop, based on
its needs, their own paper or electronic travel claim form but requires
that common data elements contained in Appendix C, Chapter 301 be used.
(j) Travel Payment System--Provides common data elements that
agencies should include in a travel payment system.
(k) Hotel Motel Fire Safety Act of 1990--Federal Emergency
Management Agency (FEMA)--Approved Accommodations--Each agency is
responsible for encouraging its employees who require commercial
lodging when performing official travel to stay at a fire safe approved
accommodation. Lodgings that have met the Government requirements are
listed on the U.S. Fire Administration's Internet site. The
introduction to Appendix A, Chapter 301, has been amended to include
the policy of the Federal Government and U.S. Fire Administration
Internet site: http://www.usfa.fema.gov/hotel/index.htm.
(l) Federal Agencies Travel Survey--Requires agencies to respond to
a travel survey that will be distributed by the GSA, Office of
Governmentwide Policy, Office of Transportation & Personal Property,
Travel and Transportation Management Policy Division bi-annually.
(m) Complimentary Meals--Clarifies that the meal and incidental
expense (M&IE) rate will not be reduced for a complimentary meal(s)
provided by common carriers or hotel/motels.
(n) Interim Rule 5, Use of Government Aircraft. Finalizes the rule
governing the use of Government aircraft.
(o) Reimbursement of per diem or actual expenses when leave is
taken immediately before or after a non-workday. Allows agency to make
determination whether reimbursement will be allowed for non-workdays.
(p) Clarifies that a traveler may upgrade his or her transportation
accommodations to premium-class other than first class solely through
the redemption of frequent flyer benefits when authorized by agency
policy or when the requirements for first-class or premium other than
first class are met.
(q) Removes the specific definitions of the terms ``conference
site'' and ``conference facility'' because these are commonly
understood terms.
(r) The provisions applying to the ``Fly America Act'', Secs. 301-
10.131 through 301-10.144, will be issued separately as a proposed rule
with request for comment.
GSA has determined that this rule is not a significant regulatory
action for the purposes of Executive Order 12866 of September 30, 1993.
This final rule is not required to be published in the Federal Register
for notice and comment. Therefore, the Regulatory Flexibility Act does
not apply. This rule also is exempt from Congressional review
prescribed under 5 U.S.C. 801 since it relates solely to agency
management and personnel.
List of Subjects in 41 CFR Parts 300-1 through 300-70 and 301-1
through 301-76
Government employees, Travel and transportation expenses.
For the reasons set out in the preamble, 41 CFR subtitle F is
amended to read as follows:
1. 41 CFR chapter 300 is added to read as follows:
CHAPTER 300--GENERAL
Subchapter A--Introduction
Part
300-1 The Federal Travel Regulation (FTR)
300-2 How to use the FTR
300-3 Glossary of terms
Subchapter B--Agency Requirements
Part
300-70 Agency Reporting Requirements
[[Page 15951]]
Subchapter A--Introduction
PART 300-1--THE FEDERAL TRAVEL REGULATION (FTR)
Sec.
300-1.1 What is the FTR?
300-1.2 What is the purpose of the FTR?
Authority: 5 U.S.C. 5707; 5 U.S.C. 5738; 5 U.S.C. 5741-5742; 20
U.S.C. 905(a); 31 U.S.C. 1353; 40 U.S.C. 486(c); 49 U.S.C. 40118;
E.O. 11609, 3 CFR, 1971-1975 Comp., p. 586.
Sec. 300-1.1 What is the FTR?
The FTR is the regulation contained in 41 Code of Federal
Regulations (CFR), Chapters 300 through 304, which implements statutory
requirements and Executive branch policies for travel by Federal
civilian employees and others authorized to travel at Government
expense.
Sec. 300-1.2 What is the purpose of the FTR?
There are two principal purposes:
(a) To interpret statutory and other policy requirements in a
manner that balances the need to assure that official travel is
conducted in a responsible manner with the need to minimize
administrative costs;
(b) To communicate the resulting policies in a clear manner to
Federal agencies and employees.
PART 300-2--HOW TO USE THE FTR
Subpart A--General
Sec.
300-2.1 What formats exist in the FTR?
Subpart B--Question and Answer Format
Sec.
300-2.20 What is the purpose of the question & answer format?
300-2.21 How is the rule expressed in the question & answer format?
300-2.22 Who is subject to the FTR?
300-2.23 How is the user addressed in the FTR?
Subpart C--Title and Narrative Format
Sec.
300-2.70 How is the rule expressed in the title and narrative
format?
PART 300-3--Glossary of Terms
Sec.
300-3.1 What do the following terms mean?
Authority: 5 U.S.C. 5707; 5 U.S.C. 5738; 5 U.S.C. 5741-5742; 20
U.S.C. 905(a); 31 U.S.C. 1353; 40 U.S.C. 486(c); 49 U.S.C. 40118;
E.O. 11609, 3 CFR, 1971-1975 Comp., p. 586.
Subpart A--General
Sec. 300-2.1 What formats exist in the FTR?
The FTR is written in two formats--the question & answer format and
the title and narrative format.
Subpart B--Question & Answer Format
Sec. 300-2.20 What is the purpose of the question & answer format?
The Q&A format is an effective way to engage the reader and to
break the information into manageable pieces.
Sec. 300-2.21 How is the rule expressed in the question and answer
format?
The rule is expressed in both the question and answer.
Sec. 300-2.22 Who is subject to the FTR?
Employees and agencies. Since the user may be an employee or an
agency, portions of the FTR have been separated into employee and
agency sections. However, while the employee provisions are addressed
to the employee, the rules expressed in those provisions apply to the
agency as well. The following lists the relevant employee and agency
sections of the FTR:
------------------------------------------------------------------------
The employee And the agency
For provisions are provisions are
contained in contained in
------------------------------------------------------------------------
Chapter 301................... Subchapters A, B, Subchapter D.
and C.
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Sec. 300-2.23 How is the user addressed in the FTR?
The FTR asks questions in the first person, as the user would. It
then answers the questions in the second and third person. In the
employee sections, the employee is addressed in the singular, and in
the agency sections, the agency is addressed in the plural. The
following describes how employee and agency are addressed in both
sections:
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And the agency is referred to
When you are in the And you are looking at a The employee is referred to using using
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Employee section..................... Question........................... I, me, or my............................ Agency.
Answer............................. You or your............................. Agency.
Agency section....................... Question........................... Employee................................ We, us, or our.
Answer............................. Employee................................ You or your.
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Subpart C--Title and Narrative Format
Sec. 300-2.70 How is the rule expressed in the title and narrative
format?
The rule is in the narrative. The title serves only as a tool to
determine the subject of the rule.
PART 300-3--GLOSSARY OF TERMS
Sec. 300-3.1 What do the following terms mean?
Actual expense--Payment of authorized actual expenses incurred, up
to the limit prescribed by the Administrator of GSA or agency, as
appropriate. Entitlement to reimbursement is contingent upon
entitlement to per diem, and is subject to the same definitions and
rules governing per diem.
Approved accommodation--Any place of public lodging that is listed
on the national master list of approved accommodations. The national
master list of all approved accommodations is compiled, periodically
updated, and published in the Federal Register by FEMA. Additionally,
the approved accommodation list is available on the U.S. Fire
Administration's Internet site at http://www.usfa.fema.gov/hotel/
index.htm.
Automated-Teller-Machine (ATM) services--Contractor-provided ATM
services that allow cash withdrawals from participating ATMs to be
charged to a contractor-issued charge card.
Common carrier--Private-sector supplier of air, rail or bus
transportation.
Conference--A meeting, retreat, seminar, symposium or event that
involves attendee travel. The term ``conference'' also applies to
training activities that are considered to be conferences under 5 CFR
410.404.
Continental United States (CONUS)--The 48 contiguous States and the
District of Columbia.
Contract carriers--U.S. certificated air carriers which are under
contract with the government to furnish Federal employees and other
persons authorized to travel at Government expense with passenger
transportation service. This also includes GSA's scheduled airline
passenger service between selected U.S. cities/airports and between
selected U.S. and international cities/airports at reduced fares.
[[Page 15952]]
Employee with a disability--(also see Special Needs)
(a) An employee who has a disability as defined in paragraph (b) of
this definition and is otherwise generally covered under the
Rehabilitation Act of 1973, as amended (29 U.S.C. 701-797b).
(b) ``Disability,'' with respect to an employee, means:
(1) Having a physical or mental impairment that substantially
limits one or more major life activities;
(2) Having a record of such an impairment;
(3) Being regarded as having such an impairment; but
(4) Does not include an individual who is currently engaging in the
illegal use of drugs, when the covered entity acts on the basis of such
use.
(c) ``Physical or mental impairment'' means:
(1) Any physiological disorder or condition, cosmetic
disfigurement, or anatomical loss affecting one or more of the
following body systems: neurological, musculoskeletal, special sense
organ, respiratory (including speech organs), cardiovascular,
reproductive, digestive, genitourinary, hemic and lymphatic, skin, and
endocrine; or
(2) Any mental or psychological disorder (e.g., mental retardation,
organic brain syndrome, emotional or mental illness and specific
learning disabilities).
(3) The term ``physical or mental impairment'' includes, but is not
limited to, such diseases and conditions as cerebral palsy, epilepsy,
muscular dystrophy, multiple sclerosis, cancer, heart disease,
diabetes, mental retardation, emotional illness, and orthopedic,
visual, speech and hearing impairments.
(d) ``Major life activities'' means functions such as caring for
oneself, performing manual tasks, walking, seeing, hearing, speaking,
breathing, learning and working.
(e) ``Has a record of such an impairment'' means the employee has a
history of, or has been classified as having, a mental or physical
impairment that substantially limits one or more major life activities.
(f) ``Is regarded as having such an impairment'' means the employee
has:
(1) A physical or mental impairment that does not substantially
limit major life activities but the impairment is treated by the agency
as constituting such a limitation;
(2) A physical or mental impairment that substantially limits major
life activities as a result of the attitudes of others toward such an
impairment; or
(3) None of the impairments defined under ``physical or mental
impairment'', but is treated by the employing agency as having a
substantially limiting impairment.
Family (see Immediate family)
Foreign air carrier--An air carrier who is not holding a
certificate issued by the United States under 49 U.S.C. 41102.
Foreign area (see also non-foreign area)--Any area, including the
Trust Territory of the Pacific Islands, situated both outside CONUS and
the non-foreign areas.
Government aircraft--Any aircraft owned, leased, chartered or
rented and operated by an executive agency.
Government contractor-issued individually billed charge card--A
Government contractor-issued charge card used by authorized individuals
to pay for official travel and transportation related expenses for
which the contractor bills the employee.
Government-furnished automobile--An automobile (or ``light truck,''
as defined in 41 CFR 101-38 including vans and pickup trucks) that is:
(a) Owned by an agency,
(b) Assigned or dispatched to an agency from the GSA Interagency
Fleet Management System, or
(c) Leased by the Government for a period of 60 days or longer from
a commercial source.
Government-furnished vehicle--A Government-furnished automobile or
a Government aircraft.
Government Transportation Request (GTR) (Standard Form 1169)--A
Government document used to procure common carrier transportation
services. The document obligates the Government to pay for
transportation services provided.
Immediate family--Any of the following named members of the
employee's household at the time he/she reports for duty at the new
permanent duty station or performs other authorized travel involving
family members:
(a) Spouse;
(b) Children of the employee or employee's spouse who are unmarried
and under 21 years of age or who, regardless of age, are physically or
mentally incapable of self-support. (The term ``children'' shall
include natural offspring; stepchildren; adopted children;
grandchildren, legal minor wards or other dependent children who are
under legal guardianship of the employee or employee's spouse; and an
unborn child(ren) born and moved after the employee's effective date of
transfer.);
(c) Dependent parents (including step and legally adoptive parents)
of the employee or employee's spouse; and
(d) Dependent brothers and sisters (including step and legally
adoptive brothers and sisters) of the employee or employee's spouse who
are unmarried and under 21 years of age or who, regardless of age, are
physically or mentally incapable of self-support.
Interviewee--An individual who is being considered for employment
by an agency. The individual may currently be a Government employee.
Invitational travel--Authorized travel of individuals either not
employed or employed (under 5 U.S.C. 5703) intermittently in the
Government service as consultants or experts and paid on a daily when-
actually-employed basis and for individuals serving without pay or at
$1 a year when they are acting in a capacity that is directly related
to, or in connection with, official activities of the Government.
Travel allowances authorized for such persons are the same as those
normally authorized for employees in connection with TDY.
Lodgings-plus per diem system--The method of computing per diem
allowances for official travel in which the per diem allowance for each
travel day is established on the basis of the actual amount the
traveler pays for lodging, plus an allowance for meals and incidental
expenses (M&IE), the total of which does not exceed the applicable
maximum per diem rate for the location concerned.
Non-foreign area--The States of Alaska and Hawaii, the
Commonwealths of Puerto Rico, Guam and the Northern Mariana Islands and
the territories and possessions of the United States (excludes the
Trust Territories of the Pacific Islands).
Official station--The official station of an employee or
invitational traveler (see Sec. 301-1.2) is the location of the
employee's or invitational traveler's permanent work assignment.
The geographic limits of the official station are:
(a) For an employee:
(1) The corporate limits of the city or town where stationed or if
not in an incorporated city or town;
(2) The reservation, station, or other established area (including
established subdivisions of large reservations) having definite
boundaries where the employee is stationed.
(b) For an invitational traveler:
(1) The corporate limits of the city or town where the home or
principal place of business exists or if not in an incorporated city or
town;
(2) The reservation, station, or other established area (including
established subdivisions of large reservations) having definite
boundaries where the
[[Page 15953]]
home or principal place of business is located.
Per diem allowance--The per diem allowance (also referred to as
subsistence allowance) is a daily payment instead of reimbursement for
actual expenses for lodging, meals, and related incidental expenses.
The per diem allowance is separate from transportation expenses and
other miscellaneous expenses. The per diem allowance covers all
charges, including taxes and service charges where applicable for:
(a) Lodging. Includes expenses for overnight sleeping facilities,
baths, personal use of the room during daytime, telephone access fee,
and service charges for fans, air conditioners, heaters and fires
furnished in the room when such charges are not included in the room
rate. Lodging does not include accommodations on airplanes, trains,
buses, or ships. Such cost is included in the transportation cost and
is not considered a lodging expense.
(b) Meals. Expenses for breakfast, lunch, dinner and related tips
and taxes (specifically excluded are alcoholic beverage and
entertainment expenses, and any expenses incurred for other persons).
(c) Incidental expenses. (1) Fees and tips given to porters,
baggage carriers, bellhops, hotel maids, stewards or stewardesses and
others on ships, and hotel servants in foreign countries;
(2) Laundry, cleaning and pressing of clothing;
(3) Transportation between places of lodging or business and places
where meals are taken, if suitable meals cannot be obtained at the TDY
site; and
(4) Mailing cost associated with filing travel vouchers and payment
of Government sponsored charge card billings.
Place of public accommodation--Any inn, hotel, or other
establishment within a State that provides lodging to transient guests,
excluding:
(a) An establishment owned by the Federal Government;
(b) An establishment treated as an apartment building by State or
local law or regulation; or
(c) An establishment containing not more than 5 rooms for rent or
hire that is also occupied as a residence by the proprietor of that
establishment.
Post of duty--An official station outside CONUS.
Privately owned aircraft--An aircraft that is owned or leased by an
employee for personal use. It is not owned, leased, chartered, or
rented by a Government agency, nor is it rented or leased by an
employee for use in carrying out official Government business.
Privately owned automobile--A car or light truck (including vans
and pickup trucks) that is owned or leased for personal use by an
individual.
Privately Owned Vehicle (POV)--Any vehicle such as an automobile,
motorcycle, aircraft, or boat operated by an individual that is not
owned or leased by a Government agency, and is not commercially leased
or rented by an employee under a Government rental agreement for use in
connection with official Government business.
Reduced per diem--Your agency may authorize a reduced per diem rate
when there are known reductions in lodging and meal costs or when your
subsistence costs can be determined in advance and are lower than the
prescribed per diem rate.
Special conveyance--Commercially rented or hired vehicles other
than a privately owned vehicle and other than those owned or under
contract to an agency.
Special needs (also see Employee with a disability)--Physical
characteristics of a traveler not necessarily defined under disability.
Such physical characteristics could include, but are not limited to,
the weight or height of the traveler.
Subsistence expenses--Expenses such as:
(a) Lodging, including taxes and service charges;
(b) Meals, including taxes and tips; and
(c) Incidental expenses (see incidental expenses under definition
of per diem allowance.)
Temporary duty (TDY) location--A place, away from an employee's
official station, where the employee is authorized to travel.
Travel advance--Prepayment of estimated travel expenses paid to an
employee.
Travel authorization (Orders)--Written permission to travel on
official business. There are three basic types of travel authorizations
(orders):
(a) Unlimited open. An authorization allowing an employee to travel
for any official purpose without further authorization.
(b) Limited open. An authorization allowing an employee to travel
on official business without further authorization under certain
specific conditions, i.e., travel to specific geographic area(s) for
specific purpose(s), subject to trip cost ceilings, or for specific
periods of time.
(c) Trip-by-trip. An authorization allowing an individual or group
of individuals to take one or more specific official business trips,
which must include specific purpose, itinerary, and estimated costs.
Travel claim (Voucher)--A written request, supported by
documentation and receipts where applicable, for reimbursement of
expenses incurred in the performance of official travel, including
permanent change of station (PCS) travel.
Travel Management System (TMS)--A system to arrange travel services
for Federal employees on official travel, including reservation of
accommodations and ticketing. A TMS includes a travel management
center, commercial ticket office, electronic travel management system,
or other commercial method of arranging travel.
SUBCHAPTER B--AGENCY REQUIREMENTS
PART 300-70--AGENCY REPORTING REQUIREMENTS
Subpart A--Requirement to Report Agency Payments for Employee Travel
and Relocation
Sec.
300-70.1 What are the requirements for reporting payments for
employee travel and relocation?
300-70.2 What information must we report?
300-70.3 How long will we have to respond to the travel survey?
300-70.4 How do we respond to the travel survey if we have major
suborganizations?
Subpart B--Requirement to Report Use of First-Class Transportation
Accommodations
Sec.
300-70.100 Who must report use of first-class transportation
accommodations?
300-70.101 What information must we report?
300-70.102 How often must we report the required information?
300-70.103 When will GSA request this information?
300-70.104 Are there any exceptions to the reporting requirement?
Subpart C--[Reserved]
Authority: 5 U.S.C. 5707; 5 U.S.C. 5738; 5 U.S.C. 5741-5742; 20
U.S.C. 905(a); 31 U.S.C. 1353; 40 U.S.C. 486(c); 49 U.S.C. 40118;
E.O. 11609, 3 CFR, 1971-1975 Comp.,p. 586.
Subpart A--Requirement to Report Agency Payments for Employee
Travel and Relocation
Sec. 300-70.1 What are the requirements for reporting payments for
employee travel and relocation?
Agencies (as defined in Sec. 301-1.1) that spent more than $5
million on travel and transportation payments, including relocation,
during the fiscal year immediately preceding the survey year must
report this information. Every
[[Page 15954]]
two years GSA will distribute the Federal Agencies Travel Survey which
is assigned Interagency Control No. 0362-GSA-AN. Copies of the survey
may be obtained from the Director, Travel and Transportation Management
Policy Division (MTT), Office of Governmentwide Policy, General
Services Administration, Washington, DC 20405.
Sec. 300-70.2 What information must we report?
For the fiscal year reporting period you must report the following
information:
(a) Estimated total agency payments for travel and transportation
of people;
(b) Average costs and duration of trips;
(c) Amount of official travel by purpose(s);
(d) Estimated total agency payments for employee relocation; and
(e) Any other specific information GSA may require for the
reporting period.
Sec. 300-70.3 How long will we have to respond to the travel survey?
The survey will specify the due date. The head of your agency must
appoint a designee at the headquarters level responsible for ensuring
that the survey is completed and returned to GSA by the due date. Upon
receiving a survey, you must submit the designee's name, address, and
telephone number to the Director, Travel and Transportation Management
Policy Division (MTT), Office of Governmentwide Policy, General
Services Administration, Washington, DC 20405.
Sec. 300-70.4 How do we respond to the travel survey if we have major
suborganizations?
If you have major suborganizations, you must submit responses as
follows:
(a) A separate response from each suborganization which spent more
than $5 million for travel and relocation during the fiscal year
immediately preceding the survey year;
(b) A consolidated response covering all your suborganizations
which did not spend more than $5 million for travel and relocation
during the fiscal year immediately preceding the survey year; and
(c) A consolidated response which covers all components of your
agency.
Subpart B--Requirement to Report use of First-Class Transportation
Accommodations
Sec. 300-70.100 Who must report use of first-class transportation
accommodations?
An agency as defined in Sec. 301-1.1 of this subtitle.
Sec. 300-70.101 What information must we report?
All instances in which you authorized/approved the use of first-
class transportation accommodations. This report has been assigned
Interagency Report Control No. 0411-GSA-AN.
Sec. 300-70.102 How often must we report the required information?
Once every year.
Sec. 300-70.103 When will GSA request this information?
Generally, GSA will notify agencies during the summer months that
this information is required and will indicate the date reports are
due.
Sec. 300-70.104 Are there any exceptions to the reporting requirement?
Yes. You are not required to report data that is protected from
public disclosure by statute or Executive Order. However, you are
required to submit, in your cover letter to GSA, the following
aggregate information unless that information is also protected from
public disclosure:
(a) Aggregate number of authorized first-class trips that are
protected from disclosure;
(b) Total of actual first-class fares paid; and
(c) Total of coach-class fares that would have been paid for the
same travel.
Subpart C [Reserved]
2. 41 CFR chapter 301 is amended by removing parts 301-1 and 301-2;
removing Sec. Sec. 301-3.1 through 301-3.5 (Sec. 301-3.6 remains
unchanged); removing parts 301-4 through 301-17; and adding new parts
301-1, 301-2, 301-10 through 301-13, 301-30, 301-31, 301-50 through
301-53, and 301-70 through 301-75, to read as follows:
CHAPTER 301--TEMPORARY DUTY (TDY) TRAVEL ALLOWANCES
Subchapter A--Introduction
Part
301-1 Applicability
301-2 General rules
Subchapter B--Allowable Travel Expenses
Part
301-3 Use of commercial transportation
301-10 Transportation expenses
301-11 Per diem expenses
301-12 Miscellaneous expenses
301-13 Travel of an employee with special needs
301-30 Emergency travel
301-31 Threatened law enforcement/investigative employees
Subchapter C--Arranging for Travel Services, Paying Travel Expenses,
and Claiming Reimbursement
Part
301-50 Arranging for travel services
301-51 Paying travel expenses
301-52 Claiming reimbursement
301-53 Using promotional materials and frequent traveler programs
Subchapter D--Agency Responsibilities
Part
301-70 Internal policy and procedure requirements
301-71 Agency travel accounting requirements
301-72 Agency responsibilities related to common carrier
transportation
301-73 Travel programs
301-74 Conference Planning
301-75 Pre-employment interview travel
CHAPTER 301--TEMPORARY DUTY (TDY) TRAVEL ALLOWANCES
Subchapter A--Introduction
PART 301-1--APPLICABILITY
Sec.
301-1.1 What is an ``agency'' for purposes of TDY allowances?
301-1.2 What is an ``employee'' for purposes of TDY allowances?
301-1.3 Who is eligible for TDY allowances?
Authority: 5 U.S.C. 5707.
Sec. 301-1.1 What is an ``agency'' for purposes of TDY allowances?
------------------------------------------------------------------------
An agency includes But does not include
------------------------------------------------------------------------
An Executive agency, as defined in 5 A Government-controlled
U.S.C. 101. corporation.
A military department.................. A Member of Congress.
An office, agency or other An office or committee of
establishment in the legislative either House of Congress or of
branch. the two Houses.
The Government of the District of An office, agency or other
Columbia. establishment in the judicial
branch.
------------------------------------------------------------------------
[[Page 15955]]
Sec. 301-1.2 What is an ``employee'' for purposes of TDY allowances?
An ``employee'' is:
(a) An individual employed by an agency, regardless of status or
rank; or
(b) An individual employed intermittently in Government service as
an expert or consultant and paid on a daily when-actually-employed
(WAE) basis; or
(c) An individual serving without pay or at $1 a year (also
referred to as ``invitational traveler'').
Sec. 301-1.3 Who is eligible for TDY allowances?
This chapter covers the following individuals:
(a) Employees traveling on official business;
(b) Interviewees performing pre-employment interview travel;
(c) Employees who must interrupt official business travel to
perform emergency travel as a result of an incapacitating illness or
injury or a personal emergency situation; and
(d) Threatened law enforcement/investigative employees and members
of their family temporarily relocated to safeguard their lives because
of a threat resulting from the employee's assigned duties.
PART 301-2--GENERAL RULES
Sec.
301-2.1 Must I have authorization to travel?
301-2.2 What travel expenses may my agency pay?
301-2.3 What standard of care must I use in incurring travel
expenses?
301-2.4 For what travel expenses am I responsible?
301-2.5 What travel arrangements require specific authorization or
prior approval?
Authority: 5 U.S.C. 5707; 31 U.S.C. 1353; 49 U.S.C. 40118.
Sec. 301-2.1 Must I have authorization to travel?
Yes, generally you must have written or electronic authorization
prior to incurring any travel expense. If it is not practicable or
possible to obtain such authorization prior to travel, your agency may
approve a specific authorization for reimbursement of travel expenses
after travel is completed. However, written or electronic advance
authorization is required for items in Sec. 301-2.5 (c), (i), (n), and
(o) of this part.
Sec. 301-2.2 What travel expenses may my agency pay?
Your agency may pay only those expenses essential to the
transaction of official business, which include:
(a) Transportation expenses as provided in part 301-10 of this
chapter;
(b) Per diem expenses as provided in part 301-11 of this chapter;
(c) Miscellaneous expenses as provided in part 301-12 of this
chapter; and
(d) Travel expenses of an employee with special needs as provided
in part 301-13 of this chapter.
Sec. 301-2.3 What standard of care must I use in incurring travel
expenses?
You must exercise the same care in incurring expenses that a
prudent person would exercise if traveling on personal business.
Sec. 301-2.4 For what travel expenses am I responsible?
You are responsible for expenses over the reimbursement limits
established in this chapter. Your agency will not pay for excess costs
resulting from circuitous routes, delays, or luxury accommodations or
services unnecessary or unjustified in the performance of official
business.
Sec. 301-2.5 What travel arrangements require specific authorization
or prior approval?
You must have a specific authorization or prior approval for:
(a) Use of premium-class service on common carrier transportation;
(b) Use of a foreign air carrier;
(c) Use of reduced fares for group or charter arrangements;
(d) Use of cash to pay for common carrier transportation;
(e) Use of extra-fare train service;
(f) Travel by ship;
(g) Use of a rental car;
(h) Use of a Government aircraft;
(i) Payment of a reduced per diem rate;
(j) Payment of actual expense;
(k) Travel expenses related to emergency travel;
(l) Transportation expenses related to threatened law enforcement/
investigative employees and members of their families;
(m) Travel expenses related to travel to a foreign area;
(n) Acceptance of payment from a non-Federal source for travel
expenses, see chapter 304 of this subtitle; and
(o) Travel expenses related to attendance at a conference.
Note to Sec. 301-2.5: Paragraphs (c), (i), (n), and (o) of this
section require a written or electronic advance authorization.
SUBCHAPTER B--ALLOWABLE TRAVEL EXPENSES
* * * * *
PART 301-10 TRANSPORTATION EXPENSES
Subpart A--General
Sec.
301-10.1 Am I eligible for payment of transportation expenses?
301-10.2 What expenses are payable as transportation?
301-10.3 What methods of transportation may my agency authorize me
to use?
301-10.4 How does my agency select the method of transportation to
be used?
301-10.5 What are the presumptions as to the most advantageous
method of transportation?
301-10.6 What is my liability if I do not travel by the selected
method of transportation?
301-10.7 How should I route my travel?
301-10.8 What is my liability if, for personal convenience I travel
by an indirect route or interrupt travel by a direct route?
Subpart B--Common Carrier Transportation
Sec.
301-10.100 What types of common carrier transportation may I be
authorized to use?
Airline
301-10.106 What are the basic requirements for using airlines?
Use of Contract City-Pair Fares
301-10.107 When must I use a contract city-pair fare?
301-10.108 Are there other situations when I may use a non-contract
fare?
301-10.109 What is my liability for unauthorized use of a non-
contract carrier when contract service is available and I do not
meet one of the exceptions for required use?
301-10.110 May I use contract passenger transportation service for
personal travel?
301-10.111 When may I use a reduced group or charter fare?
301-10.112 What must I do when different airlines furnish the same
service at different fares?
301-10.113 What must I do if I change or do not use a common
carrier reservation?
301-10.114 What must I do with unused Government Transportation
Request(s) (GTR(s), ticket(s), or refund application(s)?
301-10.115 Am I authorized to receive a refund or credit for unused
transportation?
301-10.116 What must I do with compensation an airline gives me if
it denies me a seat on a plane?
301-10.117 May I keep compensation an airline gives me for
voluntarily vacating my seat on my scheduled airline flight when the
airline asks for volunteers?
Airline Accommodations
301-10.121 What classes of airline accommodations are available?
301-10.122 What class of airline accommodations must I use?
301-10.123 When may I use first-class airline accommodations?
[[Page 15956]]
301-10.124 When may I use premium-class other than first-class
airline accommodations?
Train
301-10.160 What classes of train accommodations are available?
301-10.161 What class of train accommodations must I use?
301-10.162 When may I use first-class train accommodations?
301-10.163 What is an extra-fare train?
301-10.164 When may I use extra-fare train service?
Ship
301-10.180 Must I travel by a U.S. flag ship?
301-10.181 What is my liability if I improperly use a foreign ship?
301-10.182 What classes of ship accommodations are available?
301-10.183 What class of ship accommodations must I use?
Local Transit System
301-10.190 When may I use a local transit system (bus, subway, or
streetcar)?
Subpart C--Government Vehicle
Sec.
301-10.200 What types of Government vehicles may my agency
authorize me to use?
301-10.201 For what purposes may I use a Government vehicle other
than a Government aircraft?
301-10.202 What is my liability for unauthorized use of a
Government vehicle?
Government Automobiles
301-10.220 What requirements must I meet to operate a Government
automobile for official travel?
Government Aircraft
301-10.260 When may I use a Government aircraft for travel?
301-10.261 What requirements must I meet to operate a Government
aircraft?
301-10.262 What is my liability for unauthorized use of a
Government aircraft?
Subpart D--Privately Owned Vehicle (POV)
Sec.
301-10.300 When may I use a POV for official travel?
301-10.301 How do I compute my mileage reimbursement?
301-10.302 How do I determine distance measurements for my travel?
301-10.303 What am I reimbursed when use of a POV is determined by
my agency to be advantageous to the Government?
301-10.304 What expenses are allowable in addition to the
allowances prescribed in Sec. 301-10.303?
301-10.305 How is reimbursement handled if another person(s)
travels in a POV with me?
301-10.306 What will be reimbursed if I am authorized to use a POV
instead of a taxi for round-trip travel between my residence and
office on a day of travel requiring an overnight stay?
301-10.307 What will I be reimbursed if I use a POV to transport
other employees?
301-10.308 What will I be reimbursed if I park my POV at a common
carrier terminal while I am away from my official station?
301-10.309 What will I be reimbursed if I am authorized to use
common carrier transportation and I use a POV instead?
301-10.310 What will I be reimbursed if I am authorized to use a
Government automobile and I use a POV instead?
Subpart E--Special Conveyances
Sec.
301-10.400 What types of special conveyances may my agency
authorize me to use?
301-10.401 What types of charges are reimbursable for use of a
special conveyance?
301-10.402 What will I be reimbursed if I am authorized to use a
special conveyance and I use a POV instead?
301-10.403 What is the difference between a Government aircraft and
an aircraft hired as a special conveyance?
Taxicabs, Shuttle Services, or Other Courtesy Transportation
301-10.420 When may I use a taxi or shuttle service?
301-10.421 How much will my agency reimburse me for a tip to a
taxi, shuttle service, or courtesy transportation driver?
Rental Automobiles
301-10-450 When can I use a rental vehicle?
301-10.451 May I be reimbursed for the cost of collision damage
waiver (CDW) or theft insurance?
301-10.452 May I be reimbursed for personal accident insurance?
301-10.453 What is my liability for unauthorized use of a rental
automobile obtained with Government funds?
Authority: 5 U.S.C. 5707; 40 U.S.C. 486 (c); 49 U.S.C. 40118.
Subpart A--General
Sec. 301-10.1 Am I eligible for payment of transportation expenses?
Yes, when performing official travel, including local travel.
Sec. 301-10.2 What expenses are payable as transportation?
Fares, rental fees, mileage payments, and other expenses related to
transportation.
Sec. 301-10.3 What methods of transportation may my agency authorize
me to use?
Your agency may authorize:
(a) Common carrier transportation (e.g., aircraft, train, bus,
ship, or local transit system) under Subpart B;
(b) Government vehicle under Subpart C;
(c) POV under Subpart D; or
(d) Special conveyance (e.g., taxi or commercial automobile) under
Subpart E.
Sec. 301-10.4 How does my agency select the method of transportation
to be used?
Your agency must select the method most advantageous to the
Government, when cost and other factors are considered. Under 5 U.S.C.
5733, travel must be by the most expeditious means of transportation
practicable and commensurate with the nature and purpose of your
duties. In addition, your agency must consider energy conservation,
total cost to the Government (including costs of per diem, overtime,
lost worktime, and actual transportation costs), total distance
traveled, number of points visited, and number of travelers.
Sec. 301-10.5 What are the presumptions as to the most advantageous
method of transportation?
(a) Common carrier. Travel by common carrier is presumed to be the
most advantageous method of transportation and must be used when
reasonably available.
(b) Government automobile. When your agency determines that your
travel must be performed by automobile, a Government automobile is
presumed to be the most advantageous method of transportation.
Sec. 301-10.6 What is my liability if I do not travel by the selected
method of transportation?
If you do not travel by the method of transportation required by
regulation or selected by your agency, any additional expenses you
incur will be borne by you.
Sec. 301-10.7 How should I route my travel?
You must travel to your destination by the usually traveled route
unless your agency authorizes or approves a different route as
officially necessary.
Sec. 301-10.8 What is my liability if, for personal convenience, I
travel by an indirect route or interrupt travel by a direct route?
Your reimbursement will be limited to the cost of travel by a
direct route or on an uninterrupted basis. You will be responsible for
any additional costs.
[[Page 15957]]
Subpart B--Common Carrier Transportation
Sec. 301-10.100 What types of common carrier transportation may I be
authorized to use?
You may be authorized to use airline, train, ship, bus, or local
transit system.
Airline
Sec. 301-10.106 What are the basic requirements for using airlines?
The requirements for using airlines fall into three categories:
(a) Using contract carriers, when available;
(b) Using coach class service, unless premium class, or first class
service is authorized;
(c) Using U.S. flag air carrier or (ship) service, unless use of
foreign air carrier or (ship) is authorized.
Use of Contract City-Pair Fares
Sec. 301-10.107 When must I use a contract city-pair fare?
You must always use a contract city-pair fare, if such fare is
available to you unless one or more of the following conditions exist:
(a) Seating space on the scheduled contract flight is not available
in time to accomplish the purpose of travel, or use of contract service
would require you to incur unnecessary overnight lodging costs which
would increase the total cost of the trip; or
(b) The contract's flight schedule is inconsistent with explicit
policies of individual Federal departments and agencies or other
mandatory users of scheduling employee travel during normal working
hours; or
(c) A non-contract carrier offers a lower fare available to the
general public, the use of which will result in a lower total trip cost
to the Government or other mandatory user. This determination should be
based on a cost comparison to include the combined cost of
transportation, lodging, meals and related expenses.
Note to paragraph (c). This exception does not apply if a
contract carrier offers a comparable fare and has seats available at
that fare, or if the lower fare offered by a non-contract carrier is
restricted to Government and military travelers on official business
and may only be purchased with a GTR, contractor issued charge card
or centrally billed account (e.g., YDG, MDG, ODG, VDG, and similar
fares).
(d) Rail service is available, and such service is cost effective
and is consistent with the mission.
Sec. 301-10.108 Are there other situations when I may use a non-
contract fare?
You may also use a non-contract fare such as a through fare,
special fare, commutation fare, excursion fare or reduced-rate round-
trip fare in the following circumstances:
(a) Your agency determines prior to your travel that this type of
service is practical and economical to the Government; and
(b) In the case of a fare that is restricted or has specific
eligibility requirements, you know or reasonably can anticipate, based
on the travel as planned, that you will use the ticket.
Sec. 301-10.109 What is my liability for unauthorized use of a non-
contract carrier when contract service is available and I do not meet
one of the exceptions for required use?
Any additional costs or penalties incurred by you resulting from
unauthorized use of non-contract service are borne by you.
Sec. 301-10.110 May I use contract passenger transportation service
for personal travel?
No.
Sec. 301-10.111 When may I use a reduced group or charter fare?
You may use a reduced group or charter fare when your agency has
determined on an individual case basis prior to your travel that use of
such a fare is economical to the Government and will not interfere with
the conduct of official business.
Sec. 301-10.112 What must I do when different airlines furnish the
same service at different fares?
When there is no contract fare, and common carriers furnish the
same service at different fares between the same points for the same
type of accommodations, you must use the lowest cost service unless
your agency determines that the use of higher cost service is more
advantageous to the Government.
Sec. 301-10.113 What must I do if I change or do not use a common
carrier reservation?
If you know you will change or not use your reservation, you must
take action to change or cancel it as prescribed by your agency. Also,
you must report all changes of your reservation according to your
agency's procedures in an effort to prevent losses to the Government.
Failure to do so may subject you to liability for any resulting losses.
Sec. 301-10.114 What must I do with unused Government Transportation
Request(s)(GTR(s)), ticket(s) or refund application(s)?
You must submit any unused GTR(s), unused ticket coupon(s), or
refund application(s) to your agency in accordance with your agency's
procedures.
Sec. 301-10.115 Am I authorized to receive a refund or credit for
unused transportation?
No. You are not authorized to receive a refund, credit, or any
other negotiable document from a carrier for unfurnished services
(except as provided in Sec. 301-10.115) or any portion of an unused
ticket issued in exchange for a GTR or billed to an agency's centrally
billed account. However, any charges billed directly to your
individually billed Government charge card should be credited to your
account.
Sec. 301-10.116 What must I do with compensation an airline gives me
if it denies me a seat on a plane?
If you are performing official travel and a carrier denies you a
confirmed reserved seat on a plane, you must give your agency any
payment you receive for liquidated damages. You must ensure the carrier
shows the ``Treasurer of the United States'' as payee on the
compensation check and then forward the payment to the appropriate
agency official.
Sec. 301-10.117 May I keep compensation an airline gives me for
voluntarily vacating my seat on my scheduled airline flight when the
airline asks for volunteers?
Yes:
(a) If voluntarily vacating your seat will not interfere with
performing your official duties; and
(b) If additional travel expenses, incurred as a result of vacating
your seat, are borne by you and are not reimbursed; but
(c) If volunteering delays your travel during duty hours, your
agency will charge you with annual leave for the additional hours.
Airline Accommodations
Sec. 301-10.121 What classes of airline accommodations are available?
(a) Coach-class--The basic class of accommodations offered to
travelers that is available to all passengers regardless of fare paid.
This term applies when an airline offers two or more classes of
accommodations, which includes tourist or economy.
(b) Premium-class--Any class of accommodations above coach, e.g.,
first or business.
(c) First-class--The highest class of accommodations on a multiple-
class airline flight. When an airline flight only has two classes of
accommodations, the higher-class, regardless of the term used for that
class, is considered to be first class.
(d) Premium-class other than first-class--Any class of
accommodations
[[Page 15958]]
between coach-class and first-class, e.g., business-class.
(e) Single-class--This term applies when an airline offers only one
class of accommodation to all travelers.
Sec. 301-10.122 What class of airline accommodations must I use?
For official business travel, both domestic and international, you
must use coach-class accommodations, except as provided under
Sec. Sec. 301-10.123 and 301-10.124.
Sec. 301-10.123 When may I use first-class airline accommodations?
Only when your agency specifically authorizes/approves your use of
first-class accommodations under paragraph (a) through (d) of this
section.
(a) No other coach-class or premium-class other than first-class
accommodation is reasonably available. ``Reasonably available'' means
available on an airline that is scheduled to leave within 24 hours of
your proposed departure time, or scheduled to arrive within 24 hours of
your proposed arrival time.
(b) When use of first-class is necessary to accommodate a
disability or other special need. A disability must be substantiated in
writing by a competent medical authority. A special need must be
substantiated in writing according to your agency's procedures. If you
are authorized under Sec. 301-13.3(a) of this chapter to have an
attendant accompany you, your agency also may authorize the attendant
to use first-class accommodations if you require the attendant's
services en route.
(c) When exceptional security circumstances require first-class
travel. Exceptional security circumstances are determined by your
agency and include, but are not limited to:
(1) Use of other than first-class accommodations would endanger
your life or Government property;
(2) You are an agent on protective detail and you are accompanying
an individual authorized to use first-class accommodations; or
(3) You are a courier or control officer accompanying controlled
pouches or packages.
(d) When required because of agency mission.
Sec. 301-10.124 When may I use premium-class other than first-class
airline accommodations?
Only when your agency specifically authorizes/approves your use of
such accommodations under paragraphs (a) through (i) of this section.
(a) Regularly scheduled flights between origin/destination points
(including connecting points) provide only premium-class accommodations
and you certify such on your voucher; or
(b) No space is available in coach-class accommodations in time to
accomplish the mission, which is urgent and cannot be postponed; or
(c) When use of premium-class other than first-class accommodations
is necessary to accommodate your disability or other special need.
Disability must be substantiated in writing by a competent medical
authority. Special need must be substantiated in writing according to
your agency's procedures. If you are authorized under Sec. 301-13.3(a)
of this chapter to have an attendant accompany you, your agency also
may authorize the attendant to use premium-class other than first-class
accommodations if you require the attendant's services en route; or
(d) Security purposes or exceptional circumstances as determined by
your agency make the use of premium-class other than first-class
accommodations essential to the successful performance of the agency's
mission; or
(e) Coach-class accommodations on an authorized/approved foreign
air carrier do not provide adequate sanitation or health standards; or
(f) The use results in an overall cost savings to the Government by
avoiding additional subsistence costs, overtime, or lost productive
time while awaiting coach-class accommodations; or
(g) You are able to obtain the accommodations as an upgrade through
the redemption of frequent traveler benefits in accordance with your
agency's policies; or
(h) Your transportation costs are paid in full through agency
acceptance of payment from a non-federal source in accordance with
chapter 304 of this title; or
(i) Where the origin and/or destination is OCONUS and the scheduled
flight time is in excess of 14 hours. In this instance you will not be
eligible for a rest stop en route or a rest period upon arrival at your
duty site.
Train
Sec. 301-10.160 What classes of train accommodations are available?
(a) Coach-class--The basic class of accommodations offered by a
rail carrier to passengers that includes a level of service available
to all passengers regardless of the fare paid. Coach-class includes
reserved coach accommodations as well as slumber coach accommodations
when overnight train travel is involved.
(b) Slumber coach--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.
(c) First-class--Includes bedrooms, roomettes, club service, parlor
car accommodations, or other premium accommodations.
Sec. 301-10.161 What class of train accommodations must I use?
You must use coach-class accommodations for all train travel,
except when your agency authorizes first-class service.
Sec. 301-10.162 When may I use first-class train accommodations?
Only when your agency specifically authorizes/approves your use of
first-class train accommodations under paragraphs (a) through (d) of
this section.
(a) No coach-class accommodations are reasonably available.
``Reasonably available'' means available and 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.
(b) When use of first-class is necessary to accommodate a
disability or other special need. A disability must be substantiated in
writing by competent medical authority. A special need must be
substantiated in writing according to your agency's procedures. If you
are authorized under Sec. 301-13.3(a) of this chapter to have an
attendant accompany you, your agency also may authorize the attendant
to use first-class accommodations if you require the attendant's
services en route.
(c) When exceptional security circumstances require first-class
travel. Exceptional security circumstances include, but are not limited
to:
(1) Use of other than first-class accommodations would endanger
your life or Government property;
(2) You are an agent on protective detail and you are accompanying
an individual authorized to use first-class accommodations; or
(3) You are a courier or control officer accompanying controlled
pouches or packages.
(d) Inadequate foreign coach-class train accommodations. When
coach-class train accommodations on a foreign rail carrier do not
provide adequate sanitation or health standards.
Sec. 301-10.163 What is an extra-fare train?
A train that operates at an increased fare due to the extra
performance of the train (i.e., faster speed or fewer stops).
[[Page 15959]]
Sec. 301-10.164 When may I use extra-fare train service?
You may travel coach-class on an extra-fare train whenever your
agency determines it is more advantageous to the Government or is
required for security reasons. The use of AMTRAK Metroliner coach
accommodations is advantageous to the Government; AMTRAK Metroliner
Club Service, however, is a first-class accommodation and may be
authorized/approved only as provided in Sec. 301-10.162 of this
section.
Ship
Sec. 301-10.180 Must I travel by a U.S. flag ship?
Yes, when a U.S. flag ship is available unless the necessity of the
mission requires the use of a foreign ship. (See 46 U.S.C. App. Sec.
1241.)
Sec. 301-10.181 What is my liability if I improperly use a foreign
ship?
You are required to travel by U.S flag ship for the entire trip,
unless use of a foreign ship has been authorized by your agency. Any
cost that is attributed to improper or unauthorized use of a foreign
ship is your responsibility.
Sec. 301-10.182 What classes of ship accommodations are available?
Accommodations on ships vary according to deck levels.
(a) First-class--All classes above the lowest first class, includes
but is not limited to a suite.
(b) Lowest first class--The least expensive first class of reserved
accommodations available on a ship.
Sec. 301-10.183 What class of ship accommodations must I use?
You must use the lowest first class accommodations when traveling
by ship, except when your agency specifically authorizes/approves your
use of first-class ship accommodations under paragraphs (a) through (c)
of this section.
(a) Lowest first class accommodations are not available on the
ship.
(b) When use of first-class is necessary to accommodate a
disability or other special need. Disability must be substantiated in
writing by competent medical authority. Special need must be
substantiated in writing according to your agency's procedures. If you
are authorized under Sec. 301-13.3(a) of this chapter to have an
attendant accompany you, your agency also may authorize the attendant
to use first-class accommodations if you require the attendant's
services en route.
(c) When exceptional security circumstances require first-class
travel. Exceptional security circumstances include, but are not limited
to:
(1) The use of lowest first class accommodations would endanger
your life or Government property; or
(2) You are an agent on protective detail and you are accompanying
an individual authorized to use first-class accommodations; or
(3) You are a courier or control officer accompanying controlled
pouches or packages.
Local Transit System
Sec. 301-10.190 When may I use a local transit system (bus, subway, or
streetcar)?
(a) To, from, and between places of work. The use of bus, subway,
or streetcar is an allowable expense for local travel between places of
business at your official station or a TDY station, and between places
of lodging and place of business at a TDY station.
(b) To places where meals can be obtained. Where the nature and
location of the work at your TDY station are such that meals cannot be
obtained there, travel to obtain meals at the nearest available place
is an allowable expense. You must, however, attach a statement to your
travel voucher explaining why such travel was necessary.
Subpart C--Government Vehicle
Sec. 301-10.200 What types of Government vehicles may my agency
authorize me to use?
You may be authorized to use:
(a) A Government automobile in accordance with Sec. 301-10.220 of
this part;
(b) A Government aircraft in accordance with Sec. 301-10.260
through Sec. 301-10.262 of this part; and
(c) Other type of Government vehicle in accordance with any
Government-issued rules governing its use.
Sec. 301-10.201 For what purposes may I use a Government vehicle other
than a Government aircraft?
Only for official purposes which include transportation:
(a) Between places of official business;
(b) Between such places and places of temporary lodging when public
transportation is unavailable or its use is impractical;
(c) Between either paragraphs (a) or (b) of this section and
restaurants, drug stores, barber shops, places of worship, cleaning
establishments, and similar places necessary for the sustenance,
comfort, or health of the employee to foster the continued efficient
performance of Government business; or
(d) As otherwise authorized by your agency under 31 U.S.C. 1344.
Sec. 301-10.202 What is my liability for unauthorized use of a
Government vehicle?
You are responsible for any additional cost resulting from
unauthorized use of a Government vehicle and you may be subject to
administrative and/or criminal liability for misuse of Government
property.
Government Automobiles
Sec. 301-10.220 What requirements must I meet to operate a Government
automobile for official travel?
You must possess a valid State, District of Columbia, or
territorial motor vehicle operator's license and have a travel
authorization specifically authorizing the use of a Government-
furnished automobile.
Government Aircraft
Sec. 301-10.260 When may I use a Government aircraft for travel?
Only for official purposes in accordance with 41 CFR 101-37.402.
Sec. 301-10.261 What requirements must I meet to operate a Government
aircraft?
You must meet the aircrew qualification and certification
requirements contained in 41 CFR 101-37.1212.
Sec. 301-10.262 What is my liability for unauthorized use of a
Government aircraft?
You will be personally responsible for any additional cost
resulting from unauthorized use of the aircraft as provided in 41 CFR
101-37.402 and 101-.37.403, and you may be subject to administrative
and or criminal liability for misuse of Government property.
Subpart D--Privately Owned Vehicle (POV)
Sec. 301-10.300 When may I use a POV for official travel?
When authorized by your agency.
Sec. 301-10.301 How do I compute my mileage reimbursement?
You compute mileage reimbursement by multiplying the distance
traveled, determined under Sec. 301-10.302 of this subpart by the
applicable mileage rate prescribed in Sec. 301-10.303 of this subpart.
Sec. 301-10.302 How do I determine distance measurements for my
travel?
[[Page 15960]]
------------------------------------------------------------------------
The distance between your origin and
If you travel by destination is
------------------------------------------------------------------------
Privately owned automobile or As shown in standard highway mileage
privately owned motorcycle. guides, or the actual miles driven as
determined from odometer readings.
Privately owned aircraft..... As determined from airway charts issued
by the National Oceanic and Atmospheric
Administration, Department of Commerce.
You may include in your travel claim
with an explanation any additional air
mileage resulting from a detour
necessary due to adverse weather,
mechanical difficulty, or other unusual
conditions. If a required deviation is
such that airway mileage charts are not
adequate to determine distance, you may
use the formula of flight time
multiplied by cruising speed of the
aircraft to determine distance.
------------------------------------------------------------------------
Sec. 301-10.303 What am I reimbursed when use of a POV is determined
by my agency to be advantageous to the Government?
------------------------------------------------------------------------
For use of a Your reimbursement is
------------------------------------------------------------------------
Privately-owned aircraft (e.g., helicopter, Actual cost of operation
except an airplane). (i.e., fuel, oil, plus
the additional expenses
listed in Sec. 301-
10.304).
Privately-owned airplane..................... 85 cents per mile
Privately-owned automobile................... 31 cents per mile
Privately-owned motorcycle................... 25 cents per mile
------------------------------------------------------------------------
Sec. 301-10.304 What expenses are allowable in addition to the
allowance prescribed in Sec. 301-10.303?
Following is a chart listing the reimbursable and non-reimbursable
expenses:
------------------------------------------------------------------------
Reimbursable expenses Non-reimbursable expenses
------------------------------------------------------------------------
Parking fees; ferry fees; bridge, road, Charges for repairs,
and tunnel fees; and aircraft or depreciation, replacements,
airplane parking, landing, and tie- grease, oil, antifreeze,
down fees. towage and similar speculative
expenses.
------------------------------------------------------------------------
Sec. 301-10.305 How is reimbursement handled if another person(s)
travels in a POV with me?
If another employee(s) travels with you on the same trip in the
same POV, mileage is payable to only one of you. No deduction will be
made from your mileage allowance if other passengers contribute to
defraying your expenses.
Sec. 301-10.306 What will be reimbursed if I am authorized to use a
POV instead of a taxi for round-trip travel between my residence and
office on a day of travel requiring an overnight stay?
If determined advantageous to the Government, you will be
reimbursed on a mileage basis plus other allowable costs for round-trip
travel on the beginning and/or ending of travel between the points
involved.
Sec. 301-10.307 What will I be reimbursed if I use a POV to transport
other employees?
Using a POV to transport other employees is strictly voluntary and
you may be reimbursed in accordance with Sec. 301-10.305.
Sec. 301-10.308 What will I be reimbursed if I park my POV at a common
carrier terminal while I am away from my official station?
Your agency may reimburse your parking fee as an allowable
transportation expense not to exceed the cost of taxi fare to/from the
terminal.
Sec. 301-10.309 What will I be reimbursed if I am authorized to use
common carrier transportation and I use a POV instead?
You will be reimbursed on a mileage basis (see Sec. 301-10.303),
plus per diem, not to exceed the total constructive cost of the
authorized method of common carrier transportation plus per diem. Your
agency must determine the constructive cost of transportation and per
diem by common carrier under the rules in Sec. 301-10.310.
Sec. 301-10.310 What will I be reimbursed if I am authorized to use a
Government automobile and I use a privately owned automobile instead?
(a) Reimbursement based on Government costs--Unless you are
committed to using a Government vehicle as provided in paragraph (b) of
this section, your reimbursement will be limited to the cost that would
be incurred for use of a Government automobile, which in CONUS is 23.5
cents per mile. If your agency determines the cost of providing a
Government automobile would be higher because of unusual circumstances,
it may allow reimbursement not to exceed the mileage rate provided in
Sec. 301-10.303 for a privately owned automobile.
In addition, you may be reimbursed other allowable expenses as
provided in Sec. 301-10.304.
(b) Partial reimbursement when you are committed to use a
Government owned automobile--When you are committed to use a Government
automobile or would not ordinarily be authorized to use a privately
owned automobile due to the availability of a Government automobile,
but nevertheless request to use a privately owned automobile, you will
be reimbursed 10.5 cents per mile. This is the approximate cost of
operating a Government automobile, fixed costs excluded. In addition,
parking fees, bridge, road and tunnel fees are reimbursable.
Subpart E--Special Conveyances
Sec. 301-10.400 What types of special conveyances may my agency
authorize me to use?
Your agency may authorize/approve use of:
(a) Taxicabs as specified in Secs. 301-10.420 through 301-10.421 of
this chapter;
(b) Commercial rental automobiles as specified in Secs. 301-10.450
through 301-10.453 of this chapter; or
(c) Any other special conveyance when determined to be advantageous
to the Government.
Sec. 301-10.401 What types of charges are reimbursable for use of a
special conveyance?
Actual expenses that your agency determines are necessary,
including, but not limited to:
(a) Gasoline and oil;
(b) Rental of a garage, hangar, or boathouse;
(c) Feeding and stabling of horses;
(d) Per diem of operator; and
[[Page 15961]]
(e) Ferriage, tolls, etc.
Sec. 301-10.402 What will I be reimbursed if I am authorized to use a
special conveyance and I use a POV instead?
You will be reimbursed the mileage cost for the use of your POV,
and additional expenses such as parking fees, bridge, road and tunnel
fees, not to exceed the constructive cost of the special conveyance.
Sec. 301-10.403 What is the difference between a Government aircraft
and an aircraft hired as a special conveyance?
A Government aircraft is any aircraft owned, leased, chartered, or
rented and operated by the Government. An aircraft hired as a special
conveyance is an aircraft that you, in your private capacity, rent,
lease, or charter and operate.
Taxicabs, Shuttle Services, or Other Courtesy Transportation
Sec. 301-10.420 When may I use a taxi or shuttle service?
(a) For local travel. When your agency authorizes/approves, the use
of a taxi for the following local travel is reimbursable:
(1) Between places of business at an official or TDY station;
(2) Between a place of lodging and a place of business at a
temporary duty station; and
(3) To obtain meals at the nearest available place where the nature
and location of the work at a TDY station are such that meals cannot be
obtained there.
(b) To and from a carrier terminal. (1) General authorization.
Except as provided in paragraph (b)(2) of this section, you will be
reimbursed the usual fare plus tip for use of a taxicab or shuttle
services in the following situations:
(i) Between a common carrier or other terminal and either your home
or place of business at your official station, or your place of
business or lodging at a TDY station; or
(ii) Between the carrier terminal and shuttle terminal.
(2) Courtesy transportation. You should use courtesy transportation
service furnished by hotels/motels to the maximum extent possible as a
first source of transportation between a place of lodging at the TDY
station and a common carrier terminal. You will be reimbursed for tips
when you use courtesy transportation service.
(3) Restrictions. When appropriate, your agency will restrict or
place a monetary limit on the amount of reimbursement for the use of
taxicabs under this paragraph when:
(i) Suitable Government or common carrier transportation service,
including shuttle service, is available for all or part of the distance
involved; or
(ii) Courtesy transportation service is provided by hotels/motels
between the place of lodging at the TDY station and the common carrier
terminal.
(c) Between residence and office on day you perform official
travel. In addition to use of a taxi under paragraph (b) of this
section, your agency may authorize/approve reimbursement of the usual
taxicab fare plus tip in the following situations:
(1) From your home to your office on the day you depart the office
on an official trip requiring at least one night's lodging; and
(2) From your office to your home on the day you return to the
office from your trip.
(d) Between residence and office in cases of necessity. Your agency
may authorize/approve the usual taxicab fare plus tip for travel
between your office and home when you perform official business at your
designated post of duty and:
(1) You are dependent on public transportation for officially
ordered work outside regular working hours; and
(2) The travel between your office and home is during hours of
infrequently scheduled public transportation or darkness.
Sec. 301-10.421 How much will my agency reimburse me for a tip to a
taxi, shuttle service, or courtesy transportation driver?
An amount which your agency determines to be reasonable.
Rental Automobiles
Sec. 301.10.450 When can I use a rental vehicle?
Your agency must determine that use of a rental vehicle is
advantageous to the Government and must specifically authorize such
use.
Sec. 301-10.451 May I be reimbursed for the cost of collision damage
waiver (CDW) or theft insurance?
(a) General rule--no. You will not be reimbursed for CDW or theft
insurance for travel within CONUS for the following reasons:
(1) The Government is a self-insurer.
(2) Rental vehicles available under agreement(s) with the
Government includes full coverage insurance for damages resulting from
an accident while performing official travel.
(3) Any deductible amount paid by you may be reimbursed directly to
you or directly to the rental agency if the damage occurred while you
were performing official business.
(b) Exception. You will be reimbursed for collision damage waiver
or theft insurance when you travel outside CONUS and such insurance is
necessary because the rental or leasing agency requirements, foreign
statute, or legal procedures could cause extreme difficulty for an
employee involved in an accident.
Sec. 301-10.452 May I be reimbursed for personal accident insurance?
No. That is a personal expense and is not reimbursable.
Sec. 301-10.453 What is my liability for unauthorized use of a rental
automobile obtained with Government funds?
You are responsible for any additional cost resulting from the
unauthorized use of a commercial rental automobile for other than
official travel-related purposes.
PART 301-11--PER DIEM EXPENSES
Subpart A--General Rules
Sec.
301-11.1 When am I eligible for an allowance (per diem or actual
expense)?
301-11.2 Will I be reimbursed for per diem expenses if my official
travel is 12 hours or less?
301-11.3 Must my agency pay an allowance (either a per diem
allowance or actual expense)?
301-11.4 May I be reimbursed actual expense and per diem on the
same trip?
301-11.5 How will my per diem expenses be reimbursed?
301-11.6 Where do I find maximum per diem and actual expense rates?
301-11.7 What determines my maximum per diem reimbursement rate?
301-11.8 What is the maximum per diem rate I will receive if
lodging is not available at my TDY location?
301-11.9 When does per diem or actual expense entitlement start/
stop?
301-11.10 Am I required to record departure/arrival dates and times
on my travel claim?
301-11.11 May I stay in a lodging facility of my choice?
301-11.12 How does the type of lodging I select affect my
reimbursement?
301-11.13 How does sharing a room with another person affect my per
diem reimbursement?
301-11.14 How is my daily lodging rate computed when I rent lodging
on a long-term basis?
301-11.15 What expenses may be considered part of the daily lodging
cost when I rent on a long-term basis?
301-11.16 What reimbursement will I receive if I prepay my lodging
expenses and my TDY is curtailed, canceled, or interrupted for
official purposes or for other reasons beyond my control that are
acceptable to my agency?
[[Page 15962]]
301-11.17 If my agency authorizes per diem reimbursement, will it
reduce my M&IE allowance for a meal(s) provided by a common carrier
or for a complimentary meal(s) provided by a hotel/motel?
301-11.18 What M&IE rate will I receive if a meal(s) is furnished
at nominal or no cost by the Government or is included in the
registration fee?
301-11.19 How is my per diem calculated when I travel across the
international dateline (IDL)?
301-11.20 May my agency authorize a rest period for me while I am
traveling?
301-11.21 Will I be reimbursed for per diem or actual expenses on
leave or non-workdays (weekend, legal Federal Government holiday, or
other scheduled non-workdays) while I am on official travel?
301-11.22 Am I entitled to per diem or actual expense reimbursement
if I am required to return to my official station on a non-workday?
301-11.23 Are there any other circumstances when my agency may
reimburse me to return home or to my official station for non-
workdays during a TDY assignment?
301-11.24 What reimbursement will I receive if I voluntarily return
home or to my official station on non-workdays during my TDY
assignment?
301-11.25 Must I provide receipts to substantiate my claimed travel
expenses?
301-11.26 How do I get a per diem rate increased?
301-11.27 Are taxes included in the lodging portion of the
Government per diem rate?
301-11.28 As a traveler on official business, am I required to pay
applicable lodging taxes?
301-11.29 Are lodging facilities required to accept a generic
federal, state or local tax exempt certificate?
301-11.30 What is my option if the Government lodging rate plus
applicable taxes exceeds my lodging reimbursement?
Subpart B--Lodgings-Plus Per Diem
Sec.
301-11.100 What will I be paid for lodging under Lodgings-plus per
diem?
301-11.101 What allowance will I be paid for M&IE?
301-11.102 What is the applicable M&IE rate?
Subpart C--Reduced Per Diem
Sec.
301-11.200 Under what circumstances may my agency prescribe a
reduced per diem rate lower than the prescribed maximum?
Subpart D--Actual Expense
Sec.
301-11.300 When is actual expense reimbursement warranted?
301-11.301 Who in my agency can authorize/approve my request for
actual expense?
301-11.302 When should I request authorization for reimbursement
under actual expense?
301-11.303 What is the maximum amount that I may be reimbursed
under actual expense?
301-11.304 What if my expenses are less than the authorized amount?
301-11.305 What if my actual expenses exceed the 300 percent
ceiling?
301-11.306 What expenses am I required to itemize under actual
expense?
Authority: 5 U.S.C. 5707.
Subpart A--General Rules
Sec. 301-11.1 When am I eligible for an allowance (per diem or actual
expense)?
When:
(a) You perform official travel away from your official station, or
other areas defined by your agency;
(b) You incur per diem expenses while performing official travel;
and
(c) You are in a travel status for more than 12 hours.
Sec. 301-11.2 Will I be reimbursed for per diem expenses if my
official travel is 12 hours or less?
No.
Sec. 301-11.3 Must my agency pay an allowance (either a per diem
allowance or actual expense)?
Yes, unless:
(a) You perform travel to a training event under the Government
Employees Training Act (5 U.S.C. 4101-4118), and you agree not to be
paid per diem expenses; or
(b) You perform pre-employment interview travel, and the
interviewing agency does not authorize payment of per diem expenses.
Sec. 301-11.4 May I be reimbursed actual expense and per diem on the
same trip?
Yes, you may be reimbursed both actual expense and per diem during
a single trip, but only one method of reimbursement may be authorized
for any given calendar day except as provided in Sec. 301-11.305 or
Sec. 301-11.306. Your agency must determine when the transition between
the reimbursement methods occurs.
Sec. 301-11.5 How will my per diem expenses be reimbursed?
Under one of the following methods for each day (or fraction
thereof) you are in a travel status:
(a) Lodgings-plus per diem method;
(b) Reduced per diem method; or
(c) Actual expense method.
Sec. 301-11.6 Where do I find maximum per diem and actual expense
rates?
----------------------------------------------------------------------------------------------------------------
For travel in Rates set by For per diem and actual expense see
----------------------------------------------------------------------------------------------------------------
Continental United States (CONUS).. General Services For Per Diem see Federal Travel Regulation 41
Administration. CFR chapter 301, Appendix A, or Internet at
http://Policyworks.gov/perdiem; for actual
expense see 41 CFR 301-11.303 and 301-11.305.
Non-foreign areas.................. Department of Defense (Per Per Diem Bulletins issued by PDTATAC and
Diem, Travel and published periodically in the Federal
Transportation Allowance Register or Internet at http://www.dtic.mil/
Committee (PDTATAC)). perdiem (Rates also appear in section 925 a
per diem supplement to the Department of
State Standardized Regulations (Government
Civilians-Foreign Areas)).
Foreign areas...................... Department of State........ A per diem supplement to section 925,
Department of State Standardized Regulations
(Government Civilians-Foreign Areas).
----------------------------------------------------------------------------------------------------------------
Sec. 301-11.7 What determines my maximum per diem reimbursement rate?
Where you obtain lodging determines your maximum per diem
reimbursement rate. If you arrive at your lodging location after 12
midnight, you claim lodging cost for the preceding calendar day. If no
lodging is required, the applicable M&IE reimbursement rate is the rate
for the TDY location. (See Sec. 301-11.102.)
Sec. 301-11.8 What is the maximum per diem rate I will receive if
lodging is not available at my TDY location?
If lodging is not available at your TDY location, your agency may
authorize or approve the maximum per diem rate for the location where
lodging is obtained.
Sec. 301-11.9 When does per diem or actual expense entitlement start/
stop?
Your per diem or actual expense entitlement starts on the day you
depart your home, office, or other authorized point and ends on the day
you return to
[[Page 15963]]
your home, office or other authorized point.
Sec. 301-11.10 Am I required to record departure/arrival dates and
times on my travel claim?
You must record the date of departure from, and arrival at, the
official station or any other place travel begins or ends. You must
show this same information for points where you perform TDY or for a
stopover or official rest stop location when the arrival or departure
affects your per diem allowance or other travel expenses. You also
should show the dates for other points visited. You do not have to
record departure/arrival times, but you must annotate your travel claim
when your travel is more than 12 hours but not exceeding 24 hours to
reflect that fact.
Sec. 301-11.11 May I stay in a lodging facility of my choice?
Yes. You are encouraged to stay in lodging facilities that have
been approved by FEMA as ``approved accommodations''. To ensure that
you are staying in an approved facility, given the best available
choices and/or obtaining Government discount rates, you are further
encouraged to make lodging arrangement through your agency's TMS.
Sec. 301-11.12 How does the type of lodging I select affect my
reimbursement?
Your agency will reimburse you for different types of lodging as
follows:
(a) Conventional lodgings. (Hotel/motel, boarding house, etc.) You
will be reimbursed the single occupancy rate.
(b) Government quarters. You will be reimbursed, as a lodging
expense, the fee or service charge you pay for use of the quarters.
(c) Lodging with friend(s) or relative(s) (with or without charge).
You may be reimbursed for additional costs your host incurs in
accommodating you only if you are able to substantiate the costs and
your agency determines them to be reasonable. You will not be
reimbursed the cost of comparable conventional lodging in the area or a
flat ``token'' amount.
(d) Nonconventional lodging. You may be reimbursed the cost of
other types of lodging when there are no conventional lodging
facilities in the area (e.g., in remote areas) or when conventional
facilities are in short supply because of an influx of attendees at a
special event (e.g., World's Fair or international sporting event).
Such lodging includes college dormitories or similar facilities or
rooms not offered commercially but made available to the public by area
residents in their homes.
(e) Recreational vehicle (trailer/camper). You may be reimbursed
for expenses (parking fees, fees for connection, use, and disconnection
of utilities, electricity, gas, water and sewage, bath or shower fees,
and dumping fees) which may be considered as a lodging cost.
Sec. 301-11.13 How does sharing a room with another person affect my
per diem reimbursement?
Your reimbursement is limited to one-half of the double occupancy
rate if the person sharing the room is another Government employee on
official travel. If the person sharing the room is not a Government
employee on official travel, your reimbursement is limited to the
single occupancy rate.
Sec. 301-11.14 How is my daily lodging rate computed when I rent
lodging on a long-term basis?
When you obtain lodging on a long-term basis (e.g., weekly or
monthly) your daily lodging rate is computed by dividing the total
lodging cost by the number of days of occupancy for which you are
entitled to per diem, provided the cost does not exceed the daily rate
of conventional lodging. Otherwise the daily lodging cost is computed
by dividing the total lodging cost by the number of days in the rental
period. Reimbursement, including an appropriate amount for M&IE, may
not exceed the maximum daily per diem rate for the TDY location.
Sec. 301-11.15 What expenses may be considered part of the daily
lodging cost when I rent on a long-term basis?
When you rent a room, apartment, house, or other lodging on a long-
term basis (e.g., weekly, monthly), the following expenses may be
considered part of the lodging cost:
(a) The rental cost for a furnished dwelling; if unfurnished, the
rental cost of the dwelling and the cost of appropriate and necessary
furniture and appliances (e.g., stove, refrigerator, chairs, tables,
bed, sofa, television, or vacuum cleaner);
(b) Cost of connecting/disconnecting and using utilities;
(c) Cost of reasonable maid fees and cleaning charges;
(d) Monthly telephone use fee (does not include installation and
long-distance calls); and,
(e) If ordinarily included in the price of a hotel/motel room in
the area concerned, the cost of special user fees (e.g., cable TV
charges and plug-in charges for automobile head bolt heaters).
Sec. 301-11.16 What reimbursement will I receive if I prepay my
lodging expenses and my TDY is curtailed, canceled or interrupted for
official purposes or for other reasons beyond my control that are
acceptable to my agency?
If you sought to obtain a refund or otherwise took steps to
minimize the cost, your agency may reimburse expenses that are not
refundable, including a forfeited rental deposit.
Sec. 301-11.17 If my agency authorizes per diem reimbursement, will it
reduce my M&IE allowance for a meal(s) provided by a common carrier or
for a complimentary meal(s) provided by a hotel/motel?
No. A meal provided by a common carrier or a complimentary meal
provided by a hotel/motel does not affect your per diem.
Sec. 301-11.18 What M&IE rate will I receive if a meal(s) is furnished
at nominal or no cost by the Government or is included in the
registration fee?
Your M&IE rate must be adjusted for a meal(s) furnished to you
(except as provided in Sec. 301-11.17), with or without cost, by
deducting the appropriate amount shown in the chart in this section for
CONUS travel, Reference Appendix B of this chapter for OCONUS travel,
or any method determined by your agency. If you pay for a meal that has
been previously deducted, your agency will reimburse you up to the
deduction amount. The total amount of deductions made will not cause
you to receive less than the amount allowed for incidental expenses.
------------------------------------------------------------------------
M&IE $30 $34 $38 $42
------------------------------------------------------------------------
Breakfast........................... 6 7 8 9
Lunch............................... 6 7 8 9
Dinner.............................. 16 18 20 22
Incidentals......................... 2 2 2 2
------------------------------------------------------------------------
Sec. 301-11.19 How is my per diem calculated when I travel across the
international dateline (IDL)?
When you cross the IDL your actual elapsed travel time will be used
to compute your per diem entitlement rather than calendar days.
Sec. 301-11.20 May my agency authorize a rest period for me while I am
traveling?
(a) Your agency may authorize a rest period not in excess of 24
hours at either an intermediate point or at your destination if:
(1) Either your origin or destination point is OCONUS;
(2) Your scheduled flight time, including stopovers, exceeds 14
hours;
(3) Travel is by a direct or usually traveled route; and
[[Page 15964]]
(4) Travel is by less than premium-class service.
(b) When a rest stop is authorized the applicable per diem rate is
the rate for the rest stop location.
Sec. 301-11.21 Will I be reimbursed for per diem or actual expenses on
leave or non-workdays (weekend, legal Federal Government holiday, or
other scheduled non-workdays) while I am on official travel?
(a) In general, you will be reimbursed as long as your travel
status requires your stay to include a non-workday, (e.g., if you are
on travel through Friday and again starting Monday you will be
reimbursed for Saturday and Sunday), however, your agency should
determine the most cost effective situation (i.e., remaining in a
travel status and paying per diem or actual expenses or permitting your
return to your official station).
(b) Your agency will determine whether you will be reimbursed for
non-workdays when you take leave immediately (e.g., Friday or Monday)
before of after the non-workday(s).
Note to Sec. 301-11.21: If emergency travel is involved due to
an incapacitating illness or injury, the rules in part 301-30 of
this chapter govern.
Sec. 301-11.22 Am I entitled to per diem or actual expense
reimbursement if I am required to return to my official station on a
non-workday?
If required by your agency to return to your official station on a
non-workday, you will be reimbursed the amount allowable for return
travel.
Sec. 301-11.23 Are there any other circumstances when my agency may
reimburse me to return home or to my official station for non-workdays
during a TDY assignment?
Your agency may authorize per diem or actual expense and round-trip
transportation expenses for periodic return travel on non-workdays to
your home or official station under the following circumstances:
(a) The agency requires you to return to your official station to
perform official business; or
(b) The agency will realize a substantial cost savings by returning
you home; or
(c) Periodic return travel home is justified incident to an
extended TDY assignment.
Sec. 301-11.24 What reimbursement will I receive if I voluntarily
return home or to my official station on non-workdays during my TDY
assignment?
If you voluntarily return home or to your official station on non-
workdays during a TDY assignment, the maximum reimbursement for round
trip transportation and per diem or actual expense is limited to what
would have been allowed had you remained at the TDY location.
Sec. 301-11.25 Must I provide receipts to substantiate my claimed
travel expenses?
Yes, you must provide a lodging receipt and either a receipt for
any authorized expenses incurred costing over $75, or a reason
acceptable to your agency explaining why you are unable to provide the
necessary receipt.
Sec. 301-11.26 How do I get a per diem rate increased?
If you travel to a location where the per diem rate is insufficient
to meet necessary expenses, you may submit a request, containing
pertinent lodging & meal cost data, through your agency asking that the
location be surveyed. Depending on the location in question your agency
may submit the survey request to:
------------------------------------------------------------------------
For non-foreign area For foreign area
For CONUS locations locations locations
------------------------------------------------------------------------
General Services Department of Department of State,
Administration, Office of Defense, Per Diem, Director of
Governmentwide Policy, Travel and Allowances, State
Attn: Travel and Transportation, Annex 29, Room 262,
Transportation, Management Allowance Committee Washington, DC
Policy Division (MTT), (PDTATAC), Hoffman 20522-2902.
Washington, DC 20405. Building #1, Room
836, 2461
Eisenhower Ave,
Alexandria, VA
22331-1300.
------------------------------------------------------------------------
Sec. 301-11.27 Are taxes included in the lodging portion of the
Government per diem rate?
Yes. However, there may be lodging facilities that set their room
rates at the maximum lodging rate and then add on taxes.
Sec. 301-11.28 As a traveler on official business, am I required to
pay applicable lodging taxes?
Yes, unless exempted by the State or local jurisdiction.
Sec. 301-11.29 Are lodging facilities required to accept a generic
federal, state or local tax exempt certificate?
Exemptions from taxes for Federal travelers, and the forms required
to claim them, vary from location to location. The GSA Travel Homepage
(http://policyworks.gov/travel) lists jurisdictions where tax exempt
certificates should be honored.
Sec. 301-11.30 What is my option if the Government lodging rate plus
applicable taxes exceeds my lodging reimbursement?
You may request reimbursement on an actual expense basis, not to
exceed 300 percent of the maximum per diem allowance. Approval of
actual expenses is at the discretion of your agency.
Subpart B--Lodgings-Plus Per Diem
Sec. 301-11.100 What will I be paid for lodging under Lodgings-plus
per diem?
When travel is more than 12 hours and overnight lodging is required
you are reimbursed your actual lodging cost not to exceed the maximum
lodging rate for the TDY location or stopover point.
Sec. 301-11.101 What allowance will I be paid for M&IE?
(a) Except as provided in paragraph (b) of this section, your
allowance is as shown in the following table:
----------------------------------------------------------------------------------------------------------------
When travel is Your allowance is
----------------------------------------------------------------------------------------------------------------
More than 12 but less than 24 hours... .............................. 75 percent of the applicable M&IE rate.
24 hours or more, on.................. The day of departure.......... 75 percent of the applicable M&IE rate.
Full days of travel........... 100 percent of the applicable M&IE rate.
The last day of travel........ 75 percent of the applicable M&IE rate.
----------------------------------------------------------------------------------------------------------------
(b) If you travel by ship, either commercial or Government, your
agency will determine an appropriate M&IE rate within the applicable
maximum rate allowable.
[[Page 15965]]
Sec. 301-11.102 What is the applicable M&IE rate?
----------------------------------------------------------------------------------------------------------------
For days of travel which Your applicable M&IE rate is
----------------------------------------------------------------------------------------------------------------
Require lodging.................... ..................................... The M&IE rate applicable for the TDY
location.
Do not require lodging, and........ Travel is more than 12 hours but less The M&IE rate applicable to the TDY
than 24 hours. site (or the highest M&IE rate
applicable when multiple locations
are involved).
Travel is 24 hours or more, and you The M&IE rate applicable to the new
are traveling to a new TDY site or TDY site or stopover point.
stopover point at midnight.
Travel is 24 hours or more, and you The M&IE rate applicable to the
are returning to your official previous day of travel.
station.
----------------------------------------------------------------------------------------------------------------
Subpart C--Reduced Per Diem
Sec. 301-11.200 Under what circumstances may my agency prescribe a
reduced per diem rate lower than the prescribed maximum?
Under the following circumstances:
(a) When your agency can determine in advance that lodging and/or
meal costs will be lower than the per diem rate; and
(b) The lowest authorized per diem rate must be stated in your
travel authorization in advance of your travel.
Subpart D--Actual Expense
Sec. 301-11.300 When is actual expense reimbursement warranted?
When:
(a) Lodging and/or meals are procured at a prearranged place such
as a hotel where a meeting, conference or training session is held;
(b) Costs have escalated because of special events (e.g., missile
launching periods, sporting events, World's Fair, conventions, natural
disasters); lodging and meal expenses within prescribed allowances
cannot be obtained nearby; and costs to commute to/from the nearby
location consume most or all of the savings achieved from occupying
less expensive lodging;
(c) Because of mission requirements; or
(d) Any other reason approved within your agency.
Sec. 301-11.301 Who in my agency can authorize/approve my request for
actual expense?
Any official designated by the head of your agency.
Sec. 301-11.302 When should I request authorization for reimbursement
under actual expense?
Request for authorization for reimbursement under actual expense
should be made in advance of travel. However, subject to your agency's
policy, after the fact approvals may be granted when supported by an
explanation acceptable to your agency.
Sec. 301-11.303 What is the maximum amount that I may be reimbursed
under actual expense?
The maximum amount that you may be reimbursed under actual expense
is limited to 300 percent (rounded to the next higher dollar) of the
applicable maximum per diem rate. However, subject to your agency's
policy, a lesser amount may be authorized.
Sec. 301-11.304 What if my expenses are less than the authorized
amount?
When authorized actual expense and your expenses are less than the
locality per diem rate or the authorized amount, reimbursement is
limited to the expenses incurred.
Sec. 301-11.305 What if my actual expenses exceed the 300 percent
ceiling?
Your reimbursement is limited to the 300 percent ceiling. There is
no authority to exceed this ceiling.
Sec. 301-11.306 What expenses am I required to itemize under actual
expense?
You must itemize all expenses, including meals, (each meal must be
itemized separately) for which you will be reimbursed under actual
expense. However, expenses that do not accrue daily (e.g., laundry, dry
cleaning, etc.) may be averaged over the number of days your agency
authorizes/approves actual expenses. Receipts are required for lodging,
regardless of amount and any individual meal when the cost exceeds $75.
Your agency may require receipts for other allowable per diem expenses,
but it must inform you of this requirement in advance of travel. But
not that when your agency limits M&IE reimbursement to either the
prescribed maximum M&IE rate for the locality concerned or a reduced
M&IE rate, it may or may not require M&IE itemization at its
discretion.
PART 301-12--MISCELLANEOUS EXPENSES
Sec.
301-12.1 What miscellaneous expenses are reimbursable?
301-12.2 What baggage expenses may my agency pay?
Authority: 5 U.S.C. 5707.
Sec. 301-12.1 What miscellaneous expenses are reimbursable?
Your agency may authorize or approve reimbursement of miscellaneous
travel expenses. Examples of such expenses include but are not limited
to the following:
------------------------------------------------------------------------
Special expenses of
General expenses Fees to obtain money foreign travel
------------------------------------------------------------------------
Baggage expenses as Fees for travelers Commissions on
described in Sec. 301-12.2. checks. conversion of
foreign currency.
Services of guides, Fees for money Passport and/or visa
interpreters, drivers. orders. fees.
Use of computers, printers, Fees for certified Costs of photographs
faxing machines, and checks. for passports and
scanners. visas.
Services of typists, data Transaction fees for Foreign country exit
processors, or use of automated fees.
stenographers. teller machines
(ATMs)--Government
charge card.
Storage of property used on .................... Costs of birth,
official business. health, and
identity
certificates.
Hire of conference center .................... Charges for
room or hotel room for inoculations that
official business. cannot be obtained
through a Federal
dispensary.
Official telephone calls/
service (see note).
Faxes, telegrams,
cablegrams, or radiograms.
------------------------------------------------------------------------
[[Page 15966]]
Note to Sec. 301-12.1: You should use Government provided
services for all official communications. When they are not
available, commercial services may be used. Reimbursement may be
authorized or approved by your agency.
Sec. 301-12.2 What baggage expenses may my agency pay?
Your agency may reimburse expenses related to baggage as follows:
(a) Transportation charges for authorized excess;
(b) Necessary charges for transferring baggage;
(c) Necessary charges for storage of baggage when such charges are
the result of official business;
(d) Charges for checking baggage; and
(e) Charges or tips at transportation terminals for handling
Government property carried by the traveler.
PART 301-13--TRAVEL OF AN EMPLOYEE WITH SPECIAL NEEDS
Sec.
301-13.1 What is the policy for paying additional travel expenses
incurred by an employee with a special need?
301-13.2 Under what conditions will my agency pay for my additional
travel expenses under this part?
301.13-3 What additional travel expenses may my agency pay under
this part?
Authority: 5 U.S.C. 5707.
Sec. 301-13.1 What is the policy for paying additional travel expenses
incurred by an employee with a special need?
To provide reasonable accommodations to an employee with a special
need by paying for additional travel expenses incurred.
Sec. 301-13.2 Under what conditions will my agency pay for my
additional travel expense(s) under this part?
When an additional travel expense is necessary to accommodate a
special physical need which is either:
(a) Clearly visible and discernible; or
(b) Substantiated in writing by a competent medical authority.
Sec. 301-13.3 What additional travel expenses may my agency pay under
this part?
The following expenses:
(a) Transportation and per diem expenses incurred by a family
member or other attendant who must travel with you to make the trip
possible;
(b) Specialized transportation to, from, and/or at the TDY duty
location;
(c) Specialized services provided by a common carrier to
accommodate your special need;
(d) Costs for handling your baggage that are a direct result of
your special need;
(e) Renting and/or transporting a wheelchair; and
(f) Premium-class accommodations when necessary to accommodate your
special need, under Subpart B of Part 301-10 of this chapter.
PART 301-30--EMERGENCY TRAVEL
Sec.
301-30.1 What is emergency travel?
301-30.2 What is considered to be ``family'' with respect to
emergency travel?
301-30.3 What should I do if I have to interrupt or discontinue my
TDY travel?
301-30.4 When an illness or injury occurs on TDY, what expenses may
be allowed?
301-30.5 Are there any limitations to the payment of these
expenses?
Authority: 5 U.S.C. 5707.
Sec. 301-30.1 What is emergency travel?
Travel which results from:
(a) Your becoming incapacitated by illness or injury not due to
your own misconduct; or
(b) The death or serious illness of a member of your family; or
(c) A catastrophic occurrence or impending disaster, such as fire,
flood, or act of God, which directly affects your home.
Sec. 301-30.2 What is considered to be ``family'' with respect to
emergency travel?
``Family'' includes any member of your immediate family, as defined
in Sec. 300-3.1. However, your agency may, on a case-by-case basis,
expand this definition to include other members of your and/or your
spouse's extended family.
Sec. 301-30.3 What should I do if I have to interrupt or discontinue
my TDY travel?
Contact your travel authorizing/approving official for instructions
as soon as possible.
Sec. 301-30.4 When an illness or injury occurs on TDY, what expenses
may be allowed?
Your agency may pay:
(a) Per diem at the location where you incurred or were treated for
incapacitating illness or injury for a reasonable period of time
(generally 14 calendar days). However, your agency may pay for a longer
period.
(b) Transportation and per diem expense for travel to an alternate
location to receive treatment.
(c) Transportation and per diem expense to return to your official
station.
Sec. 301-30.5 Are there any limitations to the payment of these
expenses?
Expenses are not payable when:
(a) Confined to:
(1) A medical facility within the proximity of your official duty
station.
(2) The same medical facility you would have been admitted to if
your incapacitating illness or injury occurred at your official
station.
(b) The Government provides or reimburses you for hospitalization
under any Federal statute (including hospitalization in a Department of
Veterans Affairs (VA) Medical center or military hospital). However,
per diem expenses are payable if your hospitalization is paid under the
Federal Employees Health Benefits Program (5 U.S.C. 8901-8913).
PART 301-31--THREATENED LAW ENFORCEMENT/INVESTIGATIVE EMPLOYEES
Sec.
301-31.1 Why pay subsistence and transportation expenses for
threatened law enforcement/investigative employees?
301-31.2 What is ``family'' with respect to threatened law
enforcement/investigative employees?
301-31.3 Are members of my family and I eligible for payment of
subsistence and transportation expense?
301-31.4 Must my agency pay transportation and subsistence
expenses?
301-31.5 Under what conditions may my agency pay for transportation
and subsistence expenses?
301-31.6 Where must I and/or my family obtain lodging?
301-31.7 May my family and I occupy lodging at different locations?
301-31.8 What transportation expenses may my agency pay?
301-31.9 What subsistence expenses may my agency pay?
301-31.10 How will my agency pay my subsistence expenses?
301-31.11 May my agency pay me a per diem allowance instead of
actual expenses?
301-31.12 Must I keep track of my expenses?
301-31.13 How long may my agency pay for subsistence expenses under
this part?
301-31.14 May I receive a travel advance for transportation and/or
subsistence expenses?
301-31.15 What documentation must I provide for reimbursement?
Authority: 5 U.S.C. 5707.
Sec. 301-31.1 Why pay subsistence and transportation expenses for
threatened law enforcement/investigative employees?
To protect a law enforcement/investigative employee and his/her
immediate family when their lives are placed in jeopardy as a result of
the employee's assigned duties.
Sec. 301-31.2 What is ``family'' with respect to threatened law
enforcement/investigative employees?
Generally, ``family'' includes any member of your immediate family,
as defined in Sec. 300-3.1 of this title. However, your agency may, on
a case-by-case basis, expand this definition to
[[Page 15967]]
include other members of you and/or your spouse's extended family.
Sec. 301-31.3 Are members of my family and I eligible for payment of
subsistence and transportation expense?
Yes, if you serve in a law enforcement, investigative, or similar
capacity for special law enforcement/investigative purposes and your
agency authorizes such expenses.
Sec. 301-31.4 Must my agency pay transportation and subsistence
expenses?
No. Your agency decides when it is appropriate to pay these
expenses based on the nature of the threat against your life and/or the
life of a member(s) of your immediate family.
Sec. 301-31.5 Under what conditions may my agency pay for
transportation and subsistence expenses?
When your agency determines that a threat against you or a
member(s) of your immediate family justifies moving you and/or your
family to temporary living accommodations at or away from your official
station.
Sec. 301-31.6 Where must I and/or my family obtain lodging?
Your agency designates the area where you and/or your family should
obtain lodging. It may be within your official station or at an
alternate location.
Sec. 301-31.7 May my family and I occupy lodging at different
locations?
Yes, if authorized by your agency.
Sec. 301-31.8 What transportation expenses may my agency pay?
Your agency may pay transportation expenses authorized by part
Sec. 301-10 of this chapter to transport you and/or your family to/
from a temporary location.
Sec. 301-31.9 What subsistence expense may my agency pay?
Only your lodging cost may be paid. However, your agency may pay
for meals and laundry/cleaning expenses if:
(a) Your temporary living accommodations do not have kitchen or
laundry facilities; or
(b) Your agency determines that other extenuating circumstances
exist which necessitate payment of these expenses.
Sec. 301-31.10 How will my agency pay my subsistence expenses?
Your agency will pay your actual subsistence expenses not to exceed
the ``maximum allowable amount'' for the period you or your family
occupy temporary living accommodations. The ``maximum allowable
amount'' is the ``maximum daily amount'' multiplied by the number of
days you or your family occupy temporary living accommodations not to
exceed the number of days authorized. The ``maximum daily amount'' is
determined by adding the rates in the following table for you and each
member of your family authorized to occupy temporary living
accommodations:
----------------------------------------------------------------------------------------------------------------
The ``maximum daily amount'' of per diem expenses that
--------------------------------------------------------------------------
You or your
If your agency authorizes unaccompanied spouse or Your accompanied spouse A member of your family
other unaccompanied or a member of your who is under age 12 may
family member may family who is age 12 or receive is
receive is older may receive is
----------------------------------------------------------------------------------------------------------------
Payment of only lodging expenses..... The maximum lodging .75 times the maximum .5 times the maximum
amount applicable to lodging amount lodging amount
the locality. applicable to the applicable to the
locality. locality.
Payment for lodging, meals, and other The maximum per diem .75 times the maximum .5 times the maximum
per diem expenses. rate applicable to the per diem rate per diem rate
locality. applicable to the applicable to the
locality.. locality.
----------------------------------------------------------------------------------------------------------------
Sec. 301-31.11 May my agency pay me a per diem allowance instead of
actual expenses?
No.
Sec. 301-31.12 Must I keep track of my expenses?
Yes. You must keep track of your actual expenses as described in
Sec. 301-11 of this chapter.
Sec. 301-31.13 How long may my agency pay for subsistence expenses
under this part?
Your agency may pay for subsistence expenses up to 60 days.
However, your agency may pay for additional periods if it determines,
that an extension is justified.
Sec. 301-31.14 May I receive a travel advance for transportation and/
or subsistence expenses?
Yes, you may receive a travel advance under Sec. 301-51.200 of this
chapter for up to a 30-day period at a time to cover expenses
allowable. Your travel advance may not exceed the maximum allowable
amount authorized under Sec. 301-31.10, and you will be required to
reimburse your agency for any portion of the advance disallowed or not
spent.
Sec. 301-31.15 What documentation must I provide for reimbursement?
You must provide receipts or any other documentation required by
your agency. However, in instances when documentation might compromise
the security of the individuals involved, the head of the agency may
waive these requirements.
SUBCHAPTER C--ARRANGING FOR TRAVEL SERVICES, PAYING TRAVEL EXPENSES,
AND CLAIMING REIMBURSEMENT
PART 301-50--ARRANGING FOR TRAVEL SERVICES
Sec.
301-50.1 How should I arrange my travel?
301-50.2 What is my liability if I use an unauthorized travel agent
or unauthorized travel management system?
301-50.3 Are there any limits on the travel arrangements I may
make?
Authority: 5 U.S.C. 5707; 40 U.S.C. 486(c).
Sec. 301-50.1 How should I arrange my travel?
If your agency provides travel management services under a
Government contract, you must use those services, to arrange for common
carrier transportation, lodging, and rental car(s). If your agency does
not provide travel management services under a Government contract, you
must arrange your travel according to your agency's policy. Services
under a Government contract may be furnished by a commercial travel
agent, electronic travel services system, or other travel management
services provider.
Sec. 301-50.2 What is my liability if I use an unauthorized travel
agent or unauthorized travel management system?
You are responsible for any additional costs that result from the
unauthorized use, and you are subject to any penalties your agency may
impose.
Sec. 301-50.3 Are there any limits on the travel arrangements I may
make?
Yes. If the GSA city-pair fare contract for passenger
transportation services is available to you, you must use the contract
carrier. You should also use any preferred value lodging programs and
rental car arrangements in which your agency participates.
[[Page 15968]]
PART 301-51--PAYING TRAVEL EXPENSES
Subpart A--General
Sec.
301-51.1 How may I pay for official travel expenses?
301-51.2 What is the preferred method of payment for official
travel expenses?
301-51.3 When must I use excess or near-excess foreign currencies
owned by the United States?
Subpart B--Paying for Common Carrier Transportation
Sec.
301-51.100 What method of payment must I use to procure common
carrier transportation?
301-51.101 Which payment methods are considered the equivalent of
cash?
301-51.102 How is my transportation reimbursement affected if I
make an unauthorized cash purchase of common carrier transportation?
301-51.103 What is my liability if I lose a GTR?
Subpart C--Receiving Travel Advances
Sec.
301-51.200 For what expenses may I receive a travel advance?
301-51.201 What is the maximum amount that my agency may advance?
301-51.202 When must I account for my advance?
301-51.203 What must I do about my advance if my trip is canceled
or postponed indefinitely?
Authority: 5 U.S.C. 5707.
Subpart A--General
Sec. 301-51.1 How may I pay for official travel expenses?
(a) Contractor-issued individually billed travel card;
(b) Centrally billed account;
(c) Government Transportation Request (GTR);
(d) Contractor issued travelers check;
(e) Cash obtained from an advance;
(f) Frequent traveler credits; and
(g) Personal funds, including cash or a personal charge card.
Note to Sec. 301-51.1: City pair contractors are not required to
accept payment other than by methods in paragraphs (a) through (c)
of this section. Also see Sec. 301-51.100 of this part.
Sec. 301-51.2 What is the preferred method of payment for official
travel expenses?
When authorized by your agency, use your contractor-issued
individually billed travel card to the maximum extent possible for all
official travel expenses, except those billed directly to your agency.
Cash should be used only to pay for those expenses which, as a general
rule, cannot be charged; e.g., laundry/dry cleaning, parking, local
transportation system, taxi, and tips. The ATM feature of your travel
card should be used, when authorized to obtain cash for official travel
expenses.
Sec. 301-51.3 When must I use excess or near-excess foreign currencies
owned by the United States?
Your agency TMC should have available information from the
Department of State and Office of Management and Budget Bulletins when
the use of excess or near excess foreign currency will be required to
pay for travel expenses.
Subpart B--Paying for common Carrier Transportation
Sec. 301-51.100 What method of payment must I use to procure common
carrier transportation?
You must use a contractor-issued individually billed travel card,
centrally billed account, or GTR to procure contract passenger
transportation services. For all other common carrier transportation,
you must use one of the methods specified in the following table:
----------------------------------------------------------------------------------------------------------------
For passenger transportation
services costing You must use Unless
----------------------------------------------------------------------------------------------------------------
(a) $10 or less, and air excess A contractor-issued Use of the contractor-issued individually
baggage charges of $15 or less for individually billed travel billed travel card is not accepted or its use
each leg of a trip. card, centrally billed is impracticable, special circum-stances
account, or. justify the use of a GTR or Government excess
baggage authorization ticket (GEBAT).
(b) More than $10, but not more A contractor-issued None of the other methods are practicable, you
than $100. individually billed travel may use cash.
card, centrally billed
account, or GTR.
(c) More than $100................. Only a contractor-issued Your agency authorizes you to use a reduced
individually billed travel fare for group, charter, or excursion
card, centrally billed arrangements or under emergency circumstances
account, or GTR. where the use of other methods is not
possible.
----------------------------------------------------------------------------------------------------------------
Sec. 301-51.101 Which payment methods are considered the equivalent of
cash?
Use of one of the following payment methods of this section to
procure common carrier transportation is considered the equivalent of
cash and you must comply with the rules in 41 CFR 101-41.203-2 that
limit the use of cash for such purposes.
(a) Personal credit cards;
(b) Cash withdrawals obtained from an ATM using a contractor-issued
individually billed travel card; and
(c) Checks, both personal and travelers (including those obtained
through a travel payment system services program).
Sec. 301-51.102 How is my transportation reimbursement affected if I
make an unauthorized cash purchase of common carrier transportation?
If you are a new employee or an invitational or infrequent traveler
who is unaware of proper procedures for purchasing common carrier
transportation, your agency may allow reimbursement for the full cost
of the transportation. In all other instances, your reimbursement shall
be limited to the cost of such transportation using the authorized
method of payment.
Sec. 301-51.103 What is my liability if I lose a GTR?
You are liable for any Government expenditure that is caused by
your negligence in safeguarding the GTR or tickets received in exchange
for the GTR. To avoid liability, immediately report a lost or stolen
GTR to your administrative office. If the lost or stolen GTR shows the
carrier service desired, and point of origin, promptly notify in
writing the named carrier and other local initial carriers. Do not use
a GTR that is recovered after having been reported as lost or stolen.
Instead, report the GTR to your administrative office.
Subpart C--Receiving Travel Advances
Sec. 301-51.200 For what expenses may I receive a travel advance?
[[Page 15969]]
------------------------------------------------------------------------
For You may receive an advance
------------------------------------------------------------------------
(a) Cash transaction expenses (i.e., Any time you travel.
expenses that as a general rule cannot
be charged and must be paid using
cash, a personal check, or travelers
check).
(1) M&IE covered by the per diem
allowance or actual expenses
allowance;
(2) Miscellaneous transportation
expenses such as local
transportation system and taxi
fares; parking fees; ferry fees;
bridge, road, and tunnel fees; and
aircraft parking, landing, and tie-
down fees;
(3) Gasoline and other variable
expenses covered by the mileage
allowance for advantageous use of
a privately owned automobile for
official business; and
(4) Other authorized miscellaneous
expenses that cannot be charged
using a charge card and for which
a cost can be estimated.
(b) Non-cash transaction expenses Only in the following
(i.e., lodging, common carrier). situations:
(1) Charge card not expected to
be accepted.
(2) Charge card issuance
denied. Your agency has
decided not to provide you a
contractor-issued individually
billed travel card.
(3) Official change of station.
Your agency determines that
use of a contractor-issued
individually billed travel
card would not be feasible
incident to a transfer,
particu-larly a transfer to
another agency.
(4) Financial hardship would be
incurred.
------------------------------------------------------------------------
Sec. 301-51.201 What is the maximum amount that my agency may advance?
The amount your agency advances you may not exceed the following
amounts:
------------------------------------------------------------------------
The maximum amount your agency may
For advance is
------------------------------------------------------------------------
Cash transaction expenses.... The estimated amount of your cash
transaction expenses. (For M&IE, your
advance is limited to the M&IE rate
under the lodgings-plus per diem
method.)
Non-cash trans-action Generally zero. However, your agency may
expenses (See Sec. 301- advance up to the full amount of your
51.200(b)). expected non-cash transaction expenses
for an individual trip (or not to exceed
a 45-day period for an open
authorization) in accordance with Sec.
301-51.200(b).
------------------------------------------------------------------------
Sec. 301-51.202 When must I account for my advance?
You must file a travel claim which accounts for your advance after
completion of your assignment, in accordance with your agency's policy.
If you are in a continuous travel status (e.g., an auditor or
inspector) or if you submit periodic reimbursement vouchers on an
individual trip authorization, your agency may reimburse you the full
amount of your travel expenses without any deduction of your advance
until such time as you file a final voucher. If the amount advanced is
less than the amount of the voucher on which it is deducted, you will
be reimbursed the net amount. If the advance exceeds the reimbursable
amount, you must immediately refund the excess.
Sec. 301-51.203 What must I do about my advance if my trip is canceled
or postponed indefinitely?
Promptly notify the appropriate agency officials and refund any
monies advanced in connection with the authorized travel.
PART 301-52--CLAIMING REIMBURSEMENT
Sec.
301-52.1 Must I file a travel claim?
301-52.2 What information must I provide in my travel claim?
301-52.3 Am I required to file a travel claim in a specific format
and must the claim be signed?
301-52.4 What must I provide with my travel claim?
301-52.5 Is there any instance where I am exempt from the receipt
requirements in Sec. 301-52.4?
301-52.6 How do I submit a travel claim?
301-52.7 When must I submit my travel claim?
301-52.8 May my agency disallow payment of a claimed item?
301-52.9 What will my agency do when it disallows an expense?
301-52.10 May I challenge my agency's disallowance of my claim?
301-52.11 What must I do to challenge a disallowed claim?
301-52.12 What happens if I attempt to defraud the Government?
301-52.13 Should I keep itemized records of my expenses while on
travel?
301-52.14 What must I do with any travel advance outstanding at the
time I submit my travel claim?
301-52.15 What must I do with any passenger coupon for
transportation costing over $75, purchased with cash?
301-52.16 What must I do with any unused tickets, coupons, or other
evidence of refund?
Authority: 5 U.S.C. 5707.
Sec. 301-52.1 Must I file a travel claim?
Yes.
Sec. 301-52.2 What information must I provide in my travel claim?
You must provide the following:
(a) An itemized list of expenses and other information (specified
in the listing of required standard data elements contained in Appendix
C of this chapter, and any additional information your agency may
specifically require), except:
(1) You may aggregate expenses for local telephone calls, local
metropolitan transportation fares, and parking meter fees, except any
individual expenses costing over $75 must be listed separately;
(2) When you are authorized lodgings-plus per diem, you must state
the M&IE allowance on a daily basis;
(3) When you are authorized a reduced per diem, you must state the
reduced rate your agency authorizes on a daily basis; and
(4) When your agency limits M&IE reimbursement to the prescribed
maximum M&IE for the locality
[[Page 15970]]
concerned, you must state the reduced rate on a daily basis.
(5) Your agency may or may not require itemization of M&IE when
reimbursement is limited to either the maximum M&IE locality rate or a
reduced M&IE rate is authorized.
(b) The type of leave and the number of hours of leave for each
day;
(c) The date of arrival and departure from the TDY station and any
non-duty points visited when you travel by an indirect route other than
a stopover to change planes or embark/disembark passengers;
(d) A signed statement, ``I hereby assign to the United States any
rights I may have against other parties in connection with any
reimbursable carrier transportation charges described herein,'' when
you use cash to pay for common carrier transportation.
Sec. 301-52.3 Am I required to file a travel claim in a specific
format and must the claim be signed?
Yes, in a format prescribed by your agency. If the prescribed
travel claim is hardcopy, the claim must be signed in ink; if your
agency has electronic processing, use your electronic signature. Any
alterations or erasures to your travel claim must be initialed.
Sec. 301-52.4 What must I provide with my travel claim?
You must provide:
(a) Evidence of your necessary travel authorizations including any
necessary special authorizations;
(b) Receipts for:
(1) Any lodging expense, except when you are authorized a fixed
reduced per diem allowance; and
(2) Any other expense costing over $75. If it is impracticable to
furnish receipts in any instance as required by this subtitle, the
failure to do so must be fully explained on the travel voucher. Mere
inconvenience in the matter of taking receipts will not be considered.
Sec. 301-52.5 Is there any instance where I am exempt from the receipt
requirement in Sec. 301-52.4?
Yes, your agency may exempt an expenditure for the receipt
requirement because the expenditure is confidential.
Sec. 301-52.6 How do I submit a travel claim?
You must submit your travel claim in accordance with administrative
procedures prescribed by your agency.
Sec. 301-52.7 When must I submit my travel claim?
Unless your agency administratively requires you to submit your
travel claim within a shorter timeframe, you must submit your travel
claim as follows:
(a) Within 5 working days after you complete your trip or period of
travel; or
(b) Every 30 days if you are on continuous travel status.
Sec. 301-52.8 May my agency disallow payment of a claimed item?
Yes, if you do not:
(a) Provide proper itemization of an expense;
(b) Provide receipt or other documentation required to support your
claim; and
(c) Claim an expense which is not authorized.
Sec. 301-52.9 What will my agency do when it disallows an expense?
Your agency will disallow your claim for that expense, issue you a
notice of disallowance, and pay your claim for those items which are
not disallowed.
Sec. 301-52.10 May I challenge my agency's disallowance of my claim?
Yes, you may request reconsideration of your claim if you have
additional facts or documentation to support your request for
reconsideration.
Sec. 301-52.11 What must I do to challenge a disallowed claim?
You must:
(a) File a new claim.
(b) Provide full itemization for all disallowed items reclaimed.
(c) Provide receipts for all disallowed items reclaimed that
require receipts, except that you do not have to provide a receipt if
your agency already has the receipt.
(d) Provide a copy of the notice of disallowance.
(e) State the proper authority for your claim if you are
challenging your agency's application of the law or statute.
(f) Follow your agency's procedures for challenging disallowed
claims.
(g) If after reconsideration by your agency your claim is still
denied, you may submit your claim for adjudication to the GSA Board of
Contract Appeals in accordance with 48 CFR part 6104.
Sec. 301-52.12 What happens if I attempt to defraud the Government?
(a) You forfeit reimbursement pursuant to 28 U.S.C. 2514; and
(b) You may be subject under 18 U.S.C. 287 and 1001 to one, or
both, of the following:
(1) A fine of not more than $10,000, or
(2) Imprisonment for not more than 5 years.
Sec. 301-52.13 Should I keep itemized records of my expenses while on
travel?
Yes. You will find it helpful to keep a record of your expenses by
date of the expense to aid you in preparing your travel claim or for
tax purposes.
Sec. 301-52.14 What must I do with any travel advance outstanding at
the time I submit my travel claim?
You must account for the travel advance in accordance with your
agency's procedures.
Sec. 301-52.15 What must I do with any passenger coupon for
transportation costing over $75, purchased with cash?
You must submit the passenger coupons to your agency in accordance
with your agency's procedures.
Sec. 301-52.16 What must I do with any unused tickets, coupons, or
other evidence of refund?
You must submit the ticket coupons to your agency in accordance
with your agency's procedures.
PART 301-53--USING PROMOTIONAL MATERIALS AND FREQUENT TRAVELER
PROGRAMS
Sec.
301-53.1 What must I do with promotional benefits or materials I
receive from a travel service provider?
301-53.2 Should I join a frequent traveler program?
301-53.3 May my agency reimburse membership fees in a frequent
traveler program?
301-53.4 How may I use frequent traveler benefits?
301-53.5 Under what circumstances may I use frequent traveler
benefits to upgrade my transportation class of service?
301-53.6 When my agency participates in a mandatory travel
management program, may I select a travel service provider based on
whether it provides frequent travel credits?
301-53.7 How should I handle frequent traveler credits when I
accumulate both personal and official credits from a single travel
service provider?
301-53.8 What are my options if I cannot establish separate
frequent traveler accounts?
301-53.9 What is my liability for improper use of frequent traveler
benefits?
301-53.10 Is there any instance when I may make personal use of
benefits furnished by a travel service provider?
Authority: 5 U.S.C. 5707; 31 U.S.C. 1353.
Sec. 301-53.1 What must I do with promotional benefits or materials I
receive from a travel service provider?
Any promotional benefits or material you receive from a private
source in connection with official travel are considered property of
the Government. You must:
(a) Accept the benefits or materials on behalf of the Federal
Government; and
(b) Turn the benefits or material over to your agency in accordance
with your
[[Page 15971]]
agency's procedures established under 41 CFR 101-25.103.
Sec. 301-53.2 Should I join a frequent traveler program?
Yes. You are encouraged to join frequent traveler programs to
realize cost savings or reduce official travel cost.
Sec. 301-53.3 May my agency reimburse membership fees in a frequent
traveler program?
Yes, if the benefits of membership are expected to exceed the cost
of membership.
Sec. 301-53.4 How may I use frequent traveler benefits?
You may use frequent traveler benefits earned on official travel to
obtain travel services for a subsequent official travel assignment(s).
Sec. 301-53.5 Under what circumstances may I use frequent traveler
benefits to upgrade my transportation class of service?
You may use frequent travel benefits earned on official travel to
upgrade your transportation class of service when your agency's
policies authorize you to upgrade to premium-class other than first-
class airline accommodations, solely through redemption of frequent
traveler benefits or when the requirements for first-class or premium
other than first class airline accommodations are met in accordance
with Sec. Sec. 301-10.123 and 301-10.124.
Sec. 301-53.6 When my agency participates in a mandatory travel
management program, may I select a travel service provider based on
whether it provides frequent travel credits?
No. You must use the travel management program for which your
agency is a mandatory user, including contract passenger transportation
service when such programs are available.
Sec. 301-53.7 How should I handle frequent traveler credits when I
accumulate both personal and official credits from a single travel
service provider?
You should establish separate accounts for personal and official
use.
Sec. 301-53.8 What are my options if I cannot establish separate
frequent traveler accounts?
You must be able to account for every credit and debit in your
frequent traveler account, and submit an accounting to your agency upon
request. The accounting must specify:
(a) The date and amount of all credits you receive for both
personal and official travel, including credits (e.g., credits from a
travel service vendor credit card).
(b) The date and amount of any debit to your account for both
personal and official travel.
Sec. 301-53.9 What is my liability for improper use of frequent
traveler benefits?
You may be subject to:
(a) Disciplinary action by your agency, which may include repayment
of the cost of the ticket; and
(b) Criminal sanctions, including a fine and/or imprisonment.
Sec. 301-53.10 Is there any instance when I may make personal use of
benefits furnished by a travel service provider?
Yes, you may use benefits (e.g., free meals, check-cashing
privileges, or memberships in executive clubs) only if:
(a) The Government can not use the benefit;
(b) To receive the immediate benefit, you do not forfeit a future
benefit the Government could use; and
(c) The benefit can not be redeemed for cash value.
SUBCHAPTER D--AGENCY RESPONSIBILITIES
PART 301-70--INTERNAL POLICY AND PROCEDURE REQUIREMENTS
Subpart A--General Policies and Procedures
Sec.
301-70.1 How must we administer the authorization and payment of
travel expenses?
Subpart B--Policies and Procedures Relating to Transportation
Sec.
301-70.100 How must we administer the authorization and payment of
transportation expenses?
301-70.101 What factors must we consider in determining which
method of transportation results in the greatest advantage to the
Government?
301-70.102 What governing policies must we establish for
authorization and payment of transportation expenses?
301-70.103 In what circumstance may we authorize use of ship
service?
301-70.104 What factors should we consider in determining whether
to require an employee to commit to the use of a Government
automobile?
301-70.105 May we prohibit an employee from using a POV on official
travel?
Subpart C--Policies and Procedures Relating to Per Diem Expenses
Sec.
301-70.200 What governing policies must we establish for
authorization and payment of per diem expenses?
Subpart D--Policies and Procedures Relating to Miscellaneous Expenses
Sec.
301-70.300 How should we administer the authorization and payment
of miscellaneous expenses?
301-70.301 What governing policies must we establish for payment of
miscellaneous expenses?
Subpart E--Policies and Procedures Relating to Travel of an Employee
With a Disability or Special Need
Sec.
301-70.400 How should we authorize and administer the payment of
additional travel expenses for an employee with a disability or
special need?
301-70.401 What governing policies and procedures must we establish
regarding travel of an employee with a disability or special need?
Subpart F--Policies and Procedures for Emergency Travel of Employee Due
to Illness or Injury
Sec.
301-70.500 What governing policies and procedures should we
establish relating to emergency travel?
301-70.501 Does per diem continue when an employee interrupts a
travel assignment because of an incapacitating illness or injury?
301-70.502 What additional emergency expenses should we allow for?
301-70.503 When the employee is able to travel, should we continue
the use of the existing travel authorization?
301-70.504 May any travel costs be reimbursed if the employee
travels to an alternate location for medical treatment?
301-70.505 How do we define actual cost and constructive cost when
an employee interrupts a travel assignment because of an
incapacitating illness or injury?
301-70.506 Should we authorize per diem if an employee discontinues
a TDY assignment because of a personal emergency situation?
301-70.507 How do we handle reimbursement if the employee travels
to an alternate location and returns to the TDY location because of
a personal emergency situation?
301-70.508 What factors must we consider in expanding the
definition of family for emergency travel purposes?
[[Page 15972]]
Subpart G--Policies and Procedures Relating to Threatened Law
Enforcement/Investigative Employees
Sec.
301-70.600 What governing policies and procedures must we establish
related to threatened law enforcement/investigative employees?
301-70.601 What factors should we consider in determining whether
to authorize payment of transportation and subsistence expenses for
threatened law enforcement/investigative employees?
301-70.602 How often must we reevaluate the payment of
transportation and subsistence expenses to a threatened law
enforcement/investigative employee?
Authority: 5 U.S.C. 5707.
Subpart A--General Policies and Procedures
Sec. 301-70.1 How must we administer the authorization and payment of
travel expenses?
You must limit the authorization and payment of travel expenses to
travel that is necessary to accomplish your mission in the most
economical and effective manner, in accordance with the rules stated
throughout this chapter. Consideration should be given, but not
limited, to budget constraints, adherence to travel policies, and
reasonableness of expenses. You should always consider alternatives,
including teleconferencing, prior to authorizing travel.
SUBPART B--POLICIES AND PROCEDURES RELATING TO TRANSPORTATION
Sec. 301-70.100 How must we administer the authorization and payment
of transportation expenses?
You must:
(a) Limit authorization and payment of transportation expenses to
those expenses that result in the greatest advantage to the Government;
(b) Ensure that travel is by the most expeditious means
practicable.
Sec. 301-70.101 What factors must we consider in determining which
method of transportation results in the greatest advantage to the
Government?
In selecting a particular method of transportation you must
consider:
(a) The total cost to the Government, including per diem, overtime,
lost worktime, actual transportation cost, total distance of travel,
number of points visited, the number of travelers and energy
conservation. As stated in 5 U.S.C. 5733, ``travel of an employee shall
be by the most expeditious means of transportation practicable and
shall be commensurate with the nature and purpose of the duties of the
employee requiring such travel.''
(b) Travel by common carrier (air, rail, bus) is considered the
most advantageous method to perform official travel. Other methods of
transportation may be authorized as advantageous only when the use of
common carrier transportation would interfere with the performance of
official business or impose an undue hardship upon the traveler, or
when the total cost by common carrier exceeds the cost by another
method of transportation. A determination that another method of
transportation is more advantageous to the Government than common
carrier will not be made on the basis of personal preference or
inconvenience to the traveler.
Sec. 301-70.102 What governing policies must we establish for
authorization and payment of transportation expenses?
You must establish policies and procedures governing:
(a) Who will determine what method of transportation is more
advantageous to the Government;
(b) Who will approve any of the following:
(1) Use of premium class service under Sec. 301-10.123, Sec. 301-
10.124, Sec. 301-10.162 and Sec. 301-10.183 of this chapter;
(2) Use of a special-reduced fare or reduced group or charter fare;
(3) Use of an extra-fare train service under Sec. 301-10.164;
(4) Use of ship service;
(5) Use of a foreign ship;
(6) Use of a foreign air carrier;
(c) When you will:
(1) Require the use of a Government vehicle;
(2) Allow the use of a Government vehicle; and
(3) Prohibit the use of a Government vehicle;
(d) When you will consider use of a POV advantageous to the
Government, such as travel to/from common carrier terminals, or
transportation to a TDY location;
(e) Procedures for claiming POV reimbursement;
(f) When you will allow use of a special conveyance (e.g.
commercially rented vehicles);
(g) What procedures an employee must follow when he/she travels by
an indirect route or interrupts travel by a direct route; and
(h) For local transportation whether to reimburse the full amount
of transportation costs or only the amount by which transportation
costs exceed the employee's normal costs for transportation between:
(1) Office or duty point and another place of business;
(2) Places of business; or
(3) Residence and place of business other than office or duty
point.
Sec. 301-70.103 In what circumstance may we authorize use of ship
service?
Travel by ship is not generally regarded as advantageous. You must
determine that the advantages accruing from the use of ocean
transportation offset the higher costs associated with ship travel,
i.e., per diem, transportation, and lost worktime.
Sec. 301-70.104 What factors should we consider in determining whether
to require an employee to commit to the use of a Government automobile?
You should consider:
(a) The advantages of using a Government automobile. Such
advantages may include, but are not limited to:
(1) Full utilization or availability of fleet vehicles;
(2) Lower cost;
(3) Official presence.
(b) The type of travel the employee performs. You should require
such a commitment when an employee or group of employees requires the
use of an automobile for official travel on a frequent or repetitive
basis.
Sec. 301-70.105 May we prohibit an employee from using a POV on
official travel?
No, but if the employee elects to use a POV instead of an
alternative form of transportation you authorize, you must:
(a) Limit reimbursement to the constructive cost of the authorized
method of transportation, which is the sum of per diem and
transportation expenses the employee would reasonably have incurred
when traveling by the authorized method of transportation; and
(b) Charge leave for any duty hours that are missed as a result of
travel by POV.
Subpart C--Policies and Procedures Relating to Per Diem Expenses
Sec. 301-70.200 What governing policies must we establish for
authorization and payment of per diem expenses?
You must establish policies and procedures governing:
(a) Who will authorize a rest period;
(b) Circumstances allowing a rest period during prolonged travel
(see Sec. 301-11.20 for minimum standards);
(c) If, and in what instances, you will allow an employee to return
to his/her official station on non-workdays;
(d) Who will determine if an employee will be allowed to return to
his/her official station on a case by case basis.
[[Page 15973]]
(e) Who will determine in what instances you will pay a reduced per
diem rate;
(f) Who will determine, and in what instances, actual expenses are
appropriate in each individual case; and
(g) If you will define a radius broader than the official station
in which per diem or actual expense will not be authorized.
Subpart D--Policies and Procedures Relating to Miscellaneous
Expenses
Sec. 301-70.300 How should we administer the authorization and payment
of miscellaneous expenses?
You should limit payment of miscellaneous expenses to only those
expenses that are necessary and in the interest of the Government.
Sec. 301-70.301 What governing policies must we establish for payment
of miscellaneous expenses?
You must establish policies and procedures governing:
(a) Who will determine when excess baggage is necessary for
official travel;
(b) When you will pay for communications services, including
whether you will pay for a telephone call to the employee's home or
place where the employee's dependent children are;
(c) Who will determine if other miscellaneous expenses are
appropriate for reimbursement in connection with official travel.
Subpart E--Policies and Procedures Relating to Travel of an
Employee with a Disability or Special Need
Sec. 301-70.400 How should we authorize and administer the payment of
additional travel expenses for an employee with a disability or special
need?
You should authorize and administer the payment to reasonably
accommodate employee(s) with disabilities in accordance with the
Rehabilitation Act of 1973, as amended, 29 U.S.C. 701-797(b) and 5
U.S.C. 3102 and Part 301-13 of this chapter. A employee with a special
need should be treated the same as an employee with a disability. The
additional travel expenses must be necessary to accommodate the
employee's needs.
Sec. 301-70.401 What governing policies and procedures must we
establish regarding travel of an employee with a disability or special
need?
You must establish the policies and procedures governing:
(a) Who will determine if an employee has a disability or special
need which requires accommodation, including when documentation is
necessary under Sec. Sec. 301-10.123, 301-10.124, 301-10.162, and 301-
10.183, and when a determination may be based on a clearly visible
physical condition; and
(b) Who will determine how to reasonably accommodate the employee
and what expenses you will pay.
Subpart F--Policies and Procedures for Emergency Travel of Employee
Due to Illness or Injury
Sec. 301-70.500 What governing policies and procedures should we
establish relating to emergency travel?
Each agency must determine:
(a) When you will authorize emergency travel under part 301-30;
(b) Who will determine if the employee's situation warrants payment
for emergency travel expenses;
(c) When and by whom travel to an alternate location other than
official station or point of interruption will be authorized; and
(d) Who will determine when and if the definition of family may be
extended and to whom.
Sec. 301-70.501 Does per diem continue when an employee interrupts a
travel assignment because of an incapacitating illness or injury?
Yes. Such an employee who takes leave of any kind will be allowed a
per diem allowance not to exceed the maximum rates for the location
where the interruption occurs. Per diem may be continued for a
reasonable period, normally not to exceed 14 calendar days (including
fractional days) for any one period of absence. However, per diem will
not be paid if the employee is confined to a hospital or medical
facility at the official duty station or medical facility which the
employee would have selected for treatment if the illness or injury had
occurred at the official station.
Sec. 301-70.502 What additional emergency expenses should we allow
for?
When an employee discontinues a TDY assignment before its
completion due to an incapacitating illness or injury, transportation
and per diem expenses are allowed for return travel to the official
station or to receive medical attention.
Sec. 301-70.503 When the employee is able to travel, should we
continue the use of the existing travel authorization?
Not if the interrupted trip was authorized under a trip by trip
authorization. If, when the employee's health has been restored, the
agency decides that it is in the Government's interest to return the
employee to the TDY location, such return is considered to be a new
travel assignment at Government expense. An interrupted trip authorized
under an open or limited open authorization may be continued without
further authorization.
Sec. 301-70.504 May any travel costs be reimbursed if the employee
travels to an alternate location for medical treatment?
Yes. When an employee, interrupts a TDY assignment because of an
incapacitating illness or injury and takes leave of absence for travel
to an alternate location to obtain medical services and returns to the
TDY assignment, you may reimburse certain excess travel costs provided
in this section. Specifically, you may reimburse the excess (if any) of
actual costs of travel from the point of interruption to the alternate
location and return to the TDY assignment, over the constructive costs
of round-trip travel between the official station and the alternate
location. The nearest hospital or medical facility capable of treating
the employee's illness or injury will not, however, be considered an
alternate location.
Note to Sec. 301-70.504: An alternate location is a destination
other than the employee's official station or the point of
interruption.
Sec. 301-70.505 How do we define actual cost and constructive cost
when an employee interrupts a travel assignment because of an
incapacitating illness or injury?
(a) Actual cost of travel will be the transportation expenses
incurred and en route per diem for the travel as actually performed
from the point of interruption to the alternate location and from the
alternate location to the TDY assignment. No per diem is allowed for
time spent at the alternate location if confined to a medical facility.
(b) Constructive cost is the sum of transportation expenses the
employee would reasonably have incurred for round-trip travel between
the official station and the alternate location plus per diem
calculated for the appropriate en route travel time.
Sec. 301-70.506 May we authorize per diem if an employee discontinues
a TDY assignment because of a personal emergency situation?
Yes. Expenses of appropriate transportation and per diem while en
route may be allowed, with the approval of an appropriate agency
official, for return travel from the point of interruption to the
official station.
[[Page 15974]]
Sec. 301-70.507 How do we handle reimbursement if the employee travels
to an alternate location and returns to the TDY location because of a
personal emergency situation?
You may reimburse certain excess travel costs (transportation and
en route per diem) to the same extent as provided in Sec. 301-70.501
for incapacitating illness or injury to the employee.
Sec. 301-70.508 What factors must we consider in expanding the
definition of family for emergency travel purposes?
Agencies must consider on a case by case basis:
(a) The extent of the emergency;
(b) The employee's relationship to the individual involved in the
emergency; and
(c) The degree of the employee's responsibility for the individual
involved in the emergency.
Subpart G--Policies and Procedures Relating to Threatened Law
Enforcement/Investigative Employees
Sec. 301-70.600 What governing policies and procedures must we
establish related to threatened law enforcement/investigative
employees?
You must establish policies and procedures governing:
(a) When you will pay transportation and subsistence expenses of
threatened law enforcement/investigative employees, under part 301-31
of this chapter;
(b) Who will determine the degree and seriousness of threat in each
individual case;
(c) Who will determine what protective action should be taken,
including the location and duration of temporary lodging;
(d) Who will reevaluate the situation to determine whether
protective action should be continued or discontinued and how often;
(e) What procedures must be followed to obtain authorization of
transportation and subsistence expenses for threatened law enforcement/
investigative employees; and
(f) What special procedures must an employee follow to claim
expenses.
Sec. 301-70.601 What factors should we consider in determining whether
to authorize payment of transportation and subsistence expenses for
threatened law enforcement/investigative employees?
You should consider:
(a) The degree and seriousness of the threat. You should pay
transportation and subsistence expenses only if a situation poses a
legitimate serious threat to life.
(b) The option of relocating the employee. You should consider
whether relocating the employee permanently would be advantageous given
the specific nature of the threat, the continued disruption of the
family, and the alternative costs of a change of official station.
Sec. 301-70.602 How often must we reevaluate the payment of
transportation and subsistence expenses to a threatened law
enforcement/investigative employee?
You must reevaluate the situation every 30 days based on the same
factors you considered when you first authorized the payment of the
expenses.
PART 301-71--AGENCY TRAVEL ACCOUNTABILITY REQUIREMENTS
Subpart A--General
Sec.
301-71.1 What is the purpose of an agency travel accounting system?
301-71.2 What are the standard data elements and when must they be
captured on a travel accounting system?
301-71.3 May we use electronic signature on travel documents?
Subpart B--Travel Authorization
Sec.
301-71.100 What is the purpose of the travel authorization process?
301-71.101 What travel may we authorize?
301-71.102 May we issue a single authorization for a group of
employees?
301-71.103 What information must be included on all travel
authorizations?
301-71.104 Who must sign a travel authorization?
301-71.105 Must we issue a written or electronic travel
authorization in advance of travel?
301-71.106 Who must sign a trip-by-trip authorization?
301-71.107 When authorizing travel, what factors must the
authorizing official consider?
301-71.108 What internal policies and procedures must we establish
for travel authorization?
Subpart C--Travel Claims for Reimbursement
Sec.
301-71.200 Who must review and sign travel claims?
301-71.201 What are the reviewing official's responsibilities?
301-71.202 May we pay a claim when an employee does not include a
copy of the corresponding authorization?
301-71.203 Who is responsible for the validity of the travel claim?
301-71.204 When must we pay a travel claim?
301-71.205 Under what circumstances may we disallow a claim for an
expense?
301-71.206 What must we do if we disallow a travel claim?
301-71.207 What internal policies and procedures must we establish
for travel reimbursement?
Subpart D--Accounting for Travel Advances
Sec.
301-71.300 What is the policy governing the use of travel advances?
301-71.301 For how long may we issue a travel advance?
301-71.302 What data must we capture in our travel advance
accounting system?
301-71.303 Are we responsible for ensuring the collection of
outstanding travel advances?
301-71.304 When must an employee account for a travel advance?
301-71.305 Are there exceptions for collecting an advance at the
time the employee files a travel claim?
301-71.306 How do we collect the amount of a travel advance in
excess of the amount of travel expenses substantiated by the
employee?
301-71.307 What should we do if the employee does not pay back a
travel advance when the travel claim is filed?
301-71.308 What internal policies and procedures must we establish
governing travel advances?
Authority: 5 U.S.C. 5707.
Subpart A--General
Sec. 301-71.1 What is the purpose of an agency travel accounting
system?
To:
(a) Pay authorized and allowable travel expenses of employees;
(b) Provide standard data necessary for the management of official
travel; and
(c) Ensure adequate accounting for all travel and transportation
expenses for official travel.
Sec. 301-71.2 What are the standard data elements and when must they
be captured on a travel accounting system?
The data elements are listed in appendix C of this chapter and must
be on any travel claim form authorized for use by your employees.
Sec. 301-71.3 May we use electronic signatures on travel documents?
Yes, if you meet the security and privacy requirements established
by the National Institute of Standards and Technology (NIST) for
electronic data interchange.
Subpart B--Travel Authorization
Sec. 301-71.100 What is the purpose of the travel authorization
process?
The purpose is to:
(a) Provide the employee information regarding what expenses you
will pay;
(b) Provide travel service vendors with necessary documentation for
the use of travel programs;
(c) Provide financial information necessary for budgetary planning;
and
(d) Identify purpose of travel.
[[Page 15975]]
Sec. 301-71.101 What travel may we authorize?
You may authorize only travel which is necessary to accomplish the
purposes of the Government effectively and economically. This must be
communicated to any official who has the authority to authorize travel.
Sec. 301-71.102 May we issue a single authorization for a group of
employees?
Yes. You may issue a single authorization for a group of employees
when they are traveling together on a single trip. However, you must
attach a list of all travelers to the authorization.
Sec. 301-71.103 What information must be included on all travel
authorizations?
You must include:
(a) The name of the employee(s);
(b) The signature of the proper authorizing official;
(c) Purpose of travel;
(d) Any conditions of or limitations on that authorization;
(e) An estimate of the travel costs (for open authorizations it
should include an estimate of the travel costs over the period
covered); and
(f) A statement that the employee(s) is (are) authorized to travel.
Sec. 301-71.104 Who must sign a travel authorization?
Your agency head or an official to whom such authority has been
delegated. This authority may be delegated to any person(s) who is
aware of how the authorized travel will support the agency's mission,
who is knowledgeable of the employee's travel plans and/or responsible
for the travel funds paying for the travel involved.
Sec. 301-71.105 Must we issue a written or electronic travel
authorization in advance of travel?
Yes, except when advance written or electronic authorization is not
possible or practical and approval is in accordance with Sec. Sec. 301-
2.1 and 301-2.5 for:
(a) Use of premium-class service on common carrier transportation;
(b) Use of a foreign air carrier;
(c) Use of reduced fares for group or charter arrangements;
(d) Use of cash to pay for common carrier transportation;
(e) Use of extra-fare train service;
(f) Travel by ship;
(g) Use of a rental car;
(h) Use of a Government aircraft;
(i) Payment of reduced rate per diem;
(j) Payment of actual expenses;
(k) Travel expenses related to emergency travel;
(l) Transportation expenses related to threatened law enforcement/
investigative employees and members of their immediate families;
(m) Travel expenses related to travel to a foreign area, except as
provided by agency mission;
(n) Acceptance of payment from a non-Federal source for travel
expenses (see chapter 304 of this title); and
(o) Travel expenses related to attendance at a conference.
Note to Sec. 301-71.105: You should establish procedures for
travel situations where it is not practical or possible to issue a
written authorization in advance, except for paragraphs (c), (i),
(n), and (o), which always require written or electronic advance
authorization.
Sec. 301-71.106 Who must sign a trip-by-trip authorization?
The appropriate official is determined as follows:
------------------------------------------------------------------------
The appropriate official to sign a trip-
For by-trip authorization is
------------------------------------------------------------------------
Use of cash to procure common An official at as low an administrative
carrier transportation. level as permitted by 41 CFR 101-203.2
to ensure adequate consideration and
review of the circumstances.
Travel on a Government Determined under 41 CFR 101-37.405.
aircraft.
Acceptance of payment from a An official at as low an administrative
non-Federal source for level as permitted by 41 CFR part 304 to
travel expenses. ensure adequate consideration and review
of the circumstances surrounding the
offer and acceptance of the payment.
Travel expenses related to A senior agency official.
attendance at a conference.
All other specific An official who may issue the employee a
authorizations. general authorization.
------------------------------------------------------------------------
Sec. 301-71.107 When authorizing travel, what factors must the
authorizing official consider?
The following factors must be considered:
(a) The need for the travel;
(b) The use of travel substitutes (e.g., mail, teleconferencing,
etc.);
(c) The most cost effective routing and means of accomplishing
travel; and
(d) The employee's travel plans, including plans to take leave in
conjunction with travel.
Sec. 301-71.108 What internal policies and procedures must we
establish for travel authorization?
You must establish the following:
(a) The circumstances under which different types of travel
authorization will be used, consistent with the guidelines in this
subpart;
(b) Who will be authorized to sign travel authorizations; and
(c) What format you will use for travel authorizations.
Subpart C--Travel Claims for Reimbursement
Sec. 301-71.200 Who must review and sign travel claims?
The travel authorizing/approving official or his/her designee
(e.g., supervisor of the traveler), must review and sign travel claims
to confirm the authorized travel.
Sec. 301-71.201 What are the reviewing official's responsibilities?
The reviewing official must have full knowledge of the employee's
activities. He/she must ensure:
(a) The claim is properly prepared in accordance with the pertinent
regulations and agency procedures;
(b) A copy of authorization for travel is provided;
(c) The types of expenses claimed are authorized and allowable
expenses;
(d) The amounts claimed are accurate; and
(e) The required receipts, statements, justifications, etc. are
attached to the travel claim.
Sec. 301-71.202 May we pay a claim when an employee does not include a
copy of the corresponding authorization?
Yes, as long as the travel claim was signed by the approving/
authorizing official, except for the following, which require advance
authorization:
(a) Use of reduced fares for group or charter arrangements;
(b) Payment of a reduced rate of per diem for subsistence expenses;
(c) Acceptance of payment from a non-Federal source for travel
expenses; and
(d) Travel expenses related to attendance at a conference.
Sec. 301-71.203 Who is responsible for the validity of the travel
claim?
The certifying officer assumes ultimate responsibility under 31
U.S.C.
[[Page 15976]]
3528 for the validity of the claim; however:
(a) The traveler must ensure all travel expenses are prudent and
necessary and submit the expenses in the form of a proper claim;
(b) The authorizing/approving official shall review the completed
claim to ensure that the claim is properly prepared in accordance with
regulations and agency procedures prior to authorizing it for payment.
Note to Sec. 301-71.203: You should consider limiting the levels
of approval to the lowest level of management.
Sec. 301-71.204 When must we pay a travel claim?
You must pay a travel claim as soon as practical after submission
of a proper travel claim.
Sec. 301-71.205 Under what circumstances may we disallow a claim for
an expense?
If the employee:
(a) Does not properly itemize his/her expenses;
(b) Does not provide required receipts or other documentation to
support the claim; or
(c) Claims an expense which is not authorized.
Sec. 301-71.206 What must we do if we disallow a travel claim?
You must:
(a) Pay the employee the amount of the travel claim which is not in
dispute;
(b) Notify the employee that the claim was disallowed with a
detailed explanation of why; and
(c) Tell the employee how to appeal the disallowance if he/she
desires an appeal, and your process and schedule for deciding the
appeal.
Sec. 301-71.207 What internal policies and procedures must we
establish for travel reimbursement?
You must establish policies and procedures governing:
(a) Who are the proper officials to review, approve, and certify
travel claims (including travel claims requiring special
authorization);
(b) How an employee should submit a travel claim (including whether
to use a standard form or an agency form and whether the form should be
written or electronic);
(c) When you will exempt employees from the requirement for a
receipt;
(d) Timeframes for employee to submit a claim (see Sec. 301-52.7);
(e) Timeframe for agency to pay a claim (see Sec. 301-71.204);
(f) Process for disallowing a claim; and
(g) Process for resolving a disallowed claim.
Subpart D--Accounting for Travel Advances
Sec. 301-71.300 What is the policy governing the use of travel
advances?
You should minimize the use of cash travel advances. However, you
should not require an employee to pay travel expenses using personal
funds unless the employee has elected not to use alternative resources
provided by the Government, such as a Government contractor-issued
charge card.
Sec. 301-71.301 For how long may we issue a travel advance?
You may issue a travel advance for a reasonable period not to
exceed 45 days.
Sec. 301-71.302 What data must we capture in our travel advance
accounting system?
You must capture the following data:
(a) The name and social security number of each employee who has an
advance;
(b) The amount of the advance;
(c) The date of issuance; and
(d) The date of reconciliation for unused portions of travel
advances
Sec. 301-71.303 Are we responsible for ensuring the collection of
outstanding travel advances?
Yes.
Sec. 301-71.304 When must an employee account for a travel advance?
An employee must account for an outstanding travel advance each
time a travel claim is filed. If the employee receives a travel advance
but determines that the related travel will not be performed, then the
employee must inform you that the travel will not be performed and
repay the advance at that time.
Sec. 301-71.305 Are there exceptions to collecting an advance at the
time the employee files a travel claim?
Yes, when the employee is in a continuous travel status and
(a) You review each outstanding travel advance on a periodic basis
(the period will be for a reasonable time of 45 days or less); and
(b) You determine the amount, if any, of the outstanding balance
exceeds the amount of estimated travel expenses for the authorized
period and collect the excess amount from the employee.
Sec. 301-71.306 How do we collect the amount of a travel advance in
excess of the amount of travel expenses substantiated by the employee?
When the outstanding advance exceeds what you owe the employee,
then the employee must submit cash or a check for the difference in
accordance with your policy. Your failure to collect the amount in
excess of substantiated expenses will cause a violation of the
accountable plan rules contained in the Internal Revenue Code (title 26
of the United States Code).
Sec. 301-71.307 What should we do if the employee does not pay back a
travel advance when the travel claim is filed?
You should take alternative steps to collect the debt including:
(a) Offset against the employee's salary, a retirement credit, or
other amount owed the employee;
(b) Deduction from an amount the Government owes the employee; or
(c) Any other legal method of recovery.
Sec. 301-71.308 What internal policies and procedures must we
establish governing travel advances?
Accounting for cash advances for travel, recovery, and
reimbursement shall be in accordance with procedures prescribed by the
General Accounting Office (see General Accounting Office Policy and
Procedures Manual for Guidance of Federal Agencies, Title 7, Fiscal
Procedures).
PART 301-72--AGENCY RESPONSIBILITIES RELATED TO COMMON CARRIER
TRANSPORTATION
Subpart A--Procurement of Common Carrier Transportation
Sec.
301-72.1 Why is common carrier presumed to be the most advantageous
method of transportation?
301-72.2 May we utilize methods of transportation other than common
carrier (e.g. POV, chartered vehicles, etc.)?
301-72.3 What method of payment must we authorize for common
carrier transportation?
Subpart B--Accounting for Common Carrier Transportation
Sec.
301-72.100 What must my travel accounting system do in relation to
common carrier transportation?
301-72.101 What information should we provide an employee before
authorizing the use of common carrier transportation?
Subpart C--Cash Payments for Procuring Common Carrier Transportation
Services
Sec.
301-72.200 Under what conditions may we authorize cash payments for
procuring common carrier transportation services?
301-72.201 What must we do if an employee uses cash in excess of
the $100 limit to purchase common carrier transportation?
301-72.202 Who may approve cash payments in excess of the $100
limit?
[[Page 15977]]
301-72.203 When may we limit traveler reimbursement for a cash
payment?
301-72.204 What must we do to minimize the need for a traveler to
use cash to procure common carrier transportation services?
Subpart D--Unused, Partially-Used, Exchanged, Canceled, or Oversold
Common Carrier Transportation Services
Sec.
301-72.300 What procedures must we establish to collect unused,
partially used, and exchanged tickets?
301-72.301 How do we process unused, partially used, and exchanged
tickets?
Authority: 5 U.S.C. 5707; 31 U.S.C. 3726; 40 U.S.C. 486.
Subpart A--Procurement of Common Carrier Transportation
Sec. 301-72.1 Why is common carrier presumed to be the most
advantageous method of transportation?
Travel by common carrier is presumed to be the most advantageous
method of transportation because it generally results in the most
efficient, least costly, most expeditious means of transportation and
the most efficient use of energy resources.
Sec. 301-72.2 May we utilize methods of transportation other than
common carrier (e.g. POVs, chartered vehicles, etc.)?
Yes, but only when use of common carrier transportation:
(a) Would interfere with the performance of official business;
(b) Would impose an undue hardship upon the traveler; or
(c) When the total cost by common carrier would exceed the cost of
the other method of transportation.
Sec. 301-72.3 What method of payment must we authorize for common
carrier transportation?
You must authorize one or more of the following as appropriate:
(a) GSA's contractor issued individually billed charge card(s);
(b) Agency centrally billed or other established accounts;
(c) Cash payments (personal funds or travel advances in the form of
travelers checks or authorized ATM cash withdrawals) when the cost of
transportation is less than $100, under section 301-51.100 of this
chapter (cash may or may not be accepted by the carrier for the
purchase of city pair fares); or
(d) GTR(s) when no other option is available or feasible.
Subpart B--Accounting for Common Carrier Transportation
Sec. 301-72.100 What must my travel accounting system do in relation
to common carrier transportation?
Your system must:
(a) Authorize the use of cash in accordance with Sec. 301-51.100 or
as otherwise required;
(b) Correlate travel data accumulated by your authorization and
claims accounting systems with common carrier transportation documents
and data for audit purposes;
(c) Identify unused tickets for refund;
(d) Collect unused, partially used, or downgraded/exchanged
tickets, from travelers upon completion of travel;
(e) Track denied boarding compensation from employees;
(f) Identify and collect refunds due from carriers for
overpayments, or unused, partially used, or downgraded/exchanged
tickets; and
(g) Reconcile all centrally billed travel expenses (e.g. airline,
lodging, car rentals, etc.) with travel authorizations and claims to
assure that only authorized charges are paid.
Sec. 301-72.101 What information should we provide an employee before
authorizing the use of common carrier transportation?
You should provide the employee:
(a) Notice that he/she is accountable for all tickets, GTRs and
other transportation documents;
(b) Your procedures for the control and accounting of common
carrier transportation documents, including the procedures for
submitting unused, partially used, downgraded/exchanged tickets, refund
receipts or ticket refund applications, and denied boarding
compensation; and
(c) A credit/refund address so the carrier can credit/refund the
agency for unused tickets (when the tickets have been issued using an
agency centrally billed account or by GTR).
Subpart C--Cash Payments for Procuring Common Carrier
Transportation Services
Sec. 301-72.200 Under what conditions may we authorize cash payments
for procuring common carrier transportation services?
In accordance with Sec. 301-51.100.
Sec. 301-72.201 What must we do if an employee uses cash in excess of
the $100 limit to purchase common carrier transportation?
To justify the use of cash in excess of $100, both the agency and
traveler must certify on the travel claim the necessity for such use.
See 41 CFR 101-41.203-2.
Sec. 301-72.202 Who may approve cash payments in excess of the $100
limit?
You must ensure the delegation of authority for the authorization
or approval of cash payments over the $100 limit is in accordance with
41 CFR 101-41.203-2.
Sec. 301-72.203 When may we limit traveler reimbursement for a cash
payment?
If you determine that the cash payment was made under a non-
emergency circumstance, reimbursement to the traveler must not exceed
the cost which would have been properly chargeable to the Government
had the traveler used a government provided payment resource, (e.g.
individual contractor-issued travel charge card, centrally billed
account, or GTR). However, an agency can determine to make full payment
when circumstances warrant (e.g. invitational travel, infrequent
travelers and interviewees).
Sec. 301-72.204 What must we do to minimize the need for a traveler to
use cash to procure common carrier transportation services?
You must establish procedures to encourage travelers to use the GSA
individual contractor-issued travel charge card(s), or your agency's
centrally billed or other established account, or a GTR (when no other
option is available or feasible).
Subpart D--Unused, Partially Used, Exchanged, Canceled, or Oversold
Common Carrier Transportation Services
Sec. 301-72.300 What procedures must we establish to collect unused,
partially used, and exchanged tickets?
You must establish administrative procedures providing:
(a) Written instructions explaining traveler liability for the
value of tickets issued until all ticket coupons are used or properly
accounted for on the travel voucher;
(b) Instructions for submitting payments received from carriers for
failure to provide confirmed reserved space;
(c) The traveler with a ``bill charges to'' address, so that the
traveler can provide this information to the carrier for returned or
exchanged tickets.
(d) Procedures for promptly identifying any unused tickets,
coupons, or other evidence of refund due the Government.
Sec. 301-72.301 How do we process unused, partially used, and
exchanged tickets?
(a) For unused or partially used tickets purchased with GTRs: You
must
[[Page 15978]]
obtain the unused or partially used ticket from the traveler, issue a
form SF 1170 ``Redemption of Unused Ticket'' to the airline that issued
the ticket, maintain a suspense file to monitor the airline refund, and
record and deposit the airline refund upon receipt. See 41 CFR 101-
41.210 for policies and procedures regarding the use of the SF 1170.
(b) For unused or partially used tickets purchased under centrally
billed accounts: You must obtain the unused ticket from the traveler,
return it to the issuing office that furnished the airline ticket,
obtain a receipt indicating a credit is due, and confirm that the value
of the unused ticket has been credited to the centrally billed account.
(c) For exchanged tickets purchased with GTRs: You must obtain the
airline refund application or receipt from the traveler, maintain a
suspense file to monitor the airline refund. For additional guidance
see 41 CFR 101-41.210.
(d) For exchanged tickets purchased under centrally billed
accounts: You must obtain the airline receipt from the traveler showing
a credit is due the agency, and ensure that the unused portion of the
exchanged ticket coupon is credited to the centrally billed account.
PART 301-73--TRAVEL PROGRAMS
Subpart A--General Rules
Sec.
301-73.1 What are the elements of the Federal travel management
program?
301-73.2 What are our responsibilities when we participate in a
Federal travel management program? 0
Subpart B--Travel Management Services (TMS)
Sec.
301-73.100 Should we use a travel management service?
301-73.101 What are the basic services that should be covered by a
travel arrangement system?
301-73.102 Must we require travelers to use a travel management
system?
301-73.103 Are there any exceptions to this requirement?
Subpart C--Contract Passenger Transportation Services
Sec.
301-73.200 Must we require our employees to use GSA's contract
passenger transportation services program?
301-73.201 What method of payment may be used for contract
passenger transportation service?
301-73.202 Can contract fares be used for personal travel?
Subpart D--Travel Payment System
Sec.
301-73.300 What is a travel payment system?
301-73.301 How do we obtain travel payment system services?
Authority: 5 U.S.C. 5707; 40 U.S.C. 486(c).
Subpart A--General Rules
Note to Sec. 301-73.101: For purposes of this subpart, GSA uses
a ``we'' question when referring to an agency, and an ``I'' question
when referring to the employee.
Sec. 301-73.1 What are the elements of a Federal travel management
program?
They are:
(a) Travel management services, including electronic travel
management services and commercial travel agents under contract to GSA
or another Federal agency;
(b) Commercial passenger transportation services (e.g. airlines,
rental cars, trains, and etc.);
(c) Travel payment system services such as contractor-issued
individually billed cards, centrally billed accounts, travelers checks,
and automated-teller-machine (ATM) services.
Sec. 301-73.2 What are our responsibilities to participate in a
Federal travel management program?
You must:
(a) Ensure that you have internal policies and procedures in place
to govern use of the program; and
(b) Designate an authorized representative to administer the
program.
Subpart B--Travel Management Services (TMS)
Sec. 301-73.100 Should we use a travel management service?
Yes.
Sec. 301-73.101 What are the basic services that should be covered by
a travel management system?
The travel management system selected should, as a minimum include:
(a) The ability to provide the following as appropriate to the
agency's travel needs:
(1) Common carrier information (e.g., flight confirmation and seat
assignment; compliance with the Fly America Act, governmentwide travel
policies, and contract city-pair fares, electronic ticketing and ticket
delivery);
(2) Lodging information (e.g., room availability and confirmation,
compliance with Hotel/Motel Fire Safety Act, per diem rate
acceptability);
(3) Car rental information (e.g. availability of Government rate
and confirmation of reservations).
(b) Provide basic management information, such as:
(1) Number of reservations by type of service (common carrier,
lodging, and car rental);
(2) Policy compliance and reasons for exceptions;
(3) Origin and destination points of common carrier use;
(4) Destination points for lodging accommodations;
(5) Number of lodging nights in approved accommodations;
(6) City or location where car rentals are obtained.
(7) Other tasks, e.g., reconciliation of charges on centrally
billed accounts, processing ticket refunds.
Note to Sec. 301-73.101: The government of the District of
Columbia is excluded from collecting the data required by the Hotel/
Motel Fire Safety Act, as amended.
Sec. 301-73.102 Must we require travelers to use a travel management
system?
Yes, starting January 1, 2001, to implement the Hotel/Motel Fire
Safety Act, as amended (see 5 U.S.C. 5707c). Until that time, you
should encourage your travelers to use the travel management system
selected by you for all common carrier, lodging, and car rental
arrangements. Beginning January 1, 2001, you must require travelers to
use the travel management system selected by you.
Sec. 301-73.103 Are there any exceptions to this requirement?
An agency head, or his/her designee, may exempt certain types of
travel arrangements from the mandatory use of the travel management
system. In certain situations, it may be impractical to make advance
reservations, and therefore no reason exists to use a TMS.
Subpart C--Contract Passenger Transportation Services
Sec. 301-73.200 Must we require our employees to use GSA's contract
passenger transportation services program?
Yes, if such services are available to your agency.
Sec. 301-73.201 What method of payment may be used for contract
passenger transportation service?
GSA individual contractor-issued travel charge card(s), or your
agency centrally billed or other established account, or a GTR (when no
other option is available or feasible).
Sec. 301-73.202 Can contract fares be used for personal travel?
No.
[[Page 15979]]
SUBPART D--TRAVEL PAYMENT SYSTEM
Sec. 301-73.300 What is a travel payment system?
A system to facilitate the payment of official travel and
transportation expenses which includes, but is not limited to:
(a) Issuance and maintenance of contractor-issued individually
billed charge cards;
(b) Establishment of centrally billed accounts for the purchase of
travel and transportation services;
(c) Issuance of travelers checks; and
(d) Provision of automated-teller-machine (ATM) services worldwide.
Sec. 301-73.301 How do we obtain travel payment system services?
You may participate in GSA's or another Federal agency's travel
payment system services program or you may contract directly with a
travel payment system service if your agency has contracting authority
and you are not a mandatory user of GSA's charge card program.
Note to Sec. 301-73.301: Under the new GSA charge card program
effective November 30, 1998, it will be your responsibility to
select the vendor that will be most beneficial to your agency's
travel and transportation needs.
PART 301-74--CONFERENCE PLANNING
Sec.
301-74.1 What is a conference?
301-74.2 What are ``conference costs''?
301-74.3 What are ``conference attendees' travel costs''?
301-74.4 What are ``conference attendees' time costs''?
301-74.5 Who must authorize employee attendance at conferences and
the Government sponsorship or funding, in whole or in part, of
conferences?
301-74.6 Are there any requirements for sponsoring or funding a
conference at a place of public accommodation?
301-74.7 May we waive the requirement?
301-74.8 What must be included in any advertisement or application
form for conference attendance?
301-74.9 What policies must we establish governing the selection of
a conference site?
301-74.10 What records must we maintain to document the selection
of a conference site?
301-74.11 What special rules apply when we conduct a conference in
the District of Columbia?
301-74.12 What policies and procedures must we establish to govern
the selection of conference attendees?
301-74.13 May we include conference administrative costs in an
employee's per diem allowance payment for attendance at a
conference?
Authority: 5 U.S.C. 5707.
Sec. 301-74.1 What is a conference?
A meeting, retreat, seminar, symposium or event that involves
attendee travel. The term also applies to training activities that are
considered to be conferences under 5 CFR 410.404.
Sec. 301-74.2 What are ``conference costs''?
Conference costs are all costs paid by the government for a
conference, whether paid directly by agencies or reimbursed by agencies
to travelers or others associated with the conference, e.g., speakers,
contractors, etc. Such costs include, but are not limited to: travel to
and from the conference, ground transportation, lodging, meals and
incidental costs, meeting room and audiovisual costs, registration
fees, speaker fees, other conference-related administrative fees, and
the cost of employees' time spent at the conference and traveling to
and from the conference.
Sec. 301-74.3 What are ``conference attendees' travel costs''?
``Conference attendees' travel costs'' are authorized
transportation and per diem expenses incurred in attending a conference
at Government expense.
Sec. 301-74.4 What are ``conference attendees' time costs''?
``Conference attendees' time costs'' are the costs of employee's
time spent at a conference (including en route travel time during
normal duty hours).
Sec. 301-74.5 Who must authorize employee attendance at conferences
and the Government sponsorship or funding, in whole or in part, of
conferences?
A senior agency official, other than attendee.
Sec. 301-74.6 Are there any requirements for sponsoring or funding a
conference at a place of public accommodation?
Yes. When you sponsor or fund, in whole or in part, a conference at
a place of public accommodation in the U.S., you must use a FEMA
approved accommodation, except as provided in Sec. 301-74.7 of this
subpart. This provision also applies:
(a) To the government of the District of Columbia only when it
expends Federal funds for a conference; and
(b) To a non Federal entity to which Government funds are provided
for the conference.
Sec. 301-74.7 May we waive the requirement?
Yes, if the head of your agency makes a written determination on an
individual case basis that waiver of the requirement to use FEMA
approved accommodation is necessary in the public interest for a
particular event. Your agency head may delegate this waiver authority
to a senior agency official who is given all authority with respect to
conferences sponsored or funded, in whole or in part, by your agency.
Sec. 301-74.8 What must be included in any advertisement or
application form for conference attendance?
Any advertisement or application for attendance at the conference
must include notice that agencies are prohibited from using a non-FEMA
approved place of public accommodation for conferences. In addition,
any executive agency as defined in 5 U.S.C. 105 shall notify all non-
federal entities to which it provides federal funds of this
prohibition.
Sec. 301-74.9 What policies must we establish governing the selection
of a conference site?
You must establish policies that will:
(a) Minimize conference administrative costs, conference attendees'
travel costs, and conference attendees' time costs; and
(b) Maximize the use of Government-owned or Government provided
conference facilities as much as possible.
(c) Identify opportunities to save costs in selecting a particular
conference site (e.g., through the availability of attractive and
competitive rates during the off-season at a site having seasonal
rates).
Sec. 301-74.10 What records must we maintain to document the selection
of a conference site?
For each conference you sponsor or fund, in whole or in part, that
involves travel by 30 or more employees, you must maintain a record of
the cost of each alternative conference site. You must make these
records available for inspection by your Office of the Inspector
General or other interested parties.
Sec. 301-74.11 What special rules apply when we conduct a conference
in the District of Columbia?
(a) In addition to the general rules provided in Sec. 301-74.6, the
following special rules apply:
(1) You may not directly procure lodging facilities in the District
of Columbia without specific authorization and appropriation from
Congress (see 40 U.S.C. 34); and
(2) Any short-term conference meeting space you obtain in the
District of Columbia must be procured under 41 CFR 101-17.101-4.
(b) The provisions of paragraph (a) of this section do not prohibit
payment of
[[Page 15980]]
per diem to an employee authorized to obtain lodging in the District of
Columbia while performing official business travel.
Sec. 301-74.12 What policies and procedures must we establish to
govern the selection of conference attendees?
You must establish polices that reduce the overall cost of
attending a conference. The policies and procedures must:
(a) Limit your agency's representation to the minimum number of
attendees necessary to accomplish your agency's mission; and
(b) Provide for the consideration of travel expenses when selecting
attendees.
Sec. 301-74.13 May we include conference administrative costs in an
employee's per diem allowance payment for attendance at a conference?
No. Per diem is intended only to reimburse the attendee's
subsistence expenses. You must pay conference administrative costs
separately.
PART 301-75--PRE-EMPLOYMENT INTERVIEW TRAVEL
Subpart A--General Rules
Sec.
301-75.1 What is the purpose of the allowance for pre-employment
interview travel expenses?
301-75.2 May we pay pre-employment interview travel expenses?
301-75.3 What governing policies and procedures must we establish
related to pre-employment interview travel?
301-75.4 What other responsibilities do we have for pre -employment
interview travel?
Subpart B--Travel Expenses
Sec.
301-75.100 Must we pay all of the interviewee's pre-employment
interview travel expenses?
301-75.101 What pre-employment interview travel expenses may we
pay?
301-75.102 What pre-employment interview travel expenses are not
payable?
301-75.103 What are our responsibilities when we authorize an
interviewee to use common carrier transportation to perform pre-
employment interview travel?
Subpart C--Obtaining Travel Services and Claiming Reimbursement
Sec.
301-75.200 How will we pay for pre-employment interviewee travel
expenses?
301-75.201 May we allow the interviewee to use individual
Government contractor-issued charge cards for pre-employment
interview travel?
301-75.202 What must we do if the interviewee exchanges the ticket
he or she has been issued?
301-75.203 May we provide the interviewee with a travel advance?
301-75.204 May we use Government contract issued travelers checks
to pay for the interviewee's travel expenses?
301-75.205 Is the interviewee required to submit a travel claim to
us?
Authority: 5 U.S.C. 5707.
Subpart A--General Rules
Sec.
Sec. 301-75.1 What is the purpose of the allowance for pre-employment
interview travel expenses?
To help you recruit highly qualified individuals.
Sec. 301-75.2 May we pay pre-employment interview travel expenses?
Yes, if you determine it is in the best interest of the Government
to do so. However, pre-employment travel expenses may not be authorized
to offset or defray other expenses not allowable under this subpart.
Sec. 301-75.3 What governing policies and procedures must we establish
related to pre-employment interview travel?
You must establish policies and procedures governing:
(a) When you will pay pre-employment interview travel expenses,
including the criteria for determining which individuals or positions
qualify for payment of such expenses;
(b) Who will determine, in each individual case, that a person
qualifies for pre-employment interview travel expenses; and
(c) Who will determine what expenses you will pay for each
individual interviewee.
Sec. 301-75.4 What other responsibilities do we have for pre-
employment interview travel?
You must:
(a) Provide your interviewees with a list of FEMA approved
accommodations in the vicinity of the interview, and encourage them to
stay in an approved accommodation;
(b) Inform the interviewee that he or she is responsible for excess
cost and any additional expenses that he or she incurs for personal
preference or convenience;
(c) Inform the interviewee that the Government will not pay for
excess costs resulting from circuitous routes, delays, or luxury
accommodations or services unnecessary or unjustified in the
performance of official business;
(d) Assist the interviewee in preparing the travel claim;
(e) Provide the interviewee with instructions on how to submit the
claim; and
(f) Inform the interviewee that he or she may subject himself or
herself to criminal penalties if he or she knowingly presents a false,
fictitious, or fraudulent travel claim 18 U.S.C. 287 and 1001.
Subpart B--Travel Expenses
Sec. 301-75.100 Must we pay all of the interviewee's pre-employment
interview travel expenses?
If you decide to pay the interviewee per diem or common carrier
transportation costs, you must pay the full amount of such cost to
which the interviewee would be entitled if the interviewee were a
Government employee traveling on official business.
Sec. 301-75.101 What pre-employment interview travel expenses may we
pay?
You may pay the following expenses:
(a) Transportation expenses as provided in part 301-10 of this
chapter;
(b) Per diem expenses as provided in part 301-11 of this chapter;
(c) Miscellaneous expenses as provided in part 301-12 of this
chapter; and
(d) Travel expenses of an individual with a disability or special
need as provided in part 301-13 of this chapter.
Sec. 301-75.102 What pre-employment interview travel expenses are not
payable?
You may not pay expenses for:
(a) Use of communication services for purposes other than
communication directly related to travel arrangement for the Government
interview.
(b) Hire of a room at a hotel or other place to transact official
business.
Sec. 301-75.103 What are our responsibilities when we authorize an
interviewee to use common carrier transportation to perform pre-
employment interview travel?
You must provide the interviewee with one of the following: 1(a) A
common carrier ticket;
(b) A GTR; or
(c) A point of contact with your travel management center to
arrange the common carrier transportation. In this instance, you must
notify the travel management center that the interviewee is authorized
to receive a ticket for the trip;
(d) Written instructions explaining your procedures and the
liability of the interviewee for controlling and accounting for
passenger transportation documents, if common carrier transportation is
required;
[[Page 15981]]
(e) A credit/refund address for any common carrier transportation
provided for unused government furnished tickets.
Subpart C--Obtaining Travel Services and Claiming Reimbursement
Sec. 301-75.200 How will we pay for pre-employment interviewee travel
expenses?
------------------------------------------------------------------------
For You will
------------------------------------------------------------------------
Common carrier transportation Bill the expenses to a centrally billed
expenses other than local or other agency established account or
transportation. provide the traveler with a GTR when no
other option is available or feasible.
Other expenses............... Require payment by the interviewee and
reimburse the interviewee for allowable
travel expenses upon submission and
approval of his or her travel claim.
------------------------------------------------------------------------
Sec. 301-75.201 May we allow the interviewee to use individual
Government contractor-issued charge cards for pre-employment interview
travel?
No.
Sec. 301-75.202 What must we do if the interviewee exchanges the
ticket he or she has been issued?
------------------------------------------------------------------------
If You will inform the traveler
------------------------------------------------------------------------
The new ticket is more That he or she must pay the difference
expensive than the ticket using personal funds and he or she will
you provided. not receive reimbursement for the extra
amount.
The new ticket is less Provide the interviewee with a credit/
expensive than the ticket refund address by attaching a copy of
you provided. the GTR, or some other document
containing this information, to either
the ticket or the travel authorization
as provided in 41 CFR 101-41.210.
------------------------------------------------------------------------
Sec. 301-75.203 May we provide the interviewee with a travel advance?
No.
Sec. 301-75.204 May we use Government contract issued travelers checks
to pay for the interviewee's travel expenses?
No.
Sec. 301-75.205 Is the interviewee required to submit a travel claim
to us?
No. Only if the interviewee wants to be reimbursed, then he or she
must submit a travel claim in accordance with your agency procedures in
order to receive reimbursement for pre-employment interview travel
expense.
3. Appendix C and D are added to Chapter 301 to read as follows:
Appendix C to Chapter 301--Standard Data Elements for Federal Travel [Traveler Identification]
----------------------------------------------------------------------------------------------------------------
Group name Data elements Description
----------------------------------------------------------------------------------------------------------------
Travel Authorization............... Authorization Number....... Assigned by the appropriate office.
Employee Name...................... First Name, Middle Initial, Agency guidelines may specify the order, e.g.,
Last Name. last name first.
Employee Identification............ Employee Number............ Must use a number, e.g., SSN, vendor number,
or other number that identifies the employee.
Travel Purpose Identifier.......... Site visit
Information meeting
Training attendance
Speech or presentation
Conference attendance
Relocation................. Same as change of official station.
Entitlement travel.........
Travel Period...................... Start Date, End Date....... Month, Day, Year according to agency
guidelines.
Travel Type........................ CONUS/Domestic............. Travel within Continental United States.
OCONUS/Domestic............ Travel within noncontiguous United States.
Foreign.................... Travel to other countries.
Leave Indicator.................... Annual, Sick, Other........ Identifies leave type as the reason for an
interruption of per diem entitlement.
Official Duty Station.............. City, State, Zip........... Either the corporate limits of city/town or
the reservation, station, established area
where stationed.
Residence City,.................... State, Zip................. The geographical location where employee
resides, if different from official duty
station.
Payment Method..................... EFT........................ Direct deposit via electronic funds transfer.
Treasury Check
Imprest Fund
Mailing Address.................... Street Address, City, The location designated by the traveler based
State, Zip. on agency guidelines.
----------------------------------------------------------------------------------------------------------------
Standard Data Elements for Federal Travel
[Commercial Transportation Information]
----------------------------------------------------------------------------------------------------------------
Group name Data elements Description
----------------------------------------------------------------------------------------------------------------
Transportation Payment............. ........................... Method employee used to purchase
transportation tickets.
Method Indicator................... GTR........................ U. S. Government Transportation Request.
Central Billing Account.... A Contractor centrally billed account.
Government Charge Card..... In accordance with and as provided by agency
guidelines.
Cash
Transportation Payment Payment ID Number.......... A number that identifies the payment for the
Identification Number. transportation tickets, according to agency
guidelines, e.g., GTR number, Govt. credit
card number.
Transportation Method Indicator.... Air (Premium Class)........ Common carrier used as transportation to TDY
location.
Air (Non-premium Class)
Non-contract Air, Train,
Other
Local Transportation Indicator..... POV, Car rental, Taxi, Identifies local transportation used while on
Other. TDY.
----------------------------------------------------------------------------------------------------------------
Travel Expense Information
[Standard Data Elements for Federal Travel]
----------------------------------------------------------------------------------------------------------------
Group name Data elements Description
----------------------------------------------------------------------------------------------------------------
Per Diem........................... Total Number of Days....... The number of days traveler claims to be on
per diem status, for each official travel
location.
Total Amount Claimed....... The amount of money traveler claims as per
diem expense.
Lodging, Meals &
Incidentals.
Travel Advance..................... Advance Outstanding........ The amount of travel advance outstanding, when
the employee files the travel claim.
Remaining Balance.......... The amount of the travel advance that remains
outstanding.
Subsistence........................ Actual Days................ Total number of days the employee charged
actual subsistence expenses.
......................... The number of days must be expressed as a
whole number.
Total Actual Amount........ Total amount of actual subsistence expenses
claimed as authorized. Actual subsistence
rate, per day, may not exceed the maximum
subsistence expense rate established for
official travel by the Federal Travel
Regulation.
Transportation Method Cost......... Air (Premium Class)........ The amount of money the transportation
actually cost the traveler, entered according
to method of transportation.
Air (Non-premium class) Non-
contract Air, Train.
Other...................... Bus or other form of transportation.
Local Transportation............... POV mileage................ Total number of miles driven in POV.
POV mileage expense........ Total amount claimed as authorized based on
mileage rate. Different mileage rates apply
based on type and use of the POC.
Car rental, Taxis, Other...
Constructive cost.................. Constructive cost.......... The difference between the amount authorized
to spend versus the amount claimed.
Reclaim............................ Reclaim amount............. An amount of money previously denied as
reimbursement for which additional
justification is now provided.
Total Claim........................ Total claim................ The sum of the amount of money claimed for per
diem, actual subsistence, mileage,
transportation method cost, and other
expenses.
----------------------------------------------------------------------------------------------------------------
[[Page 15982]]
Standard Data Elements for Federal Travel
[Accounting & Certification]
----------------------------------------------------------------------------------------------------------------
Group name Data elements Description
----------------------------------------------------------------------------------------------------------------
Accounting Classification.......... Accounting Code............ Agency accounting code.
Non-Federal Source Indicator....... Per Diem, Subsistence, Indicates the type of travel expense(s) paid,
Transportation. in part or totally, by a non-Federal source.
Non-Federal Source Payment Method.. Check, EFT, Payment ``in- Total payment provided by non-Federal source
kind''. according to method of payment.
Signature/Date Fields.............. Claimant Signature......... Traveler's signature, or digital
representation. The signature signifies the
traveler read the ``fraudulent claim/
responsibility'' statement.
Date....................... Date traveler signed ``fraudulent claim/
responsibility'' statement.
Claimant Signature......... Traveler's signature, or digital
representation. The signature signifies the
traveler read the ``Privacy Act'' statement.
Date....................... Date traveler signed ``Privacy Act''
statement.
Approving Officer Signature Approving Officer's signature, or digital
representation. The signature signifies the
travel claim is approved for payment based on
authorized travel.
Date....................... Date Approving Officer approved and signed the
travel claim.
[[Page 15983]]
Certifying Officer Certifying Officer's signature, or digital
Signature. representation. The signature signifies the
travel claim is certified correct and proper
for payment.
Date....................... Date Certifying Officer signed the travel
claim.
----------------------------------------------------------------------------------------------------------------
Note: Agencies must ensure that a purpose code is captured for those individuals traveling under unlimited open
authorizations.
APPENDIX D TO CHAPTER 301--GLOSSARY OF ACRONYMS
ATM: Automated Teller Machine
CFR: Code of Federal Regulations
CMTR: Combined Marginal Tax Rate
CONUS: Continental United States
CSRS: Civil Service Retirement System
DOD: Department of Defense
DOJ: Department of Justice
DSSR: Department of State Standardized Regulations
FAM: Foreign Affairs Manual
FEMA: Federal Emergency Management Agency
FERS: Federal Employees Retirement System
FHA: Federal Housing Administration
FOB: Free On Board
FTR: Federal Travel Regulation
FTS: Federal Telecommunications System
GAO: General Accounting Office
GBL: Government Bill of Lading
GEBAT: Government Excess Baggage Authorization Ticket
GOCO: Government Owned Contractor Operated
GPO: Government Printing Office
GSA: General Services Administration
GTR: Government Transportation Request
IRC: Internal Revenue Code
IRS: Internal Revenue Service
JFTR: Joint Federal Travel Regulations
M&IE: Meals and Incidental Expenses
M&O: Management and Operating
MOU: Memorandum of Understanding
MTR: Marginal Tax Rate
NIST: National Institute of Standards and Technology
OCONUS: Outside the Continental United States
OGE: Office of Government Ethics
OMB: Office of Management and Budget
PCS: Permanent Change of Station
PDS: Permanent Duty Station
PIN: Personal Identification Number
POV: Privately Owned Vehicle
PTA: Prepaid Ticket Advice
PDTATAC: Per Diem, Travel and Transportation Allowance Committee
Q&A: Question and Answer
RIT: Relocation Income Tax
SES: Senior Executive Service
TCS: Temporary Change of Station
TDY: Temporary Duty
TMC: Travel Management Center
TMS: Travel Management System
TQSE: Temporary Quarters Subsistence Expenses
U.S.C.: United States Code
VA: Department of Veterans Affairs
WAE: When Actually Employed
WTA: Withholding Tax Allowance
Dated: March 19, 1998.
David J. Barram,
Administrator of General Services.
[FR Doc. 98-7725 Filed 3-31-98; 8:45 am]
BILLING CODE 6820-34-P
