[Title 41 CFR ]
[Code of Federal Regulations (annual edition) - July 1, 2000 Edition]
[From the U.S. Government Printing Office]
[[Page i]]
41
Chapter 201 to End
Revised as of July 1, 2000
Public Contracts and Property Management
Containing a Codification of documents of general
applicability and future effect
As of July 1, 2000
With Ancillaries
Published by
Office of the Federal Register
National Archives and Records
Administration
As a Special Edition of the Federal Register
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U.S. GOVERNMENT PRINTING OFFICE
WASHINGTON : 2000
For sale by U.S. Government Printing Office
Superintendent of Documents, Mail Stop: SSOP, Washington, DC 20402-9328
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Table of Contents
Page
Explanation................................................. v
Title 41:
Subtitle E--Federal Information Resources Management
Regulations System
Chapter 201 [Reserved]
Subtitle F--Federal Travel Regulation System
Chapter 300--General 7
Chapter 301--Temporary Duty (TDY) Travel Allowances 17
Chapter 302--Relocation Allowances 115
Chapter 303--Payment of Expenses Connected With the
Death of Certain Employees 241
Chapter 304--Payment From a Non-Federal Source for
Travel Expenses 247
Finding Aids:
Table of CFR Titles and Chapters........................ 259
Alphabetical List of Agencies Appearing in the CFR...... 277
List of CFR Sections Affected........................... 287
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----------------------------
Cite this Code: CFR
To cite the regulations in
this volume use title,
part and section number.
Thus, 41 CFR 300-1.1
refers to title 41, part
300-1, section 1.
----------------------------
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EXPLANATION
The Code of Federal Regulations is a codification of the general and
permanent rules published in the Federal Register by the Executive
departments and agencies of the Federal Government. The Code is divided
into 50 titles which represent broad areas subject to Federal
regulation. Each title is divided into chapters which usually bear the
name of the issuing agency. Each chapter is further subdivided into
parts covering specific regulatory areas.
Each volume of the Code is revised at least once each calendar year
and issued on a quarterly basis approximately as follows:
Title 1 through Title 16.................................as of January 1
Title 17 through Title 27..................................as of April 1
Title 28 through Title 41...................................as of July 1
Title 42 through Title 50................................as of October 1
The appropriate revision date is printed on the cover of each
volume.
LEGAL STATUS
The contents of the Federal Register are required to be judicially
noticed (44 U.S.C. 1507). The Code of Federal Regulations is prima facie
evidence of the text of the original documents (44 U.S.C. 1510).
HOW TO USE THE CODE OF FEDERAL REGULATIONS
The Code of Federal Regulations is kept up to date by the individual
issues of the Federal Register. These two publications must be used
together to determine the latest version of any given rule.
To determine whether a Code volume has been amended since its
revision date (in this case, July 1, 2000, consult the ``List of CFR
Sections Affected (LSA),'' which is issued monthly, and the ``Cumulative
List of Parts Affected,'' which appears in the Reader Aids section of
the daily Federal Register. These two lists will identify the Federal
Register page number of the latest amendment of any given rule.
EFFECTIVE AND EXPIRATION DATES
Each volume of the Code contains amendments published in the Federal
Register since the last revision of that volume of the Code. Source
citations for the regulations are referred to by volume number and page
number of the Federal Register and date of publication. Publication
dates and effective dates are usually not the same and care must be
exercised by the user in determining the actual effective date. In
instances where the effective date is beyond the cut-off date for the
Code a note has been inserted to reflect the future effective date. In
those instances where a regulation published in the Federal Register
states a date certain for expiration, an appropriate note will be
inserted following the text.
OMB CONTROL NUMBERS
The Paperwork Reduction Act of 1980 (Pub. L. 96-511) requires
Federal agencies to display an OMB control number with their information
collection request.
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Many agencies have begun publishing numerous OMB control numbers as
amendments to existing regulations in the CFR. These OMB numbers are
placed as close as possible to the applicable recordkeeping or reporting
requirements.
OBSOLETE PROVISIONS
Provisions that become obsolete before the revision date stated on
the cover of each volume are not carried. Code users may find the text
of provisions in effect on a given date in the past by using the
appropriate numerical list of sections affected. For the period before
January 1, 1986, consult either the List of CFR Sections Affected, 1949-
1963, 1964-1972, or 1973-1985, published in seven separate volumes. For
the period beginning January 1, 1986, a ``List of CFR Sections
Affected'' is published at the end of each CFR volume.
CFR INDEXES AND TABULAR GUIDES
A subject index to the Code of Federal Regulations is contained in a
separate volume, revised annually as of January 1, entitled CFR Index
and Finding Aids. This volume contains the Parallel Table of Statutory
Authorities and Agency Rules (Table I). A list of CFR titles, chapters,
and parts and an alphabetical list of agencies publishing in the CFR are
also included in this volume.
An index to the text of ``Title 3--The President'' is carried within
that volume.
The Federal Register Index is issued monthly in cumulative form.
This index is based on a consolidation of the ``Contents'' entries in
the daily Federal Register.
A List of CFR Sections Affected (LSA) is published monthly, keyed to
the revision dates of the 50 CFR titles.
REPUBLICATION OF MATERIAL
There are no restrictions on the republication of material appearing
in the Code of Federal Regulations.
INQUIRIES
For a legal interpretation or explanation of any regulation in this
volume, contact the issuing agency. The issuing agency's name appears at
the top of odd-numbered pages.
For inquiries concerning CFR reference assistance, call 202-523-5227
or write to the Director, Office of the Federal Register, National
Archives and Records Administration, Washington, DC 20408 or e-mail
[email protected].
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ELECTRONIC SERVICES
The full text of the Code of Federal Regulations, the LSA (List of
CFR Sections Affected), The United States Government Manual, the Federal
Register, Public Laws, Public Papers, Weekly Compilation of Presidential
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free). E-mail, [email protected].
[[Page vii]]
The Office of the Federal Register also offers a free service on the
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site for public law numbers, Federal Register finding aids, and related
information. Connect to NARA's web site at www.nara.gov/fedreg. The NARA
site also contains links to GPO Access.
Raymond A. Mosley,
Director,
Office of the Federal Register.
July 1, 2000.
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THIS TITLE
Title 41--Public Contracts and Property Management consists of
Subtitle A--Federal Procurement Regulations System [Note]; Subtitle B--
Other Provisions Relating to Public Contracts; Subtitle C--Federal
Property Management Regulations System; Subtitle D is reserved for other
provisions relating to property management, Subtitle E--Federal
Information Resources Management Regulations System and Subtitle F--
Federal Travel Regulation System.
As of July 1, 1985, the text of subtitle A is no longer published in
the Code of Federal Regulations. For an explanation of the status of
subtitle A, see 41 CFR chapters 1--100 (page 3).
Other government-wide procurement regulations relating to public
contracts appear in chapters 50 through 100, subtitle B.
The Federal property management regulations in chapter 101 of
subtitle C are government-wide property management regulations issued by
the General Services Administration. In the remaining chapters of
subtitle C are the implementing and supplementing property management
regulations issued by individual Government agencies. Those regulations
which implement chapter 101 are numerically keyed to it.
The Federal Travel Regulation System in chapters 300-304 of subtitle
F is issued by the General Services Administration.
Title 41 is composed of four volumes. The chapters in these volumes
are arranged as follows: Chapters 1--100, chapter 101, chapters 102--
200, and chapter 201 to End. These volumes represent all current
regulations codified under this title of the CFR as of July 1, 2000.
Redesignation tables appear in the finding aids section of the
volumes containing chapter 101 and chapters 102 to 200.
For this volume, Jonn V. Lilyea was Chief Editor. The Code of
Federal Regulations publication program is under the direction of
Frances D. McDonald, assisted by Alomha S. Morris.
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[[Page 1]]
TITLE 41--PUBLIC CONTRACTS AND PROPERTY MANAGEMENT
(This book contains chapter 201 to End)
--------------------------------------------------------------------
Part
SUBTITLE E--Federal Information Resources Management Regulations System
chapter 201 [Reserved]
SUBTITLE F--Federal Travel Regulation System
chapter 300--General........................................ 300-1
chapter 301--Temporary Duty (TDY) Travel Allowances......... 301-1
chapter 302--Relocation Allowances.......................... 302-1
chapter 303--Payment of Expenses Connected With the Death of
Certain Employees......................................... 303-1
chapter 304--Payment From a Non-Federal Source for Travel
Expenses.................................................. 304-1
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Subtitle E--Federal Information Resources Management Regulations System
CHAPTER 201 [RESERVED]
[[Page 5]]
Subtitle F--Federal Travel Regulation System
[[Page 7]]
CHAPTER 300--GENERAL
--------------------------------------------------------------------
SUBCHAPTER A--INTRODUCTION
Part Page
300-1 The Federal Travel Regulation (FTR)......... 9
300-2 How to use the FTR.......................... 9
300-3 Glossary of terms........................... 10
SUBCHAPTER B--AGENCY REQUIREMENTS
300-70 Agency reporting requirements............... 14
300-80 Travel and relocation expenses test programs 15
[[Page 9]]
SUBCHAPTER A--INTRODUCTION
PART 300-1--THE FEDERAL TRAVEL REGULATION (FTR)--Table of Contents
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.
Source: 63 FR 15951, Apr. 1, 1998, unless otherwise noted.
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--Table of Contents
Subpart A--General
Sec.
300-2.1 What formats exist in the FTR?
Subpart B--Question and Answer Format
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
300-2.70 How is the rule expressed in the title and narrative format?
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.
Source: 63 FR 15951, Apr. 1, 1998, unless otherwise noted.
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,.
Chapter 303,.................. N/A.............. Subparts A, B, C, D,
E and F.
------------------------------------------------------------------------
[63 FR 15951, Apr. 1, 1998, as amended by FTR Amdt. 76, 64 FR 2433, Jan.
14, 1999]
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
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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:
----------------------------------------------------------------------------------------------------------------
The employee is referred to And the agency is
When you are in the And you are looking at a using referred to 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--Table of Contents
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. 300-3.1 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--Government contractor-
provided ATM services that allow cash withdrawals from participating
ATMs to be charged to a Government 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.
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.
(c) ``Physical or mental impairment'' means:
(1) Any physiological disorder or condition, cosmetic disfigurement,
or anatomical loss affecting one or more of the following body systems:
neurological, musculoskeletal, special sense
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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 Territories 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
(c) Leased by the Government for a period of 60 days or longer from
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.);
(c) Dependent parents (including step and legally adoptive parents)
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
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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.
Mandatory mobility agreement--Agreement requiring employee
relocation to enhance career development and progression and/or achieve
mission effectiveness.
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 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 (excluding taxes), 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 any service charges where
applicable for:
(a) Lodging. Includes expenses, except lodging taxes, 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).
(c) Incidental expenses. (1) Fees and tips given to porters, baggage
carriers, bellhops, hotel maids, stewards or stewardesses and others on
ships, and hotel servants in foreign countries.
(2) Transportation between places of lodging or business and places
where meals are taken, if suitable meals can be obtained at the TDY
site; and
(3) 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;
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(b) An establishment treated as an apartment building by State or
local law or regulation; or
(c) An establishment containing not more than 5 rooms for rent 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.
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.
(c) Trip-by-trip. An authorization allowing an individual or group
of individuals to take one or more specific official business trips,
which must include specific purpose, itinerary, and estimated costs.
Travel claim (Voucher)--A written request, supported by
documentation and receipts where applicable, for reimbursement of
expenses incurred in the performance of official travel, including
permanent change of station (PCS) travel.
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.
[63 FR 15951, Apr. 1, 1998; 63 FR 35537, June 30, 1998, as amended by
FTR Amdt. 75, 63 FR 66674, Dec. 2, 1998; FTR Amdt. 76, 64 FR 2434, Jan.
14, 1999; FTR Amdt. 87, 64 FR 67670, Dec. 2, 1999]
[[Page 14]]
SUBCHAPTER B--AGENCY REQUIREMENTS
PART 300-70--AGENCY REPORTING REQUIREMENTS--Table of Contents
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
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.
Source: 63 FR 15953, Apr. 1, 1998, unless otherwise noted.
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 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;
(c) Amount of official travel by purpose(s);
(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
[[Page 15]]
(c) A consolidated response which covers all components of your
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
(c) Total of coach-class fares that would have been paid for the
same travel.
Subpart C [Reserved]
PART 300-80--TRAVEL AND RELOCATION EXPENSES TEST PROGRAMS--Table of Contents
Sec.
300-80.1 What is a travel and relocation expenses test program?
300-80.2 Who may authorize such test programs?
300-80.3 What must be done to apply for test program authority?
300-80.4 How many test programs may be authorized by GSA throughout the
Government?
300-80.5 What factors will GSA consider in approving a request for a
travel or relocation expenses test program?
300-80.6 May the same agency be authorized to test travel and
relocation expenses programs at the same time?
300-80.7 What limits are there to test programs?
300-80.8 What is the maximum duration of test programs?
300-80.9 What reports are required for a test program?
300-80.10 When does the authority of GSA to authorize test programs
expire?
Authority: 5 U.S.C. 5707, 5710, 5738, and 5739.
Source: FTR Amdt. 83, 64 FR 28881, May 27, 1999, unless otherwise
noted.
Sec. 300-80.1 What is a travel and relocation expenses test program?
It is a program to permit agencies to test new and innovative
methods of reimbursing travel and relocation expenses without seeking a
waiver of current rules or authorizing legislation.
Sec. 300-80.2 Who may authorize such test programs?
The Administrator of General Services may authorize an agency to
conduct such tests when the Administrator determines such tests to be in
the interest of the Government.
Sec. 300-80.3 What must be done to apply for test program authority?
The head of the agency or designee must design the test program to
enhance cost savings or other efficiencies to the Government and submit
in writing to the Administrator of General Services (Attention: MTT),
1800 F Street, NW, Washington, DC 20405:
(a) An explanation of the test program;
[[Page 16]]
(b) If applicable, the specific provisions of the FTR from which the
agency is deviating (travel and/or relocation);
(c) An analysis of the expected costs and benefits; and
(d) A set of criteria for evaluating the effectiveness of the
program.
Sec. 300-80.4 How many test programs may be authorized by GSA throughout the government?
No more than 10 travel expense test programs and 10 relocation
expense test programs may be conducted at the same time.
Sec. 300-80.5 What factors will GSA consider in approving a request for a travel or relocation expenses test program?
The following factors will be considered:
(a) Potential savings to the Government.
(b) Application of results to other agencies.
(c) Feasibility of successful implementation.
(d) Number of tests, if any, already authorized to the same
activity.
(e) Whether the request meets the requirements of Sec. 300-80.3.
(f) Other agency requests under consideration at the time of
submission.
(g) Uniqueness of proposed test.
Sec. 300-80.6 May the same agency be authorized to test travel and relocation expenses programs at the same time?
Yes, if authorized, both test programs may be conducted by the same
agency at the same time.
Sec. 300-80.7 What limits are there to test programs?
None. When authorized by the Administrator of General Services, the
agency may pay any necessary travel or relocation expenses in lieu of
payments authorized or required under chapters 301 and 302 of this
title.
Sec. 300-80.8 What is the maximum duration of test programs?
The test program may not exceed 24 months from the date the test is
authorized to begin.
Sec. 300-80.9 What reports are required for a test program?
Two reports are required:
(a) The Administrator of General Services must submit a copy of an
approved test program to Congress at least 30 days before the effective
date of the authorized test program.
(b) The agency authorized to conduct the test program must submit a
report on the results of the test program to the Administrator of
General Services (Attention: MTT), 1800 F Street, NW, Washington, DC
20405, and to Congress within 3 months after completion of the program.
Sec. 300-80.10 When does the authority of GSA to authorize test programs expire?
The authority to conduct test programs expires on October 20, 2005.
[[Page 17]]
CHAPTER 301--TEMPORARY DUTY (TDY) TRAVEL ALLOWANCES
--------------------------------------------------------------------
Part Page
SUBCHAPTER A--INTRODUCTION
301-1 Applicability............................... 19
301-2 General rules............................... 19
SUBCHAPTER B--ALLOWABLE TRAVEL EXPENSES
301-10 Transportation expenses..................... 21
301-11 Per diem expenses........................... 34
301-12 Miscellaneous expenses...................... 47
301-13 Travel of an employee with special needs.... 48
301-30 Emergency travel............................ 48
301-31 Threatened law enforcement/investigative
employees............................... 49
SUBCHAPTER C--ARRANGING FOR TRAVEL SERVICES, PAYING TRAVEL EXPENSES, AND
CLAIMING REIMBURSEMENT
301-50 Arranging for travel services............... 52
301-51 Paying travel expenses...................... 52
301-52 Claiming reimbursement...................... 56
301-53 Using promotional materials and frequent
traveler programs....................... 59
301-54 Collection of undisputed delinquent amounts
owed to the contractor issuing the
individually billed travel charge card.. 61
SUBCHAPTER D--AGENCY RESPONSIBILITIES
301-70 Internal policy and procedure requirements.. 63
301-71 Agency travel accountability requirements... 69
301-72 Agency responsibilities related to common
carrier transportation.................. 75
301-73 Travel programs............................. 78
301-74 Conference planning......................... 80
301-75 Pre-employment interview travel............. 83
[[Page 18]]
301-76 Collection of undisputed delinquent amounts
owed to the contractor issuing the
individually billed travel charge card.. 86
Appendix A to Chapter 301--Prescribed
Maximum Per Diem Rates for CONUS........ 87
Appendix B to Chapter 301--Allocation of
M&IE Rates to Be Used in Making
Deductions From the M&IE Allowance...... 105
Appendix C to Chapter 301--Standard Data
Elements for Federal Travel [Traveler
Identification]......................... 107
Appendix D to Chapter 301--Glossary of
Acronyms................................ 110
Appendix E to Chapter 301--Suggested
Guidance for Conference Planning........ 110
[[Page 19]]
SUBCHAPTER A--INTRODUCTION
PART 301-1--APPLICABILITY--Table of Contents
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.
Source: 63 FR 15954, Apr. 1, 1998, unless otherwise noted.
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.
------------------------------------------------------------------------
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
(c) An individual serving without pay or at $1 a year (also 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;
(c) Employees who must interrupt official business travel to perform
emergency travel as a result of an incapacitating illness or injury or a
personal emergency situation; and
(d) Threatened law enforcement/investigative employees and members
of their family temporarily relocated to safeguard their lives because
of a threat resulting from the employee's assigned duties.
PART 301-2--GENERAL RULES--Table of Contents
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.
Source: 63 FR 15955, Apr. 1, 1998, unless otherwise noted.
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;
(c) Miscellaneous expenses as provided in part 301-12 of this
chapter; and
(d) Travel expenses of an employee with special needs as provided in
part 301-13 of this chapter.
[[Page 20]]
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;
(c) Use of reduced fares for group or charter arrangements;
(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.
[[Page 21]]
SUBCHAPTER B--ALLOWABLE TRAVEL EXPENSES
PART 301-10--TRANSPORTATION EXPENSES--Table of Contents
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
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?
301-10.124 When may I use premium-class other than first-class airline
accommodations?
Use of United States Flag Air Carriers
301-10.131 What does United States mean?
301-10.132 Who is required to use a U.S. flag air carrier?
301-10.133 What is a U.S. flag air carrier?
301-10.134 What is U.S. flag air carrier service?
301-10.135 When must I travel using U.S. flag air carrier service?
301-10.136 What exceptions to the Fly America Act requirements apply
when I travel between the United States and another country?
301-10.137 What exceptions to the Fly America Act requirements apply
when I travel solely outside the United States, and a U.S.
flag air carrier provides service between my origin and
destination?
301-10.138 In what circumstances is foreign air carrier service deemed
a matter of necessity?
301-10.139 May I travel by a foreign air carrier if the cost of my
ticket is less than traveling by a U.S. flag air carrier?
301-10.140 May I use a foreign air carrier if the service is preferred
by or more convenient for my agency or me?
301-10.141 Must I provide any special certification or documents if I
use a foreign air carrier?
301-10.142 What must the certification include?
301-10.143 What is my liability if I improperly use a foreign air
carrier?
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?
[[Page 22]]
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
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)
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 privately owned automobile
instead?
Subpart E--Special Conveyances
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.
Source: FTR Amdt. 70, 63 FR 15955, Apr. 1, 1998, unless otherwise
noted.
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.
[[Page 23]]
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;
(c) POV under Subpart D; or
(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.
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;
(c) Using U.S. flag air carrier or (ship) service, unless use of
foreign air carrier or (ship) is authorized.
[63 FR 15955, Apr. 1, 1998; 63 FR 35537, June 30, 1998]
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 (an Internet list of
city-pairs is available at http://pub.fss.gsa.gov/services/citypairs),
if you are a civilian employee of an agency (see Sec. 301-1.1 of this
chapter), unless one or more of the following conditions exist(s):
(a) Space or a scheduled contract flight is not available in time to
accomplish the purpose of your travel, or use of contract service would
require you to incur unnecessary overnight
[[Page 24]]
lodging costs which would increase the total cost of the trip; or
(b) The contractor's flight schedule is inconsistent with explicit
policies of your Federal department or agency with regard to scheduling
travel during normal working hours; or
(c) A non-contract carrier offers a lower fare available to the
general public, the use of which will result in a lower total trip cost
to the Government, to include the combined costs of transportation,
lodging, meals, and related expenses.
Note to paragraph (c): This exception does not apply if the contract
carrier offers a comparable fare and has seats available at that fare,
or if the lower fare offered by a noncontract 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); or
(d) Rail service is available and such service is cost effective and
consistent with mission requirements; or
(e) Smoking is permitted on the contract flight and the nonsmoking
section of the aircraft for the contract flight is not acceptable to
you.
[FTR Amdt. 84, 64 FR 29162, May 28, 1999]
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.
[[Page 25]]
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. 301-10.117) 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.
[63 FR 15955, Apr. 1, 1998; 63 FR 35537, June 30, 1998]
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
(c) If volunteering delays your travel during duty hours, your
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.
(c) First-class--The highest class of accommodations on a multiple-
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 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 Secs. 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.
[[Page 26]]
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.
(c) When exceptional security circumstances require first-class
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 (j) 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
(c) When use of premium-class other than first-class accommodations
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;
(j) When required because of agency mission.
[FTR Amdt. 70, 63 FR 15955, Apr. 1, 1998, as amended by FTR Amdt. 87, 64
FR 67670, Dec. 2, 1999]
Use of United States Flag Air Carriers
Source: FTR Amdt. 74, 63 FR 63419, Nov. 13, 1998, unless otherwise
noted.
Sec. 301-10.131 What does United States mean?
For purposes of the use of United States flag air carriers, United
States means the 50 states, the District of Columbia, and the
territories and possessions of the United States (49 U.S.C. 40102).
Sec. 301-10.132 Who is required to use a U.S. flag air carrier?
Anyone whose air travel is financed by U.S. Government funds, except
as provided in Sec. 301-10.135, Sec. 301-10.136, and Sec. 301-10.137.
Sec. 301-10.133 What is a U.S. flag air carrier?
An air carrier which holds a certificate under 49 U.S.C. 41102 but
does not
[[Page 27]]
include a foreign air carrier operating under a permit.
Sec. 301-10.134 What is U.S. flag air carrier service?
U.S. flag air carrier service is service provided on an air carrier
which holds a certificate under 49 U.S.C. 41102 and which service is
authorized either by the carrier's certificate or by exemption or
regulation. U.S. flag air carrier service also includes service provided
under a code share agreement with a foreign air carrier in accordance
with Title 14, Code of Federal Regulations when the ticket, or
documentation for an electronic ticket, identifies the U.S. flag air
carrier's designator code and flight number.
Sec. 301-10.135 When must I travel using U.S. flag air carrier service?
You are required by 49 U.S.C. 40118, commonly referred to as the
``Fly America Act,'' to use U.S. flag air carrier service for all air
travel funded by the U.S. Government, except as provided in Sec. 301-
10.136 and Sec. 301-10.137 or when one of the following exceptions
applies:
(a) Use of a foreign air carrier is determined to be a matter of
necessity in accordance with Sec. 301-10.138; or
(b) The transportation is provided under a bilateral or multilateral
air transportation agreement to which the United States Government and
the government of a foreign country are parties, and which the
Department of Transportation has determined meets the requirements of
the Fly America Act; or
(c) You are an officer or employee of the Department of State,
United States Information Agency, United States International
Development Cooperation Agency, or the Arms Control Disarmament Agency,
and your travel is paid with funds appropriated to one of these
agencies, and your travel is between two places outside the United
States; or
(d) No U.S. flag air carrier provides service on a particular leg of
the route, in which case foreign air carrier service may be used, but
only to or from the nearest interchange point on a usually traveled
route to connect with U.S. flag air carrier service; or
(e) A U.S. flag air carrier involuntarily reroutes your travel on a
foreign air carrier; or
(f) Service on a foreign air carrier would be three hours or less,
and use of the U.S. flag air carrier would at least double your en route
travel time; or
(g) When the costs of transportation are reimbursed in full by a
third party, such as a foreign government, international agency, or
other organization.
Sec. 301-10.136 What exceptions to the Fly America Act requirements apply when I travel between the United States and another country?
The exceptions are:
(a) If a U.S. flag air carrier offers nonstop or direct service (no
aircraft change) from your origin to your destination, you must use the
U.S. flag air carrier service unless such use would extend your travel
time, including delay at origin, by 24 hours or more.
(b) If a U.S. flag air carrier does not offer nonstop or direct
service (no aircraft change) between your origin and your destination,
you must use a U.S. flag air carrier on every portion of the route where
it provides service unless, when compared to using a foreign air
carrier, such use would:
(1) Increase the number of aircraft changes you must make outside of
the U.S. by 2 or more; or
(2) Extend your travel time by at least 6 hours or more; or
(3) Require a connecting time of 4 hours or more at an overseas
interchange point.
Sec. 301-10.137 What exceptions to the Fly America Act requirements apply when I travel solely outside the United States, and a U.S. flag air carrier provides
service between my origin and my destination?
You must always use a U.S. flag carrier for such travel, unless,
when compared to using a foreign air carrier, such use would:
(a) Increase the number of aircraft changes you must make en route
by 2 or more; or
(b) Extend your travel time by 6 hours or more; or
(c) Require a connecting time of 4 hours or more at an overseas
interchange point.
[[Page 28]]
Sec. 301-10.138 In what circumstances is foreign air carrier service deemed a matter of necessity?
(a) Foreign air carrier service is deemed a necessity when service
by a U.S. flag air carrier is available, but
(1) Cannot provide the air transportation needed; or
(2) Will not accomplish the agency's mission.
(b) Necessity includes, but is not limited to, the following
circumstances:
(1) When the agency determines that use of a foreign air carrier is
necessary for medical reasons, including use of foreign air carrier
service to reduce the number of connections and possible delays in the
transportation of persons in need of medical treatment; or
(2) When use of a foreign air carrier is required to avoid an
unreasonable risk to your safety and is approved by your agency (e.g.,
terrorist threats). Written approval of the use of foreign air carrier
service based on an unreasonable risk to your safety must be approved by
your agency on a case by case basis. An agency determination and
approval of use of a foreign air carrier based on a threat against a
U.S. flag air carrier must be supported by a travel advisory notice
issued by the Federal Aviation Administration and the Department of
State. An agency determination and approval of use of a foreign air
carrier based on a threat against Government employees or other
travelers must be supported by evidence of the threat(s) that form the
basis of the determination and approval; or
(3) When you can not purchase a ticket in your authorized class of
service on a U.S. flag air carrier, and a seat is available in your
authorized class of service on a foreign air carrier.
Sec. 301-10.139 May I travel by a foreign air carrier if the cost of my ticket is less than traveling by a U.S. flag air carrier?
No. Foreign air carrier service may not be used solely based on the
cost of your ticket.
Sec. 301-10.140 May I use a foreign air carrier if the service is preferred by or more convenient for my agency or me?
No. You must use U.S. flag air carrier service, unless you meet one
of the exceptions in Sec. 301-10.135, Sec. 301-10.136, or Sec. 301-
10.137 or unless foreign air carrier service is deemed a matter of
necessity under Sec. 301-10.138.
Sec. 301-10.141 Must I provide any special certification or documents if I use a foreign air carrier?
Yes, you must provide a certification, as required in Sec. 301-
10.143 and any other documents required by your agency. Your agency
cannot pay your foreign air carrier fare if you do not provide the
required certification.
Sec. 301-10.142 What must the certification include?
The certification must include:
(a) Your name;
(b) The dates that you traveled;
(c) The origin and the destination of your travel;
(d) A detailed itinerary of your travel, name of the air carrier and
flight number for each leg of the trip; and
(e) A statement explaining why you met one of the exceptions in
Sec. 301-10.135, Sec. 301-10.136, or Sec. 301-10.137 or a copy of your
agency's written approval that foreign air carrier service was deemed a
matter of necessity in accordance with Sec. 301-10.138.
Sec. 301-10.143 What is my liability if I improperly use a foreign air carrier?
You will not be reimbursed for any transportation cost for which you
improperly use foreign air carrier service. If you are authorized by
your agency to use U.S. flag air carrier service for your entire trip,
and you improperly use a foreign air carrier for any part of or the
entire trip (i.e., when not permitted under this regulation), your
transportation cost on the foreign air carrier will not be payable by
your agency. If your agency authorizes you to use U.S. flag air carrier
service for part of your trip and foreign air carrier
[[Page 29]]
service for another part of your trip, and you improperly use a foreign
air carrier (i.e., when neither authorized to do so nor otherwise
permitted under this regulation), your agency will pay the
transportation cost on the foreign air carrier for only the portion(s)
of the trip for which you were authorized to use foreign air carrier
service. The agency must establish internal procedures for denying
reimbursement to travelers when use of a foreign air carrier was neither
authorized nor otherwise permitted under this regulation.
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.
(c) First-class--Includes bedrooms, roomettes, club service, parlor
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.
(c) When exceptional security circumstances require first-class
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).
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.
[63 FR 15955, Apr. 1, 1998; 63 FR 35537, June 30, 1998]
[[Page 30]]
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.
[63 FR 15955, Apr. 1, 1998; 63 FR 35537, June 30, 1998]
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.
(c) When exceptional security circumstances require first-class
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;
(b) A Government aircraft in accordance with Sec. 301-10.260 through
Sec. 301-10.262 of this part; and
(c) Other type of Government vehicle in accordance with any
Government-issued rules governing its use.
[63 FR 15955, Apr. 1, 1998; 63 FR 35537, June 30, 1998]
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;
[[Page 31]]
(b) Between such places and places of temporary lodging when public
transportation is unavailable or its use is impractical;
(c) Between either paragraphs (a) or (b) of this section and
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.
[63 FR 15955, Apr. 1, 1998; 63 FR 35537, June 30, 1998]
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?
------------------------------------------------------------------------
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.
------------------------------------------------------------------------
[[Page 32]]
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..................... \1\ 88.0
Privately owned automobile................... \1\ 32.5
Privately owned motorcycle................... \1\ 26.0
------------------------------------------------------------------------
\1\ Cents per mile.
[FTR Amdt. 70, 63 FR 15955, Apr. 1, 1998, as amended by FTR Amdt. 73, 63
FR 47438, Sept. 8, 1998; FTR Amdt. 78, 64 FR 15630, Mar. 31, 1999; FTR
Amdt. 88, 65 FR 1268, Jan. 7, 2000]
Sec. 301-10.304 What expenses are allowable in addition to the
allowances prescribed in Sec. 301-10.303?
------------------------------------------------------------------------
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.
[[Page 33]]
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
(c) Any other special conveyance when determined to be advantageous
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;
(c) Feeding and stabling of horses;
(d) Per diem of operator; and
(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:
[[Page 34]]
(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.
(c) Between residence and office on day you perform official 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 official
station 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.
[63 FR 15955, Apr. 1, 1998; 63 FR 35537, June 30, 1998]
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--Table of Contents
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?
[[Page 35]]
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?
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 exceeds my
lodging reimbursement?
301-11.31 Are laundry, cleaning and pressing of clothing expenses
reimbursable?
Subpart B--Lodgings-Plus Per Diem
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
301-11.200 Under what circumstances may my agency prescribe a reduced
per diem rate lower than the prescribed maximum?
Subpart D--Actual Expense
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?
Subpart E--Income Tax Reimbursement Allowance (ITRA), Tax Years 1993 and
1994
General
301-11.501 What is the Income Tax Reimbursement Allowance (ITRA)?
301-11.502 Who is eligible to receive the ITRA?
301-11.503 Are Federal Insurance Contribution Act (FICA) and Medicare
deductions included in any reimbursement under this part?
Employee Responsibilities
301-11.521 Must I file a claim to be reimbursed for the additional
income taxes incurred?
301-11.522 If I was assessed an income tax penalty and/or interest
payment due to incorrect income tax withholdings, are those
payments reimbursable?
301-11.523 What documentation must I submit to substantiate my claim?
[[Page 36]]
301-11.524 What steps must my agency take to determine my ITRA?
301-11.525 Is the ITRA I receive taxable income?
301-11.526 May I receive a lump sum payment of the additional tax
liability on the covered ITRA in lieu of submitting another
claim?
301-11.527 If I elect a lump sum payment, how is the ITRA paid?
301-11.528 If I do not elect lump sum payment is there any additional
reimbursement?
Agency Responsibilities
301-11.531 What documentation must the employee submit to substantiate
a claim?
301-11.532 How should we compute the employee's ITRA?
301-11.533 Are tax penalty and interest payments reimbursable?
301-11.534 What tax tables should we use to calculate the amount of
allowable reimbursement?
301-11.535 How should we calculate the ITRA?
301-11.536 Is the ITRA reimbursement considered to be income to the
employee?
301-11.537 Are income taxes to be withheld from the ITRA?
301-11.538 May we offer a lump sum payment to cover the income tax
liability on the covered ITRA?
301-11.539 If the employee does not elect a lump sum payment, how is
the tax on the ITRA calculated?
301-11.540 How do we handle any excess payment?
Subpart F--Income Tax Reimbursement Allowance (ITRA), Tax Years 1995 and
Thereafter
General
301-11.601 What is the Income Tax Reimbursement Allowance (ITRA)?
301-11.602 Who is eligible to receive the ITRA?
301-11.603 Are Federal Insurance Contribution Act (FICA) and Medicare
deductions included in any reimbursement under this part?
Employee Responsibilities
301-11.621 Must I file a claim to be reimbursed for the additional
income taxes incurred?
301-11.622 If I was assessed an income tax penalty and/or interest
payment due to incorrect income tax withholdings, are those
payments reimbursable?
301-11.623 What documentation must I submit to substantiate my claim?
301-11.624 What steps must my agency take to determine my ITRA?
301-11.625 Is the ITRA I receive taxable income?
301-11.626 May I receive a lump sum payment of the additional tax
liability on the covered ITRA in lieu of submitting another
claim?
301-11.627 If I elect a lump sum payment, how is the ITRA paid?
301-11.628 If I do not elect lump sum payment is there any additional
reimbursement?
Agency Responsibilities
301-11.631 What documentation must the employee submit to substantiate
a claim?
301-11.632 How should we compute the employee's ITRA?
301-11.633 Are tax penalty and interest payments reimbursable?
301-11.634 What tax tables should we use to calculate the amount of
allowable reimbursement?
301-11.635 How should we calculate the ITRA?
301-11.636 Is the ITRA reimbursement considered to be income to the
employee?
301-11.637 Are income taxes to be withheld from the ITRA?
301-11.638 May we offer a lump sum payment to cover the income tax
liability on the covered ITRA?
301-11.639 If the employee does not elect a lump sum payment, how is
the tax on the ITRA reimbursement calculated?
301-11.640 How do we handle any excess payment?
Authority: 5 U.S.C. 5707.
Source: 63 FR 15961, Apr. 1, 1998, unless otherwise noted.
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
(c) You are in a travel status for more than 12 hours.
Sec. 301-11.2 Will I be reimbursed for per diem expenses if my official travel is 12 hours or less?
No.
[[Page 37]]
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?
Per diem expenses will be reimbursed by the:
(a) Lodgings-plus per diem method;
(b) Reduced per diem method;
(c) Conference lodging allowance method (see Secs. 301-74.7 and 301-
74.22 of this chapter); or
(d) Actual expense method.
[FTR Amdt. 89, 65 FR 1327, Jan. 10, 2000]
Sec. 301-11.6 Where do I find maximum per diem and actual expense
rates?
------------------------------------------------------------------------
For per diem and
For travel in Rates set by actual expense see
------------------------------------------------------------------------
Continental United States General Services For Per Diem see
(CONUS). Administration. Federal Travel
Regulation 41 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 Per Diem Bulletins
Defense (Per issued by PDTATAC
Diem, Travel and and published
Transportation periodically in the
Allowance Federal Register or
Committee Internet at http://
(PDTATAC)). www. dtic.mil/
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 A per diem supplement
State. to section 925,
Department of State
Standardized
Regulations
(Government
Civilians-Foreign
Areas).
------------------------------------------------------------------------
Sec. 301-11.7 What determines my maximum per diem reimbursement rate?
Your TDY location 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.)
[63 FR 15961, Apr. 1, 1998; 63 FR 35537, June 30, 1998]
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 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
[[Page 38]]
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.
(c) Lodging with friend(s) or relative(s) (with or without charge).
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;
(c) Cost of reasonable maid fees and cleaning charges;
(d) Monthly telephone use fee (does not include installation and
long-distance calls); and,
[[Page 39]]
(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 $46
------------------------------------------------------------------------
Breakfast............................ 6 7 8 9 9
Lunch................................ 6 7 8 9 11
Dinner............................... 16 18 20 22 24
Incidentals.......................... 2 2 2 2 2
------------------------------------------------------------------------
[FTR Amdt. 70, 63 FR 15961, Apr. 1, 1998; 63 FR 35537, June 30, 1998, as
amended by FTR Amdt. 75, 63 FR 66675, Dec. 2, 1998]
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
(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.
[[Page 40]]
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
(c) Periodic return travel home is justified incident to an 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?
No. Lodging taxes paid by you are reimbursable as a miscellaneous
travel expense limited to the taxes on reimbursable lodging costs. For
example, if your agency authorizes you a maximum lodging rate of $50 per
night, and you elect to stay at a hotel that costs $100 per night, you
can only claim the amount of taxes on $50, which is the maximum
authorized lodging amount.
[FTR Amdt. 75, 63 FR 66675, Dec. 2, 1998]
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
[[Page 41]]
(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 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 usually in advance of travel and at
the discretion of your agency. (See Sec. 301-11.302.)
[FTR Amdt. 75, 63 FR 66675, Dec. 2, 1998]
Sec. 301-11.31 Are laundry, cleaning and pressing of clothing expenses reimbursable?
Yes. The expenses incurred for laundry, cleaning and pressing of
clothing at a TDY location are reimbursable as a miscellaneous travel
expense. However, you must incur a minimum of 4 consecutive nights
lodging on official travel to qualify for this reimbursement.
[FTR Amdt. 75, 63 FR 66675, Dec. 2, 1998]
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 .................... 75 percent of the
24 hours. 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 75 percent of the
travel. 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.
Sec. 301-11.102 What is the applicable M&IE rate?
------------------------------------------------------------------------
Your applicable M&IE
For days of travel which rate is
------------------------------------------------------------------------
Require lodging............. .................... The M&IE rate
applicable for the
TDY location.
Do not require lodging, and. Travel is more than The M&IE rate
12 hours but less applicable to the
than 24 hours. TDY site (or the
highest M&IE rate
applicable when
multiple locations
are involved).
Travel is 24 hours The M&IE rate
or more, and you applicable to the
are traveling to a new TDY site or
new TDY site or stopover point.
stopover point at
midnight.
Travel is 24 hours The M&IE rate
or more, and you applicable to the
are returning to previous day of
your official 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.
[[Page 42]]
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;
(c) Because of mission requirements; or
(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. 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.
[63 FR 15961, Apr. 1, 1998; 63 FR 35537, June 30, 1998]
Subpart E--Income Tax Reimbursement Allowance (ITRA), Tax Years 1993 and
1994
Source: 64 FR 32813, June 18, 1999, unless otherwise noted.
General
Sec. 301-11.501 What is the Income Tax Reimbursement Allowance (ITRA)?
The ITRA is an allowance designed to reimburse Federal, State and
local income taxes incurred incident to an extended TDY assignment at
one location.
Sec. 301-11.502 Who is eligible to receive the ITRA?
An employee (and spouse, if filing jointly) who was in a TDY status
for an extended period at one location, and who incurred Federal, State,
or local income taxes on amounts received as
[[Page 43]]
reimbursement for official travel expenses.
Sec. 301-11.503 Are Federal Insurance Contribution Act (FICA) and Medicare deductions included in any reimbursement under this part?
No. Reimbursement is limited to income taxes.
Employee Responsibilities
Sec. 301-11.521 Must I file a claim to be reimbursed for the additional income taxes incurred?
Yes. A claim must be submitted in accordance with your agency's
policy.
Sec. 301-11.522 If I was assessed an income tax penalty and/or interest payment due to incorrect income tax withholdings, are those payments reimbursable?
Yes, for the total amount of the income tax penalty and/or interest
assessed by the IRS for tax years 1993 and 1994 only.
Sec. 301-11.523 What documentation must I submit to substantiate my claim?
Your agency will determine what documentation is sufficient. (See
Sec. 301-11.531.)
Sec. 301-11.524 What steps must my agency take to determine my ITRA?
Your agency should:
(a) Determine Federal, State and local marginal tax rates by using
the procedures and the marginal tax tables established for the
relocation income tax allowance in Sec. 302-11.7, Sec. 302-11.8, and
Appendices A, B, C and D to part 302-11 of this title; or
(b) Determine reimbursement as calculated in the illustration shown
in Sec. 301-11.535.
Sec. 301-11.525 Is the ITRA I receive taxable income?
Yes. The amount received must be reported as taxable income in the
year in which received, but you are eligible to receive an allowance to
cover the taxes assessed on the ITRA under Sec. 301-11.528.
Sec. 301-11.526 May I receive a lump sum payment of the additional tax liability on the covered ITRA in lieu of submitting another claim?
Yes, if agreed to in writing by your agency and with the
understanding that you will be responsible for any income taxes due
without further reimbursement.
Sec. 301-11.527 If I elect a lump sum payment, how is the ITRA paid?
(a) Reimbursement is as illustrated:
Lump Sum ITRA Tax Paid to Employee
------------------------------------------------------------------------
------------------------------------------------------------------------
ITRA reimbursement for tax year 1993.......................... $14,435
Federal Tax liability on ITRA Reimbursement (@ 28%)........... 4,042
VA State tax liability (@ 5.75%).............................. 830
Local tax liability........................................... 0
---------
Total reimbursement......................................... 19,307
------------------------------------------------------------------------
(b) Reimbursement of the ITRA and the tax on the ITRA is a final
lump sum payment with no further reimbursement. You will be responsible
for any income taxes due on $19,307.
Sec. 301-11.528 If I do not elect lump sum payment is there any additional reimbursement?
Yes. You are reimbursed for the tax on the tax reimbursement
received. Your agency will calculate the tax on the tax reimbursement
using the formulas developed for the Year 2 reimbursements of the
relocation income tax allowance (see Sec. 302-11.8 of this title).
Agency Responsibilities
Sec. 301-11.531 What documentation must the employee submit to substantiate a claim?
You must determine what documentation you require to be submitted
with the employee's claim. It can include:
(a) A certified statement as prescribed in Sec. 302-11.10 of this
title or copies of completed Federal, State and local tax return for the
tax year in which the taxes were withheld and paid.
(b) Copies of W-2's and Form 1099's.
(c) Any documentation received from the IRS identifying any interest
or
[[Page 44]]
penalty payment (tax years 1993 and 1994 only).
(d) Any other documentation necessary to substantiate the claim.
Sec. 301-11.532 How should we compute the employee's ITRA?
You should follow the procedures prescribed for the relocation
income tax allowance, see Sec. 302-11.7, Sec. 302-11.8 and Appendices A,
B, C, and D to part 302-11 of this title or as illustrated in Sec. 301-
11.535.
Sec. 301-11.533 Are tax penalty and interest payments reimbursable?
Yes, the total amount of any penalty and interest assessed by the
IRS (for tax years 1993 and 1994 only) due to the failure of the
Government to withhold the appropriate income taxes are reimbursable.
Sec. 301-11.534 What tax tables should we use to calculate the amount of allowable reimbursement?
The tax tables for the year the tax was incurred are to be used.
Sec. 301-11.535 How should we calculate the ITRA?
(a) Use the documents prescribed in Sec. 301-11.531 to calculate the
ITRA as follows:
(1) Determine Federal, State and local marginal tax rates by using
the procedures and the marginal tax tables established for the
relocation income tax allowance in Sec. 302-11.7, Sec. 302-11.8 and
Appendices A, B, C and D to part 302-11 of this title; and
(2) Add any penalty or interest for tax years 1993 or 1994 only to
determine the full ITRA payment; or
(b) As calculated in the following illustration.
Example of calculating an employee's tax return using the marginal
tax rate schedules in Appendix B to part 302-11 of this title:
For Tax Years 1993 or 1994 (Married Filing Joint Return)
------------------------------------------------------------------------
Original Recalculated
------------------------------------------------------------------------
1. Adjusted Gross Income (w/ travel $75,246 $75,246
reimbursement).........................
2. Subtract travel reimbursement........ .............. (15,482)
3. Subtract personal exemptions and (12,689) (12,689)
itemized or standard deductions........
4. Adjusted taxable Income.............. 62,557 47,075
5. Tax liability on adjusted taxable
income:
a. Federal.......................... 17,516 $7,061*
(28%) (15%)
b. State, VA (5.75% tax bracket).... 3,597 2,707
c. Local: Not applicable............ 0 0
-------------------------------
d. Total............................ 21,113 9,768
6. Difference of total of column 1 minus
total of column 2:
Additional Taxes Incurred due to
travel reimbursement--$11,345
7. Add to the tax difference:
a. Penalty Payment imposed by IRS
tax year 1993--1,500
b. Interest Payment imposed by IRS
tax year 1993--1,500
Total 6 and 7a and b = ITRA--$14,345**
------------------------------------------------------------------------
* Adjusted taxable income places employee in lower tax bracket.
** The ITRA reimbursement is taxable income for the year in which paid
at the appropriate Federal, State and local income tax rates.
Sec. 301-11.536 Is the ITRA reimbursement considered to be income to the employee?
Yes. The ITRA reimbursement is considered taxable income in the year
paid and is subject to tax withholding as any other income.
Sec. 301-11.537 Are income taxes to be withheld from the ITRA?
Yes, as determined by your internal tax withholding procedures
established for your agency pursuant to IRS procedures.
[[Page 45]]
Sec. 301-11.538 May we offer a lump sum payment to cover the income tax liability on the covered ITRA?
Yes, if the employee mutually agrees in writing to the lump sum
payment and understands that he/she is responsible for any income taxes
without further reimbursement. (See the illustration in Sec. 301-
11.527.)
Sec. 301-11.539 If the employee does not elect a lump sum payment, how is the tax on the ITRA calculated?
The tax on the ITRA reimbursement should be calculated using the
Year 2 formulas developed for the relocation income tax allowance. (See
Sec. 302-11.8.)
Sec. 301-11.540 How do we handle any excess payment?
You must collect any excess payments, which includes issuing
corrected W-2's or 1099's.
Subpart F--Income Tax Reimbursement Allowance (ITRA), Tax Years 1995 and
Thereafter
Source: 7, 64 FR 32815, June 18, 1999, unless otherwise noted.
General
Sec. 301-11.601 What is the Income Tax Reimbursement Allowance (ITRA)?
The ITRA is an allowance designed to reimburse Federal, State and
local income taxes incurred incident to an extended TDY assignment at
one location.
Sec. 301-11.602 Who is eligible to receive the ITRA?
An employee (and spouse, if filing jointly) who was in a TDY status
for an extended period at one location and who incurred Federal, State,
or local income taxes on amounts received as reimbursement for official
travel expenses.
Sec. 301-11.603 Are Federal Insurance Contribution Act (FICA) and Medicare deductions included in any reimbursement under this part?
No. Reimbursement is limited to income taxes.
Employee Responsibilities
Sec. 301-11.621 Must I file a claim to be reimbursed for the additional income taxes incurred?
Yes, a claim must be submitted in accordance with your agency's
policy.
Sec. 301-11.622 If I was assessed an income tax penalty and/or interest payment due to incorrect income tax withholdings, are those payments reimbursable?
No. The reimbursement of tax penalty and/or interest payment
assessed by the IRS is limited by law to tax years 1993 and 1994 only.
Sec. 301-11.623 What documentation must I submit to substantiate my claim?
Your agency will determine what documentation is sufficient. (See
Sec. 301-11.631.)
Sec. 301-11.624 What steps must my agency take to determine my ITRA?
Your agency should:
(a) Determine Federal, State and local marginal tax rates by using
the procedures and the marginal tax tables established for the
relocation income tax allowance in Sec. 302-11.7, Sec. 302-11.8 and
Appendices A, B, C and D to part 302-11 of this title; or
(b) Determine reimbursement as calculated in the illustration shown
in Sec. 301-11.535.
Sec. 301-11.625 Is the ITRA I receive taxable income?
Yes. The amount received must be reported as taxable income in the
year in which received, but you are eligible to receive an allowance to
cover the taxes assessed on the ITRA under Sec. 301-11.628.
Sec. 301-11.626 May I receive a lump sum payment of the additional tax liability on the covered ITRA in lieu of submitting another claim?
Yes, if agreed to in writing by your agency and with the
understanding that you will be responsible for any income taxes due
without further reimbursement.
Sec. 301-11.627 If I elect a lump sum payment, how is the ITRA paid?
(a) Reimbursement is as illustrated:
[[Page 46]]
Lump Sum ITRA Tax Paid to Employee
------------------------------------------------------------------------
------------------------------------------------------------------------
ITRA reimbursement for tax year 1995.......................... $14,435
Federal Tax liability on ITRA Reimbursement (@ 28%)........... 4,042
VA State tax liability (@ 5.75%).............................. 830
Local tax liability........................................... 0
---------
Total reimbursement......................................... 19,307
------------------------------------------------------------------------
(b) Reimbursement of the ITRA and tax on the ITRA is a final lump
sum payment with no further reimbursement. You will be responsible for
any income taxes due on $19,307.
Sec. 301-11.628 If I do not elect lump sum payment is there any additional reimbursement?
Yes. You are reimbursed for the tax on the tax reimbursement
received. Your agency will calculate the tax on the tax reimbursement
using the formulas developed for the Year 2 reimbursements of the
relocation income tax allowance (see Sec. 302-11.8 of this title).
Agency Responsibilities
Sec. 301-11.631 What documentation must the employee submit to substantiate a claim?
You must determine what documentation you require to be submitted
with the employee's claim. It may include:
(a) A certified statement as prescribed in Sec. 302-11.10 of this
title or a copy of the employee's completed Federal, State and local tax
return for the tax year in which the taxes were withheld and paid.
(b) Copies of W-2's and Form 1099's; and
(c) Any other documentation necessary to substantiate your claim.
Sec. 301-11.632 How should we compute the employee's ITRA?
You should follow the procedures prescribed for the relocation
income tax allowance, see Sec. 302-11.7, Sec. 302-11.8 and Appendices A,
B, C, and D to part 302-11 of this title or as illustrated in Sec. 301-
11.535.
Sec. 301-11.633 Are tax penalty and interest payments reimbursable?
No. The reimbursement of penalty and/or interest payments assessed
by the IRS is limited by law to tax years 1993 and 1994 only.
Sec. 301-11.634 What tax tables should we use to calculate the amount of allowable reimbursement?
The tax tables for the year the tax was incurred are to be used.
Sec. 301-11.635 How should we calculate the ITRA?
Use the documents prescribed in Sec. 301-11.631 to calculate the
ITRA as follows:
(a) Determine Federal, State and local marginal tax rates by using
the procedures and the marginal tax tables established for the
relocation income tax allowance in Sec. 302-11.7, Sec. 302-11.8 and
Appendices A, B, C and D to part 302-11 of this title, or
(b) As calculated in the following illustration.
Example of calculating an employee's tax return using the marginal
tax rate schedules in Appendix B to part 302-11 of this title:
For Tax Year 1995 and Thereafter
[Married Filing Joint Return]
------------------------------------------------------------------------
Original Recalculated
------------------------------------------------------------------------
1. Adjusted Gross Income (w/ travel $75,246 $75,246
reimbursement):........................
2. Subtract travel reimbursement:....... .............. (15,482)
3. Subtract personal exemptions and (12,689) (12,689)
itemized or standard deductions........
4. Adjusted taxable income.............. 62,557 47,075
5. Tax liability on adjusted taxable
income:
a. Federal (28%).................... 17,516 *7,061
(15%)
b. State, VA (5.75% tax bracket).... 3,597 2,707
c. Local: Not applicable............ 0 0
-------------------------------
d. Total............................ 21,113 9,768
6. Difference of total of column 1 minus
total of column 2: Additional Taxes
Incurred due to travel reimbursement--
$11,345
[[Page 47]]
Total = ITRA--$11,345**
------------------------------------------------------------------------
*Adjusted taxable income places employee in lower tax bracket.
**The ITRA reimbursement is taxable income for the year in which paid at
the appropriate Federal, State and local income tax rates.
Sec. 301-11.636 Is the ITRA reimbursement considered to be income to the employee?
Yes. The ITRA reimbursement is considered taxable income in the year
paid and is subject to tax withholding as any other income.
Sec. 301-11.637 Are income taxes to be withheld from the ITRA?
Yes, as determined by your internal tax withholding procedures
established for your agency pursuant to IRS procedures.
Sec. 301-11.638 May we offer a lump sum payment to cover the income tax liability on the covered ITRA?
Yes, if the employee mutually agrees in writing to the lump sum
payment and understands that he/she is responsible for any income taxes
without further reimbursement. See the illustration in Sec. 301-11.627.
Sec. 301-11.639 If the employee does not elect a lump sum payment, how is the tax on the ITRA reimbursement calculated?
The tax on the tax reimbursement should be calculated using the Year
2 formulas developed for the relocation income tax allowance. (See
Sec. 302-11.8.)
Sec. 301-11.640 How do we handle any excess payment?
You must collect any excess payments, which includes issuing
corrected W-2's or 1099's.
PART 301-12--MISCELLANEOUS EXPENSES--Table of Contents
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.
Source: 63 FR 15965, Apr. 1, 1998, unless otherwise noted.
Sec. 301-12.1 What miscellaneous expenses are reimbursable?
When the following items have been authorized or approved by your
agency, they will be reimbursed as a miscellaneous expense. Taxes for
reimbursable lodging are deemed approved when lodging is authorized.
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- checks. conversion of
12.2.. foreign currency.
Services of guides, Fees for money Passport and/or visa
interpreters, and 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
contractor-issued
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..
Lodging taxes as prescribed
in Sec. 301-11.27..
[[Page 48]]
Laundry, cleaning and
pressing of clothing
expenses as prescribed in
Sec. 301-11.31..
------------------------------------------------------------------------
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.
[FTR Amdt. 75, 63 FR 66675, Dec. 2, 1998]
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;
(c) Necessary charges for storage of baggage when such charges are
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--Table of Contents
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.
Source: 63 FR 15966, Apr. 1, 1998, unless otherwise noted.
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;
(c) Specialized services provided by a common carrier to 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--Table of Contents
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.
Source: 63 FR 15966, Apr. 1, 1998, unless otherwise noted.