Federal Travel Regulation; Reorganizing and Streamlining the Federal Travel Regulation To Improve Operational Efficiency
Federal RegisterDec 8, 2025
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GENERAL SERVICES ADMINISTRATION
41 CFR Chapters 300 Through 304
[FTR Case 2025-05; Docket No. GSA-FTR-2025-0003; Sequence No. 1]
RIN 3090-AL06
Federal Travel Regulation; Reorganizing and Streamlining the Federal Travel Regulation To Improve Operational Efficiency
AGENCY:
Office of Government-Wide Policy (OGP), General Services Administration (GSA).
ACTION:
Final rule.
SUMMARY:
To implement the President's Deregulatory Initiatives, and to better reflect modern travel operations while still accounting for statutory requirements, GSA is issuing this final rule amending the entire Federal Travel Regulation (FTR). These updates streamline text and remove duplicative regulations to drive more efficient and effective Federal travel and relocation, while saving money for American taxpayers.
DATES:
Effective date:
December 8, 2025.
FOR FURTHER INFORMATION CONTACT:
Alexander Kurien, Deputy Associate Administrator, at 202-495-9628 or
travelpolicy@gsa.gov,
for clarification of content. For information pertaining to status or publication schedules, contact the Regulatory Secretariat Division at 202-501-4755 or
GSARegSec@gsa.gov.
Please cite FTR Case 2025-05.
SUPPLEMENTARY INFORMATION:
I. Background
On April 16, 2025, GSA published two notices in the
Federal Register
at 90 FR 15948 and 90 FR 15946, respectively, regarding its intention to rescind FTR Case 2022-03,”Alternative Fuel Vehicle Usage During Relocations” published in the
Federal Register
at 89 FR 20857 on March 26, 2024, and FTR Case 2022-05, “Updating the FTR with Diversity, Equity, Inclusion, and Accessibility Language” published in the
Federal Register
at 89 FR 12250 on February 16, 2024. Accordingly, GSA is reverting the language in the FTR that was changed pursuant to FTR Case 2022-03 to the language that applied immediately prior to such changes; such predecessor language was agnostic as to the type of privately-owned vehicle owned or leased by a relocating employee. Regarding FTR Case 2022-05, GSA is removing most pronouns in the FTR instead of reverting to sex-specific pronouns such as he, she, his, or her as originally intended. The decision to remove most pronouns is adopted for clarity as there are multiple nouns that a pronoun could refer to with the reversion of the FTR to title and narrative format as further discussed below. A detailed discussion of other changes follows.
Pursuant to 5 United States Code (U.S.C) 5707 and 5738, GSA has the authority to promulgate travel and relocation regulations, respectively, which GSA does through the FTR. The FTR has undergone many changes since its inception, including major revisions in 1989 and 1998. This revision marks another major update in several ways. First, the question and answer (Q&A) format from the 1998 revision is reverted to title and narrative format. The updated format reduces redundancies that developed as a result of the Q&A format's creation of separate agency and employee sections.
GSA is also eliminating several parts of the FTR not explicitly articulated within authorizing statutes, thereby reducing the cost and complexity of the travel and relocation process. Specific major changes are detailed under the discussion section of this preamble. Broadly, this rewrite reduces chapter 300 to solely the glossary of terms, and either eliminates other sections or integrates them into relevant sections of subsequent chapters. While chapters 301 and 302 still focus on temporary duty travel and relocation, respectively, their overall length is reduced by more than half. Chapters 303 and 304, addressing the death of an employee and payment by non-Federal sources, respectively, are also both shortened by deleting material that is either redundant or not statutorily required.
GSA, through its responsibility to maintain the FTR on behalf of the entire Executive branch of the Federal Government, strives to ensure that travel and relocation undertaken in the public interest is as cost effective and efficient as possible. These FTR revisions, coupled with improvements in technology that help in the execution of these regulations, advances this goal.
II. Discussion of the Final Rule—Significant Changes
Significant changes are noted by chapter:
Chapter 300 now solely consists of the glossary of terms, with other sections either being deleted or moved into more appropriate chapters. The introductory parts of chapter 300 that define the FTR and who it applies to are greatly simplified and have been moved into chapter 301. Part 300-70, subpart A, which details agency reporting requirements, has been partially moved to chapter 302, as statutory requirements for annual reporting exist for both agency travel and relocation. Part 300-70, subpart B, which required agencies to annually submit their first and business class travel use, has been eliminated. GSA included premium class travel reporting in the FTR upon the recommendation of the Government Accountability Office (GAO) per its report titled “Premium Class Travel: Internal Control Weaknesses Governmentwide Led to Improper and Abusive Use of Premium Class Travel” (GAO-07-1268). Premium class travel, specifically first and business class travel, is less than 0.2 percent of Federal airline transportation spending. Accordingly, any instances of regulatory abuse with respect to this topic appear to be rare and can be managed at the agency level, instead of through an additional reporting mechanism. While the removal of this reporting requirement reduces administrative burden, it does not diminish the general rule that premium class travel may be authorized only if one of the relevant regulatory exceptions is met. GSA may consider reinserting this annual reporting requirement in a future FTR amendment if needed. Finally, part 300-80, Relocation Expenses Test Programs, has been moved to chapter 302, which covers relocation.
In chapter 301, the terms “agency” and “employee” are unchanged, but as they are definitional, they have been moved to chapter 300, Glossary of Terms. Further, GSA eliminated the presumptions as to the most advantageous method of transportation by order of precedence at § 301-10.5, as an order of precedence is not statutorily required; the new regulation relies on agency discretion to select the method most advantageous to the government. GSA updated FTR part 301-11 to allow flexibility on the requirement to have advance approval to claim the full meals and incidental expenses (M&IE) when meals are furnished or included in a registration fee and the employee is unable to consume the furnished meal(s) because of medical requirements or religious beliefs. Advance approval is now only required if the employee had advance knowledge of the meals that would be provided. For example, if the meal is provided at a conference, but no specifics on the meal composition (
e.g.,
meals with common allergens such as nuts) are provided in advance, then no advance approval is required for employees to claim the full M&IE.
Laundry reimbursement is not claimed very often, and is a small amount spent in terms of overall Federal travel (less than $100,000/year).
Employees needed to be on travel for at least four consecutive nights in order to be reimbursed for laundry expenses. The FTR will no longer list laundry as its own distinct category of reimbursement, which led some agencies to think they had to pay the expense, even though the regulation itself said agencies “may” pay it, not must. For travel within the continental United States, agencies can still determine whether laundry is an appropriate miscellaneous expense in their overall miscellaneous expenses policy. Part 301-30 is amended to insert the word “employee” before “emergency travel” to avoid confusion with travelers thinking they are entitled to different or extra travel expenses for responding to others' emergencies when in fact, the Part addresses expenses for employees that experience a personal emergency while on travel. A change made throughout the FTR, including in part 301-30, Employee Emergency Travel, and part 301-31, Threatened Law Enforcement/Investigative Employees, narrows where permitted by statute, the reimbursement of expenses to “immediate family” as defined in chapter 300. Without this distinction an employee might assume they are entitled to reimbursement for any number of family members, despite the glossary of terms directing the reader to “immediate family” for the definition of “family”.
Part 301-74, Conference Planning, has been removed as it is guidance, and not regulatory text required to be prescribed by statute. Further, GSA believes that agencies are better equipped to give updated advice and support on this topic to their employees, especially because much of part 301-74 addressed conference planning generally and not conference planning involving travel.
Finally, the former appendix C to chapter 301 containing a list of standard data elements for Government travel was removed. This information is not considered regulatory and is found at
https://ussm.gsa.gov/fibf-travel/#standard_data_elements.
Subchapter B, Relocation Allowances, part 302-3, Relocation Allowance by Specific Type, was updated to clarify mandatory and discretionary items, specifically on extended storage and property management. GSA also clarified when allowances may be reimbursed for a temporary change of station.
In part 302-3, subpart C, Types of Transfers, GSA clarified the regulations surrounding the transfer of two employed immediate family members and specified that only one of the employed immediate family members can claim any non-employee immediate family member(s).
GSA also clarified the regulations governing tour renewal travel for Alaska and Hawaii. Specifically, if other conditions are met, employees are allowed tour renewal travel from Alaska or Hawaii so long as they will continue to serve a consecutive tour in either Alaska or Hawaii. As previously written, to qualify the employee had to return and serve a consecutive tour in the specific state they had departed from.
In part 302-6, Allowance for Temporary Quarters Subsistence Expenses (TQSE), GSA eliminated the TQSE Actual Expense (TQSE-AE) and TQSE Lump Sum (TQSE-LS) payment methods. With the implementation of the TQSE Lodgings-plus (TQSE-LP) payment method, TQSE-AE became redundant. When the TQSE-LP payment method was created, the TQSE-AE was also changed to reimburse at the same rate as the TQSE-LP with the primary difference being that under TQSE-AE the employee had to itemize expenses. Since itemization is not required under TQSE-LP and the reimbursement rates are identical, TQSE-AE is no longer necessary. The TQSE-LS was implemented at the time when the only payment method was the TQSE-AE. The TQSE-LS was meant as a means to reduce the administrative burden of tracking individual expenses and also was reimbursed at the higher locality rate compared to the prior way of reimbursing TQSE-AE at the standard continental United States (CONUS) rate. With the implementation of the TQSE-LP, administrative burden has been negated since the only receipt required is a lodging receipt and TQSE-LP is reimbursed at the locality rate so there is no additional benefit to using the TQSE-LS.
In part 302-11, Allowances for Residence Transaction Expenses, the restriction that prohibits reimbursement for broker fees or commissions paid in connection with purchase of a home at the new official station is eliminated. OGP published a GSA Bulletin FTR 25-03 on October 30, 2024 (viewable at
https://www.gsa.gov/ftrbulletins
), temporarily waiving the restriction. By incorporating the waiver into the FTR permanently, this change allows agencies to reimburse eligible relocating employees for buyer broker fees/real estate commissions in connection with the purchase of a residence at the new official station incident to their relocation.
Changes to chapter 303, Payment of Expenses Connected With the Death of Certain Employees, were made to streamline the text. A change to only require receipts when expenses were $75 or more was added in line with receipt requirements elsewhere in the FTR. This change should reduce some administrative burden. Death of employees while on official travel is extremely rare, but it does happen and families should be as burden-free as possible when making final arrangements.
No substantive changes were made to chapter 304, which addresses non-Federal source payments for travel.
III. Cost Impact Analysis
GSA conducted an economic analysis of the changes and determined that during the first and subsequent years after publication of the rule, there are economic impacts associated with this rule. GSA estimated the discounted total overall net cost avoidance over a 10-year period is $653,337 at a 3-percent discount rate and $547,239 at a 7-percent discount rate. GSA calculated the estimated hourly compensation
1
using the U.S. Office of Personnel Management's 2025 General Schedule (GS) Rest of United States Locality Pay Table,
2
a full fringe benefit cost factor of 36.25 percent,
3
and an overhead cost factor of 12 percent as provided by the Office of Management and Budget (OMB) Circular A-76.
4
The following section is a list of activities related to regulatory compliance that GSA anticipates will occur. These assumptions were generated based on internal GSA expertise.
1
Computing Hourly Rates of Pay Using the 2,087-Hour Divisor (
https://www.opm.gov/policy-data-oversight/pay-leave/pay-administration/fact-sheets/computing-hourly-rates-of-pay-using-the-2087-hour-divisor/
).
2
General Schedule (
https://www.opm.gov/policy-data-oversight/pay-leave/salaries-wages/2025/general-schedule
).
3
OMB Memo M-08-13, dated March 11, 2008 (
https://www.whitehouse.gov/wp-content/uploads/legacy_drupal_files/omb/memoranda/2008/m08-13.pdf
).
4
OMB Circular A-76 (
https://georgewbush-whitehouse.archives.gov/omb/circulars/a076/a76_incl_tech_correction.html
).
1. Economic Impact to Government
a. Reduction in Regulatory Text
GSA assumes that reduced page count will result in cost avoidance for the time saved by the Federal employees reading the FTR. GSA estimated a 46%, or 394-page, reduction in the number of pages from the current FTR by comparing the current FTR with the new version set forth herein using a double-spaced format (same font, same margins). The actual reduction amount will not be known to the public until the revisions
are formally printed in the Code of Federal Regulations.
GSA estimated that GS-11s would save 4.1 hours in reading time in the first year and 2.05 hours in Years 2-10; GS-12s would save 3 hours in the first year and 1.5 hours in Years 2-10. GSA estimated that there are 125 GS-11s and 500 GS-12s that need to be familiar with the FTR. Given the hourly rate of $59.52 for GS-11s the total cost avoidance for GS-11s in Year 1 will be $30,504 and $15,252 in the years thereafter. Given the hourly rate of $71.35 for GS-12s, the total cost avoidance for GS-12s in Year 1 will be $107,025 and $53,513 annually thereafter. The total impact is a cost savings of $765,410. A breakdown of the undiscounted total annual estimated cost avoidance by GS levels by year from the reduction of regulatory text is provided in the table below.
Year 1
Years 2-10
Cost avoidance for GS-11s
$30,504
$15,252
Cost avoidance for GS-12s
107,025
53,513
2. Total Overall Economic Impact
The total cost avoidance for the government is $137,529 in Year 1 and $68,765 annually for Years 2-10 for a total impact of $765,410.
The discounted estimated total overall net cost avoidance over a 10-year period is $653,337 at a 3-percent discount rate and $ 547,239 at a 7-percent discount rate. The following is a summary of the estimated costs calculated for a 10-year time horizon at a 3- and 7-percent discount rate:
Summary
Total cost
avoidance
Present Value (3 percent)
$653,337
Annualized Cost Avoidance (3 percent)
76,591
Present Value (7 percent)
547,239
Annualized Cost Avoidance (7 percent)
77,915
IV. Executive Orders 12866,13563, and 14192
Executive Order (E.O.) 12866 (Regulatory Planning and Review) directs agencies to assess all costs and benefits of available regulatory alternatives and, if regulation is necessary, to select regulatory approaches that maximize net benefits (including potential economic, environmental, public health and safety effects, distributive impacts, and equity). E.O. 13563 (Improving Regulation and Regulatory Review) emphasizes the importance of quantifying both costs and benefits, of reducing costs, of harmonizing rules, and of promoting flexibility. The Office of Management and Budget's Office of Information and Regulatory Affairs (OIRA) has determined that this rule is a significant regulatory action under section 3(f) of E.O. 12866 and, therefore, was reviewed under Section 6(b) of E.O. 12866. This final rule is an E.O. 14192 (Unleashing Prosperity Through Deregulation) deregulatory action.
V. Congressional Review Act
OIRA has determined that this is not a “major rule” under Subtitle E of the Small Business Regulatory Enforcement Fairness Act of 1996, 5 U.S.C. 804(2), also known as the Congressional Review Act or CRA. The CRA generally provides that before a rule may take effect, unless excepted, the agency promulgating the rule must submit a rule report, which includes a copy of the rule, to each House of the Congress and to the Comptroller General of the United States. This action, however, is excepted from CRA reporting requirements prescribed under 5 U.S.C. 801 as it relates to agency management or personnel and is therefore not a “rule” under the CRA pursuant to 5 U.S.C. 804(3)(B).
VI. Regulatory Flexibility Act
This final rule will not have a significant economic impact on a substantial number of small entities within the meaning of the Regulatory Flexibility Act, 5 U.S.C. 601
et seq.
This final rule is also exempt from the Administrative Procedure Act pursuant to 5 U.S.C. 553(a)(2) because it applies to agency management or personnel. Therefore, an Initial Regulatory Flexibility Analysis was not performed.
VII. Paperwork Reduction Act
The Paperwork Reduction Act does not apply because the changes to the FTR do not impose recordkeeping or information collection requirements, or the collection of information from offerors, contractors, or members of the public that require the approval of the Office of Management and Budget (OMB) under 44 U.S.C. 3501
et seq.
VIII. Signing Authority
The Acting Administrator of GSA, Michael Rigas, having reviewed and approved this document, is delegating the authority to electronically sign this document to Larry Allen, who is the Associate Administrator of the Office of Government-wide Policy, for purposes of publication in the
Federal Register
.
List of Subjects
41 CFR Part 300-1
Government employees, Income taxes, Travel and transportation expenses.
41 CFR Parts 301-1 and 301-2
Government employees, Travel and transportation expenses.
41 CFR Part 301-10
Common carriers, Government employees, Government property, Travel and transportation expenses.
41 CFR Parts 301-11 and 301-12
Government employees, Travel and transportation expenses.
41 CFR Part 301-13
Government employees, Individuals with disabilities, Travel and transportation expenses.
41 CFR Parts 301-30 Through 301-31 and 301-50 Through 301-53
Government employees, Travel and transportation expenses.
41 CFR Part 301-70
Administrative practice and procedure, Common carriers, Government contracts, Government employees, Individuals with disabilities, Travel and transportation expenses.
41 CFR Part 301-71
Accounting, Government employees, Travel and transportation expenses.
41 CFR Part 301-72
Common carriers, Government employees, Travel and transportation expenses.
41 CFR Part 301-73
Government contracts, Travel and transportation expenses.
41 CFR Parts 301-75 and 301-76
Government employees, Travel and transportation expenses.
41 CFR Part 301-80
Government employees, Reporting and recordkeeping requirements, Travel and transportation expenses.
41 CFR Parts 302-1 Through 302-4
Government employees, Income taxes, Travel and transportation expenses.
41 CFR Parts 302-5 Through 302-11
Government employees, Travel and transportation expenses.
41 CFR Part 302-12
Government employees, Income taxes, Travel and transportation expenses.
41 CFR Part 302-14
Government employees, Travel and transportation expenses.
41 CFR Part 302-15
Government employees, Income taxes, Travel and transportation expenses.
41 CFR Part 302-16
Government employees, Relocation services, Travel and transportation expenses.
41 CFR Part 302-17
Government employees, Income taxes, Travel and transportation expenses.
41 CFR Part 302-18
Government employees, Travel and transportation expenses.
41 CFR Part 303-70
Claims, Government employees, Travel and transportation expenses.
41 CFR Parts 304-1 Through 304-7 and 304-9
Government employees, Travel and transportation expenses.
Larry Allen,
Associate Administrator, Office of Government-wide Policy.
For the reasons set forth in the preamble, GSA revises 41 CFR subtitle F, chapters 300 through 304, to read as follows:
Subtitle F—Federal Travel Regulation System
CHAPTER 300—GLOSSARY OF TERMS
PART 300-1—GLOSSARY OF TERMS
Sec.
300-1.1
Glossary of terms.
300-1.2
[Reserved]
CHAPTER 301—TEMPORARY DUTY (TDY) TRAVEL ALLOWANCES
SUBCHAPTER A—INTRODUCTION AND AUTHORIZATION
PART 301-1—APPLICABILITY
301-1.1
Purpose.
301-1.2
Eligibility for TDY allowances.
PART 301-2—GENERAL RULES
301-2.1
Travel authorization requirement.
301-2.2
Allowable travel expenses.
301-2.3
Travel arrangements requiring specific authorization or prior approval.
SUBCHAPTER B—ALLOWABLE TRAVEL EXPENSES
PART 301-10—TRANSPORTATION EXPENSES
Subpart A—General
301-10.1
Eligibility for transportation expenses payment.
301-10.2
Authorized transportation methods.
301-10.3
Selection of transportation method.
301-10.4
Liability for unauthorized or indirect travel.
Subpart B—Common Carrier Transportation Airline
301-10.100
Use of other than coach class accommodations.
301-10.101
Changes to or non-use of common carrier reservations.
301-10.102
Handling of unused Government transportation items.
301-10.103-301-10.109
[Reserved]
Use of Contract City Pair Program Fares
301-10.110
Requirement to use contract City Pair program fare.
301-10.111
Exceptions to contract City Pair Program fare usage.
301-10.112
Liability for unauthorized non-contract carrier use.
301-10.113-301-10.117
[Reserved]
Airline Accommodations
301-10.118-301-10.121
[Reserved]
301-10.122
Compensation for denied seat.
301-10.123
Compensation for voluntarily vacating a seat.
301-10.124
Use of reduced group or charter fares.
301-10.125-301-10.129
[Reserved]
Use of United States Flag Air Carriers
301-10.130-301-10.131
[Reserved]
301-10.132
U.S. flag air carrier requirement.
301-10.133
U.S. flag air carrier service.
301-10.134
Fly America Act requirements and exceptions.
301-10.135
Fly America exceptions for foreign air carrier service as a necessity.
301-10.136
Fly America Act exceptions for travel between the United States and another country.
301-10.137-301-10.140
[Reserved]
301-10.141
Certification requirements for foreign air carrier use.
301-10.142
Liability for improper or unauthorized foreign air carrier use.
301-10.143-301-10.159
[Reserved]
Train
301-10.160
Use of extra-fare train service.
301-10.161
Use of train sleeping accommodations.
301-10.162-301-10.179
[Reserved]
Ship
301-10.180
U.S. flag ship requirement.
301-10.181
Liability for improper foreign ship use.
301-10.182-301-10.189
[Reserved]
Transit Systems
301-10.190
Use of transit system for official travel.
Subpart C—Government Vehicle
301-10.200
Types of Government vehicles.
301-10.201
Liability for unauthorized Government vehicle use.
Travel on Government Aircraft
301-10.260
Use of Government aircraft.
301-10.261
Types of Government aircraft travel.
301-10.262
Authorization of Government aircraft travel.
301-10.263
Travel authorization documents for Government aircraft.
301-10.264
Reimbursement to the Government for Government aircraft travel.
301-10.265
Information available to the public about travel by senior Federal officials and non-Federal travelers on Government aircraft.
Subpart D—Privately Owned Vehicle (POV)
301-10.300
Determining and computing mileage reimbursement.
301-10.301
Reimbursement for advantageous POV use.
301-10.302
Allowable expenses beyond POV mileage rate.
301-10.303
Reimbursement with multiple POV travelers.
301-10.304
Reimbursement for POV parking at common carrier terminal.
301-10.305
Reimbursement when using an unauthorized method of transportation.
301-10.306
Reimbursement when using a POV instead of a Government-furnished automobile.
301-10.307-301-10.310
[Reserved]
Subpart E—Special Conveyances
301-10.400
Types of special conveyances.
301-10.401
Reimbursable charges for special conveyance.
Taxis, TNCs, Innovative Mobility Technology Companies, Shuttle Services, or Other Courtesy Transportation
301-10.420
Use of taxi, TNC, innovative mobility technology company, shuttle service, or other courtesy transportation.
Rental Automobiles
301-10.450
Rental vehicle use and authorization.
301-10.451
Reimbursement for collision damage waiver and theft insurance.
301-10.452
Liability for unauthorized rental automobile use.
PART 301-11—SUBSISTENCE EXPENSES
Subpart A—General Rules
301-11.1
Eligibility for subsistence expense reimbursement.
301-11.2
Agency requirement to pay subsistence expenses.
301-11.3
Subsistence expense reimbursement methods.
301-11.4
Determining the applicable per diem reimbursement rate.
301-11.5
Entitlement period for subsistence expenses.
301-11.6
Selecting lodging and making lodging reservations.
301-11.7
Lodging reimbursement based on lodging type.
301-11.8
Computation of daily lodging rate for long-term lodging.
301-11.9
Allowable expenses for long-term lodging.
301-11.10
Reimbursement for prepaid lodging expenses.
301-11.11
Subsistence expense calculations when traveling across the international dateline (IDL).
301-11.12
Agency authorization of rest periods during travel.
301-11.13
Reimbursement for subsistence expenses on non-workdays.
301-11.14
Agency reimbursement for return home or to the official station during TDY.
301-11.15
Reimbursement for voluntary return during TDY assignment.
301-11.16
Lodging tax reimbursement.
301-11.17
Options for when the per diem rate is insufficient.
301-11.18
Reimbursement for advance room deposit.
301-11.19
Overnight lodging reimbursement.
301-11.20
Meals and incidental expenses (M&IE) reimbursement amounts.
301-11.21
Allowable M&IE reimbursement when meals are provided.
301-11.22
Circumstances for prescribing a reduced per diem rate.
301-11.23
Itemization requirements for actual expense reimbursement.
Subparts B-E [Reserved]
Subpart F—Extended TDY Tax Reimbursement Allowance (ETTRA)
301-11.601
Duty to recognize a taxable extended TDY assignment.
301-11.602
Tax consequences of extended TDY.
301-11.603
Procedures for WTA and ETTRA calculation and reimbursement.
301-11.604
When to file the required tax information for extended TDY.
Appendix A to Part 301-11—Prescribed Per Diem Rates
PART 301-12—MISCELLANEOUS EXPENSES
301-12.1
Reimbursable miscellaneous expenses.
301-12.2
Baggage expense reimbursement.
PART 301-13—TRAVEL OF AN EMPLOYEE WITH SPECIAL NEEDS
301-13.1
Conditions of payment for additional travel expenses for special needs.
301-13.2
Allowable additional travel expenses for special needs.
PART 301-30—EMPLOYEE EMERGENCY TRAVEL
301-30.1
Definition of employee emergency travel.
301-30.2
Procedure for interrupting or discontinuing TDY travel.
301-30.3
Allowable expenses for incapacitating illness or injury during TDY.
301-30.4
Limitations on emergency travel expense payment.
PART 301-31—THREATENED LAW ENFORCEMENT/INVESTIGATIVE EMPLOYEES
301-31.1
Purpose of subsistence and transportation expenses for threatened law enforcement/investigative employees.
301-31.2
Agency discretion in paying expenses.
301-31.3
Lodging location determination.
301-31.4
Allowable transportation expenses.
301-31.5
Allowable subsistence expenses.
301-31.6
Per diem allowance restriction.
301-31.7
Expense tracking and documentation requirement.
301-31.8
Travel advance availability.
SUBCHAPTER C—ARRANGING FOR TRAVEL SERVICES, PAYING TRAVEL EXPENSES, AND CLAIMING REIMBURSEMENT
PART 301-50—ARRANGING FOR TRAVEL SERVICES
301-50.1
Travel arrangement requirements.
301-50.2
Exceptions to mandatory use of ETS, TMS, or TMC.
301-50.3
Consequences of not using ETS, TMS, or TMC.
PART 301-51—PAYING TRAVEL EXPENSES
Subpart A—General
301-51.1
Government contractor-issued travel charge card mandatory use.
301-51.2
Exemptions from mandatory use of the Government contractor-issued travel charge card.
301-51.3
Voluntary card use after exemption.
301-51.4
Payment methods after exemption.
301-51.5
Misuse of Government contractor-issued travel charge card.
Subpart B—Paying for Common Carrier Transportation
301-51.100
Payment methods to procure common carrier transportation.
301-51.101
Cash-equivalent payment methods.
301-51.102
Reimbursement for unauthorized cash purchases of common carrier transportation.
301-51.103
Liability for a lost GTR.
Subpart C—Receiving Travel Advances
301-51.200
Travel advance eligibility.
301-51.201
Maximum travel advance amount.
301-51.202
Accounting for travel advance.
301-51.203
Procedure for canceled or postponed trip.
PART 301-52—CLAIMING REIMBURSEMENT
301-52.1
Travel claim information requirements.
301-52.2
Travel claim filing format.
301-52.3
Disallowed payment of a claimed item.
301-52.4
Procedure for challenging a claim disallowance.
301-52.5
Accounting for an outstanding travel advance.
301-52.6
Accounting for unused tickets and refunds.
301-52.7
Agency reimbursement timeframe.
301-52.8
Notification of claim errors.
301-52.9
Late payment fee entitlement.
301-52.10
Late payment fee calculation.
301-52.11
Minimum late payment fee threshold.
301-52.12
Tax reporting of late payment fees.
301-52.13
Tax treatment of the additional fee.
301-52.14
Penalties for defrauding the Government.
PART 301-53—USING PROMOTIONAL MATERIALS AND FREQUENT TRAVELER PROGRAMS
301-53.1
Using promotional benefits from travel service providers.
301-53.2
Restriction on selecting travel service providers.
301-53.3
Denied boarding compensation treatment.
PART 301-54—[RESERVED]
SUBCHAPTER D—AGENCY RESPONSIBILITIES
PART 301-70—INTERNAL POLICY AND PROCEDURE REQUIREMENTS
Subpart A—General Policies and Procedures
301-70.1
Administration of travel expense authorization and payment.
Subpart B—Policies and Procedures Relating to Transportation
301-70.100
Administration of transportation expense authorization and payment.
301-70.101
Considering which method of transportation to authorize.
301-70.102
Establishing governing policies for transportation expense authorization and payment.
301-70.103
Prohibition on preventing POV use.
Subpart C—Policies and Procedures Relating to Subsistence Expenses
301-70.200
Governing policies for subsistence expenses authorization and payment.
301-70.201
Blanket actual expense authorization during Presidentially-Declared Disasters.
301-70.202
Process for requesting a per diem rate review.
Subpart D—Policies and Procedures Relating to Miscellaneous Expenses
301-70.300
Governing policies for payment of miscellaneous expenses.
Subpart E—Policies and Procedures for Employee Emergency Travel Due to a Personal Emergency or Incapacitating Illness or Injury
301-70.500
Governing policies and procedures for employee emergency travel.
301-70.501
Status of existing travel authorization after personal emergency or incapacitating illness or injury.
301-70.502
Reimbursement for travel to an alternate location for medical treatment.
301-70.503
Defining actual cost and constructive cost for travel interruption due to incapacitating illness or injury.
301-70.504
Reimbursement if an employee discontinues a TDY assignment because of a personal emergency situation.
301-70.505
Reimbursement if an employee travels to an alternate location and returns to the TDY location because of a personal emergency situation.
301-70.506
Factors for expanding the “immediate family” definition for emergency travel purposes.
Subpart F—Policies and Procedures Relating to Threatened Law Enforcement/Investigative Employees
301-70.600
Governing policies for threatened law enforcement/investigative employees.
301-70.601
Reevaluation of transportation and subsistence expenses.
Subpart G—[Reserved]
Subpart H—Policies and Procedures for Agencies That Authorize Travel on Government Aircraft
301-70.800
Ensuring that travel on Government aircraft is the most cost-effective alternative.
301-70.801
Documentation retention.
301-70.802
Inapplicability to travel by the President and Vice President.
Subpart I—Policies and Procedures for Agencies That Own or Hire Government Aircraft for Travel
301-70.900
Use of Government aircraft for passenger transport.
301-70.901
Approval for Government aircraft passenger transport.
301-70.902
Special responsibilities for space available travel.
301-70.903
Responsibilities for ensuring cost-effectiveness of Government aircraft travel.
301-70.904
Travel authorization requirement for Government aircraft passengers.
301-70.905
Documentation retention.
301-70.906
Reporting requirements for Government aircraft travel.
301-70.907
Disclosure information for Government aircraft passengers.
PART 301-71—AGENCY TRAVEL ACCOUNTABILITY REQUIREMENTS
Subpart A—General
301-71.1
Purpose of agency travel accounting system.
301-71.2
Standard data elements for travel accounting system.
Subpart B—Travel Authorization
301-71.100
Purpose of the travel authorization process.
301-71.101
Group travel authorization.
301-71.102
Prohibition on open authorization of other than coach class transportation.
301-71.103
Required information for travel authorizations.
301-71.104
Travel authorization signature authority.
301-71.105
Internal policies for travel authorization.
Subpart C—Travel Claims for Reimbursement
301-71.200
Review and approval of travel claims.
301-71.201
Reviewing official's responsibilities.
301-71.202
Claims without corresponding authorization.
301-71.203
Responsibility for claim validity.
301-71.204
Procedures for disallowing a travel claim.
Subpart D—Accounting for Travel Advances
301-71.300
Policy for travel advances.
301-71.301
Duration of travel advances.
301-71.302
Required data for travel advance accounting system.
301-71.303
Exceptions to collection of advance at travel claim filing.
301-71.304
Collecting excess travel advance amounts.
301-71.305
Debt collection for unpaid travel advances.
301-71.306
Internal policies for travel advances.
PART 301-72—AGENCY RESPONSIBILITIES RELATED TO COMMON CARRIER TRANSPORTATION
Subpart A—[Reserved]
Subpart B—Accounting for Common Carrier Transportation
301-72.100
Requirements for travel accounting system related to common carrier transportation.
Subpart C—[Reserved]
Subpart D—Unused, Partially Used, Exchanged, Canceled, or Oversold Common Carrier Transportation Services
301-72.300
Procedures for collecting unused, partially used, and exchanged tickets.
301-72.301
Processing unused, partially used, and exchanged tickets.
PART 301-73—TRAVEL PROGRAMS
Subpart A—General Rules
301-73.1
Components of the Federal travel management program.
301-73.2
Agency responsibilities for Federal travel management program.
Subpart B—Travel Payment System
301-73.100
Travel payment system and obtaining services.
PART 301-74—[RESERVED]
PART 301-75—PRE-EMPLOYMENT INTERVIEW TRAVEL
301-75.1
Authorization of pre-employment interview travel expenses.
301-75.2
Extent of pre-employment interview expense payment.
301-75.3
Allowable pre-employment interview travel expenses.
301-75.4
Payment methods for pre-employment interviewee travel expenses.
PART 301-76—COLLECTION OF UNDISPUTED DELINQUENT AMOUNTS OWED TO THE CONTRACTOR ISSUING THE INDIVIDUALLY BILLED TRAVEL CHARGE CARD
Subpart A—General Rule
301-76.1
Collection of undisputed delinquent amounts that an employee (including members of the uniformed services) owes to the Government travel charge card contractor.
Subpart B—Policies and Procedures
301-76.100
Due process requirements for collecting undisputed delinquent amounts on behalf of the travel charge card contractor.
301-76.101
Agency responsibility for due process.
301-76.102
Conditions for collecting undisputed delinquent amounts.
301-76.103
Maximum deduction limit.
PART 301-80—AGENCY REPORTING REQUIREMENTS
301-80.1
Agency reporting requirements for travel payments.
301-80.2
[Reserved]
CHAPTER 302—RELOCATION ALLOWANCES
SUBCHAPTER A—INTRODUCTION
PART 302-1—GENERAL RULES
Subpart A—Applicability
302-1.1
Eligibility for relocation expense allowances.
302-1.2
Employees not eligible for relocation expense allowances under this chapter.
Subpart B—Requirement To Report Agency Data for Employee Relocation
302-1.100
Requirements for reporting payments for employee relocation.
PART 302-2—EMPLOYEE ELIGIBILITY REQUIREMENTS
Subpart A—General Rules
302-2.1
General requirements for relocation.
302-2.2
Time limit to complete all aspects of relocation.
302-2.3
Types of relocations requiring a service agreement and the minimum period of service required.
302-2.4
Penalties for violation of service agreement.
302-2.5
Requirement to provide agency with actual place of residence.
302-2.6
Effect of having multiple service agreements.
302-2.7
Duplicate reimbursement disclosure statement.
302-2.8
Advance of funds.
Subpart B—Agency Responsibilities
302-2.100
Establishment of internal policies.
302-2.101
Employees transferring between Federal agencies.
302-2.102
Waiver of statutory or regulatory limitations for employees relocating to/from remote or isolated locations.
302-2.103
Information included in a service agreement.
SUBCHAPTER B—RELOCATION ALLOWANCES
PART 302-3—RELOCATION ALLOWANCE BY SPECIFIC TYPE
Subpart A—New Appointees
302-3.1
Relocation expenses agency pays or reimburses for new appointees.
302-3.2
Travel to first official station before appointment.
Subpart B—Transferred Employees and Other Relocated Employees
302-3.100
Relocation expenses agency pays or reimburses for transfers and other relocations.
Subpart C—Types of Transfers
Relocation of Two or More Employed Immediate Family Members
302-3.200
Eligibility and entitlements for two or more employed immediate family members transferring to the same official station.
Reduction in Force Relocation
302-3.201
Involuntary relocations (due to
i.e.,
reduction in force, cessation, or transfer of work).
302-3.202
Re-employment after a separation by reduction in force or transfer of functions.
Overseas Tour Renewal Agreement Travel
302-3.203
Eligibility to receive an allowance for overseas tour renewal travel.
302-3.204
Eligibility to receive an allowance for round trip tour renewal travel from Alaska or Hawaii.
302-3.205
Limitation on how many times employees may receive reimbursement for tour renewal travel.
302-3.206
Travel to another U.S. location (other than to place of actual residence) under a tour renewal agreement.
302-3.207
Travel to another overseas location (instead of the U.S.).
302-3.208
Violation of the new service agreement under a tour renewal assignment.
302-3.209
Effect on return travel and transportation to place of actual residence for violating the new service agreement.
Prior Return of Immediate Family Members
302-3.210
Reimbursement for immediate family members returning to the place of actual residence before employee.
302-3.211
Return eligibility for dependent who turned 21 while overseas.
Subpart D—Relocation Separation
Overseas to U.S. Return for Separation
302-3.300
Requirement to pay for return relocation expenses.
302-3.301
Transportation of household goods to an alternate location.
SES Last Move Home Separation for Retirement
302-3.302
Entitlement to SES last move home separation relocation allowances.
302-3.303
Requirements to receive separation relocation travel for family and employee.
302-3.304
Requirements and special considerations for receiving reimbursement for moving expenses.
302-3.305
Time limit to begin travel and transportation upon separation.
302-3.306
Extension to the time limit for beginning separation travel.
Subpart E—Employee's Temporary Change of Station
302-3.400
Temporary Change of Station (TCS) authorization and eligibility.
302-3.401
Individuals not eligible for a TCS.
302-3.402
Effect on TCS when assignments are extended to longer than 30 months.
302-3.403
Separation from Government service while on a TCS.
Permanent Assignment to Temporary Official Station
302-3.404
Payment for TCS expenses.
302-3.405
Relocation allowances when permanently assigned to temporary official station.
302-3.406
Weight limitation when permanently assigned to temporary official station.
302-3.407
Relocation allowances not covered when permanently assigned to temporary official station.
Subpart F—Agency Responsibilities
302-3.500
Establishment of policies and procedures for authorization and payment of relocation allowances.
302-3.501
Establishment of policies when appointing an employee to an overseas assignment.
302-3.502
Requirements for tour renewal agreement travel.
302-3.503
Requirements for SES separation-relocation travel.
SUBCHAPTER C—ALLOWANCES FOR SUBSISTENCE AND TRANSPORTATION
PART 302-4—ALLOWANCES FOR SUBSISTENCE AND TRANSPORTATION
Subpart A—Eligibility
302-4.1
Eligibility for subsistence and transportation allowances for permanent change of station (PCS) travel.
Subpart B—[Reserved]
Subpart C—Subsistence
302-4.200
Per diem rate for employee and immediate family members for en route relocation travel within CONUS.
302-4.201
Determination of authorized en route travel days for relocation travel.
Transferred Employees Only
302-4.202
Calculation of maximum per diem rates for the employee and immediate family while performing PCS travel.
Subpart D—Mileage Rates for Use of POV
302-4.300
POV mileage rate for PCS travel.
302-4.301
Special circumstances that allow a higher mileage rate OCONUS.
302-4.302
Method for mileage reimbursement when POV use is authorized.
Subpart E—Daily Driving Distance Requirements
302-4.400
Minimum daily driving distance.
Subpart F—[Reserved]
Subpart G—Advance of Funds
302-4.600
Advance of funds for lodgings-plus per diem and mileage allowances for PCS travel.
Subpart H—[Reserved]
PART 302-5—ALLOWANCE FOR HOUSEHUNTING TRIP EXPENSES
Subpart A—Employee's Allowance for Househunting Trip Expenses
302-5.1
Eligibility for a househunting trip expenses allowance.
302-5.2
Requirements to receive a househunting trip expenses allowance and timeframe to begin the trip.
302-5.3
Persons authorized to travel on a househunting trip at Government expense.
302-5.4
Time limit on the duration of a househunting trip.
302-5.5
Timeframe for completion of the househunting trip.
302-5.6
Methods for reimbursing househunting trip expenses.
302-5.7
Agency authorized mode of transportation.
302-5.8
Requirement to document househunting trip expenses.
302-5.9
Advance of funds for househunting trip expenses.
Subpart B—Agency Responsibilities
302-5.100
Governing policies the agency must establish for househunting trips.
PART 302-6—ALLOWANCE FOR TEMPORARY QUARTERS SUBSISTENCE EXPENSES
Subpart A—General Rules
302-6.1
Temporary quarters and temporary quarters subsistence expenses (TQSE) allowance.
302-6.2
Eligibility for TQSE allowance.
302-6.3
Eligibility for TQSE allowance when transferred to or from a foreign area.
302-6.4
Occupancy of temporary quarters at Government expense.
302-6.5
Partial days of temporary quarters occupancy.
302-6.6
Temporary quarters that become permanent residence quarters.
302-6.7
Receiving TQSE while occupying permanent residence quarters at old official station.
302-6.8
Requirements and method for TQSE reimbursement.
302-6.9
TQSE time and daily amount limitations.
302-6.10
Impact to TQSE reimbursement if relocating to, or currently occupying, temporary quarters in a Presidentially-Declared Disaster area.
Subpart B—[Reserved]
Subpart C—Agency Responsibilities
302-6.200
Administration of TQSE allowance.
302-6.201
Governing policies that must be established for the TQSE allowance.
SUBCHAPTER D—TRANSPORTATION AND STORAGE OF PROPERTY
PART 302-7—TRANSPORTATION AND TEMPORARY STORAGE OF HOUSEHOLD GOODS, PROFESSIONAL BOOKS, PAPERS, AND EQUIPMENT (PBP&E), AND BAGGAGE ALLOWANCE
Subpart A—General Rules
302-7.1
Eligibility for the transportation and temporary storage of household goods at Government expense.
302-7.2
Maximum weight of HHG that may be transported or stored at Government expense.
302-7.3
Shipping professional books, papers, and equipment (PBP&E).
302-7.4
HHG shipments that include PBP&E that might exceed, or did exceed, the 18,000 pounds net weight allowance.
302-7.5
Authorized origin and destination points for the transportation of HHG and PBP&E.
302-7.6
Temporary storage for CONUS-to-CONUS or OCONUS-to-CONUS HHG shipments.
302-7.7
Liability for loss or damage to HHG.
302-7.8
Methods of shipping HHG and how the weight is determined.
302-7.9
Authorized methods of transporting and paying for the movement of HHG, PBP&E, and temporary storage.
302-7.10
Weight additive costs.
Subpart B—Commuted Rate
302-7.100
Commuted rate calculations.
302-7.101
Required documents for reimbursement.
302-7.102
Required documentation for an advance.
302-7.103
HHG temporary storage at Government expense.
Subpart C—Actual Expense Method
302-7.200
Transporting HHG, PBP&E, and temporary storage under the actual expense method.
Subpart D—Baggage Allowance
302-7.300
Unaccompanied air baggage (UAB) shipment.
302-7.301
Authorization for the shipment of UAB by expedited means.
Subpart E—Agency Responsibilities
302-7.400
Policies and procedures that must be established for transportation and temporary storage of HHG, PBP&E, and baggage.
302-7.401
Guidelines that agencies must follow when authorizing transportation of PBP&E as an administrative expense.
302-7.402
Agency responsibilities when arranging and paying for transportation of HHG and UAB when actual expense is authorized.
PART 302-8—ALLOWANCES FOR EXTENDED STORAGE OF HOUSEHOLD GOODS (HHG)
Subpart A—General
302-8.1
Authorization for extended storage of HHG.
Subpart B—Extended Storage During Assignment to Isolated Locations in the Continental United States (CONUS)
302-8.100
Eligibility for extended storage of HHG during assignment to isolated locations in CONUS.
302-8.101
Where HHG may be stored.
302-8.102
Allowable costs for storage.
302-8.103
Changes to the type of storage.
302-8.104
Authorized time period for extended storage of employee's HHG.
Subpart C—Extended Storage During Assignment Outside the Continental United States (OCONUS)
302-8.200
Eligibility for extended storage during assignment OCONUS.
302-8.201
Time limitations for extended storage of HHG.
Subpart D—Storage During School Recess for Department of Defense Overseas Dependents School (DoDDS) Teachers
302-8.300
Applicable authority.
302-8.301
Obligations to report for service at the beginning of the next school year.
Subpart E—Agency Responsibilities
302-8.400
Establishing policies for the allowance of extended storage of HHG.
PART 302-9—ALLOWANCES FOR TRANSPORTATION AND EMERGENCY OR TEMPORARY STORAGE OF A PRIVATELY OWNED VEHICLE
Subpart A—General Rules
302-9.1
Requirements for the transportation of a POV.
302-9.2
Transportation and emergency or temporary storage of a POV.
302-9.3
Advance of funds for transportation and emergency or temporary storage of a POV.
Subpart B—Transportation
302-9.100
Requirements and limitations on transportation of a POV to a post of duty.
302-9.101
“Authorized point of origin” when transporting a POV to the post of duty.
302-9.102
Allowance for transporting a new POV from the factory or other shipping point directly to a post of duty.
Subpart C—POV Transportation Subsequent to the Time of Assignment
302-9.170
Conditions under which an agency may authorize transportation of a POV to an employee's post of duty subsequent to the time of assignment to that post.
302-9.171
Conditions under which an agency may authorize transportation of a replacement POV to the post of duty.
302-9.172
“Authorized point of origin” when a POV, including a replacement POV, is transported to a post of duty subsequent to the time of assignment to that post of duty.
Subpart D—Return Transportation of a POV From a Post of Duty
302-9.200
Eligibility for return transportation of a POV from an employee's post of duty.
302-9.201
Transporting a POV from a post of duty before completing the service agreement.
302-9.202
Authorized origin and destination points for transportation of a POV from a post of duty.
302-9.203
Retaining a POV at a post of duty after conditions change to make use of the POV no longer in the best interest of the Government, and transporting it at Government expense from the post of duty at a later date.
302-9.204
Transporting a replacement POV from a post of duty that was purchased at that post of duty.
Subpart E—Transportation of a POV Within the Continental United States (CONUS)
302-9.300
Eligibility for transportation of a POV within CONUS at Government expense.
302-9.301
Authorized origin and destination points when transporting a POV within CONUS.
Subparts F and G—[Reserved]
Subpart H—Agency Responsibilities
302-9.600
Administering the allowances and establishing policies for transportation and emergency storage of a POV.
302-9.601
Governing policies for the allowances for transportation and emergency storage of a POV.
PART 302-10—ALLOWANCES FOR TRANSPORTATION OF MOBILE HOMES AND BOATS USED AS A PRIMARY RESIDENCE
Subpart A—Eligibility and Limitations
302-10.1
Reimbursement for transporting a mobile home instead of an HHG shipment.
302-10.2
Eligibility requirements and geographic limitations for transportation of a mobile home.
302-10.3
Allowances for transporting a mobile home for an employee and immediate family member(s).
Subpart B—Computation of Distance
302-10.100
Allowable distance for points of origin and destination within CONUS and Alaska.
Subpart C—Computation of Allowances
302-10.200
Allowable costs for transporting a mobile home via a commercial carrier overland or over water.
302-10.201
Costs for transportation and preparation.
Subpart D—Advance of Funds
302-10.300
Advance of funds.
Subpart E—Agency Responsibilities
302-10.400
Establishment of policies for authorizing transportation of a mobile home.
SUBCHAPTER E—RESIDENCE TRANSACTION ALLOWANCES
PART 302-11—ALLOWANCES FOR EXPENSES INCURRED IN CONNECTION WITH RESIDENCE TRANSACTIONS
Subpart A—General Rules
302-11.1
Eligibility to receive an allowance for expenses incurred in connection with residence transactions.
302-11.2
Types of reimbursable residence transaction expenses.
302-11.3
Settlement of an unexpired lease.
302-11.4
Time Limitations.
Subpart B—Title Requirements
302-11.100
Title Requirements.
302-11.101
Equitable title interest.
Subpart C—Reimbursable Expenses
302-11.200
Reimbursable expenses for sale and/or purchase of a residence.
302-11.201
Residence transaction expenses an agency will not pay.
Subpart D—Request for Reimbursement
302-11.300
Limit on how much an agency will reimburse for residence transactions.
302-11.301
Determination of reasonableness for claimed expenses.
302-11.302
Purchase or sale of land in excess of what reasonably relates to the residence site.
302-11.303
Reimbursement for settlement of an unexpired lease.
Subpart E—Agency Responsibilities
302-11.400
Policies, procedures, and controls.
302-11.401
Authorizing an extension of time.
PART 302-12—USE OF A RELOCATION SERVICES COMPANY (RSC)
Subpart A—Employee's Use of an RSC
302-12.1
Determining use of an RSC.
302-12.2
Homesale participation requirements.
302-12.3
Relocation services expenses an agency will pay.
302-12.4
Expenses paid if using an RSC to ship household goods in excess of the maximum weight allowance.
302-12.5
Income tax consequences for use of an RSC.
Subpart B—Agency's Use of an RSC
302-12.100
Contracting for “relocation services” with an RSC.
302-12.101
Rules to follow when contracting for relocation services.
302-12.102
Policies to establish when offering employees the services of an RSC.
302-12.103
Taking title to an employee's residence.
302-12.104
Paying an employee for losses incurred on the sale of a residence.
PART 302-14—HOME MARKETING INCENTIVE PAYMENTS
Subpart A—Payment of Incentive to the Employee
302-14.1
Purpose of a home marketing incentive payment when offering a “homesale program”.
302-14.2
Eligibility to receive a home marketing incentive payment.
302-14.3
Conditions under which a home marketing incentive payment is made.
302-14.4
Home marketing incentive amount.
302-14.5
Tax consequences of receiving a home marketing incentive payment.
Subpart B—Agency Responsibilities
302-14.100
Administration and policies to govern an agency's home marketing incentive payment program.
PART 302-15—ALLOWANCE FOR PROPERTY MANAGEMENT SERVICES
Subpart A—General Rules
302-15.1
Purpose of property management services.
302-15.2
Eligibility for property management services.
302-15.3
Circumstances in which an agency may authorize payment under this part.
302-15.4
Obligation to use property management services or to repay expenses an agency has paid if an employee elects to sell a former residence.
302-15.5
Time limitation for payment of property management services.
302-15.6
Transition from property management services to selling a residence.
302-15.7
Service agreement requirements.
302-15.8
Income tax consequences.
Subpart B—Agency Responsibilities
302-15.70
Governing policies agencies must establish for the allowance for property management services.
SUBCHAPTER F—MISCELLANEOUS ALLOWANCES
PART 302-16—ALLOWANCE FOR MISCELLANEOUS EXPENSES
Subpart A—General Rules
302-16.1
Eligibility for a miscellaneous expenses allowance (MEA).
302-16.2
MEA payment amount and calculation methodology.
302-16.3
Costs not reimbursable under the MEA.
Subpart B—[Reserved]
PART 302-17—TAXES ON RELOCATION EXPENSES
Subpart A—General Rules
302-17.1
Reimbursement for substantially all, and not exactly all, of the additional income taxes incurred as a result of a relocation.
302-17.2
Eligibility for the WTA and the RITA.
302-17.3
Limitations and Federal income tax treatments of various relocation reimbursements.
302-17.4
Where to file relocation expenses for State taxes.
302-17.5
When an expense is considered completed in a specific tax year.
Subpart B—The Withholding Tax Allowance (WTA)
302-17.20
Purpose of the WTA.
302-17.21
Relocation expenses covered by the WTA.
302-17.22
Procedures for calculation and payment of the WTA.
Subpart C—The Relocation Income Tax Allowance (RITA)
302-17.30
Purpose of the RITA.
302-17.31
Procedures for calculation and payment of the RITA.
Subpart D—The Combined Marginal Tax Rate (CMTR)
302-17.40
CMTR calculation methodology.
302-17.41
Applicable State marginal tax rate and effect on the RITA and an employee's State tax return(s).
302-17.42
Applicable local marginal tax rate(s) used for calculation.
302-17.43
Income tax liability to the Commonwealth of Puerto Rico.
302-17.44
Income tax liability to the Commonwealth of the Northern Mariana Islands or any other territory or possession of the United States.
Subpart E—Special Procedure If a State Treats an Expense as Taxable Even Though It Is Nontaxable Under the Federal Internal Revenue Code (IRC)
302-17.45
Procedures when a State treats an expense as taxable even though it is nontaxable under the Federal IRC.
Subpart F—The One-Year RITA Process
302-17.50
Requirement to provide tax information to the agency to make the RITA calculation possible under the one-year process.
302-17.51
When to provide amended tax information to the agency.
302-17.52
Failure to provide required tax information to the agency.
302-17.53
RITA calculation methodology and procedures under the one-year process.
Subpart G—The Two-Year RITA Process
302-17.60
Definition of the terms “Year 1” and “Year 2” used in the two-year RITA process.
302-17.61
When WTA is optional under the two-year process.
302-17.62
Information to include on employee tax returns for Year 1 under the two-year process.
302-17.63
Requirement to provide tax information to the agency to make the RITA calculation possible under the two-year process.
302-17.64
Failure to provide required tax information to the agency.
302-17.65
How to claim the RITA under the two-year process.
302-17.66
RITA calculation methodology and procedures under the two-year process.
302-17.67
Reporting RITA and paying taxes on the RITA under the two-year process.
Subpart H—Agency Responsibilities
302-17.100
Agency responsibilities for taxes on relocation expenses.
302-17.101
Agency requirements if an employee fails to file and/or amend the required tax information prior to the required date.
PART 302-18—RELOCATION EXPENSES TEST PROGRAMS
302-18.1
Authorization of relocation expenses test programs.
302-18.2
Applying for test program authority.
302-18.3
Factors GSA will consider in approving a request for a relocation expenses test program.
302-18.4
Duration of test programs and requesting an extension.
302-18.5
Required reports for a test program.
PARTS 302-19—302-99 [RESERVED]
CHAPTER 303—PAYMENT OF EXPENSES CONNECTED WITH THE DEATH OF CERTAIN EMPLOYEES
PARTS 303-1—303-69 [RESERVED]
PART 303-70—AGENCY REQUIREMENTS FOR PAYMENT OF EXPENSES CONNECTED WITH THE DEATH OF CERTAIN EMPLOYEES AND IMMEDIATE FAMILY MEMBERS
Subpart A—General Policies
303-70.1
Circumstances requiring payment of death-related expenses.
303-70.2
Death-related expenses for non-work-related deaths.
303-70.3
Death-related expenses during leave or non-workdays.
303-70.4
Limitation on duplicate death-related expense payments.
303-70.5
Restrictions on relocating immediate family.
Subpart B—Allowances for Preparation and Transportation of Employee Remains
303-70.100
Costs for preparation and transportation of employee remains.
303-70.101
Interment location limitations.
Subpart C—Escort of Employee Remains
303-70.200
Circumstances for authorizing remains escort.
303-70.201
Number of authorized escorts.
303-70.202
Allowable travel expenses for remains escort.
Subpart D—Allowances for Preparation and Transportation of the Remains of Immediate Family Members
303-70.300
Furnishing of mortuary services for immediate family member.
303-70.301
Transportation of immediate family member's remains.
303-70.302
Interment expenses for immediate family member.
303-70.303
Mortuary services and transportation for an immediate family member who dies in transit.
Subpart E—Transportation of Employee's Baggage and Privately Owned Vehicles (POV) From Official Temporary Duty (TDY) Station
303-70.400
Transportation of deceased employee's baggage.
303-70.401
Limitations on baggage transportation.
303-70.402
Transportation of deceased employee's POV.
Subpart F—Transportation of Immediate Family Members, Baggage, Household Goods, and Privately Owned Vehicles (POV)
303-70.500
Relocation of immediate family after employee's death outside continental United States (OCONUS).
303-70.501
Continuing relocation expenses when an employee dies in transit from OCONUS to CONUS or after reporting to the new CONUS station.
303-70.502
Authorized relocation expenses for immediate family.
Subpart G—Transportation of Immediate Family Members, Baggage, Household Goods, and Privately Owned Vehicles (POV) for Employees Assigned to Contingency Operation or an Operation in Response to an Emergency Declared by the President
303-70.600
Transportation for immediate family when an employee dies during contingency or emergency operations.
303-70.601
Authorized relocation expenses for immediate family.
303-70.602
Transportation costs for deceased employee's POV.
Subpart H—Transportation of Immediate Family Members, Baggage, Household Goods, and Privately Owned Vehicle for Law Enforcement Assignment
303-70.700
Transportation for the immediate family of a law enforcement employee killed in line of duty.
303-70.701
Authorized relocation expenses for immediate family.
303-70.702
Transportation costs for deceased employee's POV.
Subpart I—Policies and Procedures for Payment of Expenses
303-70.800
Receipt requirements for reimbursement claims.
PARTS 303-71—303-99 [RESERVED]
CHAPTER 304—PAYMENT OF TRAVEL EXPENSES FROM A NON-FEDERAL SOURCE
SUBCHAPTER A—EMPLOYEE'S ACCEPTANCE OF PAYMENT FROM A NON-FEDERAL SOURCE FOR TRAVEL EXPENSES
PART 304-1—AUTHORITY
304-1.1
Authority for accepting non-Federal source travel expense payments.
304-1.2
[Reserved]
PART 304-2—DEFINITIONS
304-2.1
Definitions applicable to this chapter.
304-2.2
[Reserved]
PART 304-3—EMPLOYEE RESPONSIBILITY
Subpart A—General
304-3.1
Acceptance of non-Federal source travel expense payments.
304-3.2
Types of acceptable non-Federal source payments.
304-3.3
Solicitation of travel expense payments.
304-3.4
Discussing agency payment acceptance authority.
304-3.5
Handling direct payment offers.
304-3.6
Fly America Act compliance.
304-3.7
Use of non-coach class accommodations.
304-3.8
Registration fee waiver and payment in kind considerations.
304-3.9
Subsistence allowance limitations.
304-3.10
Agency advance approval for non-Federal source travel.
304-3.11
Handling unexpected non-Federal source payment offers after travel begins.
304-3.12
Spouse travel paid by non-Federal source.
304-3.13
Reporting requirements for non-Federal source payments.
Subpart B—Reimbursement Claims
304-3.14
Reimbursement claim when a non-Federal source pays travel expenses.
Subpart C—Reports
304-3.15
Reporting travel payments on financial disclosure reports.
304-3.16
Penalties for unauthorized non-Federal source payment acceptance.
Subpart D—Relation to Other Authorities
304-3.17
Alternative authorities for accepting non-Federal source travel payments.
SUBCHAPTER B—AGENCY REQUIREMENTS
PART 304-4—AUTHORITY
304-4.1
Alternative authorities for accepting non-Federal source travel expense payments.
304-4.2
[Reserved]
PART 304-5—AGENCY RESPONSIBILITIES
304-5.1
Conditions for accepting non-Federal source travel payments.
304-5.2
Approval authority for non-Federal source payment acceptance.
304-5.3
Considerations for approving non-Federal source payment acceptance.
304-5.4
Exceeding subsistence allowances (per diem or actual expense).
304-5.5
Non-coach class transportation accommodations.
304-5.6
Multiple non-Federal source payments.
304-5.7
Review of payments in kind within waived or discounted registration fees.
PART 304-6—PAYMENT GUIDELINES
Subpart A—General
304-6.1
Restrictions on monetary payments from non-Federal sources.
304-6.2
Partial payment handling.
Subpart B—Reports
304-6.3
Reporting payments from non-Federal sources.
304-6.4
Due dates for the OGE Form 1353 or SF 326.
304-6.5
Handling statutorily protected information.
304-6.6
Reports for public inspection.
304-6.7
Acceptance by OGE of the OGE Form 1353 or SF 326.
Subpart C—Valuation
304-6.8
Determining value of payments in kind for OGE Form 1353 or SF 326 reporting.
SUBCHAPTER C—ACCEPTANCE OF PAYMENTS FOR TRAINING
PART 304-7—AUTHORITY/APPLICABILITY
304-7.1
Purpose.
304-7.2
Applicability of this subchapter.
304-7.3
Exemptions from this subchapter.
PART 304-8—[RESERVED]
PART 304-9—CONTRIBUTIONS AND AWARDS
304-9.1
Definition of a donor.
304-9.2
Accepting contributions and awards.
304-9.3
Restrictions on reimbursing fully funded expenses.
304-9.4
Partial expense reimbursement.
304-9.5
Handling duplicate expense compensation.
304-9.6
Reimbursement for non-authorized expenses.
304-9.7
Expense data collection.
Chapter 300—Glossary of Terms
PART 300-1—GLOSSARY OF TERMS
Authority:
5 U.S.C. 5707; 40 U.S.C. 121(c); 49 U.S.C. 40118; 5 U.S.C. 5738; 5 U.S.C. 5741-5742; 20 U.S.C. 905(a); 31 U.S.C. 1353; E.O. 11609, 36 FR 13747, 3 CFR, 1971-1975 Comp., p. 586; Office of Management and Budget Circular No. A-126, revised May 22, 1992, 57 FR 22150.
§ 300-1.1
Glossary of terms.
Accompanied baggage.
Government property and personal property of the traveler necessary for official travel.
Accommodation Party.
An individual who signs an employee's financing agreement (
e.g.,
a mortgage) to lend that individual's name (
i.e.,
credit) to the arrangement.
Actual expense.
Payment of authorized actual expenses incurred, up to the limit prescribed by the Administrator of General Services or other 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.
Agency.
(1) For purposes of temporary duty (TDY) allowances under chapter 301 of this subtitle,
agency
means:
(i) An Executive agency, as defined in 5 U.S.C. 105 (except for Government-Controlled Corporations,
i.e.,
mixed ownership Government Corporation as defined in 31 U.S.C. 9101);
(ii) A military department;
(iii) An office, agency, or other establishment in the legislative branch; and
(iv) The Government of the District of Columbia.
(2) However, for purposes of TDY allowances, the term agency does not include:
(i) A Government-controlled corporation;
(ii) A Member of Congress;
(iii) An office or committee of either House of Congress or of the two Houses; or
(iv) An office, agency or other establishment in the judicial branch.
(3) For purposes of chapter 302 of this subtitle,
agency
means:
(i) An executive agency as defined in 5 U.S.C. 105 (an executive department, an independent establishment, the Government Accountability Office, or a wholly owned Government corporation as defined in section 101 of the Government Corporation Control Act, as amended (31 U.S.C. 9101), but excluding a Government controlled corporation);
(ii) A military department;
(iii) A court of the United States;
(iv) The Administrative Office of the United States Courts;
(v) The Federal Judicial Center;
(vi) The Library of Congress;
(vii) The United States Botanic Garden;
(viii) The Government Printing Office; and
(ix) The District of Columbia.
Aircraft management office.
An agency component that has management control of Federal aircraft used by the agency or of aircraft hired as commercial aviation services (CAS).
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 and periodically updated by the Federal Emergency Management Agency (FEMA). The list is available on the U.S. Fire Administration's website at
https://apps.usfa.fema.gov/hotel/.
Automated Relocation Management System.
An automated relocation management system is a system that integrates into a single, electronic environment, information related to all aspects of employee relocation.
Coach class.
The class of accommodation that is normally the lowest class of fare offered by common carriers regardless of terminology used. For reference purposes only, coach class may also be referred to as tourist class, economy class, steerage, or standard class.
(1) If an airline flight has only two seating sections available but equips both with one type of seating, (
i.e.,
seating girth and pitch are the same in both sections of the aircraft), and the seats in the front of the aircraft are fare coded as full fare economy class, and only restricted economy fares are available in the back of the aircraft, then the entire aircraft is to be classified as coach class.
(2) Coach class seating upgrade options are seat choices with increased amenities or services within the coach class seating area that are available for a fee, and are not considered a new or higher class of accommodation from coach as the seat is lower than other than coach class accommodations in terms of cost and amenities (
e.g.,
seating girth and pitch, priority boarding, luggage allowance, expedited food/drink service). Use of upgraded coach class seating options is generally a traveler's personal choice and therefore is at the traveler's personal expense. However, the agency approving official may approve reimbursement of the additional seat choice fee according to part 301-13 of this subtitle or when determined by the agency to be advantageous to the Government.
Commercial Aviation Services (CAS).
CAS include, for the exclusive use of an executive agency—
(1) Leased aircraft;
(2) Chartered or rented aircraft;
(3) Commercial contracts for full aviation services (
i.e.,
aircraft plus related aviation services) or acquisition of full services through inter-service support agreements (ISSA) with other agencies; or
(4) Related services (
i.e.,
services but not aircraft) obtained by commercial contract or ISSA, except those services acquired to support Federal aircraft.
Common carrier.
Private sector supplier of air, rail, bus, ship, or other transit system.
Commuted rate.
A price rate used to calculate a set amount to be paid to an employee for the transportation and temporary storage of their household goods. It includes cost of line-haul transportation, packing/unpacking, crating/uncrating, drayage incident to transportation and other accessorial charges and costs of temporary storage within applicable weight limit for storage including handling in/out charges and necessary drayage.
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 carrier.
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 the General Services Administration's (GSA) scheduled airline passenger service between selected U.S. cities/airports and between selected U.S. and international cities/airports at reduced fares.
Contract City Pair Program.
A mandatory use (see § 301-10.110 of this subtitle for required users) Government program that provides commercially available scheduled air passenger transportation services to persons authorized to travel directly at the Government's expense. The City Pair Program offers negotiated firm-fixed-price fares on one-way routes between airports that apply in either direction of travel. Fares may be issued using one of the following fare types, or others that the contract City Pair Program may solicit:
(1)
Capacity-controlled coach class contract fare
(_CA). A contract City Pair Program coach class fare that is less expensive than the unrestricted coach class contract fare (YCA), but has limited inventory availability, meaning, once the flight reaches a certain capacity, _CA fares may no longer be available for booking. Unlike YCA fares, _CA fares are restricted by the availability of seats. Accordingly, early booking may increase the likelihood of booking a _CA fare.
(2)
Unrestricted coach class contract fare
(YCA). A contract City Pair Program coach class fare that is more expensive than a _CA fare, but offers last seat (inventory) availability (unless a flight is already sold out), meaning, as long as coach class inventory is available to sell on the flight, the Government traveler can purchase it.
(3)
Contract business fare
(_CB). Contract fare offered by carriers in some domestic and international line item markets for business class service.
(4)
Contract premium economy fare
(_CP). Contract fare offered by carriers in international line items markets for premium economy service. This is a separate class of service from coach class.
Note 1 to definition of “Contract City Pair Program”: For _CA, _CB, and _CP fares, the first character of the three character fare basis code varies by airline.
Crewmember.
A person assigned to operate or assist in operating an aircraft. Performs duties directly related to the operation of the aircraft (
e.g.,
as pilots, co-pilots, flight engineers, navigators) or duties assisting in operation of the aircraft (
e.g.,
as flight directors, crew chiefs, electronics technicians, mechanics). If a crewmember is on board for the purpose of travel (
i.e.,
being transported from point to point) that crewmember must be authorized to travel in accordance with rules in §§ 301-10.260 through 301-10.265 and §§ 301-70.800 through 301-70.907 of this subtitle.
Dependent.
An immediate family member of the employee.
Disposable pay.
The part of the employee's compensation remaining after the deduction of any amounts required by law to be withheld. These deductions do not include discretionary deductions such as savings bonds, charitable contributions, etc. Deductions may be made from any type of pay,
e.g.,
basic pay, special pay, retirement pay, or incentive pay.
Domestic partner.
An adult in a domestic partnership with an employee of the same-sex.
Domestic partnership.
A committed relationship between two adults of the same sex, in which they—
(1) Are each other's sole domestic partner and intend to remain so indefinitely;
(2) Maintain a common residence, and intend to continue to do so (or would maintain a common residence but for an assignment abroad or other employment-related, financial, or similar obstacle);
(3) Are at least 18 years of age and mentally competent to consent to contract;
(4) Share responsibility for a significant measure of each other's financial obligations, this is not to be interpreted as excluding partnerships where one partner stays at home while the other partner is the primary breadwinner;
(5) Are not married or joined in a civil union to anyone else;
(6) Are not a domestic partner of anyone else;
(7) Are not related in a way that, if they were of opposite sex, would prohibit legal marriage in the U.S. jurisdiction in which the domestic partnership was formed;
(8) Are willing to certify, if required by the agency, that they understand that willful falsification of any documentation required to establish that an individual is in a domestic partnership may lead to disciplinary action and the recovery of the cost of benefits received related to such falsification, as well as constitute a criminal violation under 18 U.S.C. 1001, and that the method for securing such certification, if required, shall be determined by the agency;
(9) Are willing promptly to disclose, if required by the agency, any dissolution or material change in the status of the domestic partnership; and
(10) Certify that they would marry but for the failure of their state or other jurisdiction (or foreign country) of residence to permit same-sex marriage.
Duplicate reimbursement disclosure statement.
A duplicate reimbursement disclosure statement is a written statement signed by the employee and submitted to the agency. It states that the employee and/or their immediate family have not accepted, and will not accept, duplicate reimbursement for relocation expenses. Furthermore, it states that, to the best of the employee's knowledge, no third party has accepted duplicate reimbursement for their relocation expenses. The duplicate reimbursement disclosure statement must be incorporated into the employee's service agreement.
E-Gov Travel Service (ETS).
The Government-contracted, end-to-end travel and expense management service that automates and consolidates the Federal travel process in a self-service environment, covering all aspects of official travel, including travel planning, authorization, reservations, ticketing, expense reimbursement, and travel management reporting.
Employee.
An employee for purposes of TDY allowances under chapter 301 of this subtitle is:
(1) An individual employed by an agency, regardless of status or rank;
(2) An individual employed intermittently in Government service as an expert or consultant and paid on a daily when-actually-employed (WAE) basis; or
(3) An individual serving without pay or at $1 a year (also referred to as “invitational traveler”).
Employee with a disability (also see Special needs).
(1) An employee who has a disability as defined in paragraph (2) of this definition and is otherwise generally covered under the Rehabilitation Act of 1973, as amended (29 U.S.C. 701-797b).
(2)
Disability
with respect to an employee, means:
(i) Having a physical or mental impairment that substantially limits one or more major life activities;
(ii) Having a record of such an impairment;
(iii) Being regarded as having such an impairment; but
(iv) 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.
(3)
Physical or mental impairment
means:
(i) Any physiological disorder or condition; or
(ii) Any mental or psychological disorder.
(4)
Major life activities
means functions such as caring for oneself, performing manual tasks, walking, seeing, hearing, speaking, breathing, learning and working.
(5)
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.
(6)
Is regarded as having such an impairment
means the employee has:
(i) 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;
(ii) A physical or mental impairment that substantially limits major life activities as a result of the attitudes of others toward such an impairment; or
(iii) None of the impairments defined under “physical or mental impairment” in paragraph (3) of this definition, but is treated by the employing agency as having a substantially limiting impairment.
Executive agency.
An entity of the executive branch that is an “executive agency” as defined in 5 U.S.C. 105.
Extended storage.
Storage of household goods while an employee is assigned to an official station or post of duty to which the employee is not authorized to take or unable to use the household goods or is authorized in the public interest. Also referred to as non-temporary storage.
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, or both.
Family (see Immediate family).
Federal traveler.
For the purposes of §§ 301-10.260 through 301-10.265 and 301-70.800 through 301-70.907 of this subtitle, a person who travels on a Government aircraft and who is either—
(1) A civilian employee in the Government service;
(2) A member of the uniformed or foreign services of the United States Government; or
(3) A contractor working under a contract with an executive agency.
Foreign air carrier.
An air carrier who is not holding a certificate issued by the United States under 49 U.S.C. 41102.
Fuel.
The energy source needed to power a vehicle,
e.g.,
petroleum, hydrogen, propane, and electricity.
Full coach fare.
The price of a coach fare available to the general public on a scheduled air carrier between the day that the travel was planned and the day the travel occurred.
Government aircraft.
An aircraft that is operated for the exclusive use of an executive agency and is a—
(1) Federal aircraft, which an executive agency owns (
i.e.,
holds title to) or borrows for any length of time under a bailment or equivalent loan agreement. See chapter 102 of this title for definition of all terms related to Federal aircraft; or
(2) Commercial aircraft hired as commercial aviation services (CAS), which an executive agency—
(i) Leases or lease-purchases with the intent to take title;
(ii) Charters or rents; or
(iii) Hires as part of a full-service contract or ISSA.
Government contractor-issued individually billed travel 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 chapter 102 of this title including vans and pickup trucks) that is:
(1) Owned by an agency;
(2) Assigned or dispatched to an agency from GSA Fleet; or
(3) Leased by the Government for a period of 120 days or longer from a commercial source.
Government-furnished vehicle.
A Government-furnished automobile or a Government aircraft.
Government Transportation Request (GTR) (Optional Form 1169).
A Government document used to procure common carrier transportation services. The document obligates the Government to pay for transportation services provided.
Household goods (HHG).
Property, unless specifically excluded, associated with the home and all personal effects belonging to an employee and immediate family members on the effective date of the employee's change of official station orders (the day the employee reports for duty at the new official station) that legally may be accepted and transported by a commercial HHG carrier.
(1) HHG also includes:
(i) Professional books, papers, and equipment (PBP&E).
(ii) Spare parts of a POV (see definition of POV in this section) and a pickup truck tailgate when removed.
(iii) Integral or attached vehicle parts that must be removed due to high vulnerability to pilferage or damage (
e.g.,
seats, tops, wench, spare tire, portable auxiliary gasoline can(s) and miscellaneous associated hardware).
(iv) Consumable goods for employees assigned to locations where the Department of State has determined that such goods are necessary.
(v) Vehicles other than POVs (such as motorcycles, mopeds, jet skis, snowmobiles, golf carts, boats (
e.g.,
boat, sailboat, canoe, skiff, rowboat, dinghies, sculls and kayak, mounted or unmounted on trailers)) of reasonable size.
(vi) Ultralight vehicles (defined in 14 CFR part 103 as being single occupant, for recreation or sport purposes, weighing less than 155 pounds if unpowered or less than 254 pounds if powered, having a fuel capacity not to exceed (NTE) 5 gallons, airspeed NTE 55 knots, and power-off stall speed NTE 24 knots).
(vii) Unaccompanied air baggage (UAB). UAB includes personal items and equipment (
e.g.,
pots, pans, light housekeeping items, collapsible items such as cribs, playpens, and baby carriages, and other articles required for the care of the immediate family) that may be shipped by air in accordance with chapter 302 of this subtitle. Household items (
i.e.,
refrigerators, washing machines, and other major appliances or furniture) are not eligible as UAB.
(2) HHG does not include:
(i) Personal baggage when carried free on tickets;
(ii) Automobiles, trucks, vans and similar motor vehicles, mobile homes, camper trailers, and farming vehicles;
(iii) Live animals including birds, fish, reptiles;
(iv) Cordwood and building materials;
(v) HHG for resale, disposal, or commercial use rather than for use by employee and immediate family members;
(vi) Privately owned live ammunition; and
(vii) Propane gas tanks.
(3) Federal, State, and local laws or carrier regulations may prohibit commercial shipment of certain articles not included in paragraph (2) of this definition. These articles frequently include:
(i) Property liable to impregnate or otherwise damage equipment or other property (
e.g.,
hazardous articles including explosives, flammable and corrosive material, poisons).
(ii) Articles that cannot be taken from the premises without damage to the article or premises.
(iii) Perishable articles (including frozen foods) articles requiring refrigeration, or perishable plants unless—
(A) Shipment is to be transported not more than 150 miles and/or delivery accomplished within 24 hours from the time of loading;
(B) No storage is required; and
(C) No preliminary or en route services (
e.g.,
watering or other preservative method) is required of the carrier.
Household goods-weight additive.
A weight, per linear foot of a specific item, added to the net weight of the household goods shipment to compensate for the excessive van space used by the item. The item must be stated in the household goods tariff as qualifying for a weight additive before a charge can be assessed. Weight additives do not apply if an article is capable of being conveniently hand-carried by one person and/or transported in a standard moving carton.
Househunting trip.
The term “househunting trip” refers to a trip made by the employee and/or spouse to the employee's new official station locality to find permanent living quarters to rent or purchase. The term “living quarters” in part 302-5 of this subtitle includes apartments, condominiums, and cooperatives in addition to townhouses and single family homes. The allowance for househunting trip expenses is intended to facilitate and expedite the employee's move from their old official station to their 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.
Immediate family.
Any of the following named members of the employee's household at the time the employee reports for duty at the new permanent duty station or performs other authorized travel involving immediate family members:
(1) Spouse;
(2) Domestic partner;
(3) Children of the employee, of the employee's spouse, or of the employee's domestic partner, 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, of the employee's spouse, or of the domestic partner; and an unborn child(ren) born and moved after the employee's effective date of transfer.);
(4) Dependent parents (including step and legally adoptive parents) of the employee, of the employee's spouse, or of the employee's domestic partner; and
(5) Dependent siblings (including step and legally adoptive siblings) of the employee, of the employee's spouse, or of the employee's domestic partner, who are unmarried and under 21 years of age or who, regardless of age, are physically or mentally incapable of self-support.
Innovative mobility technology company.
An organization, including a corporation, limited liability company, partnership, sole proprietorship, or any other entity, that applies technology to expand and enhance available transportation choices, better manages demand for transportation services, or provides alternatives to driving alone.
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.
The method of computing per diem allowances 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.
Mandatory mobility agreement.
Agreement requiring employee relocation to enhance career development and progression and/or achieve mission effectiveness.
Marriage.
A legal union between individuals that was entered into in a State or other jurisdiction (or foreign country) whose laws authorize the marriage, even if the married couple is domiciled in a state or other jurisdiction (or foreign country) that does not recognize the validity of the marriage. The term also includes common law marriage in a state or other jurisdiction (or foreign country) where such marriages are recognized, so long as they are proven according to the applicable State, other jurisdiction, or foreign laws. The term marriage does not include registered domestic partnerships, civil unions, or other similar formal relationships recognized under State or other jurisdiction (or foreign country) law that are not denominated as a marriage under that State's or other jurisdiction (or foreign country's) law.
Mobile home.
Any type of house trailer or mobile dwelling constructed for use as a residence and designed to be moved overland, either by self-propulsion or towing. Also, a boat (houseboat, yacht, sailboat, etc.) when used as the employee's primary residence.
New appointee.
A new appointee is:
(1) An individual who is employed with the Federal Government for the very first time (including an individual who has performed transition activities under section 3 of the Presidential Transition Act of 1963 (3 U.S.C. 102 note), and is appointed in the same fiscal year as the Presidential inauguration);
(2) An employee who is returning to the Government after a break in service (except an employee separated as a result of reduction in force or transfer of functions and is re-employed within one year after such action); or
(3) A student trainee assigned to the Government upon completion of the student trainee's college work.
Non-Federal traveler.
For the purposes of §§ 301-10.260 through 301-10.265 and §§ 301-70.800 through 301-70.907 of this subtitle, an individual who travels on a Government aircraft, but is not a Federal traveler. Dependents and other immediate family members of Federal travelers who travel on Government aircraft are considered to be non-Federal travelers within this definition.
Official station.
An area defined by the agency that includes the location where the employee regularly performs their duties or an invitational traveler's home or regular place of business. The area may be a mileage radius around a particular point, a geographic boundary, or any other definite domain, provided no part of the area is more than 50 miles from where the employee regularly performs their duties or from an invitational traveler's home or regular place of business. If the employee's work involves recurring travel or varies on a recurring basis, the location where the work activities of the employee's position of record are based is considered the regular place of work.
Official travel.
Travel under an official travel authorization from an employee's official station or other authorized point of departure to a temporary duty location and return from a temporary duty location, between two
temporary duty locations, or relocation at the direction of a Federal agency.
Other than coach class.
Any class of accommodations above coach class. If an airline flight has only two classes of accommodations available,
i.e.,
two distinctly different seating types (such as girth and pitch) and the front of the aircraft is termed “premium economy class” or higher by the airline and the tickets are fare coded as premium economy class or higher, then the front of the aircraft is deemed to be other than coach class.
(1)
First class.
The highest class of accommodation offered by a common carrier in terms of cost and amenities.
(2)
Business class.
A class of accommodation offered by a common carrier that is lower than first class but higher than coach and premium economy, in cost and amenities.
(3)
Premium economy class.
A class of airline accommodation that is lower than both first class and business class, but higher than coach class in terms of cost and amenities. Airlines are constantly updating their offerings; however, for the purposes of this definition, premium economy class is considered a separate, higher class of accommodation from coach class and is not considered a coach class seating upgrade.
Outside the Continental United States (OCONUS).
Any area beyond the 48 contiguous States and the District of Columbia,
i.e.,
CONUS. OCONUS is further divided into foreign areas and non-foreign areas:
(1)
Foreign area.
Any area situated beyond both the CONUS and the non-foreign areas.
(2)
Non-foreign area.
The states of Alaska and Hawaii, the Commonwealths of Puerto Rico and the Northern Mariana Islands, Guam, the U.S. Virgin Islands, and the territories and possessions of the United States.
Overseas tour of duty.
An overseas tour of duty is an assignment to a post of duty outside the continental United States, Alaska or Hawaii.
Overseas tour renewal travel.
Overseas tour renewal travel refers to travel of the employee and the employee's immediate family returning to the employee's home in the continental U.S., Alaska, or Hawaii between overseas tours of duty. An allowance for overseas tour renewal travel is a reimbursement for the employee and their immediate family of roundtrip travel and transportation expenses between their overseas post of duty and their place of actual residence.
Passenger.
In relation to use of Government aircraft, a passenger is any person who flies onboard a Government aircraft, but who is not a crewmember or qualified non-crewmember.
Per diem allowance.
The per diem 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 and services, including any service charges where applicable. The per diem allowance covers the following:
(1)
Lodging.
Includes expenses and authorized fees as specified in Federal Travel Regulation (FTR) bulletins, except lodging taxes in the United States, 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.
(2)
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).
(3)
Incidental expenses.
Fees and tips given to porters, baggage carriers, hotel staff, and staff on ships.
(4)
Laundry/dry cleaning expenses.
For the purposes of chapter 302 of this subtitle, laundry/dry cleaning expenses are part of the incidental expenses portion of the lodgings-plus per diem allowance for temporary quarters subsistence expenses (TQSE) and temporary quarters (TQ) lodging taxes are separately reimbursable TQSE miscellaneous expenses (see § 302-6.9(e) and part 302-16 of this subtitle).
Permanent Change of Station (PCS).
A PCS is an assignment of a new appointee to an official station or the transfer of an employee from one official station to another on a permanent basis.
Post of duty.
An official station outside CONUS.
Presidentially-Declared Disaster.
A major disaster or emergency declared by the President of the United States pursuant to the Robert T. Stafford Disaster Relief and Emergency Assistance Act, as amended (42 U.S.C. 5121
et seq.
).
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 a van or a pickup truck, that is owned or leased for personal use by an individual, but not necessarily the traveler.
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.
Professional books, papers, and equipment
(
PBP&E
). Includes, but is not limited to, the following items in the employee's possession when needed by the employee in the performance of the employee's official duties:
(1) Reference material;
(2) Instruments, tools, and equipment peculiar to technicians, mechanics, and members of the professions;
(3) Specialized clothing (
e.g.,
diving suits, flying suits, helmets, band uniforms, religious vestments and other special apparel); and
(4) Communications equipment used by the employee in association with DoDI 4650.02, Military Auxiliary Radio System (MARS).
Qualified non-crewmember.
A person flying onboard a Government aircraft whose skills or expertise are required to perform or are associated with performing the non-travel related governmental function for which the aircraft is being operated (qualified non-crewmembers may be researchers, law enforcement agents, firefighters, agricultural engineers, biologists, etc.). If a qualified non-crewmember is onboard for the purpose of travel (
i.e.,
being transported from point to point) in addition to performing their duties related to the non-travel related governmental function for which the aircraft is being operated (
e.g.,
when a scientist conducts an experiment at the same time they are also on the aircraft for the purpose of traveling from point to point), they must be authorized to travel in accordance with rules in parts 301-10 and 301-70 of this subtitle.
Reduced per diem.
Agencies may authorize a reduced per diem rate when there are known reductions in lodging and meal costs or when the employee's subsistence costs can be determined in advance and are lower than the prescribed per diem rate.
Relocation services company (RSC).
A third-party supplier under contract with an agency to assist an eligible individual who relocates. Services may include: Homesale programs, home inspection, home marketing assistance, home finding assistance, property management services, shipment and storage of household goods, voucher
review and payment, relocation counseling, and similar items.
Required use travel.
Travel by Federal travelers that requires use of a Government aircraft to meet bona fide communications needs (
e.g.,
24-hour secure communications), security requirements (
e.g.,
highly unusual circumstances that present a clear and present danger), or exceptional scheduling requirements (
e.g.,
a national emergency or other compelling operational considerations) of an executive agency. Required use travel must be approved according to § 301-10.262(a) of this subtitle.
Scheduled flight time.
The flight time between the originating departure point and the ultimate arrival point, as scheduled by the airline, including scheduled non-overnight time spent at airports during plane changes. Scheduled non-overnight time does not include time spent at the originating or ultimate arrival airports.
Senior Federal official.
An individual who is paid according to the Executive Schedule established by 5 U.S.C. 53, subchapter II, including Presidential appointees who are confirmed by the Senate; employed in the U.S. Government's Senior Executive Service or an equivalent “senior” service; who is a civilian employee of the Executive Office of the President; who is appointed by the President to a position under 3 U.S.C. 105(a)(2)(A)-(C) or by the Vice President to a position under 3 U.S.C. 106(a)(1)(A)-(C); or who is a contractor working under a contract with an executive agency, is paid at a rate equal to or more than the minimum rate for the Senior Executive Service, and has senior executive responsibilities. The term “senior Federal official”, as used in this subtitle does not mean an active duty military officer.
Service Agreement.
A service agreement is a written and signed agreement between the employee and their agency. The service agreement states that the employee will remain in the service of the Government, after they have relocated, for a period of time specified in chapter 302 of this subtitle. A service agreement must also include the duplicate reimbursement disclosure statement.
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.
Spouse.
Any individual who is lawfully married (unless legally separated), including an individual married to a person of the same sex who was legally married in a State or other jurisdiction (including a foreign county), that recognizes such marriages, regardless of whether or not the individual's State of residency recognizes such marriages. The term “spouse” does not include individuals in a formal relationship recognized by a State, which is other than lawful marriage; it also does not include individuals in a marriage in a jurisdiction outside the United States that is not recognized as a lawful marriage under United States law.
Subsistence expenses.
Expenses such as:
(1) Lodging and service charges;
(2) Meals, including taxes and tips; and
(3) Incidental expenses.
Temporary Change of Station (TCS).
A TCS is a relocation to a new official station for a temporary period while performing a long-term assignment, and subsequent return to the previous official station upon completion of that assignment. The employee's official station for the duration of their TCS is the location of their TCS.
Temporary duty (TDY) location.
A place, away from an employee's official station, where the employee is authorized to travel.
Temporary storage.
Storage of HHG for a limited period of time at origin, destination or en route in connection with transportation to, from, or between official station or post of duty or authorized alternate points. Also referred to as storage-in-transit (SIT).
Transferred employee.
An employee who transfers from one official station to another. This may also include employees separated as a result of reduction in force or transfer of functions who are re-employed within one year after such separation.
Transit system.
A form of transportation (
e.g.,
air, rail, bus, ship, etc.) used between authorized locations in the performance of official travel.
Transportation network company (TNC).
A corporation, partnership, sole proprietorship, or other entity, that uses a digital network to connect riders to drivers affiliated with the entity in order for the driver to transport the rider using a vehicle owned, leased, or otherwise authorized for use by the driver to a point chosen by the rider; and does not include a shared-expense carpool or vanpool arrangement that is not intended to generate profit for the driver.
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):
(1)
Unlimited open.
An authorization allowing an employee to travel for any official purpose without further authorization.
(
2
)
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.
(
3
)
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. ETS uses the term “expense report” to refer to a travel claim (voucher).
Travel Management Service (TMS).
A service for booking common carrier (
e.g.,
air, rail, and bus confirmations and seat assignments), commercial lodging, and car rental services; fulfilling (
i.e.,
ticketing) reservations; providing basic management information on those activities; and meeting other requirements as specified in the TMS' contract. A TMS may include a travel management company (TMC), Commercial Ticket Office (CTO), an electronically available system, other commercial methods of arranging travel, or an in-house system.
United States.
The 48 contiguous States, the District of Columbia and the States and areas defined under the term “Non-Foreign Area.”
United States (U.S.) flag air carriers.
For purposes of the use of United States flag air carriers,
United States
means the 50 States, the District of Columbia, and the territories and possessions of the United States, including the territorial sea and the overlying airspace (49 U.S.C. 40102(a)(46)).
Usually traveled route.
The most direct route between the employee's official station (or invitational traveler's home) and the temporary duty location, as defined by maps or consistent with
established scheduled services of contract or common carriers.
300-1.2
[Reserved]
CHAPTER 301—TEMPORARY DUTY (TDY) TRAVEL ALLOWANCES
SUBCHAPTER A—INTRODUCTION AND AUTHORIZATION
PART 301-1—APPLICABILITY
Authority:
5 U.S.C. 5707.
§ 301-1.1
Purpose.
The Federal Travel Regulation (FTR) in this subtitle serves two principal purposes. First, it implements statutory and other policy requirements in a manner that balances the need to ensure that official travel is conducted responsibly while minimizing administrative costs. Second, it communicates the resulting policies in a clear manner to executive agencies (see § 300-1.1 of this subtitle) and civilian employees of executive agencies, both of which are subject to this subtitle.
§ 301-1.2
Eligibility 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 immediate family temporarily relocated to safeguard their lives because of a threat resulting from the employee's assigned duties.
PART 301-2—GENERAL RULES
Authority:
5 U.S.C. 5707; 31 U.S.C. 1353; 49 U.S.C. 40118.
§ 301-2.1
Travel authorization requirement.
Employees generally must have written or electronic authorization before incurring any travel expense. When it is not practicable or possible to obtain such authorization before travel begins, the agency may approve reimbursement for specific travel expenses after travel is completed. However, written or electronic advance authorization is required for specific items outlined in § 301-2.3.
§ 301-2.2
Allowable travel expenses.
Agencies may pay only those expenses essential to the transaction of official business as set forth in this chapter. Agencies will not pay for expenses over the reimbursement limits established in this chapter, nor will it pay for circuitous routes, delays, or luxury accommodations or services that are unnecessary or unjustified in the performance of official business. Employees must exercise the same care in incurring expenses that a prudent person would exercise if traveling on personal business.
§ 301-2.3
Travel arrangements requiring specific authorization or prior approval.
(a) Specific authorization or prior approval is required for:
(1) Use of reduced fares for group or charter arrangements;
(2) Use of a foreign air carrier or foreign ship;
(3) Payment of a reduced per diem;
(4) Use of cash to pay for common carrier transportation;
(5) Travel expenses related to emergency travel;
(6) Acceptance of payment from a non-Federal source for travel expenses (see chapter 304 of this subtitle);
(7) Travel expenses related to conference attendance;
(8) Use of a Government aircraft;
(9) Use of extra-fare train service;
(10) Travel by ship; and
(11) Use of a rental car.
(b) Paragraphs (a)(1), (3), (6), and (7) of this section require a written or electronic advance authorization.
SUBCHAPTER B—ALLOWABLE TRAVEL EXPENSES
PART 301-10—TRANSPORTATION EXPENSES
Authority:
5 U.S.C. 5704; 5 U.S.C. 5707; 5 U.S.C. 5707, note; 40 U.S.C. 121(c); 49 U.S.C. 40118; Office of Management and Budget Circular No. A-126, revised May 22, 1992, 57 FR 22150.
Subpart A—General
§ 301-10.1
Eligibility for transportation expenses payment.
Employees are eligible for payment of authorized transportation expenses when performing official travel, including fares, rental fees, mileage payments, and other expenses related to transportation.
§ 301-10.2
Authorized transportation methods.
Agencies may authorize the following transportation methods:
(a) Common carrier transportation (including aircraft, train, bus, ship, or other transit system) under subpart B of this part;
(b) Government vehicle under subpart C of this part;
(c) Privately owned vehicle (POV) under subpart D of this part; or
(d) Special conveyance (such as taxi, transportation network company, innovative mobility technology company, or commercial automobile) under subpart E of this part.
§ 301-10.3
Selection of transportation method.
The agency must select the transportation method that the agency determines is the most advantageous to the Government.
§ 301-10.4
Liability for unauthorized or indirect travel.
Employees will be reimbursed for only the constructive cost of traveling to their destination using the authorized method of transportation and by the usually traveled route, unless their agency authorizes a different route as officially necessary. Any additional expenses incurred will be borne by the employee.
Subpart B—Common Carrier Transportation Airline
§ 301-10.100
Use of other than coach class accommodations.
Employees are authorized to use the least expensive class of accommodations (
e.g.,
coach class) necessary to meet their needs and accomplish the agency's mission. Employees may be authorized to use accommodations other than coach class only when the agency head or designee specifically authorizes or approves such use under specific circumstances. Except as otherwise indicated in this section, agencies should authorize the lowest level of other than coach class accommodations, starting with premium economy, then business, then first, with much higher agency scrutiny on each increase in class level authorized. The agency head or designee may authorize other than coach class accommodations when—
(a) Such accommodations are required to accommodate a medical disability or other special need (see part 301-13 of this subchapter);
(b) Exceptional security circumstances, as determined by the agency, require other than coach class accommodations;
(c) Regularly scheduled service between origin and destination points provides only non-coach class accommodations;
(d) Common carrier costs are paid in full through agency acceptance of payment from a non-Federal source in accordance with chapter 304 of this subtitle;
(e) The use results in overall cost savings to the Government by avoiding additional subsistence costs, overtime, or lost productivity time;
(f) No coach class space is available that allows arrival in time to accomplish an urgent mission;
(g) Coach class accommodations on an authorized foreign carrier do not provide adequate health or sanitation standards;
(h) The origin and/or destination is/are OCONUS and scheduled flight time, including stopovers and change of planes, is in excess of eight hours, in which case agencies can authorize or approve premium economy class accommodations;
(i) The origin and/or destination is/are OCONUS and scheduled flight time, including stopovers and change of planes, is more than 14 hours, in which case agencies can authorize or approve business class accommodations;
(j) No coach class, premium economy class, or business class accommodations are available on a common carrier scheduled to leave within 24 hours of the proposed departure time, or scheduled to arrive within 24 hours of the proposed arrival time, in which case agencies can authorize or approve first class accommodations;
(k) Such accommodations are required because of agency mission; or
(l) The agency determines other than coach class accommodations are more advantageous than authorizing a rest period.
§ 301-10.101
Changes to or non-use of common carrier reservations.
Employees must take action to change or cancel their common carrier reservation and report any changes or cancellations as prescribed by their agency. Failure to do so may subject the employee to liability for any resulting losses.
§ 301-10.102
Handling of unused Government transportation items.
Any unused ticket or refund applications are the property of the Government and must be returned to the agency in accordance with agency procedures. Employees are not authorized to receive or keep a refund or credit for unused transportation, except as provided in § 301-10.123.
§§ 301-10.103—301-10.109
[Reserved]
Use of Contract City Pair Program Fares
§ 301-10.110
Requirement to use contract City Pair Program fare.
(a) Employees of an “agency” as defined in § 300-1.1 of this subtitle must use a contract City Pair Program fare for scheduled air passenger transportation service unless specific exceptions exist in § 301-10.111.
(b) When a carrier offers both a lower-cost capacity-controlled coach class contract fare (_CA) and an unrestricted coach class contract fare (YCA), employees must use the lower-cost fare when it is advantageous and meets mission needs.
(c) Employees of the Government of the District of Columbia, except the District of Columbia Courts, are not eligible to use contract City Pair Program fares.
§ 301-10.111
Exceptions to contract City Pair Program fare usage.
The agency head or designee may authorize use of a non-contract fare when—
(a) There are no accommodations available on any scheduled contract City Pair Program flight arriving to the employee's destination in time to accomplish the travel purpose or use of contract service would require the employee to incur unnecessary overnight lodging costs which would increase the total cost of the trip;
(b) The contractor's flight schedule is inconsistent with explicit policies of the Federal department or agency with regard to scheduling travel during normal working hours;
(c) A non-contract carrier offers a lower fare to the general public that, if used, will result in a lower total trip cost to the Government (the combined costs of transportation, lodging, meals, and related expenses considered); or
(1) The exception in this paragraph (c) does not apply if the contract carrier offers the same or lower fare and has seats available at that fare, or if the fare offered by the non-contract carrier is restricted to Government and military travelers performing official business and may be purchased only with a contractor-issued charge card, centrally billed account (
e.g.,
YDG, MDG, QDG, VDG, and similar fares) or GTR where the two previous options are not available.
(2) [Reserved]
(d) Cost effective rail transportation is available and is consistent with mission requirements.
(e) A group of 10 or more passengers traveling together on the same day, on the same flight, for the same mission, requiring group integrity and identified as a group by the travel management service upon booking is not a mandatory user of the Government's contract City Pair Program fares. For group travel, agencies are expected to obtain air passenger transportation service that is practical and cost effective to the Government.
(f) Contractors are not authorized to use contract City Pair Program fares to perform travel under their contracts.
(g) Carrier preference is not a valid exception for using a non-contract City Pair Program fare.
§ 301-10.112
Liability for unauthorized non-contract carrier use.
Employees are responsible for any additional costs or penalties incurred by using a non-contract carrier when contract service is available and no authorized exception applies.
§§ 301-10.113—301-10.117
[Reserved]
Airline Accommodations
§§ 301-10.118—301-10.121
[Reserved]
§ 301-10.122
Compensation for denied seat.
When performing official travel and a carrier denies a confirmed reserved seat, employees must provide any liquidated damages payment to their agency in accordance with their agency's procedures.
§ 301-10.123
Compensation for voluntarily vacating a seat.
(a) Employees may keep airline compensation for voluntarily vacating a seat under two conditions:
(1) Voluntarily vacating the seat will not interfere with performing official duties; and
(2) Any additional travel expenses resulting from vacating the seat are personally borne and not reimbursed by the Government.
(b) If volunteering causes travel delays during duty hours, the agency will charge the employee annual leave for the additional hours.
§ 301-10.124
Use of reduced group or charter fares.
Employees may use reduced group or charter air fares only when the agency has determined, on an individual case basis before travel begins, that such a fare is cost-effective. Chartered aircraft are subject to Government aircraft rules, and executive branch agencies must follow Office of Management and Budget Circular A-126 and part 102-33 of this title when determining cost-effectiveness.
§§ 301-10.125—301-10.129
[Reserved]
Use of United States Flag Air Carriers
§ 301-10.130—10.131
[Reserved]
§ 301-10.132
U.S. flag air carrier requirement.
Anyone whose air travel is financed by U.S. Government funds must use a
U.S. flag air carrier, except as provided in §§ 301-10.134, 301-10.135, and 301-10.136.
§ 301-10.133
U.S. flag air carrier service.
U.S. flag air carrier service is service provided on an air carrier holding a certificate under 49 U.S.C. 41102 (excluding a foreign air carrier operating under a permit), and which service is authorized by the carrier's certificate or by exemption or regulation. This also includes service provided under a code share agreement with a foreign air carrier in accordance with title 14, Code of Federal Regulations, when the ticket identifies the U.S. flag air carrier's designator code and flight number.
§ 301-10.134
Fly America Act requirements and exceptions.
Employees are required by 49 U.S.C. 40118, commonly referred to as the “Fly America Act,” to use U.S. flag air carrier service for all air travel funded by the U.S. Government except as provided in §§ 301-10.135 and 301-10.136 or when one of the following exceptions applies. Exceptions can only be approved by the agency head or designated official.
(a) Use of a foreign air carrier is determined to be a matter of necessity in accordance with § 301-10.135.
(b) The transportation is provided under a bilateral or multilateral air transportation agreement to which the U.S. Government and the government of a foreign country are parties and which the Department of Transportation has determined meets the requirements of the Fly America Act.
(c) The employee is an officer or employee of the Department of State or an Executive branch employee under Chief of Mission authority, and travel is paid with funds appropriated to one of these agencies and the employee's travel is between two places outside the United States.
(d) No U.S. flag air carrier provides service on a particular leg of the route, in which case foreign air carrier service may be used, but only to or from the nearest interchange point on a usually traveled route to connect with U.S. flag air carrier service.
(e) A U.S. flag carrier involuntarily reroutes the employee's travel onto a foreign carrier.
(f) Service on a foreign air carrier would be three hours or less, and use of the U.S. flag carrier would at least double the employee's en route travel time.
(g) When the costs of transportation are reimbursed in full by a third party, such as a foreign government, international agency, or other organization.
(h) For travel solely outside the U.S., use of an available U.S. flag air carrier when compared to using a foreign air carrier will increase the number of aircraft changes the employee must make en route by 2 or more; or extend the travel time by 6 hours or more; or require a connecting time of 4 hours or more at an overseas interchange point.
(i) The employee is an officer or employee of the Department of State or an executive branch employee under Chief of Mission authority, and travel meets the requirements of 22 U.S.C. 4081a.
§ 301-10.135
Fly America exceptions for foreign air carrier service as a necessity.
(a) Foreign air carrier service is deemed necessary when U.S. flag air carrier service is available but—
(1) Cannot provide required air transportation; or
(2) Will not accomplish the agency's mission.
(b) Necessity includes circumstances such as:
(1) Medical reasons, including reducing connections and potential delays for individuals needing medical treatment.
(2) Avoiding unreasonable risks to employee safety, which requires a case-by-case agency determination and written agency approval.
(3) Threats against U.S. flag air carriers, which must be supported by a travel advisory notice from the Federal Aviation Administration and Department of State.
(4) Threats against a Government employee or other travelers, which must have evidence supporting the threat that form the basis of the agency's determination and approval.
(5) Inability to purchase a ticket in the authorized service class on a U.S. flag air carrier, and there is an available seat in the authorized service class on a foreign air carrier.
§ 301-10.136
Fly America Act exceptions for travel between the United States and another country.
(a) If a U.S. flag air carrier offers nonstop or direct service (no aircraft change) from origin to destination, the employee must use the U.S. flag air carrier service unless such use would extend travel time, including delay at origin, by 24 hours or more.
(b) If a U.S. flag air carrier does not offer nonstop or direct service (no aircraft change) between origin and destination, the employee must use a U.S. flag air carrier on every portion of the route where it provides service unless, when compared to using a foreign air carrier, such use would:
(1) Increase the number of aircraft changes made outside of the U.S. by 2 or more;
(2) Extend travel time by at least 6 hours or more; or
(3) Require a connecting time of 4 hours or more at an overseas interchange point.
§§ 301-10.137—301-10.140
[Reserved]
§ 301-10.141
Certification requirements for foreign air carrier use.
Employees must provide a certification as required in this section and any additional documents specified by the agency. The agency will not pay the foreign air carrier fare without the required certification. The certification must include—
(a) Employee's name;
(b) Travel dates;
(c) Origin and destination;
(d) Detailed travel itinerary, including air carrier and flight number for each leg of the trip; and
(e) Statement explaining compliance with exceptions in § 301-10.134 or § 301-10.136, or a copy of the agency's written approval deeming foreign air carrier service necessary in accordance with § 301-10.135.
§ 301-10.142
Liability for improper or unauthorized foreign air carrier use.
Employees will not be reimbursed for transportation costs incurred through improper or unauthorized use of foreign air carrier service.
§§ 301-10.143-301-10.159
[Reserved]
Train
§ 301-10.160
Use of extra-fare train service.
Employees may use extra-fare train service when the agency determines it is more advantageous to the Government or required for security reasons. Such use must be authorized or approved as other than coach class accommodations in accordance with § 301-10.100.
§ 301-10.161
Use of train sleeping accommodations.
Employees may use the lowest class of sleeping accommodations aboard a train that meets mission needs when overnight travel is required, and the agency determines such accommodations are advantageous to the Government.
§§ 301-10.162—301-10.179
[Reserved]
Ship
§ 301-10.180
U.S. flag ship requirement.
When authorized to travel by ship, employees must use a U.S. flag ship when available, unless the mission's
necessity requires using a foreign ship. (See 46 U.S.C. 55302.)
§ 301-10.181
Liability for improper foreign ship use.
Employees are required to travel by U.S. flag ship for the entire trip, unless the agency specifically authorizes use of a foreign ship. Any costs resulting from improper or unauthorized use of a foreign ship are the employee's responsibility.
§§ 301-10.182—301-10.189
[Reserved]
Transit Systems
§ 301-10.190
Use of transit system for official travel.
Employees may use a transit system as a means of transportation in conjunction with official travel when such transportation is authorized and approved by the agency in the following manner:
(a) At the official station.
(1) From the employee's residence or other authorized point of departure,
e.g.,
rail to airport;
(2) To the employee's residence or other authorized point of return,
e.g.,
airport to rail;
(3) From the employee's residence to the office on the day of departure from the official station on official TDY that requires at least one night's lodging; or
(4) From the office to the employee's residence on the day of return to the official station from an official TDY assignment that requires at least one night's lodging.
(b) At the TDY location.
(1) From the TDY transit system station(s) to the place of lodging or place of official business and return;
(2) To, from, and between places of lodging and official business;
(3) Between places of official business; or
(4) To obtain meals at the nearest available place when the nature and location of the official business or the lodging at a TDY location are such that meals cannot be obtained there.
Subpart C—Government Vehicle
§ 301-10.200
Types of Government vehicles.
Employees may be authorized to use a Government-furnished automobile, a Government aircraft in accordance with §§ 301-10.260 through 301-10.265, and other types of Government vehicles in accordance with Government-issued rules governing their use.
§ 301-10.201
Liability for unauthorized Government vehicle use.
Employees are responsible for any costs resulting from unauthorized use of a Government vehicle and may be subject to administrative and/or criminal liability for misuse of Government property.
Travel on Government Aircraft
§ 301-10.260
Use of Government aircraft.
Agencies may authorize Federal travelers, non-Federal travelers, and any other passengers, as defined in § 300-1.1 of this subtitle, to travel on Government aircraft, subject to the rules in this subpart. Because the taxpayers generally should pay no more than necessary for transportation of travelers, except for required use travel, agencies may authorize travel on Government aircraft only when a Government aircraft is the most cost-effective mode of travel and the traveler is traveling for governmental purposes. Employees may use Government aircraft for travel only when authorized by an executive agency under specific rules except with regard to travel under § 301-70.802 of this chapter.
§ 301-10.261
Types of Government aircraft travel.
Employees may use Government aircraft—
(a) For official travel only when—
(1) No scheduled commercial airline service is reasonably available (able to meet departure and/or arrival requirements within a 24-hour period, unless extraordinary circumstances require a shorter period) to fulfill the agency's travel requirement; or
(2) The cost of using a Government aircraft is less than the cost of the City Pair coach fare or the lowest available full coach fare for scheduled commercial airline service, considering costs of non-productive or lost work time.
(b) For required-use travel when required for bona fide communications, security reasons, or exceptional scheduling requirements, including travel for official, personal, or political purposes.
(c) For space available travel when—
(1) The aircraft is already scheduled for official purpose and additional use does not require a larger aircraft or result in more than minor additional cost;
(2) The traveler is a Federal traveler or dependent stationed in a remote location not accessible to commercial airline service; or
(3) The traveler is authorized to travel on a space available basis under 10 U.S.C. 2648 and in accordance with §§ 301-10.260 through 301-10.264.
§ 301-10.262
Authorization of Government aircraft travel.
The agency will authorize employee travel on Government aircraft as follows:
(a)
Required use travelers.
(1) The agency's senior legal official or principal deputy must authorize required-use travel on a trip-by-trip basis, in advance, in writing, and in compliance with agency policies, unless:
(i) The traveler is an agency head with Presidential determination that all travel (or travel in specified categories) is required-use travel; or
(ii) The traveler is not an agency head, and the agency head has determined in writing that all travel (or travel in specified categories) is required-use travel. Any determination by an agency head that travel by an officer or employee of that agency qualifies as required use travel must be in writing and set forth the basis for that determination.
(2) In emergency situations, prior verbal approval with after-the-fact written authorization is permitted.
(b)
Senior Federal officials.
The agency's senior legal official or principal deputy must authorize all travel on Government aircraft in advance and in writing, except for pre-authorized required-use travel under paragraphs (a)(1) and (2) of this section. Emergency situations allow prior verbal approval with after-the-fact written authorization.
(c)
Non-Federal travelers.
The senior legal official or principal deputy in the sponsoring agency must authorize travel on Government aircraft in advance and in writing. Emergency situations allow prior verbal approval with after-the-fact written authorization.
(d)
Other Federal travelers.
A designated travel-approving official (at least one organizational level above the traveler) or their delegate must authorize travel on Government aircraft in advance and in writing. Blanket travel authorizations must define, and such travel must meet, specific circumstances for aircraft use; otherwise, authorization must be on a trip-by-trip basis. Emergency situations allow prior verbal approval with after-the-fact written authorization.
§ 301-10.263
Travel authorization documents for Government aircraft.
(a) Employees must present to the aircraft management office that operates the Government aircraft:
(1) Valid picture identification, such as a Government identification card or a State-issued driver's license; and
(2) A copy of their written travel authorization, including any applicable
blanket travel authorization, approved in accordance with § 301-10.262.
(b) The travel authorization for a senior Federal official or a non-Federal traveler must include the following information:
(1) Traveler's name with indication that the traveler is either a senior Federal official or a non-Federal traveler, whichever is appropriate.
(2) The traveler's organization and title or other appropriate descriptive information,
e.g.,
dependent, press, etc.
(3) Name of the authorizing agency.
(4) The official purpose of the trip.
(5) The destination(s).
(6) For personal or political travel, the amount that the traveler must reimburse the Government (
i.e.,
the full coach fare or appropriate share of that fare).
(7) For official travel, the comparable City Pair fare (if available to the traveler) or full coach fare if a City Pair fare is not available.
§ 301-10.264
Reimbursement to the Government for Government aircraft travel.
(a) No reimbursement is required for official travel on a Government aircraft.
(b) For personal travel on Government aircraft, reimbursement depends on specific circumstances:
(1) For required use travel, the employee must reimburse the Government the excess of the full coach fare for all flights taken over the full coach fare for flights that would have been taken without personal activities. For a wholly personal trip, the employee must pay the full coach fare for the entire trip.
(2) For travel authorized under 10 U.S.C. 2648 and in accordance with §§ 301-10.260 through 301-10.264, or for employees or their dependents stationed by the Government in remote locations without access to regularly scheduled commercial airline service, no reimbursement is required.
(c) For political travel on a Government aircraft, the Government must be reimbursed the excess of the full coach fare for all flights taken over the full coach fare for flights that would have been taken without political activities. If other laws or regulations specify a different reimbursement amount, that specified amount applies.
(d) Except for required use travel, any use of Government aircraft for personal or political activities must not increase the actual operating costs to the Government.
§ 301-10.265
Information available to the public about travel by senior Federal officials and non-Federal travelers on Government aircraft.
Information is available to the public in response to written requests under the Freedom of Information Act (5 U.S.C. 552), except for portions exempt from disclosure under that Act (such as classified information).
Subpart D—Privately Owned Vehicle (POV)
§ 301-10.300
Determining and computing mileage reimbursement.
Employees compute mileage reimbursement by multiplying the distance traveled, determined by the applicable mileage rate as follows:
Table 1 to § 301-10.300
If travel is by
The distance between origin and destination is
Privately owned automobile or privately owned motorcycle
As shown in paper or electronic standard highway mileage guides, or the actual miles driven as determined from odometer readings.
Privately owned aircraft
As determined from charts issued by the Federal Aviation Administration (FAA). Employees may include in their travel claim an explanation addressing 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, employees may use the formula of flight time multiplied by cruising speed of the aircraft to determine distance. Employees must convert nautical miles to statute or regular miles when submitting a claim (1 nautical mile equals 1.15077945 statute miles).
§ 301-10.301
Reimbursement for advantageous POV use.
Employees will be reimbursed an applicable mileage rate based on the type of POV actually used, including privately owned airplane, automobile, or motorcycle. These rates will be published in an FTR bulletin and displayed on the General Services Administration website at
https://www.gsa.gov/mileage.
§ 301-10.302
Allowable expenses beyond POV mileage rate.
Following is a table listing the reimbursable and non-reimbursable expenses:
Table 1 to § 301-10.302
Reimbursable expenses in addition to mileage
allowance
Non-reimbursable expenses included in the mileage
allowance
Parking fees; ferry fees; bridge, road, and tunnel fees;
and
aircraft or airplane parking, landing, and tie-down fees
Charges for repairs, depreciation, replacements, grease, oil, antifreeze, towage and similar speculative expenses, fuel, insurance, state and Federal taxes.
§ 301-10.303
Reimbursement with multiple POV travelers.
If another employee travels with the employee on the same trip in the same privately owned vehicle, mileage is payable to only one traveler. No deduction will be made from the mileage allowance if other passengers contribute to defraying expenses.
§ 301-10.304
Reimbursement for POV parking at common carrier terminal.
The agency may reimburse the parking fee as an allowable transportation expense, not exceeding the cost of using one of the following to/from the terminal, as determined by the agency: a taxi, transportation network company (TNC), or innovative mobility technology company.
§ 301-10.305
Reimbursement when using an unauthorized method of transportation.
Reimbursement is limited to the constructive cost of the authorized transportation method, which is the sum of travel and transportation expenses the employee would reasonably have incurred had they traveled by the method deemed most advantageous to the Government. The calculation involves assumptions and may include expenses such as: taxi and TNC fares, baggage fees, rental car costs, tolls, ferry fees, and parking charges.
§ 301-10.306
Reimbursement when using a POV instead of a Government-furnished automobile.
Employees will be reimbursed based on a constructive mileage rate limited to the cost that would be incurred for use of a Government-furnished automobile. This rate will be published in an FTR bulletin available at
https://www.gsa.gov/ftrbulletins.
§§ 301-10.307-301-10.310
[Reserved]
Subpart E—Special Conveyances
§ 301-10.400
Types of special conveyances.
The agency may authorize or approve use of:
(a) Taxis, TNCs, or innovative mobility technology companies as specified in § 301-10.420;
(b) Commercial rental automobiles as specified in §§ 301-10.450 through 301-10.452; or
(c) Any other special conveyance when determined to be advantageous to the Government.
§ 301-10.401
Reimbursable charges for special conveyance.
Reimbursement is limited to actual expenses that the agency determines are necessary.
Taxis, TNCs, Innovative Mobility Technology Companies, Shuttle Services, or Other Courtesy Transportation
§ 301-10.420
Use of taxi, TNC, innovative mobility technology company, shuttle service, or other courtesy transportation.
When authorized and approved by the agency, employee transportation expenses in the performance of official travel are reimbursable for the usual fare plus a tip which the agency determines to be reasonable for use of a taxi, TNC, innovative mobility technology company, shuttle service, or other courtesy transportation (if charges result). When selecting a TNC, first consideration should be given to the General Services Administration's Ridehail/Rideshare program.
Rental Automobiles
§ 301-10.450
Rental vehicle use and authorization.
(a) The agency must determine that a rental vehicle's use is advantageous to the Government and specifically authorize such use.
(b) When authorized, travelers should first consider renting from a vendor participating in the Defense Travel Management Office (DTMO) U.S. Government Car Rental Agreement to obtain insurance and damage liability benefits, unless traveling OCONUS where no agreement exists for the temporary duty location.
(c) Travelers must use the least expensive compact car available, with exceptions approved on a limited basis and documented on the travel authorization. Exceptions may include:
(1) Accommodating medical disabilities or special needs.
(2) Agency mission requirements.
(3) When the cost of other than a compact car is less than or equal to the cost of the least expensive compact car available.
(4) Requiring additional space for multiple travelers authorized to travel together in the same vehicle.
(5) Carrying large amounts of Government material.
(6) Safety considerations during severe weather or difficult terrain.
(d) Travelers will not be reimbursed for:
(1) Pre-paid refueling options. They should refuel before returning the vehicle, with vendor refueling charges reimbursable only if complete refueling is impossible due to safety issues or fueling station location.
(2) Rental car loyalty point fees or point transfer charges.
§ 301-10.451
Reimbursement for collision damage waiver and theft insurance.
Employees may not be reimbursed for collision damage waiver (CDW) or theft insurance except that employees may be reimbursed for one or the other (or both) when traveling OCONUS and it is necessary due to rental agency requirements, foreign statutes, or legal procedures that could cause extreme difficulty for an employee involved in an accident.
§ 301-10.452
Liability for unauthorized rental automobile use.
Employees are responsible for any additional costs resulting from using a Government-funded commercial rental automobile for other than official purposes. 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; or
(c) Between either paragraph (a) or (b) of this section and restaurants, drug stores, barber shops/hair stylists, 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.
PART 301-11—SUBSISTENCE EXPENSES
Authority:
5 U.S.C. 5702; 5 U.S.C. 5703; 5 U.S.C. 5707; 5 U.S.C. 5707a.
Subpart A—General Rules
§ 301-11.1
Eligibility for subsistence expense reimbursement.
Employees are eligible for reimbursement of per diem or actual subsistence expenses when:
(a) Performing official travel away from their official station or other areas defined by their agency;
(b) Incurring subsistence expenses while performing official travel; and
(c) In a travel status for more than 12 hours.
§ 301-11.2
Agency requirement to pay subsistence expenses.
The agency must pay subsistence expenses (either a per diem allowance or actual expense) unless:
(a) The travel is to a training event under the Government Employees Training Act (5 U.S.C. 4101-4121), and the employee agrees not to be paid subsistence expenses; or
(b) The travel is for a pre-employment interview, and the interviewing agency does not authorize subsistence expense payment.
§ 301-11.3
Subsistence expense reimbursement methods.
Subsistence expenses will be reimbursed primarily using the lodgings-plus per diem method. Subsistence expenses may also be reimbursed using the actual expense or the reduced per diem methods. Agencies may allow a different method to be used each calendar day. See appendix A to this part to find out where to access per diem rates for various types of Government travel.
§ 301-11.4
Determining the applicable per diem reimbursement rate.
Generally, the temporary duty (TDY) location determines the per diem reimbursement rate. However, if lodging is obtained outside the TDY location, the agency may authorize or approve the per diem rate for an alternate location if it is advantageous to the government. If arriving at the lodging facility after 12 midnight, an employee may claim the lodging cost for the preceding calendar day.
§ 301-11.5
Entitlement period for subsistence expenses.
The period for subsistence expense entitlement starts on the day the employee departs their residence, office, or other authorized point and ends on the day they return to their residence, office, or other authorized point.
§ 301-11.6
Selecting lodging and making lodging reservations.
(a) Employees must make their lodging reservations through their agency's travel management service.
(b) Employees should always stay in a “fire safe” facility. This is a facility that meets the fire safety requirements of the Hotel and Motel Fire Safety Act of 1990 (the Act), as amended (
see
5 U.S.C. 5707a).
(c) When selecting a commercial lodging facility, first consideration should be given to Government lodging agreement programs such as FedRooms®.
(d) Section 5707a of title 5, U.S.C., does not apply to the government of the District of Columbia.
§ 301-11.7
Lodging reimbursement based on lodging type.
(a) The agency will reimburse employees for different types of lodging:
(1)
Conventional lodging (hotel/motel, including extended stay hotels; boarding house).
Reimbursed at the single occupancy rate.
(2)
Government quarters.
Reimbursed for the fee or service charge paid for use of the quarters.
(3)
Lodging with friends or relatives.
May be reimbursed for additional costs incurred by the host to accommodate the employee if substantiated and deemed reasonable by the agency. Reimbursement does not include the cost of comparable conventional lodging or a flat “token” amount.
(4)
Nonconventional lodging.
Reimbursable when no conventional lodging is available in the area or when conventional lodging is in short supply, such as during special events. Includes home-sharing or short-term rental properties (excluding extended-stay hotels), college dormitories, rooms that may or may not be offered commercially in private homes, or other non-commercial accommodations.
(5)
Recreational vehicle (trailer/camper).
Reimbursable for expenses such as parking fees, fees for use of and connection/disconnection of utilities, electricity, fuel, water, sewage, bath or shower fees, and dumping fees.
(b) The agency will not reimburse:
(1)
Personally-owned residence.
No lodging expenses for staying at a personal residence or real estate expenses related to purchase or sale, except during an authorized relocation.
(2)
Personally-owned recreational vehicle.
No expenses associated with purchasing, selling, or paying for a recreational vehicle or camper at the temporary duty location.
§ 301-11.8
Computation of daily lodging rate for long-term lodging.
When obtaining lodging on a long-term basis (
e.g.,
weekly or monthly), the daily lodging rate is computed by dividing the total lodging cost by the number of days of occupancy for which the employee is entitled to subsistence expense reimbursement for lodging. The daily rate may not exceed the daily per diem rate for the TDY location.
§ 301-11.9
Allowable expenses for long-term lodging.
When renting lodging on a long-term basis (
e.g.,
weekly, monthly), the following expenses may be considered part of the lodging cost:
(a) Rental cost for a furnished dwelling. If renting an unfurnished dwelling, the rental cost of the dwelling and necessary furniture and appliances (such as stove, refrigerator, chairs, tables, bed, sofa, television, or vacuum cleaner);
(b) Costs of connecting, disconnecting, and using utilities;
(c) Reasonable maid fees and cleaning charges;
(d) Monthly telephone use fee (excluding installation and long-distance calls);
(e) Monthly internet/wifi use fee (excluding installation); and
(f) Other costs typically included in a hotel/motel room price in the area.
§ 301-11.10
Reimbursement for prepaid lodging expenses.
If a temporary duty assignment is curtailed, canceled, or interrupted for official purposes or reasons beyond the employee's control and acceptable to the agency, the employee may be reimbursed for pre-paid expenses that are not refundable, including a forfeited rental deposit, provided the employee sought to obtain a refund or took steps to minimize costs.
§ 301-11.11
Subsistence expense calculations when traveling across the international dateline (IDL).
When crossing the IDL, actual elapsed travel time will be used to compute an employee's subsistence entitlement rather than calendar days.
§ 301-11.12
Agency authorization of rest periods during travel.
(a) The agency may authorize a rest period not exceeding 24 hours at an intermediate point or destination when:
(1) The origin or destination is outside the continental United States (OCONUS);
(2) Scheduled flight time, including stopovers, exceeds 14 hours;
(3) Travel is by a direct or usually traveled route; and
(4) The agency has determined that travel by business class is not advantageous and travel is by coach class or premium economy class.
(b) When a rest stop is authorized, the applicable per diem rate is the rate for the rest stop location. The agency may authorize a rest period exceeding 24 hours when no scheduled transportation service departs within 24 hours of arrival at an intermediate point. To qualify, the employee must be scheduled to board the first available scheduled departure. The agency will determine a reasonable additional length of time for rest periods exceeding 24 hours.
§ 301-11.13
Reimbursement for subsistence expenses on non-workdays.
(a) Employees will generally be reimbursed for subsistence expenses during non-workdays (weekends, Federal holidays, or other scheduled non-workdays) when their travel status requires staying at the temporary duty location or traveling during these days. However, the agency should determine the most cost-effective approach, such as remaining in travel status or permitting return to the official station.
(b) For emergency travel due to incapacitating illness or injury, the rules in part 301-30 of this subchapter apply.
§ 301-11.14
Agency reimbursement for return home or to the official station during TDY.
The agency may authorize per diem or actual expense and round-trip transportation expenses for periodic return travel to the employee's home or official station under the following circumstances:
(a) The agency requires the employee to return to their official station to perform official business;
(b) The agency will realize substantial cost savings by the employee's return home; or
(c) Periodic return travel home is justified as part of an extended TDY assignment.
§ 301-11.15
Reimbursement for voluntary return during TDY assignment.
If an employee voluntarily returns home or to their official station on non-workdays during a TDY assignment, the maximum reimbursement for round-trip transportation and subsistence expenses is limited to what would have been allowed had the employee remained at the TDY location.
§ 301-11.16
Lodging tax reimbursement.
(a) For CONUS and non-foreign OCONUS locations, lodging taxes paid by the employee are reimbursable as a
miscellaneous travel expense limited to the taxes on reimbursable lodging costs.
(b) For foreign areas, separate claims for lodging taxes are not allowed because lodging taxes have not been removed from foreign per diem rates established by the Department of State.
§ 301-11.17
Options for when the per diem rate is insufficient.
(a) Employees may request reimbursement of their actual expenses up to 300 percent of the per diem rate. There is no authority to exceed this ceiling. However, subject to agency policy, a lesser amount may be authorized.
(b) Agencies may authorize the per diem rate for an alternative location where lodging is obtained if it is advantageous to the Government.
(c) Approval for reimbursement above the per diem amount or at an alternative location is typically provided in advance and at the agency's discretion.
Note
1 to § 301-11.17: Refer to § 301-70.201 for when an agency can issue a blanket actual expense authorization exceeding the per diem rate.
§ 301-11.18
Reimbursement for advance room deposit.
The agency may reimburse an advance room deposit required by a lodging facility to secure a room reservation before scheduled official travel. If the employee fails to perform the scheduled travel for reasons unacceptable to the agency and forfeits the deposit, the employee is indebted to the Government and must repay the amount as prescribed by the agency.
§ 301-11.19
Overnight lodging reimbursement.
Employees are reimbursed for actual and necessary expenses, not to exceed the applicable lodging per diem rate.
§ 301-11.20
Meals and incidental expenses (M&IE) reimbursement amounts.
(a) Except as provided in paragraph (b) of this section, when travel is more than 12 but less than 24 hours, employees receive a per diem allowance of 75 percent of the applicable M&IE rate for each calendar day they are in a travel status. If their travel is 24 hours or more, on the first day of departure and last day of travel, they receive 75 percent of the applicable M&IE rate. Full days of travel are reimbursed at 100 percent of the applicable M&IE rate.
(b) For travel by ship, whether commercial or Government, the agency will determine an appropriate rate within the applicable M&IE rate.
§ 301-11.21
Allowable M&IE reimbursement when meals are provided.
(a) Except as provided in paragraph (c) or (d) of this section, when M&IE per diem is authorized and meals are provided, either by the Government or included in the registration fee, including meals furnished under the authority of chapter 304 of this subtitle, employees must adjust the amount reimbursed by deducting the appropriate amount shown at
https://www.gsa.gov/mie.
(b) For meals provided on the day of departure and the last day of travel, employees must deduct the entire allocated meal cost from the decreased M&IE rate. The total amount of meal deductions made will not cause employees to receive less than the amount allowed for incidental expenses.
(c) Employees do not need to deduct meals provided by a common carrier or a complimentary meal provided by a hotel/motel.
(d) Agencies may allow employees to claim the full M&IE amount if the employee was unable to take part in a Government-furnished meal due to the conduct of official business or:
(1) Was unable to consume the furnished meal(s) because of medical requirements or religious beliefs and purchased substitute meals instead; and
(2) If the employee had advance knowledge of the meals to be furnished:
(i) Requested specific approval to claim the full M&IE allowance prior to travel; and
(ii) Made a reasonable effort to make alternative meal arrangements but was unable to do so.
§ 301-11.22
Circumstances for prescribing a reduced per diem rate.
An agency may prescribe a reduced per diem rate lower than the prescribed per diem rate under the following circumstances:
(a) When the agency can determine in advance that lodging and/or meal costs will be lower than the per diem rate, such as when two employees share a room or kitchen facilities are available, reducing the need for buying prepared meals; and
(b) The lowest authorized rate must be stated in the travel authorization before travel or the
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