[Federal Register Volume 59, Number 13 (Thursday, January 20, 1994)]
[Unknown Section]
[Page 0]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 94-1345]
[[Page Unknown]]
[Federal Register: January 20, 1994]
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DEPARTMENT OF THE TREASURY
[Treasury Directive Number: 12-26]
Delegation of Authority To Approve the Use of Cash for Official
Travel
Date: January 6, 1994.
1. Delegation. This Directive delegates to heads of bureaus, the
Deputy Assistant Secretary (Administration), and the Inspector General,
the authority to approve all cash purchases of passenger transportation
services costing more than $100, including instances where a Federal
traveler has failed to use a Government Transportation Request (GTR), a
Government Travel Account (GTA), or contractor-issued Government
employee charge card. This delegation is in accordance with Federal
Property Management Regulation (FPMR) Temporary Regulation G-37, as
published in the Federal Register on July 26, 1993 (58 FR 39664).
2. Scope. This Directive applies to all bureaus, the Departmental
Offices (DO), and the Office of Inspector General (OIG). For the
purposes of this directive, the term ``bureau'' includes DO and the
OIG.
3. Redelegation. Authority may be redelegated to the Bureau Chief
Financial Officer, or the equivalent management official at regional
locations, to approve the use of cash in excess of $100 for the
procurement of transportation services. No other redelegation shall be
permitted. Redelegations from bureau heads shall be in writing, and
copies of the redelegation shall be retained to permit examination by
GSA auditors.
4. Background.
a. FPMR Amendment G-43, July 6, 1977, transmitted part 101-41 to
establish the policy and procedures governing documentation and audit
of payments for domestic and foreign freight and passenger
transportation services furnished for the account of the United States.
Section 101-41.203 pertains to procurement of transportation services.
The GTR, Government contractor-issued charge card, and the GTA are the
preferred means for procuring transportation services. Bureaus have had
authority to approve emergency cash payments exceeding the $100 limit
but were required to request a written exemption from GSA for
nonemergency use of cash payments exceeding $100.
b. On July 26, 1993, GSA published a temporary regulation (FPMR
Temp. Reg. G-57) which amends 41 CFR 101-41.203 and eliminates the
requirement for agencies to request a written exemption from the GSA
for approval of cash purchases of nonemergency transportation services
exceeding the $100 limit. FPMR Temporary Regulation G-57 expires July
31, 1994.
5. Procedures.
a. As long as the conditions set out in FPMR Temp. Reg. G-57 are
met, bureau heads, or the Bureau Chief Financial Officers, may approve
the use of cash to procure emergency or nonemergency transportation
services costing more than $100. In the interest of promoting good cash
management, all other methods of disbursement should be considered
before providing cash. Approval shall be granted prior to travel only
when sufficient justification has been documented.
b. To justify the use of cash in excess of $100 instead of a
Government provided method of payment when procuring passenger
transportation services, both the bureau head, or designated
representative, and the traveler shall certify on the travel voucher
the reasons for such use.
c. Cash purchases of transportation services in excess of $100 in
non- emergency circumstances shall be discouraged and kept to a
minimum. Cash shall not be used to circumvent the use of city-pair
contracts. DO, bureaus and OIG shall establish procedures to encourage
travelers to use a GTR, Government contractor-issued charge card, or
GTA instead of cash to purchase passenger transportation services. Use
of a credit card other than the GSA contractor-issued Government
employee charge card, or use of travelers checks shall be considered
the equivalent of cash and subject to the $100 limitation.
d. Travelers using cash to purchase individual passenger
transportation services shall procure such services directly from
carriers or from travel agents under GSA contract and shall account for
those expenses on their travel vouchers, furnishing passenger coupons
or other evidence as appropriate. Furthermore, travelers shall assign
to the Government the right to recover any excess payments involving
carriers' use of improper rates. That assignment must be preprinted or
otherwise annotated on the travel voucher and shall be initialed by the
traveler.
e. Each bureau shall apprise travelers using cash to procure
passenger transportation services of the provision of FPMR 101-41.209-4
concerning a carrier's liability for liquidated damages because of
failure to provide confirmed reserved space.
f. Travelers using cash to procure passenger transportation
services shall adhere to the regulations of the General Accounting
Office (4 CFR 52.2) regarding the use of U.S. flag vessels and air
carriers.
g. Should a traveler make repeated cash purchases without just
cause or deliberately attempt to circumvent use of GSA contract air or
rail service for personal convenience, the bureau may send all
documents related to the travel to the General Accounting Office,
Claims Section, Washington, DC, 20548, for a decision on the traveler's
right to reimbursement as provided in 31 U.S.C. 3702.
6. Recordkeeping. Travel vouchers shall be maintained in the bureau
to be available for site audit by GSA auditors. General Records
Schedule 9, ``Travel and Transportation Records,'' provides
instructions for the disposal of travel vouchers. Suspected travel
management errors and/or misroutings which result in higher travel
costs to the Government will be reported by GSA (FWP) to the
appropriate bureau travel manager for appropriate action.
7. Reporting Requirements. After the traveler has been reimbursed
for a cash purchase, copies of the travel authorization, ticket
coupons, and any ticket refund applications, or Standard Form 1170,
``Redemption of Unused Tickets,'' shall be forwarded within three
working days for audit to the GSA, Transportation Audit Division (FWA),
Attention: Code E, Washington, DC 20405.
8. Expiration Date. This Directive expires on July 31, 1994, unless
superseded or canceled prior to that date.
9. Authority. 41 CFR 101-41.203, as amended by FPMR Temp. Reg. G-
57.
10. Office of Primary Interest. Office of Management Support
Systems, Management Programs Directorate, Office of the Deputy
Assistant Secretary (Management), Office of the Assistant Secretary
(Management)/Chief Financial Officer.
George Munoz,
Assistant Secretary (Management)/Chief Financial Officer.
[FR Doc. 94-1345 Filed 1-19-94; 8:45 am]
BILLING CODE 4810-25-P
