Federal Travel Regulation; Fixed Amount Reimbursement for Househunting Trip Subsistence Expenses

GENERAL SERVICES ADMINISTRATION

41 CFR Parts 302-1 and 302-4

[FTR Amendment 63]

RIN 3090-AG19

Federal Travel Regulation; Fixed Amount Reimbursement for

Househunting Trip Subsistence Expenses

AGENCY: Office of Governmentwide Policy, GSA.

ACTION: Final rule.

-----------------------------------------------------------------------

SUMMARY: This final rule amends the Federal Travel Regulation (FTR) to

allow an agency to pay a fixed amount for househunting trip subsistence

expenses instead of a per diem allowance under the lodgings-plus

reimbursement method. This amendment will save the Government money by

easing the processing of relocation claims and will increase employee

satisfaction with the relocation process.

DATES: This final rule is effective March 22, 1997, and applies to an

employee whose effective date of transfer (date the employee reports

for duty at the new official station) is on or after March 22, 1997.

FOR FURTHER INFORMATION CONTACT: Robert A. Clauson, Travel and

Transportation Management Policy Division (MTT), Washington, DC 20405,

telephone 202-501-0299.

SUPPLEMENTARY INFORMATION: A multi-agency travel reinvention task force

was organized in August 1994 under the auspices of the Joint Financial

Management Improvement Program (JFMIP) to reengineer Federal travel

rules and procedures. The task force published 25 recommended travel

management improvements in a JFMIP report entitled Improving Travel

Management Governmentwide, dated December 1995. On September 23, 1996,

the President signed into law the Federal Employee Travel Reform Act of

1996 (Pub. L. 104-201), which included 8 legislative changes

recommended by the JFMIP to improve travel and the delivery of

relocation services.

This amendment implements section 1711 of the Act which provides

the General Services Administration (GSA) authority to issue

regulations which authorize agencies to reimburse a transferred

employee a fixed amount for househunting trip subsistence expenses.

This amendment is written in the ``plain English'' style of regulation

writing as a continuation of GSA's effort to make the FTR easier to

understand and to use.

How does this amendment change the allowance for househunting trip

expenses?

This amendment provides agencies the alternative to reimburse

employees a fixed amount without requiring receipts for househunting

trip subsistence expenses instead of paying a per diem allowance under

the lodgings-plus reimbursement method. This amendment also replaces

the term ``travel to seek residence quarters'' with the term

``househunting trip.''

Under what circumstances will I be reimbursed a fixed amount for

househunting trip subsistence expenses?

Your agency determines whether to authorize you a househunting

trip, and if so, whether to offer you a ``fixed amount'' reimbursement

for your subsistence expenses or a per diem allowance under the

lodgings-plus reimbursement method. If offered the fixed amount option,

you will have the discretion to choose between it and the lodgings-plus

reimbursement method.

What effect does using the term ``househunting trip'' have on the

allowance for househunting trip expenses?

Using the term ``househunting trip'' instead of ``travel to seek

residence quarters'' has no effect on the allowance for househunting

trip expenses. Use of this common vernacular term simply makes the FTR

easier to read and to understand. The term ``househunting trip'' is

broadly defined to include a trip to seek permanent quarters in a

rental facility.

What is the ``plain English'' style of regulation writing?

The ``plain English'' style of regulation writing is a new, simpler

to read and understand, question and answer regulatory format.

Questions are in the first person, and answers are in the second

person. GSA uses a ``we'' question when referring to an agency, and an

``I'' question when referring to the employee.

How does the plain English style of regulation writing affect

employees?

A question and its answer combine to establish a rule. The employee

and the agency must follow the language contained in both the question

and its answer.

GSA has determined that this rule is not a significant regulatory

action for the purposes of Executive Order 12866 of September 30, 1993.

This final rule is not required to be published in the Federal Register

for notice and comment. Therefore, the Regulatory Flexibility Act does

not apply. This rule also is exempt from Congressional review

prescribed under 5 U.S.C. 801 since it relates solely to agency

management and personnel.

List of Subjects in 41 CFR Parts 302-1 and 302-4

Government employees, Travel and transportation expenses.

For the reasons set out in the preamble, 41 CFR chapter 302 is

amended as follows:

PART 302-1--APPLICABILITY, GENERAL RULES, AND ELIGIBILITY

CONDITIONS

1. The authority citation for part 302-1 is revised to read as

follows:

Authority: 5 U.S.C. 5738; 20 U.S.C. 905(a); E.O. 11609, 36 FR

13474, 3 CFR, 1971-1975 Comp., p. 586.

Subpart A--New Appointees and Transferred Employees

Sec. 302-1.7 [Amended]

2. Section 302-1.7 is amended by removing the phrase ``trips to

seek residence quarters in Sec. 302-4.1(c)(4)'' in paragraph (a) and

adding in its place the phrase ``househunting trips in Sec. 302-

4.3(c)''.

3. Section 302-1.14 is amended by revising paragraph (a)(3)(ii) to

read as follows:

Sec. 302-1.14 Use of funds.

(a) * * *

(3) * * *

(ii) Authorized househunting trips as set forth in Sec. 302-4.16 of

this chapter;

* * * * *

4. Part 302-4 is revised to read as follows:

PART 302-4--ALLOWANCE FOR HOUSEHUNTING TRIP EXPENSES

Subpart A--Employee's Allowance For Househunting Trip Expenses

Sec.

302-4.1 What is a ``househunting trip''?

302-4.2 What is the purpose of the househunting trip expenses

allowance?

302-4.3 Am I eligible for a househunting trip expenses allowance?

302-4.4 Who is not eligible for a househunting trip expenses

allowance?

302-4.5 Must my agency authorize payment of a househunting trip

expenses allowance?

302-4.6 Under what circumstances will I receive a househunting trip

expenses allowance?

302-4.7 Who may travel on a househunting trip at Government

expense?

[[Page 13769]]

302-4.8 How many househunting trips may my agency authorize in

connection with a particular transfer?

302-4.9 May my spouse and I perform separate househunting trips at

Government expense?

302-4.10 How soon may I and/or my spouse begin a househunting trip?

302-4.11 Is there a time limit on the duration of a househunting

trip?

302-4.12 When must my househunting trip be completed?

302-4.13 What methods may my agency use to reimburse me for

househunting trip expenses?

302-4.14 What transportation expenses will my agency pay?

302-4.15 Must I document my househunting trip expenses to receive

reimbursement?

302-4.16 May I receive an advance of funds for househunting trip

expenses?

302-4.17 Am I in a duty status when I perform a househunting trip?

SUBPART B--AGENCY RESPONSIBILITIES

302-4.100 How should we administer the househunting trip expenses

allowance?

302-4.101 What governing policies must we establish for the

househunting trip expenses allowance?

302-4.102 Under what circumstances may we authorize a househunting

trip?

302-4.103 What factors must we consider in determining whether to

offer an employee the fixed amount househunting trip subsistence

expenses reimbursement option?

Authority: 5 U.S.C. 5738; 20 U.S.C. 905(a); E.O. 11609, 36 FR

13474, 3 CFR, 1971-1975 Comp., p. 586.

SUBPART A--EMPLOYEE'S ALLOWANCE FOR HOUSEHUNTING TRIP EXPENSES

Note to subpart A: Use of the pronouns ``I'' and ``you''

throughout this subpart refers to the employee.

Sec. 302-4.1 What is a ``househunting trip''?

The term ``househunting trip'' refers to a trip made by the

employee and/or spouse to the new official station locality to find

permanent living quarters to rent or purchase. The term ``living

quarters'' in this part includes apartments, condominiums, and

cooperatives in addition to townhomes and single family homes.

Sec. 302-4.2 What is the purpose of the househunting trip expenses

allowance?

The allowance for househunting trip expenses is intended to

facilitate and expedite the employee's move from the old official

station to the new official station and to lower the Government's

overall cost for the employee's relocation by reducing the amount of

time an employee must occupy temporary quarters. The allowance for

househunting trip expenses provides the employee and/or spouse a period

of time to concentrate on finding a suitable permanent residence at the

new official station and thereby expedites the employee's relocation.

Sec. 302-4.3 Am I eligible for a househunting trip expenses allowance?

You are eligible for a househunting trip expenses allowance if you

are an employee who is authorized to transfer, and in addition:

(a) Both your old and new official stations are located within the

United States;

(b) You are not assigned to Government or other prearranged housing

at the new official station; and

(c) Your old and new official stations are 75 or more miles apart

(as measured by map distance) via a usually traveled surface route.

Sec. 302-4.4 Who is not eligible for a househunting trip expenses

allowance?

New appointees and employees assigned under the Government

Employees Training Act (5 U.S.C. 4109) are not eligible for a

househunting trip expenses allowance.

Sec. 302-4.5 Must my agency authorize payment of a househunting trip

expenses allowance?

No. Your agency determines when it is in the Government's interest

to authorize you a househunting trip and the procedures you must follow

if it is authorized.

Sec. 302-4.6 Under what circumstances will I receive a househunting

trip expenses allowance?

You will receive a househunting trip expenses allowance if:

(a) Your agency authorized you to perform a househunting trip in

advance of the travel (the agency authorization must specify the mode

of transportation and the period of time allowed for the trip);

(b) You have signed a service agreement;

(c) Your agency has established, and informed you of, the date you

are to report to your new official station; and

(d) You meet any additional conditions your agency has established.

Sec. 302-4.7 Who may travel on a househunting trip at Government

expense?

Only you and/or your spouse may travel on a househunting trip at

Government expense.

Sec. 302-4.8 How many househunting trips may my agency authorize in

connection with a particular transfer?

Your agency may authorize only one round trip for you and/or your

spouse in connection with a particular transfer.

Sec. 302-4.9 May my spouse and I perform separate househunting trips

at Government expense?

Yes. However, your reimbursement will be limited to the cost that

would have been incurred if you and your spouse had traveled together

on one round trip.

Sec. 302-4.10 How soon may I and/or my spouse begin a househunting

trip?

You may begin your househunting trip as soon as your agency has

notified you of your transfer and issued a travel authorization for a

househunting trip. To take maximum advantage of your trip, however, it

is very important that you become familiar as quickly as you can with

your new official station area (e.g., housing market conditions, school

locations, etc.). If you are selling your residence at your old

official station, you should not begin your househunting trip until you

have a current appraisal of the value of the residence so that you can

more accurately determine the appropriate price range of residences to

consider during your househunting trip.

Sec. 302-4.11 Is there a time limit on the duration of a househunting

trip?

A househunting trip should be for a reasonable period, not to

exceed 10 calendar days, as authorized by your agency under Sec. 302-

4.101(d).

Sec. 302-4.12 When must my househunting trip be completed?

You and/or your spouse must complete your househunting trip as

indicated in the following table:

------------------------------------------------------------------------

Your househunting trip must be

For completed by

------------------------------------------------------------------------

You............................... The day before you report to your

new official station.

Your spouse....................... The earlier of:

(a) the day before your family

relocates to your new official

station; or

(b) The day before the maximum

time for beginning allowable

travel expires (see Sec. 302-

1.6 of this chapter).

------------------------------------------------------------------------

[[Page 13770]]

Sec. 302-4.13 What methods may my agency use to reimburse me for

househunting trip expenses?

Your agency will reimburse your househunting trip expenses as

indicated in the following table:

------------------------------------------------------------------------

For You are reimbursed

------------------------------------------------------------------------

You and/or your spouse's Your actual transportation costs.

transportation expenses.

You and/or your spouse's One of the following:

subsistence expenses.

(a) A per diem allowance for you

and/or your spouse as prescribed

under part 302-2 of this

chapter; or

(b) If you accept your agency's

offer of the fixed amount

option, and:

(1) Both you and your spouse

perform a househunting trip

either together or separately,

a single amount determined by

multiplying the applicable

locality rate (listed in

appendix A to chapter 301 of

this subtitle) by 6.25, or

(2) Only one of you performs a

househunting trip, an amount

determined by multiplying the

applicable locality rate

(listed in appendix A to

chapter 301 of this subtitle)

by 5.

------------------------------------------------------------------------

Sec. 302-4.14 What transportation expenses will my agency pay?

Your agency will authorize you to travel by the transportation

mode(s) (e.g., airline, train, or privately owned automobile) it

determines to be advantageous to the Government. Your agency will pay

for your transportation expenses by the authorized mode(s). If you

travel by any other mode(s), your agency will pay your transportation

expenses not to exceed the cost of transportation by the authorized

mode(s).

Sec. 302-4.15 Must I document my househunting trip expenses to receive

reimbursement?

To receive reimbursement for househunting trip transportation

expenses you must itemize your transportation expenses and provide

receipts as required by Sec. 301-11.3(c) of this subtitle. For fixed

amount househunting trip subsistence reimbursement, you do not document

your subsistence expenses. For per diem househunting trip subsistence

expense reimbursement, you must itemize your lodging expenses and you

must provide receipts as required by Sec. 301-7.9(b) and Sec. 301-

11.3(c) of this subtitle.

Sec. 302-4.16 May I receive an advance of funds for househunting trip

expenses?

Your agency may authorize an advance of funds, in accordance with

Sec. 302-1.14(a) of this chapter, for your househunting trip expenses.

Your agency may not advance you funds in excess of the sum of your

anticipated transportation costs and either the maximum per diem

allowable under part 302-2 of this chapter for the location and

duration of your househunting trip or your fixed amount househunting

trip subsistence expenses payment, whichever applies.

Sec. 302-4.17 Am I in a duty status when I perform a househunting

trip?

Yes.

Subpart B--Agency Responsibilities

Note to Subpart B: Use of the pronouns ``we'' and ``you''

throughout this subpart refers to the agency.

Sec. 302-4.100 How should we administer the househunting trip expenses

allowance?

You should administer the househunting trip expenses allowance to

minimize or avoid its use when other satisfactory and more economical

arrangements are available.

Sec. 302-4.101 What governing policies must we establish for the

househunting trip expenses allowance?

You must establish policies and procedures governing:

(a) When you will authorize a househunting trip for an employee;

(b) Who will determine if a househunting trip is appropriate in

each situation;

(c) If and when you will authorize the fixed amount option for

househunting trip subsistence expenses reimbursement;

(d) Who will determine the appropriate duration of a househunting

trip for an employee who selects a per diem allowance under part 302-2

of this chapter to reimburse househunting trip subsistence expenses;

and

(e) Who will determine the mode(s) of transportation to be used.

Sec. 302-4.102 Under what circumstances may we authorize a

househunting trip?

You may authorize a househunting trip on an individual-case basis

when the employee has accepted the transfer and his/her circumstances

indicate that a househunting trip actually is needed. You may not

authorize a househunting trip when the purpose of the trip is to assist

the employee in deciding whether he or she will accept the transfer.

Sec. 302-4.103 What factors must we consider in determining whether

to offer an employee the fixed amount househunting trip subsistence

expenses reimbursement option?

You must consider the following factors:

(a) Ease of administration. Payment of a per diem allowance under

part 302-2 of this chapter requires you to review claims for the

validity, accuracy, and reasonableness of each expense amount, except

for meals and incidental expenses. Fixed amount househunting trip

subsistence expenses reimbursement is easier to administer because you

do not have to review expense amounts.

(b) Cost considerations. You must weigh the cost of each

reimbursement option on a case-by-case basis.

(c) Treatment of employees. The employee is allowed to choose

between a per diem allowance under part 302-2 of this chapter and fixed

amount househunting trip subsistence expenses reimbursement when you

offer the fixed amount reimbursement method. You therefore should weigh

employee morale and productivity considerations against actual cost

considerations in determining which method to offer.

Dated: March 18, 1997.

Thurman M. Davis, Sr.,

Acting Administrator of General Services.

[FR Doc. 97-7236 Filed 3-20-97; 8:45 am]

BILLING CODE 6820-34-P