[Federal Register Volume 62, Number 55 (Friday, March 21, 1997)]
[Rules and Regulations]
[Pages 13768-13770]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 97-7236]
[[Page 13768]]
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GENERAL SERVICES ADMINISTRATION
41 CFR Parts 302-1 and 302-4
[FTR Amendment 63]
RIN 3090-AG19
Federal Travel Regulation; Fixed Amount Reimbursement for
Househunting Trip Subsistence Expenses
AGENCY: Office of Governmentwide Policy, GSA.
ACTION: Final rule.
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SUMMARY: This final rule amends the Federal Travel Regulation (FTR) to
allow an agency to pay a fixed amount for househunting trip subsistence
expenses instead of a per diem allowance under the lodgings-plus
reimbursement method. This amendment will save the Government money by
easing the processing of relocation claims and will increase employee
satisfaction with the relocation process.
DATES: This final rule is effective March 22, 1997, and applies to an
employee whose effective date of transfer (date the employee reports
for duty at the new official station) is on or after March 22, 1997.
FOR FURTHER INFORMATION CONTACT: Robert A. Clauson, Travel and
Transportation Management Policy Division (MTT), Washington, DC 20405,
telephone 202-501-0299.
SUPPLEMENTARY INFORMATION: A multi-agency travel reinvention task force
was organized in August 1994 under the auspices of the Joint Financial
Management Improvement Program (JFMIP) to reengineer Federal travel
rules and procedures. The task force published 25 recommended travel
management improvements in a JFMIP report entitled Improving Travel
Management Governmentwide, dated December 1995. On September 23, 1996,
the President signed into law the Federal Employee Travel Reform Act of
1996 (Pub. L. 104-201), which included 8 legislative changes
recommended by the JFMIP to improve travel and the delivery of
relocation services.
This amendment implements section 1711 of the Act which provides
the General Services Administration (GSA) authority to issue
regulations which authorize agencies to reimburse a transferred
employee a fixed amount for househunting trip subsistence expenses.
This amendment is written in the ``plain English'' style of regulation
writing as a continuation of GSA's effort to make the FTR easier to
understand and to use.
How does this amendment change the allowance for househunting trip
expenses?
This amendment provides agencies the alternative to reimburse
employees a fixed amount without requiring receipts for househunting
trip subsistence expenses instead of paying a per diem allowance under
the lodgings-plus reimbursement method. This amendment also replaces
the term ``travel to seek residence quarters'' with the term
``househunting trip.''
Under what circumstances will I be reimbursed a fixed amount for
househunting trip subsistence expenses?
Your agency determines whether to authorize you a househunting
trip, and if so, whether to offer you a ``fixed amount'' reimbursement
for your subsistence expenses or a per diem allowance under the
lodgings-plus reimbursement method. If offered the fixed amount option,
you will have the discretion to choose between it and the lodgings-plus
reimbursement method.
What effect does using the term ``househunting trip'' have on the
allowance for househunting trip expenses?
Using the term ``househunting trip'' instead of ``travel to seek
residence quarters'' has no effect on the allowance for househunting
trip expenses. Use of this common vernacular term simply makes the FTR
easier to read and to understand. The term ``househunting trip'' is
broadly defined to include a trip to seek permanent quarters in a
rental facility.
What is the ``plain English'' style of regulation writing?
The ``plain English'' 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.
How does the plain English style of regulation writing affect
employees?
A question and its answer combine to establish a rule. The employee
and the agency must follow the language contained in both the question
and its answer.
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 302-1 and 302-4
Government employees, Travel and transportation expenses.
For the reasons set out in the preamble, 41 CFR chapter 302 is
amended as follows:
PART 302-1--APPLICABILITY, GENERAL RULES, AND ELIGIBILITY
CONDITIONS
1. The authority citation for part 302-1 is revised to read as
follows:
Authority: 5 U.S.C. 5738; 20 U.S.C. 905(a); E.O. 11609, 36 FR
13474, 3 CFR, 1971-1975 Comp., p. 586.
Subpart A--New Appointees and Transferred Employees
Sec. 302-1.7 [Amended]
2. Section 302-1.7 is amended by removing the phrase ``trips to
seek residence quarters in Sec. 302-4.1(c)(4)'' in paragraph (a) and
adding in its place the phrase ``househunting trips in Sec. 302-
4.3(c)''.
3. Section 302-1.14 is amended by revising paragraph (a)(3)(ii) to
read as follows:
Sec. 302-1.14 Use of funds.
(a) * * *
(3) * * *
(ii) Authorized househunting trips as set forth in Sec. 302-4.16 of
this chapter;
* * * * *
4. Part 302-4 is revised to read as follows:
PART 302-4--ALLOWANCE FOR HOUSEHUNTING TRIP EXPENSES
Subpart A--Employee's Allowance For Househunting Trip Expenses
Sec.
302-4.1 What is a ``househunting trip''?
302-4.2 What is the purpose of the househunting trip expenses
allowance?
302-4.3 Am I eligible for a househunting trip expenses allowance?
302-4.4 Who is not eligible for a househunting trip expenses
allowance?
302-4.5 Must my agency authorize payment of a househunting trip
expenses allowance?
302-4.6 Under what circumstances will I receive a househunting trip
expenses allowance?
302-4.7 Who may travel on a househunting trip at Government
expense?
[[Page 13769]]
302-4.8 How many househunting trips may my agency authorize in
connection with a particular transfer?
302-4.9 May my spouse and I perform separate househunting trips at
Government expense?
302-4.10 How soon may I and/or my spouse begin a househunting trip?
302-4.11 Is there a time limit on the duration of a househunting
trip?
302-4.12 When must my househunting trip be completed?
302-4.13 What methods may my agency use to reimburse me for
househunting trip expenses?
302-4.14 What transportation expenses will my agency pay?
302-4.15 Must I document my househunting trip expenses to receive
reimbursement?
302-4.16 May I receive an advance of funds for househunting trip
expenses?
302-4.17 Am I in a duty status when I perform a househunting trip?
SUBPART B--AGENCY RESPONSIBILITIES
302-4.100 How should we administer the househunting trip expenses
allowance?
302-4.101 What governing policies must we establish for the
househunting trip expenses allowance?
302-4.102 Under what circumstances may we authorize a househunting
trip?
302-4.103 What factors must we consider in determining whether to
offer an employee the fixed amount househunting trip subsistence
expenses reimbursement option?
Authority: 5 U.S.C. 5738; 20 U.S.C. 905(a); E.O. 11609, 36 FR
13474, 3 CFR, 1971-1975 Comp., p. 586.
SUBPART A--EMPLOYEE'S ALLOWANCE FOR HOUSEHUNTING TRIP EXPENSES
Note to subpart A: Use of the pronouns ``I'' and ``you''
throughout this subpart refers to the employee.
Sec. 302-4.1 What is a ``househunting trip''?
The term ``househunting trip'' refers to a trip made by the
employee and/or spouse to the new official station locality to find
permanent living quarters to rent or purchase. The term ``living
quarters'' in this part includes apartments, condominiums, and
cooperatives in addition to townhomes and single family homes.
Sec. 302-4.2 What is the purpose of the househunting trip expenses
allowance?
The allowance for househunting trip expenses is intended to
facilitate and expedite the employee's move from the old official
station to the new official station and to lower the Government's
overall cost for the employee's relocation by reducing the amount of
time an employee must occupy temporary quarters. The allowance for
househunting trip expenses provides the employee and/or spouse a period
of time to concentrate on finding a suitable permanent residence at the
new official station and thereby expedites the employee's relocation.
Sec. 302-4.3 Am I eligible for a househunting trip expenses allowance?
You are eligible for a househunting trip expenses allowance if you
are an employee who is authorized to transfer, and in addition:
(a) Both your old and new official stations are located within the
United States;
(b) You are not assigned to Government or other prearranged housing
at the new official station; and
(c) Your old and new official stations are 75 or more miles apart
(as measured by map distance) via a usually traveled surface route.
Sec. 302-4.4 Who is not eligible for a househunting trip expenses
allowance?
New appointees and employees assigned under the Government
Employees Training Act (5 U.S.C. 4109) are not eligible for a
househunting trip expenses allowance.
Sec. 302-4.5 Must my agency authorize payment of a househunting trip
expenses allowance?
No. Your agency determines when it is in the Government's interest
to authorize you a househunting trip and the procedures you must follow
if it is authorized.
Sec. 302-4.6 Under what circumstances will I receive a househunting
trip expenses allowance?
You will receive a househunting trip expenses allowance if:
(a) Your agency authorized you to perform a househunting trip in
advance of the travel (the agency authorization must specify the mode
of transportation and the period of time allowed for the trip);
(b) You have signed a service agreement;
(c) Your agency has established, and informed you of, the date you
are to report to your new official station; and
(d) You meet any additional conditions your agency has established.
Sec. 302-4.7 Who may travel on a househunting trip at Government
expense?
Only you and/or your spouse may travel on a househunting trip at
Government expense.
Sec. 302-4.8 How many househunting trips may my agency authorize in
connection with a particular transfer?
Your agency may authorize only one round trip for you and/or your
spouse in connection with a particular transfer.
Sec. 302-4.9 May my spouse and I perform separate househunting trips
at Government expense?
Yes. However, your reimbursement will be limited to the cost that
would have been incurred if you and your spouse had traveled together
on one round trip.
Sec. 302-4.10 How soon may I and/or my spouse begin a househunting
trip?
You may begin your househunting trip as soon as your agency has
notified you of your transfer and issued a travel authorization for a
househunting trip. To take maximum advantage of your trip, however, it
is very important that you become familiar as quickly as you can with
your new official station area (e.g., housing market conditions, school
locations, etc.). If you are selling your residence at your old
official station, you should not begin your househunting trip until you
have a current appraisal of the value of the residence so that you can
more accurately determine the appropriate price range of residences to
consider during your househunting trip.
Sec. 302-4.11 Is there a time limit on the duration of a househunting
trip?
A househunting trip should be for a reasonable period, not to
exceed 10 calendar days, as authorized by your agency under Sec. 302-
4.101(d).
Sec. 302-4.12 When must my househunting trip be completed?
You and/or your spouse must complete your househunting trip as
indicated in the following table:
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Your househunting trip must be
For completed by
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You............................... The day before you report to your
new official station.
Your spouse....................... The earlier of:
(a) the day before your family
relocates to your new official
station; or
(b) The day before the maximum
time for beginning allowable
travel expires (see Sec. 302-
1.6 of this chapter).
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[[Page 13770]]
Sec. 302-4.13 What methods may my agency use to reimburse me for
househunting trip expenses?
Your agency will reimburse your househunting trip expenses as
indicated in the following table:
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For You are reimbursed
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You and/or your spouse's Your actual transportation costs.
transportation expenses.
You and/or your spouse's One of the following:
subsistence expenses.
(a) A per diem allowance for you
and/or your spouse as prescribed
under part 302-2 of this
chapter; or
(b) If you accept your agency's
offer of the fixed amount
option, and:
(1) Both you and your spouse
perform a househunting trip
either together or separately,
a single amount determined by
multiplying the applicable
locality rate (listed in
appendix A to chapter 301 of
this subtitle) by 6.25, or
(2) Only one of you performs a
househunting trip, an amount
determined by multiplying the
applicable locality rate
(listed in appendix A to
chapter 301 of this subtitle)
by 5.
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Sec. 302-4.14 What transportation expenses will my agency pay?
Your agency will authorize you to travel by the transportation
mode(s) (e.g., airline, train, or privately owned automobile) it
determines to be advantageous to the Government. Your agency will pay
for your transportation expenses by the authorized mode(s). If you
travel by any other mode(s), your agency will pay your transportation
expenses not to exceed the cost of transportation by the authorized
mode(s).
Sec. 302-4.15 Must I document my househunting trip expenses to receive
reimbursement?
To receive reimbursement for househunting trip transportation
expenses you must itemize your transportation expenses and provide
receipts as required by Sec. 301-11.3(c) of this subtitle. For fixed
amount househunting trip subsistence reimbursement, you do not document
your subsistence expenses. For per diem househunting trip subsistence
expense reimbursement, you must itemize your lodging expenses and you
must provide receipts as required by Sec. 301-7.9(b) and Sec. 301-
11.3(c) of this subtitle.
Sec. 302-4.16 May I receive an advance of funds for househunting trip
expenses?
Your agency may authorize an advance of funds, in accordance with
Sec. 302-1.14(a) of this chapter, for your househunting trip expenses.
Your agency may not advance you funds in excess of the sum of your
anticipated transportation costs and either the maximum per diem
allowable under part 302-2 of this chapter for the location and
duration of your househunting trip or your fixed amount househunting
trip subsistence expenses payment, whichever applies.
Sec. 302-4.17 Am I in a duty status when I perform a househunting
trip?
Yes.
Subpart B--Agency Responsibilities
Note to Subpart B: Use of the pronouns ``we'' and ``you''
throughout this subpart refers to the agency.
Sec. 302-4.100 How should we administer the househunting trip expenses
allowance?
You should administer the househunting trip expenses allowance to
minimize or avoid its use when other satisfactory and more economical
arrangements are available.
Sec. 302-4.101 What governing policies must we establish for the
househunting trip expenses allowance?
You must establish policies and procedures governing:
(a) When you will authorize a househunting trip for an employee;
(b) Who will determine if a househunting trip is appropriate in
each situation;
(c) If and when you will authorize the fixed amount option for
househunting trip subsistence expenses reimbursement;
(d) Who will determine the appropriate duration of a househunting
trip for an employee who selects a per diem allowance under part 302-2
of this chapter to reimburse househunting trip subsistence expenses;
and
(e) Who will determine the mode(s) of transportation to be used.
Sec. 302-4.102 Under what circumstances may we authorize a
househunting trip?
You may authorize a househunting trip on an individual-case basis
when the employee has accepted the transfer and his/her circumstances
indicate that a househunting trip actually is needed. You may not
authorize a househunting trip when the purpose of the trip is to assist
the employee in deciding whether he or she will accept the transfer.
Sec. 302-4.103 What factors must we consider in determining whether
to offer an employee the fixed amount househunting trip subsistence
expenses reimbursement option?
You must consider the following factors:
(a) Ease of administration. Payment of a per diem allowance under
part 302-2 of this chapter requires you to review claims for the
validity, accuracy, and reasonableness of each expense amount, except
for meals and incidental expenses. Fixed amount househunting trip
subsistence expenses reimbursement is easier to administer because you
do not have to review expense amounts.
(b) Cost considerations. You must weigh the cost of each
reimbursement option on a case-by-case basis.
(c) Treatment of employees. The employee is allowed to choose
between a per diem allowance under part 302-2 of this chapter and fixed
amount househunting trip subsistence expenses reimbursement when you
offer the fixed amount reimbursement method. You therefore should weigh
employee morale and productivity considerations against actual cost
considerations in determining which method to offer.
Dated: March 18, 1997.
Thurman M. Davis, Sr.,
Acting Administrator of General Services.
[FR Doc. 97-7236 Filed 3-20-97; 8:45 am]
BILLING CODE 6820-34-P
