Federal Travel Regulation, General Guides and Temporary Duty (TDY) Travel Allowances

Federal RegisterApr 1, 1998

Ask Donna

What actually matters in this document.

Text

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

add new Chapter 300 which contains general guidance on how to use the

FTR and agency reporting requirements, and a revised Chapter 301

regarding temporary duty (TDY) travel allowances except Appendixes A

and B. Chapters 300-301 form the beginning of the plain language FTR

1998 Edition. Current chapters 302-304 remain in effect until

superseded by a rule in the plain language format to be published at a

future date.

EFFECTIVE DATE: This final rule is effective July 1, 1998.

FOR FURTHER INFORMATON CONTACT: Technical Information: Jim Harte,

telephone (202) 501-1538. FTR ``plain language'' format: Internet GSA,

[email protected].

SUPPLEMENTARY INFORMATION: This amendment is written in the ``plain

language'' style of regulation writing as a continuation of the GSA's

effort to make the FTR easier to understand and use.

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

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

simpler to read and understand, question and answer regulatory format.

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

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

``I'' question when referring to the employee. However, the rules

stated in either section apply to both the employee and traveler.

How does this amendment change the FTR format?

The FTR is divided into chapters, parts, sections and paragraphs.

This amendment adds a new Chapter 300 and restructures parts, sections

and paragraphs in Chapter 301.

What are the significant changes?

The significant changes are:

(a) Adds new Appendix C--Standard Data Elements for Federal Travel.

(b) Adds new Appendix D--Glossary of Acronyms.

(1) Clarifies when an airline flight has only two classes of

service, the highest class designation, regardless of term used, is

considered to be first class, and

(2) Allows agencies to consider ``physical characteristic'' and not

just medical or disability reasons for authorizing first-class travel.

(d) Special Needs (also see Employee with a Disability)--Defines

``special need'' as a physical characteristic not necessarily defined

as a disability.

(e) Use of a privately owned vehicle (POV) instead of a taxi for

travel to/from common carrier terminal on a day of travel--Removes the

requirement for a cost comparison not to exceed taxicab fare and tip

between points involved when POV is authorized as advantageous to the

Government.

(f) Actual expense authorization/approval criteria--Allows agency

discretion when to authorize/approve actual expense by deleting the

phrase ``special or unusual circumstances'' and inserts ``when deemed

warranted.''

(g) Electronic means--Encourages agencies to use electronic means,

as opposed to paper, when and where feasible.

(h) Travel Management System (TMS)--Requires the use of a TMS by

the year 2001 for arranging air, rail, hotel/motel accommodations and

car rental reservations. Also provides common data elements that an

agency should collect through the TMS.

(i) Travel Claim Forms--Permits each agency to develop, based on

its needs, their own paper or electronic travel claim form but requires

that common data elements contained in Appendix C, Chapter 301 be used.

(j) Travel Payment System--Provides common data elements that

agencies should include in a travel payment system.

(k) Hotel Motel Fire Safety Act of 1990--Federal Emergency

Management Agency (FEMA)--Approved Accommodations--Each agency is

responsible for encouraging its employees who require commercial

lodging when performing official travel to stay at a fire safe approved

accommodation. Lodgings that have met the Government requirements are

listed on the U.S. Fire Administration's Internet site. The

introduction to Appendix A, Chapter 301, has been amended to include

the policy of the Federal Government and U.S. Fire Administration

Internet site: http://www.usfa.fema.gov/hotel/index.htm.

(l) Federal Agencies Travel Survey--Requires agencies to respond to

a travel survey that will be distributed by the GSA, Office of

Governmentwide Policy, Office of Transportation & Personal Property,

Travel and Transportation Management Policy Division bi-annually.

(m) Complimentary Meals--Clarifies that the meal and incidental

expense (M&IE) rate will not be reduced for a complimentary meal(s)

provided by common carriers or hotel/motels.

(n) Interim Rule 5, Use of Government Aircraft. Finalizes the rule

governing the use of Government aircraft.

(o) Reimbursement of per diem or actual expenses when leave is

taken immediately before or after a non-workday. Allows agency to make

determination whether reimbursement will be allowed for non-workdays.

(p) Clarifies that a traveler may upgrade his or her transportation

accommodations to premium-class other than first class solely through

the redemption of frequent flyer benefits when authorized by agency

policy or when the requirements for first-class or premium other than

first class are met.

(q) Removes the specific definitions of the terms ``conference

site'' and ``conference facility'' because these are commonly

understood terms.

(r) The provisions applying to the ``Fly America Act'', Secs. 301-

10.131 through 301-10.144, will be issued separately as a proposed rule

with request for comment.

GSA has determined that this rule is not a significant regulatory

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

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

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

not apply. This rule also is exempt from Congressional review

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

management and personnel.

List of Subjects in 41 CFR Parts 300-1 through 300-70 and 301-1

through 301-76

Government employees, Travel and transportation expenses.

For the reasons set out in the preamble, 41 CFR subtitle F is

amended to read as follows:

1. 41 CFR chapter 300 is added to read as follows:

CHAPTER 300--GENERAL

Subchapter A--Introduction

Part

300-1 The Federal Travel Regulation (FTR)

300-2 How to use the FTR

300-3 Glossary of terms

Subchapter B--Agency Requirements

Part

300-70 Agency Reporting Requirements

[[Page 15951]]

Subchapter A--Introduction

PART 300-1--THE FEDERAL TRAVEL REGULATION (FTR)

Sec.

300-1.1 What is the FTR?

300-1.2 What is the purpose of the FTR?

Authority: 5 U.S.C. 5707; 5 U.S.C. 5738; 5 U.S.C. 5741-5742; 20

U.S.C. 905(a); 31 U.S.C. 1353; 40 U.S.C. 486(c); 49 U.S.C. 40118;

E.O. 11609, 3 CFR, 1971-1975 Comp., p. 586.

Sec. 300-1.1 What is the FTR?

The FTR is the regulation contained in 41 Code of Federal

Regulations (CFR), Chapters 300 through 304, which implements statutory

requirements and Executive branch policies for travel by Federal

civilian employees and others authorized to travel at Government

expense.

Sec. 300-1.2 What is the purpose of the FTR?

There are two principal purposes:

(a) To interpret statutory and other policy requirements in a

manner that balances the need to assure that official travel is

conducted in a responsible manner with the need to minimize

administrative costs;

(b) To communicate the resulting policies in a clear manner to

Federal agencies and employees.

PART 300-2--HOW TO USE THE FTR

Subpart A--General

Sec.

300-2.1 What formats exist in the FTR?

Subpart B--Question and Answer Format

Sec.

300-2.20 What is the purpose of the question & answer format?

300-2.21 How is the rule expressed in the question & answer format?

300-2.22 Who is subject to the FTR?

300-2.23 How is the user addressed in the FTR?

Subpart C--Title and Narrative Format

Sec.

300-2.70 How is the rule expressed in the title and narrative

format?

PART 300-3--Glossary of Terms

Sec.

300-3.1 What do the following terms mean?

Authority: 5 U.S.C. 5707; 5 U.S.C. 5738; 5 U.S.C. 5741-5742; 20

U.S.C. 905(a); 31 U.S.C. 1353; 40 U.S.C. 486(c); 49 U.S.C. 40118;

E.O. 11609, 3 CFR, 1971-1975 Comp., p. 586.

Subpart A--General

Sec. 300-2.1 What formats exist in the FTR?

The FTR is written in two formats--the question & answer format and

the title and narrative format.

Subpart B--Question & Answer Format

Sec. 300-2.20 What is the purpose of the question & answer format?

The Q&A format is an effective way to engage the reader and to

break the information into manageable pieces.

Sec. 300-2.21 How is the rule expressed in the question and answer

format?

The rule is expressed in both the question and answer.

Sec. 300-2.22 Who is subject to the FTR?

Employees and agencies. Since the user may be an employee or an

agency, portions of the FTR have been separated into employee and

agency sections. However, while the employee provisions are addressed

to the employee, the rules expressed in those provisions apply to the

agency as well. The following lists the relevant employee and agency

sections of the FTR:

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

The employee And the agency

For provisions are provisions are

contained in contained in

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

Chapter 301................... Subchapters A, B, Subchapter D.

and C.

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

Sec. 300-2.23 How is the user addressed in the FTR?

The FTR asks questions in the first person, as the user would. It

then answers the questions in the second and third person. In the

employee sections, the employee is addressed in the singular, and in

the agency sections, the agency is addressed in the plural. The

following describes how employee and agency are addressed in both

sections:

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

And the agency is referred to

When you are in the And you are looking at a The employee is referred to using using

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

Employee section..................... Question........................... I, me, or my............................ Agency.

Answer............................. You or your............................. Agency.

Agency section....................... Question........................... Employee................................ We, us, or our.

Answer............................. Employee................................ You or your.

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

Subpart C--Title and Narrative Format

Sec. 300-2.70 How is the rule expressed in the title and narrative

format?

The rule is in the narrative. The title serves only as a tool to

determine the subject of the rule.

PART 300-3--GLOSSARY OF TERMS

Sec. 300-3.1 What do the following terms mean?

Actual expense--Payment of authorized actual expenses incurred, up

to the limit prescribed by the Administrator of GSA or agency, as

appropriate. Entitlement to reimbursement is contingent upon

entitlement to per diem, and is subject to the same definitions and

rules governing per diem.

Approved accommodation--Any place of public lodging that is listed

on the national master list of approved accommodations. The national

master list of all approved accommodations is compiled, periodically

updated, and published in the Federal Register by FEMA. Additionally,

the approved accommodation list is available on the U.S. Fire

Administration's Internet site at http://www.usfa.fema.gov/hotel/

index.htm.

Automated-Teller-Machine (ATM) services--Contractor-provided ATM

services that allow cash withdrawals from participating ATMs to be

charged to a contractor-issued charge card.

Common carrier--Private-sector supplier of air, rail or bus

transportation.

Conference--A meeting, retreat, seminar, symposium or event that

involves attendee travel. The term ``conference'' also applies to

training activities that are considered to be conferences under 5 CFR

410.404.

Continental United States (CONUS)--The 48 contiguous States and the

District of Columbia.

Contract carriers--U.S. certificated air carriers which are under

contract with the government to furnish Federal employees and other

persons authorized to travel at Government expense with passenger

transportation service. This also includes GSA's scheduled airline

passenger service between selected U.S. cities/airports and between

selected U.S. and international cities/airports at reduced fares.

[[Page 15952]]

Employee with a disability--(also see Special Needs)

(a) An employee who has a disability as defined in paragraph (b) of

this definition and is otherwise generally covered under the

Rehabilitation Act of 1973, as amended (29 U.S.C. 701-797b).

(b) ``Disability,'' with respect to an employee, means:

(1) Having a physical or mental impairment that substantially

limits one or more major life activities;

(2) Having a record of such an impairment;

(3) Being regarded as having such an impairment; but

(4) Does not include an individual who is currently engaging in the

illegal use of drugs, when the covered entity acts on the basis of such

use.

(1) Any physiological disorder or condition, cosmetic

disfigurement, or anatomical loss affecting one or more of the

following body systems: neurological, musculoskeletal, special sense

organ, respiratory (including speech organs), cardiovascular,

reproductive, digestive, genitourinary, hemic and lymphatic, skin, and

endocrine; or

(2) Any mental or psychological disorder (e.g., mental retardation,

organic brain syndrome, emotional or mental illness and specific

learning disabilities).

(3) The term ``physical or mental impairment'' includes, but is not

limited to, such diseases and conditions as cerebral palsy, epilepsy,

muscular dystrophy, multiple sclerosis, cancer, heart disease,

diabetes, mental retardation, emotional illness, and orthopedic,

visual, speech and hearing impairments.

(d) ``Major life activities'' means functions such as caring for

oneself, performing manual tasks, walking, seeing, hearing, speaking,

breathing, learning and working.

(e) ``Has a record of such an impairment'' means the employee has a

history of, or has been classified as having, a mental or physical

impairment that substantially limits one or more major life activities.

(f) ``Is regarded as having such an impairment'' means the employee

has:

(1) A physical or mental impairment that does not substantially

limit major life activities but the impairment is treated by the agency

as constituting such a limitation;

(2) A physical or mental impairment that substantially limits major

life activities as a result of the attitudes of others toward such an

impairment; or

(3) None of the impairments defined under ``physical or mental

impairment'', but is treated by the employing agency as having a

substantially limiting impairment.

Family (see Immediate family)

Foreign air carrier--An air carrier who is not holding a

certificate issued by the United States under 49 U.S.C. 41102.

Foreign area (see also non-foreign area)--Any area, including the

Trust Territory of the Pacific Islands, situated both outside CONUS and

the non-foreign areas.

Government aircraft--Any aircraft owned, leased, chartered or

rented and operated by an executive agency.

Government contractor-issued individually billed charge card--A

Government contractor-issued charge card used by authorized individuals

to pay for official travel and transportation related expenses for

which the contractor bills the employee.

Government-furnished automobile--An automobile (or ``light truck,''

as defined in 41 CFR 101-38 including vans and pickup trucks) that is:

(a) Owned by an agency,

(b) Assigned or dispatched to an agency from the GSA Interagency

Fleet Management System, or

a commercial source.

Government-furnished vehicle--A Government-furnished automobile or

a Government aircraft.

Government Transportation Request (GTR) (Standard Form 1169)--A

Government document used to procure common carrier transportation

services. The document obligates the Government to pay for

transportation services provided.

Immediate family--Any of the following named members of the

employee's household at the time he/she reports for duty at the new

permanent duty station or performs other authorized travel involving

family members:

(a) Spouse;

(b) Children of the employee or employee's spouse who are unmarried

and under 21 years of age or who, regardless of age, are physically or

mentally incapable of self-support. (The term ``children'' shall

include natural offspring; stepchildren; adopted children;

grandchildren, legal minor wards or other dependent children who are

under legal guardianship of the employee or employee's spouse; and an

unborn child(ren) born and moved after the employee's effective date of

transfer.);

of the employee or employee's spouse; and

(d) Dependent brothers and sisters (including step and legally

adoptive brothers and sisters) of the employee or employee's spouse who

are unmarried and under 21 years of age or who, regardless of age, are

physically or mentally incapable of self-support.

Interviewee--An individual who is being considered for employment

by an agency. The individual may currently be a Government employee.

Invitational travel--Authorized travel of individuals either not

employed or employed (under 5 U.S.C. 5703) intermittently in the

Government service as consultants or experts and paid on a daily when-

actually-employed basis and for individuals serving without pay or at

$1 a year when they are acting in a capacity that is directly related

to, or in connection with, official activities of the Government.

Travel allowances authorized for such persons are the same as those

normally authorized for employees in connection with TDY.

Lodgings-plus per diem system--The method of computing per diem

allowances for official travel in which the per diem allowance for each

travel day is established on the basis of the actual amount the

traveler pays for lodging, plus an allowance for meals and incidental

expenses (M&IE), the total of which does not exceed the applicable

maximum per diem rate for the location concerned.

Non-foreign area--The States of Alaska and Hawaii, the

Commonwealths of Puerto Rico, Guam and the Northern Mariana Islands and

the territories and possessions of the United States (excludes the

Trust Territories of the Pacific Islands).

Official station--The official station of an employee or

invitational traveler (see Sec. 301-1.2) is the location of the

employee's or invitational traveler's permanent work assignment.

The geographic limits of the official station are:

(a) For an employee:

(1) The corporate limits of the city or town where stationed or if

not in an incorporated city or town;

(2) The reservation, station, or other established area (including

established subdivisions of large reservations) having definite

boundaries where the employee is stationed.

(b) For an invitational traveler:

(1) The corporate limits of the city or town where the home or

principal place of business exists or if not in an incorporated city or

town;

(2) The reservation, station, or other established area (including

established subdivisions of large reservations) having definite

boundaries where the

[[Page 15953]]

home or principal place of business is located.

Per diem allowance--The per diem allowance (also referred to as

subsistence allowance) is a daily payment instead of reimbursement for

actual expenses for lodging, meals, and related incidental expenses.

The per diem allowance is separate from transportation expenses and

other miscellaneous expenses. The per diem allowance covers all

charges, including taxes and service charges where applicable for:

(a) Lodging. Includes expenses for overnight sleeping facilities,

baths, personal use of the room during daytime, telephone access fee,

and service charges for fans, air conditioners, heaters and fires

furnished in the room when such charges are not included in the room

rate. Lodging does not include accommodations on airplanes, trains,

buses, or ships. Such cost is included in the transportation cost and

is not considered a lodging expense.

(b) Meals. Expenses for breakfast, lunch, dinner and related tips

and taxes (specifically excluded are alcoholic beverage and

entertainment expenses, and any expenses incurred for other persons).

baggage carriers, bellhops, hotel maids, stewards or stewardesses and

others on ships, and hotel servants in foreign countries;

(2) Laundry, cleaning and pressing of clothing;

(3) Transportation between places of lodging or business and places

where meals are taken, if suitable meals cannot be obtained at the TDY

site; and

(4) Mailing cost associated with filing travel vouchers and payment

of Government sponsored charge card billings.

Place of public accommodation--Any inn, hotel, or other

establishment within a State that provides lodging to transient guests,

excluding:

(a) An establishment owned by the Federal Government;

(b) An establishment treated as an apartment building by State or

local law or regulation; or

hire that is also occupied as a residence by the proprietor of that

establishment.

Post of duty--An official station outside CONUS.

Privately owned aircraft--An aircraft that is owned or leased by an

employee for personal use. It is not owned, leased, chartered, or

rented by a Government agency, nor is it rented or leased by an

employee for use in carrying out official Government business.

Privately owned automobile--A car or light truck (including vans

and pickup trucks) that is owned or leased for personal use by an

individual.

Privately Owned Vehicle (POV)--Any vehicle such as an automobile,

motorcycle, aircraft, or boat operated by an individual that is not

owned or leased by a Government agency, and is not commercially leased

or rented by an employee under a Government rental agreement for use in

connection with official Government business.

Reduced per diem--Your agency may authorize a reduced per diem rate

when there are known reductions in lodging and meal costs or when your

subsistence costs can be determined in advance and are lower than the

prescribed per diem rate.

Special conveyance--Commercially rented or hired vehicles other

than a privately owned vehicle and other than those owned or under

contract to an agency.

Special needs (also see Employee with a disability)--Physical

characteristics of a traveler not necessarily defined under disability.

Such physical characteristics could include, but are not limited to,

the weight or height of the traveler.

Subsistence expenses--Expenses such as:

(a) Lodging, including taxes and service charges;

(b) Meals, including taxes and tips; and

of per diem allowance.)

Temporary duty (TDY) location--A place, away from an employee's

official station, where the employee is authorized to travel.

Travel advance--Prepayment of estimated travel expenses paid to an

employee.

Travel authorization (Orders)--Written permission to travel on

official business. There are three basic types of travel authorizations

(orders):

(a) Unlimited open. An authorization allowing an employee to travel

for any official purpose without further authorization.

(b) Limited open. An authorization allowing an employee to travel

on official business without further authorization under certain

specific conditions, i.e., travel to specific geographic area(s) for

specific purpose(s), subject to trip cost ceilings, or for specific

periods of time.

of individuals to take one or more specific official business trips,

which must include specific purpose, itinerary, and estimated costs.

Travel claim (Voucher)--A written request, supported by

documentation and receipts where applicable, for reimbursement of

expenses incurred in the performance of official travel, including

permanent change of station (PCS) travel.

Travel Management System (TMS)--A system to arrange travel services

for Federal employees on official travel, including reservation of

accommodations and ticketing. A TMS includes a travel management

center, commercial ticket office, electronic travel management system,

or other commercial method of arranging travel.

SUBCHAPTER B--AGENCY REQUIREMENTS

PART 300-70--AGENCY REPORTING REQUIREMENTS

Subpart A--Requirement to Report Agency Payments for Employee Travel

and Relocation

Sec.

300-70.1 What are the requirements for reporting payments for

employee travel and relocation?

300-70.2 What information must we report?

300-70.3 How long will we have to respond to the travel survey?

300-70.4 How do we respond to the travel survey if we have major

suborganizations?

Subpart B--Requirement to Report Use of First-Class Transportation

Accommodations

Sec.

300-70.100 Who must report use of first-class transportation

accommodations?

300-70.101 What information must we report?

300-70.102 How often must we report the required information?

300-70.103 When will GSA request this information?

300-70.104 Are there any exceptions to the reporting requirement?

Subpart C--[Reserved]

Authority: 5 U.S.C. 5707; 5 U.S.C. 5738; 5 U.S.C. 5741-5742; 20

U.S.C. 905(a); 31 U.S.C. 1353; 40 U.S.C. 486(c); 49 U.S.C. 40118;

E.O. 11609, 3 CFR, 1971-1975 Comp.,p. 586.

Subpart A--Requirement to Report Agency Payments for Employee

Travel and Relocation

Sec. 300-70.1 What are the requirements for reporting payments for

employee travel and relocation?

Agencies (as defined in Sec. 301-1.1) that spent more than $5

million on travel and transportation payments, including relocation,

during the fiscal year immediately preceding the survey year must

report this information. Every

[[Page 15954]]

two years GSA will distribute the Federal Agencies Travel Survey which

is assigned Interagency Control No. 0362-GSA-AN. Copies of the survey

may be obtained from the Director, Travel and Transportation Management

Policy Division (MTT), Office of Governmentwide Policy, General

Services Administration, Washington, DC 20405.

Sec. 300-70.2 What information must we report?

For the fiscal year reporting period you must report the following

information:

(a) Estimated total agency payments for travel and transportation

of people;

(b) Average costs and duration of trips;

(d) Estimated total agency payments for employee relocation; and

(e) Any other specific information GSA may require for the

reporting period.

Sec. 300-70.3 How long will we have to respond to the travel survey?

The survey will specify the due date. The head of your agency must

appoint a designee at the headquarters level responsible for ensuring

that the survey is completed and returned to GSA by the due date. Upon

receiving a survey, you must submit the designee's name, address, and

telephone number to the Director, Travel and Transportation Management

Policy Division (MTT), Office of Governmentwide Policy, General

Services Administration, Washington, DC 20405.

Sec. 300-70.4 How do we respond to the travel survey if we have major

suborganizations?

If you have major suborganizations, you must submit responses as

follows:

(a) A separate response from each suborganization which spent more

than $5 million for travel and relocation during the fiscal year

immediately preceding the survey year;

(b) A consolidated response covering all your suborganizations

which did not spend more than $5 million for travel and relocation

during the fiscal year immediately preceding the survey year; and

agency.

Subpart B--Requirement to Report use of First-Class Transportation

Accommodations

Sec. 300-70.100 Who must report use of first-class transportation

accommodations?

An agency as defined in Sec. 301-1.1 of this subtitle.

Sec. 300-70.101 What information must we report?

All instances in which you authorized/approved the use of first-

class transportation accommodations. This report has been assigned

Interagency Report Control No. 0411-GSA-AN.

Sec. 300-70.102 How often must we report the required information?

Once every year.

Sec. 300-70.103 When will GSA request this information?

Generally, GSA will notify agencies during the summer months that

this information is required and will indicate the date reports are

due.

Sec. 300-70.104 Are there any exceptions to the reporting requirement?

Yes. You are not required to report data that is protected from

public disclosure by statute or Executive Order. However, you are

required to submit, in your cover letter to GSA, the following

aggregate information unless that information is also protected from

public disclosure:

(a) Aggregate number of authorized first-class trips that are

protected from disclosure;

(b) Total of actual first-class fares paid; and

same travel.

Subpart C [Reserved]

2. 41 CFR chapter 301 is amended by removing parts 301-1 and 301-2;

removing Sec. Sec. 301-3.1 through 301-3.5 (Sec. 301-3.6 remains

unchanged); removing parts 301-4 through 301-17; and adding new parts

301-1, 301-2, 301-10 through 301-13, 301-30, 301-31, 301-50 through

301-53, and 301-70 through 301-75, to read as follows:

CHAPTER 301--TEMPORARY DUTY (TDY) TRAVEL ALLOWANCES

Subchapter A--Introduction

Part

301-1 Applicability

301-2 General rules

Subchapter B--Allowable Travel Expenses

Part

301-3 Use of commercial transportation

301-10 Transportation expenses

301-11 Per diem expenses

301-12 Miscellaneous expenses

301-13 Travel of an employee with special needs

301-30 Emergency travel

301-31 Threatened law enforcement/investigative employees

Subchapter C--Arranging for Travel Services, Paying Travel Expenses,

and Claiming Reimbursement

Part

301-50 Arranging for travel services

301-51 Paying travel expenses

301-52 Claiming reimbursement

301-53 Using promotional materials and frequent traveler programs

Subchapter D--Agency Responsibilities

Part

301-70 Internal policy and procedure requirements

301-71 Agency travel accounting requirements

301-72 Agency responsibilities related to common carrier

transportation

301-73 Travel programs

301-74 Conference Planning

301-75 Pre-employment interview travel

CHAPTER 301--TEMPORARY DUTY (TDY) TRAVEL ALLOWANCES

Subchapter A--Introduction

PART 301-1--APPLICABILITY

Sec.

301-1.1 What is an ``agency'' for purposes of TDY allowances?

301-1.2 What is an ``employee'' for purposes of TDY allowances?

301-1.3 Who is eligible for TDY allowances?

Authority: 5 U.S.C. 5707.

Sec. 301-1.1 What is an ``agency'' for purposes of TDY allowances?

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

An agency includes But does not include

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

An Executive agency, as defined in 5 A Government-controlled

U.S.C. 101. corporation.

A military department.................. A Member of Congress.

An office, agency or other An office or committee of

establishment in the legislative either House of Congress or of

branch. the two Houses.

The Government of the District of An office, agency or other

Columbia. establishment in the judicial

branch.

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

[[Page 15955]]

Sec. 301-1.2 What is an ``employee'' for purposes of TDY allowances?

An ``employee'' is:

(a) An individual employed by an agency, regardless of status or

rank; or

(b) An individual employed intermittently in Government service as

an expert or consultant and paid on a daily when-actually-employed

(WAE) basis; or

referred to as ``invitational traveler'').

Sec. 301-1.3 Who is eligible for TDY allowances?

This chapter covers the following individuals:

(a) Employees traveling on official business;

(b) Interviewees performing pre-employment interview travel;

perform emergency travel as a result of an incapacitating illness or

injury or a personal emergency situation; and

(d) Threatened law enforcement/investigative employees and members

of their family temporarily relocated to safeguard their lives because

of a threat resulting from the employee's assigned duties.

PART 301-2--GENERAL RULES

Sec.

301-2.1 Must I have authorization to travel?

301-2.2 What travel expenses may my agency pay?

301-2.3 What standard of care must I use in incurring travel

expenses?

301-2.4 For what travel expenses am I responsible?

301-2.5 What travel arrangements require specific authorization or

prior approval?

Authority: 5 U.S.C. 5707; 31 U.S.C. 1353; 49 U.S.C. 40118.

Sec. 301-2.1 Must I have authorization to travel?

Yes, generally you must have written or electronic authorization

prior to incurring any travel expense. If it is not practicable or

possible to obtain such authorization prior to travel, your agency may

approve a specific authorization for reimbursement of travel expenses

after travel is completed. However, written or electronic advance

authorization is required for items in Sec. 301-2.5 (c), (i), (n), and

(o) of this part.

Sec. 301-2.2 What travel expenses may my agency pay?

Your agency may pay only those expenses essential to the

transaction of official business, which include:

(a) Transportation expenses as provided in part 301-10 of this

chapter;

(b) Per diem expenses as provided in part 301-11 of this chapter;

chapter; and

(d) Travel expenses of an employee with special needs as provided

in part 301-13 of this chapter.

Sec. 301-2.3 What standard of care must I use in incurring travel

expenses?

You must exercise the same care in incurring expenses that a

prudent person would exercise if traveling on personal business.

Sec. 301-2.4 For what travel expenses am I responsible?

You are responsible for expenses over the reimbursement limits

established in this chapter. Your agency will not pay for excess costs

resulting from circuitous routes, delays, or luxury accommodations or

services unnecessary or unjustified in the performance of official

business.

Sec. 301-2.5 What travel arrangements require specific authorization

or prior approval?

You must have a specific authorization or prior approval for:

(a) Use of premium-class service on common carrier transportation;

(b) Use of a foreign air carrier;

(d) Use of cash to pay for common carrier transportation;

(e) Use of extra-fare train service;

(f) Travel by ship;

(g) Use of a rental car;

(h) Use of a Government aircraft;

(i) Payment of a reduced per diem rate;

(j) Payment of actual expense;

(k) Travel expenses related to emergency travel;

(l) Transportation expenses related to threatened law enforcement/

investigative employees and members of their families;

(m) Travel expenses related to travel to a foreign area;

(n) Acceptance of payment from a non-Federal source for travel

expenses, see chapter 304 of this subtitle; and

(o) Travel expenses related to attendance at a conference.

Note to Sec. 301-2.5: Paragraphs (c), (i), (n), and (o) of this

section require a written or electronic advance authorization.

SUBCHAPTER B--ALLOWABLE TRAVEL EXPENSES

* * * * *

PART 301-10 TRANSPORTATION EXPENSES

Subpart A--General

Sec.

301-10.1 Am I eligible for payment of transportation expenses?

301-10.2 What expenses are payable as transportation?

301-10.3 What methods of transportation may my agency authorize me

to use?

301-10.4 How does my agency select the method of transportation to

be used?

301-10.5 What are the presumptions as to the most advantageous

method of transportation?

301-10.6 What is my liability if I do not travel by the selected

method of transportation?

301-10.7 How should I route my travel?

301-10.8 What is my liability if, for personal convenience I travel

by an indirect route or interrupt travel by a direct route?

Subpart B--Common Carrier Transportation

Sec.

301-10.100 What types of common carrier transportation may I be

authorized to use?

Airline

301-10.106 What are the basic requirements for using airlines?

Use of Contract City-Pair Fares

301-10.107 When must I use a contract city-pair fare?

301-10.108 Are there other situations when I may use a non-contract

fare?

301-10.109 What is my liability for unauthorized use of a non-

contract carrier when contract service is available and I do not

meet one of the exceptions for required use?

301-10.110 May I use contract passenger transportation service for

personal travel?

301-10.111 When may I use a reduced group or charter fare?

301-10.112 What must I do when different airlines furnish the same

service at different fares?

301-10.113 What must I do if I change or do not use a common

carrier reservation?

301-10.114 What must I do with unused Government Transportation

Request(s) (GTR(s), ticket(s), or refund application(s)?

301-10.115 Am I authorized to receive a refund or credit for unused

transportation?

301-10.116 What must I do with compensation an airline gives me if

it denies me a seat on a plane?

301-10.117 May I keep compensation an airline gives me for

voluntarily vacating my seat on my scheduled airline flight when the

airline asks for volunteers?

Airline Accommodations

301-10.121 What classes of airline accommodations are available?

301-10.122 What class of airline accommodations must I use?

301-10.123 When may I use first-class airline accommodations?

[[Page 15956]]

301-10.124 When may I use premium-class other than first-class

airline accommodations?

Train

301-10.160 What classes of train accommodations are available?

301-10.161 What class of train accommodations must I use?

301-10.162 When may I use first-class train accommodations?

301-10.163 What is an extra-fare train?

301-10.164 When may I use extra-fare train service?

Ship

301-10.180 Must I travel by a U.S. flag ship?

301-10.181 What is my liability if I improperly use a foreign ship?

301-10.182 What classes of ship accommodations are available?

301-10.183 What class of ship accommodations must I use?

Local Transit System

301-10.190 When may I use a local transit system (bus, subway, or

streetcar)?

Subpart C--Government Vehicle

Sec.

301-10.200 What types of Government vehicles may my agency

authorize me to use?

301-10.201 For what purposes may I use a Government vehicle other

than a Government aircraft?

301-10.202 What is my liability for unauthorized use of a

Government vehicle?

Government Automobiles

301-10.220 What requirements must I meet to operate a Government

automobile for official travel?

Government Aircraft

301-10.260 When may I use a Government aircraft for travel?

301-10.261 What requirements must I meet to operate a Government

aircraft?

301-10.262 What is my liability for unauthorized use of a

Government aircraft?

Subpart D--Privately Owned Vehicle (POV)

Sec.

301-10.300 When may I use a POV for official travel?

301-10.301 How do I compute my mileage reimbursement?

301-10.302 How do I determine distance measurements for my travel?

301-10.303 What am I reimbursed when use of a POV is determined by

my agency to be advantageous to the Government?

301-10.304 What expenses are allowable in addition to the

allowances prescribed in Sec. 301-10.303?

301-10.305 How is reimbursement handled if another person(s)

travels in a POV with me?

301-10.306 What will be reimbursed if I am authorized to use a POV

instead of a taxi for round-trip travel between my residence and

office on a day of travel requiring an overnight stay?

301-10.307 What will I be reimbursed if I use a POV to transport

other employees?

301-10.308 What will I be reimbursed if I park my POV at a common

carrier terminal while I am away from my official station?

301-10.309 What will I be reimbursed if I am authorized to use

common carrier transportation and I use a POV instead?

301-10.310 What will I be reimbursed if I am authorized to use a

Government automobile and I use a POV instead?

Subpart E--Special Conveyances

Sec.

301-10.400 What types of special conveyances may my agency

authorize me to use?

301-10.401 What types of charges are reimbursable for use of a

special conveyance?

301-10.402 What will I be reimbursed if I am authorized to use a

special conveyance and I use a POV instead?

301-10.403 What is the difference between a Government aircraft and

an aircraft hired as a special conveyance?

Taxicabs, Shuttle Services, or Other Courtesy Transportation

301-10.420 When may I use a taxi or shuttle service?

301-10.421 How much will my agency reimburse me for a tip to a

taxi, shuttle service, or courtesy transportation driver?

Rental Automobiles

301-10-450 When can I use a rental vehicle?

301-10.451 May I be reimbursed for the cost of collision damage

waiver (CDW) or theft insurance?

301-10.452 May I be reimbursed for personal accident insurance?

301-10.453 What is my liability for unauthorized use of a rental

automobile obtained with Government funds?

Authority: 5 U.S.C. 5707; 40 U.S.C. 486 (c); 49 U.S.C. 40118.

Subpart A--General

Sec. 301-10.1 Am I eligible for payment of transportation expenses?

Yes, when performing official travel, including local travel.

Sec. 301-10.2 What expenses are payable as transportation?

Fares, rental fees, mileage payments, and other expenses related to

transportation.

Sec. 301-10.3 What methods of transportation may my agency authorize

me to use?

Your agency may authorize:

(a) Common carrier transportation (e.g., aircraft, train, bus,

ship, or local transit system) under Subpart B;

(b) Government vehicle under Subpart C;

(d) Special conveyance (e.g., taxi or commercial automobile) under

Subpart E.

Sec. 301-10.4 How does my agency select the method of transportation

to be used?

Your agency must select the method most advantageous to the

Government, when cost and other factors are considered. Under 5 U.S.C.

5733, travel must be by the most expeditious means of transportation

practicable and commensurate with the nature and purpose of your

duties. In addition, your agency must consider energy conservation,

total cost to the Government (including costs of per diem, overtime,

lost worktime, and actual transportation costs), total distance

traveled, number of points visited, and number of travelers.

Sec. 301-10.5 What are the presumptions as to the most advantageous

method of transportation?

(a) Common carrier. Travel by common carrier is presumed to be the

most advantageous method of transportation and must be used when

reasonably available.

(b) Government automobile. When your agency determines that your

travel must be performed by automobile, a Government automobile is

presumed to be the most advantageous method of transportation.

Sec. 301-10.6 What is my liability if I do not travel by the selected

method of transportation?

If you do not travel by the method of transportation required by

regulation or selected by your agency, any additional expenses you

incur will be borne by you.

Sec. 301-10.7 How should I route my travel?

You must travel to your destination by the usually traveled route

unless your agency authorizes or approves a different route as

officially necessary.

Sec. 301-10.8 What is my liability if, for personal convenience, I

travel by an indirect route or interrupt travel by a direct route?

Your reimbursement will be limited to the cost of travel by a

direct route or on an uninterrupted basis. You will be responsible for

any additional costs.

[[Page 15957]]

Subpart B--Common Carrier Transportation

Sec. 301-10.100 What types of common carrier transportation may I be

authorized to use?

You may be authorized to use airline, train, ship, bus, or local

transit system.

Airline

Sec. 301-10.106 What are the basic requirements for using airlines?

The requirements for using airlines fall into three categories:

(a) Using contract carriers, when available;

(b) Using coach class service, unless premium class, or first class

service is authorized;

foreign air carrier or (ship) is authorized.

Use of Contract City-Pair Fares

Sec. 301-10.107 When must I use a contract city-pair fare?

You must always use a contract city-pair fare, if such fare is

available to you unless one or more of the following conditions exist:

(a) Seating space on the scheduled contract flight is not available

in time to accomplish the purpose of travel, or use of contract service

would require you to incur unnecessary overnight lodging costs which

would increase the total cost of the trip; or

(b) The contract's flight schedule is inconsistent with explicit

policies of individual Federal departments and agencies or other

mandatory users of scheduling employee travel during normal working

hours; or

general public, the use of which will result in a lower total trip cost

to the Government or other mandatory user. This determination should be

based on a cost comparison to include the combined cost of

transportation, lodging, meals and related expenses.

Note to paragraph (c). This exception does not apply if a

contract carrier offers a comparable fare and has seats available at

that fare, or if the lower fare offered by a non-contract carrier is

restricted to Government and military travelers on official business

and may only be purchased with a GTR, contractor issued charge card

or centrally billed account (e.g., YDG, MDG, ODG, VDG, and similar

fares).

(d) Rail service is available, and such service is cost effective

and is consistent with the mission.

Sec. 301-10.108 Are there other situations when I may use a non-

contract fare?

You may also use a non-contract fare such as a through fare,

special fare, commutation fare, excursion fare or reduced-rate round-

trip fare in the following circumstances:

(a) Your agency determines prior to your travel that this type of

service is practical and economical to the Government; and

(b) In the case of a fare that is restricted or has specific

eligibility requirements, you know or reasonably can anticipate, based

on the travel as planned, that you will use the ticket.

Sec. 301-10.109 What is my liability for unauthorized use of a non-

contract carrier when contract service is available and I do not meet

one of the exceptions for required use?

Any additional costs or penalties incurred by you resulting from

unauthorized use of non-contract service are borne by you.

Sec. 301-10.110 May I use contract passenger transportation service

for personal travel?

No.

Sec. 301-10.111 When may I use a reduced group or charter fare?

You may use a reduced group or charter fare when your agency has

determined on an individual case basis prior to your travel that use of

such a fare is economical to the Government and will not interfere with

the conduct of official business.

Sec. 301-10.112 What must I do when different airlines furnish the

same service at different fares?

When there is no contract fare, and common carriers furnish the

same service at different fares between the same points for the same

type of accommodations, you must use the lowest cost service unless

your agency determines that the use of higher cost service is more

advantageous to the Government.

Sec. 301-10.113 What must I do if I change or do not use a common

carrier reservation?

If you know you will change or not use your reservation, you must

take action to change or cancel it as prescribed by your agency. Also,

you must report all changes of your reservation according to your

agency's procedures in an effort to prevent losses to the Government.

Failure to do so may subject you to liability for any resulting losses.

Sec. 301-10.114 What must I do with unused Government Transportation

Request(s)(GTR(s)), ticket(s) or refund application(s)?

You must submit any unused GTR(s), unused ticket coupon(s), or

refund application(s) to your agency in accordance with your agency's

procedures.

Sec. 301-10.115 Am I authorized to receive a refund or credit for

unused transportation?

No. You are not authorized to receive a refund, credit, or any

other negotiable document from a carrier for unfurnished services

(except as provided in Sec. 301-10.115) or any portion of an unused

ticket issued in exchange for a GTR or billed to an agency's centrally

billed account. However, any charges billed directly to your

individually billed Government charge card should be credited to your

account.

Sec. 301-10.116 What must I do with compensation an airline gives me

if it denies me a seat on a plane?

If you are performing official travel and a carrier denies you a

confirmed reserved seat on a plane, you must give your agency any

payment you receive for liquidated damages. You must ensure the carrier

shows the ``Treasurer of the United States'' as payee on the

compensation check and then forward the payment to the appropriate

agency official.

Sec. 301-10.117 May I keep compensation an airline gives me for

voluntarily vacating my seat on my scheduled airline flight when the

airline asks for volunteers?

Yes:

(a) If voluntarily vacating your seat will not interfere with

performing your official duties; and

(b) If additional travel expenses, incurred as a result of vacating

your seat, are borne by you and are not reimbursed; but

agency will charge you with annual leave for the additional hours.

Airline Accommodations

Sec. 301-10.121 What classes of airline accommodations are available?

(a) Coach-class--The basic class of accommodations offered to

travelers that is available to all passengers regardless of fare paid.

This term applies when an airline offers two or more classes of

accommodations, which includes tourist or economy.

(b) Premium-class--Any class of accommodations above coach, e.g.,

first or business.

class airline flight. When an airline flight only has two classes of

accommodations, the higher-class, regardless of the term used for that

class, is considered to be first class.

(d) Premium-class other than first-class--Any class of

accommodations

[[Page 15958]]

between coach-class and first-class, e.g., business-class.

(e) Single-class--This term applies when an airline offers only one

class of accommodation to all travelers.

Sec. 301-10.122 What class of airline accommodations must I use?

For official business travel, both domestic and international, you

must use coach-class accommodations, except as provided under

Sec. Sec. 301-10.123 and 301-10.124.

Sec. 301-10.123 When may I use first-class airline accommodations?

Only when your agency specifically authorizes/approves your use of

first-class accommodations under paragraph (a) through (d) of this

section.

(a) No other coach-class or premium-class other than first-class

accommodation is reasonably available. ``Reasonably available'' means

available on an airline that is scheduled to leave within 24 hours of

your proposed departure time, or scheduled to arrive within 24 hours of

your proposed arrival time.

(b) When use of first-class is necessary to accommodate a

disability or other special need. A disability must be substantiated in

writing by a competent medical authority. A special need must be

substantiated in writing according to your agency's procedures. If you

are authorized under Sec. 301-13.3(a) of this chapter to have an

attendant accompany you, your agency also may authorize the attendant

to use first-class accommodations if you require the attendant's

services en route.

travel. Exceptional security circumstances are determined by your

agency and include, but are not limited to:

(1) Use of other than first-class accommodations would endanger

your life or Government property;

(2) You are an agent on protective detail and you are accompanying

an individual authorized to use first-class accommodations; or

(3) You are a courier or control officer accompanying controlled

pouches or packages.

(d) When required because of agency mission.

Sec. 301-10.124 When may I use premium-class other than first-class

airline accommodations?

Only when your agency specifically authorizes/approves your use of

such accommodations under paragraphs (a) through (i) of this section.

(a) Regularly scheduled flights between origin/destination points

(including connecting points) provide only premium-class accommodations

and you certify such on your voucher; or

(b) No space is available in coach-class accommodations in time to

accomplish the mission, which is urgent and cannot be postponed; or

is necessary to accommodate your disability or other special need.

Disability must be substantiated in writing by a competent medical

authority. Special need must be substantiated in writing according to

your agency's procedures. If you are authorized under Sec. 301-13.3(a)

of this chapter to have an attendant accompany you, your agency also

may authorize the attendant to use premium-class other than first-class

accommodations if you require the attendant's services en route; or

(d) Security purposes or exceptional circumstances as determined by

your agency make the use of premium-class other than first-class

accommodations essential to the successful performance of the agency's

mission; or

(e) Coach-class accommodations on an authorized/approved foreign

air carrier do not provide adequate sanitation or health standards; or

(f) The use results in an overall cost savings to the Government by

avoiding additional subsistence costs, overtime, or lost productive

time while awaiting coach-class accommodations; or

(g) You are able to obtain the accommodations as an upgrade through

the redemption of frequent traveler benefits in accordance with your

agency's policies; or

(h) Your transportation costs are paid in full through agency

acceptance of payment from a non-federal source in accordance with

chapter 304 of this title; or

(i) Where the origin and/or destination is OCONUS and the scheduled

flight time is in excess of 14 hours. In this instance you will not be

eligible for a rest stop en route or a rest period upon arrival at your

duty site.

Train

Sec. 301-10.160 What classes of train accommodations are available?

(a) Coach-class--The basic class of accommodations offered by a

rail carrier to passengers that includes a level of service available

to all passengers regardless of the fare paid. Coach-class includes

reserved coach accommodations as well as slumber coach accommodations

when overnight train travel is involved.

(b) Slumber coach--Includes slumber coach accommodations on trains

offering such accommodations, or the lowest level of sleeping

accommodations available on a train that does not offer slumber coach

accommodations.

car accommodations, or other premium accommodations.

Sec. 301-10.161 What class of train accommodations must I use?

You must use coach-class accommodations for all train travel,

except when your agency authorizes first-class service.

Sec. 301-10.162 When may I use first-class train accommodations?

Only when your agency specifically authorizes/approves your use of

first-class train accommodations under paragraphs (a) through (d) of

this section.

(a) No coach-class accommodations are reasonably available.

``Reasonably available'' means available and scheduled to leave within

24 hours of the employee's proposed departure time, or scheduled to

arrive within 24 hours of the employee's proposed arrival time.

(b) When use of first-class is necessary to accommodate a

disability or other special need. A disability must be substantiated in

writing by competent medical authority. A special need must be

substantiated in writing according to your agency's procedures. If you

are authorized under Sec. 301-13.3(a) of this chapter to have an

attendant accompany you, your agency also may authorize the attendant

to use first-class accommodations if you require the attendant's

services en route.

travel. Exceptional security circumstances include, but are not limited

to:

(1) Use of other than first-class accommodations would endanger

your life or Government property;

(2) You are an agent on protective detail and you are accompanying

an individual authorized to use first-class accommodations; or

(3) You are a courier or control officer accompanying controlled

pouches or packages.

(d) Inadequate foreign coach-class train accommodations. When

coach-class train accommodations on a foreign rail carrier do not

provide adequate sanitation or health standards.

Sec. 301-10.163 What is an extra-fare train?

A train that operates at an increased fare due to the extra

performance of the train (i.e., faster speed or fewer stops).

[[Page 15959]]

Sec. 301-10.164 When may I use extra-fare train service?

You may travel coach-class on an extra-fare train whenever your

agency determines it is more advantageous to the Government or is

required for security reasons. The use of AMTRAK Metroliner coach

accommodations is advantageous to the Government; AMTRAK Metroliner

Club Service, however, is a first-class accommodation and may be

authorized/approved only as provided in Sec. 301-10.162 of this

section.

Ship

Sec. 301-10.180 Must I travel by a U.S. flag ship?

Yes, when a U.S. flag ship is available unless the necessity of the

mission requires the use of a foreign ship. (See 46 U.S.C. App. Sec.

1241.)

Sec. 301-10.181 What is my liability if I improperly use a foreign

ship?

You are required to travel by U.S flag ship for the entire trip,

unless use of a foreign ship has been authorized by your agency. Any

cost that is attributed to improper or unauthorized use of a foreign

ship is your responsibility.

Sec. 301-10.182 What classes of ship accommodations are available?

Accommodations on ships vary according to deck levels.

(a) First-class--All classes above the lowest first class, includes

but is not limited to a suite.

(b) Lowest first class--The least expensive first class of reserved

accommodations available on a ship.

Sec. 301-10.183 What class of ship accommodations must I use?

You must use the lowest first class accommodations when traveling

by ship, except when your agency specifically authorizes/approves your

use of first-class ship accommodations under paragraphs (a) through (c)

of this section.

(a) Lowest first class accommodations are not available on the

ship.

(b) When use of first-class is necessary to accommodate a

disability or other special need. Disability must be substantiated in

writing by competent medical authority. Special need must be

substantiated in writing according to your agency's procedures. If you

are authorized under Sec. 301-13.3(a) of this chapter to have an

attendant accompany you, your agency also may authorize the attendant

to use first-class accommodations if you require the attendant's

services en route.

travel. Exceptional security circumstances include, but are not limited

to:

(1) The use of lowest first class accommodations would endanger

your life or Government property; or

(2) You are an agent on protective detail and you are accompanying

an individual authorized to use first-class accommodations; or

(3) You are a courier or control officer accompanying controlled

pouches or packages.

Local Transit System

Sec. 301-10.190 When may I use a local transit system (bus, subway, or

streetcar)?

(a) To, from, and between places of work. The use of bus, subway,

or streetcar is an allowable expense for local travel between places of

business at your official station or a TDY station, and between places

of lodging and place of business at a TDY station.

(b) To places where meals can be obtained. Where the nature and

location of the work at your TDY station are such that meals cannot be

obtained there, travel to obtain meals at the nearest available place

is an allowable expense. You must, however, attach a statement to your

travel voucher explaining why such travel was necessary.

Subpart C--Government Vehicle

Sec. 301-10.200 What types of Government vehicles may my agency

authorize me to use?

You may be authorized to use:

(a) A Government automobile in accordance with Sec. 301-10.220 of

this part;

(b) A Government aircraft in accordance with Sec. 301-10.260

through Sec. 301-10.262 of this part; and

Government-issued rules governing its use.

Sec. 301-10.201 For what purposes may I use a Government vehicle other

than a Government aircraft?

Only for official purposes which include transportation:

(a) Between places of official business;

(b) Between such places and places of temporary lodging when public

transportation is unavailable or its use is impractical;

restaurants, drug stores, barber shops, places of worship, cleaning

establishments, and similar places necessary for the sustenance,

comfort, or health of the employee to foster the continued efficient

performance of Government business; or

(d) As otherwise authorized by your agency under 31 U.S.C. 1344.

Sec. 301-10.202 What is my liability for unauthorized use of a

Government vehicle?

You are responsible for any additional cost resulting from

unauthorized use of a Government vehicle and you may be subject to

administrative and/or criminal liability for misuse of Government

property.

Government Automobiles

Sec. 301-10.220 What requirements must I meet to operate a Government

automobile for official travel?

You must possess a valid State, District of Columbia, or

territorial motor vehicle operator's license and have a travel

authorization specifically authorizing the use of a Government-

furnished automobile.

Government Aircraft

Sec. 301-10.260 When may I use a Government aircraft for travel?

Only for official purposes in accordance with 41 CFR 101-37.402.

Sec. 301-10.261 What requirements must I meet to operate a Government

aircraft?

You must meet the aircrew qualification and certification

requirements contained in 41 CFR 101-37.1212.

Sec. 301-10.262 What is my liability for unauthorized use of a

Government aircraft?

You will be personally responsible for any additional cost

resulting from unauthorized use of the aircraft as provided in 41 CFR

101-37.402 and 101-.37.403, and you may be subject to administrative

and or criminal liability for misuse of Government property.

Subpart D--Privately Owned Vehicle (POV)

Sec. 301-10.300 When may I use a POV for official travel?

When authorized by your agency.

Sec. 301-10.301 How do I compute my mileage reimbursement?

You compute mileage reimbursement by multiplying the distance

traveled, determined under Sec. 301-10.302 of this subpart by the

applicable mileage rate prescribed in Sec. 301-10.303 of this subpart.

Sec. 301-10.302 How do I determine distance measurements for my

travel?

[[Page 15960]]

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

The distance between your origin and

If you travel by destination is

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

Privately owned automobile or As shown in standard highway mileage

privately owned motorcycle. guides, or the actual miles driven as

determined from odometer readings.

Privately owned aircraft..... As determined from airway charts issued

by the National Oceanic and Atmospheric

Administration, Department of Commerce.

You may include in your travel claim

with an explanation any additional air

mileage resulting from a detour

necessary due to adverse weather,

mechanical difficulty, or other unusual

conditions. If a required deviation is

such that airway mileage charts are not

adequate to determine distance, you may

use the formula of flight time

multiplied by cruising speed of the

aircraft to determine distance.

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

Sec. 301-10.303 What am I reimbursed when use of a POV is determined

by my agency to be advantageous to the Government?

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

For use of a Your reimbursement is

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

Privately-owned aircraft (e.g., helicopter, Actual cost of operation

except an airplane). (i.e., fuel, oil, plus

the additional expenses

listed in Sec. 301-

10.304).

Privately-owned airplane..................... 85 cents per mile

Privately-owned automobile................... 31 cents per mile

Privately-owned motorcycle................... 25 cents per mile

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

Sec. 301-10.304 What expenses are allowable in addition to the

allowance prescribed in Sec. 301-10.303?

Following is a chart listing the reimbursable and non-reimbursable

expenses:

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

Reimbursable expenses Non-reimbursable expenses

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

Parking fees; ferry fees; bridge, road, Charges for repairs,

and tunnel fees; and aircraft or depreciation, replacements,

airplane parking, landing, and tie- grease, oil, antifreeze,

down fees. towage and similar speculative

expenses.

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

Sec. 301-10.305 How is reimbursement handled if another person(s)

travels in a POV with me?

If another employee(s) travels with you on the same trip in the

same POV, mileage is payable to only one of you. No deduction will be

made from your mileage allowance if other passengers contribute to

defraying your expenses.

Sec. 301-10.306 What will be reimbursed if I am authorized to use a

POV instead of a taxi for round-trip travel between my residence and

office on a day of travel requiring an overnight stay?

If determined advantageous to the Government, you will be

reimbursed on a mileage basis plus other allowable costs for round-trip

travel on the beginning and/or ending of travel between the points

involved.

Sec. 301-10.307 What will I be reimbursed if I use a POV to transport

other employees?

Using a POV to transport other employees is strictly voluntary and

you may be reimbursed in accordance with Sec. 301-10.305.

Sec. 301-10.308 What will I be reimbursed if I park my POV at a common

carrier terminal while I am away from my official station?

Your agency may reimburse your parking fee as an allowable

transportation expense not to exceed the cost of taxi fare to/from the

terminal.

Sec. 301-10.309 What will I be reimbursed if I am authorized to use

common carrier transportation and I use a POV instead?

You will be reimbursed on a mileage basis (see Sec. 301-10.303),

plus per diem, not to exceed the total constructive cost of the

authorized method of common carrier transportation plus per diem. Your

agency must determine the constructive cost of transportation and per

diem by common carrier under the rules in Sec. 301-10.310.

Sec. 301-10.310 What will I be reimbursed if I am authorized to use a

Government automobile and I use a privately owned automobile instead?

(a) Reimbursement based on Government costs--Unless you are

committed to using a Government vehicle as provided in paragraph (b) of

this section, your reimbursement will be limited to the cost that would

be incurred for use of a Government automobile, which in CONUS is 23.5

cents per mile. If your agency determines the cost of providing a

Government automobile would be higher because of unusual circumstances,

it may allow reimbursement not to exceed the mileage rate provided in

Sec. 301-10.303 for a privately owned automobile.

In addition, you may be reimbursed other allowable expenses as

provided in Sec. 301-10.304.

(b) Partial reimbursement when you are committed to use a

Government owned automobile--When you are committed to use a Government

automobile or would not ordinarily be authorized to use a privately

owned automobile due to the availability of a Government automobile,

but nevertheless request to use a privately owned automobile, you will

be reimbursed 10.5 cents per mile. This is the approximate cost of

operating a Government automobile, fixed costs excluded. In addition,

parking fees, bridge, road and tunnel fees are reimbursable.

Subpart E--Special Conveyances

Sec. 301-10.400 What types of special conveyances may my agency

authorize me to use?

Your agency may authorize/approve use of:

(a) Taxicabs as specified in Secs. 301-10.420 through 301-10.421 of

this chapter;

(b) Commercial rental automobiles as specified in Secs. 301-10.450

through 301-10.453 of this chapter; or

to the Government.

Sec. 301-10.401 What types of charges are reimbursable for use of a

special conveyance?

Actual expenses that your agency determines are necessary,

including, but not limited to:

(a) Gasoline and oil;

(b) Rental of a garage, hangar, or boathouse;

(d) Per diem of operator; and

[[Page 15961]]

(e) Ferriage, tolls, etc.

Sec. 301-10.402 What will I be reimbursed if I am authorized to use a

special conveyance and I use a POV instead?

You will be reimbursed the mileage cost for the use of your POV,

and additional expenses such as parking fees, bridge, road and tunnel

fees, not to exceed the constructive cost of the special conveyance.

Sec. 301-10.403 What is the difference between a Government aircraft

and an aircraft hired as a special conveyance?

A Government aircraft is any aircraft owned, leased, chartered, or

rented and operated by the Government. An aircraft hired as a special

conveyance is an aircraft that you, in your private capacity, rent,

lease, or charter and operate.

Taxicabs, Shuttle Services, or Other Courtesy Transportation

Sec. 301-10.420 When may I use a taxi or shuttle service?

(a) For local travel. When your agency authorizes/approves, the use

of a taxi for the following local travel is reimbursable:

(1) Between places of business at an official or TDY station;

(2) Between a place of lodging and a place of business at a

temporary duty station; and

(3) To obtain meals at the nearest available place where the nature

and location of the work at a TDY station are such that meals cannot be

obtained there.

(b) To and from a carrier terminal. (1) General authorization.

Except as provided in paragraph (b)(2) of this section, you will be

reimbursed the usual fare plus tip for use of a taxicab or shuttle

services in the following situations:

(i) Between a common carrier or other terminal and either your home

or place of business at your official station, or your place of

business or lodging at a TDY station; or

(ii) Between the carrier terminal and shuttle terminal.

(2) Courtesy transportation. You should use courtesy transportation

service furnished by hotels/motels to the maximum extent possible as a

first source of transportation between a place of lodging at the TDY

station and a common carrier terminal. You will be reimbursed for tips

when you use courtesy transportation service.

(3) Restrictions. When appropriate, your agency will restrict or

place a monetary limit on the amount of reimbursement for the use of

taxicabs under this paragraph when:

(i) Suitable Government or common carrier transportation service,

including shuttle service, is available for all or part of the distance

involved; or

(ii) Courtesy transportation service is provided by hotels/motels

between the place of lodging at the TDY station and the common carrier

terminal.

travel. In addition to use of a taxi under paragraph (b) of this

section, your agency may authorize/approve reimbursement of the usual

taxicab fare plus tip in the following situations:

(1) From your home to your office on the day you depart the office

on an official trip requiring at least one night's lodging; and

(2) From your office to your home on the day you return to the

office from your trip.

(d) Between residence and office in cases of necessity. Your agency

may authorize/approve the usual taxicab fare plus tip for travel

between your office and home when you perform official business at your

designated post of duty and:

(1) You are dependent on public transportation for officially

ordered work outside regular working hours; and

(2) The travel between your office and home is during hours of

infrequently scheduled public transportation or darkness.

Sec. 301-10.421 How much will my agency reimburse me for a tip to a

taxi, shuttle service, or courtesy transportation driver?

An amount which your agency determines to be reasonable.

Rental Automobiles

Sec. 301.10.450 When can I use a rental vehicle?

Your agency must determine that use of a rental vehicle is

advantageous to the Government and must specifically authorize such

use.

Sec. 301-10.451 May I be reimbursed for the cost of collision damage

waiver (CDW) or theft insurance?

(a) General rule--no. You will not be reimbursed for CDW or theft

insurance for travel within CONUS for the following reasons:

(1) The Government is a self-insurer.

(2) Rental vehicles available under agreement(s) with the

Government includes full coverage insurance for damages resulting from

an accident while performing official travel.

(3) Any deductible amount paid by you may be reimbursed directly to

you or directly to the rental agency if the damage occurred while you

were performing official business.

(b) Exception. You will be reimbursed for collision damage waiver

or theft insurance when you travel outside CONUS and such insurance is

necessary because the rental or leasing agency requirements, foreign

statute, or legal procedures could cause extreme difficulty for an

employee involved in an accident.

Sec. 301-10.452 May I be reimbursed for personal accident insurance?

No. That is a personal expense and is not reimbursable.

Sec. 301-10.453 What is my liability for unauthorized use of a rental

automobile obtained with Government funds?

You are responsible for any additional cost resulting from the

unauthorized use of a commercial rental automobile for other than

official travel-related purposes.

PART 301-11--PER DIEM EXPENSES

Subpart A--General Rules

Sec.

301-11.1 When am I eligible for an allowance (per diem or actual

expense)?

301-11.2 Will I be reimbursed for per diem expenses if my official

travel is 12 hours or less?

301-11.3 Must my agency pay an allowance (either a per diem

allowance or actual expense)?

301-11.4 May I be reimbursed actual expense and per diem on the

same trip?

301-11.5 How will my per diem expenses be reimbursed?

301-11.6 Where do I find maximum per diem and actual expense rates?

301-11.7 What determines my maximum per diem reimbursement rate?

301-11.8 What is the maximum per diem rate I will receive if

lodging is not available at my TDY location?

301-11.9 When does per diem or actual expense entitlement start/

stop?

301-11.10 Am I required to record departure/arrival dates and times

on my travel claim?

301-11.11 May I stay in a lodging facility of my choice?

301-11.12 How does the type of lodging I select affect my

reimbursement?

301-11.13 How does sharing a room with another person affect my per

diem reimbursement?

301-11.14 How is my daily lodging rate computed when I rent lodging

on a long-term basis?

301-11.15 What expenses may be considered part of the daily lodging

cost when I rent on a long-term basis?

301-11.16 What reimbursement will I receive if I prepay my lodging

expenses and my TDY is curtailed, canceled, or interrupted for

official purposes or for other reasons beyond my control that are

acceptable to my agency?

[[Page 15962]]

301-11.17 If my agency authorizes per diem reimbursement, will it

reduce my M&IE allowance for a meal(s) provided by a common carrier

or for a complimentary meal(s) provided by a hotel/motel?

301-11.18 What M&IE rate will I receive if a meal(s) is furnished

at nominal or no cost by the Government or is included in the

registration fee?

301-11.19 How is my per diem calculated when I travel across the

international dateline (IDL)?

301-11.20 May my agency authorize a rest period for me while I am

traveling?

301-11.21 Will I be reimbursed for per diem or actual expenses on

leave or non-workdays (weekend, legal Federal Government holiday, or

other scheduled non-workdays) while I am on official travel?

301-11.22 Am I entitled to per diem or actual expense reimbursement

if I am required to return to my official station on a non-workday?

301-11.23 Are there any other circumstances when my agency may

reimburse me to return home or to my official station for non-

workdays during a TDY assignment?

301-11.24 What reimbursement will I receive if I voluntarily return

home or to my official station on non-workdays during my TDY

assignment?

301-11.25 Must I provide receipts to substantiate my claimed travel

expenses?

301-11.26 How do I get a per diem rate increased?

301-11.27 Are taxes included in the lodging portion of the

Government per diem rate?

301-11.28 As a traveler on official business, am I required to pay

applicable lodging taxes?

301-11.29 Are lodging facilities required to accept a generic

federal, state or local tax exempt certificate?

301-11.30 What is my option if the Government lodging rate plus

applicable taxes exceeds my lodging reimbursement?

Subpart B--Lodgings-Plus Per Diem

Sec.

301-11.100 What will I be paid for lodging under Lodgings-plus per

diem?

301-11.101 What allowance will I be paid for M&IE?

301-11.102 What is the applicable M&IE rate?

Subpart C--Reduced Per Diem

Sec.

301-11.200 Under what circumstances may my agency prescribe a

reduced per diem rate lower than the prescribed maximum?

Subpart D--Actual Expense

Sec.

301-11.300 When is actual expense reimbursement warranted?

301-11.301 Who in my agency can authorize/approve my request for

actual expense?

301-11.302 When should I request authorization for reimbursement

under actual expense?

301-11.303 What is the maximum amount that I may be reimbursed

under actual expense?

301-11.304 What if my expenses are less than the authorized amount?

301-11.305 What if my actual expenses exceed the 300 percent

ceiling?

301-11.306 What expenses am I required to itemize under actual

expense?

Authority: 5 U.S.C. 5707.

Subpart A--General Rules

Sec. 301-11.1 When am I eligible for an allowance (per diem or actual

expense)?

When:

(a) You perform official travel away from your official station, or

other areas defined by your agency;

(b) You incur per diem expenses while performing official travel;

and

Sec. 301-11.2 Will I be reimbursed for per diem expenses if my

official travel is 12 hours or less?

No.

Sec. 301-11.3 Must my agency pay an allowance (either a per diem

allowance or actual expense)?

Yes, unless:

(a) You perform travel to a training event under the Government

Employees Training Act (5 U.S.C. 4101-4118), and you agree not to be

paid per diem expenses; or

(b) You perform pre-employment interview travel, and the

interviewing agency does not authorize payment of per diem expenses.

Sec. 301-11.4 May I be reimbursed actual expense and per diem on the

same trip?

Yes, you may be reimbursed both actual expense and per diem during

a single trip, but only one method of reimbursement may be authorized

for any given calendar day except as provided in Sec. 301-11.305 or

Sec. 301-11.306. Your agency must determine when the transition between

the reimbursement methods occurs.

Sec. 301-11.5 How will my per diem expenses be reimbursed?

Under one of the following methods for each day (or fraction

thereof) you are in a travel status:

(a) Lodgings-plus per diem method;

(b) Reduced per diem method; or

Sec. 301-11.6 Where do I find maximum per diem and actual expense

rates?

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

For travel in Rates set by For per diem and actual expense see

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

Continental United States (CONUS).. General Services For Per Diem see Federal Travel Regulation 41

Administration. CFR chapter 301, Appendix A, or Internet at

http://Policyworks.gov/perdiem; for actual

expense see 41 CFR 301-11.303 and 301-11.305.

Non-foreign areas.................. Department of Defense (Per Per Diem Bulletins issued by PDTATAC and

Diem, Travel and published periodically in the Federal

Transportation Allowance Register or Internet at http://www.dtic.mil/

Committee (PDTATAC)). perdiem (Rates also appear in section 925 a

per diem supplement to the Department of

State Standardized Regulations (Government

Civilians-Foreign Areas)).

Foreign areas...................... Department of State........ A per diem supplement to section 925,

Department of State Standardized Regulations

(Government Civilians-Foreign Areas).

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

Sec. 301-11.7 What determines my maximum per diem reimbursement rate?

Where you obtain lodging determines your maximum per diem

reimbursement rate. If you arrive at your lodging location after 12

midnight, you claim lodging cost for the preceding calendar day. If no

lodging is required, the applicable M&IE reimbursement rate is the rate

for the TDY location. (See Sec. 301-11.102.)

Sec. 301-11.8 What is the maximum per diem rate I will receive if

lodging is not available at my TDY location?

If lodging is not available at your TDY location, your agency may

authorize or approve the maximum per diem rate for the location where

lodging is obtained.

Sec. 301-11.9 When does per diem or actual expense entitlement start/

stop?

Your per diem or actual expense entitlement starts on the day you

depart your home, office, or other authorized point and ends on the day

you return to

[[Page 15963]]

your home, office or other authorized point.

Sec. 301-11.10 Am I required to record departure/arrival dates and

times on my travel claim?

You must record the date of departure from, and arrival at, the

official station or any other place travel begins or ends. You must

show this same information for points where you perform TDY or for a

stopover or official rest stop location when the arrival or departure

affects your per diem allowance or other travel expenses. You also

should show the dates for other points visited. You do not have to

record departure/arrival times, but you must annotate your travel claim

when your travel is more than 12 hours but not exceeding 24 hours to

reflect that fact.

Sec. 301-11.11 May I stay in a lodging facility of my choice?

Yes. You are encouraged to stay in lodging facilities that have

been approved by FEMA as ``approved accommodations''. To ensure that

you are staying in an approved facility, given the best available

choices and/or obtaining Government discount rates, you are further

encouraged to make lodging arrangement through your agency's TMS.

Sec. 301-11.12 How does the type of lodging I select affect my

reimbursement?

Your agency will reimburse you for different types of lodging as

follows:

(a) Conventional lodgings. (Hotel/motel, boarding house, etc.) You

will be reimbursed the single occupancy rate.

(b) Government quarters. You will be reimbursed, as a lodging

expense, the fee or service charge you pay for use of the quarters.

You may be reimbursed for additional costs your host incurs in

accommodating you only if you are able to substantiate the costs and

your agency determines them to be reasonable. You will not be

reimbursed the cost of comparable conventional lodging in the area or a

flat ``token'' amount.

(d) Nonconventional lodging. You may be reimbursed the cost of

other types of lodging when there are no conventional lodging

facilities in the area (e.g., in remote areas) or when conventional

facilities are in short supply because of an influx of attendees at a

special event (e.g., World's Fair or international sporting event).

Such lodging includes college dormitories or similar facilities or

rooms not offered commercially but made available to the public by area

residents in their homes.

(e) Recreational vehicle (trailer/camper). You may be reimbursed

for expenses (parking fees, fees for connection, use, and disconnection

of utilities, electricity, gas, water and sewage, bath or shower fees,

and dumping fees) which may be considered as a lodging cost.

Sec. 301-11.13 How does sharing a room with another person affect my

per diem reimbursement?

Your reimbursement is limited to one-half of the double occupancy

rate if the person sharing the room is another Government employee on

official travel. If the person sharing the room is not a Government

employee on official travel, your reimbursement is limited to the

single occupancy rate.

Sec. 301-11.14 How is my daily lodging rate computed when I rent

lodging on a long-term basis?

When you obtain lodging on a long-term basis (e.g., weekly or

monthly) your daily lodging rate is computed by dividing the total

lodging cost by the number of days of occupancy for which you are

entitled to per diem, provided the cost does not exceed the daily rate

of conventional lodging. Otherwise the daily lodging cost is computed

by dividing the total lodging cost by the number of days in the rental

period. Reimbursement, including an appropriate amount for M&IE, may

not exceed the maximum daily per diem rate for the TDY location.

Sec. 301-11.15 What expenses may be considered part of the daily

lodging cost when I rent on a long-term basis?

When you rent a room, apartment, house, or other lodging on a long-

term basis (e.g., weekly, monthly), the following expenses may be

considered part of the lodging cost:

(a) The rental cost for a furnished dwelling; if unfurnished, the

rental cost of the dwelling and the cost of appropriate and necessary

furniture and appliances (e.g., stove, refrigerator, chairs, tables,

bed, sofa, television, or vacuum cleaner);

(b) Cost of connecting/disconnecting and using utilities;

(d) Monthly telephone use fee (does not include installation and

long-distance calls); and,

(e) If ordinarily included in the price of a hotel/motel room in

the area concerned, the cost of special user fees (e.g., cable TV

charges and plug-in charges for automobile head bolt heaters).

Sec. 301-11.16 What reimbursement will I receive if I prepay my

lodging expenses and my TDY is curtailed, canceled or interrupted for

official purposes or for other reasons beyond my control that are

acceptable to my agency?

If you sought to obtain a refund or otherwise took steps to

minimize the cost, your agency may reimburse expenses that are not

refundable, including a forfeited rental deposit.

Sec. 301-11.17 If my agency authorizes per diem reimbursement, will it

reduce my M&IE allowance for a meal(s) provided by a common carrier or

for a complimentary meal(s) provided by a hotel/motel?

No. A meal provided by a common carrier or a complimentary meal

provided by a hotel/motel does not affect your per diem.

Sec. 301-11.18 What M&IE rate will I receive if a meal(s) is furnished

at nominal or no cost by the Government or is included in the

registration fee?

Your M&IE rate must be adjusted for a meal(s) furnished to you

(except as provided in Sec. 301-11.17), with or without cost, by

deducting the appropriate amount shown in the chart in this section for

CONUS travel, Reference Appendix B of this chapter for OCONUS travel,

or any method determined by your agency. If you pay for a meal that has

been previously deducted, your agency will reimburse you up to the

deduction amount. The total amount of deductions made will not cause

you to receive less than the amount allowed for incidental expenses.

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

M&IE $30 $34 $38 $42

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

Breakfast........................... 6 7 8 9

Lunch............................... 6 7 8 9

Dinner.............................. 16 18 20 22

Incidentals......................... 2 2 2 2

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

Sec. 301-11.19 How is my per diem calculated when I travel across the

international dateline (IDL)?

When you cross the IDL your actual elapsed travel time will be used

to compute your per diem entitlement rather than calendar days.

Sec. 301-11.20 May my agency authorize a rest period for me while I am

traveling?

(a) Your agency may authorize a rest period not in excess of 24

hours at either an intermediate point or at your destination if:

(1) Either your origin or destination point is OCONUS;

(2) Your scheduled flight time, including stopovers, exceeds 14

hours;

(3) Travel is by a direct or usually traveled route; and

[[Page 15964]]

(4) Travel is by less than premium-class service.

(b) When a rest stop is authorized the applicable per diem rate is

the rate for the rest stop location.

Sec. 301-11.21 Will I be reimbursed for per diem or actual expenses on

leave or non-workdays (weekend, legal Federal Government holiday, or

other scheduled non-workdays) while I am on official travel?

(a) In general, you will be reimbursed as long as your travel

status requires your stay to include a non-workday, (e.g., if you are

on travel through Friday and again starting Monday you will be

reimbursed for Saturday and Sunday), however, your agency should

determine the most cost effective situation (i.e., remaining in a

travel status and paying per diem or actual expenses or permitting your

return to your official station).

(b) Your agency will determine whether you will be reimbursed for

non-workdays when you take leave immediately (e.g., Friday or Monday)

before of after the non-workday(s).

Note to Sec. 301-11.21: If emergency travel is involved due to

an incapacitating illness or injury, the rules in part 301-30 of

this chapter govern.

Sec. 301-11.22 Am I entitled to per diem or actual expense

reimbursement if I am required to return to my official station on a

non-workday?

If required by your agency to return to your official station on a

non-workday, you will be reimbursed the amount allowable for return

travel.

Sec. 301-11.23 Are there any other circumstances when my agency may

reimburse me to return home or to my official station for non-workdays

during a TDY assignment?

Your agency may authorize per diem or actual expense and round-trip

transportation expenses for periodic return travel on non-workdays to

your home or official station under the following circumstances:

(a) The agency requires you to return to your official station to

perform official business; or

(b) The agency will realize a substantial cost savings by returning

you home; or

extended TDY assignment.

Sec. 301-11.24 What reimbursement will I receive if I voluntarily

return home or to my official station on non-workdays during my TDY

assignment?

If you voluntarily return home or to your official station on non-

workdays during a TDY assignment, the maximum reimbursement for round

trip transportation and per diem or actual expense is limited to what

would have been allowed had you remained at the TDY location.

Sec. 301-11.25 Must I provide receipts to substantiate my claimed

travel expenses?

Yes, you must provide a lodging receipt and either a receipt for

any authorized expenses incurred costing over $75, or a reason

acceptable to your agency explaining why you are unable to provide the

necessary receipt.

Sec. 301-11.26 How do I get a per diem rate increased?

If you travel to a location where the per diem rate is insufficient

to meet necessary expenses, you may submit a request, containing

pertinent lodging & meal cost data, through your agency asking that the

location be surveyed. Depending on the location in question your agency

may submit the survey request to:

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

For non-foreign area For foreign area

For CONUS locations locations locations

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

General Services Department of Department of State,

Administration, Office of Defense, Per Diem, Director of

Governmentwide Policy, Travel and Allowances, State

Attn: Travel and Transportation, Annex 29, Room 262,

Transportation, Management Allowance Committee Washington, DC

Policy Division (MTT), (PDTATAC), Hoffman 20522-2902.

Washington, DC 20405. Building #1, Room

836, 2461

Eisenhower Ave,

Alexandria, VA

22331-1300.

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

Sec. 301-11.27 Are taxes included in the lodging portion of the

Government per diem rate?

Yes. However, there may be lodging facilities that set their room

rates at the maximum lodging rate and then add on taxes.

Sec. 301-11.28 As a traveler on official business, am I required to

pay applicable lodging taxes?

Yes, unless exempted by the State or local jurisdiction.

Sec. 301-11.29 Are lodging facilities required to accept a generic

federal, state or local tax exempt certificate?

Exemptions from taxes for Federal travelers, and the forms required

to claim them, vary from location to location. The GSA Travel Homepage

(http://policyworks.gov/travel) lists jurisdictions where tax exempt

certificates should be honored.

Sec. 301-11.30 What is my option if the Government lodging rate plus

applicable taxes exceeds my lodging reimbursement?

You may request reimbursement on an actual expense basis, not to

exceed 300 percent of the maximum per diem allowance. Approval of

actual expenses is at the discretion of your agency.

Subpart B--Lodgings-Plus Per Diem

Sec. 301-11.100 What will I be paid for lodging under Lodgings-plus

per diem?

When travel is more than 12 hours and overnight lodging is required

you are reimbursed your actual lodging cost not to exceed the maximum

lodging rate for the TDY location or stopover point.

Sec. 301-11.101 What allowance will I be paid for M&IE?

(a) Except as provided in paragraph (b) of this section, your

allowance is as shown in the following table:

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

When travel is Your allowance is

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

More than 12 but less than 24 hours... .............................. 75 percent of the applicable M&IE rate.

24 hours or more, on.................. The day of departure.......... 75 percent of the applicable M&IE rate.

Full days of travel........... 100 percent of the applicable M&IE rate.

The last day of travel........ 75 percent of the applicable M&IE rate.

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

(b) If you travel by ship, either commercial or Government, your

agency will determine an appropriate M&IE rate within the applicable

maximum rate allowable.

[[Page 15965]]

Sec. 301-11.102 What is the applicable M&IE rate?

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

For days of travel which Your applicable M&IE rate is

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

Require lodging.................... ..................................... The M&IE rate applicable for the TDY

location.

Do not require lodging, and........ Travel is more than 12 hours but less The M&IE rate applicable to the TDY

than 24 hours. site (or the highest M&IE rate

applicable when multiple locations

are involved).

Travel is 24 hours or more, and you The M&IE rate applicable to the new

are traveling to a new TDY site or TDY site or stopover point.

stopover point at midnight.

Travel is 24 hours or more, and you The M&IE rate applicable to the

are returning to your official previous day of travel.

station.

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

Subpart C--Reduced Per Diem

Sec. 301-11.200 Under what circumstances may my agency prescribe a

reduced per diem rate lower than the prescribed maximum?

Under the following circumstances:

(a) When your agency can determine in advance that lodging and/or

meal costs will be lower than the per diem rate; and

(b) The lowest authorized per diem rate must be stated in your

travel authorization in advance of your travel.

Subpart D--Actual Expense

Sec. 301-11.300 When is actual expense reimbursement warranted?

When:

(a) Lodging and/or meals are procured at a prearranged place such

as a hotel where a meeting, conference or training session is held;

(b) Costs have escalated because of special events (e.g., missile

launching periods, sporting events, World's Fair, conventions, natural

disasters); lodging and meal expenses within prescribed allowances

cannot be obtained nearby; and costs to commute to/from the nearby

location consume most or all of the savings achieved from occupying

less expensive lodging;

(d) Any other reason approved within your agency.

Sec. 301-11.301 Who in my agency can authorize/approve my request for

actual expense?

Any official designated by the head of your agency.

Sec. 301-11.302 When should I request authorization for reimbursement

under actual expense?

Request for authorization for reimbursement under actual expense

should be made in advance of travel. However, subject to your agency's

policy, after the fact approvals may be granted when supported by an

explanation acceptable to your agency.

Sec. 301-11.303 What is the maximum amount that I may be reimbursed

under actual expense?

The maximum amount that you may be reimbursed under actual expense

is limited to 300 percent (rounded to the next higher dollar) of the

applicable maximum per diem rate. However, subject to your agency's

policy, a lesser amount may be authorized.

Sec. 301-11.304 What if my expenses are less than the authorized

amount?

When authorized actual expense and your expenses are less than the

locality per diem rate or the authorized amount, reimbursement is

limited to the expenses incurred.

Sec. 301-11.305 What if my actual expenses exceed the 300 percent

ceiling?

Your reimbursement is limited to the 300 percent ceiling. There is

no authority to exceed this ceiling.

Sec. 301-11.306 What expenses am I required to itemize under actual

expense?

You must itemize all expenses, including meals, (each meal must be

itemized separately) for which you will be reimbursed under actual

expense. However, expenses that do not accrue daily (e.g., laundry, dry

cleaning, etc.) may be averaged over the number of days your agency

authorizes/approves actual expenses. Receipts are required for lodging,

regardless of amount and any individual meal when the cost exceeds $75.

Your agency may require receipts for other allowable per diem expenses,

but it must inform you of this requirement in advance of travel. But

not that when your agency limits M&IE reimbursement to either the

prescribed maximum M&IE rate for the locality concerned or a reduced

M&IE rate, it may or may not require M&IE itemization at its

discretion.

PART 301-12--MISCELLANEOUS EXPENSES

Sec.

301-12.1 What miscellaneous expenses are reimbursable?

301-12.2 What baggage expenses may my agency pay?

Authority: 5 U.S.C. 5707.

Sec. 301-12.1 What miscellaneous expenses are reimbursable?

Your agency may authorize or approve reimbursement of miscellaneous

travel expenses. Examples of such expenses include but are not limited

to the following:

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

Special expenses of

General expenses Fees to obtain money foreign travel

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

Baggage expenses as Fees for travelers Commissions on

described in Sec. 301-12.2. checks. conversion of

foreign currency.

Services of guides, Fees for money Passport and/or visa

interpreters, drivers. orders. fees.

Use of computers, printers, Fees for certified Costs of photographs

faxing machines, and checks. for passports and

scanners. visas.

Services of typists, data Transaction fees for Foreign country exit

processors, or use of automated fees.

stenographers. teller machines

(ATMs)--Government

charge card.

Storage of property used on .................... Costs of birth,

official business. health, and

identity

certificates.

Hire of conference center .................... Charges for

room or hotel room for inoculations that

official business. cannot be obtained

through a Federal

dispensary.

Official telephone calls/

service (see note).

Faxes, telegrams,

cablegrams, or radiograms.

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

[[Page 15966]]

Note to Sec. 301-12.1: You should use Government provided

services for all official communications. When they are not

available, commercial services may be used. Reimbursement may be

authorized or approved by your agency.

Sec. 301-12.2 What baggage expenses may my agency pay?

Your agency may reimburse expenses related to baggage as follows:

(a) Transportation charges for authorized excess;

(b) Necessary charges for transferring baggage;

the result of official business;

(d) Charges for checking baggage; and

(e) Charges or tips at transportation terminals for handling

Government property carried by the traveler.

PART 301-13--TRAVEL OF AN EMPLOYEE WITH SPECIAL NEEDS

Sec.

301-13.1 What is the policy for paying additional travel expenses

incurred by an employee with a special need?

301-13.2 Under what conditions will my agency pay for my additional

travel expenses under this part?

301.13-3 What additional travel expenses may my agency pay under

this part?

Authority: 5 U.S.C. 5707.

Sec. 301-13.1 What is the policy for paying additional travel expenses

incurred by an employee with a special need?

To provide reasonable accommodations to an employee with a special

need by paying for additional travel expenses incurred.

Sec. 301-13.2 Under what conditions will my agency pay for my

additional travel expense(s) under this part?

When an additional travel expense is necessary to accommodate a

special physical need which is either:

(a) Clearly visible and discernible; or

(b) Substantiated in writing by a competent medical authority.

Sec. 301-13.3 What additional travel expenses may my agency pay under

this part?

The following expenses:

(a) Transportation and per diem expenses incurred by a family

member or other attendant who must travel with you to make the trip

possible;

(b) Specialized transportation to, from, and/or at the TDY duty

location;

accommodate your special need;

(d) Costs for handling your baggage that are a direct result of

your special need;

(e) Renting and/or transporting a wheelchair; and

(f) Premium-class accommodations when necessary to accommodate your

special need, under Subpart B of Part 301-10 of this chapter.

PART 301-30--EMERGENCY TRAVEL

Sec.

301-30.1 What is emergency travel?

301-30.2 What is considered to be ``family'' with respect to

emergency travel?

301-30.3 What should I do if I have to interrupt or discontinue my

TDY travel?

301-30.4 When an illness or injury occurs on TDY, what expenses may

be allowed?

301-30.5 Are there any limitations to the payment of these

expenses?

Authority: 5 U.S.C. 5707.

Sec. 301-30.1 What is emergency travel?

Travel which results from:

(a) Your becoming incapacitated by illness or injury not due to

your own misconduct; or

(b) The death or serious illness of a member of your family; or

flood, or act of God, which directly affects your home.

Sec. 301-30.2 What is considered to be ``family'' with respect to

emergency travel?

``Family'' includes any member of your immediate family, as defined

in Sec. 300-3.1. However, your agency may, on a case-by-case basis,

expand this definition to include other members of your and/or your

spouse's extended family.

Sec. 301-30.3 What should I do if I have to interrupt or discontinue

my TDY travel?

Contact your travel authorizing/approving official for instructions

as soon as possible.

Sec. 301-30.4 When an illness or injury occurs on TDY, what expenses

may be allowed?

Your agency may pay:

(a) Per diem at the location where you incurred or were treated for

incapacitating illness or injury for a reasonable period of time

(generally 14 calendar days). However, your agency may pay for a longer

period.

(b) Transportation and per diem expense for travel to an alternate

location to receive treatment.

station.

Sec. 301-30.5 Are there any limitations to the payment of these

expenses?

Expenses are not payable when:

(a) Confined to:

(1) A medical facility within the proximity of your official duty

station.

(2) The same medical facility you would have been admitted to if

your incapacitating illness or injury occurred at your official

station.

(b) The Government provides or reimburses you for hospitalization

under any Federal statute (including hospitalization in a Department of

Veterans Affairs (VA) Medical center or military hospital). However,

per diem expenses are payable if your hospitalization is paid under the

Federal Employees Health Benefits Program (5 U.S.C. 8901-8913).

PART 301-31--THREATENED LAW ENFORCEMENT/INVESTIGATIVE EMPLOYEES

Sec.

301-31.1 Why pay subsistence and transportation expenses for

threatened law enforcement/investigative employees?

301-31.2 What is ``family'' with respect to threatened law

enforcement/investigative employees?

301-31.3 Are members of my family and I eligible for payment of

subsistence and transportation expense?

301-31.4 Must my agency pay transportation and subsistence

expenses?

301-31.5 Under what conditions may my agency pay for transportation

and subsistence expenses?

301-31.6 Where must I and/or my family obtain lodging?

301-31.7 May my family and I occupy lodging at different locations?

301-31.8 What transportation expenses may my agency pay?

301-31.9 What subsistence expenses may my agency pay?

301-31.10 How will my agency pay my subsistence expenses?

301-31.11 May my agency pay me a per diem allowance instead of

actual expenses?

301-31.12 Must I keep track of my expenses?

301-31.13 How long may my agency pay for subsistence expenses under

this part?

301-31.14 May I receive a travel advance for transportation and/or

subsistence expenses?

301-31.15 What documentation must I provide for reimbursement?

Authority: 5 U.S.C. 5707.

Sec. 301-31.1 Why pay subsistence and transportation expenses for

threatened law enforcement/investigative employees?

To protect a law enforcement/investigative employee and his/her

immediate family when their lives are placed in jeopardy as a result of

the employee's assigned duties.

Sec. 301-31.2 What is ``family'' with respect to threatened law

enforcement/investigative employees?

Generally, ``family'' includes any member of your immediate family,

as defined in Sec. 300-3.1 of this title. However, your agency may, on

a case-by-case basis, expand this definition to

[[Page 15967]]

include other members of you and/or your spouse's extended family.

Sec. 301-31.3 Are members of my family and I eligible for payment of

subsistence and transportation expense?

Yes, if you serve in a law enforcement, investigative, or similar

capacity for special law enforcement/investigative purposes and your

agency authorizes such expenses.

Sec. 301-31.4 Must my agency pay transportation and subsistence

expenses?

No. Your agency decides when it is appropriate to pay these

expenses based on the nature of the threat against your life and/or the

life of a member(s) of your immediate family.

Sec. 301-31.5 Under what conditions may my agency pay for

transportation and subsistence expenses?

When your agency determines that a threat against you or a

member(s) of your immediate family justifies moving you and/or your

family to temporary living accommodations at or away from your official

station.

Sec. 301-31.6 Where must I and/or my family obtain lodging?

Your agency designates the area where you and/or your family should

obtain lodging. It may be within your official station or at an

alternate location.

Sec. 301-31.7 May my family and I occupy lodging at different

locations?

Yes, if authorized by your agency.

Sec. 301-31.8 What transportation expenses may my agency pay?

Your agency may pay transportation expenses authorized by part

Sec. 301-10 of this chapter to transport you and/or your family to/

from a temporary location.

Sec. 301-31.9 What subsistence expense may my agency pay?

Only your lodging cost may be paid. However, your agency may pay

for meals and laundry/cleaning expenses if:

(a) Your temporary living accommodations do not have kitchen or

laundry facilities; or

(b) Your agency determines that other extenuating circumstances

exist which necessitate payment of these expenses.

Sec. 301-31.10 How will my agency pay my subsistence expenses?

Your agency will pay your actual subsistence expenses not to exceed

the ``maximum allowable amount'' for the period you or your family

occupy temporary living accommodations. The ``maximum allowable

amount'' is the ``maximum daily amount'' multiplied by the number of

days you or your family occupy temporary living accommodations not to

exceed the number of days authorized. The ``maximum daily amount'' is

determined by adding the rates in the following table for you and each

member of your family authorized to occupy temporary living

accommodations:

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

The ``maximum daily amount'' of per diem expenses that

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

You or your

If your agency authorizes unaccompanied spouse or Your accompanied spouse A member of your family

other unaccompanied or a member of your who is under age 12 may

family member may family who is age 12 or receive is

receive is older may receive is

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

Payment of only lodging expenses..... The maximum lodging .75 times the maximum .5 times the maximum

amount applicable to lodging amount lodging amount

the locality. applicable to the applicable to the

locality. locality.

Payment for lodging, meals, and other The maximum per diem .75 times the maximum .5 times the maximum

per diem expenses. rate applicable to the per diem rate per diem rate

locality. applicable to the applicable to the

locality.. locality.

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

Sec. 301-31.11 May my agency pay me a per diem allowance instead of

actual expenses?

No.

Sec. 301-31.12 Must I keep track of my expenses?

Yes. You must keep track of your actual expenses as described in

Sec. 301-11 of this chapter.

Sec. 301-31.13 How long may my agency pay for subsistence expenses

under this part?

Your agency may pay for subsistence expenses up to 60 days.

However, your agency may pay for additional periods if it determines,

that an extension is justified.

Sec. 301-31.14 May I receive a travel advance for transportation and/

or subsistence expenses?

Yes, you may receive a travel advance under Sec. 301-51.200 of this

chapter for up to a 30-day period at a time to cover expenses

allowable. Your travel advance may not exceed the maximum allowable

amount authorized under Sec. 301-31.10, and you will be required to

reimburse your agency for any portion of the advance disallowed or not

spent.

Sec. 301-31.15 What documentation must I provide for reimbursement?

You must provide receipts or any other documentation required by

your agency. However, in instances when documentation might compromise

the security of the individuals involved, the head of the agency may

waive these requirements.

SUBCHAPTER C--ARRANGING FOR TRAVEL SERVICES, PAYING TRAVEL EXPENSES,

AND CLAIMING REIMBURSEMENT

PART 301-50--ARRANGING FOR TRAVEL SERVICES

Sec.

301-50.1 How should I arrange my travel?

301-50.2 What is my liability if I use an unauthorized travel agent

or unauthorized travel management system?

301-50.3 Are there any limits on the travel arrangements I may

make?

Authority: 5 U.S.C. 5707; 40 U.S.C. 486(c).

Sec. 301-50.1 How should I arrange my travel?

If your agency provides travel management services under a

Government contract, you must use those services, to arrange for common

carrier transportation, lodging, and rental car(s). If your agency does

not provide travel management services under a Government contract, you

must arrange your travel according to your agency's policy. Services

under a Government contract may be furnished by a commercial travel

agent, electronic travel services system, or other travel management

services provider.

Sec. 301-50.2 What is my liability if I use an unauthorized travel

agent or unauthorized travel management system?

You are responsible for any additional costs that result from the

unauthorized use, and you are subject to any penalties your agency may

impose.

Sec. 301-50.3 Are there any limits on the travel arrangements I may

make?

Yes. If the GSA city-pair fare contract for passenger

transportation services is available to you, you must use the contract

carrier. You should also use any preferred value lodging programs and

rental car arrangements in which your agency participates.

[[Page 15968]]

PART 301-51--PAYING TRAVEL EXPENSES

Subpart A--General

Sec.

301-51.1 How may I pay for official travel expenses?

301-51.2 What is the preferred method of payment for official

travel expenses?

301-51.3 When must I use excess or near-excess foreign currencies

owned by the United States?

Subpart B--Paying for Common Carrier Transportation

Sec.

301-51.100 What method of payment must I use to procure common

carrier transportation?

301-51.101 Which payment methods are considered the equivalent of

cash?

301-51.102 How is my transportation reimbursement affected if I

make an unauthorized cash purchase of common carrier transportation?

301-51.103 What is my liability if I lose a GTR?

Subpart C--Receiving Travel Advances

Sec.

301-51.200 For what expenses may I receive a travel advance?

301-51.201 What is the maximum amount that my agency may advance?

301-51.202 When must I account for my advance?

301-51.203 What must I do about my advance if my trip is canceled

or postponed indefinitely?

Authority: 5 U.S.C. 5707.

Subpart A--General

Sec. 301-51.1 How may I pay for official travel expenses?

(a) Contractor-issued individually billed travel card;

(b) Centrally billed account;

(d) Contractor issued travelers check;

(e) Cash obtained from an advance;

(f) Frequent traveler credits; and

(g) Personal funds, including cash or a personal charge card.

Note to Sec. 301-51.1: City pair contractors are not required to

accept payment other than by methods in paragraphs (a) through (c)

of this section. Also see Sec. 301-51.100 of this part.

Sec. 301-51.2 What is the preferred method of payment for official

travel expenses?

When authorized by your agency, use your contractor-issued

individually billed travel card to the maximum extent possible for all

official travel expenses, except those billed directly to your agency.

Cash should be used only to pay for those expenses which, as a general

rule, cannot be charged; e.g., laundry/dry cleaning, parking, local

transportation system, taxi, and tips. The ATM feature of your travel

card should be used, when authorized to obtain cash for official travel

expenses.

Sec. 301-51.3 When must I use excess or near-excess foreign currencies

owned by the United States?

Your agency TMC should have available information from the

Department of State and Office of Management and Budget Bulletins when

the use of excess or near excess foreign currency will be required to

pay for travel expenses.

Subpart B--Paying for common Carrier Transportation

Sec. 301-51.100 What method of payment must I use to procure common

carrier transportation?

You must use a contractor-issued individually billed travel card,

centrally billed account, or GTR to procure contract passenger

transportation services. For all other common carrier transportation,

you must use one of the methods specified in the following table:

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

For passenger transportation

services costing You must use Unless

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

(a) $10 or less, and air excess A contractor-issued Use of the contractor-issued individually

baggage charges of $15 or less for individually billed travel billed travel card is not accepted or its use

each leg of a trip. card, centrally billed is impracticable, special circum-stances

account, or. justify the use of a GTR or Government excess

baggage authorization ticket (GEBAT).

(b) More than $10, but not more A contractor-issued None of the other methods are practicable, you

than $100. individually billed travel may use cash.

card, centrally billed

account, or GTR.

individually billed travel fare for group, charter, or excursion

card, centrally billed arrangements or under emergency circumstances

account, or GTR. where the use of other methods is not

possible.

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

Sec. 301-51.101 Which payment methods are considered the equivalent of

cash?

Use of one of the following payment methods of this section to

procure common carrier transportation is considered the equivalent of

cash and you must comply with the rules in 41 CFR 101-41.203-2 that

limit the use of cash for such purposes.

(a) Personal credit cards;

(b) Cash withdrawals obtained from an ATM using a contractor-issued

individually billed travel card; and

through a travel payment system services program).

Sec. 301-51.102 How is my transportation reimbursement affected if I

make an unauthorized cash purchase of common carrier transportation?

If you are a new employee or an invitational or infrequent traveler

who is unaware of proper procedures for purchasing common carrier

transportation, your agency may allow reimbursement for the full cost

of the transportation. In all other instances, your reimbursement shall

be limited to the cost of such transportation using the authorized

method of payment.

Sec. 301-51.103 What is my liability if I lose a GTR?

You are liable for any Government expenditure that is caused by

your negligence in safeguarding the GTR or tickets received in exchange

for the GTR. To avoid liability, immediately report a lost or stolen

GTR to your administrative office. If the lost or stolen GTR shows the

carrier service desired, and point of origin, promptly notify in

writing the named carrier and other local initial carriers. Do not use

a GTR that is recovered after having been reported as lost or stolen.

Instead, report the GTR to your administrative office.

Subpart C--Receiving Travel Advances

Sec. 301-51.200 For what expenses may I receive a travel advance?

[[Page 15969]]

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

For You may receive an advance

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

(a) Cash transaction expenses (i.e., Any time you travel.

expenses that as a general rule cannot

be charged and must be paid using

cash, a personal check, or travelers

check).

(1) M&IE covered by the per diem

allowance or actual expenses

allowance;

(2) Miscellaneous transportation

expenses such as local

transportation system and taxi

fares; parking fees; ferry fees;

bridge, road, and tunnel fees; and

aircraft parking, landing, and tie-

down fees;

(3) Gasoline and other variable

expenses covered by the mileage

allowance for advantageous use of

a privately owned automobile for

official business; and

(4) Other authorized miscellaneous

expenses that cannot be charged

using a charge card and for which

a cost can be estimated.

(b) Non-cash transaction expenses Only in the following

(i.e., lodging, common carrier). situations:

(1) Charge card not expected to

be accepted.

(2) Charge card issuance

denied. Your agency has

decided not to provide you a

contractor-issued individually

billed travel card.

(3) Official change of station.

Your agency determines that

use of a contractor-issued

individually billed travel

card would not be feasible

incident to a transfer,

particu-larly a transfer to

another agency.

(4) Financial hardship would be

incurred.

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

Sec. 301-51.201 What is the maximum amount that my agency may advance?

The amount your agency advances you may not exceed the following

amounts:

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

The maximum amount your agency may

For advance is

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

Cash transaction expenses.... The estimated amount of your cash

transaction expenses. (For M&IE, your

advance is limited to the M&IE rate

under the lodgings-plus per diem

method.)

Non-cash trans-action Generally zero. However, your agency may

expenses (See Sec. 301- advance up to the full amount of your

51.200(b)). expected non-cash transaction expenses

for an individual trip (or not to exceed

a 45-day period for an open

authorization) in accordance with Sec.

301-51.200(b).

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

Sec. 301-51.202 When must I account for my advance?

You must file a travel claim which accounts for your advance after

completion of your assignment, in accordance with your agency's policy.

If you are in a continuous travel status (e.g., an auditor or

inspector) or if you submit periodic reimbursement vouchers on an

individual trip authorization, your agency may reimburse you the full

amount of your travel expenses without any deduction of your advance

until such time as you file a final voucher. If the amount advanced is

less than the amount of the voucher on which it is deducted, you will

be reimbursed the net amount. If the advance exceeds the reimbursable

amount, you must immediately refund the excess.

Sec. 301-51.203 What must I do about my advance if my trip is canceled

or postponed indefinitely?

Promptly notify the appropriate agency officials and refund any

monies advanced in connection with the authorized travel.

PART 301-52--CLAIMING REIMBURSEMENT

Sec.

301-52.1 Must I file a travel claim?

301-52.2 What information must I provide in my travel claim?

301-52.3 Am I required to file a travel claim in a specific format

and must the claim be signed?

301-52.4 What must I provide with my travel claim?

301-52.5 Is there any instance where I am exempt from the receipt

requirements in Sec. 301-52.4?

301-52.6 How do I submit a travel claim?

301-52.7 When must I submit my travel claim?

301-52.8 May my agency disallow payment of a claimed item?

301-52.9 What will my agency do when it disallows an expense?

301-52.10 May I challenge my agency's disallowance of my claim?

301-52.11 What must I do to challenge a disallowed claim?

301-52.12 What happens if I attempt to defraud the Government?

301-52.13 Should I keep itemized records of my expenses while on

travel?

301-52.14 What must I do with any travel advance outstanding at the

time I submit my travel claim?

301-52.15 What must I do with any passenger coupon for

transportation costing over $75, purchased with cash?

301-52.16 What must I do with any unused tickets, coupons, or other

evidence of refund?

Authority: 5 U.S.C. 5707.

Sec. 301-52.1 Must I file a travel claim?

Yes.

Sec. 301-52.2 What information must I provide in my travel claim?

You must provide the following:

(a) An itemized list of expenses and other information (specified

in the listing of required standard data elements contained in Appendix

C of this chapter, and any additional information your agency may

specifically require), except:

(1) You may aggregate expenses for local telephone calls, local

metropolitan transportation fares, and parking meter fees, except any

individual expenses costing over $75 must be listed separately;

(2) When you are authorized lodgings-plus per diem, you must state

the M&IE allowance on a daily basis;

(3) When you are authorized a reduced per diem, you must state the

reduced rate your agency authorizes on a daily basis; and

(4) When your agency limits M&IE reimbursement to the prescribed

maximum M&IE for the locality

[[Page 15970]]

concerned, you must state the reduced rate on a daily basis.

(5) Your agency may or may not require itemization of M&IE when

reimbursement is limited to either the maximum M&IE locality rate or a

reduced M&IE rate is authorized.

(b) The type of leave and the number of hours of leave for each

day;

non-duty points visited when you travel by an indirect route other than

a stopover to change planes or embark/disembark passengers;

(d) A signed statement, ``I hereby assign to the United States any

rights I may have against other parties in connection with any

reimbursable carrier transportation charges described herein,'' when

you use cash to pay for common carrier transportation.

Sec. 301-52.3 Am I required to file a travel claim in a specific

format and must the claim be signed?

Yes, in a format prescribed by your agency. If the prescribed

travel claim is hardcopy, the claim must be signed in ink; if your

agency has electronic processing, use your electronic signature. Any

alterations or erasures to your travel claim must be initialed.

Sec. 301-52.4 What must I provide with my travel claim?

You must provide:

(a) Evidence of your necessary travel authorizations including any

necessary special authorizations;

(b) Receipts for:

(1) Any lodging expense, except when you are authorized a fixed

reduced per diem allowance; and

(2) Any other expense costing over $75. If it is impracticable to

furnish receipts in any instance as required by this subtitle, the

failure to do so must be fully explained on the travel voucher. Mere

inconvenience in the matter of taking receipts will not be considered.

Sec. 301-52.5 Is there any instance where I am exempt from the receipt

requirement in Sec. 301-52.4?

Yes, your agency may exempt an expenditure for the receipt

requirement because the expenditure is confidential.

Sec. 301-52.6 How do I submit a travel claim?

You must submit your travel claim in accordance with administrative

procedures prescribed by your agency.

Sec. 301-52.7 When must I submit my travel claim?

Unless your agency administratively requires you to submit your

travel claim within a shorter timeframe, you must submit your travel

claim as follows:

(a) Within 5 working days after you complete your trip or period of

travel; or

(b) Every 30 days if you are on continuous travel status.

Sec. 301-52.8 May my agency disallow payment of a claimed item?

Yes, if you do not:

(a) Provide proper itemization of an expense;

(b) Provide receipt or other documentation required to support your

claim; and

Sec. 301-52.9 What will my agency do when it disallows an expense?

Your agency will disallow your claim for that expense, issue you a

notice of disallowance, and pay your claim for those items which are

not disallowed.

Sec. 301-52.10 May I challenge my agency's disallowance of my claim?

Yes, you may request reconsideration of your claim if you have

additional facts or documentation to support your request for

reconsideration.

Sec. 301-52.11 What must I do to challenge a disallowed claim?

You must:

(a) File a new claim.

(b) Provide full itemization for all disallowed items reclaimed.

require receipts, except that you do not have to provide a receipt if

your agency already has the receipt.

(d) Provide a copy of the notice of disallowance.

(e) State the proper authority for your claim if you are

challenging your agency's application of the law or statute.

(f) Follow your agency's procedures for challenging disallowed

claims.

(g) If after reconsideration by your agency your claim is still

denied, you may submit your claim for adjudication to the GSA Board of

Contract Appeals in accordance with 48 CFR part 6104.

Sec. 301-52.12 What happens if I attempt to defraud the Government?

(a) You forfeit reimbursement pursuant to 28 U.S.C. 2514; and

(b) You may be subject under 18 U.S.C. 287 and 1001 to one, or

both, of the following:

(1) A fine of not more than $10,000, or

(2) Imprisonment for not more than 5 years.

Sec. 301-52.13 Should I keep itemized records of my expenses while on

travel?

Yes. You will find it helpful to keep a record of your expenses by

date of the expense to aid you in preparing your travel claim or for

tax purposes.

Sec. 301-52.14 What must I do with any travel advance outstanding at

the time I submit my travel claim?

You must account for the travel advance in accordance with your

agency's procedures.

Sec. 301-52.15 What must I do with any passenger coupon for

transportation costing over $75, purchased with cash?

You must submit the passenger coupons to your agency in accordance

with your agency's procedures.

Sec. 301-52.16 What must I do with any unused tickets, coupons, or

other evidence of refund?

You must submit the ticket coupons to your agency in accordance

with your agency's procedures.

PART 301-53--USING PROMOTIONAL MATERIALS AND FREQUENT TRAVELER

PROGRAMS

Sec.

301-53.1 What must I do with promotional benefits or materials I

receive from a travel service provider?

301-53.2 Should I join a frequent traveler program?

301-53.3 May my agency reimburse membership fees in a frequent

traveler program?

301-53.4 How may I use frequent traveler benefits?

301-53.5 Under what circumstances may I use frequent traveler

benefits to upgrade my transportation class of service?

301-53.6 When my agency participates in a mandatory travel

management program, may I select a travel service provider based on

whether it provides frequent travel credits?

301-53.7 How should I handle frequent traveler credits when I

accumulate both personal and official credits from a single travel

service provider?

301-53.8 What are my options if I cannot establish separate

frequent traveler accounts?

301-53.9 What is my liability for improper use of frequent traveler

benefits?

301-53.10 Is there any instance when I may make personal use of

benefits furnished by a travel service provider?

Authority: 5 U.S.C. 5707; 31 U.S.C. 1353.

Sec. 301-53.1 What must I do with promotional benefits or materials I

receive from a travel service provider?

Any promotional benefits or material you receive from a private

source in connection with official travel are considered property of

the Government. You must:

(a) Accept the benefits or materials on behalf of the Federal

Government; and

(b) Turn the benefits or material over to your agency in accordance

with your

[[Page 15971]]

agency's procedures established under 41 CFR 101-25.103.

Sec. 301-53.2 Should I join a frequent traveler program?

Yes. You are encouraged to join frequent traveler programs to

realize cost savings or reduce official travel cost.

Sec. 301-53.3 May my agency reimburse membership fees in a frequent

traveler program?

Yes, if the benefits of membership are expected to exceed the cost

of membership.

Sec. 301-53.4 How may I use frequent traveler benefits?

You may use frequent traveler benefits earned on official travel to

obtain travel services for a subsequent official travel assignment(s).

Sec. 301-53.5 Under what circumstances may I use frequent traveler

benefits to upgrade my transportation class of service?

You may use frequent travel benefits earned on official travel to

upgrade your transportation class of service when your agency's

policies authorize you to upgrade to premium-class other than first-

class airline accommodations, solely through redemption of frequent

traveler benefits or when the requirements for first-class or premium

other than first class airline accommodations are met in accordance

with Sec. Sec. 301-10.123 and 301-10.124.

Sec. 301-53.6 When my agency participates in a mandatory travel

management program, may I select a travel service provider based on

whether it provides frequent travel credits?

No. You must use the travel management program for which your

agency is a mandatory user, including contract passenger transportation

service when such programs are available.

Sec. 301-53.7 How should I handle frequent traveler credits when I

accumulate both personal and official credits from a single travel

service provider?

You should establish separate accounts for personal and official

use.

Sec. 301-53.8 What are my options if I cannot establish separate

frequent traveler accounts?

You must be able to account for every credit and debit in your

frequent traveler account, and submit an accounting to your agency upon

request. The accounting must specify:

(a) The date and amount of all credits you receive for both

personal and official travel, including credits (e.g., credits from a

travel service vendor credit card).

(b) The date and amount of any debit to your account for both

personal and official travel.

Sec. 301-53.9 What is my liability for improper use of frequent

traveler benefits?

You may be subject to:

(a) Disciplinary action by your agency, which may include repayment

of the cost of the ticket; and

(b) Criminal sanctions, including a fine and/or imprisonment.

Sec. 301-53.10 Is there any instance when I may make personal use of

benefits furnished by a travel service provider?

Yes, you may use benefits (e.g., free meals, check-cashing

privileges, or memberships in executive clubs) only if:

(a) The Government can not use the benefit;

(b) To receive the immediate benefit, you do not forfeit a future

benefit the Government could use; and

SUBCHAPTER D--AGENCY RESPONSIBILITIES

PART 301-70--INTERNAL POLICY AND PROCEDURE REQUIREMENTS

Subpart A--General Policies and Procedures

Sec.

301-70.1 How must we administer the authorization and payment of

travel expenses?

Subpart B--Policies and Procedures Relating to Transportation

Sec.

301-70.100 How must we administer the authorization and payment of

transportation expenses?

301-70.101 What factors must we consider in determining which

method of transportation results in the greatest advantage to the

Government?

301-70.102 What governing policies must we establish for

authorization and payment of transportation expenses?

301-70.103 In what circumstance may we authorize use of ship

service?

301-70.104 What factors should we consider in determining whether

to require an employee to commit to the use of a Government

automobile?

301-70.105 May we prohibit an employee from using a POV on official

travel?

Subpart C--Policies and Procedures Relating to Per Diem Expenses

Sec.

301-70.200 What governing policies must we establish for

authorization and payment of per diem expenses?

Subpart D--Policies and Procedures Relating to Miscellaneous Expenses

Sec.

301-70.300 How should we administer the authorization and payment

of miscellaneous expenses?

301-70.301 What governing policies must we establish for payment of

miscellaneous expenses?

Subpart E--Policies and Procedures Relating to Travel of an Employee

With a Disability or Special Need

Sec.

301-70.400 How should we authorize and administer the payment of

additional travel expenses for an employee with a disability or

special need?

301-70.401 What governing policies and procedures must we establish

regarding travel of an employee with a disability or special need?

Subpart F--Policies and Procedures for Emergency Travel of Employee Due

to Illness or Injury

Sec.

301-70.500 What governing policies and procedures should we

establish relating to emergency travel?

301-70.501 Does per diem continue when an employee interrupts a

travel assignment because of an incapacitating illness or injury?

301-70.502 What additional emergency expenses should we allow for?

301-70.503 When the employee is able to travel, should we continue

the use of the existing travel authorization?

301-70.504 May any travel costs be reimbursed if the employee

travels to an alternate location for medical treatment?

301-70.505 How do we define actual cost and constructive cost when

an employee interrupts a travel assignment because of an

incapacitating illness or injury?

301-70.506 Should we authorize per diem if an employee discontinues

a TDY assignment because of a personal emergency situation?

301-70.507 How do we handle reimbursement if the employee travels

to an alternate location and returns to the TDY location because of

a personal emergency situation?

301-70.508 What factors must we consider in expanding the

definition of family for emergency travel purposes?

[[Page 15972]]

Subpart G--Policies and Procedures Relating to Threatened Law

Enforcement/Investigative Employees

Sec.

301-70.600 What governing policies and procedures must we establish

related to threatened law enforcement/investigative employees?

301-70.601 What factors should we consider in determining whether

to authorize payment of transportation and subsistence expenses for

threatened law enforcement/investigative employees?

301-70.602 How often must we reevaluate the payment of

transportation and subsistence expenses to a threatened law

enforcement/investigative employee?

Authority: 5 U.S.C. 5707.

Subpart A--General Policies and Procedures

Sec. 301-70.1 How must we administer the authorization and payment of

travel expenses?

You must limit the authorization and payment of travel expenses to

travel that is necessary to accomplish your mission in the most

economical and effective manner, in accordance with the rules stated

throughout this chapter. Consideration should be given, but not

limited, to budget constraints, adherence to travel policies, and

reasonableness of expenses. You should always consider alternatives,

including teleconferencing, prior to authorizing travel.

SUBPART B--POLICIES AND PROCEDURES RELATING TO TRANSPORTATION

Sec. 301-70.100 How must we administer the authorization and payment

of transportation expenses?

You must:

(a) Limit authorization and payment of transportation expenses to

those expenses that result in the greatest advantage to the Government;

(b) Ensure that travel is by the most expeditious means

practicable.

Sec. 301-70.101 What factors must we consider in determining which

method of transportation results in the greatest advantage to the

Government?

In selecting a particular method of transportation you must

consider:

(a) The total cost to the Government, including per diem, overtime,

lost worktime, actual transportation cost, total distance of travel,

number of points visited, the number of travelers and energy

conservation. As stated in 5 U.S.C. 5733, ``travel of an employee shall

be by the most expeditious means of transportation practicable and

shall be commensurate with the nature and purpose of the duties of the

employee requiring such travel.''

(b) Travel by common carrier (air, rail, bus) is considered the

most advantageous method to perform official travel. Other methods of

transportation may be authorized as advantageous only when the use of

common carrier transportation would interfere with the performance of

official business or impose an undue hardship upon the traveler, or

when the total cost by common carrier exceeds the cost by another

method of transportation. A determination that another method of

transportation is more advantageous to the Government than common

carrier will not be made on the basis of personal preference or

inconvenience to the traveler.

Sec. 301-70.102 What governing policies must we establish for

authorization and payment of transportation expenses?

You must establish policies and procedures governing:

(a) Who will determine what method of transportation is more

advantageous to the Government;

(b) Who will approve any of the following:

(1) Use of premium class service under Sec. 301-10.123, Sec. 301-

10.124, Sec. 301-10.162 and Sec. 301-10.183 of this chapter;

(2) Use of a special-reduced fare or reduced group or charter fare;

(3) Use of an extra-fare train service under Sec. 301-10.164;

(4) Use of ship service;

(5) Use of a foreign ship;

(6) Use of a foreign air carrier;

(1) Require the use of a Government vehicle;

(2) Allow the use of a Government vehicle; and

(3) Prohibit the use of a Government vehicle;

(d) When you will consider use of a POV advantageous to the

Government, such as travel to/from common carrier terminals, or

transportation to a TDY location;

(e) Procedures for claiming POV reimbursement;

(f) When you will allow use of a special conveyance (e.g.

commercially rented vehicles);

(g) What procedures an employee must follow when he/she travels by

an indirect route or interrupts travel by a direct route; and

(h) For local transportation whether to reimburse the full amount

of transportation costs or only the amount by which transportation

costs exceed the employee's normal costs for transportation between:

(1) Office or duty point and another place of business;

(2) Places of business; or

(3) Residence and place of business other than office or duty

point.

Sec. 301-70.103 In what circumstance may we authorize use of ship

service?

Travel by ship is not generally regarded as advantageous. You must

determine that the advantages accruing from the use of ocean

transportation offset the higher costs associated with ship travel,

i.e., per diem, transportation, and lost worktime.

Sec. 301-70.104 What factors should we consider in determining whether

to require an employee to commit to the use of a Government automobile?

You should consider:

(a) The advantages of using a Government automobile. Such

advantages may include, but are not limited to:

(1) Full utilization or availability of fleet vehicles;

(2) Lower cost;

(3) Official presence.

(b) The type of travel the employee performs. You should require

such a commitment when an employee or group of employees requires the

use of an automobile for official travel on a frequent or repetitive

basis.

Sec. 301-70.105 May we prohibit an employee from using a POV on

official travel?

No, but if the employee elects to use a POV instead of an

alternative form of transportation you authorize, you must:

(a) Limit reimbursement to the constructive cost of the authorized

method of transportation, which is the sum of per diem and

transportation expenses the employee would reasonably have incurred

when traveling by the authorized method of transportation; and

(b) Charge leave for any duty hours that are missed as a result of

travel by POV.

Subpart C--Policies and Procedures Relating to Per Diem Expenses

Sec. 301-70.200 What governing policies must we establish for

authorization and payment of per diem expenses?

You must establish policies and procedures governing:

(a) Who will authorize a rest period;

(b) Circumstances allowing a rest period during prolonged travel

(see Sec. 301-11.20 for minimum standards);

to his/her official station on non-workdays;

(d) Who will determine if an employee will be allowed to return to

his/her official station on a case by case basis.

[[Page 15973]]

(e) Who will determine in what instances you will pay a reduced per

diem rate;

(f) Who will determine, and in what instances, actual expenses are

appropriate in each individual case; and

(g) If you will define a radius broader than the official station

in which per diem or actual expense will not be authorized.

Subpart D--Policies and Procedures Relating to Miscellaneous

Expenses

Sec. 301-70.300 How should we administer the authorization and payment

of miscellaneous expenses?

You should limit payment of miscellaneous expenses to only those

expenses that are necessary and in the interest of the Government.

Sec. 301-70.301 What governing policies must we establish for payment

of miscellaneous expenses?

You must establish policies and procedures governing:

(a) Who will determine when excess baggage is necessary for

official travel;

(b) When you will pay for communications services, including

whether you will pay for a telephone call to the employee's home or

place where the employee's dependent children are;

appropriate for reimbursement in connection with official travel.

Subpart E--Policies and Procedures Relating to Travel of an

Employee with a Disability or Special Need

Sec. 301-70.400 How should we authorize and administer the payment of

additional travel expenses for an employee with a disability or special

need?

You should authorize and administer the payment to reasonably

accommodate employee(s) with disabilities in accordance with the

Rehabilitation Act of 1973, as amended, 29 U.S.C. 701-797(b) and 5

U.S.C. 3102 and Part 301-13 of this chapter. A employee with a special

need should be treated the same as an employee with a disability. The

additional travel expenses must be necessary to accommodate the

employee's needs.

Sec. 301-70.401 What governing policies and procedures must we

establish regarding travel of an employee with a disability or special

need?

You must establish the policies and procedures governing:

(a) Who will determine if an employee has a disability or special

need which requires accommodation, including when documentation is

necessary under Sec. Sec. 301-10.123, 301-10.124, 301-10.162, and 301-

10.183, and when a determination may be based on a clearly visible

physical condition; and

(b) Who will determine how to reasonably accommodate the employee

and what expenses you will pay.

Subpart F--Policies and Procedures for Emergency Travel of Employee

Due to Illness or Injury

Sec. 301-70.500 What governing policies and procedures should we

establish relating to emergency travel?

Each agency must determine:

(a) When you will authorize emergency travel under part 301-30;

(b) Who will determine if the employee's situation warrants payment

for emergency travel expenses;

official station or point of interruption will be authorized; and

(d) Who will determine when and if the definition of family may be

extended and to whom.

Sec. 301-70.501 Does per diem continue when an employee interrupts a

travel assignment because of an incapacitating illness or injury?

Yes. Such an employee who takes leave of any kind will be allowed a

per diem allowance not to exceed the maximum rates for the location

where the interruption occurs. Per diem may be continued for a

reasonable period, normally not to exceed 14 calendar days (including

fractional days) for any one period of absence. However, per diem will

not be paid if the employee is confined to a hospital or medical

facility at the official duty station or medical facility which the

employee would have selected for treatment if the illness or injury had

occurred at the official station.

Sec. 301-70.502 What additional emergency expenses should we allow

for?

When an employee discontinues a TDY assignment before its

completion due to an incapacitating illness or injury, transportation

and per diem expenses are allowed for return travel to the official

station or to receive medical attention.

Sec. 301-70.503 When the employee is able to travel, should we

continue the use of the existing travel authorization?

Not if the interrupted trip was authorized under a trip by trip

authorization. If, when the employee's health has been restored, the

agency decides that it is in the Government's interest to return the

employee to the TDY location, such return is considered to be a new

travel assignment at Government expense. An interrupted trip authorized

under an open or limited open authorization may be continued without

further authorization.

Sec. 301-70.504 May any travel costs be reimbursed if the employee

travels to an alternate location for medical treatment?

Yes. When an employee, interrupts a TDY assignment because of an

incapacitating illness or injury and takes leave of absence for travel

to an alternate location to obtai

This text is long and has been trimmed here. Open the source document for the complete record.

This is a copy of a public record, reproduced as it was published. It is not legal advice, and it may not be the version a court would rely on. Check the official source before you cite it.