[Title 41 CFR ]
[Code of Federal Regulations (annual edition) - July 1, 1997 Edition]
[From the U.S. Government Publishing Office]
[[Page i]]
41
Public Contracts and Property Management
CHAPTER 201 TO END
Revised as of July 1, 1997
CONTAINING
A CODIFICATION OF DOCUMENTS
OF GENERAL APPLICABILITY
AND FUTURE EFFECT
AS OF JULY 1, 1997
With Ancillaries
Published by
the Office of the Federal Register
National Archives and Records
Administration
as a Special Edition of
the Federal Register
[[Page ii]]
U.S. GOVERNMENT PRINTING OFFICE
WASHINGTON : 1997
For sale by U.S. Government Printing Office
Superintendent of Documents, Mail Stop: SSOP, Washington, DC 20402-9328
[[Page iii]]
Table of Contents
Page
Explanation................................................. v
Title 41:
Subtitle E--Federal Information Resources Management
Regulations System
Chapter 201--[Reserved] 5
Subtitle F--Federal Travel Regulation System
Chapter 301--Travel Allowances 9
Chapter 302--Relocation Allowances 111
Chapter 303--Payment of Expenses Connected With The
Death Of Certain Employees 231
Chapter 304--Payment From A Non-Federal Source For
Travel Expenses 237
Finding Aids:
Table of CFR Titles and Chapters.......................... 247
Alphabetical List of Agencies Appearing in the CFR........ 263
List of CFR Sections Affected............................. 273
[[Page iv]]
----------------------------------------------------------
Cite this Code: CFR
To cite the regulations in this volume use title, part
and section number. Thus, 41 CFR 301-1.1 refers to
title 41, part 301-1, section 1.
----------------------------------------------------------
[[Page v]]
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, 1997), 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.
[[Page vi]]
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), and Acts Requiring Publication
in the Federal Register (Table II). 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.
SALES
The Government Printing Office (GPO) processes all sales and
distribution of the CFR. For payment by credit card, call 202-512-1800,
M-F 8 a.m. to 4 p.m. e.s.t. or fax your order to 202-512-2233, 24 hours
a day. For payment by check, write to the Superintendent of Documents,
Attn: New Orders, P.O. Box 371954, Pittsburgh, PA 15250-7954. For GPO
Customer Service call 202-512-1803.
Raymond A. Mosley,
Director,
Office of the Federal Register.
July 1, 1997.
[[Page vii]]
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 2).
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 301--304 of
subtitle F are 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, 1997.
Redesignation tables appear in the finding aids section of the
volumes containing chapter 101 and chapters 102 to 200.
For this volume, Brian Swidal was Chief Editor. The Code of Federal
Regulations publication program is under the direction of Frances D.
McDonald, assisted by Alomha S. Morris.
[[Page viii]]
[[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 301--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
[[Page 3]]
Subtitle E--Federal Information Resources Management Regulations System
[[Page 5]]
CHAPTER 201--[RESERVED]
[[Page 7]]
Subtitle F--Federal Travel Regulation System
[[Page 9]]
CHAPTER 301--TRAVEL ALLOWANCES
--------------------------------------------------------------------
Part Page
301-1 Applicability and general rules............. 10
301-2 Transportation allowable.................... 18
301-3 Use of commercial transportation............ 22
301-4 Reimbursement for use of privately owned
conveyances............................. 35
301-5 Baggage..................................... 39
301-6 Communications services..................... 40
301-7 Per diem allowances......................... 41
301-8 Reimbursement of actual subsistence expenses 53
301-9 Miscellaneous expenses...................... 57
301-10 Sources of funds............................ 59
301-11 Claims for reimbursement.................... 64
301-12 Emergency travel of employee due to illness
or injury or a personal emergency
situation, within or outside CONUS...... 68
301-13 [Reserved]
301-14 Payment of subsistence and transportation
expenses for threatened law enforcement/
investigative employees................. 71
301-15 Travel management programs.................. 74
301-16 Conference Planning......................... 86
301-17 Agency travel data requirements............. 89
Appendix A to Chapter 301--Prescribed
Maximum Per Diem Rates for CONUS........ 89
Appendix B to Chapter 301--Allocation of
M&IE Rates to Be Used in Making
Deductions From the M&IE Allowance...... 108
[[Page 10]]
PART 301-1--APPLICABILITY AND GENERAL RULES--Table of Contents
Subpart A--Authority, Applicability, and General Rules
Sec.
301-1.1 Authority.
301-1.2 Applicability.
301-1.3 General rules.
Subpart B--Official Government Business Travel
301-1.100 Applicability.
301-1.101 Authorization of travel.
301-1.102 Guidelines for issuing travel authorizations.
301-1.103 Instructions/guidelines for travelers.
Subpart C--Pre-Employment Interview Travel
301-1.200 Applicability.
301-1.201 Authorization of travel.
301-1.202 Responsibilities for pre-employment interview travel.
301-1.203 Allowable reimbursements.
301-1.204 Sources of funds.
301-1.205 Claims for reimbursement.
Authority: 5 U.S.C. 5707; 31 U.S.C. 1353; and 40 U.S.C. 486(c).
Subpart A--Authority, Applicability, and General Rules
Sec. 301-1.1 Authority.
This chapter is issued under the authority of 5 U.S.C. 5701-5709, 31
U.S.C. 1353, and 40 U.S.C. 486(c).
[FTR Amdt. 17, 56 FR 23654, May 23, 1991, as amended by FTR Amdt. 26, 57
FR 28633, June 26, 1992]
Sec. 301-1.2 Applicability.
(a) This chapter applies to official travel of civilian employees of
Government agencies, including civilian employees of the Department of
Defense, as authorized under 5 U.S.C. 5701-5709, but excluding employees
of the judicial branch of the Government.
(b) This chapter also applies to official travel of individuals
employed intermittently in the Government service as consultants or
experts and paid on a daily when-actually-employed (WAE) basis and of
individuals serving without pay or at $1 a year. These individuals are
not considered to have a ``permanent duty station'' within the general
meaning of that term; however, they may be allowed travel or
transportation expenses under this chapter while traveling on official
business for the Government away from their homes or regular places of
business and while at places of Government employment or service.
Maximum rates prescribed in this chapter are applicable except as
provided in paragraph (c) of this section or unless a higher rate is
specifically authorized in an appropriation or other statute.
(c) To the extent the Government has received payment, as defined in
Sec. 304-1.2(c) of this subtitle, and except as provided in Sec. 304-1.7
of this subtitle, acceptance of such payment for, and reimbursement by
an agency to, an employee (and/or the accompanying spouse of such
employee when applicable) under part 304-1 of this subtitle are not
subject to the maximum rates or transportation class of service
limitations prescribed in this chapter for reimbursable travel expenses.
(d) This chapter also applies to travel by individuals being
considered for employment to and from pre-employment interviews
determined necessary by an agency.
[54 FR 20267, May 10, 1989, as amended at 56 FR 9878, Mar. 8, 1991; 56
FR 11304, Mar. 15, 1991. Redesignated and amended by FTR Amdt. 17, 56 FR
23654, May 23, 1991; FTR Amdt. 26, 57 FR 28633, June 26, 1992; 57 FR
53289, Nov. 9, 1992]
Sec. 301-1.3 General rules.
(a) Employee's obligation--(1) Prudent person rule. An employee
traveling on official business is expected to exercise the same care in
incurring expenses that a prudent person would exercise if traveling on
personal business. Excess costs, circuitous routes, delays, or luxury
accommodations and services unnecessary or unjustified in the
performance of official business are not acceptable under this standard.
Employees will be responsible for excess costs and any additional
expenses incurred for personal preference or convenience.
(2) Approved (firesafe) accommodation. It is the policy of the
Government, as reflected in the Hotel and Motel Fire Safety Act of 1990
(Pub. L. 101-391,
[[Page 11]]
Sept. 25, 1990), referred to as ``the Act'' in this paragraph, to save
lives and protect property by promoting fire safety in hotels, motels,
and all places of public accommodation affecting commerce. In
furtherance of the Act's goals, employees are strongly encouraged to
stay in an approved accommodation when commercial lodging is required.
Such action will serve to benefit all travelers by influencing the
management of places of public accommodation affecting commerce to
comply with the Act's fire safety requirements and maintain approved
accommodation status. An approved accommodation provides certain fire
detection and safety devices that reduce the likelihood of injury to,
and protect the lives of, travelers.
(b) Reimbursable expenses. Travel expenses which will be reimbursed
are confined to those expenses essential to the transaction of official
business.
(c) Definitions--(1) Agency. Except as otherwise provided in
Sec. 301-17.2(a) of this chapter, ``agency'' for purposes of this
chapter means an executive agency as defined in 5 U.S.C. 105; a military
department; an office, agency, or other establishment in the legislative
branch; and the government of the District of Columbia; but does not
include a Government-controlled corporation, a Member of Congress, or an
office or committee of either House of Congress or of the two Houses.
(2) Employee. As used in this chapter, ``employee'' means the head
of an agency, an agency official, or any other individual employed by an
agency. This definition also includes an individual employed
intermittently in Government service as an expert or consultant and paid
on a daily when-actually-employed (WAE) basis and an individual serving
without pay or at $1 a year (5 U.S.C. 5701(2)).
(3) Interviewee. As used in this chapter, ``interviewee'' means an
individual who is being considered for employment by an agency.
(4) Official station and post of duty. Designated post of duty and
official station have the same meaning. The limits of the official
station will be the corporate limits of the city or town in which the
officer or employee is stationed. If the employee is not stationed in an
incorporated city or town, the official station is the reservation,
station, or established area, or, in the case of large reservations, the
established subdivision thereof, having definite boundaries within which
the designated post of duty is located.
(5) Government. ``Government'' means the Government of the United
States and the government of the District of Columbia.
(6) Continental United States. 1``Continental United States'' means
the 48 contiguous States and the District of Columbia. The term may be
abbreviated as CONUS.
(7) United States. When used in a geographical sense, ``United
States'' means the 50 States and the District of Columbia except as
provided in Sec. 301-3.6(b)(1)(iii). The terms United States and the 50
States and the District of Columbia may be used interchangeably.
(8) Government-furnished automobile. The term ``Government-furnished
automobile'' includes an automobile which is (i) owned by an agency,
(ii) assigned or dispatched to an agency on a rental basis from a GSA
Interagency Fleet Management Center, or (iii) leased by the Government
for a period of 30 days or longer from a commercial firm.
(9) Government-contract rental automobile. A ``Government-contract
rental automobile'' is an automobile obtained for short-term use from a
commercial firm under the provisions of an appropriate General Services
Administration (GSA) Federal Supply Schedule contract.
(10) Special conveyance. ``Special conveyance'' is any method of
transportation other than common carrier, Government-furnished,
Government-contract rental, or privately owned, which requires specific
authorization or approval for the use thereof. Such transportation
generally includes conveyances obtained through commercial rental means
for less than 30 calendar days.
[54 FR 20267, May 10, 1989, as amended at 56 FR 9878, Mar. 8, 1991.
Redesignated and amended by FTR Amdt. 17, 56 FR 23654, May 23, 1991; FTR
Amdt. 26, 57 FR 28633, June 26, 1992; FTR Amdt. 39, 59 FR 46192, Sept.
7, 1994]
[[Page 12]]
Subpart B--Official Government Business Travel
Sec. 301-1.100 Applicability.
This subpart applies to employees as defined in Sec. 301-1.3(c)(2)
who are traveling on official business.
[FTR Amdt. 17, 56 FR 23654, May 23, 1991]
Sec. 301-1.101 Authorization of travel.
(a) Travel policy. It is the policy of the Government that agencies
shall authorize only that travel which is necessary to accomplish the
purposes of the Government effectively and economically.
(b) Agency responsibilities. (1) Except as otherwise provided by
law, all travel shall be either authorized or approved by the head of
the agency or by an official to whom such authority has been delegated.
Ordinarily, a travel authorization shall be issued before the incurrence
of the expenses. Agencies shall prescribe procedures for travel
situations where it is not practical or possible to issue a written
authorization in advance.
(2) Agency heads shall communicate the Government's travel policy to
all travel-authorizing officials at all levels within their respective
agencies and establish controls to ensure that only travel that is
essential to the purposes of the Government and for accomplishment of
the agency's mission is authorized or approved.
(3) Travel-authorizing officials shall authorize or approve only
that travel necessary to accomplish the agency mission in the most
effective and economical manner. Authorizing officials should be aware
of travel plans, including plans to take annual leave in conjunction
with travel, and shall ensure appropriate consideration of the need for
the travel, the use of travel substitutes (i.e., mail, teleconferencing,
etc.), and the most cost effective routing and means of accomplishing
travel. Each employee's travel shall be authorized separately under
specific guidelines provided in Sec. 301-1.102.
(4) It is the policy of the Government, as reflected in the Hotel
and Motel Fire Safety Act of 1990 (Pub. L. 101-391, Sept. 25, 1990), to
save lives and protect property by promoting fire safety in hotels,
motels, and all places of public accommodation affecting commerce. In
furtherance of these goals, each agency, as defined in Sec. 301-17.2(a)
of this chapter, when authorizing travel shall take appropriate measures
to influence employees who will procure commercial lodging when
performing official travel to stay at a firesafe approved accommodation
as defined in Sec. 301-17.2(c) of this chapter.
[54 FR 20267, May 10, 1989. Redesignated and amended by FTR Amdt. 17, 56
FR 23654, May 23, 1991; FTR Amdt. 39, 59 FR 46193, Sept. 7, 1994; FTR
Amdt. 53; 61 FR 64998, Dec. 10, 1996]
Sec. 301-1.102 Guidelines for issuing travel authorizations.
The travel policies and practices of each agency shall reflect, but
not be limited to, the following guidelines:
(a) Types and use of travel authorizations. General or blanket
travel authorizations for entire agencies or groups of employees shall
not be used. To ensure adequate managerial and supervisory attention to
the need for all travel, employee travel shall be authorized under one
of the following types of travel authorizations:
(1) Unlimited open authorization. This type of authorization allows
an employee to travel for any purpose without further authorization.
Unlimited open authorizations shall be issued only for department or
agency heads, their deputies, or other principal agency officials as the
agency head or deputy may designate, and managers of major subunits
where no supervisor is present.
(2) Limited open authorization. This type of authorization allows an
employee to travel without further authorization under certain specified
conditions; i.e., travel to specific geographical area(s), for specific
purpose(s), subject to trip cost ceilings, or for specific periods of
time. Limited open authorizations may be provided for employees whose
duties require frequent repetitive travel. Such authorizations, however,
should be reviewed and revalidated at least quarterly and should include
realistic limitations on purpose(s), geographic area(s), number of
trip(s), trip duration, and costs.
[[Page 13]]
(3) Trip-by-trip authorization. This type of authorization allows an
individual or group of individuals to take one or more specific trips
and shall include the specific purpose, itinerary, and estimated costs.
Travel not covered in an unlimited or limited open authorization shall
be separately authorized on a trip-by-trip basis.
(b) Levels of approval and requirements for special purpose travel.
Due to the relatively high costs associated with certain kinds of
travel, such travel shall be authorized only on a trip-by-trip basis and
reviewed at a level of authority sufficient to provide policy approval.
The types of travel covered by this requirement are listed in this
paragraph. Authorization of travel for purposes other than those listed
should be delegated to the lowest management level which has
responsibility for both program accomplishment and obligation or
commitment of funds.
(1) Conferences, meetings, and training sessions. Travel to
conferences, meetings, and training sessions shall be authorized on a
trip-by-trip basis. When authorizing travel for conference and meeting
attendance, the approving official shall ensure that the number of
attendees from the agency is necessary and justified in accordance with
the provisions of part 301-16 of this chapter.
(2) Foreign travel. Overseas and foreign travel for all employees
shall be authorized on a trip-by-trip basis at as high an administrative
level of authority as practical to provide policy approval. However,
those employees whose duties require repetitive overseas and foreign
travel or emergency overseas and foreign travel without advance
notification may be issued limited or unlimited open authorizations, as
appropriate, within the criteria of paragraphs (a) (1) and (2) of this
section. In addition, U.S. Government representatives and attendees at
international intergovernmental conferences must be accredited by the
State Department.
(3) Change of official station/relocation. Travel and related
entitlements for a change of official station or relocation determined
to be in the interest of the Government, as provided in chapter 302 of
this title, shall be authorized on a move-by-move basis (trip-by-trip
authorization). This also includes a new appointee covered under
Sec. 302-1.2 of this subtitle when issued an authorization for travel to
the first duty station.
(c) Purpose(s) of travel. Each travel authorization and the
associated travel voucher(s) (see Sec. 301-11.5(g)) shall specify
clearly the purpose(s) of the travel. To establish uniformity in the way
that travel purposes are identified on the travel authorization and
travel voucher, agencies shall adopt travel purpose categories that
conform to the extent possible with the following travel purpose
categories:
(1) Site visit. Travel to a particular site in order to personally
perform operational or managerial activities (e.g., to oversee program
activities, grant operations, or management activities for internal
control purposes; carry out an audit, inspection, or repair activity;
conduct negotiations; provide instructions; or provide technical
assistance).
(2) Information meeting. Travel to attend a meeting to discuss
general agency operations, review status reports, or discuss topics of
general interest. If a site visit was conducted as part of the same
trip, consider the entire trip to be for the purpose of a site visit.
(3) Training attendance. Travel to receive training.
(4) Speech or presentation. Travel to make a speech or a
presentation, deliver a paper, or otherwise take part in a formal
program other than a training course.
(5) Conference attendance. Travel to attend a conference,
convention, seminar, or symposium for purposes of observation or
education only, with no formal role in the proceedings.
(6) Relocation. Travel performed in connection with a transfer from
one official duty station to another (same as a permanent change of
station or PCS move). This includes new appointees when they are first
authorized relocation allowances for reporting to their first duty
station.
(7) Entitlement travel. Travel entitlements for which an employee
(or dependent) may be eligible while serving at a duty station outside
the continental United States; e.g., tour renewal agreement travel (for
the purpose of taking leave between tours of duty)
[[Page 14]]
and educational travel. (This type of travel is normally performed in
connection with a travel entitlement resulting from a change of station
assignment or renewal of a tour of duty at duty stations located outside
the continental United States.)
(8) Special mission travel. Travel to carry out a special agency
mission; e.g., move noncombat military units, provide security to a
person or a shipment (such as a diplomatic pouch), move witnesses from
residence to other locations, and travel by Federal beneficiaries and
other nonemployees.
(9) Emergency travel. Travel to return an employee from a temporary
assignment location at Government expense to his/her designated post of
duty or home, or other alternate location, where he/she would normally
be present to take care of the emergency situation if the Government had
not directed or assigned the employee to another location to perform
official business.
(10) Other travel purposes. All travel performed for purposes which
are not included in one of the other listed categories. Even though
stated as other travel purposes, the travel authorization and voucher
should also detail a specific purpose.
(d) Cost estimates. Travel authorizations shall include estimates of
the cost of the travel. Both unlimited and limited open authorizations
shall also include an estimate of the travel costs to be incurred over
the period covered by the authorization. Agencies shall use these
estimates to obligate the funds necessary to carry out that particular
travel to improve travel budgetary controls. (See part 301-10 for
provisions covering employee source of funds and travel advances.)
[54 FR 20267, May 10, 1989. Redesignated by FTR Amdt. 17, 56 FR 23654,
May 23, 1991, and amended by FTR Amdt. 26, 57 FR 28633, June 26, 1992;
FTR Amdt. 32, 58 FR 58236, Oct. 29, 1993]
Sec. 301-1.103 Instructions/guidelines for travelers.
(a) Traveler's potential liability notice. Travelers are accountable
for all transportation tickets, Government transportation requests
(GTR's), or other transportation procurement documents received by them
in connection with their official travel. Agencies shall provide written
instructions to the traveler at the time an authorization is issued
advising of agency administrative procedures for the control of and
accountability for passenger transportation documents. If trips are
canceled or itineraries changed after tickets (or GTR's) are issued to
the traveler, the traveler is liable for the value of the tickets issued
until all ticket coupons have been used for official travel purposes or
all unused tickets or coupons are properly accounted for on the travel
voucher. (See also Sec. 301-11.5(c)(1).) A statement to this effect
shall be incorporated on the travel authorization, or issued as a
``Notice to Traveler'' and attached to the ticket or GTR when issued to
the traveler. (See Sec. 301-3.5 for further provisions regarding unused
passenger transportation documents.)
(b) Promotional materials received in connection with official
travel from common carriers, rental car companies, or other commercial
source. Employees are obligated to account for any gift, gratuity, or
benefit received from private sources incident to the performance of
official business (Comp. Gen. Decision B-199656, July 15, 1981). All
promotional materials (e.g., bonus flights, reduced-fare coupons, cash,
merchandise, gifts, and credits toward future free or reduced costs of
services or goods) received by employees in connection with official
travel or incident to the purchase of a ticket for official travel, or
other services such as car rentals, are due the Government and may not
be retained by the employee. When an employee receives promotional
material from any commercial source incident to official travel, the
employee shall accept the material on behalf of the Federal Government
and relinquish it to an appropriately designated agency official. The
governing regulations regarding agency disposition of promotional
material received by Federal employees are prescribed by the
Administrator of General Services in 41 CFR 101-25.103. (See paragraph
(f) of this section for redemption of frequent traveler benefits.)
(c) Denied boarding compensation. Travelers shall be instructed to
turn
[[Page 15]]
into the agency any cash or other payments received from carriers for
failure to provide confirmed reserved space as provided in Sec. 301-3.5.
(d) Billing information for ticket exchanges. When a traveler
exchanges a ticket for one of lesser value, the carrier should issue a
receipt or a ticket refund application and is required to make refund
directly to the appropriate agency billing office. To facilitate this
refund procedure, agencies shall provide travelers with a ``bill charges
to'' address by attaching a copy of the GTR or some other document
containing this information to either the ticket or travel authorization
as provided in 41 CFR 101-41.210-1. (See also Sec. 301-3.5(c).)
(e) Use of travel agencies. The services of a travel agent may be
used to obtain passenger transportation services within, from, or
between the United States and its possessions only under the conditions
specified in Sec. 301-3.4(b)(2), or when the travel agent is providing
services to the Government under a contractual arrangement with the
General Services Administration.
(f) Frequent traveler programs. (1) Frequent traveler benefits
earned in connection with official travel, such as mileage credits,
points, etc., may be used only for official travel. Employees may not
retain and use such benefits for personal travel. Since the Comptroller
General has ruled that a frequent traveler benefit is the property of
the Government if any part of it is earned through official travel,
employees should maintain separate frequent traveler accounts for
official and personal travel.
(2) Agencies should encourage employees who travel frequently to
participate in various frequent traveler programs offered by airlines,
hotels, and car rental vendors. Employees may be reimbursed for the cost
to enter certain frequent traveler programs when enering the program is
expected to result in a savings to the Government. Reimbursement for the
cost to enter the program may not exceed the expected amount of the
savings.
(3) To the maximum extent practicable, overall travel costs should
be reduced by using benefits earned through frequent traveler programs
to obtain free airline tickets, rooms, and rental vehicles. (See
Sec. 301-3.3(d)(5)(vii) of this chapter for upgrades to premium-class
other than first-class accommodations.
(4) Use of mandatory or preferred vendors, such as contract air and
rail carriers, lowest cost car rental companies, etc., shall be observed
fully without regard to whether such vendors offer frequent traveler
programs. No deviations from mandatory or preferred use requirements
will be permitted solely for the purpose of accumulating frequent
traveler benefits.
[54 FR 20267, May 10, 1989, as amended by FTR Amdt. 3, 54 FR 47523, Nov.
15, 1989; FTR Amdt. 10, 55 FR 41525, Oct. 12, 1990. Redesignated by FTR
Amdt. 17, 56 FR 23654, May 23, 1991; FTR Amdt. 32, 58 FR 58236, Oct. 29,
1993]
Subpart C--Pre-Employment Interview Travel
Source: FTR Amdt. 17, 56 FR 23654, May 23, 1991, unless otherwise
noted.
Sec. 301-1.200 Applicability.
(a) Individuals covered. This subpart is applicable to interviewees
as defined in Sec. 301-1.3(c)(3).
(b) Policy. Unless otherwise stated, the allowances established in
this subpart for interviewees are analogous to those available to
Federal employees traveling on official Government business. However, an
agency is not required to offer all allowances to each interviewee. (See
Sec. 301-1.203(a)(2).)
Sec. 301-1.201 Authorization of travel.
(a) Authority for payment. Agencies may pay allowable pre-employment
interview travel expenses (as defined in Sec. 301-1.203) for individuals
determined eligible under paragraph (b) of this section.
(b) Eligibility determination. Each agency shall establish criteria
for determining which applicants will qualify for the payment of pre-
employment interview travel expenses. The Office of Personnel Management
has issued guidelines at 5 CFR part 572 for agencies to follow in making
these personnel determinations.
[[Page 16]]
Sec. 301-1.202 Responsibilities for pre-employment interview travel.
(a) Agency responsibilities--(1) General rule. Agencies shall adhere
to the general travel authorization policies and practices contained in
subpart B of this part.
(2) Limitations on type of authorization. Pre-employment interview
travel may be authorized only on a trip-by-trip basis. Limited or
unlimited open authorizations shall not be used for pre-employment
interview travel.
(3) Responsibility of agencies to inform interviewees of Government
travel policies. Agencies shall communicate the Government travel rules
and procedures to interviewees. Agencies should ensure the interviewee
understands how travel reimbursements are calculated. Agencies also
should provide assistance to the interviewee in the preparation of
travel vouchers.
(4) Limitations on the ability of agencies to authorize pre-
employment travel expenses to defray unauthorized relocation expenses.
Agencies shall not authorize pre-employment interview travel expense
reimbursement for the purpose of helping defray relocation expenses that
are not allowable for a new appointee under Sec. 302-1.10. For example,
an agency may not pay pre-employment travel expenses under this subpart
so that an interviewee/new appointee may look for a house at his/her
prospective first duty station.
(5) Fire safety responsibilities. Agencies should encourage an
interviewee for his/her safety to stay in an approved accommodation
while performing interview travel, and shall provide the interviewee
with a list of approved accommodations in the interview area.
(b) Interviewee responsibilities--(1) General rule. The interviewee
is expected to exercise the same care in incurring expenses that a
prudent person would exercise if traveling on personal business.
(2) Use of travel agencies. Tickets should be provided by the
interviewing agency. However, the interviewing agency may authorize the
interviewee to obtain tickets directly from a travel management center
under contract to the Government.
(3) Use of contract carriers. Interviewees of mandatory users of the
Government's city pair contracts with airlines and Amtrak are bound by
rules outlined in Sec. 301-2.2 (c) and (d)(1)(ii)(A).
(4) Interviewee's potential liability notice. The interviewee is
accountable for all transportation tickets and U.S. Government
Transportation Requests (GTR's) issued for use in performing pre-
employment interview travel. Agencies shall provide written instructions
to the interviewee at the time an authorization is issued explaining
agency administrative procedures for controlling and accounting for
passenger transportation documents. If the interview trip is cancelled
or rescheduled after tickets (or GTR's) are issued to the interviewee,
the interviewee is liable for the value of the tickets issued until all
ticket coupons have been used for pre-employment interview travel or all
unused tickets or coupons have been properly accounted for on the travel
voucher. A statement to this effect shall be incorporated on the travel
authorization, or issued as a ``Notice to Traveler'' and attached to the
ticket or GTR when issued to the interviewee. The interviewee and the
interviewing agency shall be bound by the same rules that apply to
employee travelers and agencies in Sec. 301-3.5.
(5) Billing information for ticket exchanges. When an interviewee
exchanges a ticket for one of lesser value, the carrier should issue a
receipt or a ticket refund application and is required to make refund
directly to the appropriate agency billing office. To facilitate this
refund procedure, agencies shall provide interviewees with a ``bill
charges to'' address by attaching a copy of the GTR or some other
document containing this information to either the ticket or travel
authorization as provided in 41 CFR 101-41.210-1.
(6) Fire safety responsibilities. It is the policy of the
Government, as reflected in the Hotel and Motel Fire Safety Act of 1990
(Pub. L. 101-391, Sept. 25, 1990), referred to as ``the Act'' in this
paragraph, to save lives and protect property by promoting fire safety
in hotels, motels, and all places of public accommodation affecting
commerce. In furtherance of the Act's goals, an interviewee traveling to
a pre-employment interview is strongly encouraged to stay at an approved
accommodation
[[Page 17]]
as defined in Sec. 301-17.2(c) of this chapter when commercial lodging
is required. An approved accommodation provides certain fire detection
and safety devices that reduce the likelihood of injury to, and protect
the lives of, travelers.
[FTR Amdt. 17, 56 FR 23654, May 23, 1991, as amended by FTR Amdt. 39, 59
FR 46193, Sept. 7, 1994; FTR Amdt. 53; 61 FR 64998, Dec. 10, 1996]
Sec. 301-1.203 Allowable reimbursements.
(a) Allowable expenses. (1) An agency may pay to or on behalf of an
interviewee the same travel expenses to which a Government employee
traveling on official business would be entitled, with the exception of
those expenses listed in paragraph (b) of this section. Allowable
expenses are subject to the limitations applicable to a Government
employee traveling on official business.
(2) An agency may pay all or a part of pre-employment travel
expenses. However, an agency electing to pay only subsistence or only
common carrier transportation costs must pay the full amount to which a
Government employee would be entitled for those expenses authorized.
Paying less than the full reimbursement for common carrier tickets could
make the interviewee ineligible for Government discounts.
(b) Unallowable expenses. An agency shall not pay expenses for:
(1) Use of communication services as defined in part 301-6 for
purposes other than communication directly related to travel
arrangements for the Government interview.
(2) Hire of a room as defined in Sec. 301-9.1(b).
Sec. 301-1.204 Sources of funds.
(a) Payment of travel expenses--(1) Transportation expenses by
common carrier, other than local transportation. Interviewee
transportation by common carrier, other than local transportation, shall
be paid for through the use of a GTR or a centrally billed account as
provided in Sec. 301-15.45. Common carrier transportation includes air,
bus, and rail.
(2) Other authorized expenses. All other authorized expenses shall
be paid for by the interviewee. The agency shall reimburse the
interviewee for allowable travel expenses upon submission and approval
of a travel voucher.
(b) Unallowable sources--(1) Government issued individual employee
charge cards. Individual employee charge cards (see Sec. 301-15.44) may
not be used for pre-employment interview travel. However, centrally
billed accounts (see Sec. 301-15.45) may be used to pay the
interviewee's allowable transportation expenses.
(2) Travel advances. An interviewee shall not be issued a travel
advance.
(3) Travelers checks. Government contractor issued travelers checks
(see Sec. 301-15.46) may not be used for pre-employment interview
travel.
Sec. 301-1.205 Claims for reimbursement.
(a) Fraudulent claims. A claim against the United States is
forfeited if the claimant attempts to defraud the Government in
connection therewith (28 U.S.C. 2514). In addition, there are two
criminal provisions under which severe penalties may be imposed on a
traveler who knowingly presents a false, fictitious, or fraudulent claim
against the United States (18 U.S.C. 287 and 1001).
(b) Maintenance of receipts and records. All interviewees authorized
to travel should keep a record of expenditures properly chargeable to
the Government. Although receipt requirements vary with the method of
reimbursement, it would be prudent for interviewees to retain all
receipts until reimbursement claims are settled. The agency should alert
the interviewee to such requirements.
(c) Preparation and submission of travel vouchers. (1) Interviewees
are responsible for the preparation and submission of travel vouchers,
although agencies should assist in this process. Travel voucher forms
may be typed or handwritten in ink. Only the original travel voucher
must be signed by the interviewee.
(2) Agencies are to prescribe the administrative procedures,
consistent with those in Sec. 301-11.4, for interviewees to follow in
submitting travel vouchers.
(d) Review of travel vouchers of interviewees. Agencies shall review
the travel vouchers of interviewees in the
[[Page 18]]
same manner as they review the travel vouchers of Government employees
on official business travel as provided in part 301-11.
[FTR Amdt. 17, 56 FR 23654, May 23, 1991, as amended by FTR Amdt. 39, 59
FR 46193, Sept. 7, 1994; FTR Amdt. 53; 61 FR 64998, Dec. 10, 1996]
PART 301-2--TRANSPORTATION ALLOWABLE--Table of Contents
Sec.
301-2.1 Expenses payable as transportation.
301-2.2 Methods of transportation.
301-2.3 Local transportation.
301-2.4 Emergency travel due to illness or injury or a personal
emergency situation.
301-2.5 Routing of travel.
301-2.6 Use of Government-furnished vehicles.
Authority: 5 U.S.C. 5701-5709; E.O. 11609, 36 FR 13747, 3 CFR, 1971-
1975 Comp., p. 586.
Source: 54 FR 20270, May 10, 1989, unless otherwise noted.
Sec. 301-2.1 Expenses payable as transportation.
Transportation expenses which the Government may pay either directly
or through reimbursement include fares, rental fees, mileage payments,
and any expenses incident to transportation such as baggage transfer;
official telegraph, telephone, radio, and cable messages in connection
with items classed as transportation; steamer chairs, steamer cushions,
and steamer rugs at customary rates actually charged; staterooms on
steamers; and other expenses set forth in parts 301-2 through 301-6.
Sec. 301-2.2 Methods of transportation.
(a) Authorized methods. Methods of transportation authorized for
official travel include railroads, airlines, helicopter service, ships,
buses, streetcars, subways, and taxicabs; Government-furnished and
contract rental automobiles and airplanes; and any other necessary means
of conveyance.
(b) Selecting method of transportation to be used. Travel on
official business shall be by the method of transportation which will
result in the greatest advantage to the Government, cost and other
factors considered. In selecting a particular method of transportation
to be used, consideration shall be given to energy conservation and to
the total cost to the Government, including costs of per diem, overtime,
lost worktime, and actual transportation costs. Additional factors to be
considered are the total distance of travel, the number of points
visited, and the number of travelers. As stated in 5 U.S.C. 5733,
``travel of an employee shall be by the most expeditious means of
transportation practicable and shall be commensurate with the nature and
purpose of the duties of the employee requiring such travel.''
(c) Traveler's cost liability when selected method is not used. The
traveler shall use the method of transportation administratively
authorized or approved by the agency as most advantageous to the
Government. (See Sec. 301-2.2(b).) Any additional cost resulting from
use of a method of transportation other than that specifically
authorized, approved, or required by regulation, e.g., contract air
service (see paragraph (d)(1)(ii)(A) of this section), shall be the
traveler's responsibility.
(d) Presumptions as to most advantageous method of transportation--
(1) Common carrier--(i) General. Travel by common carrier (air, rail, or
bus) generally results in the most efficient use of energy resources and
in the least costly and most expeditious performance of travel.
Therefore, this method shall be used whenever it is reasonably
available. Other methods of transportation may be authorized as
advantageous only when the use of common carrier transportation would
seriously interfere with the performance of official business or impose
an undue hardship upon the traveler, or when the total cost by common
carrier would exceed the cost by some other method of transportation.
The determination that another method of transportation would be more
advantageous to the Government than common carrier transportation shall
not be made on the basis of personal preference or minor inconvenience
to the traveler resulting from common carrier scheduling.
(ii) Selecting the most advantageous method of common carrier
transportation--(A) Contract air service. The use
[[Page 19]]
of discount fares offered by contract air carriers between certain
cities (city-pairs) is considered advantageous to the Government and is
mandatory for authorized air travel between those city-pairs. (See
Sec. 301-3.4(b)(1)(ii) and part 301-15, subpart B for policy and
specific guidelines and exceptions.)
(B) Noncontract air service. The use of noncontract air service may
be authorized or approved only when justified under the conditions
provided in part 301-15, subpart B. Advance authorization and the
justification for the use of noncontract air service shall be shown on
the travel order or other form of travel authorization before the actual
travel begins, unless extenuating circumstances or emergency situations
make advance authorization impossible. In those events, the employee
shall obtain written approval from the appropriate agency official at
the earliest possible time after completing the travel. The approval and
justification therefor shall be stated on or attached to the travel
voucher.
(C) Rail or bus service. Rail or bus service may be used when
determined by the agency to be advantageous to the Government, cost,
energy, and other factors considered, and when compatible with the
requirements of the official travel. The use of contract or other
discount fares offered to the Government by rail or bus carriers between
selected cities (city-pairs) is considered advantageous. Whenever these
discount fares are offered and the accompanying service will fulfill
mission requirements, they should be used to the maximum extent
possible. See part 301-15, subpart B for policy and specific guidelines
for use of contract rail service. See also Secs. 301-3.3(b) and 301-
3.4(b) for authorized service and accommodations and reduced fares.
(2) Government-contract rental or Government-furnished automobiles.
When it is determined that an automobile is required for official
travel, a Government-contract or a Government-furnished automobile shall
be used as follows:
(i) A Government-contract rental automobile is the first resource
for short-term rental of an automobile by an employee on temporary duty
(TDY) travel. This applies to employees who travel to their destination
by common carrier, such as airplane, train, or bus, and would
customarily rent a Government-furnished vehicle for local transportation
in the destination area. An employee may also use a Government-furnished
automobile if a Government-contract rental automobile is unavailable or
if use of a Government-furnished automobile is practicable. Government-
furnished automobiles will continue to be available for use in isolated
areas where commercial rental contractors are not available.
(ii) A Government-furnished automobile is the first resource when an
automobile is required for official travel performed locally or within
commuting distance of an employee's designated post of duty. If a
Government-furnished automobile is unavailable, a Government-contract
rental automobile may be used.
(iii) If cost considerations are used in determining whether a
Government-contract rental or a Government-furnished automobile should
be authorized under this policy, the overall cost shall include any
administrative costs as well as any costs associated with picking up and
returning the automobile.
(3) Privately owned conveyance. The use of a privately owned
conveyance shall be authorized only when its use is advantageous to the
Government, except as provided in paragraph (e) of this section. A
determination that the use of a privately owned conveyance would be
advantageous to the Government shall be preceded by a determination that
transportation by common carrier, a Government-contract rental
automobile, or Government-furnished transportation is not available or
would not be advantageous to the Government. To the maximum extent
possible, these determinations and the authorization to use a privately
owned conveyance shall be made before the performance of travel.
(4) Special conveyance. Commercially rented vehicles, other than
those under contract, and other special conveyances shall be used only
when it is determined that use of other methods of transportation
discussed in this paragraph would not be more advantageous to the
Government. In the selection of commercially rented vehicles, first
[[Page 20]]
consideration shall be given to Government-contract rental vehicles
available under an appropriate GSA Federal Supply Schedule contract.
(e) Permissive use of a privately owned conveyance. When an employee
uses a privately owned conveyance as a matter of personal preference and
such use is compatible with the performance of official business,
although not determined to be advantageous to the Government under
paragraph (d)(3) of this section, such use may be authorized or approved
provided that reimbursement is limited in accordance with the provisions
of part 301-4.
(f) Travel by ocean vessel. Except for travel between points served
by ferries, travel by ocean vessel shall not be regarded as advantageous
to the Government in the absence of sufficient justification that the
advantages accruing from the use of ocean transportation offset the
higher costs associated with this method of transportation; i.e., per
diem, transportation, and lost worktime. Authority to authorize or
approve travel by ocean vessel shall be obtained at the highest
administrative level consistent with agency travel management policy.
The requirements of Sec. 301-3.6(a) for use of United States flag ships
shall be observed. (See Sec. 301-3.3(c) for authorized vessel
accommodations.)
[54 FR 20270, May 10, 1989, as amended by FTR Amdt. 9, 55 FR 10769, Mar.
23, 1990; FTR Amdt. 26, 57 FR 28633, June 26, 1992]
Sec. 301-2.3 Local transportation.
(a) To, from, and between places of work. Transportation by bus or
streetcar between places of business at an official station or a
temporary duty station and between places of lodging and place of
business at a temporary duty station is allowed as a transportation
expense. (Concerning transportation by taxicab between such places, see
Sec. 301-3.1.)
(b) To places where meals are obtained. Where the nature and
location of the work at a temporary duty station are such that suitable
meals cannot be obtained there, the expense of daily travel required to
obtain meals at the nearest available place may be approved as necessary
transportation not incidental to subsistence. A statement of the
necessity for such daily travel shall accompany the travel voucher.
(c) To and from carrier terminals. (1) Reimbursement shall be
allowed for the usual taxicab and airport limousine fares, plus tip,
between a common carrier or other terminal and either the employee's
home or place of business at the official duty station or place of
business or lodging at a temporary duty point, or between the airport
and airport limousine terminal. However, available courtesy
transportation service furnished by hotels/motels should be used by
employees to the maximum extent possible as a first source of
transportation between place of lodging at the temporary duty point and
common carrier terminal. Reimbursement shall be allowed for tips when
courtesy transportation service is used.
(2) An agency shall, when appropriate, restrict the use of taxicabs
under paragraph (c)(1) of this section or place a monetary limit on the
amount of taxicab reimbursement when:
(i) Suitable Government or common carrier transportation service,
including airport limousine 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 temporary duty site and the common
carrier terminal.
(d) Between residence and office on day travel is performed.
Reimbursement may be authorized or approved for the usual taxicab fares,
plus tip, from the employee's home to his/her office on the day he/she
departs from the office on an official trip requiring at least one
night's lodging and from the office to his/her home on the day he/she
returns to the office from the trip, in addition to taxi fares for
travel between office and carrier terminal.
(e) Between residence and office in cases of necessity.
Reimbursement for the usual taxicab fares paid by an employee for travel
between office and home may be authorized or approved incident to the
conduct of official business at an employee's designated post of duty
when the employee is dependent on public transportation for such travel
incident to officially ordered work outside of regular working hours
[[Page 21]]
and when the travel is during hours of infrequently scheduled public
transportation or darkness. Agencies are expected to establish stringent
administrative controls at sufficiently high levels which ensure that
reimbursements are authorized only when justifiable and when all
circumstances set forth in this paragraph are met.
[54 FR 20270, May 10, 1989, as amended by FTR Amdt. 26, 57 FR 28633,
June 26, 1992]
Sec. 301-2.4 Emergency travel due to illness or injury or a personal emergency situation.
Provisions governing reimbursement for allowable transportation in
connection with emergency travel due to illness or injury or a personal
emergency situation are set forth in part 301-12.
Sec. 301-2.5 Routing of travel.
(a) Official necessity. All travel shall be by a usually traveled
route. Travel by other routes may be allowed when the official necessity
therefor is satisfactorily established.
(b) Indirect-route or interrupted travel. When a person for his/her
own convenience travels by an indirect route or interrupts travel by
direct route, the extra expense shall be borne by him/her. Reimbursement
for expenses shall be based only on such charges as would have been
incurred by a usually traveled route. An employee may not use contract
airline/rail passenger service provided under contract with the General
Services Administration (see part 301-15, subpart B, of this chapter)
for that portion of travel by an indirect route which is for personal
convenience. Additionally, an employee may not use a U.S. Government
Transportation Request (GTR) (see Sec. 301-10.2 of this chapter) or a
contractor-issued charge card (see part 301-15, subpart C, of this
chapter) for procurement of commercial carrier transportation services
for that portion of travel by an indirect route which is for personal
convenience. An employee may, however, use contract airline/rail
passenger service, as well as a GTR or contractor-issued charge card,
for portions of travel that are authorized to be performed at Government
expense. (See Sec. 301-11.5(a)(3) of this chapter regarding
reimbursement claims for travel that involves an indirect route.)
[54 FR 20270, May 10, 1989, as amended by FTR Amdt. 32, 58 FR 58236,
Oct. 29, 1993]
Sec. 301-2.6 Use of Government-furnished vehicles.
(a) Use limited to official purposes. When a Government-furnished
vehicle is used by an employee for official travel, its use shall be
limited to official purposes (31 U.S.C. 1344 as implemented in 41 CFR
101-38.3) which include transportation between places where the
employee's presence is required incident to official business; between
such places and places of temporary lodging when public transportation
is unavailable or its use is impractical; and between either of the
above places and suitable eating places, 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.
(b) Government driver's identification card. Under instructions
prescribed by the Office of Personnel Management, a Federal employee who
must occasionally use a Government-furnished vehicle for official
business while on temporary duty away from his/her official station need
not possess a Standard Form 46, U.S. Government Motor Vehicle Operator's
Identification Card, if he/she holds a valid State, District of
Columbia, or territorial motor vehicle operator's license and presents
travel orders specifically authorizing the temporary use of a
Government-furnished vehicle.
(c) Vehicle not available. If a Government-furnished vehicle is not
available when required as a first resource, a Government-contract
rental or other commercially rented vehicle may be used provided such
use is consistent with Sec. 301-2.2(c) and the regulations and
authorizations of the employee's agency.
(d) Use of Government aircraft. Agencies may authorize an employee
to travel on a Government aircraft, if use
[[Page 22]]
of the aircraft is justified under provisions of Office of Management
and Budget (OMB) Circular No. A-126.
[54 FR 20270, May 10, 1989, as amended at 57 FR 54305, Nov. 18, 1992]
PART 301-3--USE OF COMMERCIAL TRANSPORTATION--Table of Contents
Sec.
301-3.1 Taxicabs.
301-3.2 Rental automobiles and special conveyances.
301-3.3 Travel policy and class of service authorized.
301-3.4 Special fares.
301-3.5 Unused, downgraded, canceled, or oversold transportation
services.
301-3.6 Use of United States flag carriers.
Authority: 5 U.S.C. 5707.
Sec. 301-3.1 Taxicabs.
(a) Approval requirement. For local travel authorized under
Sec. 301-2.3 (a) and (b), the use of taxicabs may be allowed if
authorized or approved as advantageous to the Government. General
authorization for use of taxicabs for local travel in certain situations
is contained in Sec. 301-2.3 (c), (d), and (e).
(b) Tips. In addition to reimbursement of taxi fare, the employee
will be allowed reimbursement of tips in the amount of 15 cents when the
fare is $1 or less or 15 percent of the reimbursable fare when it
exceeds $1. If the 15 percent is not a multiple of 5, the reimbursable
tip may be increased to the next multiple of 5.
[54 FR 20272, May 10, 1989]
Sec. 301-3.2 Rental automobiles and special conveyances.
(a) Approval requirement. The hire of boat, automobile, taxicab
(other than for use under Sec. 301-2.3 (c), (d), or (e)), aircraft,
livery, or other conveyance will be allowed if authorized or approved as
advantageous to the Government whenever the employee is engaged in
official business within or outside his/her designated post of duty.
(b) Incidental charges. If the hire of a special conveyance does not
include costs of the incidental expenses of gasoline or oil, feeding and
stabling horses, rent of garage, hangar, or boathouse, subsistence of
operator, ferriage, tolls, etc., the same should be first paid, if
practicable, by the person furnishing the accommodation or by the
operator, and should be itemized in the bill. (See Secs. 301-11.3(c)(5)
and 301-11.5(c)(2).)
(c) Damage waiver or insurance costs. Commercial vehicle rental
contracts customarily include full insurance coverage for property
damage or injury or death to third parties resulting from the renter's
use of the vehicle. Damage to the rented vehicle (collision damage),
however, is often covered only above a deductible amount specified in
the rental contract, the renter being responsible for the cost of damage
below that amount. In such instances, additional insurance (collision
damage waiver or collision damage insurance) to relieve the renter from
liability for damage to the vehicle up to a deductible amount is
available in the rental contract for an extra fee.
(1) Agencies may not pay or reimburse the employee for the cost of
collision damage waiver or collision damage insurance when official
travel in the rental vehicle is performed wholly within the continental
United States, Alaska, Hawaii, the Commonwealth of Puerto Rico or the
Commonwealth of the Northern Mariana Islands, or a United States
territory or possession. However, agencies are authorized to pay for
damage to the rented vehicle up to the deductible amount contained in
the rental contract if the damage occurs while the vehicle is being used
for official business.
(2) Agencies may pay or reimburse the employee for the cost of
collision damage waiver or collision damage insurance when the vehicle
is rented or leased for official travel in foreign areas (areas other
than those listed in paragraph (c)(1) of this section) and rental or
leasing agency requirements, foreign statute, or legal procedures which
could cause extreme difficulty to Government employees involved in an
accident make such insurance necessary.
(3) The cost of personal accident insurance is a personal expense
and is not reimbursable.
(d) Hire from another employee or member of an employee's family.
Charges for the hire of a conveyance of another
[[Page 23]]
Government employee, a member of the traveler's family, or a member of
the family of another Government employee shall not be allowed in the
absence of a satisfactory showing that the conveyance was not procured
because of such personal or official relationship and that the member of
the family so furnishing was not dependent upon the traveler for
support. The material facts shall be reported in the account. (See
Secs. 301-4.5 and 301-11.5(d).)
(e) Persons traveling together. When two or more persons travel
together by means of a rented vehicle or special conveyance, that fact,
together with the name of each traveler and the name of his/her
employing agency, must be stated by each traveler on his/her travel
voucher.
[54 FR 20272, May 10, 1989, as amended by FTR Amdt. 10, 55 FR 41525,
Oct. 12, 1990]
Sec. 301-3.3 Travel policy and class of service authorized.
(a) General policy. It is the general policy of the Government that
less-than-premium-class accommodations shall be used for all modes of
passenger transportation. The rules in paragraphs (b) through (d) of
this section govern the use of common carrier accommodations and apply
to both domestic and international travel of civilian employees while on
official Government business. Agencies shall report the use of first-
class accommodations to the General Services Administration in
accordance with paragraph (e) of this section.
(b) Train accommodations--(1) Policy. It is the policy of the
Government that employees who travel by train shall use coach-class
accommodations. When adequate reserved coach accommodations are
available, officials authorizing travel shall require that those
accommodations be used to the maximum extent possible. For overnight
train travel, employees shall use slumber coach sleeping accommodations
except as provided in paragraph (b)(2) of this section. First-class
train accommodations may be used only as permitted in paragraph (b)(3)
of this section.
(2) Definitions. The following definitions apply throughout
paragraph (b) of this section:
(i) Coach-class train accommodations. The term ``coach-class train
accommodations'' means the basic class of train accommodations offered
by rail carriers to passengers which includes a level of service that is
available to all passengers regardless of the fare paid. The term
``coach-class train accommodations'' includes reserved coach
accommodations, as well as slumber coach accommodations, when overnight
travel is involved.
(ii) Slumber coach accommodations. The term ``slumber coach
accommodations'' 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.
(iii) First-class train accommodations. The term ``first-class train
accommodations'' includes bedrooms, roomettes, club service, parlor car
accommodations, or other premium accommodations. (See paragraph (b)(5)
of this section for the rules governing extra-fare trains.) First-class
train accommodations may be authorized in accordance with paragraph
(b)(3) of this section only when justified by circumstances listed in
paragraph (b)(4) of this section.
(iv) Extra-fare train. The term ``extra-fare train'' means a train
that operates at an increased fare due to the extra performance of the
train (i.e., faster speed or fewer stops). The term ``extra-fare train''
does not mean first-class train accommodations, even though an extra-
fare train may offer first-class accommodations. (See paragraph (b)(5)
of this section for rules governing the use of extra-fare train
service.)
(3) Authorization or approval of the use of first-class train
accommodations--(i) Authorization or approval. Heads of agencies may
authorize or approve the use of first-class train accommodations under
criteria specified in paragraph (b)(4) of this section. For ease of
administration, heads of agencies may delegate, with provisions for
limited redelegation, authority to authorize or approve first-class
train accommodations under paragraph (b) of this section, provided that
appropriate guidelines in the form of regulations or
[[Page 24]]
other written instructions are furnished to the designee. The delegation
or redelegation of authority to authorize or approve first-class train
accommodations shall be held to as high an administrative level as
practical to ensure adequate consideration and review of circumstances
requiring the need for first-class train accommodations.
(ii) Requirements. Authorization for the use of first-class train
accommodations shall be made in advance of the actual travel unless
extenuating circumstances or emergency situations make advance
authorization impossible. If advance authorization cannot be obtained,
the employee shall obtain written approval from the agency head, or his/
her designee, at the earliest possible time.
(4) Use of first-class train accommodations. Circumstances
justifying the use of first-class train accommodations are limited to
those listed in paragraphs (b)(4) (i) through (iii) of this section.
(i) No reasonably available coach-class train accommodations. When
travel by train has been authorized as advantageous to the Government,
the use of first-class train accommodations may be authorized or
approved only when no coach-class train accommodations are reasonably
available. For purposes of this paragraph (b)(4)(i) of this section,
``reasonably available'' means coach-class train accommodations that are
available and that are 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. In the case of a direct
route that requires overnight travel, ``reasonably available'' shall be
based on the availability of slumber coach sleeping accommodations.
``Reasonably available'' does not include any accommodation with a
scheduled arrival time that is later than the employee's required
reporting time at the duty site, or with a scheduled departure time that
is earlier than the time the employee is scheduled to complete duty.
(ii) Travel by an employee with a disability. The use of first-class
train accommodations may be authorized or approved when necessary to
accommodate an employee's disability or other physical impairment, and
the employee's condition is substantiated in writing by competent
medical authority. The use of first-class train accommodations also may
be authorized for an attendant, who is authorized under Sec. 301-
9.2(c)(1) of this chapter to accompany the employee, when the employee
is authorized use of first-class accommodations and requires the
attendant's services en route.
(iii) Security reasons. The use of first-class train accommodations
may be authorized or approved when exceptional security circumstances
require such travel. Exceptional security circumstances include, but are
not limited to:
(A) Travel by an employee whose use of coach-class train
accommodations would endanger the employee's life or Government
property;
(B) Travel by agents who are in charge of protective details and who
are accompanying individuals authorized to use first-class train
accommodations; and
(C) Travel by couriers and control officers who are accompanying
controlled pouches or packages.
(iv) Inadequate foreign coach-class train accommodations. The use of
first-class train accommodations may be authorized or approved when
coach-class train accommodations on a foreign rail carrier do not
provide adequate sanitation or health standards.
(5) Extra-fare train service. Coach-class travel by extra-fare
trains may be authorized or approved whenever such use is
administratively determined to be more advantageous to the Government or
is required for security reasons. The use of National Railroad Passenger
Corporation (AMTRAK) Metroliner coach accommodations is considered to be
advantageous to the Government. Metroliner Club Service is deemed first-
class accommodations. First-class accommodations on extra-fare trains
may be authorized only as provided in paragraph (b)(3) of this section.
(c) Steamer accommodations--(1) Policy. It is the policy of the
Government that employees who travel by steamer shall use the lowest-
class steamer accommodations. Authority to authorize all travel by ocean
vessel shall remain at as high a level as practical in accordance with
Sec. 301-2.2(f) of this chapter.
[[Page 25]]
First-class steamer accommodations may be used only as permitted in
paragraph (c)(3) of this section.
(2) Definitions. The following definitions apply throughout
paragraph (c) of this section:
(i) Steamer. The term ``steamer'' includes any ocean vessel that
provides accommodations for passenger travel. The term ``steamer'' does
not include local commuter launches.
(ii) Lowest-class steamer accommodations. The term ``lowest-class
steamer accommodations'' means the least expensive class of reserved
accommodations available on a steamer.
(iii) First-class steamer accommodations. The term ``first-class
steamer accommodations'' includes all accommodations classes above the
lowest class, including but not limited to suites.
(3) Authorization or approval of the use of first-class steamer
accommodations--(i) Authorization or approval. Heads of agencies may
authorize or approve the use of first-class steamer accommodations under
criteria specified in paragraph (c)(4) of this section. For ease of
administration, heads of agencies may delegate, with provisions for
limited redelegation, authority to authorize or approve first-class
steamer accommodations under paragraph (c) of this section, provided
that appropriate guidelines in the form of regulations or other written
instructions are furnished to the designee. The delegation or
redelegation of authority to authorize or approve first-class steamer
accommodations shall be held to as high an administrative level as
practical to ensure adequate consideration and review of the
circumstances requiring the need for first-class steamer accommodations.
(ii) Requirements. Authorization for the use of first-class steamer
accommodations shall be made in advance of the actual travel unless
extenuating circumstances or emergency situations make advance
authorization impossible. If advance authorization cannot be obtained,
the employee shall obtain written approval from the agency head, or his/
her designee, at the earliest possible time.
(4) Use of first-class steamer accommodations. Circumstances
justifying the use of first-class steamer accommodations are limited to
those specified in paragraphs (c)(4) (i) through (iii) of this section.
(i) No other accommodations. The use of first-class steamer
accommodations may be authorized or approved only when lowest-class
steamer accommodations are not available on the vessel.
(ii) Travel by an employee with a disability. The use of first-class
steamer accommodations may be authorized or approved when necessary to
accommodate an employee's disability or other physical impairment, and
the employee's condition is substantiated in writing by competent
medical authority. The use of first-class steamer accommodations also
may be authorized for an attendant, who is authorized under Sec. 301-
9.2(c)(1) of this chapter to accompany the employee, when the employee
is authorized use of first-class accommodations and requires the
attendant's services en route.
(iii) Security reasons. The use of first-class steamer
accommodations may be authorized or approved when exceptional security
circumstances require such travel. Exceptional security circumstances
include, but are not limited to:
(A) Travel by an employee whose use of lowest-class accommodations
would endanger the employee's life or Government property;
(B) Travel by agents who are in charge of protective details and who
are accompanying individuals authorized to use first-class
accommodations; and
(C) Travel by couriers and control officers who are accompanying
controlled pouches or packages.
(d) Airline accommodations--(1) Policy. It is the policy of the
Government that employees who use commercial air carriers for domestic
and international travel on official business shall use coach-class
airline accommodations. First-class airline accommodations may be used
only as permitted in paragraph (d)(4) of this section. Premium-class
other than first-class airline accommodations may be used only as
permitted in paragraph (d)(5) of this section.
[[Page 26]]
(2) Definitions. The following definitions apply throughout
paragraph (d) of this section.
(i) Coach-class airline accommodations. The term ``coach-class
airline accommodations'' means the basic class of accommodations offered
by an air carrier to passengers which includes a level of service that
is available to all passengers regardless of the fare paid. The term
``coach-class airline accommodations'' applies when an airline offers
only one class of accommodations; the term also includes tourist-class
accommodations and economy-class accommodations.
(ii) Premium-class airline accommodations. The term ``premium-class
airline accommodations'' means any class of accommodations above coach-
class airline accommodations, e.g., first-class or business-class.
(iii) First-class airline accommodations. The term ``first-class
airline accommodations'' means the highest class of accommodations on a
multiple-class commercial air carrier.
(iv) Premium-class other than first-class airline accommodations.
The term ``premium-class other than first-class airline accommodations''
means any class of accommodations between coach-class and first-class
airline accommodations, e.g., business-class.
(3) Authorization or approval of the use of premium-class airline
accommodations--(i) Authorization or approval. Heads of agencies may
authorize or approve the use of premium-class airline accommodations if
the criteria in paragraph (d)(4) of this section are met for first-class
airline accommodations or the criteria in paragraph (d)(5) of this
section are met for premium-class other than first-class airline
accommodations. For ease of administration, heads of agencies may
delegate, with provisions for limited redelegation, authority to
authorize or approve premium-class airline accommodations under
paragraph (d) of this section, provided that appropriate guidelines in
the form of regulations or other written instructions are furnished to
the designee. The delegation or redelegation of authority to authorize
or approve premium-class airline accommodations shall be held to as high
an administrative level as practical to ensure adequate consideration
and review of the circumstances requiring the need for premium-class
airline accommodations.
(ii) Requirements. Authorization for the use of premium-class
airline accommodations shall be made in advance of the actual travel
unless extenuating circumstances or emergency situations make advance
authorization impossible. If advance authorization cannot be obtained,
the employee shall obtain written approval from the agency head, or his/
her designee, at the earliest possible time.
(4) Use of first-class airline accommodations. Circumstances
justifying the use of first-class airline accommodations are limited to
those listed in paragraphs (d)(4) (i) through (iii) of this section.
(i) No other reasonably available accommodations. The use of first-
class airline accommodations may be authorized or approved when neither
coach-class airline accommodations nor premium-class other than first-
class airline accommodations are reasonably available. For purposes of
this paragraph (d)(4)(i), ``reasonably available'' means a class of
accommodations, other than first-class airline accommodations, that is
available on an airline and that is 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. ``Reasonably
available'' does not include any accommodations with a scheduled arrival
time that is later than the employee's required reporting time at the
duty site, or with a scheduled departure time that is earlier than the
time the employee is scheduled to complete duty.
(ii) Travel by an employee with a disability. The use of first-class
airline accommodations may be authorized or approved when it is
necessary to accommodate an employee's disability or other physical
impairment, and the employee's condition is substantiated in writing by
competent medical authority. The use of first-class airline
accommodations also may be authorized for an attendant, who is
authorized under Sec. 301-9.2(c)(1) of this chapter to accompany the
employee, when the employee is authorized use of first-
[[Page 27]]
class accommodations and requires the attendant's services en route.
(iii) Security reasons. The use of first-class airline
accommodations may be authorized or approved when exceptional security
circumstances require such travel. Exceptional security circumstances
include, but are not limited to:
(A) Travel by an employee whose use of a class of accommodations
other than first-class would endanger the employee's life or Government
property;
(B) Travel by agents who are in charge of protective details and who
are accompanying individuals authorized to use first-class
accommodations; and
(C) Travel by couriers and control officers who are accompanying
controlled pouches or packages.
(5) Use of premium-class other than first-class accommodations.
Circumstances justifying the use of premium-class other than first-class
airline accommodations are limited to those listed in paragraphs (d)(5)
(i) through (ix) of this section.
(i) Coach-class accommodations not available. The use of premium-
class other than first-class airline accommodations may be authorized or
approved when regularly scheduled flights between the authorized origin
and destination points (including connection points) provide only
premium-class accommodations, and the employee certifies this
circumstance on the travel voucher.
(ii) No space available in coach-class accommodations. The use of
premium-class other than first-class airline accommodations may be
authorized or approved when space is not available in coach-class
airline accommodations on any scheduled flight in time to accomplish the
purpose of the official travel, which is so urgent that it cannot be
postponed.
(iii) Travel by an employee with a disability. The use of premium-
class other than first-class airline accommodations may be authorized or
approved when necessary to accommodate an employee's disability or other
physical impairment, and the employee's condition is substantiated in
writing by competent medical authority. The use of premium-class other
than first-class airline accommodations also may be authorized for an
attendant, who is authorized under Sec. 301-9.2(c)(1) of this chapter to
accompany the employee, when the employee is authorized use of premium-
class other than first-class airline accommodations and requires the
attendant's services en route.
(iv) Security purposes or exceptional circumstances. The use of
premium-class other than first-class airline accommodations may be
authorized or approved when such accommodations are required for
security purposes or because exceptional circumstances, as determined by
the agency head (or his/her designee), make their use essential to the
successful performance of the agency's mission.
(v) Inadequate foreign carrier coach-class accommodations. The use
of premium-class other than first-class airline accommodations may be
authorized or approved when coach-class airline accommodations on
foreign carriers do not provide adequate sanitation or health standards,
and the use of foreign flag air carrier service is approved in
accordance with the Fly America Act (see Sec. 301-3.6 of this part for
rules governing the use of U.S. flag carriers).
(vi) Overall cost savings. The use of premium-class other than
first-class airline accommodations may be authorized or approved when
such accommodations would result in an overall savings to the Government
based on economic considerations, such as the avoidance of additional
subsistence costs, overtime, or lost productive time that would be
incurred while awaiting availability of coach-class accommodations.
(vii) Use of frequent traveler benefits. The use of premium-class
other than first-class airline accommodations may be authorized or
approved when obtained as an accommodations upgrade through the
redemption of frequent traveler benefits.
(viii) Acceptance of payment from a non-Federal source. The use of
premium-class other than first-class airline accommodations may be
authorized or approved when the employee's transportation is paid in
full through agency acceptance of payment from a non-Federal source in
accordance with
[[Page 28]]
part 304-1 of chapter 304 of this subtitle.
(ix) Travel in excess of 14 hours. The use of premium-class other
than first-class airline accommodations may be authorized or approved
when travel is direct between authorized origin and destination points
which are separated by several time zones, and either the origin or
destination point is outside the continental United States (CONUS), and
the scheduled flight time (including stopovers) is in excess of 14
hours. When this authority is exercised, an employee shall not be
eligible for a rest stop en route or a rest period upon arrival at the
duty site under Sec. 301-7.11 of this chapter.
(e) Agency reporting requirements for first-class travel. Each
agency shall submit to the General Services Administration (GSA), no
later than 60 days after the end of each fiscal year, a report of all
first-class travel authorized by the agency during the fiscal year. This
report has been assigned Interagency Report Control No. 0411-GSA-AN. The
rules in paragraph (e) (1) through (4) of this section govern data
collection, submission requirements, reporting procedures, and
exceptions.
(1) Data collection. Each agency shall collect the following data
for each instance an employee uses first-class accommodations that are
authorized under paragraph (b), (c), or (d) of this section:
(i) Mode of travel (i.e., airline, steamer, or train);
(ii) Name of traveler;
(iii) Origin and destination points;
(iv) Beginning date of travel;
(v) Purpose of travel (i.e., site visit, information meeting,
training attendance, speech or presentation, conference attendance,
relocation, entitlement travel, special mission travel, emergency
travel, or other travel purposes);
(vi) Circumstances justifying use of first-class accommodations
(i.e., no other reasonably available accommodations, travel by an
employee with a disability, security reasons, or inadequate foreign
coach-class train accommodations);
(vii) Actual first-class accommodations fare; and
(viii) Coach-class accommodations fare (or in the case of steamers,
lowest-class steamer accommodations fare) for the actual route used.
(2) Submission requirements. Each agency shall submit to GSA a cover
letter with the agency name, the name of a person to contact for further
information, and a phone number where the contact person may be reached.
The cover letter also shall state the total number of records reported,
the total actual cost of first-class accommodations reported, and the
total cost of alternative coach-class accommodations based on the actual
route used. Agencies must submit an IBM MS-DOS compatible floppy disk
(either 3\1/2\'' or 5\1/4\'') with an ASCII file containing the first-
class accommodations use records in the following data format:
(i) The first field in each record will be the ``mode of travel''
field containing one (1) numeric character corresponding to the mode of
travel. Use the following codes in the mode of travel field:
------------------------------------------------------------------------
Mode of travel Code
------------------------------------------------------------------------
Airplane.......................................................... 0
Ship.............................................................. 1
Train............................................................. 2
------------------------------------------------------------------------
(ii) The second field in each record will be the ``name of
traveler'' field with forty-five (45) available alphanumeric character
spaces containing the name of the traveler for whom first-class
accommodations were authorized and used. Enter each record in upper case
letters starting with the last name, followed by the first name, and the
middle initial. Include a comma after the last name, but do not include
the period after the middle initial (e.g., DOE, JOHN A).
(iii) The third field in each record will be the ``origin point''
field with thirty-five (35) available alphanumeric character spaces
containing the origin city and state (or country of origin for travel
outside the United States). Enter the record in upper case letters. Use
standard two (2) letter state abbreviations, but enter the full name of
the country, if other than the United States, to the extent the field
size will
[[Page 29]]
accommodate the full name (e.g., CHICAGO, IL; SAN JUAN, PUERTO RICO; or
PARIS, FRANCE).
(iv) The fourth field in each record will be the ``destination
point'' field with thirty-five (35) available alphanumeric character
spaces containing the destination city and state (or destination country
for travel outside the United States). Enter the record in upper case
letters. Use standard two (2) letter state abbreviations, but enter the
full name of the destination country, if other than the United States,
to the extent the field size will accommodate the full name.
(v) The fifth field in each record will be the ``beginning date of
travel'' field with six (6) numeric characters containing the date of
first-class travel. The first two characters identify the month (enter 0
in the first space for single digit months, e.g., 01 for January); the
second two characters identify the day of the month (enter 0 in the
first space for single digit days); and the final two characters
identify the last two digits of the calendar year (e.g., 060193; 091163;
or 123189).
(vi) The sixth field in each record will be the ``purpose of
travel'' field containing one (1) numeric character corresponding to the
purpose of the travel. Use the following codes in the purpose of travel
field:
------------------------------------------------------------------------
Purpose of travel Code
------------------------------------------------------------------------
Site visit........................................................ 0
Information meeting............................................... 1
Training attendance............................................... 2
Speech or presentation............................................ 3
Conference attendance............................................. 4
Relocation........................................................ 5
Entitlement travel................................................ 6
Special mission travel............................................ 7
Emergency travel.................................................. 8
Other travel purposes............................................. 9
------------------------------------------------------------------------
(vii) The seventh field in each record will be the ``circumstances
justifying use of first-class accommodations'' field containing one (1)
numeric character corresponding to the circumstances that justified the
use of first-class accommodations. Use the following codes in the
circumstances justifying use of first-class accommodations field:
------------------------------------------------------------------------
Circumstances justifying use of first-class accommodations Code
------------------------------------------------------------------------
No other reasonably available accommodations...................... 0
Disability........................................................ 1
Security.......................................................... 2
Inadequate foreign coach-class train accommodations............... 3
------------------------------------------------------------------------
(viii) The eighth field in each record will be the ``actual first-
class accommodations fare'' field with four (4) numeric characters
containing the actual cost of the first-class accommodations fare
expressed in whole dollar amounts (truncate amounts less than a dollar
from the record and enter the amount without commas or dollar signs).
(ix) The ninth field in each record will be the ``coach-class
accommodations fare for the actual route used'' field with four (4)
numeric characters containing a representative coach-class
accommodations fare (or in the case of steamers, the lowest-class
accommodations fare) for the actual route used expressed in whole dollar
amounts (truncate amounts less than a dollar from the record and enter
the amount without commas or dollar signs). The coach-class
accommodations fare is the fare that would have been paid if the
employee had traveled the same route using coach-class accommodations.
(3) Reporting procedures. Agencies shall submit the reports (floppy
disk with cover letter) to the General Services Administration,
Transportation Management Division (FBX), Washington, DC 20406. The
reports must be submitted no later than 60 days after the end of the
fiscal year in which the first-class travel began.
(4) Exceptions. To the extent that information is protected from
disclosure by statute or Executive Order, an agency is not required to
furnish data otherwise required to be reported. Information that may be
disclosed shall be submitted to GSA. When specific information required
in paragraph (e)(1) of this section is protected from public disclosure,
an agency shall submit in its cover letter the aggregate information
listed in paragraphs (e)(4) (i) through (iii) of this section unless the
aggregate information also is protected from public disclosure.
(i) Aggregate number of authorized first-class trips that are
protected from disclosure.
[[Page 30]]
(ii) Aggregate total of actual first-class accommodations fares
paid.
(iii) Aggregate total of coach-class accommodations fares for the
actual route used.
[FTR Amdt. 32, 58 FR 58236, Oct. 29, 1993; 58 FR 60390, Nov. 16, 1993,
as amended by FTR Amdt. 37, 59 FR 27488, May 27, 1994]
Sec. 301-3.4 Special fares.
(a) [Reserved]
(b) Reduced rates--(1) Use of special lower fares. (i) Through-
fares, special fares, commutation fares, excursion fares, and reduced-
rate round-trip fares shall be used for official travel when it can be
determined before the start of a trip that this type of service is
practical and economical to the Government. Round-trip tickets for
special lower fares which are restricted or have specific eligibility
requirements shall be secured only when, on the basis of the journey as
planned, it is known or can be reasonably anticipated that these tickets
will be used. The use of special lower fares under these provisions does
not take precedence over the mandatory use of contract air fares between
selected city-pairs as prescribed in paragraph (b)(1)(ii) of this
section.
(ii) For the use of contract air carriers for official travel
between certain cities/airports, all agencies, except DOD, shall follow
the policies, procedures, and requirements provided in part 301-15,
subpart B. DOD must follow procedures established in the Defense Traffic
Management Regulation, AR 55-355/NAVSUPINST 4600.70/AFR 75-2/MCO
P4600.14B/DLAR 4500.3.
(2) Reduced group or charter fares offered by travel agents. (i)
Reduced fares for group or charter arrangements available only through
travel agents may be used by individuals or a group of employees
provided an administrative determination has been made by the agency on
a case-by-case basis before the travel that use of the reduced group or
charter fares will result in a monetary savings to the Government and
will not interfere with the conduct of official business. In such
instances, if payment for transportation cannot be made to a carrier
with a Government transportation request but must be made to the travel
agent, the traveler shall pay for the transportation from his/her own
funds or from a travel advance (see part 301-10) and shall obtain a
receipt (when required under Sec. 301-11.3(c)) for the cost of the
transportation necessary in the performance of offical business which
shall accompany his/her voucher along with a copy of the required
administrative determination. Reimbursement shall not exceed the cost of
accommodations authorized under Sec. 301-3.3.
(ii) The infrequent traveler, unaware of the general prohibition
against the use of travel agents, who inadvertently purchases
transportation with personal funds from a travel agent without the
required advance administrative approval, may be granted an exception to
the preclusive provisions on a one-time basis and may be paid for the
travel costs incurred not to exceed the cost which would have been
properly chargeable to the Government if the transportation service had
been purchased directly from the carrier. In such cases, the traveler
will be advised that recurrence of such use of travel agents will result
in denial of reimbursement unless it can be demonstrated that the
traveler had no alternative.
(c) Unequal fares available. Except as provided in part 301-15,
subpart B, when common carriers furnish the same method of travel at
different fares between the same points for the same type of
accommodations, the lowest cost service shall be used unless use of a
higher cost service is administratively determined to be more
advantageous to the Government. (See Sec. 301-2.2(c).)
[54 FR 20272, May 10, 1989, as amended by FTR Amdt. 9, 55 FR 10770, Mar.
23, 1990; FTR Amdt. 26, 57 FR 28633, June 26, 1992; FTR Amdt. 50, 61 FR
55577, Oct. 28, 1996]
Sec. 301-3.5 Unused, downgraded, canceled or oversold transportation services.
(a) Unused or downgraded tickets or canceled reservations. Travelers
are required to follow the guidelines in this paragraph on unused
passenger transportation services and accommodations:
[[Page 31]]
(1) When a traveler knows that reservations for transportation and/
or accommodations will not be used, he/she must cancel the reservations,
either personally or through the appropriate office handling agency
travel arrangements, within the time limits specified by the carrier.
Similarly, where the transportation furnished is different, or of a
lesser value than that authorized on the ticket, or where a journey is
terminated short of the destination specified on the transportation
request, the Government is due a refund. The traveler shall report these
facts to the appropriate agency office under procedures prescribed by
the agency concerned. All adjustments in connection with unfurnished or
unused passenger transportation must be promptly reported to prevent
losses to the Government. Failure of travelers to follow these
procedures may subject them to liability for any resulting losses.
(2) As provided in 41 CFR 101-41.209-2, travelers are not authorized
to receive refunds, credits, or any other negotiable documents from
carriers for unfurnished services or unused tickets (or portions
thereof) issued in exchange for a Government transportation request.
Instead, the traveler should request a receipt or ticket refund
application or other written acknowledgement of fare adjustment from the
carrier and furnish the carrier a ``bill charges to'' address. All
unused tickets (including portions thereof), coupons, exchange orders,
refund receipts or applications, notices of fare adjustments, etc., and
the factual information relating to the unused passenger transportation
must be attached to or entered on the travel voucher. In any case where
itineraries are changed or trips are canceled after tickets have been
issued to the traveler, a statement shall be entered on the travel
voucher, and initialed by the traveler, that all tickets have been
either used for official purposes or all unused tickets, or portions
thereof, have been properly accounted for and attached to the voucher.
(See also Secs. 301-1.103(a) and 301-11.5(c)(1).)
(b) Oversold reserved accommodations (denied boarding). Tariff
provisions of certain scheduled air carriers require the payment of
liquidated damages in certain situations if the carrier fails to provide
confirmed reserved space. When payment of liquidated damages results
from travel on official business, these penalty payments are due the
Government and not the traveler. Any traveler who has been denied
confirmed reserved space shall ensure that the carrier shows the
``Treasurer of the United States'' as payee on the compensation check
and shall forward the payment to the appropriate agency official. (See
41 CFR 101-41.209-4.) These payments shall be deposited by the agency in
accordance with Department of Treasury requirements and credited to
miscellaneous receipt account 1699 ``Miscellaneous Dividends and
Earnings Not Otherwise Classified.'' (See also Sec. 301-1.103 and 41 CFR
101-25.103-2.)
(c) Voluntary vacating of reserved airline accommodations. Airlines
are required to ask for volunteers to give up their reserved seats
before the airline denies boarding to any passenger with a reservation.
Airlines are free to determine the amount to be paid to the volunteer.
Employees who voluntarily give up their seats may retain these payments
only under the following conditions. Employees should not voluntarily
give up their seats if it will interfere with the performance of
official duties. If an employee voluntarily gives up his/her reserved
seat and, as a result, incurs additional travel expenses beyond those
which he/she would have normally incurred, these additional expenses
must be offset against the payment received by the employee. If the
employee's travel is delayed during official duty hours, the employee
would be charged annual leave for the additional hours.
(d) Agency responsibilities. Each agency shall prescribe procedures
for use by travelers when submitting documentation and statements
relating to unused or downgraded passenger transportation services.
Included in these procedures will be instructions for submitting
payments received from carriers for denied confirmed reserved space.
Agencies shall also provide the traveler with a ``bill charges to''
address by attaching a copy of the GTR, or some other document
containing this information, to either the travel authorization or the
ticket to facilitate the carrier refund procedures as required by 41
[[Page 32]]
CFR 101-41.210-1. Necessary administrative arrangements shall be
established for an appropriate review of travel vouchers and attached
documentation in order to identify any unused tickets, coupons, etc., or
other evidence of refund due the Government. To prevent losses to the
Government these documents must be promptly identified and processed
under the unused ticket refund procedures prescribed in 41 CFR 101-
41.210. (See paragraph (a) of this section for required traveler's
statement intended to highlight and facilitate control of unused
tickets.)
[54 FR 20272, May 10, 1989, as amended by FTR Amdt. 17, 56 FR 23655, May
23, 1991; FTR Amdt. 26, 57 FR 28633, June 26, 1992]
Sec. 301-3.6 Use of United States flag carriers.
(a) Travel by United States flag ships. Section 901 of the Merchant
Marine Act of 1936 (46 U.S.C. 1241(a)) provides:
Any officer or employee of the United States traveling on official
business overseas or to or from any of the possessions of the United
States shall travel and transport his/her personal effects on ships
registered under the laws of the United States where such ships are
available unless the necessity of the mission requires the use of a ship
under a foreign flag: Provided, That the Comptroller General of the
United States shall not credit any allowance for travel or shipping
expenses incurred on a foreign ship in the absence of satisfactory proof
of the necessity therefor.
(b) Use of United States flag air carriers--(1) Definitions. As used
in this section, the following definitions apply:
(i) The Fly America Act. The ``Fly America Act'' refers to
provisions enacted by section 5 of the International Air Transportation
Fair Competitive Practices Act of 1974 (Pub. L. 93-623, January 3,
1975), 49 U.S.C. App. 1517, as amended by section 21 of the
International Air Transportation Competition Act of 1979 (Pub. L. 96-
192, February 15, 1980), 94 Stat. 43.
(ii) U.S. flag air carrier. The term ``U.S. flag air carrier'' means
an air carrier holding a certificate under section 401 of the Federal
Aviation Act of 1958 (49 U.S.C. App. 1371). Foreign air carriers
operating under permits are excluded.
(iii) United States. For purposes of the Fly America Act, ``United
States'' means the 50 States, the District of Columbia, and the
territories and possessions of the United States (49 U.S.C. App.
1301(41)).
(iv) Gateway airport in the United States. A ``gateway airport in
the United States'' means the last airport in the United States from
which the traveler's flight departs, or the first airport in the United
States at which the traveler's flight arrives.
(v) Gateway airport abroad. A ``gateway airport abroad'' means the
airport abroad from which the traveler last embarks en route to the
United States or at which the traveler first debarks incident to travel
from the United States.
(2) General requirements of the Fly America Act. The Fly America
Act, 49 U.S.C. App. 1517, as implemented by the Comptroller General's
guidelines, Decision B-138942, March 31, 1981, requires Federal
employees and their dependents, consultants, contractors, grantees, and
others performing United States Government financed foreign air travel
to travel by U.S. flag air carriers:
(i) Unless travel by foreign air carrier is a matter of necessity as
defined in paragraph (b)(3) of this section, or
(ii) When U.S. flag air carrier service is available within the
guidelines in paragraphs (b) (4) and (5) of this section.
(3) Necessity for use of foreign air carrier service. Use of foreign
air carrier service may be deemed necessary if a U.S. flag air carrier
otherwise available cannot provide the air transportation needed, or use
of U.S. flag air carrier service will not accomplish the agency's
mission.
(4) Availability of U.S. flag air carrier service--(i) General. U.S.
flag air carrier service is available even though:
(A) Comparable or a different kind of service can be provided at
less cost by a foreign air carrier;
(B) Foreign air carrier service is preferred by or is more
convenient for the agency or the traveler; or
(C) Service by a foreign air carrier can be paid for in excess
foreign currency, unless U.S. flag air carriers decline to accept excess
or near excess
[[Page 33]]
foreign currencies for transportation payable only out of those monies.
(See also paragraph (b)(5)(iv) of this section.)
(ii) Scheduling principles. In determining availability of U.S. flag
air carrier service, the following scheduling principles should be
followed unless their application results in the last or first leg of
travel to and from the United States being performed by foreign air
carrier:
(A) U.S. flag air carrier service available at point of origin
should be used to destination or, in the absence of direct or through
service, to the farthest interchange point on a usually traveled route;
(B) Where an origin or interchange point is not served by U.S. flag
air carrier, foreign air carrier service should be used only to the
nearest interchange point on a usually traveled route to connect with
U.S. flag air carrier service; or
(C) Where a U.S. flag air carrier involuntarily reroutes the
traveler via a foreign carrier, the foreign air carrier may be used
notwithstanding the availability of alternative U.S. flag air carrier
service.
(5) Guidelines for determining unavailability of U.S. flag air
carrier service--(i) Travel to and from the United States. Passenger
service by a U.S. flag air carrier will not be considered available when
the travel is between a gateway airport in the United States and a
gateway airport abroad and the gateway airport abroad is:
(A) The traveler's origin or destination airport, and the use of
U.S. flag air carrier service would extend the time in a travel status,
including delay at origin and accelerated arrival at destination, by at
least 24 hours more than travel by foreign air carrier;
(B) An interchange point, and the use of U.S. flag air carrier
service would require the traveler to wait 6 hours or more to make
connections at that point, or delayed departure from or accelerated
arrival at the gateway airport in the United States would extend the
time in a travel status by at least 6 hours more than travel by foreign
air carrier.
(ii) Travel between two points outside the United States. For travel
between two points outside the United States, U.S. flag air carrier
service will not be considered to be reasonably available:
(A) If travel by foreign air carrier would eliminate two or more
aircraft changes en route;
(B) Where one of the two points abroad is the gateway airport en
route to or from the United States, if the use of a U.S. flag air
carrier would extend the time in a travel status by at least 6 hours
more than travel by foreign air carrier, including accelerated arrival
at the overseas destination or delayed departure from the overseas
origin, as well as delay at the gateway airport or other interchange
point abroad; or
(C) Where the travel is not part of a trip to or from the United
States, if the use of a U.S. flag air carrier would extend the time in a
travel status by at least 6 hours more than traveled by foreign air
carrier including delay at origin, delay en route and accelerated
arrival at destination.
(iii) Short distance travel. For all short distance travel,
regardless of origin and destination, U.S. flag air carrier service will
not be considered available when the elapsed travel time on a scheduled
flight from origin to destination airport by foreign air carrier is 3
hours or less and service by U.S. flag air carrier would involve twice
the travel time.
(iv) Travel financed solely with excess foreign currencies. U.S.
flag air carriers render themselves unavailable by declining to accept
payment in foreign currencies for transportation services required by
certain programs or activities of the Government which, under
legislative authority, are financed solely with excess foreign
currencies which may not be converted to U.S. dollars. In these
instances, and notwithstanding the provisions of paragraph (b)(4)(i)(C)
of this section, foreign flag air carriers that will accept the required
foreign currency may be used to the extent necessary to accomplish the
mission of the particular program or activity. The statement of
justification required under paragraph (c)(3) of this section must
indicate that the transportation service needed can be paid for only in
excess foreign currencies and that otherwise available U.S. flag
[[Page 34]]
air carriers declined to accept payment in the foreign currencies.
(c) Use of foreign flag air carriers--(1) Authorization or approval.
Expenditures for commercial foreign air transportation on foreign air
carrier(s) will be disallowed unless there is attached to the
appropriate voucher a certificate or memorandum adequately explaining
why service by U.S. flag air carrier(s) is not available, or why it was
necessary to use a foreign air carrier. The use of foreign flag air
carriers may be authorized or approved only when U.S. flag air carrier
service is not available as determined under the guidelines in paragraph
(b) of this section, or when foreign air carriers are used under the
reciprocal terms of an appropriate bilateral or multilateral agreement
as described in paragraph (c)(2) of this section, or when use of foreign
carriers is necessary under paragraph (b)(3) of this section.
(2) Air transport agreements. Nothing in the guidelines contained in
paragraph (b) of this section shall preclude and no penalty shall attend
the use of a foreign air carrier which provides transportation under an
air transport agreement between the United States and a foreign
government, the terms of which are consistent with the international
aviation policy goals set forth at 49 U.S.C. App. 1502(b) and provide
reciprocal rights and benefits.
(3) Justification statement. A statement executed by the traveler or
agency justifying the use of a foreign flag air carrier for any part of
foreign travel must be entered on or attached to the travel voucher,
transportation request, or other payment document. Each request for a
change in route or schedule which involves the use of a foreign flag air
carrier must be accompanied by a statement justifying such use. The
following is provided as a guide for preparing the required
justification statement:
I certify that it (is) (was) necessary for
_______________________________________________________________________
(name of traveler or agency)
to use
_______________________________________________________________________
(name of foreign flag vessel(s) or foreign flag air carrier(s))
_______________________________________________________________________
(flight identification number)
or to transport_________________________________________________________
(personal effects) (freight)
between_________________________________________________________________
and_____________________________________________________________________
en route from___________________________________________________________
to______________________________________________________________________
on
_______________________________________________________________________
(date)
for the following reasons:______________________________________________
_______________________________________________________________________
_______________________________________________________________________
(date)
_______________________________________________________________________
(Signature of traveler or authorizing officer)
_______________________________________________________________________
(Title or position)
_______________________________________________________________________
(Organization)
(4) Employee liability for disallowed expenditures. Where the travel
is by indirect route or the traveler otherwise fails to use available
U.S. flag air carrier service, the amount to be disallowed against the
traveler is based on the loss of revenues suffered by U.S. flag air
carriers as determined under the following formula set forth and more
fully explained in 56 Comp. Gen. 209 (1977):
Sum of certificated carrier
segment mileage, authorized
--------------------------------- x Fare payable by
Sum of all segment mileage, Government
authorized
Minus
Sum of certificated carrier
segment mileage, traveled
-------------------------------- x Through fare paid
Sum of all segment mileage,
traveled
[54 FR 20272, May 10, 1989; 54 FR 23563, June 1, 1989, as amended by FTR
Amdt. 10, 55 FR 41526, Oct. 12, 1990; FTR Amdt. 26, 57 FR 28633, June
26, 1992]
[[Page 35]]
PART 301-4--REIMBURSEMENT FOR USE OF PRIVATELY OWNED CONVEYANCES--Table of Contents
Sec.
301-4.1 Basic rules.
301-4.2 When use of a privately owned conveyance is advantageous to the
Government.
301-4.3 Use of a privately owned conveyance instead of common carrier
transportation.
301-4.4 Use of a privately owned conveyance instead of a Government-
furnished automobile.
301-4.5 More than one person in conveyance.
301-4.6 Actual expense basis.
Authority: 5 U.S.C. 5701-5709.
Source: 54 FR 20276, May 10, 1989, unless otherwise noted.
Sec. 301-4.1 Basic rules.
(a) Mileage payments. When employees and others rendering service to
the Government use privately owned motor vehicles or airplanes in the
conduct of official business within or outside their designated posts of
duty or places of service and such use is authorized or approved as
advantageous to the Government or as an authorized or approved exercise
of the employee's preference, payment shall be made on a mileage basis
unless payment on an actual expense basis is specifically authorized by
law.
(b) Distance measurements--(1) Automobile and motorcycle travel.
When transportation is authorized or approved by privately owned
motorcycles or automobiles, distances between points traveled shall be
as shown in standard highway mileage guides or actual miles driven as
determined from odometer readings. (Actual odometer readings need not be
shown on the travel voucher.) Any substantial deviations from distances
shown in the standard highway mileage guides shall be explained. The
mileage rate as authorized or approved may be paid from whatever point
the employee or other person rendering service to the Government begins
his/her journey.
(2) Airplane travel. The air mileage between the origin and
destination airports, as determined from airways charts issued by the
National Oceanic and Atmospheric Administration, Department of Commerce,
shall be reported on the reimbursement voucher and shall be used in
computing payment for the use of a privately owned airplane. If a detour
was necessary because of adverse weather, mechanical difficulty, or
other unusual conditions, the additional air mileage may be included in
the mileage reported on the reimbursement voucher and, if included, it
must be explained. When an official requirement for deviation from
direct route travel is such that airway mileage charts are not adequate
to determine mileage, the formula of flight time multiplied by cruising
speed of the airplane may be the basis for mileage determinations.
(c) Other allowable costs. Reimbursement for parking fees; ferry
fees; bridge, road, and tunnel fees; and airplane parking, landing, and
tiedown fees shall be allowed in addition to the mileage allowance
unless the travel orders or other administrative determinations restrict
such allowance.
Sec. 301-4.2 When use of a privately owned conveyance is advantageous to the Government.
(a) Authorized mileage reimbursement rates. When the use of a
privately owned conveyance is authorized or approved as advantageous to
the Government for the performance of official travel, either within or
outside the United States, as provided in Sec. 301-2.2(d)(3) of this
chapter, reimbursement to the traveler shall be at the mileage rates
prescribed in this paragraph.
(1) For use of a privately owned automobile: 31 cents per mile.
(2) For use of a privately owned airplane: 85 cents per mile
(3) For use of a privately owned motorcycle: 25 cents per mile.
(b) Special rule when permanent duty travel is involved. The
regulations contained in chapter 302 of this title shall apply when
privately owned automobiles are used in connection with employees'
permanent changes of station, when the appointees or student trainees
described therein travel to their first permanent duty stations, or when
employees return from posts of duty outside the continental United
States to places of actual residence for separation.
[[Page 36]]
(c) To and from common carrier terminals and office--(1) Round trip
instead of taxicab to carrier terminals. Instead of using a taxicab
under Sec. 301-2.3(c), payment on a mileage basis at the rate of 31
cents per mile and other allowable costs as set forth in Sec. 301-4.1(c)
shall be allowed for the round-trip mileage of a privately owned
automobile used by an employee going from either the employee's home or
place of business to a terminal or from a terminal to either the
employee's home or place of business. However, the amount of
reimbursement for the round trip shall not in either instance exceed the
taxicab fare, including tip, allowable under Sec. 301-2.3(c) for a one-
way trip between the applicable points.
(2) Round trip instead of taxicab between residence and office on
day of travel. Instead of using a taxicab under Sec. 301-2.3(d) (in
connection with official travel requiring at least one night's lodging),
payment on a mileage basis at the rate of 31 cents per mile and other
allowable costs as set forth in Sec. 301-4.1(c) shall be allowed for
round-trip mileage of a privately owned automobile used by an employee
going from the employee's residence to the employee's place of business
or returning from place of business to residence on a day travel is
performed. However, the amount of reimbursement for the round trip shall
not exceed the taxicab fare, including tip, allowable under Sec. 301-
2.3(d) for a one-way trip between the points involved.
(3) Privately owned conveyance used to transport other employees
between residence, office, and common carrier terminals. Payment under
paragraphs (c)(1) and (2) of this section may be made without the
taxicab fare limitation when the privately owned conveyance used by the
employee for official travel is also used to pick up and transport one
or more additional employees traveling between home, office, and common
carrier terminals incident to a temporary duty assignment. Employee
participation under this provision is voluntary. The names of the
additional employees and their employing offices/agencies should be
stated on the travel voucher in accordance with Sec. 301-4.5.
(4) Parking when automobile is left at terminal. The fee for parking
an automobile at a common carrier terminal or other parking area while
the traveler is away from his/her official station shall be allowed only
to the extent that the fee plus the allowable reimbursement to and from
the terminal or other parking area does not exceed the estimated cost
for use of a taxicab to and from the terminal under the provisions of
Sec. 301-2.3(c).
[54 FR 20276, May 10, 1989, as amended by FTR Amdt. 18, 56 FR 28824,
June 25, 1991; FTR Amdt. 26, 57 FR 28633, June 26, 1992; FTR Amdt. 42,
59 FR 66626, Dec. 27, 1994; FTR Amdt. 48, 61 FR 25802, May 23, 1996; FTR
Amdt. 54, 61 FR 68159, Dec. 27, 1996]
Sec. 301-4.3 Use of a privately owned conveyance instead of common carrier transportation.
Whenever a privately owned conveyance is used for official purposes
as a matter of personal preference instead of common carrier
transportation under Sec. 301-2.2(d), payment for such travel shall be
made on the basis of the actual travel performed, computed under
Sec. 301-4.1 at the mileage rate prescribed in Sec. 301-4.2(a) plus the
per diem allowable for the actual travel. The total allowable shall be
limited to the total constructive cost of appropriate common carrier
transportation including constructive per diem by that method of
transportation. Constructive cost of transportation and per diem by
common carrier shall be determined under the following rules:
(a) Mode of travel to be used for comparison--(1) Airplane. The
mileage payment shall not exceed the constructive cost of coach-class
airline accommodations, as defined in Sec. 301-3.3(d)(2)(i) of this
chapter, on a commercial air carrier. If travel is between a city/
airport pair for which air carrier service is provided under contract
with GSA, the constructive cost is limited to the appropriate contract
air fare. If no air carrier is under contract with GSA to provide
service between a particular city/airport pair, the constructive cost is
limited to the lowest unrestricted coach-class fare provided by a
commercial air carrier serving that city/airport pair. For purposes of
this provision, coach-class accommodations are considered to be provided
by a carrier when they are scheduled on flights
[[Page 37]]
serving origin and destination points, regardless of whether space would
actually have been available had the traveler used air transportation
for the official travel.
(2) Train. When the air accommodations described in paragraph (a)(1)
of this section are not provided between the origin and destination
points, the mileage payment shall be limited to the constructive cost of
coach-class train accommodations for the travel performed. The
constructive cost comparison also may be made with rail transportation,
even though commercial air accommodations are provided between the city/
airport pair, when an administrative determination is made that such
comparison, including related per diem, is more economical, and the
travel order or other administrative directive so provides. The
constructive cost comparison may be limited to the cost of extra fare
service as defined in Sec. 301-3.3(b)(2)(iv) of this chapter only when
extra fare service has been authorized as advantageous to the
Government.
(3) Bus. When neither air nor rail accommodations are provided, the
mileage payment shall be limited to the constructive cost of bus
transportation.
(b) Transportation costs to be considered in addition to fares. In
determining the constructive common carrier cost, there shall also be
included the usual transportation costs to and from the common carrier
terminals. In addition, the cost of excess baggage shall be included
when it would have been allowed had the traveler used the carrier upon
which the constructive transportation costs are determined, provided the
traveler certifies as to the weight of the baggage or presents other
acceptable evidence of its weight.
(c) Per diem allowance. The constructive per diem shall be the
amount which would have been allowable if the traveler had used the
carrier upon which the constructive transportation costs are determined.
(d) Use of actual and reasonable schedules. In making the foregoing
constructive cost comparisons of transportation, scheduled departure and
arrivals of planes, trains, and buses at unreasonable hours shall be
disregarded. (For this purpose, ``unreasonable hours'' means those which
would unduly inconvenience the traveler or adversely affect his/her
safety, or which would result in unduly increasing the constructive per
diem.)
[54 FR 20276, May 10, 1989, as amended by FTR Amdt. 3, 54 FR 47524, Nov.
15, 1989; FTR Amdt. 32, 58 FR 58240, Oct. 29, 1993]
Sec. 301-4.4 Use of a privately owned conveyance instead of a Government-furnished automobile.
(a) Planning for use of Government-furnished automobiles. When use
of a privately owned conveyance is authorized or approved under
Sec. 301-2.2(e) even though use of a Government-furnished automobile
would be more advantageous to the Government, reimbursement to the
employee shall be limited to the cost which would be incurred for use of
a Government-furnished automobile. The normal rate of reimbursement
shall be that provided in paragraph (b) of this section; however,
agencies should obtain commitments from employees who are expected to
perform extensive automobile travel on official business whether they
will use Government-furnished automobiles or whether they will elect to
use privately owned conveyances. Such commitments will be for periods of
time which warrant the making of arrangements for supply of Government-
furnished automobiles, and commitment changes shall be made in
sufficient time in advance of their effective dates to permit
arrangements to be made for acquisition or disposal of Government-
furnished automobiles as required. An employee who is committed to use a
Government-furnished automobile shall not be authorized reimbursement
for use of his/her privately owned conveyance instead of a Government-
furnished automobile; except that, if such an employee occasionally uses
his/her privately owned conveyance when a Government-furnished
automobile is available, mileage reimbursement limited to the cost of
operating a Government-furnished vehicle (fixed costs excluded as
provided in paragraph (c) of this section) may be authorized or
approved.
(b) Reimbursement based on Government costs. It has been determined
that
[[Page 38]]
the average mileage cost for use of a Government-furnished automobile
for travel in the continental United States is 23.5 cents. Therefore,
the mileage rate for authorized use of a privately owned conveyance when
use of a Government-furnished automobile would be most advantageous to
the Government shall be 23.5 cents. Exceptions to the 23.5 cent
limitation may be authorized if an agency determines that, because of
unusual circumstances, the cost of providing a Government-furnished
automobile would be higher than 23.5 cents. In such instances, the
agency may allow reimbursement at such higher rate within the rate
stated in Sec. 301-4.2(a) for advantageous use that will most nearly
equal the cost of providing a Government-furnished automobile in those
circumstances. In addition to mileage for the distance allowed under
Sec. 301-4.1(b), the employee may be reimbursed for expenses authorized
under Sec. 301-4.1(c) which would have been incurred if a Government-
furnished vehicle had been used.
(c) Partial reimbursement when Government automobile is available.
When an employee who is committed to using a Government-furnished
automobile, or who because of the availability of Government-furnished
automobiles, would not ordinarily be authorized to use a privately owned
conveyance instead of a Government-furnished automobile, nevertheless
requests use of a privately owned conveyance, reimbursement may be
authorized or approved. The rate of reimbursement shall be 10.5 cents
per mile, which is the approximate cost of operating a Government-
furnished automobile, fixed costs excluded.
(d) Reimbursement claims. When claiming mileage at the 23.5-cent
rate, the employee shall state on the voucher that a commitment was not
made to use a Government-furnished automobile and that reimbursement for
use of a privately owned automobile was not limited under paragraph (c)
of this section.
[54 FR 20276, May 10, 1989, as amended by FTR Amdt. 42, 59 FR 66626,
Dec. 27, 1994]
Sec. 301-4.5 More than one person in conveyance.
Mileage shall be payable to only one of two or more employees
traveling together on the same trip and in the same conveyance, but no
deduction shall be made from the mileage otherwise payable to the
employee entitled thereto by reason of the fact that other passengers
(whether or not Government employees) may travel with him/her and
contribute to defraying the operating expenses. The names of employees
and their employing agencies should be stated on the voucher. (See
Sec. 301-11.5(d).)
Sec. 301-4.6 Actual expense basis.
(a) Used only when authorized by law. Reimbursement on an actual
expense basis applies to reimbursement for use of a privately owned
motorcycle, automobile, or airplane only where such method of
reimbursement is authorized by law; otherwise, reimbursement is to be
made under the provisions of Secs. 301-4.1 through 301-4.5.
(b) Comparative cost requirement. The use of a privately owned
conveyance on an actual expense basis, as distinguished from a mileage
basis under Secs. 301-4.1 through 301-4.5, may be authorized or approved
provided the aggregate of allowable expenses plus any increased
subsistence expenses through increased travel time or less subsistence
savings through reduced travel time, as the case may be, does not exceed
the cost of transportation available by common carrier.
(c) Reimbursable costs. For such travel on an actual expense basis,
the employee shall be entitled to reimbursement of the cost of gasoline,
oil, feed of horses, garage or hangar rent and stabling of horses while
officially detained en route, and bridge, ferry, and other tolls. In
determining the amount of increased subsistence expenses or subsistence
savings for a given period of time, the per diem rate named in the
travel order shall be used. Charges for repairs, depreciation,
replacements, grease, antifreeze, towage, and similar speculative
expenses shall not be allowed. Exemption from payment of tax on gasoline
in States providing such
[[Page 39]]
exemption shall be claimed. The standard Federal forms shall be used for
that purpose. When exemption is refused, receipts shall be obtained in
duplicate. (See Secs. 301-11.3(c)(7) and 301-11.5(c)(2).)
PART 301-5--BAGGAGE--Table of Contents
Sec.
301-5.1 Definitions.
301-5.2 Authorization for excess baggage.
301-5.3 Payment of costs for baggage.
301-5.4 Stoppage in transit.
301-5.5 Requirement for use of least costly means of shipment.
Authority: 5 U.S.C. 5707
Source: 54 FR 20279, May 10, 1989, unless otherwise noted.
Sec. 301-5.1 Definitions.
(a) Baggage. The term baggage as used in this subtitle means
Government property and personal property of the traveler necessary for
official travel.
(b) Excess baggage. Baggage in excess of the weight, size, or number
of pieces that is carried free by transportation companies shall be
classed as excess baggage.
[54 FR 20279, May 10, 1989, as amended by FTR Amdt. 26, 57 FR 28633,
June 26, 1992]
Sec. 301-5.2 Authorization for excess baggage.
Where less-than-first-class accommodations are used, transportation
of baggage up to the number of pieces or weight carried free on first-
class service shall be allowed at Government expense; in all other
instances, excess baggage charges shall be allowed only when authorized
or approved.
Sec. 301-5.3 Payment of costs for baggage.
(a) Transportation charges for excess baggage. As a general rule,
travelers shall make each payment of domestic airline excess baggage
charges that do not exceed $15. Where excess baggage services are
specifically authorized, the travel order shall clearly state whether
such charges are to be paid for in cash by the traveler or to be
authorized on the Government transportation request. If the
authorization for excess baggage is not included on the transportation
request, the traveler's claim for reimbursement shall be included on the
travel voucher.
(b) Transfer of baggage. Necessary charges for the transfer of
baggage shall be allowed.
(c) Storage of baggage. Charges for the storage of baggage shall be
allowed when it is shown that the storage was solely on account of
official business.
(d) Checking and handling of baggage. Charges for checking baggage
shall be allowed. Charges or tips at transportation terminals shall be
allowed for handling Government property carried by the traveler.
Sec. 301-5.4 Stoppage in transit.
Care should be taken to stop baggage that has been checked on a
ticket beyond the point where the traveler leaves the carrier. If
baggage cannot be intercepted or transferred and is carried through to
original destination on the unused portion of the ticket, full
explanation of the facts shall be made to the administrative office at
the time the unused ticket is forwarded for redemption, or the
explanation shall be shown on the voucher. Failure to observe this rule
shall result in any excess cost to the Government being charged to the
employee.
Sec. 301-5.5 Requirement for use of least costly means of shipment.
(a) Selection of transportation service. When the total weight of
Government property and personal effects or other property needed by the
traveler exceeds the baggage allowance, quantities in excess of the
allowance shall be shipped by parcel post, where practical, or, if not
suitable for mailing, by freight or express if any of those less costly
means of shipment will suffice. Shipments must not be made as
accompanied baggage or express when ordinary freight service will meet
the official needs. Due consideration must be given to the probable cost
of collecting or delivering the shipment and the time required for
transmission.
(b) Use of Government bills of lading. Express and freight shipments
shall be made on Government bills of lading unless such handling will
interfere with the official purposes of the trip or unless it is not
practical. Charges on shipments made on Government bills of
[[Page 40]]
lading must not be paid by the traveler.
[54 FR 20279, May 10, 1989, as amended by FTR Amdt. 50, 61 FR 55578,
Oct. 28, 1996]
PART 301-6--COMMUNICATIONS SERVICES--Table of Contents
Sec.
301-6.1 Authorization.
301-6.2 Type of service used.
301-6.3 Written messages.
301-6.4 Official communications.
301-6.5 [Reserved].
301-6.6 Charges for telegraph, cable, and radio services.
301-6.7 Priority of official messages.
Authority: 5 U.S.C. 5707
Source: 54 FR 20279, May 10, 1989, unless otherwise noted.
Sec. 301-6.1 Authorization.
When necessary, telephone, teletype, telegraph, cable, and radio
service may be used on official business.
Sec. 301-6.2 Type of service used.
(a) Government equipment. Whenever possible, official long distance
telephone calls and other communications services shall be through the
use of Government-owned and -leased equipment.
(b) Use of commercial services. If Government services are not
available, the least expensive practicable type and class of commercial
service shall be used.
Sec. 301-6.3 Written messages.
When necessary, written messages may be used while on official
business. However, care shall be exercised in preparing messages to
provide only those words, figures, and punctuation necessary to the
meaning of the message.
Sec. 301-6.4 Official communications.
(a) Local calls. Charges for local telephone calls on official
business shall be allowed as a transportation expense. (See Sec. 301-
11.5(a)(1) regarding entry of such calls on travel vouchers as a
transportation expense.)
(b) Reservation of accommodations. Charges for commercial
communication services when necessary for reserving airplane, train, or
other transportation accommodations for official business are
transportation expenses and may be allowed when supported by a
satisfactory explanation.
(c) Use of Government telephone systems during official travel. The
Federal Telecommunications System (FTS) intercity network and other
Government-provided long distance telephone services are to be used only
to conduct official business; i.e., if the call is necessary in the
interest of the Government. These networks are to be used for placement
of calls instead of the commercial toll network to the maximum extent
practicable. (See Sec. 301-6.2.) Authorization or approval of employees'
use of the Government telephone systems (including calls over commercial
systems which will be paid for by the Government) during official travel
shall be in accordance with agency directives issued pursuant to the
Federal Property Management Regulations (FPMR), 41 CFR 101-35.201.
[54 FR 20279, May 10, 1989, as amended by FTR Amdt. 26, 57 FR 28633,
June 26, 1992; FTR Amdt. 55, 61 FR 67951, Dec. 26, 1996]
Sec. 301-6.5 [Reserved].
Sec. 301-6.6 Charges for telegraph, cable, and radio services.
(a) Collect service. Official telegrams, cablegrams, and radiograms
sent to Government offices having authorized charge accounts shall be
endorsed by the sender as ``Official Business-Collect'' unless otherwise
directed by a designated authority. All others shall be prepaid.
(b) Cash payment. When ``collect'' service is refused, payment of
the amount demanded shall be made. A report of the circumstances and a
receipted copy (when required under Sec. 301-11.3(c)) of the message
shall be sent to the administrative office.
(c) Words chargeable. All messages shall be subject in all respects
to the prevailing commercial count of chargeable words. In addition,
collect messages may include a surcharge.
[54 FR 20279, May 10, 1989, as amended by FTR Amdt. 50, 61 FR 55578,
Oct. 28, 1996]
Sec. 301-6.7 Priority of official messages.
All Government communications by telegraph, cable, or radio shall
have priority over all other business, except
[[Page 41]]
radio communications or signals which are given absolute priority under
the Communications Act of 1934, as amended, and shall be subject to the
prevailing classifications, practices, and regulations applicable to the
corresponding commercial communications. Employees sending such
communications shall endorse thereon the words ``official business.''
Complaints may be filed with the Federal Communications Commission in
accordance with section 208 of the Communications Act of 1934, as
amended.
PART 301-7--PER DIEM ALLOWANCES--Table of Contents
Sec.
301-7.1 General.
301-7.2 Employee and agency responsibilities.
301-7.3 Maximum per diem rates.
301-7.4 Rate adjustment requests for travel within CONUS.
301-7.5 General rules affecting entitlement to per diem.
301-7.6 Lodgings-plus per diem system.
301-7.7 Computation rules for travel of more than 10 hours, but not
exceeding 24 hours.
301-7.8 Computation rules for travel of more than 24 hours.
301-7.9 Lodging--location, receipt requirements, and allowable
expenses.
301-7.10 Deviation from lodgings-plus per diem system.
301-7.11 Rest stops when travel outside CONUS is involved.
301-7.12 Reductions in maximum per diem rates when appropriate.
301-7.13 Mixed travel reimbursements.
301-7.14 Per diem allowance computations for special situations.
301-7.15 Interruptions of per diem entitlement.
Authority: 5 U.S.C. 5701-5709.
Source: FTR Amdt. 10, 55 FR 41526, Oct. 12, 1990, unless otherwise
noted.
Sec. 301-7.1 General.
This part applies worldwide (both within and outside CONUS) except
as specifically provided in this part.
(a) Authority. Per diem allowances shall be paid as prescribed in
this part for official travel away from the official station (including
travel incident to a change of official station), except when actual
subsistence expense reimbursement is authorized or approved as provided
in part 301-8.
(b) Definitions. For purposes of this part, the following
definitions apply:
(1) Calendar day. Calendar day means the 24-hour period from one
midnight to the next midnight. The calendar day technically begins one
second after midnight (reflected in this part as 12:01 a.m.) and ends at
12:00 midnight.
(2) CONUS. CONUS refers to the continental United States, defined in
Sec. 301-1.3(c)(6) as the 48 contiguous States and the District of
Columbia. (See 5 U.S.C. 5701(6).)
(3) Destination rate. Destination rate is the rate applicable to the
next location where the employee will perform temporary duty or where
the employee makes an en route stopover to obtain overnight lodging.
(4) Locality rates. Locality rates are maximum per diem rates
prescribed for specific localities.
(5) Standard CONUS rate. Generally, the standard CONUS rate is
prescribed for any location within CONUS that is not included in one of
the defined localities or areas for which a specific rate is prescribed
in appendix A. The standard CONUS rate is also prescribed for all
locations within CONUS when permanent change of station travel is
involved.
(6) Per diem allowance. The per diem allowance is a daily payment
instead of actual expenses for lodging, meals and related incidental
expenses (see paragraph (c) of this section). The per diem allowance is
distinguished from transportation expenses and other miscellaneous
travel expenses as described in paragraphs (b)(6) (i) and (ii) of this
section.
(i) Transportation expenses. Transportation expenses include
commercial bus, air, rail, or vessel/steamship fares and are
reimbursable in addition to the per diem allowance. Transportation
expenses also include local transit system and taxi fares; cost of
commercial rental cars and other special conveyances; and mileage and
other allowances to cover operating expenses for use of privately owned
conveyances, including fees for parking, ferries, etc. (See parts 301-2,
301-3, and 301-4 for governing provisions.)
[[Page 42]]
(ii) Other miscellaneous travel expenses. Other miscellaneous travel
expenses are those described in part 301-9 that are directly
attributable and necessary to the travel and temporary duty as
authorized and performed. When authorized or approved by the agency
concerned, these expenses are reimbursable in addition to the per diem
allowance and transportation expenses.
(c) Types of expenses covered by per diem. The per diem allowance
covers all charges, including taxes and service charges where
applicable, for the following types of expenses (also referred to as
subsistence expenses in other parts of this subtitle).
(1) Lodging. (i) The term lodging includes expenses for overnight
sleeping facilities; baths; personal use of the room during daytime; and
service charges for fans, air conditioners, heaters, and fires furnished
in rooms when such charges are not included in the room rate.
(ii) The term lodging does not include accommodations on airplanes,
trains, buses, or vessels. The cost of accommodations furnished aboard
common carriers is included in the transportation cost and is not
considered an expense covered by per diem. However, in determining the
overall cost to the Government when authorizing the mode of
transportation to be used (see Sec. 301-2.2), the availability of these
accommodations shall be considered.
(2) Meals. Expenses for breakfast, lunch, and dinner and related
tips and taxes (specifically excluded are alcoholic beverage and
entertainment expenses, and any expenses incurred for other persons).
(3) Incidental expenses covered by per diem. (i) Fees and tips to
porters, baggage carriers, bellhops, hotel maids, stewards or
stewardesses and others on vessels, and hotel servants in foreign
countries.
(ii) Laundry and cleaning and pressing of clothing.
(iii) Transportation between places of lodging or business and
places where meals are taken except as provided in Sec. 301-2.3(b).
(iv) Telegrams and telephone calls necessary to reserve lodging
accommodations. (See part 301-6 for allowable telegram and telephone
expenses incurred for other purposes.)
[FTR Amdt. 10, 55 FR 41526, Oct. 12, 1990, as amended by FTR Amdt. 17,
56 FR 23655, May 23, 1991; FTR Amdt. 26, 57 FR 28633, June 26, 1992]
Sec. 301-7.2 Employee and agency responsibilities.
(a) Employee responsibility--(1) Duty to exercise care in incurring
expenses. An employee traveling on official business is expected to
exercise the same care in incurring expenses that a prudent person would
exercise if traveling on personal business and expending personal funds.
Excess costs, circuitous routes, delays, or luxury accommodations and
services unnecessary or unjustified in the performance of official
business are not acceptable under this standard. Employees will be
responsible for excess costs and any additional expenses incurred for
personal preference or convenience. (See Sec. 301-1.3(a).)
(2) Duty to record pertinent dates. The date of departure from and
arrival at the official station or any other place at which travel
begins or ends must be shown on the travel voucher. This same
information also must be shown for points at which temporary duty is
performed or for a stopover or official rest stop location when such
arrival or departure affects the per diem allowance or other travel
expenses. Other points visited also should be shown.
(3) Fire safety responsibilities. An employee traveling on official
business is strongly encouraged to stay at an approved accommodation as
defined in Sec. 301-17.2(c) of this chapter.
(b) Agency responsibilities--(1) Authorizing/approving rates. It is
the responsibility of the head of each agency, or his/her designee, to
authorize or approve only those per diem allowances that are justified
by the circumstances affecting the travel and are allowable under the
specific rules in this part. However, the per diem rates provided for
under these rules represent the maximum allowable. To prevent
authorization or approval of per diem allowances in excess of amounts
required to meet the necessary per diem expenses of official travel,
consideration shall be given to factors such as those listed in this
paragraph that reduce the
[[Page 43]]
necessary expenses of employees (see specific guidelines in Sec. 301-
7.12 of this part for reducing rates):
(i) Known arrangements or established cost experience at temporary
duty locations showing that lodging and/or meals can be obtained without
cost or at reduced cost to the employee;
(ii) Situations in which special rates for accommodations have been
made available for a particular meeting, conference, training or other
temporary duty assignments;
(iii) Traveler's familiarity with establishments providing lodging
and meals at a lower cost in certain localities, particularly where
repetitive travel or extended stays are involved;
(iv) Modes of transportation where accommodations are provided as
part of the transportation cost; and
(v) Situations in which the Government furnishes lodging, such as
Government quarters or other lodging procured for the employee by means
of an agency purchase order (see Sec. 301-7.12(a) of this part).
(2) Fire safety responsibilities. Each agency, as defined in
Sec. 301-17.2(a) of this chapter, is responsible for influencing its
employees who require commercial lodging when performing official travel
to stay at an approved accommodation as defined in Sec. 301-17.2(c) of
this chapter.
[FTR Amdt. 10, 55 FR 41526, Oct. 12, 1990, as amended by FTR Amdt. 26,
57 FR 28633, June 26, 1992; FTR Amdt. 39, 59 FR 46193, Sept. 7, 1994;
FTR Amdt. 53; 61 FR 64998, Dec. 10, 1996; FTR Amdt. 54, 61 FR 68159,
Dec. 27, 1996; FTR Amdt. 54, 62 FR 6878, Feb. 14, 1997]
Sec. 301-7.3 Maximum per diem rates.
Per diem allowances for official travel authorized or approved under
this part shall be at daily rates not in excess of the maximum per diem
rates established as provided in paragraphs (a) through (c) of this
section. Per diem rates include a maximum amount for lodging expenses
and a fixed allowance for meals and incidental expenses (M&IE). Maximum
lodging amounts and the fixed M&IE allowances are separately reflected
in the listings of per diem rates identified in paragraphs (a) through
(c) of this section.
(a) Continental United States (CONUS). The per diem allowances
payable for official travel within CONUS shall not exceed the maximum
per diem rates established by the Administrator of General Services and
listed in appendix A. (See instructions in Sec. 301-7.4 for requesting
rate adjustments within CONUS.)
(b) Nonforeign areas outside CONUS. The per diem allowances payable
for official travel in nonforeign areas shall not exceed the maximum per
diem rates established by the Secretary of Defense and listed in
Civilian Personnel Per Diem Bulletins published periodically in the
Federal Register. The term nonforeign areas includes the States of
Alaska and Hawaii, the Commonwealths of Puerto Rico and the Northern
Mariana Islands, and the territories and possessions of the United
States. Maximum per diem rates for nonforeign areas also are listed for
convenience in section 925, a per diem supplement to the Standardized
Regulations (Government Civilians, Foreign Areas).
(c) Foreign areas. Per diem allowances payable for official travel
in foreign areas shall not exceed the maximum per diem rates established
by the Secretary of State and published in section 925, a per diem
supplement to the Standardized Regulations (Government Civilians,
Foreign Areas). The term foreign areas includes any area (including the
Trust Territory of the Pacific Islands) situated both outside CONUS and
the nonforeign areas as described in paragraphs (a) and (b) of this
section.
Sec. 301-7.4 Rate adjustment requests for travel within CONUS.
(a) Federal agencies may submit a request to GSA for review of the
costs covered by per diem in a particular city or area where the
standard CONUS rate applies when travel to that location is repetitive
or on a continuing basis and travelers' experiences indicate that the
prescribed rate is inadequate. Other per diem localities listed in
appendix A will be surveyed on an annual basis by GSA to determine
whether rates are adequate. Requests for per diem rate adjustments shall
be submitted by the agency headquarters office to the General Services
Administration, Office of Governmentwide
[[Page 44]]
Policy Attn: Travel and Transportation Management Policy Division (MTT),
Washington, DC 20405. Agencies should designate an individual
responsible for reviewing, coordinating, and submitting to GSA any
requests from bureaus or subagencies. Agencies should submit their
requests to GSA no later than May 1 of each year in order for the city
or area to be included in the annual survey.
(b) Requests for rate adjustments shall include a city designation
and a description of the surrounding location involved (county or other
defined area) and a recommended rate supported by a statement explaining
the circumstances that cause the existing rate to be inadequate. The
request also must contain an estimate of the annual number of trips to
the location, the average duration of such trips, and the primary
purpose of travel to the locations.
[FTR Amdt. 10, 55 FR 41526, Oct. 12, 1990, as amended by FTR Amdt. 23,
57 FR 6678, Feb. 27, 1992; FTR Amdt. 47, 61 FR 10252, Mar. 12, 1996; FTR
Amdt. 54, 61 FR 68159, Dec. 27, 1996]
Sec. 301-7.5 General rules affecting entitlement to per diem.
(a) No allowance at official station. A per diem allowance shall not
be allowed within the limits of the official station (see definition in
Sec. 301-1.3(c)(4)) or at, or within the vicinity of, the place of abode
(home) from which the employee commutes daily to the official station.
Agencies may define a radius or commuting area that is broader than the
limits of the official station within which per diem will not be allowed
for travel within 1 calendar day.
(b) No allowance for travel of 12 hours or less. A per diem
allowance shall not be allowed for official travel of 12 hours or less.
(This requirement also applies for travel incident to a change of
official station.)
(c) Beginning and ending of entitlement. For computing per diem
allowances, official travel begins when an employee leaves his/her home,
office, or other authorized point of departure and ends when the
traveler returns to his/her home, office, or other authorized point at
the conclusion of the trip.
(d) International date line. In cases where the traveler crosses the
international date line (180th meridian), the actual elapsed time in
days shall be used to compute the per diem rather than calendar days.
[FTR Amdt. 10, 55 FR 41526, Oct. 12, 1990, as amended by FTR Amdt. 17,
56 FR 23655, May 23, 1991; FTR Amdt. 54, 61 FR 68159, Dec. 27, 1996]
Sec. 301-7.6 Lodgings-plus per diem system.
Per diem allowances for all official travel, including travel
incident to a change of official station, shall be computed under the
lodgings-plus per diem system, except as otherwise provided in this
part. Under this system, the per diem allowance for each travel day is
established on the basis of the actual amount the traveler pays for
lodgings plus an allowance for meals and incidental expenses (M&IE), the
total not to exceed the applicable maximum per diem rate for the
location concerned. The rules provided in paragraphs (a) and (b) of this
section and in Secs. 301-7.7 through 301-7.10 shall be applied in the
specific situations covered.
(a) Maximum per diem rates--(1) For travel within CONUS. Maximum per
diem rates prescribed under Sec. 301-7.3(a) for travel within CONUS are
listed in appendix A. For all CONUS locations not specifically listed or
encompassed by the defined boundaries of a listed location, the standard
maximum per diem rate (standard CONUS rate) is prescribed.
(2) For travel outside CONUS. Maximum per diem rates prescribed
under Secs. 301-7.3(b) and 301-7.3(c) apply to travel outside CONUS.
(3) Maximum rate applicable to change of official station travel.
The standard CONUS rate shall be the applicable maximum per diem rate
for en route travel performed in CONUS incident to a change of official
station. Locality rates prescribed for locations outside CONUS will
apply for en route travel performed outside CONUS incident to a change
of official station.
(b) Elements of per diem allowance--(1) Maximum lodging expense
allowance. The maximum per diem rates include a maximum amount for
lodging expenses. The employee will be reimbursed for actual lodging
costs incurred up to the applicable maximum
[[Page 45]]
amounts. Receipts for lodging are required as provided in Sec. 301-
7.9(b).
(2) Meals and incidental expenses (M&IE) allowance. The maximum per
diem rates include a fixed allowance for meals and for incidental
expenses (M&IE rate). The M&IE rate, or fraction thereof, is payable to
the traveler without itemization of expenses or receipts. For a partial
day of travel, the M&IE rate shall be prorated as provided in Sec. 301-
7.8 (a) or (c)(3), as appropriate.
[FTR Amdt. 10, 55 FR 41526, Oct. 12, 1990, as amended by FTR Amdt. 54,
61 FR 68159, Dec. 27, 1996]
Sec. 301-7.7 Computation rules for travel of more than 12 hours, but not exceeding 24 hours.
When the travel for which per diem has been authorized is more than
12 hours, but does not exceed 24 hours, the per diem allowance for the
trip shall be calculated as follows:
(a) Lodging not required. If lodging is not required, the per diem
allowance shall be three-fourths of the applicable M&IE allowance for
the temporary duty assignment location. If more than one temporary duty
point is involved, the per diem allowance shall be calculated using the
highest of the M&IE rates prescribed for the location where official
business is performed.
(b) Lodging required. If lodging is required, the per diem allowable
shall be the actual cost of lodging incurred by the traveler, limited to
the applicable maximum lodging allowance prescribed for the location of
the lodging, plus three-fourths of the applicable M&IE rate prescribed
for the lodging location.
[FTR Amdt. 54, 61 FR 68160, Dec. 27, 1996]
Sec. 301-7.8 Computation rules for travel of more than 24 hours.
The applicable maximum per diem rate for each calendar day of travel
shall be determined by the travel status and location of the employee at
12:00 midnight and whether lodging is required at such location. When
lodging is required, the applicable maximum per diem rate shall be the
maximum rate prescribed for the temporary duty location, or a stopover
point where lodging is obtained while en route to, from, or between
temporary duty locations (see Secs. 301-7.9 and 301-7.6(a)(3) for
regulations on lodging location and maximum per diem rates applicable to
change of official station travel, respectively). Only one maximum rate
will be applicable to a calendar day or fraction thereof. Per diem for
travel of more than 24 hours shall be calculated as provided in
paragraphs (a) through (e) of this section.
(a) Day travel begins--(1) Lodging required. When lodging is
required on the day travel begins (day of departure from the home,
office, or other authorized point), the per diem allowable shall be the
actual cost of lodging incurred by the traveler, limited to the
applicable maximum lodging allowance prescribed for the location of the
lodging, plus three-fourths of the applicable M&IE rate prescribed for
the lodging location.
(2) Lodging not required. When lodging is not required on the day
travel begins, (day of departure from the home, office, or other
authorized point), the per diem allowable shall be three-fourths of the
destination M&IE rate.
(b) Full calendar days of travel--(1) Lodging required. For each
full calendar day that the employee is in a travel status and lodging is
required (whether en route or at a temporary duty location), the per
diem allowable shall be the actual cost of lodging incurred by the
traveler, limited to the applicable maximum lodging allowance prescribed
for the location of the lodging, plus the applicable M&IE rate.
(2) Lodging not required. For each full calendar day that the
traveler is in a travel status and lodging is not required (such as when
the traveler is en route overnight to the next temporary duty location),
the per diem allowance shall be the destination M&IE rate.
(c) Returning from travel--(1) Lodging required. For each full
calendar day of travel when lodging is required at an en route location
while the employee is returning to the official station, home, or other
authorized point, the per diem allowable shall be the actual cost of
lodging incurred by the traveler, limited to the applicable maximum
lodging allowance prescribed for the location of the lodging, plus the
applicable M&IE rate.
[[Page 46]]
(2) Lodging not required. For any full calendar day of travel when
lodging is not required while the traveler is en route overnight
returning to the official station, home, or other authorized point, the
per diem allowable shall be the M&IE rate applicable to the preceding
calendar day.
(3) Day travel ends--(i) No lodging required. For the day travel
ends (day traveler returns to the official station, home, or other
authorized point) the per diem allowable shall be three-fourths of the
M&IE rate applicable to the preceding calendar day.
(ii) Lodging required on the day travel ends. When an employee must
perform official business at a temporary duty site en route to the
official station, home, or other authorized point on the day travel ends
and the agency authorizes the employee to obtain lodging, the per diem
allowable shall be the actual cost of lodging incurred by the traveler,
limited to the applicable maximum lodging allowance prescribed for the
en route temporary duty site, plus three-fourths of the M&IE rate
applicable to the en route temporary duty site.
(d) Lodging obtained after midnight. Although per diem generally is
based on the employee's location at midnight, there will be instances in
which he/she is en route and does not arrive at the lodging location
(either temporary duty location or en route stopover point) until after
midnight. In such cases, the lodging shall be claimed for the preceding
calendar day and the applicable maximum per diem for the preceding day
will be determined as if the employee had been at the lodging location
at 12:00 midnight of that day.
(e) Commercial vessel. For vessel travel, except for the day of
arrival on board (day of embarkation) and the day of departure from the
vessel (day of debarkation), the allowable per diem rate will be $6 per
day. When the $6 rate is not sufficient to meet the traveler's per diem
expenses, a per diem rate equal to the anticipated expenses, not to
exceed $9 per day, may be authorized or approved; except that the rate
for travel by the Alaska Ferry System shall not exceed the standard M&IE
rate for CONUS. Per diem will be computed under the lodgings-plus system
on the days of embarkation and debarkation.
[FTR Amdt. 54, 61 FR 68160, Dec. 27, 1996]
Sec. 301-7.9 Lodging--location, receipt requirements, and allowable expenses.
(a) Lodging location rules--(1) Lodging at temporary duty location.
It is presumed that the employee will obtain lodging at the temporary
duty location. However, if the employee obtains lodging away from or
outside the temporary duty location because of personal preference or
convenience, the allowable per diem shall be limited to the maximum per
diem rate prescribed for the temporary duty location.
(2) Lodging not available at temporary duty location. In certain
circumstances, lodging accommodations may not be available at the
temporary duty location and the employee must obtain lodging in an
adjacent locality where the prescribed maximum per diem rate is higher
than the maximum per diem rate for the location of the temporary duty
point. In such instances, the agency may make an administrative
determination on an individual case basis to authorize or approve the
higher maximum per diem rate. If the higher maximum rate is not
justified and authorized in advance, the employee must furnish a
statement with the travel voucher satisfactorily explaining the
circumstances that caused him/her to obtain lodging in an area other
than at the temporary duty point designated in the travel authorization.
(b) Receipt requirements. Receipts shall be required to support all
lodging costs for which an allowance is claimed under the lodgings-plus
per diem system except that a statement instead of a receipt may be
accepted for the fee or service charge incurred for the use of
Government quarters. Receipts are not required when a specific or
reduced rate has been authorized in advance of the travel as provided in
Secs. 301-7.10 and 301-7.12.
(1) Double occupancy. If the lodging receipt shows a charge for
double occupancy, such fact shall be shown on the travel voucher with
the name, and employing agency or office, of the person sharing the room
if such person is a
[[Page 47]]
Government employee on official travel. One-half of the double occupancy
charge shall be allowable for each employee. If the person sharing the
room is not another Government employee on official travel,
identification of the person sharing the room is not required and the
employee may be allowed the single room rate.
(2) Receipts lost or impractical to obtain. If receipts have been
lost or destroyed or are impractical to obtain, a statement acceptable
to the agency explaining the circumstances shall be furnished with the
travel voucher, including the name and address of the lodging facility,
the dates the lodging was obtained, and the cost incurred. Agencies may
require employees to obtain copies of lost or destroyed receipts from
the lodging establishment. (See also Sec. 301-11.3(d).)
(c) Allowable lodging expenses. As provided in Sec. 301-7.6(b)(1),
the traveler will be reimbursed only for his/her actual cost of lodging
up to the maximum amount. Expenses incurred in the situations described
in paragraphs (c)(1) through (5) of this section will be allowed as
lodging expenses:
(1) Conventional lodging. When an employee uses conventional lodging
facilities (hotels, motels, boarding houses, etc.), the allowable
lodging expense will be based on the single room rate for the lodging
used (for double occupancy, see paragraph (b)(1) of this section). (See
Sec. 301-7.14(a) for computing daily lodging expense when lodging is
rented on a weekly or monthly basis.)
(2) Government quarters. A fee or service charge paid for the use of
Government quarters is an allowable lodging expense.
(3) Lodging with friends or relatives. When the employee obtains
lodging from friends or relatives (including members of the immediate
family) with or without charge, no part of the per diem allowance will
be allowed for lodging unless the host actually incurs additional costs
in accommodating the traveler. In such instances, the additional costs
substantiated by the employee and determined to be reasonable by the
agency may be allowed as a lodging expense. Neither costs based on room
rates for comparable conventional lodging in the area nor flat token
amounts will be considered as reasonable.
(4) Lodging in nonconventional facilities. When no conventional
lodging facilities are present (e.g., in remote areas) or when there is
a shortage of rooms because of an influx of attendees at special events
(e.g., world's fairs or international sports events), costs of lodging
obtained in nonconventional facilities may be allowed. Such facilities
may include college dormitories or similar facilities and rooms
generally not offered commercially that are made available to the public
by area residents in their homes. In such cases, the traveler must
provide an explanation of the circumstances which is acceptable to the
agency.
(5) Use of travel trailer or camping vehicle for lodgings. A per
diem allowance for lodging may be allowed when the traveler uses a
travel trailer or camping vehicle while on temporary duty assignments
away from his/her official station. (See Sec. 301-7.14(b) for per diem
computations in such situations.)
Sec. 301-7.10 Deviation from lodgings-plus per diem system.
An agency may determine that the lodgings-plus per diem system as
prescribed in this section is not appropriate for certain travel
assignment situations, such as when quarters or meals, or both, are
provided at no cost or at a nominal cost by the Government or when for
some other reason the per diem costs to be incurred by the employee can
be determined in advance. (For example, see situations described in
Secs. 301-7.12 and 301-7.14.) In such instances, a specific per diem
rate may be established within the maximum per diem otherwise applicable
to the travel situation and any appropriate reductions made in
accordance with Sec. 301-7.12, provided the exception from the lodgings-
plus per diem system and the specific per diem rate are authorized in
advance on the travel authorization by an appropriate official of the
agency concerned. Such specific per diem rate authorized on the travel
authorization shall be the per diem rate payable on the travel voucher
without receipts and/or itemization by the employee.
[[Page 48]]
Sec. 301-7.11 Rest stops when travel outside CONUS is involved.
(a) When travel is direct between authorized origin and destination
points which are separated by several time zones and either the origin
or destination point is outside CONUS, a rest period not in excess of 24
hours may be authorized or approved when air travel between the two
points is by less-than-premium-class accommodations and the scheduled
flight time, including stopovers, exceeds 14 hours by a direct or
usually traveled route.
(b) The rest stop may be authorized at any intermediate point,
including points within CONUS, provided the point is midway in the
journey or as near to midway as requirements for use of U.S. flag air
carriers and carrier scheduling permit.
(c) A rest stop shall not be authorized when an employee, for
personal convenience, elects to travel by an indirect route resulting in
excess travel time.
(d) The per diem rate for the rest stop shall be the rate applicable
for the rest stop location.
(e) When carrier schedules or the requirements for use of U.S. flag
air carriers preclude an intermediate rest stop, or a rest stop is not
authorized, it is recommended that the employee be scheduled to arrive
at the temporary duty point with sufficient time to allow a reasonable
rest period before reporting for duty. A reasonable rest period shall
not be allowed when travel is authorized by premium-class
accommodations. (See Sec. 301-3.6 for guidelines on the use of U.S. flag
carriers.)
[FTR Amdt. 10, 55 FR 41526, Oct. 12, 1990, as amended by FTR Amdt. 32,
58 FR 58241, Oct. 29, 1993]
Sec. 301-7.12 Reductions in maximum per diem rates when appropriate.
An agency may, in individual cases or situations, authorize a
reduced per diem rate under certain circumstances, such as when lodgings
and/or meals are obtained by the employee at a reduced cost or furnished
to the employee at no cost or a nominal cost by the Government; or when
for some other reason the per diem costs to be incurred by the employee
can be determined in advance. In exercising its responsibilities
outlined in Sec. 301-7.2(b), the agency should consider any known
factors that will cause the traveler's per diem expenses in a specific
situation to be less than the applicable maximum rates prescribed under
Sec. 301-7.3. If it can be determined in advance of the travel that such
factors are present, the agency should authorize a reduced rate that is
commensurate with the known expense levels. Such reduced rate authorized
on the travel authorization shall be the per diem rate payable on the
travel voucher without receipts and/or itemization by the employee. When
reduced rate situations involve partial days, per diem for such days may
be three-fourths of the reduced rate, a special reduced rate prescribed
for partial days, or an amount determined under the lodgings-plus
system, as considered appropriate by the agency. Guidelines for reducing
rates and situations where reduced rates may be appropriate include but
are not limited to those provided in paragraphs (a) through (d) of this
section.
(a) When lodgings/meals are furnished by the Government--(1)
Lodgings furnished. Normally when all or part of the lodging is
furnished at no cost or at a nominal cost to the employee by the
Government, the lodgings-plus per diem system automatically reduces the
maximum per diem rate to the M&IE rate (or fraction thereof). When
lodging is furnished at no cost to the employee through use of an agency
purchase order, the agency shall not authorize or approve a per diem
allowance for other per diem expenses that will, when combined with the
cost of lodging furnished, exceed the applicable maximum per diem rate
prescribed under Sec. 301-7.3.
(2) Meals furnished. When all or part of the meals are furnished at
no cost or at a nominal cost to the employee by the Federal Government,
the applicable maximum per diem rate or the M&IE rate, as appropriate,
shall be reduced to a daily amount commensurate with the expenses
expected to be incurred by the employee. If a reduced per diem rate was
not authorized in advance of the travel and meals were furnished at no
cost or at a nominal cost
[[Page 49]]
by the Federal Government, the appropriate deduction prescribed in
paragraph (a)(2)(i) or (ii) of this section shall be made from the total
per diem payable on the travel voucher. If there is a charge for the
meal for which a deduction has been made under this paragraph,
reimbursement shall be allowed for the amount paid, not to exceed the
amount allocated for the meal in paragraph (a)(2)(i) or (ii) of this
section. The total amount of the deductions made on partial days shall
not cause the employee to receive less than the amount allocated for
incidental expenses.
(i) CONUS locations. The applicable M&IE rate for CONUS locations
shall be reduced by the dollar amount shown in the following table when
meals are furnished to the employee without charge or at a nominal cost
(see paragraph (a)(2) of this section) by the Federal Government.
------------------------------------------------------------------------
M & IE Rates
-------------------
$30 $34 $38 $42
------------------------------------------------------------------------
Breakfast........................................... $6 $7 $8 $9
Lunch............................................... 6 7 8 9
Dinner.............................................. 16 18 20 22
Incidentals......................................... 2 2 2 2
------------------------------------------------------------------------
(ii) Outside CONUS locations. The M&IE rates for localities in both
nonforeign and foreign areas shall be reduced by the applicable dollar
amount shown in appendix B when meals are furnished to the employee
without charge or at a nominal cost (see paragraph (a)(2) of this
section) by the Federal Government.
(b) Extended stays. When travel assignments involve extended periods
at temporary duty locations and travelers are able to secure lodging
and/or meals at lower costs (e.g., weekly or monthly rentals), the per
diem rate should be reduced accordingly. If the extended temporary duty
is for training, see paragraph (d) of this section. (See also Sec. 301-
7.14 for allowable expenses in special situations.)
(c) Meetings and conventions. In the interest of uniform treatment
of employees, whenever a meeting or conference is arranged which will
involve the travel of attendees from other agencies or components of the
same agency, and reduced cost lodging accommodations have been
prearranged at the meeting or conference site, the agency or agencies
sponsoring the meeting or conference shall recommend to the other
participating agencies or components a per diem allowance that would be
reasonable.
(d) Per diem for extended training assignments. (1) The Government
Employees Training Act (5 U.S.C. 4101-4118) authorizes agencies to pay
all or a part of the per diem expenses of an employee assigned to
training at a temporary duty station. Implementing regulations
prescribed by the Office of Personnel Management (OPM) in 5 CFR 410.603
provide specific guidelines for payment of per diem expenses for
employees on extended training assignments of more than 30 calendar days
at temporary duty locations.
(2) Generally the OPM guidelines require a reduced per diem of not
more than 55 percent of the applicable maximum per diem rate prescribed
in this regulation (see Sec. 301-7.3). Per diem above these levels (not
to exceed the maximum per diem rates) must be justified. Agencies shall
refer to the OPM guidelines in 5 CFR 410.603 for specific criteria to
determine the appropriate per diem. Guidelines also are published by OPM
in the Federal Personnel Manual, chapter 410, section 6-3.
[FTR Amdt. 10, 55 FR 41526, Oct. 12, 1990, as amended by FTR Amdt. 29,
58 FR 12890, Mar. 5, 1993; FTR Amdt. 52, 61 FR 59185, Nov. 21, 1996; FTR
Amdt. 54, 61 FR 68160, Dec. 27, 1996]
Sec. 301-7.13 Mixed travel reimbursements.
Mixed travel occurs when official travel within a single trip is
subject to payment of per diem under the lodgings-plus system and an
actual expense allowance under the actual expense system. Reimbursement
will be computed under only one system for each calendar day except when
the provisions of Sec. 301-8.2(b) or 301-8.3(a)(2)(ii) apply. When
actual subsistence expense reimbursement for certain travel days is
intermittent with the per diem method for others, the rules in Sec. 301-
8.6 govern.
[[Page 50]]
Sec. 301-7.14 Per diem allowance computations for special situations.
(a) Per diem for weekly or monthly rentals--(1) Types of expenses
included in lodging costs. When an employee rents a room, apartment,
house, or other lodging incident to a temporary duty assignment, the
following expenses may be considered part of the lodging cost: the
rental cost; if unfurnished, the rental cost of appropriate and
necessary furniture and appliances, such as a stove, refrigerator,
chairs, tables, bed, sofa, television, and vacuum cleaner; cost of
connection, use, and disconnection of utilities; cost of reasonable maid
fee and cleaning charges; monthly telephone use fee (does not include
installation and long-distance calls); and, if ordinarily included in
the price of a hotel or motel room in the area concerned, the cost of
special user fees, such as cable TV charges and plug-in charges for
automobile head bolt heaters.
(2) Computation of daily lodging costs. When the employee obtains
lodging on a weekly or monthly rental basis, the daily lodging cost
shall be computed by dividing the total lodging cost for the expenses
listed in paragraph (a)(1) of this section by the number of days the
accommodations are actually occupied, provided that the employee acts
prudently in renting by the week or month, and that the cost to the
Government does not exceed the cost of renting conventional lodging at a
daily rate. Otherwise the daily lodging cost shall be computed by
dividing by the number of days in the rental period; e.g., 7 or 30 days,
as appropriate.
(3) Per diem allowable. (i) Under the lodgings-plus system, the
allowable per diem consists of the daily lodging cost calculated under
paragraph (a)(2) of this section plus the applicable M&IE rate not to
exceed the maximum per diem rate prescribed for the location involved.
(ii) When a reduced per diem rate is being established (see
Sec. 301-7.12) in advance of the travel, the daily lodging cost
calculated in paragraph (a)(2) of this section shall be added to the
amount determined by the agency to be necessary for meals and incidental
expenses.
(b) Per diem allowances for use of a recreational vehicle for
lodging. The term recreational vehicle includes mobile homes, campers,
camping trailers, or self-propelled mobile recreational vehicles.
(1) Privately owned--(i) Lodging costs. When an employee uses a
privately owned camping or recreational vehicle while on official
travel, allowable expenses which may be considered as a lodging cost
include parking fees; fees for connection, use, and disconnection of
utilities (electricity, gas, water, and sewage); bath or shower fees;
and dumping fees. Depreciation shall not be considered as a lodging
cost.
(ii) Meals and incidental expenses. The agency shall determine an
appropriate amount for meals and incidental expenses based on whether
the type of recreational vehicle used by the employee has meal
preparation facilities. Such amount shall not exceed the applicable M&IE
rate.
(iii) Per diem computation. The daily lodging costs plus an
appropriate rate for meals and incidental expenses determined under
paragraph (b)(1)(ii) of this section shall be the per diem rate, limited
to the applicable maximum rate prescribed under Sec. 301-7.3 for the
locality involved. An agency may authorize a reduced per diem rate
within the applicable maximum per diem rate if the actual costs expected
to be incurred can be determined in advance of the travel.
(2) Rented recreational vehicle. When the use of a rented
recreational vehicle is authorized or approved as advantageous to the
Government, the rental fee and the allowable expenses shown in paragraph
(b)(1)(i) of this section may be considered as lodging costs.
Advantageous use might occur when the employee is on an extended
temporary duty assignment in a remote area or where conventional lodging
facilities are limited or not available. If use of a rented recreational
vehicle is not authorized or approved as advantageous, only those
expenses listed in paragraph (b)(1)(i) of this section may be considered
as lodging costs.
(c) Per diem computations when temporary duty is curtailed,
canceled, or interrupted for official purposes. When an
[[Page 51]]
employee has made advance arrangements for lodging (such as those
described in paragraph (a) or (b) of this section), with reasonable
expectation of the travel assignment being completed as ordered or
directed, and subsequently the temporary duty assignment is curtailed,
canceled, or interrupted for official purposes, or for other reasons
beyond the employee's control that are acceptable to the agency, lodging
costs may be calculated and paid as follows:
(1) Travel assignment curtailed or interrupted. When the temporary
duty assignment is curtailed or interrupted for the benefit of the
Government or for other reasons beyond the employee's control and the
employee is unable to obtain a refund of prepaid rent, expenses incurred
for unused lodging may be reimbursed under the following conditions:
(i) Determination of reasonableness. The agency must determine that
the employee acted reasonably and prudently in incurring allowable
lodging expenses pursuant to temporary duty travel orders. Included in
this determination should be a consideration of whether the employee
sought to obtain a refund of the prepaid lodging cost or otherwise took
steps to minimize the costs once the temporary duty was officially
curtailed or interrupted.
(ii) Adjusted calculation and reimbursement of lodging costs. If the
agency determines that the employee acted reasonably, the unused portion
of the prepaid lodging cost may be reimbursed as follows:
(A) The daily lodging costs for the period covered by the voucher
shall be calculated by dividing the total cost for the rental period by
the number of days of actual occupancy. The total of the lodging costs
thus calculated plus the appropriate daily amount authorized for meals
and incidental expenses may be reimbursed not to exceed the per diem
rate authorized in the employee's travel orders for the days that the
lodging was occupied.
(B) If the authorized per diem rate is insufficient for the days of
occupancy, the daily lodging cost calculated in paragraph (c)(1)(ii)(A)
of this section plus the amount authorized for meals and incidental
expenses may be reimbursed on an actual expense basis not to exceed
appropriate maximum daily rates determined as provided in Sec. 301-8.3.
(C) The excess amount (if any) of the unrefunded lodging cost not
reimbursed under paragraph (c)(1)(ii)(B) of this section may be paid as
a miscellaneous travel expense incident to the travel assignment, if
otherwise proper.
(D) In instances where the travel assignment was interrupted for
official purposes (e.g., when the employee is directed to perform
temporary duty at another location), allowable per diem expenses (if
any) incurred during the interruption may be reimbursed separately from
those reimbursements outlined in paragraphs (c)(1)(ii)(A) through (C) of
this section, if otherwise proper and in conformance with the provisions
of this part.
(2) Travel assignment canceled. When the employee incurs lodging
expenses in reasonable expectation of a travel assignment being
completed as ordered or directed, and due to a change in travel orders
the travel assignment is canceled before its commencement, the prepaid
lodging expenses may be reimbursed as a miscellaneous travel expense
provided the amounts are reasonable and the conditions in paragraph
(c)(1)(i) of this section are met.
(3) Forfeited rental deposits. If, in situations described in
paragraphs (c)(1) and (2) of this section, the employee was required by
the terms of a lease or rental agreement to pay a rental deposit and all
or part of the deposit is forfeited to cover unpaid lodging costs, the
amount of the forfeited deposit may be reimbursed as a miscellaneous
travel expense provided the conditions in paragraph (c)(1)(i) of this
section are met. Reimbursement for deposits forfeited for damages to
lodging accommodations shall not be allowed.
(d) Per diem while aboard Government vessel. For temporary duty
aboard Government vessels where meals and lodgings are furnished at no
cost or at a reduced cost, agencies shall prescribe an appropriate per
diem rate within the provisions of this part. The term Government vessel
includes vessels owned and operated, leased and operated, or chartered
by the Government.
[[Page 52]]
Sec. 301-7.15 Interruptions of per diem entitlement.
For purposes of this section, the term place of abode means the
place from which the employee commutes daily to the official station.
(a) Leave and nonworkdays--(1) General. Leave of absence (other than
as provided in paragraph (d) of this section) for one-half, or less, of
the prescribed daily working hours shall be disregarded for per diem
purposes. Where the leave is more than one-half of the prescribed daily
working hours, no per diem shall be allowed for that day.
(2) Nonworkdays. Legal Federal Government holidays and weekends or
other scheduled nonworkdays are considered nonworkdays. Employees are
considered to be in a per diem status on nonworkdays except when they
return to their official station or place of abode (see paragraph (b) of
this section), or except under conditions stated in paragraphs (a)(2)(i)
and (ii) of this section.
(i) Leave before and after nonworkdays. Per diem shall not be paid
for nonworkdays when:
(A) Employees are in a leave status at the end of the workday before
the nonworkdays and at the beginning of the workday following the
nonworkdays, and
(B) The period of leave on either of those days is more than one-
half of the prescribed working hours for that day.
(ii) Leave between nonworkdays. Per diem shall not be paid for more
than two nonworkdays in cases where leave of absence is taken for all of
the prescribed working hours between the nonworkdays.
(b) Return to official station for nonworkdays--(1) Required
return--official business. An employee who is required by appropriate
agency officials to return to his/her official station for the
nonworkdays to perform official business or because it is otherwise
advantageous to the Government shall be allowed the round-trip
transportation expenses and per diem for the en route travel.
(2) Authorized return--substantial cost savings. An agency may
authorize per diem and transportation expenses to an employee to return
home for nonworkdays where a significant cost savings will be achieved.
Travel time shall be scheduled within the employee's duty hours to the
extent practicable. The cost of lost productivity attributable to the
duty hours involved in traveling to and from the employee's residence
for nonworkdays shall be considered in determining the cost savings.
(3) Authorized return incident to extended temporary duty. Employees
who are required to routinely perform extended periods of temporary duty
may, at agency discretion and within the limits of appropriations
available for payment of travel expenses, be authorized round-trip
transportation expenses and per diem en route for periodic return travel
to their official stations or places of abode for nonworkdays. Agencies
are cautioned that this authority is to be used with the utmost
discretion and consideration of the length and purpose of the temporary
duty assignments and the distance of the return travel. The periodic
return travel may be authorized if the conditions specified in
paragraphs (b)(3)(i) and (ii) of this section are met.
(i) The head of the agency or his/her designee has determined, based
on an appropriate cost analysis, that the costs of periodic weekend
return travel (including the costs of potential overtime, if applicable)
are outweighed by savings in terms of increased employee efficiency and
productivity, as well as reduced costs of recruitment and retention of
employees. This cost analysis shall be conducted no less frequently than
every other year.
(ii) Return travel for nonworkdays authorized under these provisions
constitutes an exception to the directive on scheduling of travel
contained in 5 U.S.C. 6101(b)(2) and therefore should be performed
outside the employee's regularly scheduled duty hours or during periods
of authorized leave. However, in the case of employees not exempt from
the Fair Labor Standards Act overtime provisions, consideration should
be given to scheduling the authorized travel to minimize payment of
overtime, including scheduling of travel during regularly scheduled duty
hours when necessary. (See Office of Personnel Management regulations
for
[[Page 53]]
further guidelines covering overtime during travel.)
(4) Voluntary return. When an employee voluntarily returns to his/
her official station or place of abode for nonworkdays, the maximum
reimbursement for the round-trip transportation and per diem en route
shall be limited to the per diem allowance and travel expenses which
would have been allowed had the employee remained at the temporary duty
station. The employee shall perform any such voluntary return travel
during nonduty hours or periods of authorized leave.
(c) Indirect route or interrupted travel. If there is an
interruption of travel or deviation from the direct route resulting in
excess travel time because of an employee's personal preference or
convenience or through the taking of leave, the per diem allowed shall
not exceed that which would have been allowed on uninterrupted travel by
a direct or usually traveled route except as provided in part 301-12 for
certain emergency travel situations. (See Secs. 301-2.5, 301-7.2(a)(2),
and 301-11.5(a)(3).)
(d) Illness or injury or a personal emergency situation. Provisions
governing per diem allowable for emergency travel performed due to an
employee's incapacitating illness or injury or because of a personal
emergency situation, as well as the continuation of per diem due to
incapacitating illness or injury of the employee, are found in part 301-
12.
PART 301-8--REIMBURSEMENT OF ACTUAL SUBSISTENCE EXPENSES--Table of Contents
Sec.
301-8.1 General.
301-8.2 Conditions warranting authorization or approval of actual
expenses.
301-8.3 Maximum daily rates and reimbursement limitations.
301-8.4 Authorization or approval.
301-8.5 Requirements for documentation, review, and administrative
controls.
301-8.6 Mixed travel (per diem and actual subsistence expense)
reimbursement.
301-8.7 Interruption of subsistence entitlements.
Authority: 5 U.S.C. 5707.
Sec. 301-8.1 General.
This part applies worldwide (both within and outside CONUS) except
as specifically provided in this part.
(a) Authority. Agencies may authorize or approve reimbursement for
the actual and necessary subsistence expenses of official travel when
such expenses are unusually high due to special or unusual
circumstances, or for occasional meals and/or lodging, as provided in
this part. This authority shall be used for individual travel
assignments or specific travel situations only after appropriate
consideration of the actual facts existing at the time the travel is
directed and performed.
(b) Delegation of authority. Heads of agencies may delegate, with
provisions for limited redelegation, the authority to authorize or
approve travel on an actual subsistence expense basis. Such delegation
or redelegation shall be held to as high an administrative level as
practicable to ensure that authorization or approval of travel on an
actual subsistence expense basis or reimbursement therefor is based on
adequate consideration and review of the travel circumstances warranting
such reimbursement.
(c) Agency responsibility. Heads of agencies shall, in accordance
with provisions of this part, prescribe administrative policies and
procedures under which reimbursement for actual and necessary expenses
of official travel may be authorized or approved to ensure that the
authority contained herein is administered in accordance with the intent
of this regulation.
(d) Relationship to per diem. Generally, authorization or approval
of actual subsistence expenses is contingent on the entitlement to per
diem. Except as otherwise provided in this part, the definitions and
rules stated in part 301-7 applicable to the employee's entitlement to a
per diem allowance shall apply to travel on an actual expense basis.
(e) Allowable expenses. Actual subsistence expense reimbursement may
be allowed for the same types of expenses that are covered by the per
diem allowance in Sec. 301-7.1(c) provided such expenses are determined
to be actual and necessary expenses incident to the particular travel
assignment.
[[Page 54]]
(f) Prudent traveler. An employee traveling on the actual
subsistence expense basis is expected to exercise the same care in
incurring expenses as set forth in part 301-7 for travel on a per diem
basis.
[54 FR 20288, May 10, 1989, as amended by FTR Amdt. 10, 55 FR 41533,
Oct. 12, 1990; 55 FR 46064, Nov. 1, 1990; FTR Amdt. 26, 57 FR 28633,
June 26, 1992]
Sec. 301-8.2 Conditions warranting authorization or approval of actual expenses.
(a) Travel assignments involving special or unusual circumstances.
Travel on an actual subsistence expense basis may be authorized or
approved for travel assignments when the applicable maximum per diem
rate (see Sec. 301-7.3) is inadequate due to special or unusual
circumstances. The maximum per diem rate, although generally adequate,
may be insufficient for a particular travel assignment because the
actual and necessary subsistence expenses are unusually high due to
special duties or because subsistence costs have escalated due to
special or unforeseen events. Since lodging costs constitute a major
portion of the subsistence expenses, travel on an actual expense basis
may be authorized or approved for travel when, due to special or unusual
circumstances, the lodging costs absorb all or nearly all of the
applicable maximum per diem allowance. Examples of travel assignments or
situations that may warrant authorization or approval of actual and
necessary expenses include but are not limited to the following:
(1) The employee attends a meeting, conference, or training session
away from the official duty station where lodging and meals must be
procured at a prearranged place (such as the hotel where the meeting,
conference, or training session is being held) and the lodging costs
incurred, because of these prearranged accommodations, absorb all or
practically all of the applicable maximum per diem allowance;
(2) The travel is to an area where the applicable maximum per diem
allowance is generally adequate but subsistence costs have escalated for
short periods of time during special functions or events such as missile
launching periods, international or national sports events, world's
fairs, conventions, or natural disasters;
(3) Based on a situation described in paragraph (a)(2) of this
section, affordable lodging accommodations are not available or cannot
be obtained within a reasonable commuting distance of the employee's
temporary duty point and transportation costs to commute to and from the
less expensive lodging facility consume most or all of the savings
achieved from occupying less expensive lodging;
(4) The employee, because of special duties of the assignment,
necessarily incurs unusually high expenses in the conduct of official
business, such as to procure superior or extraordinary accommodations
including a suite or other quarters for which the charge is well above
that which he/she would normally have to pay for accommodations; or
(5) The employee necessarily incurs unusually high expenses incident
to his/her assignment to accompany another employee in a situation as
described in paragraph (a)(4) of this section.
(b) Situations requiring reimbursement for occasional lodging and/or
meals. Although lodging and/or meals are furnished without cost (or at a
nominal cost) for a particular assignment, the employee may necessarily
incur expenses for occasional lodgings and/or meals. The agency may
approve reimbursement of appropriate expenses incurred for occasional
meals or lodging that are determined to be necessary and justified by
the circumstances involved. The actual expense allowable for lodging or
each meal may not exceed the applicable lodging or individual meal
allowance provided in part 301-7, or 300 percent of those amounts if
special or unusual circumstances are involved. If the travel is to a
location where Sec. 301-8.3(c) applies under special
[[Page 55]]
or unusual circumstances, the authorizing agency shall determine an
appropriate limitation on the amount of reimbursement. Each agency shall
establish necessary administrative procedures for travel under this
paragraph.
[54 FR 20288, May 10, 1989, as amended by FTR Amdt. 10, 55 FR 41533,
Oct. 12, 1990; FTR Amdt. 26, 57 FR 28633, June 26, 1992; FTR Amdt. 32,
58 FR 58241, Oct. 29, 1993; FTR Amdt. 66, 62 FR 30279, June 3, 1997]
Sec. 301-8.3 Maximum daily rates and reimbursement limitations.
This section establishes the maximum amount of reimbursement for
actual subsistence expenses that may be authorized or approved for each
calendar day or fraction thereof. Agencies shall determine appropriate
and necessary daily maximum rates not to exceed these amounts when
authorizing or approving travel under this part. Maximum daily rates
need not be prorated for fractions of a day; however, see paragraphs
(b)(1) and (2) of this section for reimbursement limitations.
(a) Maximum daily rates--(1) Travel within CONUS. For travel within
CONUS, the maximum daily rate for subsistence expenses shall not exceed
300 percent of the applicable maximum per diem rate (rounded to the next
higher dollar) prescribed in appendix A for the travel assignment
location.
(2) Travel outside CONUS. For travel outside CONUS, the maximum
daily rate for subsistence expenses shall not exceed the greater of the
amounts prescribed by the Departments of Defense and State, as set forth
in the Joint Federal Travel Regulation/Joint Travel Regulation and the
Foreign Affairs Manual, respectively, for nonforeign and foreign areas.
(b) Reimbursement limitation--(1) General limitation. When the
actual subsistence expenses incurred during any 1 day are less than the
maximum daily rate authorized, the employee shall be reimbursed only for
the lesser amount. Expenses incurred and claimed (including those for
fractional days) shall be reviewed and allowed only to the extent
determined to be necessary and reasonable by the agency. (See Sec. 301-
8.5(b).) Reimbursement for meals and incidental expenses shall not
exceed:
(i) 300 percent of the M&IE rate applicable to the temporary duty
location; or
(ii) $25 plus the M&IE rate applicable to the temporary duty
location when the daily maximum rate authorized is established under
paragraph (a)(2)(ii) of this section.
(2) Specific meals and incidental expenses limitation. The agency
may authorize or approve the payment of meals and incidental expenses on
a flat rate basis without the need for receipts and/or itemization when
such expenses are within the applicable M&IE rate. On full days of
travel, the payment shall not exceed the applicable M&IE rate. On
partial days of travel, the payment shall not exceed three-fourths of
the applicable M&IE rate. The amount of the maximum daily rate in excess
of the actual M&IE payment may be used for lodging.
(c) When lodging is procured through use of an agency purchase
order. When actual subsistence expense reimbursement is authorized or
approved under this part and lodging is furnished to the employee at no
cost through use of an agency purchase order, the agency shall not
authorize or approve reimbursement for other subsistence expenses that
will, when combined with the cost of lodging furnished, exceed the
maximum daily rate authorized under paragraphs (a) and (b) of this
section.
[FTR Amdt. 10, 55 FR 41533, Oct. 12, 1990, as amended by FTR Amdt. 19,
56 FR 37478, Aug. 7, 1991; FTR Amdt. 26, 57 FR 28633, June 26, 1992; FTR
Amdt. 32, 58 FR 58241, Oct. 29, 1993; FTR Amdt. 38, 59 FR 43500, Aug.
24, 1994; FTR Amdt. 54, 61 FR 68160, Dec. 27, 1996; FTR Amdt. 66, 62 FR
30279, June 3, 1997]
Sec. 301-8.4 Authorization or approval.
(a) Requests for authorization or approval of actual expense
reimbursement. It is the employee's responsibility to request
authorization or approval for actual subsistence expense reimbursement
when conditions appear to warrant such reimbursement and to furnish
appropriate justification to support the request.
(b) Prior authorization of actual expense travel. Normally, travel
on an actual expense basis should be authorized in advance and the daily
maximum
[[Page 56]]
rate authorized by the agency shall be stated in the travel
authorization.
(c) Approval after travel is completed. If travel is performed
without prior written authorization or is authorized on a per diem basis
and otherwise conforms to the provisions of this part, reimbursement for
actual and necessary subsistence expenses may be approved after
completion of the travel.
[54 FR 20288, May 10, 1989, as amended by FTR Amdt. 26, 57 FR 28633,
June 26, 1992]
Sec. 301-8.5 Requirements for documentation, review, and administrative controls.
(a) Documentation of actual expenses on the voucher--(1)
Itemization. When travel is authorized or approved on an actual
subsistence expense basis, the employee shall itemize on the travel
voucher each expense for which reimbursement is claimed on a daily
basis. Meals must be itemized separately; i.e., breakfast, lunch, and
dinner. Those expenses that do not usually accrue on a daily basis, such
as laundry and cleaning and pressing of clothing, may be averaged over
the number of days that actual expense reimbursement is authorized or
approved.
(2) Receipts. Receipts shall be required for lodging, regardless of
amount, and any individual meal when the cost is over $75. Agencies may,
at their discretion, require receipts for other allowable subsistence
expenses; however, the employee must be informed of this requirement in
advance of travel. The provisions of Sec. 301-7.9(b)(1) and (2) covering
double occupancy and missing receipts apply to this part.
(3) Exception to receipts and/or itemization requirement. When an
agency limits reimbursement for meals and incidental expenses to 100
percent of the applicable M&IE rate (as provided in Sec. 301-8.3(b)(2),
receipts and/or itemization of meals and incidental expenses need not be
required except at agency discretion.
(4) Fire safety responsibilities. An employee traveling on official
business is strongly encouraged to stay at an approved accommodation as
defined in Sec. 301-17.2(c) of this chapter.
(b) Agency review and administrative controls. Procedures shall be
established by each agency to ensure that actual subsistence expense
reimbursement under the provisions of this part is properly administered
and controlled to prevent abuse of the authority contained herein. (See
Sec. 301-8.1(c).) An appropriate review of the justification for travel
on an actual subsistence expense basis shall be made. Expenses claimed
by an employee shall be reviewed by the agency to determine whether the
expenses are reasonable and allowable subsistence expenses, and are
necessarily incurred in connection with the travel assignment.
[54 FR 20288, May 10, 1989, as amended by FTR Amdt. 10, 55 FR 41534,
Oct. 12, 1990; FTR Amdt. 26, 57 FR 28633, June 26, 1992; FTR Amdt. 39,
59 FR 46194, Sept. 7, 1994; FTR Amdt. 50, 61 FR 55578, Oct. 28, 1996;
FTR Amdt. 53; 61 FR 64998, Dec. 10, 1996]
Sec. 301-8.6 Mixed travel (per diem and actual subsistence expense) reimbursement.
(a) Generally, when actual expense reimbursement is authorized or
approved for a particular temporary duty location, and is the only
reimbursement system involved, the partial day of travel to and from
that location also will be on an actual expense basis. However, if the
en route travel to or from the actual expense location entails more than
1 day, the agency may authorize actual expense reimbursement, or per
diem in accordance with part 301-7, whichever is administratively
advantageous and commensurate with the expenses expected to be incurred
by the traveler.
(b) If actual expense reimbursement authorized for particular
locations is intermingled with per diem at other locations in a single
trip, the agency shall determine when the transition between
reimbursement systems occurs. Only one method or system is authorized
for any given calendar day except as provided in Sec. 301-8.2(b) or
Sec. 301-8.3(b)(2).
[54 FR 20288, May 10, 1989, as amended by FTR Amdt. 10, 55 FR 41534,
Oct. 12, 1990]
Sec. 301-8.7 Interruption of subsistence entitlements.
The provisions of Sec. 301-7.15 applicable to interruptions of per
diem entitlement (leave and nonworkdays, return
[[Page 57]]
to official station for nonworkdays, indirect route or interrupted
travel, and illness or injury or a personal emergency situation) shall
apply to travel on an actual subsistence expense basis.
[FTR Amdt. 10, 55 FR 41534, Oct. 12, 1990]
PART 301-9--MISCELLANEOUS EXPENSES--Table of Contents
Sec.
301-9.1 Expenses allowable.
301-9.2 Additional travel expenses incurred by an employee with a
disability.
301-9.3 Payment to Government employees.
301-9.4 Payment and reimbursements.
Authority: 5 U.S.C. 5701-5709; E.O. 11609, 36 FR 13747, 3 CFR, 1971-
1975 Comp., p. 586.
Sec. 301-9.1 Expenses allowable.
(a) Miscellaneous expenses. Charges for necessary stenographic or
typing services or rental of typewriters in connection with the
preparation of reports or correspondence, clerical assistance, services
of guides, interpreters, packers, drivers of vehicles, and storage of
property used on official business shall be allowed when authorized or
approved.
(b) Hire of a room. When necessary to engage a room at a hotel or
other place to transact official business, a separate charge therefor
shall be allowed when authorized or approved. (See Sec. 301-11.3(c)(8).)
(c) Travelers checks, money orders, certified checks, or automated-
teller-machine (ATM) services. Reimbursement for the cost of travelers
checks, money orders, or certified checks purchased in connection with
official travel, as well as transaction fees for authorized ATM
withdrawals, may be allowed. The amount of the checks, money orders, or
ATM cash withdrawals may not exceed the amount of funds authorized to be
advanced in accordance with the provisions of Sec. 301-10.3.
(d) Fees relating to travel outside the continental United States.
Reimbursement for the following items of expenses may be authorized or
approved:
(1) Conversion of currency. Commissions for conversion of currency
in foreign countries. (See Sec. 301-11.5(e).)
(2) Check cashing costs. Charges covering exchange fees for cashing
United States Government checks or drafts issued for the reimbursement
of expenses incurred for travel in foreign countries. (See Sec. 301-
11.5(e)(1).) Exchange fees incurred in cashing checks or drafts issued
in payment of salary shall not be allowed in travel expense accounts.
(3) Trip insurance. Cost of trip insurance purchased by employees
for use of a Government-furnished or privately owned vehicle during
official business for specific or individual trips into a foreign
country. Trip insurance covers potential liability for property damage
or personal injury or death to third parties. Reimbursement is limited
to instances in which the purchase of such insurance is required by
foreign statute or is a practical necessity due to the legal procedures
of a foreign country which, in the event of an accident, could result in
detainment of the driver or impoundment of the vehicle. The amount of
reimbursement is limited to the cost of the minimum amount of insurance
required for the use of a foreign country's roads or the minimum amount
required to be purchased by industrial custom.
(4) Travel document costs. Fees in connection with the issuance of
passports, visa fees, costs of photographs for passports and visas,
costs of certificates of birth, health, and identity, and of affidavits
and charges for inoculation which cannot be obtained through a Federal
dispensary.
(e) Other expenses. Miscellaneous expenditures not enumerated in
this section, when necessarily incurred by the traveler in connection
with the transaction of official business, shall be allowed when
approved.
[54 FR 20290, May 10, 1989, as amended by FTR Amdt. 12, 55 FR 49894,
Dec. 3, 1990]
Sec. 301-9.2 Additional travel expenses incurred by an employee with a disability.
(a) Policy, applicability, and general rules--(1) Policy. In
accordance with the Rehabilitation Act of 1973, as amended, (29 U.S.C.
701 et seq.) and 5 U.S.C. 3102, these provisions are intended to
accommodate an employee with a disability by providing for reimbursement
of necessary additional travel expenses incurred in the performance of
official travel.
[[Page 58]]
(2) Applicability. This section applies to an employee with a
disability as defined in paragraph (b) of this section.
(3) General rule. Payment is authorized for the additional travel
expenses listed in paragraph (c) of this section which are necessarily
incurred by an employee with a disability in the performance of official
travel.
(b) Definitions. For purposes of this section, the following terms
have the meaning indicated:
(1) Employee with a disability. The term ``employee with a
disability'' means an employee who has a disability as defined in
paragraph (b)(2) of this section, and is otherwise generally covered
under the Rehabilitation Act of 1973, as amended, 29 U.S.C. 701 et seq..
(2) Disability. The term ``disability'', with respect to an
employee, means:
(i) Having a physical or mental impairment that substantially limits
one or more major life activities;
(ii) Having a record of such an impairment; or
(iii) Being regarded as having such an impairment.
(3) Physical or mental impairment--(i) The term ``physical or mental
impairment'' means:
(A) Any physiological disorder or condition, cosmetic disfigurement,
or anatomical loss affecting one or more of the following body systems:
Neurological, musculoskeletal, special sense organs, respiratory
(including speech organs), cardio-vascular, reproductive, digestive,
genitourinary, hemic and lymphatic, skin, and endocrine; or
(B) Any mental or psychological disorder, such as mental
retardation, organic brain syndrome, emotional or mental illness, and
specific learning disabilities.
(ii) 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.
(4) Major life activities. The term ``major life activities'' means
functions such as caring for oneself, performing manual tasks, walking,
seeing, hearing, speaking, breathing, learning, and working.
(5) Substantially limits. The term ``substantially limits'' means
the employee is unable to perform a major life activity that the average
person in the general population can perform; or is significantly
restricted as to the condition, manner, or duration under which he/she
can perform a particular major life activity as compared to the
condition, manner, or duration under which the average person in the
general population can perform that same major life activity.
(6) Has a record of such an impairment. The term ``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.
(7) Is regarded as having such an impairment. The term ``is regarded
as having such an impairment'' means the employee:
(i) Has a physical or mental impairment that does not substantially
limit major life activities but the impairment is treated by the agency
as constituting such a limitation;
(ii) Has a physical or mental impairment that substantially limits
major life activities only as a result of the attitudes of others toward
such impairment; or
(iii) Has none of the impairments defined in paragraph (b)(3) of
this section but is treated by the employing agency as having a
substantially limiting impairment.
(c) Allowable expenses. The following expenses are allowable
additional travel expenses payable to an employee with a disability:
(1) Transportation and subsistence expenses authorized under this
chapter that are incurred by an attendant accompanying the employee,
whether the attendant is or is not a member of the employee's immediate
family, when the employee requires the assistance of an attendant;
(2) Cost of specialized transportation for the employee to, from,
and/or at the temporary duty location;
[[Page 59]]
(3) Cost of specialized services provided by a commercial carrier
necessary to accommodate the employee's disability;
(4) Costs incurred as a direct result of the employee's disability
for baggage handling in connection with public transportation or at
lodging facilities;
(5) Cost of renting and/or transporting a wheelchair; and
(6) Cost of premium-class accommodations when necessary to
accommodate the employee's disability (the necessity must be
substantiated in writing by a competent medical authority and authorized
under Sec. 301-3.3 of this chapter).
[FTR Amdt. 25, 57 FR 8091, Mar. 6, 1992, as amended by FTR Amdt. 37, 59
FR 27488, May 27, 1994]
Sec. 301-9.3 Payment to Government employees.
Neither payment nor reimbursement shall be allowed under any
agreement made by the traveler with an employee of the Government for
personal services.
[54 FR 20290, May 10, 1989. Redesignated by FTR Amdt. 25, 57 FR 8091,
Mar. 6, 1992]
Sec. 301-9.4 Payment and reimbursements.
Where cash payment is made for services covered by this part,
reimbursement for the charges actually made may be allowed provided the
voucher shows the quantity, unit, and unit price. (See Sec. 301-
11.3(c).) If cash payment is not made, the account shall be approved by
the traveler, certified by the payee, and forwarded to the
administrative office for approval and payment direct to the person who
rendered the service. The account must show the dates of service,
quantity, unit price, and any other particulars that may be needed for a
clear understanding of the charge. If a Government voucher form is not
used, care should be taken that each account is submitted in duplicate,
the original of which shall bear the approval of the traveler and the
following certificate by the payee:
I certify that the foregoing account is correct and just and that
payment therefor has not been received.
[54 FR 20290, May 10, 1989. Redesignated by FTR Amdt. 25, 57 FR 8091,
Mar. 6, 1992, and amended by FTR Amdt. 26, 57 FR 28634, June 26, 1992]
PART 301-10--SOURCES OF FUNDS--Table of Contents
Sec.
301-10.1 General policy.
301-10.2 Procurement of common carrier transportation.
301-10.3 Advance of funds.
301-10.4 Use of foreign currencies.
Authority: 5 U.S.C. 5707.
Sec. 301-10.1 General policy.
(a) Minimizing cash requirements. As a general policy, employees
traveling on official business are responsible for meeting their current
travel expenses. However, Federal employees should not have to pay
official travel expenses entirely from personal funds unless the
employee has elected not to use alternative resources made available by
the Government; i.e., contractor-issued charge cards, travelers checks,
or contractor-provided automated-teller-machine (ATM) services. To
alleviate the need for employees to use personal funds, agencies may
issue travel advances for certain expenses as authorized by Sec. 301-
10.3. Agencies and travelers shall take all reasonable steps to minimize
the cash burden on both the agency and the traveler. These steps shall
include, but not be limited to, using Government contractor-issued
charge cards. Where the use of Government contractor-issued charge cards
is impractical for procuring common carrier transportation, agencies
shall purchase required transportation tickets for employees using
Government Transportation Requests (GTR's) as provided in Sec. 301-10.2,
or centrally billed accounts as provided in Sec. 301-15.45.
(b) Managing financial resources. To manage Federal financial
resources more effectively for travel expense purposes, agencies shall:
(1) Hold to a minimum the amounts of cash advanced for travel
purposes as provided in Sec. 301-10.3;
[[Page 60]]
(2) Follow-up with travelers to assure that vouchers are submitted
within established timeframes as provided in Sec. 301-11.4(a); and
(3) Process travel vouchers promptly to recover any excess travel
advances or to provide payment to employees as provided in Sec. 301-
10.3(d). Agencies must establish internal policies and procedures to
ensure that travel vouchers are paid within 25 working days after the
end of each trip or travel period for which a voucher is filed.
(c) Government contractor-issued charge cards. Agencies shall offer
Government contractor-issued charge cards to all employees who are
expected to travel at least twice a year (frequent travelers),
consistent with each agency's internal travel regulations. Upon request,
agencies shall issue the card to any employee authorized to perform
official travel. Part 301-15, subpart C contains rules and procedures
governing the issuance of Government charge cards. Travelers issued
charge cards are encouraged to use them to pay for official travel
expenses to the maximum extent possible.
[FTR Amdt. 9, 55 FR 10770, Mar. 23, 1990, as amended by FTR Amdt. 12, 55
FR 49894, Dec. 3, 1990; FTR Amdt. 26, 57 FR 28634, June 26, 1992]
Sec. 301-10.2 Procurement of common carrier transportation.
(a) U.S. Government transportation requests (GTR's). All passenger
transportation services by common carrier must be procured through the
use of Standard Form 1169, U.S. Government Transportation Request (GTR),
unless otherwise specifically provided herein and in 41 CFR 101-41.203.
(1) Regulations governing use. The GTR and procedures for its use
are prescribed by the Administrator of General Services in 41 CFR part
101-41.
(2) Use of the GTR. The GTR shall be issued and used only for
officially authorized passenger transportation by common carrier or for
authorized transportation services or accommodations furnished by common
carrier; i.e., air, bus, rail, or vessel. The GTR shall not be issued
and used in the following instances:
(i) For personal transportation services or privileges which
increase or exceed the cost of those authorized. When the travel is by
an indirect route for personal convenience, the employee may not use a
GTR to procure transportation accommodations for the indirect travel.
However, a common carrier ticket procured by GTR for travel authorized
at Government expense may be reissued for a common carrier ticket to
travel by an indirect route for personal reasons. In such instance, any
additional charges, including the applicable share of Federal
transportation tax, incurred as result of the reissued ticket for
personal convenience shall be at personal expense and paid directly by
the employee to the carrier or travel management center (TMC).
Additionally, when accommodations superior to those authorized are
requested or used by the traveler for personal reasons, the additional
cost, including the applicable share of the Federal transportation tax,
shall be at personal expense and paid directly by the employee to the
carrier or TMC;
(ii) For individually procured taxicab, airport limousine, intracity
transit, rental automobiles, or other for-hire automobile services;
(iii) For payment of toll road or toll bridge charges; or
(iv) For passenger transportation services costing $10 or less,
excluding Federal transportation tax, or excess baggage services costing
$15 or less for each leg of a trip, unless special circumstances justify
use of a GTR.
(3) Lost or stolen GTR. When a GTR in the possession of a traveler
or other accountable person is lost or stolen, an immediate report shall
be made to the administrative office in the manner prescribed by the
agency concerned. If the lost or stolen GTR shows the carrier service
desired, and point of origin, the named carrier and other local initial
carriers shall be promptly notified. A GTR which is recovered subsequent
to having been reported lost shall not be used but shall be sent to the
administrative office. A traveler may be held liable for any expenditure
by the Government caused through negligence on his/her part in
safeguarding GTR's or tickets received in exchange for a GTR.
[[Page 61]]
(See Secs. 301-1.103(a), 301-3.5, and 301-11.5(c)(1).)
(b) Cash payments for procurement of common carrier transportation
services. The use of cash to procure passenger transportation services
may not be authorized except under the conditions specified in
paragraphs (b) (1) through (3) of this section. For this paragraph, the
use of checks (personal or travelers), personal credit cards, or
individual Government contractor-issued charge cards is considered the
equivalent of cash. Cash payments may be made with a travel advance (see
Sec. 301-10.3) or through the use of personal funds.
(1) Procedures for the use of cash. The procedures for the use of
cash to procure passenger transportation services are prescribed by the
Administrator of General Services in 41 CFR 101-41.203-2, as follows:
(i) When cost of transportation is $10 or less. Travelers shall use
cash to procure all passenger transportation services costing $10 or
less, excluding Federal transportation tax, and to pay excess baggage
charges costing $15 or less for each leg of a trip, unless special
circumstances justify the use of a GTR.
(ii) When cost of transportation is over $10 but does not exceed
$100. Agencies may, by appropriate regulations, require a traveler to
use cash to procure passenger transportation services from, to, or
between points in the United States and its possessions or the trust
territories when the cost is over $10 but does not exceed $100,
excluding Federal transportation tax, for each trip as authorized on the
travel authorization (see note below).
Note: The National Railroad Passenger Corporation (AMTRAK) will not
accept a GTR for travel under $50. AMTRAK will accept personal checks or
major credit cards provided proper identification is shown when
purchasing a ticket.
(iii) When cost of transportation exceeds $100. Except as noted in
paragraph (b)(2) of this section, a GTR must be used to procure
passenger transportation services costing in excess of $100, excluding
Federal transportation tax, unless otherwise exempted in writing by GSA
as provided in 41 CFR 101-41.203-2.
(2) Exception to cash payment limitation. As an exception to the
rule stated in paragraph (b)(1)(iii) of this section cash payment of
official transportation expenses, without regard to the $100 limitation,
is authorized under the following conditions:
(i) Reduced group or excursion fares available from travel agencies.
Cash payments in excess of $100 may be authorized by the agency for
individual employees or a group of employees to secure reduced group or
excursion fares available only through travel agents under certain
conditions as provided in Sec. 301-3.4(b)(2). A copy of the
administrative determination required under Sec. 301-3.4(b)(2) shall
accompany the travel voucher.
(ii) Use of individual Government contractor-issued charge card for
procurement of transportation exceeding $100. Cash payment of passenger
transportation services in excess of $100 is authorized when a
participating agency or its employees use a charge card issued by a
contractor under contract with the General Services Administration for
official travel. Use of charge or credit cards held by the employee for
personal use and issued by any other credit card company is not
authorized under this exception. (See part 301-15, subpart C governing
the Government's charge card program.)
(iii) Emergency circumstances. Under emergency circumstances when
the use of GTR's is not possible, heads of agencies, or their designated
representatives, may authorize or approve travelers' use of cash
exceeding the $100 limitation when procuring passenger transportation
services as provided in 41 CFR 101-41.203-2(b). Under 41 CFR 101-41.203-
2(b), the delegation of authority to authorize or approve the use of
cash in excess of $100 for the procurement of emergency transportation
services shall be held to as high an administrative level as practicable
to ensure adequate consideration and review of the circumstances.
(3) Reimbursement--(i) Claim. The travel voucher claiming
reimbursement for cash payments for transportation services shall show
the ticket number, carrier name, accommodations used, origin and
destination of
[[Page 62]]
travel performed, and the agent's valuation of the transportation
ticket. A traveler who has procured passenger transportation services
with cash (whether using personal funds, a travel advance, or a
Government charge card) shall assign to the Government his/her right to
recover any excess payment involving a carrier's use of improper rates.
(See statement/voucher requirements in Sec. 301-11.5(c)(3). See also
Sec. 301-1.103(b) for provisions on promotional materials received from
carriers and Secs. 301-1.103(c) and 301-3.5 for provisions on denied
boarding compensation.)
(ii) [Reserved].
[54 FR 20291, May 10, 1989, as amended by FTR Amdt. 9, 55 FR 10770, Mar.
23, 1990; FTR Amdt. 12, 55 FR 49895, Dec. 3, 1990; FTR Amdt. 17, 56 FR
23655, May 23, 1991; 56 FR 29439, June 27, 1991; FTR Amdt. 26, 57 FR
28634, June 26, 1992; FTR Amdt. 32, 58 FR 58241, Oct. 29, 1993; FTR
Amdt. 50, 61 FR 55578, Oct. 28, 1996]
Sec. 301-10.3 Advance of funds.
(a) Authority. The head of each agency or his/her designated
representative may provide, through proper disbursing officers, to
persons entitled to per diem (for subsistence expenses) or mileage
allowances, an advance of travel funds in an amount deemed advisable
within the criteria stated in paragraphs (b) and (c) of this section,
considering the character and probable duration of the travel to be
performed. Agencies shall issue advances in the form of travelers checks
or authorized ATM cash withdrawals when those methods are determined to
be in the best interest of the Government.
(b) Limitation. Except as provided in paragraph (c) of this section,
agencies shall limit the advance of travel funds to those estimated
expenses that a traveler is expected to incur in connection with
authorized travel (including travel incident to a permanent change of
station) which normally would be paid using cash (``cash transaction
expenses'' as defined in paragraph (b)(1) of this section). This
limitation applies to advances issued for travel under single trip as
well as open travel authorizations. However, for travel covered by an
open travel authorization, advances shall be limited to the estimated
cash transaction expenses for no more than a 45-day period.
(1) Cash transaction expenses. Cash transaction expenses are those
travel expenses that as a general rule cannot be charged and must,
therefore, be paid using cash, personal checks, or travelers checks. It
is assumed that travelers normally will be able to use a Government
contractor-issued charge card to charge major expenses such as common
carrier transportation fares, lodging costs, and rental of automobiles
and airplanes. Therefore, expenses which will be considered cash
transaction expenses are:
(i) Meals and incidental expenses (M&IE) covered by the per diem
rate or actual subsistence expense allowance;
(ii) Miscellaneous transportation expenses such as local transit
system fares; taxi fares; parking fees; ferry fees; bridge, road, and
tunnel fees; and airplane parking, landing, and tiedown fees;
(iii) Gasoline and other variable expenses covered by the mileage
allowance for advantageous use of a privately owned vehicle for official
business; and
(iv) Other authorized miscellaneous expenses which cannot be charged
using a charge card and for which a cost reasonably can be estimated
prior to travel.
(2) Allowable amount for meals and incidental expenses (M&IE). The
amount advanced for meals and incidental expenses shall not exceed the
prescribed M&IE rate or other amount authorized by the agency under 41
CFR part 301-7 or 301-8, as appropriate.
(c) Exceptions to travel advance limitation--(1) Authorized
exceptions. The limitation provided in paragraph (b) of this section
does not apply to the following change of official station expenses:
temporary quarters subsistence, transportation and temporary storage of
household goods or employee's automobile, or transportation of mobile
homes.
(2) Agency discretion. Agencies may, under the limited circumstances
described in paragraphs (c)(2) (i) through (iii) of this section,
increase the amount of the travel advance provided to the traveler.
[[Page 63]]
(i) Use of charge card precluded. Travel circumstances are expected
to preclude the use of a Government contractor-issued charge card to
purchase transportation, lodging, car rental, or other travel expenses
that normally would be chargeable.
(ii) Charge card issuance denied. The agency determines that in
certain situations an employee or group of employees should not be
issued a Government contractor-issued charge card. The basis for this
determination must be documented in the agency's internal travel
regulations and might include infrequent travelers or travel
circumstances where use of a charge card is nearly always impractical.
(iii) Official change of station. The agency determines that the use
of Government contractor-issued charge cards is not feasible for en
route travel and househunting trip cash transaction expenses in
connection with employees transferring between official stations,
particularly those transferring between agencies.
(3) Amount allowed. Travel advances under this exception shall not
exceed 80 percent of the estimated additional cash expenses permitted
under either paragraph (c) (1) or (2) of this section and authorized on
the travel authorization unless a determination is made that the 80
percent limitation will result in a financial hardship on the employee.
In cases of financial hardship, the agency may advance up to 100 percent
of these estimated expenses for an individual trip, or for an open
travel authorization not to exceed a 45-day period.
(4) Exception precluded. This exception authority may not be
exercised in situations where the employee has elected not to use
alternative funding resources made available by the Government; i.e.,
Government contractor-issued charge cards, travelers checks, or
contractor-provided ATM services. This exception authority may not be
exercised for travelers whose Government charge cards have been
suspended or revoked because of delinquent payments.
(d) Control and recovery of advances. Agencies shall establish
internal financial controls for assuring that travelers with outstanding
travel advances are notified of any delinquencies in filing vouchers and
repaying outstanding advance balances, and that travelers are promptly
paid amounts owed to them by the agency. These controls should include
procedures for reviewing outstanding travel advances prior to an
employee's separation, and for settling all outstanding amounts.
(1) Deduction from vouchers. It shall be the responsibility of the
head of each agency or his/her designee to ensure that the amount
previously advanced is deducted from the total expenses allowed or that
it is otherwise recovered. In instances where the traveler is in a
continuous travel status, or where periodic reimbursement vouchers are
submitted on an individual trip authorization, the full amount of travel
expenses allowed may be reimbursed to that traveler without any
deduction of his/her advance until such time as the final voucher is
submitted. If the amount advanced is less than the amount of the voucher
on which the advance is deducted, the traveler shall be paid the net
amount. In the event the advance exceeds the reimbursable amount, the
traveler shall immediately refund the excess.
(2) Direct refunds. In the event of cancellation or indefinite
postponement of authorized travel, the traveler shall promptly notify
appropriate agency officials of such event and refund any monies
advanced to him/her in connection with the authorized travel. In the
event the traveler does not promptly refund the money, the head of the
agency or his/her designee shall take immediate steps to secure the
refund of any advance that may have been made.
(3) Other means of recovery. Outstanding advances which have not
been recovered by deduction from reimbursement vouchers or voluntary
refunds by the traveler shall be promptly recovered by a setoff of
salary due or retirement credit or otherwise from the person to whom it
was advanced, or his/her estate, by deduction from any amount due from
the United States, or by any other legal method of recovery that may be
necessary. Salary or other amounts due shall be considered before the
retirement credit. In view of these protections, which are specifically
included in the law, travelers shall not be
[[Page 64]]
required to furnish bonds in order to obtain travel advances. (See 31
U.S.C. 9302.)
(e) Accounting for advances. Accounting for cash advances for travel
purposes, recovery, and reimbursements shall be in accordance with
procedures prescribed by the General Accounting Office (see General
Accounting Office Policy and Procedures Manual for Guidance of Federal
Agencies, title 7, Fiscal Procedures).
[FTR Amdt. 9, 55 FR 10770, Mar. 23, 1990, as amended by FTR Amdt. 12, 55
FR 49895, Dec. 3, 1990; FTR Amdt. 15, 56 FR 10378, Mar. 12, 1991; FTR
Amdt. 32, 58 FR 58241, Oct. 29, 1993]
Sec. 301-10.4 Use of foreign currencies.
Travelers to, in, and from foreign countries will use excess and
near-excess foreign currencies owned by the United States for paying
expenses of official travel, including payments to carriers providing
service under Government transportation requests and bills of lading and
for subsistence and other local expenses. The use of such currencies is
prescribed by the Office of Management and Budget (OMB) Circular A-20,
and a list of excess and near-excess foreign currencies is published
periodically in OMB bulletins. The Department of State also issues an
informational ``Foreign Currency Bulletin'' series concerning the use of
foreign currencies. It is essential that travelers to, in, and from
foreign countries and persons authorizing such travel be familiar with
the latest version of these issuances. The OMB leaflet containing
general guidance for using excess and near-excess foreign currencies
should be furnished to travelers before foreign travel arrangements are
made.
[54 FR 20291, May 10, 1989]
PART 301-11--CLAIMS FOR REIMBURSEMENT--Table of Contents
Sec.
301-11.1 Fraudulent claims.
301-11.2 Records of travel and expenses.
301-11.3 Travel vouchers and attachments.
301-11.4 Submission and review of travel vouchers.
301-11.5 Preparation of voucher.
301-11.6 Administrative approvals.
301-11.7 Suspension of charges.
Authority: 5 U.S.C. 5707.
Source: 54 FR 20293, May 10, 1989, unless otherwise noted.
Sec. 301-11.1 Fraudulent claims.
A claim against the United States is forfeited if the claimant
attempts to defraud the Government in connection therewith (28 U.S.C.
2514). In addition, there are two criminal provisions under which severe
penalties may be imposed on a traveler who knowingly presents a false,
fictitious, or fraudulent claim against the United States (18 U.S.C. 287
and 1001). Travelers' claims for reimbursement shall accurately reflect
the facts involved in every instance so that any violation or apparent
violation of those provisions may be avoided.
Sec. 301-11.2 Records of travel and expenses.
(a) Expenditure records. All persons authorized to travel on
official business (see certificate on travel voucher form) should keep a
record of expenditures properly chargeable to the Government, noting
each item at the time the expense is incurred and the date. The
information thus accumulated will be available for the proper
preparation of travel vouchers.
(b) [Reserved].
[FTR Amdt. 39, 59 FR 46194, Sept. 7, 1994, as amended by FTR Amdt. 53;
61 FR 64998, Dec. 10, 1996]
Sec. 301-11.3 Travel vouchers and attachments.
(a) Use of authorized form. All claims for the reimbursement of
traveling expenses shall be submitted on authorized reimbursement forms
and must be itemized and stated in accordance with this subtitle unless,
for special reasons, compliance with specific requirements has been
waived or modified by written determination of the Administrator of
General Services.
(b) Evidence of authorization. The travel voucher must be supported
by a copy of the travel authorization. If the travel authorization has
been filed or attached to a previous voucher, reference to the previous
voucher shall be made.
(c) Receipts required. Receipts are required for allowable cash
expenditures
[[Page 65]]
in amounts in excess of $75. Lodging receipts are required as specified
in Sec. 301-7.9(b) and Sec. 301-8.5(a) of this chapter. When receipts
are not available, the expenditures shall be explained on the voucher.
(d) Lack of receipt--(1) Impracticable to obtain. If it is
impracticable to furnish receipts in any instance as required in
paragraph (c) of this section, the failure to do so must be fully
explained on the travel voucher. Mere inconvenience in the matter of
taking receipts shall not be considered. In no case shall a receipt be
taken in duplicate, except as provided in Sec. 301-4.6(c).
(2) Confidential expenditure. When the duties of the traveler are of
a confidential nature and the public interest so requires, the
requirements for receipts may be waived by the appropriate
administrative official.
[54 FR 20293, May 10, 1989, as amended by FTR Amdt. 26, 57 FR 28634,
June 26, 1992; FTR Amdt. 45, 60 FR 62333, Dec. 6, 1995; FTR Amdt. 50, 61
FR 55578, Oct. 28, 1996]
Sec. 301-11.4 Submission and review of travel vouchers.
(a) Submission procedures. Agencies are authorized to prescribe the
administrative procedures for travelers to follow in submitting travel
vouchers under the guidelines published in this part. Number of copies
required will be as directed by the agency. The time of submission will
also be as directed by the agency but should be within 5 working days
after completion of the trip or period of travel, or every 30 days if
the employee is in a continuous travel status. Only the original of the
voucher is required to be signed by the traveler. Travel voucher forms
may be typed when prepared by clerical personnel from information
provided by the traveler. However, typing of travel voucher forms is not
required and should not be done when travelers prepare legible,
handwritten vouchers. Handwritten vouchers must be prepared in ink.
(b) Review to confirm travel was performed as authorized. The travel
authorizing/approving official or his/her designee (e.g., supervisor)
shall review the completed travel voucher to confirm that the travel for
which expenses are being claimed was performed as authorized. The
individual who performs the voucher review should have full knowledge of
the employee's activities. Administrative approval of the voucher shall
be in accordance with Sec. 301-11.6.
(c) Administrative voucher review responsibilities. The travel
authorizing/approving official or his/her designee (e.g., supervisor)
shall ensure that the voucher is properly prepared according to
pertinent regulations and agency procedures before it is certified for
payment. This agency official shall review the claim to:
(1) Ascertain accuracy of the amounts claimed;
(2) Determine whether the types of expenses claimed are authorized
and allowable expenses; and
(3) Ensure that required receipts, statements, justifications, etc.
are attached to the voucher in support of the claimed expenses.
(d) Finance office responsibilities--(1) Accounting
responsibilities. The agency office which has accounting
responsibilities pertaining to the payment of travel and transportation
reimbursement claims shall carry out its responsibilities in accordance
with procedures prescribed by the General Accounting Office (GAO) in the
GAO Policy and Procedures Manual for Guidance of Federal Agencies, Title
7, Fiscal Procedures.\1\ Additionally, agencies shall establish
procedures for collecting unused passenger tickets and transportation
refund applications and for initiating the refund process in accordance
with 41 CFR 101-41.209 and 101-41.210 (see Sec. 301-3.5).
---------------------------------------------------------------------------
\1\ The GAO Policy and Procedures Manual for Guidance of Federal
Agencies is available from the Distribution Section, Room 1100, U.S.
General Accounting Office, 710 4th Street, NW (corner of
4th and G Streets), Washington, DC 20548.
---------------------------------------------------------------------------
(2) Certifying officer responsibilities. The certifying officer
assumes ultimate responsibility under 31 U.S.C. 3528 for the validity of
the voucher, irrespective of review of the voucher under paragraph (b)
or (c) of this section.
[54 FR 20293, May 10, 1989, as amended by FTR Amdt. 26, 57 FR 28634,
June 26, 1992; FTR Amdt. 50, 61 FR 55578, Oct. 28, 1996]
[[Page 66]]
Sec. 301-11.5 Preparation of voucher.
(a) Itemization--(1) Chronological order. Expenses incurred shall be
itemized on travel reimbursement vouchers in chronological order except
that agencies may authorize travelers to enter total amounts spent
during a voucher period for local telephone calls; local metropolitan
streetcar, bus, and subway fares; and parking meter fees.
(2) Leave of absence. When leave of absence of any kind is taken
while an employee is in a travel status, the type of leave and number of
hours of leave for each day shall be recorded on the travel voucher.
(3) Indirect-route travel. The travel voucher should set forth the
details of the expenses actually incurred, the date of departure from
the post of duty, and the date of arrival at the place of duty. Where
leave has been taken while in travel status, the date and time that
leave began and terminated should be shown.
(4) Suspended items. Items suspended from previous travel vouchers
and reclaimed (see Sec. 301-11.7) must be stated after all other items
have been listed.
(5) Receipts attached chronologically. Receipts must be numbered
consecutively, commencing with No. 1 for each account.
(b) Subsistence claims--(1) Per diem. Itemization of subsistence
expenses must not be made on the travel voucher where a per diem is
allowed under part 301-7. The exact period for which per diem is claimed
must be stated.
(2) Actual subsistence expenses. When actual subsistence
reimbursement is authorized under part 301-8, claims shall be submitted
in accordance with agency requirements issued under Sec. 301-8.5.
(c) Transportation expenses--(1) Transportation requests, unused
tickets. The travel voucher must show, in the space provided for such
information, the serial numbers of the transportation request(s) issued,
with: Dates of travel, the points of departure and destination, classes
of service used, name of transportation company, and the value of the
transportation secured. Any differences in the actual travel performed
as opposed to that shown on the GTR, shall also be shown. When
itineraries are changed or trips canceled after tickets have been issued
to the traveler, a statement shall be entered on the voucher, and
initialed by the traveler, that tickets have been either used for
official travel or all unused tickets, or portions thereof, have been
properly accounted for and attached to the voucher. (See Sec. 301-
3.5(a).)
(2) Special conveyance. When a special conveyance or a privately
owned conveyance is used, the travel voucher must show the dates and
points of travel and the type of conveyance used. If the distance
traveled between any given points is greater than the usual route
between these points, the reason for the greater distance shall be
shown. When transportation is authorized by a privately owned conveyance
on an actual expense basis, a statement shall also be furnished showing
the make of the automobile used; the quantity of gasoline and oil
consumed and places between which the travel was performed; the distance
traveled and unit price per gallon or quart paid; and whether all
gasoline, oil, garage rent, feed and stabling of horses, and bridge,
ferry, or other tolls for which claim is made were used or required by
official travel.
(3) Cash payment for common carrier fare. A traveler using cash to
purchase any authorized passenger transportation service for official
travel as provided in Sec. 301-10.2(b) shall account for those expenses
on an authorized travel voucher form, furnishing pertinent receipts
(when required under Sec. 301-11.3(c)), passenger coupons, or other
appropriate evidence to support the claim for reimbursement. Receipts
are not required for local transit system fares. A traveler who has
procured passenger transportation services with cash (whether using
personal funds or a travel advance) shall assign to the Government his/
her right to recover any excess payment involving a carrier's use of
improper rates by including the following statement on the travel
voucher:
I hereby assign to the United States any rights I may have against
other parties in connection with any reimbursable carrier transportation
charges described herein.
[[Page 67]]
(d) Reporting payments to other employees. Reimbursement shall not
be allowed for payments made to other Government employees for
transportation expenses, except in cases of necessity, which shall be
satisfactorily explained. (See Sec. 301-4.5.)
(e) Foreign travel--(1) Claims for exchange fees. Charges for
cashing United States Government checks issued in reimbursement of
expenses incurred for travel in foreign countries shall be allowed in
subsequent vouchers. (See Sec. 301-9.1(d)(2).)
(2) Foreign currencies used. Persons traveling in foreign countries
should report their expenditures by items in the money of the country in
which the expenditures were made. The total expenditure in foreign
currency must be converted into United States dollars at the rate or
rates at which the foreign money was obtained. The rates of conversion
and the commissions charged must be shown.
(f) Erasures and alterations. Erasures and alterations in totals on
travel vouchers must be initialed by the traveler, and erasures and
alterations in the totals on receipts must be initialed by the person
who signed the receipt.
(g) Purpose of travel statement. The purpose(s) of travel shall be
stated on the travel voucher form for each trip for which reimbursement
is being claimed. If travel is performed for several different purposes,
such as travel authorized under an unlimited open authorization or a
limited open authorization, the purpose of travel for each trip must be
stated on the reimbursement claim. The purpose of travel statement
should be consistent with the purpose(s) stated on the corresponding
travel authorization. (See Sec. 301-1.102(c).)
[54 FR 20293, May 10, 1989, as amended by FTR Amdt. 17, 56 FR 23656, May
23, 1991; FTR Amdt. 50, 61 FR 55578, Oct. 28, 1996; FTR Amdt. 54, 61 FR
68161, Dec. 27, 1996]
Sec. 301-11.6 Administrative approvals.
(a) Administrative approval of the voucher. The administrative
approval of the voucher shall constitute the approvals required for:
(1) Return to official station due to illness or injury. (See
Secs. 301-2.4, 301-7.15(d) and 301-8.7, and part 301-12.)
(2) Use of a privately owned conveyance on an actual expense basis.
(See Sec. 301-4.6(b).)
(3) Excess baggage charges. (See Sec. 301-5.2.)
(4) Continuation of per diem during leave of absence due to illness
or injury. (See Secs. 301-7.15(d) and 301-12.5(a).)
(5) Continuation of actual subsistence during leave of absence due
to illness or injury. (See Secs. 301-8.7 and 301-12.5(a).)
(6) Charges for arranging reservations of accommodations. (See
Sec. 301-6.4.)
(b) Authorizations or approvals specifically stated. Except as
listed in paragraph (a) of this section, the authorizations or approvals
required by this regulation must be specifically stated in agency
regulations, travel orders, or reimbursement vouchers. Such
authorization or approvals include:
(1) Authority for travel. (See Sec. 301-1.101.)
(2) Travel required to places where meals are obtained. (See
Sec. 301-2.3(b).)
(3) Taxicab fares between residence and office on day travel is
performed. (See Sec. 301-2.3(d).)
(4) Taxicab fares between residence and office in cases of
necessity. (See Sec. 301-2.3(e).)
(5) Taxicab for local travel. (See Sec. 301-3.1(a).)
(6) Rental of automobile or special conveyance. (See Sec. 301-
3.2(a).)
(7) Hire of a conveyance from another employee or member of
employee's family. (See Sec. 301-3.2(d).)
(8) Use of accommodations superior to those authorized. (See
Sec. 301-3.3.)
(9) Use of extra-fare trains. (See Sec. 301-3.3(b)(5).)
(10) Use of higher cost service when lower cost service is available
on same mode of transportation. (See Sec. 301-3.4(c).)
(11) Use of foreign flag air carriers. (See Sec. 301-3.6(c).)
(12) Use of a privately owned conveyance when it is advantageous to
the Government. (See Sec. 301-4.1(a).)
(13) Use of a privately owned vehicle when use of common carrier
transportation is most advantageous to the Government. (See Sec. 301-
4.3.)
(14) Use of a privately owned vehicle when use of a Government-
furnished
[[Page 68]]
vehicle would be most advantageous to the Government. (See Sec. 301-
4.4(a).)
(15) Reductions in maximum per diem rates when appropriate. (See
Sec. 301-7.12.)
(16) Additional per diem for travel by commercial vessel when the $6
rate is insufficient. (See Sec. 301-7.8(e).)
(17) Reimbursement of actual subsistence expense. (See Sec. 301-
8.4.)
(18) Maximum daily reimbursement. (See Sec. 301-8.3.)
(19) Miscellaneous expenses. (See Secs. 301-9.1 (a) and (e).)
(20) Hire of a room. (See Sec. 301-9.1(b).)
(21) Travelers checks, money orders, certified checks, or
contractor-provided automated-teller-machine (ATM) services. (See
Sec. 301-9.1(c).)
(22) Fees relating to travel outside continental United States. (See
Sec. 301-9.1(d).)
(23) Additional travel expenses incurred by an employee with a
disability. (See Sec. 301-9.2.)
(24) Payment of account when agency billed direct. (See Sec. 301-
9.4.)
(25) Waiver of requirements for receipts. (See Sec. 301-11.3(d)(2).)
(26) Waiver of itemization for local telephone calls; local
metropolitan streetcar, bus, and subway fares; and parking meter fees.
(See Sec. 301-11.5(a)(1).)
(27) Return to official station due to a personal emergency
situation. (See Secs. 301-2.4, 301-7.15(d), and 301-8.7, and part 301-
12.)
(28) Travel to an alternate location due to illness or injury or a
personal emergency situation. (See Secs. 301-2.4, 301-7.15(d), and 301-
8.7, and part 301-12.)
[54 FR 20293, May 10, 1989, as amended by FTR Amdt. 10, 55 FR 41534,
Oct. 12, 1990; FTR Amdt. 12, 55 FR 49895, Dec. 3, 1990; FTR Amdt. 17, 56
FR 23656, May 23, 1991; FTR Amdt. 25, 57 FR 8092, Mar. 6, 1992; FTR
Amdt. 32, 58 FR 58241, Oct. 29, 1993; FTR Amdt. 54, 61 FR 68161, Dec.
27, 1996]
Sec. 301-11.7 Suspension of charges.
Items in travel vouchers not stated in accordance with this
regulation or not properly supported by receipts when required shall be
suspended, and the notification of such action shall indicate the
reasons therefor. Such items as may be subsequently allowable shall be
included in a subsequent regular or supplemental travel voucher. Full
itemization shall be required for all suspended items which are
reclaimed and charges must be supported by the original suspension
notice or a copy thereof.
PART 301-12--EMERGENCY TRAVEL OF EMPLOYEE DUE TO ILLNESS OR INJURY OR A PERSONAL EMERGENCY SITUATION, WITHIN OR OUTSIDE CONUS--Table of Contents
Sec.
301-12.1 General.
301-12.2 Agency responsibility/delegation of authority.
301-12.3 Employee responsibility and documentation.
301-12.4 Definitions.
301-12.5 Incapacitating illness or injury of employee.
301-12.6 Personal emergency situation.
301-12.7 Procurement of transportation.
Authority: 5 U.S.C. 5701-5709; E.O. 11609, 36 FR 13747, 3 CFR, 1971-
1975 Comp., p. 586.
Source: 54 FR 20295, May 10, 1989, unless otherwise noted.
Sec. 301-12.1 General.
Transportation and per diem expenses may be allowed to the extent
provided in this part when an employee discontinues or interrupts a
temporary duty travel assignment before its completion because of
incapacitating illness or injury or a personal emergency situation.
[54 FR 20295, May 10, 1989, as amended by FTR Amdt. 10, 55 FR 41534,
Oct. 12, 1990]
Sec. 301-12.2 Agency responsibility/delegation of authority.
Agencies may authorize or approve reimbursement for transportation
and per diem expenses based on the exigencies of the employee's personal
situation and the agency mission. Each agency shall prescribe written
administrative policies and procedures to govern its authorizations and
approvals under this part. Agency heads may delegate their authority
under this part. Such delegation shall be held to as high an
administrative level as practical to ensure adequate consideration
[[Page 69]]
and review of the circumstances surrounding the need for emergency
travel.
[54 FR 20295, May 10, 1989, as amended by FTR Amdt. 26, 57 FR 28634,
June 26, 1992]
Sec. 301-12.3 Employee responsibility and documentation.
As soon as an employee is incapacitated by illness or injury or
informed of an emergency situation which necessitates discontinuance or
interruption of the temporary duty travel assignment, he/she should
attempt to contact the designated travel-approving official for
instructions. In the event that such contact cannot be made on a timely
basis, agencies may approve payments after the travel has been
performed.
Sec. 301-12.4 Definitions.
As used in this part, the following definitions apply:
(a) Official station. The term official station also refers to the
home or regular place of business as it pertains to experts and
consultants described in 5 U.S.C. 5703. (See Sec. 301-1.3(c)(2).)
(b) Alternate location. An alternate location is a destination,
other than the employee's official station or the point of interruption,
where necessary medical services or a personal emergency situation
exists. In the case of illness or injury of the employee, the nearest
hospital or medical facility capable of treating the illness or injury
is not considered to be an alternate location.
(c) Incapacitating illness or injury of employee. For purposes of
this part, an incapacitating illness or injury is one that occurs
suddenly for reasons other than the employee's own misconduct and
renders the employee incapable of continuing, either temporarily or
permanently, the travel assignment. A sudden illness or injury may
include a recurrence of a previous medical condition thought to have
been cured or under control. The illness or injury may occur while the
employee is at, or en route to or from, a temporary duty location.
(d) Family. Family means those individuals defined in Sec. 302-
1.4(f) of this title who are members of the employee's household at the
time the emergency situation arises. For compassionate reasons, when
warranted by the circumstances of a particular emergency situation, an
agency may on an individual case basis expand this definition to
encompass other members of the extended family of an employee and
employee's spouse, such as the individuals named in Sec. 302-1.4(f) of
this title who are not dependents of the employee or members of the
employee's immediate household. In using this authority and deciding
each case, agencies shall evaluate the extent of the emergency and the
employee's relationship to, and degree of responsibility for, the
individual(s) involved in the emergency situation.
(e) Personal emergency situation. Personal emergency situation means
the death or serious illness or injury of a member of the employee's
family or a catastrophic occurrence or impending disaster such as a
fire, flood, or act of God which directly affects the employee's home at
the official station or the family and occurs while the employee is at,
or en route to or from, a temporary duty location.
(f) Serious illness or injury of family member. Serious illness or
injury of a family member means a grave, critical, or potentially life-
threatening illness or injury; a sudden injury such as an automobile or
other accident where the exact extent of injury may be undetermined but
is thought to be critical or potentially life threatening based on the
best assessment available; or other situations involving less serious
illness or injury of a family member in which the absence of the
employee would result in great personal hardship for the immediate
family.
(g) Fire, flood, or act of God. Fires or floods may be due to
natural causes or human actions (e.g., arson) or other identifiable
causes. Act of God means an extraordinary happening by a natural cause
(as fire, flood, tornado, hurricane, earthquake, or other natural
catastrophe) for which no one is liable because experience, foresight,
or care could not prevent it.
[54 FR 20295, May 10, 1989, as amended by FTR Amdt. 17, 56 FR 23656, May
23, 1991; FTR Amdt. 26, 57 FR 28634, June 26, 1992]
[[Page 70]]
Sec. 301-12.5 Incapacitating illness or injury of employee.
When an employee interrupts or discontinues a travel assignment
because of an incapacitating illness or injury (as defined in Sec. 301-
12.4(c)), transportation expenses and per diem may be allowed to the
extent provided in this section.
(a) Continuation of per diem at point of interruption. An employee
who interrupts the temporary duty assignment because of an
incapacitating illness or injury and takes leave of any kind shall be
allowed a per diem allowance under the provisions of Sec. 301-7.6 not to
exceed the maximum rates prescribed under Sec. 301-7.3 for the location
where the interruption occurs. Such per diem may be continued for a
reasonable period, normally not to exceed 14 calendar days (including
fractional days) for any one period of absence. However, a longer period
may be approved by the employee's agency if justified by the
circumstances of a particular case. The point of interruption may
include the nearest hospital or medical facility capable of treating the
employee's illness or injury. Per diem shall not be allowed while an
employee is confined to the hospital or medical facility that is within
the proximity of the official station or that is the same one the
employee would have been admitted to if the illness or injury had
occurred while at the official station.
(1) Receipt of payments from other Federal sources. If, while in
travel status under circumstances described in paragraph (a) of this
section, the employee receives hospitalization (or is reimbursed for
hospital expenses) under any Federal statute (including hospitalization
in a Veterans Administration or military hospital) other than 5 U.S.C.
8901-8913 (Federal Employees Health Benefits Program), the per diem
allowance for the period involved shall not be paid or, if paid, shall
be collected from the employee.
(2) Documentation and evidence of illness. The type of leave and its
duration must be stated on the travel voucher. No additional evidence of
the illness or injury need be submitted with the travel voucher. The
evidence filed with the agency concerned, as required by that agency
under the annual and sick leave regulations of the Office of Personnel
Management, shall suffice.
(b) Return to official station or home. When an employee
discontinues a temporary duty assignment before its completion because
of an incapacitating illness or injury, expenses of appropriate
transportation and per diem while en route shall be allowed for return
travel to the official station. Such return travel may be from the point
of interruption or other point where the per diem allowance was
continued as provided in paragraph (a) of this section. If, when the
employee's health has been restored, the agency decides that it is in
the Government's interest to return the employee to the temporary duty
location, such return is considered to be a new travel assignment at
Government expense.
(c) Travel to an alternate location and return to the temporary duty
assignment--(1) Conditions and allowable expenses. When an employee,
with the approval of an appropriate agency official, interrupts a
temporary duty assignment because of an incapacitating illness or injury
and takes leave of absence for travel to an alternate location to obtain
medical services and returns to the temporary duty assignment,
reimbursement for certain excess travel costs may be allowed as provided
in paragraph (c)(2) of this section. The nearest hospital or medical
facility capable of treating the employee's illness or injury will not
be considered an alternate location (see Sec. 301-12.4(b)).
(2) Calculation of excess costs. The reimbursement that may be
authorized or approved under paragraph (c)(1) of this section, shall be
the excess (if any) of actual costs of travel from the point of
interruption to the alternate location and return to the temporary duty
assignment, over the constructive costs of round-trip travel between the
official station and the alternate location. The actual cost of travel
will be the transportation expenses incurred and en route per diem for
the travel as actually performed from the point of interruption to the
alternate location and from the alternate location to the temporary duty
assignment. (No per diem is allowed for the time spent at
[[Page 71]]
the alternate location.) The constructive cost of travel is the sum of
transportation expenses the employee would reasonably have incurred for
round-trip travel between the official station and the alternate
location (had the travel begun at the official station) plus per diem
calculated under part 301-7 for the appropriate en route travel time.
The excess cost that may be reimbursed is the difference between the two
calculations.
[54 FR 20295, May 10, 1989, as amended by FTR Amdt. 10, 55 FR 41534,
Oct. 12, 1990]
Sec. 301-12.6 Personal emergency situation.
(a) Return to official station or home. When an employee
discontinues a temporary duty assignment before its completion because
of a personal emergency situation as defined in Sec. 301-12.4(e),
expenses of appropriate transportation and per diem while en route may
be allowed, with the approval of an appropriate agency official, for
return travel from the point of interruption to the official station.
If, when the personal emergency situation has been resolved, the agency
decides that it is in the Government's interest to return the employee
to the temporary duty location, such return is considered to be a new
travel assignment at Government expense.
(b) Travel to an alternate location and return to the temporary duty
assignment. When an employee, with the approval of an appropriate agency
official, interrupts a temporary duty assignment because of a personal
emergency situation, takes leave of absence for travel to an alternate
location where the personal emergency exists, and returns to the
temporary duty assignment, reimbursement may be allowed for certain
excess travel costs (transportation and en route per diem) to the same
extent as provided in Sec. 301-12.5(c) for incapacitating illness or
injury of the employee.
Sec. 301-12.7 Procurement of transportation.
(a) Use of discount fares. The discount fares offered by contract
air carriers in certain city pairs, as well as other reduced fares
available to Federal travelers on official business, should be used to
the extent possible for travel authorized or approved under this part.
(b) Return to official station. When the employee is authorized
emergency return travel, from the point of interruption or
discontinuance of the travel assignment to the official station,
appropriate transportation services may be purchased by the agency or
the employee. The unused return portion of round-trip transportation
tickets procured by the agency for the travel assignment shall be used,
if appropriate, for the mode of transportation required for the
emergency travel. If not used, the agency and the employee shall ensure
that all unused tickets are properly accounted for (see Sec. 301-3.5).
(c) Travel to alternate location. An agency may require employees to
use personal funds for emergency travel to an alternate location and
return to the temporary duty assignment. A Government contractor-issued
charge card also may be used for this purpose. However, if the employee
does not have sufficient personal funds available and is not a
Government charge card holder, the agency may procure (or provide an
advance of funds for the employee to procure) appropriate
transportation. The employee, upon completion of the emergency travel,
shall reimburse the Government for any cost of such transportation or
travel advance that is above the amount of allowable reimbursement that
may be authorized or approved under this part.
[54 FR 20295, May 10, 1989, as amended by FTR Amdt. 26, 57 FR 28634,
June 26, 1992]
PART 301-13 [RESERVED]
PART 301-14--PAYMENT OF SUBSISTENCE AND TRANSPORTATION EXPENSES FOR THREATENED LAW ENFORCEMENT/INVESTIGATIVE EMPLOYEES--Table of Contents
Sec.
301-14.1 Authority.
301-14.2 Agency responsibility/delegation of authority.
301-14.3 Policy.
301-14.4 Eligible individuals.
301-14.5 Procedures for evaluating risk to threatened individuals.
301-14.6 Eligibility conditions and limitations.
[[Page 72]]
301-14.7 Allowable subsistence payments.
301-14.8 Transportation to and from a location away from the employee's
designated post of duty.
301-14.9 Authorizations and payment of claims.
301-14.10 Advance of funds.
Authority: 5 U.S.C. 5701-5709; E.O. 11609, 36 FR 13747, 3 CFR, 1971-
1975 Comp., p. 586.
Source: 54 FR 20297, May 10, 1989, unless otherwise noted.
Sec. 301-14.1 Authority.
The head of an employing agency (hereafter referred to as
``agency'') may authorize or approve payment of subsistence and certain
transportation expenses for threatened individuals (see Sec. 301-14.4)
whose lives are placed in jeopardy as a result of the employee's
assigned duties and who, as a protective measure, are moved to temporary
living accommodations at or away from the official station within or
outside CONUS.
Sec. 301-14.2 Agency responsibility/delegation of authority.
Heads of agencies are responsible for issuing regulations or
guidelines to implement the provisions of this part and for ensuring
that the agency's policy is adhered to. The agency head may delegate the
authority to authorize or approve payment of allowable subsistence and
transportation expenses for the use of temporary living accommodations
by eligible individuals as provided in this part. The delegation of
authority shall be held to as high an administrative level as practical
to ensure proper review of the circumstances surrounding the need to
take protective action by moving eligible individuals from their homes.
[54 FR 20297, May 10, 1989, as amended by FTR Amdt. 26, 57 FR 28634,
June 26, 1992]
Sec. 301-14.3 Policy.
The authority under Sec. 301-14.1 is to be given priority
consideration when the life-threatening situation is expected to be of
temporary duration (normally no more than 60 days) and the only feasible
alternative is to transfer the employeee to a new duty station. The head
of an agency or his/her designee must make the final decision as to how
long such payments should continue based on the specific nature and
potential duration of the life-threatening situation and the alternative
costs of a change of official station for protective purposes.
Sec. 301-14.4 Eligible individuals.
Employees (as defined in Sec. 301-1.3(c)(2)) who specifically serve
in a law enforcement, investigative, or similar capacity, or other
Federal employees detailed into these capacities for special law
enforcement/investigational purposes, are eligible for the allowances
covered by this part. The employing agency shall be deemed to be the one
to whom the employee was assigned at the time of the threat. Members of
such employees' immediate families (as defined in Sec. 302-1.4(f) of
this subtitle) also are eligible.
[54 FR 20297, May 10, 1989, as amended by FTR Amdt. 17, 56 FR 23656, May
23, 1991; FTR Amdt. 26, 57 FR 28634, June 26, 1992]
Sec. 301-14.5 Procedures for evaluating risk to threatened individuals.
When a situation occurs that appears to be life-threatening, the
agency's first responsibility is to take any appropriate action
necessary to protect the eligible individual(s), including removal from
the home. The agency may ask the Criminal Division of the Department of
Justice (DOJ) for assistance in determining the degree and seriousness
of the threat. The agency, however, ultimately is responsible for
deciding in each individual case, based on its own assessment of the
situation (and the advice of the DOJ, if requested and furnished),
whether protective action should be initiated, or continued if already
undertaken, and the amount of subsistence and transportation expenses
that will be approved. At 30-day intervals the agency will reevaluate
the situation and decide whether any further extension of the time
period is appropriate.
Sec. 301-14.6 Eligibility conditions and limitations.
(a) Limits on duration of temporary living accommodations.
Subsistence payments may begin as soon as the agency decides to invoke
the provisions of this part in a particular situation. Normally,
subsistence payments may be
[[Page 73]]
allowed for a period of no more than 60 days; the agency may, however,
approve extensions of the time period as provided in Sec. 301-14.5. If
the threatened individuals are directed to move immediately into
temporary accommodations while the agency assesses the degree and
seriousness of the threat, subsistence payments for this period may be
allowed, even when the agency ultimately determines that the threat is
not serious or no longer exists and decides to return the individuals to
their home. When necessary occupancy of temporary living accommodations
is expected to exceed 120 days, the agency should consider whether
permanently relocating the employee would be advantageous given the
specific nature of the threat, the continued disruption of the family,
and the alternative costs of a change of official station.
(b) Location of temporary living accommodations. The temporary
living accommodations may be located in the vicinity of the employee's
official station or at an alternate location away from the official
station as circumstances warrant. When justified, the employee and
immediate family members may occupy temporary living accommodations at
different locations. The agency will designate the appropriate
locations.
[54 FR 20297, May 10, 1989, as amended by FTR Amdt. 10, 55 FR 41534,
Oct. 12, 1990]
Sec. 301-14.7 Allowable subsistence payments.
(a) Expenses covered. Payments under this authority are intended to
cover only reasonable and necessary subsistence expenses actually
incurred incident to the occupancy of temporary living accommodations.
Subsistence payments generally will be limited to the cost of lodgings.
However, certain expenses for meals, laundry, and cleaning of clothing
may be allowed as provided in paragraph (c) of this section.
(b) Determining allowable lodging costs--(1) Allowable costs for
daily rentals. The same costs allowed in Sec. 301-7.9(c) for lodging
facilities obtained in connection with temporary duty travel may be
allowed for temporary living accommodations.
(2) Allowable types of costs for other-than-daily rentals. When an
eligible individual rents lodgings on an other-than-daily basis for
temporary occupancy, the allowable costs shall be converted to a daily
basis using the general guidelines under Sec. 301-7.14 which apply to
lodgings obtained in connection with temporary duty travel.
(c) Determining other allowable expenses. Costs of food, laundry,
and cleaning of clothing are expenses incurred in day-to-day living.
Such expenses should be considered the responsibility of the employee
and normally will not be reimbursed. However, if temporary living
accommodations do not contain cooking and/or laundry facilities, or
other extenuating circumstances are present, certain of these expenses
may be allowed to the extent determined appropriate by the agency.
(d) Maximum allowable amount--(1) Method of computation. An agency
may approve the actual amount of allowable expenses incurred in each 30-
day period (or fraction thereof) up to a maximum amount based on the
daily limitations calculated under paragraph (d)(2) of this section
multiplied by 30 (or the actual number of days used if fewer than 30).
The daily actual subsistence expenses required to be itemized under
paragraph (e) of this section, will be totaled for each 30-day period
(or fraction thereof) and compared with the maximum allowable for the
particular period as prescribed under paragraph (d)(2) of this section.
(2) Daily limitations. The maximum amount of subsistence payments
for each 30-day period (or fraction thereof) will be based on daily
limitations calculated as provided in paragraphs (d)(2)(i) through (v)
of this section. If subsistence payments are authorized only for lodging
costs, the daily limitations shall be reduced appropriately.
(i) For the employee, or for the unaccompanied spouse (one who
necessarily occupies temporary accommodations without the employee or in
a location separate from the employee), the daily limitation shall be an
amount prescribed by the agency that shall not exceed the applicable
maximum per diem rate prescribed under Sec. 301-7.3 for the location of
the temporary living accommodations.
[[Page 74]]
(ii) For the spouse accompanied by the employee, the daily
limitation shall not exceed three-fourths of the employee's daily
limitation.
(iii) For each other member of the employee's immediate family who
is 12 years of age or older, the daily limitation shall not exceed
three-fourths of the daily limitation established for the employee or
the unaccompanied spouse, as appropriate.
(iv) For each member of the employee's immediate family who is under
12 years of age, the daily limitation shall not exceed one-half of the
daily limitation established for the employee or the unaccompanied
spouse, as appropriate.
(v) For each member of the immediate family who necessarily occupies
temporary living accommodations without, or at a location separate from,
either the employee or the spouse, the agency may, when the limitations
stated in paragraphs (d)(2) (iii) and (iv) of this section are
inadequate, establish an appropriate higher daily limitation, that is
within the limitation prescribed in paragraph (d)(2)(i) of this section.
(e) Itemization and receipts. The actual expenses shall be itemized
in a manner prescribed by the agency which will permit at a minimum a
review of the amounts spent daily for (1) lodging, (2) meals, and (3)
other allowable items of subsistence expenses. Receipts shall be
required at least for lodging and for any other allowable expenses as
required by the agency.
[54 FR 20297, May 10, 1989, as amended by FTR Amdt. 10, 55 FR 41534,
Oct. 12, 1990]
Sec. 301-14.8 Transportation to and from a location away from the employee's designated post of duty.
The agency may approve the payment of transportation expenses when a
situation described in Sec. 301-14.1 requires the employee and/or
members of the immediate family to be temporarily relocated to a place
away from the employee's designated post of duty. Transportation to and
from such location shall be in accordance with the governing provisions
of parts 301-2 through 301-4 of this chapter unless the agency
specifically approves a deviation from the rules for security reasons
(see Sec. 301-10.2 regarding use of cash to procure transportation
services in emergency circumstances). The documentation provisions of
Sec. 301-14.9 govern in such instances.
Sec. 301-14.9 Authorizations and payment of claims.
Due to the unique nature of the situations covered under this part,
agency heads shall establish specific administrative procedures for
issuing authorizations and for payment of claims. In instances when
documentation might compromise the security of the individuals involved,
the head of the agency may waive all but absolutely essential
documentation requirements.
[54 FR 20297, May 10, 1989, as amended by FTR Amdt. 26, 57 FR 28634,
June 26, 1992]
Sec. 301-14.10 Advance of funds.
Funds may be advanced for subsistence and transportation expenses
covered under this part in accordance with Sec. 301-10.3. The advance of
funds will be at intervals prescribed by the agency but for no more than
a 30-day period at a time. The amount of the advance shall not exceed an
amount based on the daily limitations established by the agency.
[54 FR 20297, May 10, 1989, as amended by FTR Amdt. 26, 57 FR 28634,
June 26, 1992]
PART 301-15--TRAVEL MANAGEMENT PROGRAMS--Table of Contents
Subpart A--Use of Travel Agents and Travel Management Centers (TMC's) by
Federal Executive Agencies
Sec.
301-15.1 Scope of subpart.
301-15.2 Applicability.
301-15.3 Authority to use travel agents.
301-15.4 Establishment of TMC'S.
301-15.5 TMC responsibilities.
301-15.6 GSA responsibilities.
301-15.7 Agency responsibilities.
301-15.8 Employee responsibilities.
Subpart B--Use of Contract Airline/Rail Passenger Service Between
Selected Cities/Airports
301-15.20 Scope of subpart.
301-15.21 Applicability.
301-15.22 Alternate use of noncontract rail or bus service.
301-15.23 Responsibility of awardees.
[[Page 75]]
301-15.24 Procedures for obtaining service.
301-15.25 Use of travel management centers (TMC's).
301-15.26 Progressive airline awards for the same city/airport pair.
301-15.27 Use of noncontract carriers for listed city/airport pairs.
301-15.28 Traveler liability.
Subpart C--Travel and Transportation Expense Payment System: Contractor-
Issued Charge Cards, Centrally Billed Accounts, Travelers Checks, and
Automated-Teller-Machine (ATM) Services
301-15.40 Scope of subpart.
301-15.41 Applicability.
301-15.42 Definitions.
301-15.43 Agency participation.
301-15.44 Individual employee charge cards.
301-15.45 Centrally billed accounts.
301-15.46 Travelers checks.
301-15.47 ATM services.
301-15.48 Additional agency guidance and information.
Authority: Sec. 205 (c), Pub. L. 152, Ch. 288, 63 Stat. 390 (40
U.S.C. 486(c)).
Source: FTR Amdt. 9, 55 FR 10771, Mar. 23, 1990, unless otherwise
noted.
Subpart A--Use of Travel Agents and Travel Management Centers (TMC's) by
Federal Executive Agencies
Sec. 301-15.1 Scope of subpart.
(a) This subpart prescribes policies and procedures for the use of
commercial travel agents to supply transportation and travel services
for Federal employees or officers on official travel. It also provides
for the establishment, control, and administration of travel management
centers (TMC's) supplying these services to Federal agencies.
(b) A TMC is a commercial travel office operated by a travel agent
under contract with the General Services Administration (GSA). The
Federal Travel Directory (FTD), published monthly by GSA and the
Department of Defense (DOD), contains an up-to-date listing of TMC's.
Federal agencies and employees should order copies of the FTD through
their appropriate headquarters administrative offices. The FTD also is
available from the Superintendent of Documents, Government Printing
Office, Washington, DC 20402. The publication stock number is 722-006-
00000-3.
Sec. 301-15.2 Applicability.
This subpart applies to all executive agencies as defined under
section 3 of the Federal Property and Administrative Services Act of
1949, as amended (40 U.S.C. 472).
Sec. 301-15.3 Authority to use travel agents.
(a) On May 25, 1984, the General Accounting Office removed the
previous restrictions on the use of travel agents by Federal agencies.
(b) The services of a travel agent may not be used by executive
agencies except:
(1) Through a TMC under contract to GSA;
(2) Through delegation of authority, obtained from GSA where
warranted; or
(3) By exception as provided in Sec. 301-3.4(b).
Sec. 301-15.4 Establishment of TMC's.
(a) GSA contracts for TMC's in locations where the volume of travel
justifies the need for such services. Generally, GSA will secure
services through local travel agents. In the continental United States,
areas with dispersed Federal employees or with a limited number of
travel agents may be served by a TMC designated to provide Statewide
service.
(b) An agency's request to participate in the TMC program should be
directed to the GSA Federal Supply Service Bureau, Traffic and Travel
Services Zone Office, which has jurisdiction over the State where travel
management services are required. Zone office locations and contacts are
listed in the FTD.
(c) GSA requires the following information for each agency location
to be served:
(1) The name and address of each agency location and the name and
telephone number of an agency representative designated to act as
liaison;
(2) A per location estimate of official airline travel (number of
tickets and total dollar cost) based on the prior year's travel records,
and an estimate of the percentage of international travel, if any;
(3) The number of Federal agency employees per location; and
[[Page 76]]
(4) Any special travel requirements, such as a high percentage of
complex international travel.
Sec. 301-15.5 TMC responsibilities.
Under the terms of a contract, a TMC is required to:
(a) Comply with this subtitle and similar regulations as applicable,
such as The Joint Federal Travel Regulations (JFTR), Volume 1 and the
Uniform State/AID/USIA Foreign Service Travel Regulations (6 FAM 100);
(b) Comply with all appropriate Federal travel programs, such as the
GSA scheduled passenger transportation services contracts (see subpart B
of this part), the GSA travel expense payment system (both individual
and centrally billed accounts (see subpart C of this part)), and the
Fly-America Act (49 U.S.C. App. 1517);
(c) Provide a full range of services to assist the traveler or
Federal agency (including airline, bus, steamship, or train reservations
and ticketing; hotel and motel reservations; commercial auto rentals;
assistance with visas and passports; and arranging conferences and
seminars);
(d) Deliver travel documents to designated control points for
agencies' convenience;
(e) Respond quickly when problems arise regarding changes in a
traveler's itinerary; and
(f) Provide appropriate management information reports which include
all billing activity, summarize travel data, and confirm adherence to
Federal travel policies.
Sec. 301-15.6 GSA responsibilities.
(a) The appropriate GSA Traffic and Travel Services Zone Office will
promptly acknowledge receipt of each agency's request to participate in
the TMC program. If further details are needed, meetings between GSA and
agency liaison personnel will be arranged.
(b) GSA will handle all required procurement processes, including
solicitation development, selection of the successful bidder, and award
and administration of the contract.
(c) A GSA project coordinator will be appointed to act as the
primary liaison between the requesting agency and the designated TMC.
(d) GSA will assist agencies in developing a memorandum of
understanding with the designated TMC.
Sec. 301-15.7 Agency responsibilities.
(a) Agencies may be requested to participate with GSA on a technical
review panel to evaluate proposals from travel agents in the selection
and evaluation process.
(b) Agencies are required to comply with the terms of the GSA
contract and may not make separate contractual agreements with TMC's.
(c) It is the responsibility of the agency to prepare and finalize a
memorandum of understanding (MOU) between the agency and the TMC
contractor. The MOU should outline specific requirements and billing/
refund procedures which must be agreed to by both the contractor and
GSA. The MOU should also include the following information for each
agency location where the service will be performed:
(1) The names and telephone numbers of agency liaison personnel
designated to work locally with the TMC contractor and GSA project
coordinator;
(2) Specific ticket delivery locations or control points, including
names and telephone numbers of personnel authorized to accept tickets;
and
(3) Any special or unusual agency travel policies or travel-related
requirements.
(d) Before TMC service is initiated, a participating agency must
establish, as a minimum, certain internal procedures. The agency shall
inform subordinate offices of these procedures. Since many agencies have
numerous field offices participating in the program, it is recommended
that agencies standardize the following:
(1) Requirements for certification of official travel (for example,
some agencies require that a copy of the travel authorization be
exchanged for each ticket received at the point of delivery, while other
agencies provide travelers with an accounting code to use when ordering
tickets); and
(2) Billing and payment procedures, including ticket refunds (for
example,
[[Page 77]]
an agency with a national or centralized finance office may require
field offices to return unused tickets to that office which will, in
turn, make a request to the TMC for ticket refunds, rather than have
field offices return tickets directly).
(e) Transactions with a TMC are comparable to those made directly
with a carrier. Therefore, transactions between the agency and the TMC
are governed by applicable audit regulations. For example, when an
agency uses Government Transportation Requests (GTR's), they shall be
made out in the name of the TMC, not the carrier. Similarly, unused
tickets purchased from the TMC shall be returned directly to the TMC for
refunds.
(f) Agencies will be requested to participate on a local oversight
committee to review TMC performance, coordinate agency and TMC
procedures, and provide GSA with requested information. Local oversight
committee participation may be on a rotating or permanent basis.
(g) Agencies shall remain responsible for employee compliance with
this subtitle, including mandatory use of the contract air/rail carriers
program (see subpart B of this part) and restrictions on premium-class
air/rail travel (see Sec. 301-3.3 of this chapter).
(h) Agencies shall comply with the Prompt Payment Act, as amended
(31 U.S.C. 3901), and make timely payments to the TMC in accordance with
the Act and Office of Management and Budget guidelines.
[FTR Amdt. 9, 55 FR 10771, Mar. 23, 1990, as amended at 58 FR 58242,
Oct. 29, 1993]
Sec. 301-15.8 Employee responsibilities.
Employees are not authorized to use a TMC unless their agency
participates in GSA's TMC program and has established internal
procedures for the use of the designated TMC (see Sec. 301-15.7(b)).
Subpart B--Use of Contract Airline/Rail Passenger Service Between
Selected Cities/Airports
Sec. 301-15.20 Scope of subpart.
(a) This subpart prescribes policies and procedures governing the
use of U.S. certificated air carriers and rail carriers which are under
contract with the General Services Administration (GSA) to furnish
Federal employees and other persons authorized to travel at Government
expense with scheduled airline/rail passenger service between selected
U.S. cities/airports and between selected U.S. and international cities/
airports at reduced fares. Carriers not under contract with GSA
(referred to in this subpart as noncontract carriers) may be used
between the selected cities/airports under conditions specified in
Sec. 301-15.27.
(b) The carriers under contract (referred to in this subpart as
awardee(s)), the contract fares, and the selected city and airport pairs
to which the contract fares apply are published in the Federal Travel
Directory (FTD), a monthly publication to be used in conjunction with
this subpart. Federal agencies and employees should order copies of the
FTD through their appropriate headquarters administrative offices. The
FTD also is available from the Superintendent of Documents, U.S.
Government Printing Office, Washington, DC 20402. The publication stock
number is 722-006-00000-3.
Sec. 301-15.21 Applicability.
(a) This subpart is mandatory for all executive agencies (except the
Department of Defense (DOD)) and other Federal agencies subject to the
authority of the Administrator of General Services under section 201 of
the Federal Property and Administrative Services Act of 1949, as amended
(40 U.S.C. 481) and 5 U.S.C. 5701 et seq. and 5721 et seq. (Uniformed
members and civilian employees of DOD are subject to the procedures
established in the Defense
[[Page 78]]
Traffic Management Regulation AR 55-355/NAVSUPINST 4600.70/AFR 75-2/MCO
P4600.14B/DLAR 4500.3.)
(b) The following persons are exempt from mandatory use of this
subpart; however, they are authorized to obtain services under this
subpart at the option of the awardees when seating space is available.
(1) Uniformed members of the U.S. Coast Guard;
(2) Members and employees of the U.S. Congress;
(3) Employees of the judicial branch of the Government;
(4) Employees of the U.S. Postal Service;
(5) Foreign service officers;
(6) Employees of any agency having independent statutory authority
to prescribe travel allowances and who are not subject to the provisions
of 5 U.S.C. 5701 through 5709; and
(7) Contractors performing work under cost-reimbursable contracts or
other eligible contracts as defined in 48 CFR part 51, including (but
not limited to):
(i) Contractors working under cost-reimbursable contracts or other
types of contracts involving direct travel costs to the Government; or
(ii) Contractors working for the Government at specific sites under
nonprofit arrangements with the applicable contracting agency, and which
are funded at such sites through Congressional appropriations (e.g.,
Government- owned, contractor operated (GOCO), federally funded research
and development (FFRDC), or management and operating (M&O) contracts).
Note: Each contracting agency is responsible for identifying
contractor eligibility and authorization for GSA contract fares.
Sec. 301-15.22 Alternate use of noncontract rail or bus service.
Notwithstanding the provisions of this subpart, noncontract rail or
bus service may be used when the agency determines that these modes are
advantageous to the Government (cost, energy, and other factors
considered) and compatible with the requirements of the travel mission.
(See Sec. 301- 2.2(d)(1)(ii)(C).)
Sec. 301-15.23 Responsibility of awardees.
(a) Awardees are not required to furnish services if, at the time of
the request for service, the scheduled carrier's conveyance is fully
loaded; nor are awardees required to furnish any additional aircraft or
railcars to satisfy the transportation requirement. Awardees will
provide the official Government traveler with services that are the same
as those provided to their commercial passengers in scheduled jet or
rail coach service, subject to the rules and procedures published in
tariffs filed with the Airline Tariff Publishing Company or contained in
the awardees' contracts of carriage.
(b) In describing unrestricted contract fares, awardees will use the
designator ``YCA.'' Awardees will describe restricted contract fares by
using a three-letter designator in which the last two characters will
always consist of the letters ``CA''; e.g., ``QCA''.
(c) Awardees will issue prepaid tickets at no charge to Federal
agencies when such tickets are requested by the Government in accordance
with the provisions of Sec. 301-15.24. This service, commonly known as
prepaid ticket advice (PTA), includes notification between awardees'
offices by electronic means or mail that a requestor in one location has
purchased and requested issuance of prepaid transportation tickets to a
person in another location. Generally, this service is used for Federal
travelers who are located in remote areas or at long distances from
airports or rail terminals and do not have immediate access to a ticket
issuing facility. PTA service should not be used except where
exceptional circumstances require use of such service.
Sec. 301-15.24 Procedures for obtaining service.
(a) Except as provided in paragraphs (b), (c), and (h) of this
section, contract airline/rail passenger service shall be ordered by the
issuance of a U.S. Government Transportation Request (GTR) (Standard
Form 1169), either directly to awardees or indirectly to a travel
management center (TMC) established by GSA as provided in subpart A of
this part. (See Sec. 301-15.25 on the use of TMC's.)
[[Page 79]]
(b) Agencies and departments participating in GSA's travel and
transportation expense payment system are authorized to use GSA
contractor-issued charge cards to the extent provided in subpart C of
this part. The charge cards may be presented to awardees, TMC's, airline
and AMTRAK ticket counters, or agency travel officers, as appropriate
and in accordance with agency policies and procedures implementing the
charge card program.
(c) In limited circumstances when a traveler uses cash to procure
service under 41 CFR 101-41.203-2, the traveler shall be prepared to
authenticate the trip as official travel. When cash is used, the
awardees listed in the FTD have the option of furnishing or not
furnishing services at the contract fare. If only one contract is
awarded for a city/airport pair and the awardee does not provide a
contract fare with the use of cash, the traveler shall procure service
from the awardee or a noncontract carrier offering the lowest fare. If
more than one carrier has been awarded a contract for a city/airport
pair, the traveler shall observe the order of awardee succession in
selecting an awardee which provides a contract fare with the use of
cash. If none of the awardees provides a contract fare with the use of
cash, the traveler shall procure service from an awardee or noncontract
carrier offering the lowest fare. Cash or personal credit cards may not
be used to circumvent the Government's contracts.
(d) When a reservation for contract service is requested, the fare
basis shall be identified as ``YCA'' (unrestricted) or ``--CA''
(restricted), as appropriate, and the awardee's ticket agent shall be
instructed to apply the appropriate fare basis and contract fare.
Agencies using teletype ticketing equipment shall examine airline
tickets to determine if the tickets contain the correct fare or whether
they should be canceled and new tickets issued. Tickets picked up at the
airline ticket office shall be verified to ensure that the proper fare
is shown on the ticket.
(e) Contract fares apply only for the city/airport pairs named in
the FTD, and are not applicable to or from intermediate points. However,
the contract fares are applicable in conjunction with other published
fares or other contract fares. Contract fares shall not be used for
personal travel taken in connection with official travel.
(f) When a city/airport pair published in the FTD indicates that
only one contract is awarded and the awardee subsequently offers a fare
lower than its contract fare for the same service, the ordering agency
may elect to use the lower fare. Promotional, restricted, and those
special fares offered by the awardee and applicable only to Government
employees on official travel (commonly known as status fares) may be
used if the traveler can meet the qualifying restrictions to obtain such
fares.
(g) When the FTD indicates that separate contract fares apply for
specific airports in selected cities served by more than one airport,
travelers may (without further justification) use the airport which best
suits their needs.
(h) Eligible contractor employees (as defined in Sec. 301-
15.21(b)(7)), traveling in performance of a Government contract and with
proper identification from the contracting agency, are authorized to
obtain contract fares if the awardee agrees to the arrangement. Awardees
may, at their option, require Government contractor employees to furnish
a GTR or contract number for endorsement purposes in conjunction with
payment by GTR, cash, or personal credit card. The FTD identifies those
awardees which have agreed to furnish transportation services at the GSA
contract fare to eligible Government contractors.
Sec. 301-15.25 Use of travel management centers (TMC's).
(a) TMC's are commercial offices operated by travel agents under
contract with GSA. TMC's are responsible for providing and arranging all
travel services required by the participating agencies. The FTD contains
an up-to-date listing of TMC's.
(b) When GTR's are used, the TMC's are assigned GTR numbers by each
participating agency and these GTR numbers shall be shown on all
transportation tickets issued.
(c) When GSA contractor-issued charge cards or centrally billed
accounts are used, travel management
[[Page 80]]
services will be furnished as provided in subpart C of this part.
Sec. 301-15.26 Progressive airline awards for the same city/airport pair.
When progressive awards are made for the same city/airport pair, the
awardees are listed in the FTD in priority order from the awardee
(primary) offering the lower YCA fare to the awardee (secondary)
offering the next higher YCA fare. Except as otherwise provided in this
section, agencies shall obtain contract services in the order of awardee
priority specified in the FTD.
(a) Where the awardee offers both a YCA fare and a restricted fare
(e.g., QCA) for the same city/airport pair, the FTD lists both fares and
describes the qualifying conditions for obtaining the restricted fare.
The availability of a lower restricted fare by a secondary awardee does
not remove the Government's obligation to request service from the
primary awardee. Agencies may use the secondary awardee's restricted
fare only if the exceptions noted in paragraph (b) of this section
indicate that the use of the secondary awardee is justified. For
example, if the primary awardee listed in the FTD offers a YCA fare of
$90 and the secondary awardee offers a YCA fare of $100 and a QCA fare
of $80, the QCA fare of $80 may be used only if the primary awardee with
the lower YCA fare of $90 is displaced for reasons noted in paragraph
(b) of this section.
(b) The secondary awardee may be used when:
(1) Seating space or the scheduled flight of the primary awardee is
not available in time to accomplish the purpose of the travel, or the
scheduled flight would require the traveler to incur unnecessary
overnight lodging expense;
(2) The primary awardee's flight schedule for the travel involved is
inconsistent with the Government's policy of scheduling travel to the
maximum extent practicable during normal working hours (see 5 CFR
610.123); or
(3) Based on a cost comparison, the primary awardee's fare, when
added to such factors as ground transportation, lost productive time,
allowable overtime, and additional overnight lodging expense, would
result in higher costs to the Government than the costs resulting from
the use of the secondary awardee.
(c) When an awardee offers a commercial fare lower than its
Government contract fare, the ordering agency may use the lower fare
provided the qualifications for obtaining the lower fare are compatible
with the agency's travel requirements and provided a cost comparison of
total costs prescribed in paragraph (b)(3) of this section justifies a
change in the order of awardee succession. By offering the general
public a fare lower than its contract fare, the awardee assumes the
status of a noncontract carrier and the provisions of Sec. 301-15.27
apply.
Sec. 301-15.27 Use of noncontract carriers for listed city/airport pairs.
(a) Heads of agencies are authorized to approve the use of
noncontract carriers for city/airport pairs listed in the FTD when their
use is justified under the conditions specified in paragraph (b) of this
section. This authority may be delegated provided appropriate guidelines
in the form of regulations or other written instructions are furnished
the designee. Redelegations of authority shall be limited. Delegation
and redelegation of authority shall be held to as high an administrative
level as practicable to ensure adequate consideration and review of the
circumstances requiring the use of noncontract carriers. Justification
for the use of noncontract carriers will be authorized on individual
travel orders (if known before travel begins) or approved on vouchers
(if not known before travel begins).
(b) Use of noncontract carriers for city/airport pairs listed in the
FTD is justified when:
(1) Seating space or the scheduled service of the awardee is not
available in time to accomplish the purpose of the travel, or the
scheduled service would require the traveler to incur overnight lodging
expense;
(2) The awardee's schedule for the travel involved is inconsistent
with the Government's policy of scheduling travel to the maximum extent
practicable during normal working hours; or
[[Page 81]]
(3) Based on a cost comparison (see paragraph (c) of this section),
(i) A restricted or unrestricted coach fare available to the general
public is lower than the contract fare or other fare offered by the
awardee, all other cost factors being equal; or
(ii) Use of a noncontract coach fare available to the general public
would, when added to such factors as ground transportation, lost
productive time, allowable overtime, and additional overnight lodging
expense, result in lower costs to the Government than the costs that
would accrue if comparable cost factors were added to the contract fare.
(c) When making cost comparisons,
(1) Discount fares such as YDG, MDG, or other fares restricted to
Government employees may not be used.
(2) Promotional/restricted fares offered by noncontract carriers to
the general public may be used provided:
(i) The traveler can meet all qualifying restrictions associated
with such fares, and
(ii) The service provided by the noncontract carrier is equal to or
better than that of an awardee with respect to en route trip times.
(3) Agencies should take into account any penalty fee a carrier may
impose when reservations for promotional/restricted fares are canceled
or changed.
(d) The traveler and/or the traveler's agency, at the time
reservations are made or travel is performed (whichever occurs first),
shall demonstrate that the awardee did not offer the same fare cited in
the cost comparison. Justification for using the noncontract carrier
shall be shown on the travel authorization or travel voucher, as
provided in paragraph (a) of this section.
Sec. 301-15.28 Traveler liability.
In the absence of specific authorization or approval stated on or
attached to the travel authorization or travel voucher, a civilian
traveler shall be responsible for any difference in the cost that may
result from the traveler's unauthorized use of noncontract service or
the failure to observe the order of awardee succession. The traveler's
indebtedness to the Government shall be the difference between the price
of the service used and the lowest contract fare applicable to the
travel involved. The entitlement of a uniformed services traveler who
fails to use directed Government-procured transportation shall be as
specified in the Joint Federal Travel Regulations, Volume 1.
Subpart C--Travel and Transportation Expense Payment System: Contractor-
Issued Charge Cards, Centrally Billed Accounts, Travelers Checks, and
Automated-Teller-Machine (ATM) Services
Sec. 301-15.40 Scope of subpart.
This subpart prescribes policies and procedures governing the use of
the General Services Administration (GSA) travel and transportation
expense payment system. GSA has contracted for the issuance and
maintenance of individual contractor-issued charge cards, the
establishment of centrally billed accounts, the issuance of travelers
checks, and the provision of automated-teller-machine (ATM) services.
The GSA travel and transportation expense program includes provisions
for the following:
(a) Individual employee charge cards used to pay for major travel
and transportation expenses; i.e., passenger transportation tickets,
vehicle rental charges, lodging, meals, etc. (see Sec. 301-15.44);
(b) Centrally billed accounts used by designated agency offices
primarily for the purchase of passenger transportation services (see
Sec. 301-15.45);
(c) Travelers checks (or cash) used for other expenses; i.e.,
laundry, parking, local transportation, or tips (see Sec. 301-15.46);
and
(d) ATM access at locations throughout the United States and
worldwide (see Sec. 301-15.47).
[FTR Amdt. 9, 55 FR 10771, Mar. 23, 1990, as amended by FTR Amdt. 12, 55
FR 49895, Dec. 3, 1990]
Sec. 301-15.41 Applicability.
This subpart applies to Federal agencies and departments that
participate in GSA's travel and transportation expense payment system
providing for
[[Page 82]]
contractor-issued charge cards, centrally billed accounts, travelers
checks, and ATM services.
[FTR Amdt. 12, 55 FR 49895, Dec. 3, 1990]
Sec. 301-15.42 Definitions.
For the purposes of this subpart the following definitions apply:
(a) Automated-teller-machine (ATM) services are contractor-provided
ATM services which allow cash withdrawals from participating ATM's to be
charged to a contractor-issued charge card (see paragraph (c) of this
section).
(b) Centrally billed means a Government Travel System account
established by the charge card contractor at the request of a
participating agency.
(c) Charge card means a contractor-issued charge card to be used by
travelers of a participating agency to pay for passenger transportation
services, subsistence expenses, and other allowable travel and
transportation expenses incurred in connection with official travel.
(d) Federal Travel Directory (FTD) means a monthly publication
issued by GSA and the Department of Defense to provide up-to-date
information on charge cards, contract fares, lodging rates, car rental,
per diem rates, travel management centers, and other travel and
transportation matters. Federal agencies and employees should order
copies of the FTD through their appropriate headquarters administrative
offices. The FTD also is available from the Superintendent of Documents,
U.S. Government Printing Office, Washington, DC 20402. The publication
stock number is 722-006-00000-3.
(e) Participating agency means an agency or department that
participates in GSA's travel and transportation expense payment system.
(f) Travel Management Center (TMC) means a commercial travel firm
under contract to GSA that provides reservations, ticketing, and related
travel management services for official travelers.
(g) Travelers checks are contractor-issued travelers checks.
[FTR Amdt. 12, 55 FR 49895, Dec. 3, 1990]
Sec. 301-15.43 Agency participation.
(a) Agencies or departments desiring to participate in the travel
and transportation expense payment program should contact the General
Services Administration, Attn: Transportation Management Division (FBX),
Washington, DC 20406.
(b) The agency headquarters office must approve participation in the
program. Interested offices within the participating agency shall
contact their local administrative or travel office to arrange
initiation into this program.
(1) The charge card contractor will issue charge cards and establish
centrally billed accounts only upon the request of authorized
representatives of participating agencies.
(2) The charge card contractor will provide ATM services to
cardholders who are specifically authorized by their agencies to use ATM
services. To participate in the ATM program, agencies must perform a
cost benefit analysis, determine whether the program will be
advantageous, and develop program controls. Agencies must provide the
GSA contracting officer a copy of the cost benefit analysis and a
certification signed by the head of the agency or his/her designee
stating that the ATM program is expected to be advantageous to the
agency.
[FTR Amdt. 9, 55 FR 10771, Mar. 23, 1990, as amended by FTR Amdt. 12, 55
FR 49896, Dec. 3, 1990; FTR Amdt. 26, 57 FR 28634, June 26, 1992]
Sec. 301-15.44 Individual employee charge cards.
(a) Authority. Under 41 CFR 101-41.203, Federal agencies
historically used a U.S. Government Transportation Request (GTR), SF
1169, to purchase passenger transportation services directly from a
common carrier or through a commercial travel agent under contract to
GSA (see subpart A of this part). Authority to deviate from 41 CFR 101-
41.203 was granted by the Administrator of General Services on August 4,
1983, thus allowing eligible individuals to participate in the charge
card program.
[[Page 83]]
(b) Issuing charge cards. Participating agencies shall determine and
name employees who may be issued an individual employee charge card. The
employees will be requested to complete an employee card account
application for agency approval and submission to the contractor. The
charge card is issued directly to the employee in his or her name. The
charge card contractor mails charge cards to authorized individuals or
to requesting agency offices. Cost-reimbursable contractors are not
eligible to use the charge card.
(c) Use of charge cards. (1) The employee shall use the charge card
issued under this program only to charge expenses incurred in
conjunction with official travel or to obtain authorized ATM cash
withdrawals (see Sec. 301-15.47). The employee shall use the charge card
to pay for official travel expenses to the maximum extent possible.
There is no preset limit on the expenses which can be charged to the
charge cards; however, ATM withdrawals are limited to the amounts stated
in the ATM cardmember agreement and the employee's travel authorization.
Although the employee is liable for payment of all charges incurred,
including those for ATM withdrawals, the employee shall be reimbursed by
his/her agency for all authorized and allowable travel and
transportation expenses. However, employees are cautioned that charges
in excess of authorized and allowable travel and transportation expenses
(i.e., lodging and meal costs which exceed authorized amounts) are the
financial responsibility of the employee and are not reimbursable. Use
of the charge card (including use of the card to obtain an ATM cash
withdrawal) does not relieve the employee of the responsibility to
employ prudent travel practices and to observe rules and regulations
governing official travel as set forth in this subtitle and implementing
agency regulations.
(2) The charge card may be used to pay for passenger transportation
services (including those services offered by carriers under contract to
GSA) at the transportation carrier's ticket counter, TMC, or agency
travel office, as appropriate, under the participating agency's policies
and procedures. Agencies may elect to prohibit employees from using the
charge card to purchase services directly from a carrier. The charge
card shall not be used to procure travel and transportation services
from commercial travel agencies that are not under contract to the
Government to provide such services to the Government traveler.
(d) Monthly contractor bills and payments. The terms of the contract
with the charge card contractor require billing and payment to be
performed in the following manner. The contractor bills charges directly
to the individual employee each month. Charges billed to the individual
employee are due and must be paid in full within 25 calendar days of the
billing date. There are no interest or late charges, and extended or
partial payment is not permitted. Questions concerning billings and
payments should be directed to the charge card contractor at the toll
free telephone numbers published in the FTD.
(e) Travel voucher claims--(1) Preparing and submitting travel
vouchers. Upon completing official travel, the employee must prepare and
submit a travel voucher in the usual manner, together with any required
receipts, to the appropriate finance or paying office. The employee is
reimbursed for travel and transportation expenses authorized and
allowable under this subtitle and agency policies and procedures.
Participating agencies shall process travel vouchers within the time
limits prescribed in Sec. 301-10.1(b)(3).
(2) Unused transportation tickets. Unused or partially unused
tickets purchased with individual cards shall be returned to a TMC or
carrier and a refund credit receipt obtained. Unused tickets that have
been prepaid for pickup at the airport must be refunded by the airline
upon whose ticket stock the ticket was issued. The employee may claim
reimbursement on the travel voucher only for the cost of the tickets
actually used. Refunds for unused tickets will be credited to the
employee's account. The unused tickets shall not be submitted with the
travel voucher.
(3) Transportation charges and assignment of rights. Use of charge
cards for purchase of passenger transportation services is considered to
be a cash purchase. Travel vouchers submitted for
[[Page 84]]
reimbursement of transportation purchased with charge cards must include
a statement which assigns to the United States all rights which the
traveler has in connection with recovery of overcharges from the
carrier(s). This statement is preprinted on the SF 1012, and must be
initialed by the employee when claiming reimbursement for transportation
expenses. Employees using agency travel vouchers under approved
exceptions to the SF 1012 must add this statement (see Sec. 301-
11.5(c)(3) for statement) if it is not preprinted on the voucher.
(f) Charge card cancellation and suspension. Charge cards may be
canceled by the employee, the participating agency, or the charge card
contractor. Cancellations may be accomplished by telephone notification
with subsequent written confirmation to the charge card contractor. The
charge card contractor may cancel an employee's card when the
contractor's statement has not been paid in full 120 calendar days after
the date the statement was issued. The contractor may suspend an
employee's card when the contractor's statement has not been paid in
full 60 calendar days after the date the statement was issued. In either
event, the contractor will cancel or suspend an employee's card only on
notification to and with the concurrence of the participating agency.
(g) Lost or stolen charge cards. An employee is not responsible for
any charges incurred against a lost or stolen card provided the employee
promptly reports loss of the card to the contractor under the terms of
the cardmember agreement signed by the employee when the charge card was
issued. Employees may call 24 hours a day to report lost or stolen
charge cards. The toll free telephone numbers are published in the FTD.
(h) Financial obligations/liability. Except for charges accrued
against promptly reported lost or stolen cards, employees with charge
cards are liable for all billed charges. (See paragraphs (c) and (g) of
this section.) Government employees must pay their just financial debts
under section 206 of Executive Order 11222 (May 8, 1965) and Office of
Personnel Management Regulations, 5 CFR 735.207. At the request of the
contractor, Federal agencies and departments, without Government
liability, may assist in collecting delinquent employee accounts after
60 calendar days. The Government assumes no liability for charges
incurred on employee charge cards (including charges relating to ATM
withdrawals), nor is the Government liable for lost or stolen charge
cards.
[FTR Amdt. 9, 55 FR 10771, Mar. 23, 1990, as amended by FTR Amdt. 12, 55
FR 49896, Dec. 3, 1990]
Sec. 301-15.45 Centrally billed accounts.
(a) Establishment. Participating agencies may establish centrally
billed accounts with the contractor for one or more designated offices
within the agency primarily to purchase transportation services for
groups or for infrequent travelers; i.e., employees not designated to
receive individual cards. Agencies shall ensure that only authorized
personnel use the accounts and that all tickets purchased are
authorized. Charge cards are not issued for centrally billed accounts.
(b) Use of centrally billed accounts. Centrally billed accounts may
be used only if agencies use a TMC or agency travel office. They are
intended principally to supplement the individual card, rather than as
the sole means of purchasing transportation tickets for all agency
employees.
(c) Contractor billing and payment. Consolidated contractor airline
ticket charges accrued through use of centrally billed accounts shall be
billed monthly to the agency's finance and paying office. Expenses
billed monthly against centrally billed accounts are paid to the
contractor. Monthly payment of charges incurred through the use of
centrally billed accounts is subject to the provisions of the Prompt
Payment Act, as amended (31 U.S.C. 3901), and charges billed to agency
offices are due in full within 30 calendar days of the billing date.
(d) Travel voucher claims--(1) Preparation and submission of travel
vouchers. Upon completing official travel, the employee shall prepare
and submit a travel voucher in the usual manner, together with any
required receipts, to the finance and paying office, to be reimbursed.
[[Page 85]]
(2) Unused transportation tickets. The employee shall submit to the
appropriate agency office all unused transportation tickets (wholly or
partially unused) purchased under a centrally billed account. In turn,
the agency shall return the unused tickets to the TMC through use of the
SF 1170, Redemption of Unused Tickets, and maintain a copy of the SF
1170 on file until the credit appears as an adjustment to the agency's
bill from the TMC. Policies and procedures regarding the use of the SF
1170 are provided in 41 CFR subpart 101-41.2.
(e) Financial obligations/liability. The Government is liable only
for authorized charges incurred in conjunction with official travel on
centrally billed accounts.
[FTR Amdt. 9, 55 FR 10771, Mar. 23, 1990, as amended by FTR Amdt. 12, 55
FR 49896, Dec. 3, 1990]
Sec. 301-15.46 Travelers checks.
(a) Travelers checks issued under this program are available to
participating agencies in a wide range of denominations. Specific
arrangements for issuing, shipping, and paying for bulk stocks of
travelers checks are made between the travelers check contractor and the
participating agency.
(b) Lost or stolen travelers checks shall be promptly reported by
telephone to the travelers check contractor. Employees may call 24 hours
a day to report lost or stolen travelers checks and to obtain refund
information. The toll free telephone numbers are published in the FTD.
Sec. 301-15.47 ATM services.
(a) Enrollment in the ATM program. Participating agencies shall
determine which employees may enroll in the ATM program. Enrollment in
the program is limited to employees whose charge card accounts are in a
current status. The employees will be requested to complete an
enrollment form for agency approval and submission to the contractor.
Each employee will receive a personal identification number (PIN) which
will be valid approximately ten days after the mailing of the PIN by the
contractor.
(b) Use of ATM services. When authorized, the charge card may be
used to obtain cash travel advances at ATM's worldwide. The employee
must be enrolled in the ATM program and have received a PIN in order to
obtain an advance. The charge card contractor will bill the amount of
the withdrawal and the applicable transaction charge to the employee. An
employee may not withdraw any amount unless authorized to do so.
Furthermore, withdrawals may not exceed any limitations on advances
stated on the employee's travel authorization. The use of cash withdrawn
from an ATM is subject to all applicable regulations of the
participating agency with respect to travel advances.
(c) Cancellation and suspension of ATM privileges. An employee's ATM
privileges may be canceled by the employee, the participating agency, or
the charge card contractor. Cancellation by an employee or participating
agency may be accomplished by telephone notification with subsequent
written confirmation to the charge card contractor. The contractor may
cancel an employee's privileges only upon notifying and obtaining the
concurrence of the participating agency. The charge card contractor will
automatically suspend an employee's ATM privileges when the contractor's
statement has not been paid in full within 60 calendar days of the
billing date on the billing statement. Additionally, the contractor may
suspend or cancel an employee's card if (after contacting the
participating agency) the contractor reasonably believes that the
employee has made an unauthorized withdrawal or withdrawals. Finally, an
employee's ATM privileges are automatically canceled upon the
cancellation of his or her card.
[FTR Amdt. 12, 55 FR 49896, Dec. 3, 1990]
Sec. 301-15.48 Additional agency guidance and information.
(a) Purchasing passenger transportation. (1) Passenger
transportation services procured with contractor-issued charge cards
under this payment system are not subject to the cash limitation
established by the Administrator of General Services at 41 CFR 41.203-2.
Any credit card other than the contractor-issued charge card and all
[[Page 86]]
travelers checks used to purchase passenger transportation services
shall be considered the equivalent of cash and subject to the cash
limitation provisions of 41 CFR 101-41.203-2.
(2) A portion of the charge card application form is to be used to
record the standard Federal organization code(s) contained in the
Department of Commerce/National Institute of Standards and Technology
publication, Codes for the Identification of Federal and Federally
Assisted Organizations (FIPS PUB 95). Specific details concerning this
requirement will be communicated by the charge card contractor directly
to each participating agency.
(b) Submitting passenger ticketing information to GSA for audit. (1)
Travel vouchers containing reimbursable transportation charges purchased
with contractor-issued charge cards shall not be considered
transportation vouchers under 41 CFR 101-41.807.
(2) Passenger ticketing information is furnished directly by the
charge card contractor to GSA's Office of Transportation Audits. It is
used to identify and collect carrier overcharges.
(c) Examination of payments and collection. The Transportation Act
of 1940, as amended (31 U.S.C. 3726), authorizes the GSA Transportation
Audit Division (see 41 CFR 101-41.102) to issue a notice of overcharge
when GSA finds that a carrier has been overpaid for the services
rendered.
(1) Under the provisions of 41 CFR subpart 101-41.5, carriers are
requested to promptly refund amounts due the United States. Refund
checks are to be made payable to the General Services Administration and
promptly mailed to the General Services Administration, P.O. Box 93746,
Chicago, IL 60673. Payment or credit to the contractor is not considered
proper payment of overcharge claims due the U.S. Government.
(2) Protests to notices of overcharge are handled and processed in
accordance with 41 CFR 101-41.503.
(3) Collection of unrefunded overcharges owed to the U.S. Government
are processed in accordance with 41 CFR 101-41.504.
(4) Debts collected by GSA based on audits of transportation
accounts are deposited to miscellaneous receipts, U.S. Treasury.
(5) Claims against the United States related to the actions taken
above are processed under 41 CFR subpart 101-41.6.
(6) Reconsideration and review of GSA transportation claim
settlements follow the provisions of 41 CFR subpart 101-41.7.
(d) Employee training. Participating agencies shall ensure that each
of their eligible employees is adequately trained in the use of the
contractor-issued charge card, centrally billed account, or ATM services
before allowing them to use these services.
[FTR Amdt. 9, 55 FR 10771, Mar. 23, 1990. Redesignated and amended by
FTR Amdt. 12, 55 FR 49896, Dec. 3, 1990]
PART 301-16--CONFERENCE PLANNING--Table of Contents
Sec.
301-16.1 Policy.
301-16.2 Definitions.
301-16.3 Authorization of Government sponsorship or co-sponsorship of a
conference.
301-16.4 Selection of a conference site.
301-16.5 Selection of conference attendees.
Authority: 5 U.S.C. 5701-5709; E.O. 11609, 36 FR 13747, 3 CFR, 1971-
1975 Comp., p. 586.
Source: FTR Amdt. 32, 58 FR 58242, Oct. 29, 1993, unless otherwise
noted.
Sec. 301-16.1 Policy.
It is the policy of the Government that agencies shall exercise
strict fiscal responsibility by selecting conference sites that minimize
conference administrative costs (as defined in Sec. 301-16.2(b) of this
part), conference attendees' travel costs (as defined in Sec. 301-
16.2(c) of this part), and conference attendees' time costs (as defined
in Sec. 301-16.2(d) of this part). It also is the policy of the
Government that agencies shall minimize conference attendees' travel
costs by authorizing the minimum number of attendees necessary to
accomplish the agency's goals.
Sec. 301-16.2 Definitions.
(a) Conference. The term ``conference'' means a meeting, retreat,
seminar, symposium, or similar event that involves attendee travel. The
term
[[Page 87]]
``conference'' also means a training activity that involves attendee
travel when the training activity is considered a conference under
Chapter 410 of the Federal Personnel Manual (Copies may be obtained from
the Superintendent of Documents, Government Printing Office, Washington,
DC 20402.) and its accompanying instructional letters.
(b) Conference administrative costs. The term ``conference
administrative costs'' includes the cost of conference facilities,
registration fees, speaker fees, and conference-related administrative
fees paid by the Government for a conference, whether paid directly by
agencies or reimbursed by agencies to travelers or others associated
with the conference.
(c) Conference attendees' travel costs. The term ``conference
attendees' travel costs'' includes attendees' subsistence expenses
(including lodging and meals and incidental expenses (M&IE)) and
transportation costs authorized at Government expense.
(d) Conference attendees' time costs. The term ``conference
attendees' time costs'' means the cost of employees' time spent at the
conference (including time spent while performing en route travel during
normal duty hours).
(e) Conference site. For purposes of this part, the term
``conference site'' means the locality or geographic area where the
conference is held.
(f) Conference facilities. For purposes of this part, the term
``conference facilities'' means the meeting rooms and lodging
accommodations where the conference is conducted.
[FTR Amdt. 32, 58 FR 58242, Oct. 29, 1993, as amended by FTR Amdt. 39,
59 FR 46194, Sept. 7, 1994]
Sec. 301-16.3 Authorization of Government sponsorship or co-sponsorship of a conference.
(a) General. A senior agency official shall authorize Government
sponsorship or co-sponsorship of a conference which involves travel by
30 or more employees.
(b) Prohibition on use of a place of public accommodation that is
not an approved accommodation--(1) General rule. As provided in 15
U.S.C. 2225a, an agency, as defined in Sec. 301-17.2(a) of this chapter,
may not sponsor or fund in whole or in part a conference in any State,
as defined in Sec. 301-17.2(f) of this chapter, at a place of public
accommodation that is not an approved accommodation as defined in
Sec. 301-17.2(c) of this chapter, unless a waiver is granted under
paragraph (b)(2) of this section. This prohibition also applies to
Federal funds expended by the government of the District of Columbia.
(2) Waiver of the prohibition on scheduling a conference at a place
of public accommodation that is not an approved accommodation. An
agency, as defined in Sec. 301-17.2(a) of this chapter, may sponsor or
fund in whole or in part a conference in any State, as defined in
Sec. 301-17.2(f) of this chapter, at a place of public accommodation
that is not an approved accommodation when the agency head waives the
prohibition in paragraph (b)(1) of this section based on his/her written
determination that such waiver is necessary in the public interest for a
particular event. The agency head may delegate the authority to waive
the prohibition in paragraph (b)(1) of this section to a senior level
official if such official is given the authority with respect to all
conferences sponsored or funded by the agency.
(3) Requirement to include prohibition notice on advertisements and
applications for attendance at a conference. As required by 15 U.S.C.
2225a, any advertisement or application for attendance at a conference
sponsored or funded in whole or in part by an agency in any State, as
defined in Sec. 301-17.2(f) of this chapter, shall include a notice of
the prohibition contained in paragraph (b)(1) of this section on holding
a conference at a place of public accommodation that is not an approved
accommodation. An agency shall not be required to include notice of the
prohibition in any advertisement or application for attendance at a
conference, however, when the agency head, or his/her designee, waives
the prohibition in accordance with paragraph (b)(2) of this section.
(4) Notification to non-Federal entities receiving Federal funds of
the prohibition on scheduling a conference at a place of public
accommodation that is not an approved accommodation. As provided in 15
U.S.C. 2225a, an Executive agency, as defined in 5 U.S.C. 105, which
provides
[[Page 88]]
Federal funds to a non-Federal entity shall notify the non-Federal
entity receiving such funds of the prohibition contained in paragraph
(b)(1) of this section.
[FTR Amdt. 39, 59 FR 46194, Sept. 7, 1994]
Sec. 301-16.4 Selection of a conference site.
(a) Agency responsibilities--(1) Agency policy. Each agency shall
establish policies governing conference site selection that minimize
conference administrative costs and conference attendees' travel costs
to be paid by the Government, as well as conference attendees' time
costs. Agencies should use Government-owned or Government-provided
conference facilities to the maximum extent possible, and generally
should avoid consideration of conference sites that might appear
extravagant to the public. However, when a true cost savings would
accrue to the Government in the selection of a particular conference
site (e.g., through the availability of attractive and competitive rates
during the off-season in areas having seasonal rates), agencies should
avail themselves of the opportunity to save costs in selecting a
conference site.
(2) Authorization of conference site selection. The authorization to
conduct a conference at a selected site when the conference involves
travel by 30 or more employees must be granted by a senior agency
official.
(b) Documentation. When a conference involves travel by 30 or more
employees, the agency shall document the cost of each alternative
conference site, and retain a record of the documentation for every
conference held. The agency shall make the documentation available for
inspection by the agency's Office of Inspector General or other
interested parties.
(c) Restrictions on selection of conference facilities--(1) Approved
accommodations. When an agency, as defined in Sec. 301-17.2(a) of this
chapter, holds a conference at a place of public accommodation, as
defined in Sec. 301-17.2(b) of this chapter, the agency shall use an
approved accommodation as defined in Sec. 301-17.2(c) of this chapter
unless a waiver is granted under Sec. 301-16.3(b)(2) of this part. Any
advertisement or application for attendance at the conference shall
include notice of the prohibition on using a place of public
accommodation that is not an approved accommodation in accordance with
Sec. 301-16.3(b) of this part. In addition, any Executive agency as
defined in 5 U.S.C. 105 shall notify all non-Federal entities to which
it provides Federal funds of the prohibition.
(2) Conferences within the District of Columbia. Agencies may obtain
short-term conference meeting space in the District of Columbia in
accordance with 41 CFR 101-17.101-4. Direct procurement by an agency of
lodging facilities in the District of Columbia without specific
authorization and appropriation by the Congress is prohibited (see 40
U.S.C. 34). The provisions of this paragraph shall not be construed to
prohibit payment of per diem to an employee who is authorized to obtain
lodging in the District of Columbia while performing official business
travel.
[FTR Amdt. 32, 58 FR 58242, Oct. 29, 1993; 58 FR 60390, Nov. 16, 1993,
as amended by FTR Amdt. 39, 59 FR 46195, Sept. 7, 1994]
Sec. 301-16.5 Selection of conference attendees.
(a) Agency responsibilities--(1) Agency policies and procedures.
Each agency shall establish policies and procedures designed to reduce
the overall cost of attending conferences. The agency policy and
procedures shall:
(i) Limit agency attendance to the minimum number of attendees
necessary for accomplishment of the agency's mission; and
(ii) Provide for consideration of travel expenses when selecting
attendees.
(2) Authorization of attendance. A senior agency official shall
authorize all employee conference attendance to be performed at
Government expense.
(b) Per diem. Per diem is intended only to reimburse the attendee's
individual subsistence expenses. Conference administrative costs are to
be paid separately, and are not to be included in the attendee's
subsistence reimbursement.
[[Page 89]]
PART 301-17--AGENCY TRAVEL DATA REQUIREMENTS--Table of Contents
Subpart A--Approved Accommodations Data Reporting
Sec.
301-17.1 Applicability.
301-17.2 Definitions.
Authority: 5 U.S.C. 5707.
Source: FTR Amdt. 39, 59 FR 46195, Sept. 7, 1994, unless otherwise
noted.
Subpart A--Approved Accommodations Data Reporting
Sec. 301-17.1 Applicability.
(a) This part applies to Federal agencies as defined in Sec. 301-
17.2(a) of this part.
Sec. 301-17.2 Definitions.
For purposes of this part, the following definitions apply:
(a) Agency. ``Agency'' has the same meaning it is given in Sec. 301-
1.3(c)(1) of this chapter except it does not include the government of
the District of Columbia.
(b) Place of public accommodation affecting commerce. ``Place of
public accommodation affecting commerce'' means any inn, hotel, or other
establishment within a State that provides lodging to transient guests,
except that such term does not include:
(1) An establishment owned by the Federal Government;
(2) An establishment treated as an apartment building for purposes
of any State or local law or regulation; or
(3) An establishment located within a building that contains not
more than 5 rooms for rent or hire and that is actually occupied as a
residence by the proprietor of such establishment.
(c) Approved accommodation. ``Approved accommodation'' means any
place of public accommodation that meets the requirements of the fire
prevention and control guidelines in 15 U.S.C. 2225. (A master list of
all approved accommodations is compiled, periodically updated, and
published in the Federal Register by the Director of the Federal
Emergency Management Agency. The statute (5 U.S.C. 5707a(b)) requires
that the General Services Administration list only approved
accommodations in any directory listing public accommodations.)
(d) Employee. ``Employee'' has the same meaning it is given in
Sec. 301-1.3(c)(2) of this chapter and in Sec. 302-1.4(c) of chapter 302
of this title, and does not include an interviewee as defined in
Sec. 301-1.3(c)(3) of this chapter.
(e) State. ``State'' means any State, the District of Columbia, the
Commonwealth of Puerto Rico, the Commonwealth of the Northern Mariana
Islands, the Trust Territory of the Pacific Islands, the Virgin Islands,
the Canal Zone, Guam, American Samoa, or any other U.S. territory or
possession.
[FTR Amdt. 39, 59 FR 46195, Sept. 7, 1994, as amended by FTR Amdt. 53;
61 FR 64998, Dec. 10, 1996
Subpart B--[Reserved]
Appendix A To Chapter 301-Prescribed Maximum Per Diem Rates for CONUS
The maximum rates listed below are prescribed under Sec. 301-7.3(a)
of this chapter for reimbursement of per diem expenses incurred during
official travel within CONUS (the continental United States). The amount
shown in column (a) is the maximum that will be reimbursed for lodging
expenses including applicable taxes. The M&IE rate shown in column (b)
is a fixed amount allowed for meals and incidental expenses covered by
per diem. The per diem payment calculated in accordance with part 301-7
of this chapter for lodging expenses plus the M&IE rate may not exceed
the maximum per diem rate shown in column (c). Seasonal rates apply
during the periods indicated.
[[Page 90]]
----------------------------------------------------------------------------------------------------------------
Per diem locality: Key city,1 County and/or Maximum lodging Maximum per diem
other defined location 2, 3 amount (a) + M&IE rate (b) = rate 4 (c)
----------------------------------------------------------------------------------------------------------------
CONUS, Standard rate........................... $50 $30 $80
(Applies to all locations within CONUS not
specifically listed below or encompassed
by the boundary definition of a listed
point. However, the standard CONUS rate
applies to all locations within CONUS,
including those defined below, for certain
relocation subsistence allowances. See
parts 302-2, 302-4, and 302-5 of this
subtitle.)
Alabama:
Birmingham, Jefferson...................... 55 38 93
Gulf Shores, Baldwin:
(May 1-September 30)................... 102 34 136
(October 1-April 30)................... 73 34 107
Huntsville, Madison........................ 61 34 95
Mobile, Mobile............................. 56 38 94
Montgomery, Montgomery..................... 56 30 86
Arizona:
Casa Grande, Pinal:
(January 1-April 30)................... 55 30 85
(May 1-December 31).................... 50 30 80
Chinle, Apache:
(April 1-October 31)................... 83 30 113
(November 1-March 31).................. 63 30 93
Flagstaff, All points in Coconino County
not covered under Grand Canyon per diem
area:
(April 1-October 31)................... 79 34 113
(November 1-March 31).................. 60 34 94
Grand Canyon, all points in the Grand
Canyon National Park and Kaibab National
Forest within Coconino County............. 105 38 143
Kayenta, Navajo:
(April 1-October 31)................... 93 30 123
(November 1-March 31).................. 62 30 92
Phoenix/Scottsdale, Maricopa:
(October 1-May 14)..................... 105 38 143
(May 15-September 30).................. 65 38 103
Prescott, Yavapai.......................... 54 34 88
Tucson, Pima County; Davis Monthan AFB:
(November 1-May 31).................... 77 34 111
(June 1-October 31).................... 61 34 95
Yuma, Yuma................................. 64 30 94
Arkansas:
Hot Springs, Garland....................... 59 30 89
Little Rock, Pulaski....................... 65 30 95
California:
Clearlake, Lake:
(April 1-September 30)................. 61 34 95
(October 1-March 31)................... 52 34 86
Death Valley, Inyo......................... 93 42 135
Eureka, Humboldt:
(May 15-October 14).................... 67 34 101
(October 15-May 14).................... 56 34 90
Fresno, Fresno............................. 68 34 102
[[Page 91]]
Gualala/Point Area, Mendocina.............. 124 42 166
Los Angeles, Los Angeles, Kern, Orange and
Ventura Counties; Edwards AFB; Naval
Weapons Center and Ordnance Test Station,
China Lake................................ 97 42 139
Mammoth Lakes/Bridgeport, Mono:
(November 1-April 30).................. 72 42 114
(May 1-October 31)..................... 59 42 101
Merced, Merced............................. 54 34 88
Modesto, Stanislaus........................ 58 34 92
Monterey, Monterey:
(June 1-October 31).................... 79 38 117
(November 1-May 31).................... 71 38 109
Napa, Napa:
(April 1-October 31)................... 83 42 125
(November 1-March 31).................. 76 42 118
Oakhurst/Madera, Madera.................... 56 30 86
Oakland, Alameda, Contra Costa and Marin... 77 34 111
Ontario/Victorville/Barstow, San Bernardino 64 38 102
Palm Springs, Riverside:
(November 1-May 31).................... 79 38 117
(June 1-October 31).................... 62 38 100
Palo Alto/San Jose, Santa Clara............ 105 42 147
Redding, Shasta............................ 55 34 89
Sacramento, Sacramento..................... 72 38 110
San Diego, San Diego....................... 84 38 122
San Francisco, San Francisco............... 114 42 156
San Luis Obispo, San Luis Obispo........... 71 38 109
San Mateo/Redwood City, San Mateo.......... 85 38 123
Santa Barbara, Santa Barbara............... 98 34 132
Santa Cruz, Santa Cruz:
(June 1-September 30).................. 95 38 133
(October 1-May 31)..................... 81 38 119
Santa Rosa, Sonoma......................... 59 38 97
South Lake Tahoe, El Dorado (See also
Stateline, NV)............................ 126 38 164
Stockton, San Joaquin...................... 51 34 85
Tahoe City, Placer......................... 57 38 95
Visalia, Tulare............................ 64 38 102
West Sacramento, Yolo...................... 60 30 90
Yosemite Nat'l Park, Mariposa:
(April 1-October 31)................... 99 42 141
(November 1-March 31).................. 84 42 126
Colorado:
Aspen, Pitkin:
(January 15-March 31).................. 175 42 217
(April 1-January 14)................... 82 42 124
Boulder, Boulder:
(May 1-October 31)..................... 93 38 131
(November 1-April 30).................. 81 38 119
Colorado Springs, El Paso
(April 1-October 31)................... 70 30 100
(November 1-March 31).................. 54 30 84
[[Page 92]]
Cortez, Montezuma:
(May 1-September 30)................... 65 30 95
(October 1-April 30)................... 52 30 82
Denver, Denver, Adams, Arapahoe and
Jefferson................................. 92 34 126
Durango, La Plata:
(June 1-October 31).................... 92 34 126
(November 1-May 31).................... 61 34 95
Fort Collins/Loveland, Larimer:
(May 1-September 30)................... 57 30 87
(October 1-April 30)................... 52 30 82
Glenwood Springs, Garfield................. 56 34 90
Grand Junction, Mesa....................... 57 30 87
Gunnison, Gunnison:
(June 1-September 30).................. 62 30 92
(October 1-May 31)..................... 50 30 80
Keystone/Silverthorne, Summit:
(February 1-August 31)................. 167 42 209
(September 1-January 31)............... 128 42 170
Montrose, Montrose:
(June 1, September 30)................. 55 30 85
(October 1-May 31)..................... 50 30 80
Pagosa Springs, Archuleta.................. 53 30 83
Pueblo, Pueblo:
(June 1-September 30).................. 60 30 90
(October 1-May 31)..................... 51 30 81
Steamboat Springs, Routt:
(December 1-March 31).................. 114 34 148
(April 1-November 30).................. 74 34 108
Telluride, San Miguel:
(November 1-March 31).................. 145 38 183
(April 1-October 31)................... 102 38 140
Trinidad, Las Animas:
(June 1-September 30).................. 67 30 97
(October 1-May 31)..................... 50 30 80
Vail, Eagle:
(November 1-March 31).................. 181 42 223
(April 1-October 31)................... 189 42 131
Connecticut:
Bridgeport/Danbury, Fairfield.............. 86 38 124
Hartford, Hartford and Middlesex........... 75 30 105
New Haven, New Haven....................... 75 30 105
New London/Groton, New London:
(June 1-October 31).................... 86 34 120
(November 1-May 31).................... 67 34 101
Putnam/Danielson, Windham.................. 53 30 83
Salisbury/Lakeville, Litchfield............ 78 34 112
[[Page 93]]
Vernon, Tolland............................ 55 30 85
Delaware:
Dover, Kent................................ 52 34 86
Lewes, Sussex:
(June 1-September 14).................. 78 38 116
(September 15-May 31).................. 51 38 89
Wilmington, New Castle..................... 83 38 121
District of Columbia:
Washington, DC (also the cities of
Alexandria, Falls Church, and Fairfax, and
the counties of Arlington, Loudoun, and
Fairfax in Virginia; and the counties of
Montgomery and Prince Georges in Maryland)
(See also Maryland and Virginia).......... 124 42 166
Florida:
Altamonte Springs, Seminole................ 74 34 108
Bradenton, Manatee:
(January 1-May 14)..................... 69 30 99
(May 15-December 31)................... 50 30 80
Cocoa Beach, Brevard....................... 75 34 109
Daytona Beach, Volusia:
(February 1-August 31)................. 73 34 107
(September 1-January 31)............... 54 34 88
Fort Lauderdale, Broward:
(December 15-April 30)................. 86 34 120
(May 1-December 14).................... 65 34 99
Fort Myers, Lee:
(January 1-April 30)................... 95 34 129
(May 1-December 31).................... 66 34 100
Fort Pierce, Saint Lucie:
(December 1-April 30).................. 60 30 90
(May 1-November 30).................... 50 30 80
Fort Walton Beach, Okaloosa:
(April 1-September 14)................. 73 30 103
(September 15-March 31)................ 58 30 88
Gainesville, Alachua....................... 59 34 93
Gulf Breeze, Santa Rosa.................... 65 34 99
Jacksonville, Duval County; Naval Station
Mayport................................... 65 30 95
Key West, Monroe:
(December 15-April 30)................. 172 42 214
(May 1-December 14).................... 122 42 164
Kissimmee, Osceola......................... 67 30 97
Lakeland, Polk:
(January 1-April 30)................... 63 30 93
(May 1-December 31).................... 55 30 85
Miami, Dade................................ 79 42 121
Naples, Collier:
(December 15-April 30)................. 94 38 132
(May 1-December 14).................... 61 38 99
Orlando, Orange............................ 69 34 103
Panama City, Bay:
(March 1-September 14)................. 55 30 85
(September 15-February 29)............. 50 30 80
[[Page 94]]
Pensacola, Escambia........................ 62 34 96
Punta Gorda, Charlotte:
(December 15-April 14)................. 75 34 109
(April 15-December 14)................. 52 34 86
Saint Augustine, Saint Johns:
(February 1-August 31)................. 60 34 94
(September 1-January 31)............... 50 34 84
Sarasota, Sarasota:
(December 15-April 30)................. 90 34 124
(May 1-December 14).................... 63 34 97
Stuart, Martin:
(January 1-April 30)................... 67 34 101
(May 1-December 31).................... 61 34 95
Tallahassee, Leon.......................... 68 34 102
Tampa/St. Petersburg, Hillsborough and
Pinellas:
(January 1-April 30)................... 81 38 119
(May 1-December 31).................... 72 38 110
Vero Beach, Indian River:
(January 15-April 30).................. 86 30 116
(May 1-January 14)..................... 73 30 103
West Palm Beach, Palm Beach:
(January 1-April 30)................... 85 38 123
(May 1-December 31).................... 64 38 102
Georgia:
Albany, Dougherty.......................... 59 30 89
Athens, Clarke............................. 58 34 92
Atlanta, Clayton, De Kalb, Fulton, Cobb and
Gwinett................................... 96 38 134
Augusta, Richmond.......................... 53 30 83
Columbus, Muscogee......................... 56 30 86
Conyers, Rockdale.......................... 54 30 84
Macon, Bibb................................ 54 30 84
Savannah, Chatham.......................... 63 34 97
Idaho:
Boise, Ada................................. 61 34 95
Coeur d'Alene, Kootenai:
(May 1-September 30)................... 67 34 101
(October 1-April 30)................... 55 34 89
Idaho Falls, Bonneville.................... 52 34 86
Ketchum/Sun Valley, Blaine
(November 1-March 31).................. 86 38 124
(April 1-October 31)................... 73 38 111
McCall, Valley............................. 66 34 100
Sandpoint, Bonner:
(July 1-August 31)..................... 79 30 109
(September 1-June 30).................. 50 30 80
Stanley, Custer............................ 51 34 85
[[Page 95]]
Illinois:
Bloomington, McLean........................ 52 30 82
Champaign/Urbana, Champaign................ 56 34 90
Chicago, Du Page, Cook and Lake............ 119 42 161
Decatur, Macon............................. 51 30 81
Joliet, Will............................... 53 30 83
Kankakee, Kankakee......................... 52 30 82
Peoria, Peoria............................. 58 34 92
Rock Island, Rock Island................... 76 30 106
Rockford, Winnebago........................ 63 38 101
Springfield, Sangamon...................... 53 30 83
Indiana:
Anderson, Madison.......................... 54 30 84
Bloomington/Crane, Monroe and Martin....... 51 34 85
Burlington Beach/Valparaiso, Porter........ 73 30 103
Carmel, Hamilton........................... 63 38 101
Elkhart, Elkhart........................... 52 30 82
Evansville, Vanderburgh.................... 63 34 97
Fort Wayne, Allen.......................... 62 30 92
French Lick, Orange........................ 57 30 87
Gary/Merrillville, Lake.................... 57 30 87
Greenwood, Johnson......................... 55 30 85
Indianapolis, Marion County; Fort Benjamin
Harrison.................................. 71 38 109
Lafayette, Tippecanoe...................... 57 34 91
Madison, Jefferson......................... 52 30 82
Michigan City, La Porte.................... 52 30 82
Muncie, Delaware........................... 53 30 83
Nashville, Brown:
(June 1-October 31).................... 112 30 142
(November 1-May 31).................... 90 30 120
South Bend, St. Joseph..................... 61 30 91
Iowa:
Bettendorf/Davenport, Scott................ 61 30 91
Cedar Rapids, Linn......................... 53 34 87
Des Moines, Polk........................... 60 30 90
Iowa City, Johnson......................... 54 30 84
Kansas:
Kansas City, Johnson and Wyandotte (See
also Kansas City, MO)..................... 78 42 120
Manhattan, Riley........................... 55 30 85
Wichita, Sedgwick.......................... 63 34 97
Kentucky:
Covington, Kenton.......................... 58 34 92
Florence, Boone............................ 61 30 91
Lexington, Fayette......................... 57 34 91
Lousiville, Jefferson...................... 67 38 105
Louisiana:
Baton Rouge, East Baton Rouge Parish....... 63 34 97
Bossier City, Bossier Parish............... 60 30 90
Gonzales, Ascension Parish................. 57 30 87
Lafayette, Lafayette Parish................ 51 30 81
[[Page 96]]
Lake Charles, Calcasieu Parish............. 64 30 94
New Orleans, Parishes of Jefferson,
Orleans, Plaquemines and St. Bernard...... 70 42 112
Opelouses, Saint Landry.................... 58 30 88
Shreveport, Caddo Parish................... 58 34 92
Slidell, St. Tammany Parish................ 51 30 81
St. Francisville, West Feliciana........... 85 30 115
Maine:
Augusta, Kennebec.......................... 51 30 81
Bangor, Penobscot:
(July 1-October 31).................... 57 30 87
(November 1-June 30)................... 50 30 80
Bar Harbor, Hancock:
(July 1-September 14).................. 121 34 155
(September 15-June 30)................. 84 34 118
Bath, Sagadahoc:
(June 1-September 30).................. 61 30 91
(October 1-May 31)..................... 53 30 83
Calais, Washington......................... 57 30 87
Kennebunk/Sanford, York:
(May 1-September 30)................... 87 34 121
(October 1-April 30)................... 63 34 97
Kittery, Portsmouth Naval Shipyard (See
also Portsmouth, NH):
(June 1-October 31).................... 75 34 109
(November 1-May 31).................... 56 34 90
Portland, Cumberland:
(July 1-October 31).................... 86 38 124
(November 1-June 30)................... 65 38 103
Rockport, Knox:
(June 15-October 31)................... 94 34 128
(November 1-June 14)................... 65 34 99
Wiscasset, Lincoln:
(July 1-Sepember 14)................... 84 30 114
(September 15-June 30)................. 57 30 87
Maryland:
(For the counties of Montgomery and Prince
Georges, see District of Columbia)
Annapolis, Anne Arundel.................... 86 38 124
Baltimore, Baltimore and Harford........... 96 38 134
Columbia, Howard........................... 87 42 129
Frederick, Frederick....................... 58 38 96
Grasonville, Queen Annes................... 55 34 89
Hagerstown, Washington..................... 55 30 85
Lexington Park/St. Inigoes/Leonardtown,
Saint Mary's.............................. 59 34 93
Lusby, Calvert............................. 59 34 93
Ocean City, Worcester:
(May 1-September 30)................... 152 42 194
(October 1-April 30)................... 77 42 119
[[Page 97]]
Saint Michaels, Talbot..................... 133 38 171
Salisbury, Wicomico:
(June 1-September 14).................. 57 34 91
(September 15-May 31).................. 52 34 86
Massachusetts:
Andover, Essex............................. 77 38 115
Boston, Suffolk............................ 116 42 158
Cambridge/Lowell, Middlesex................ 116 34 150
Hyannis, Barnstable:
(July 1-September 30).................. 112 38 150
(October 1-June 30).................... 67 38 105
Martha's Vineyard/Nantucket, Dukes and
Nantucket:
(June 1-October 31).................... 179 42 221
(November 1-May 31).................... 122 42 164
Northampton, Hampshire..................... 66 30 96
Pittsfield, Berkshire...................... 56 34 90
Plymouth, Plymouth:
(June 15-October 31)................... 87 30 117
(November 1-June 14)................... 64 30 94
Quincy, Norfolk............................ 78 34 112
South Deerfield/Greenfield, Franklin....... 69 30 99
Springfield, Hampden....................... 67 30 97
Taunton/New Bedford, Bristol............... 58 30 88
Worcester, Worcester....................... 61 30 91
Michigan:
Ann Arobr, Washtenaw....................... 67 30 97
Battle Creek, Calhoun...................... 57 30 87
Cadillac, Wexford.......................... 53 30 83
Charlevoix, Charlevoix:
(June 1-September 30).................. 94 30 124
(October 1-May 31)..................... 50 30 80
Detroit, Wayne............................. 84 38 122
Flint, Genesee............................. 52 30 82
Frankfort, Benzie:
(June 1-September 30).................. 64 30 94
(October 1-May 31)..................... 50 30 80
Gaylord, Otsego:
(June 1-September 30).................. 58 34 92
(October 1-May 31)..................... 52 34 86
Grand Rapids, Kent......................... 60 34 94
Grayling, Crawford......................... 52 30 82
Holland, Ottawa:
(May 1-September 30)................... 59 30 89
(October 1-April 30)................... 51 30 81
Kalamazzo, Kalamazoo....................... 61 30 91
Lansing/East Lansing, Ingham............... 57 30 87
Leland, Leelanau:
(May 1-September 30)................... 114 30 144
(October 1-April 30)................... 80 30 110
Ludington, Mason:
(May 1-September 30)................... 68 30 98
[[Page 98]]
(October 1-April 30)................... 50 30 80
Mackinac Island, Mackinac:
(June 1-September 30).................. 124 38 162
(October 1-May 31)..................... 91 38 129
Manistee, Manistee:
(June 1-September 30).................. 58 30 88
(October 1-May 31)..................... 50 30 80
Midland, Midland........................... 65 30 95
Mount Pleasant, Isabella................... 56 30 86
Muskegon, Muskegon......................... 51 30 81
Ontonagon, Ontonagon....................... 55 30 85
Petosky, Emmet............................. 51 34 85
Pontiac/Troy, Oakland...................... 81 38 119
Port Huron, St. Clair...................... 52 38 90
Sault Ste Marie, Chippewa.................. 77 34 111
South Haven, Van Buren:
(May 1-September 30)................... 70 30 100
(October 1-April 30)................... 55 30 85
St. Joseph/Benton Harbor/Niles, Berrien.... 56 34 90
Traverse City, Grand Traverse:
(May 1-September 30)................... 98 34 132
(October 1-April 30)................... 54 34 88
Warren, Macomb............................. 56 30 86
Minnesota:
Duluth, St. Louis:
(June 1-September 30).................. 59 38 97
(October 1-May 31)..................... 51 38 89
Hinckley, Pine............................. 51 30 81
Minneapolis/St. Paul, Anoka, Hennepin,
Dakota and Ramsey Counties; Fort Snelling
Military Reservation and Navy Astronautics
Group (Detachment BRAVO), Rosemount....... 81 38 119
Rochester, Olmstead........................ 61 30 91
Mississippi:
Biloxi/Gulfport/Pascagoula/Bay St. Louis,
Harrison, Jackson, and Hancock:
(May 1-September 14)................... 72 34 106
(September 15-April 30)................ 63 34 97
Greenville, Washington..................... 51 30 81
Jackson, Hinds............................. 60 34 94
Philadelphia, Neshoba...................... 60 30 90
Ridgeland, Madison......................... 55 34 89
Robinsonville, Tunica...................... 64 30 94
Vicksburg, Warren.......................... 51 30 81
Missouri
Branson, Taney:
(May 1-October 31)..................... 78 30 108
(November 1-April 30).................. 62 30 92
Cape Girardeau, Cape Girardeau............. 54 30 84
[[Page 99]]
Hannibal, Marion:
(June 1-September 14).................. 55 30 85
(September 15-May 31).................. 50 30 80
Jefferson City, Cole....................... 56 30 86
Kansas City, Clay, Jackson and Platte (See
also Kansas City, KS)..................... 78 42 120
Lake Ozark, Miller......................... 53 34 87
Osage Beach, Camden:
(May 15-October 31).................... 68 34 102
(November 1-May 14).................... 57 34 91
Springfield, Greene........................ 54 34 88
St. Louis, St. Charles and St. Louis....... 74 42 116
Montana:
Great Falls, Cascade....................... 54 30 84
Kalispell/Polson, Flathead and Lake........ 54 30 84
Nebraska:
Kearney, Buffalo........................... 51 30 81
Lincoln, Lancaster......................... 53 30 83
Omaha, Douglas............................. 63 34 97
Nevada:
Elko, Elko................................. 53 30 83
Incline Village*:
(June 1-September 30).................. 149 38 187
(October 1-May 31)..................... 106 38 144
Las Vegas, Clark County; Nellis AFB........ 74 38 112
Reno, all points in Washoe County other
than the city of Incline Village.......... 56 34 90
Stateline, Douglas (See also South Lake
Tahoe, CA)................................ 126 38 164
Winnemucca, Humboldt....................... 55 30 85
New Hampshire
Concord, Merrimack:
(June 1-October 31).................... 70 30 100
(November 1-May 31).................... 61 30 91
Conway, Carroll:
(June 1-October 31).................... 74 34 108
(November 1-May 31).................... 60 34 94
Durham, Strafford:
(May 1-October 31)..................... 66 30 96
(November 1-April 30).................. 58 30 88
Hanover, Grafton and Sullivan:
(June 1-October 31).................... 72 38 110
(November 1-May 31).................... 58 38 96
Laconia, Belknap:
(June 1-October 31).................... 83 30 113
(November 1-May 31).................... 58 30 88
Manchester, Hillsborough................... 68 30 98
Portsmouth/Newington, Rockingham County;
Pease AFB (See also Kittery, ME):
(June 1-October 31).................... 75 34 109
(November 1-May 31).................... 56 34 90
New Jersey:
Atlantic City, Atlantic:
(April 1-November 30).................. 114 38 152
[[Page 100]]
(December 1-March 31).................. 76 38 114
Belle Mead, Somerset....................... 69 34 103
Camden/Moorestown, Camden and Burlington... 77 38 115
Edison, Middlesex.......................... 66 38 104
Flemington, Hunterdon...................... 63 34 97
Freehold/Eatontown, Monmouth County; Fort
Monmouth.................................. 83 34 117
Millville, Cumberland...................... 54 34 88
Newark, Bergen, Essex, Hudson, Passaic and
Union..................................... 93 42 135
Ocean City/Cape May, Cape May:
(May 15-September 30).................. 156 30 186
(October 1-May 14)..................... 104 30 134
Parsippany/Dover, Morris County; Picatinny
Arsenal................................... 97 38 135
Princeton/Trenton, Mercer.................. 89 38 127
Salem, Salem............................... 51 30 81
Tom's River, Ocean:
(June 1-September 30).................. 69 34 103
(October 1-May 31)..................... 62 34 96
New Mexico:
Albuquerque, Bernalillo.................... 70 34 104
Cloudcroft, Otero.......................... 87 30 117
Farmington, San Juan....................... 57 34 91
Gallup, McKinley........................... 51 30 81
Las Cruces/White Sands, Dona Ana........... 53 30 83
Los Alamos, Los Alamos..................... 75 34 109
Raton, Colfax:
(June 1-August 31)..................... 55 30 85
(September 1-May 31)................... 50 30 80
Santa Fe, Santa Fe:
(May 1-October 31)..................... 121 42 163
(November 1-April 30).................. 91 42 133
Taos, Taos:
(December 1-March 31).................. 87 34 121
(April 1-November 30).................. 76 34 110
New York:
Albany, Albany............................. 81 38 119
Auburn, Cayuga............................. 51 30 81
Batavia, Genesee........................... 60 34 94
Binghamton, Broome......................... 62 34 96
Buffalo, Erie.............................. 80 38 118
Catskill, Greene:
(June 1-September 14).................. 66 30 96
(September 15-May 31).................. 53 30 83
Corning, Steuben........................... 61 34 95
Glens Falls, Warren:
(June 1-October 31).................... 84 38 122
(November 1-May 31).................... 59 38 97
[[Page 101]]
Ithaca, Tompkins........................... 62 30 92
Kingston, Ulster........................... 51 34 85
Lake Placid, Essex:
(June 1-November 14)................... 88 34 122
(November 15-May 31)................... 59 34 93
Monticello, Sullivan....................... 62 34 96
New York City, the boroughs of the Bronx,
Brooklyn, Manhattan, Queens and Staten
Island; Nassau and Suffolk Counties....... 153 42 195
Niagara Falls, Niagara:
(May 15-October 31).................... 77 34 111
(November 1-May 14).................... 63 34 97
Oswego, Oswego............................. 61 30 91
Owego, Tioga............................... 57 30 87
Palisades/Nyack, Rockland.................. 60 34 94
Plattsburgh, Clinton....................... 54 34 88
Poughkeepsie, Dutchess..................... 74 30 104
Rochester, Monroe.......................... 74 42 116
Romulus/Waterloo, Seneca................... 65 30 95
Saratoga Springs, Saratoga:
(May 1-October 31)..................... 94 38 132
(November 1-April 30).................. 53 38 91
Schenectady, Schenectady................... 61 34 95
Syracuse, Onondaga......................... 68 34 102
Utica, Oneida.............................. 60 34 94
Watertown, Jefferson....................... 59 30 89
Watkins Glen, Schuyler:
(May 1-October 31)..................... 88 30 118
(November 1-April 30).................. 58 30 88
West Point, Orange......................... 53 30 83
White Plains, Westchester.................. 105 42 147
North Carolina:
Asheville, Buncombe:
(May 1-October 31)..................... 79 34 113
(November 1-April 30).................. 50 34 84
Charlotte, Mecklenburg..................... 61 38 99
Duck/Outer Banks, Dare:
(May 1-September 30)................... 134 34 168
(October 1-April 30)................... 50 34 84
Fayetteville, Cumberland................... 52 30 82
Greensboro/High Point, Guilford............ 60 34 94
Morehead City, Carteret.................... 60 30 90
New Bern/Havelock, Craven.................. 53 30 83
Research Park/Raleigh/Durham/Chapel Hill,
Wake, Durham and Orange................... 86 38 124
Wilmington, New Hanover:
(March 1-September 30)................. 66 30 96
(October 1-February 29)................ 58 30 88
Winston-Salem, Forsyth..................... 64 34 98
North Dakota: (See footnote 5)
Ohio:
Akron, Summit.............................. 73 34 107
[[Page 102]]
Bellevue/Norwalk, Huron:
(May 1-September 30)................... 90 30 120
(October 1-April 30)................... 55 30 85
Cambridge, Guernsey........................ 55 30 85
Canton, Stark.............................. 55 30 85
Cincinnati/Evendale, Hamilton and Warren... 66 34 100
Cleveland, Cuyahoga........................ 86 38 124
Columbus, Franklin......................... 70 34 104
Dayton/Fairborn, Montgomery and Greene;
Wright Patterson AFB...................... 67 30 97
Elyria, Lorain:
(May 1-September 30)................... 67 30 97
(October 1-April 30)................... 52 30 82
Fairfield/Hamilton, Butler................. 59 30 89
Findlay, Hancock........................... 55 30 85
Geneva, Ashtabula.......................... 76 30 106
Jackson, Jackson and Pike.................. 53 30 83
Lancaster, Fairfield....................... 58 30 88
Perrysburg, Wood........................... 72 30 102
Port Clinton/Oakharbor, Ottawa:
(June 1-September 30).................. 81 30 111
(October 1-May 31)..................... 56 30 86
Portsmouth, Scioto......................... 52 30 82
Sandusky, Erie:
(May 1-September 30)................... 109 30 139
(October 1-April 30)................... 55 30 85
Springfield, Clark......................... 53 34 87
Tinney/Fremont, Sandusky:
(June 1-September 14).................. 60 30 90
(September 15-May 31).................. 50 30 80
Toledo, Lucas.............................. 56 34 90
Oklahoma:
Eufaula, McIntosh.......................... 56 30 86
Norman, Cleveland.......................... 53 30 83
Oklahoma City, Oklahoma.................... 66 30 96
Tulsa/Bartlesville, Osage, Tulsa and
Washington................................ 55 30 85
Oregon:
Ashland/Medford, Jackson................... 78 38 116
Beaverton, Washington...................... 70 38 108
Bend, Deschutes............................ 63 30 93
Clackamas/Milwaukie, Clackamas............. 78 30 108
Coos Bay, Coos............................. 53 30 83
Crater Lake/Klamath Falls, Klamath......... 99 38 137
Eugene/Florence, Lane...................... 67 34 101
Gold Beach, Curry:
(May 15-October 31).................... 64 30 94
(November 1-May 14).................... 50 30 80
[[Page 103]]
Lincoln City/Newport, Lincoln:
(June 1-October 31).................... 94 38 132
(November 1-May 31).................... 72 38 110
Portland, Multnomah........................ 87 38 125
Salem, Marion.............................. 57 30 87
Seaside, Clatsop:
(May 1-September 30)................... 72 30 102
(October 1-April 30)................... 65 30 95
Pennsylvania:
Allentown, Lehigh.......................... 61 34 95
Chester/Radnor, Delaware................... 103 42 145
Easton, Northampton........................ 53 30 83
Erie, Erie,................................ 61 30 91
Gettysburg, Adams.......................... ................. ................. .................
(May 1-October 31) 68 34 102
(November 1-April 30) 62 34 96
Harrisburg, Dauphin........................ 74 34 108
King of Prussia/Ft. Washington, Montgomery
County, except Bala Cynwyd (See also
Philadelphia, PA)......................... 80 38 118
Lancaster, Lancaster....................... 71 34 105
Lebanon, Lebanon County; Indian Town Gap
Military Reservation...................... 54 30 84
Mechanicsburg, Cumberland.................. 61 30 91
Mercer, Mercer............................. 53 30 83
Philadelphia, Philadelphia County; city
of Bala Cynwd in Montgomery County...... 100 38 138
Pittsburgh, Allegheny...................... 83 38 121
Reading, Berks............................. 64 30 94
Scranton, Lackawanna....................... 57 34 91
Shippingport/Beaver Falls, Beaver.......... 51 30 81
State College, Centre...................... 67 34 101
Uniontown, Fayette......................... 56 30 86
Valley Forge/Malvern, Chester.............. 90 38 128
Warminster, Bucks County; Naval Air
Development Center........................ 60 34 94
York, York................................. 56 34 90
Rhode Island:
East Greenwich, Kent County; Naval
Construction Battalion Center, Davisville. 84 34 118
Newport/Block Island, Newport and
Washington:
(May 1-October 14)..................... 99 42 141
(October 15-April 30).................. 81 42 123
Providence, Providence..................... 87 42 129
South Carolina:
Aiken, Aiken............................... 53 30 83
Charleston, Charleston and Berkeley........ 62 34 96
Columbia, Richland......................... 58 30 88
Greenville, Greenville..................... 75 38 113
Hilton Head, Beaufort:
(March 1-September 30)................. 83 34 117
(October 1-February 29)................ 61 34 95
Myrtle Beach, Horry County; Myrtle Beach
AFB:
(May 1-September 30)................... 96 34 130
(October 1-April 30)................... 58 34 92
Spartanburg, Spartanburg................... 53 30 83
[[Page 104]]
South Dakota:
Custer, Custer:
(June 1-September 30).................. 73 30 103
(October 1-May 31)..................... 52 30 82
Hot Springs, Fall River:
(May 1-September 30)................... 75 30 105
(October 1-April 30)................... 50 30 80
Rapid City, Pennington:
(June 1-August 31)..................... 85 30 115
(September 1-May 31)................... 51 30 81
Sioux Falls, Minnehaha..................... 51 30 81
Spearfish, Lawrence:
(May 1-September 14)................... 65 30 95
(September 15-April 30)................ 51 30 81
Tennessee:
Chattanooga, Hamilton...................... 61 30 91
Gatlinburg, Sevier......................... 74 34 108
Johnson City, Washington................... 53 30 83
Knoxville, Knox County; city of Oak Ridge.. 63 34 97
Memphis, Shelby............................ 69 30 99
Murfreesboro, Rutherford................... 55 30 85
Nashville, Davidson........................ 82 38 120
Townsend, Blount........................... 70 30 100
Texas:
Abilene, Taylor............................ 59 30 89
Amarillo, Potter........................... 54 30 84
Austin, Travis............................. 74 34 108
Brownsville, Cameron....................... 54 30 84
College Station/Bryan, Brazos.............. 52 30 82
Corpus Christi/Ingelside, Nueces and San
Patricio.................................. 64 30 94
Dallas/Fort Worth, Dallas and Tarrant...... 84 42 126
Eagle Pass, Maverick....................... 54 30 84
El Paso, El Paso........................... 68 34 102
Fort Davis, Jeff Davis..................... 64 30 94
Galveston, Galveston:
(May 1-September 14)................... 77 42 119
(September 15-April 30)................ 67 42 109
Granbury, Hood............................. 52 30 82
Houston, Harris County; L.B. Johnson Space
Center and Ellington AFB.................. 78 38 116
Lajitas, Brewster.......................... 58 30 88
Laredo, Webb............................... 60 30 90
Lubbock, Lubbock........................... 60 34 94
McAllen, Hidalgo........................... 62 30 92
Midland/Odessa, Ector and Midland.......... 55 30 85
Plano, Collin.............................. 84 34 118
San Antonio, Bexar......................... 94 34 128
[[Page 105]]
Temple, Bell............................... 52 30 82
Tyler, Smith............................... 52 30 82
Victoria, Victoria......................... 53 30 83
Waco, McLennan............................. 57 30 87
Utah:
Bullfrog, Garfield:
(April 1-October 31)................... 115 34 149
(November 1-March 31).................. 80 34 114
Cedar City, Iron:
(June 1-September 30).................. 64 30 94
(October 1-May 31)..................... 50 30 80
Moab, Grand................................ 88 30 118
Park City, Summit:
(December 1-March 31).................. 147 42 189
(April 1-November 30).................. 84 42 126
Provo, Utah................................ 63 34 97
Salt Lake City/Ogden, Salt Lake, Weber, and
Davis Counties; Dugway Proving Ground and
Tooele Army Depot......................... 75 38 113
St. George, Washington..................... 52 34 86
Vernal, Uintah:
(May 1-September 14)................... 55 30 85
(September 15-April 30)................ 50 30 80
Vermont:
Brattleboro, Windham....................... 53 30 83
Burlington, Chittenden..................... 64 34 98
Manchester, Bennington..................... 102 34 136
Middlebury, Addison:
(May 1-October 31)..................... 79 34 113
(November 1-April 30).................. 62 34 96
Montpelier, Washington..................... 55 30 85
Rutland, Rutland:
(December 15-March 31)................. 58 30 88
(April 1-December 14).................. 53 30 83
St. Albans, Franklin....................... 53 30 83
White River Junction, Windsor:
(June 1-October 31).................... 72 30 102
(November 1-May 31).................... 58 30 88
Virginia:
(For the cities of Alexandria, Fairfax, and
Falls Church, and the counties of
Arlington, Fairfax, and Loudoun, see
District of Columbia)
Blacksburg, Montgomery..................... 51 30 81
Charlottseville*........................... 56 42 98
Harrisonburg, Harrisonburg................. 51 30 81
Lexington*................................. 53 30 83
Lynchburg*................................. 62 34 96
Manassas/Manassas Park*, Prince William.... 53 30 83
Richmond*, Chesterfield and Henrico
Counties; also Defense Supply Center...... 70 38 108
Roanoke*................................... 54 34 88
Virginia Beach*, Virginia Beach (also
Norfolk, Portsmouth and Chesapeake):*
(May 1-September 30)................... 108 38 146
(October 1-April 30)................... 77 38 115
[[Page 106]]
Wallops Island, Accomack:
(June 1-October 14).................... 91 30 121
(October 15-May 31).................... 70 30 100
Williamsburg*, Wililamsburg (also Hampton,
Newport News, York County, Naval Weapons
Station, Yorktown)*:
(April 1-October 31)................... 91 34 125
(November 1-March 31).................. 65 34 99
Wintergreen, Nelson........................ 103 42 145
Washington:
Anacortes/Mt. Vernon/Whidbey Island, Skagit
and Island:
(May 1-October 14)..................... 69 34 103
(October 15-April 30).................. 59 34 93
Bellingham, Whatcom........................ 56 34 90
Bremerton, Kitsap.......................... 57 30 87
Friday Harbor, San Juan:...................
(June 1-October 31).................... 84 38 122
(November 1-May 31).................... 71 38 109
Kelso/Longview, Cowlitz.................... 53 34 87
Lynnwood/Everett, Snohomish................ 65 34 99
Ocean Shores, Grays Harbor:
(April 1-September 30)................. 69 34 103
(October 1-March 31)................... 55 34 89
Port Angeles, Clallam:
(May 15-September 30).................. 71 34 105
(October 1-May 14)..................... 51 34 85
Port Townsend, Jefferson:
(April 15-October 31).................. 81 30 111
(November 1-April 14).................. 64 30 94
Seattle, King.............................. 98 38 136
Spokane, Spokane 67 38 105
Tacoma, Pierce............................. 60 30 90
Tumwater/Olympia, Thurston................. 64 30 94
Vancouver, Clark........................... 68 34 102
West Virginia:
Berkeley Springs, Morgan................... 82 30 112
Charleston, Kanawha........................ 58 30 88
Harpers Ferry, Jefferson................... 66 30 96
Martinsburg, Berkeley...................... 62 30 92
Morgantown, Monongalia..................... 65 30 95
Parkersburg, Wood.......................... 52 30 82
Wheeling, Ohio............................. 53 34 87
Wisconsin:
Appleton, Outagamie........................ 61 30 91
Brookfield, Waukesha....................... 66 38 104
Eagle River, Vilas:
(June 1-September 30).................. 59 30 89
(October 1-May 31)..................... 50 30 80
[[Page 107]]
Eau Claire, Eau Claire..................... 55 34 89
Green Bay, Brown........................... 68 30 98
La Crosse, La Crosse....................... 55 34 89
Lake Geneva, Walworth:
(May 1-October 31)..................... 99 34 133
(November 1-April 30).................. 69 34 103
Madison, Dane.............................. 62 34 96
Milwaukee, Milwaukee....................... 70 34 104
Mishicot, Manitowoc........................ 52 30 82
Oshkosh, Winnebago......................... 55 34 89
Racine/Kenosha, Racine and Kenosha......... 58 34 92
Rhinelander/Minocqua, Oneida............... 52 30 82
Sheboygan/Plymouth, Sheboygan.............. 51 30 81
Sturgeon Bay, Door:
(June 1-September 14).................. 65 30 95
(September 15-May 31).................. 50 30 80
Wautoma, Waushara.......................... 51 30 81
Wisconsin Dells, Columbia:
(June 1-September 14).................. 107 38 145
(September 15-May 31).................. 54 38 92
Wyoming:
Cody, Park:
(May 1-September 30)................... 88 30 118
(October 1-April 30)................... 52 30 82
Jackson, Teton:
(June 1-October 14).................... 102 42 144
(October 15-May 31).................... 64 42 106
Thermopolis, Hot Springs:
(June 1-September 14).................. 62 30 92
(September 15-May 31).................. 50 30 80
----------------------------------------------------------------------------------------------------------------
\1\ Unless otherwise specified, the per diem locality is defined as ``all locations within, or entirely
surrounded by, the corporate limits of the key city, including independent entities located within those
boundaries.''
\2\ Per diem localities with county definitions shall include ``all locations within, or entirely surrounded by,
the corporate limits of the key city as well as the boundaries of the listed counties, including independent
entities located within the boundaries of the key city and the listed counties.''
\3\ When a military installation or Government-related facility (whether or not specifically named) is located
partially within more than one city or county boundary, the applicable per diem rate for the entire
installation or facility is the higher of the two rates which apply to the cities and/or counties, even though
part(s) of such activities may be located outside the defined per diem locality.
\4\ Federal agencies may submit a request to GSA for review of the costs covered by per diem in a particular
city or area where the standard CONUS rate applies when travel to that location is repetitive or on a
continuing basis and travelers' experiences indicate that the prescribed rate is inadequate. Other per diem
localities listed in this appendix will be reviewed on an annual basis by GSA to determine whether rates are
adequate. Requests for per diem rate adjustments shall be submitted by the agency headquarters office to the
General Services Administration, Office of Governmentwide Policy, Attn: Travel and Transportation Management
Policy Division (MTT), Washington, DC 20405. Agencies should designate an individual responsible for
reviewing, coordinating, and submitting to GSA any requests from bureaus or subagencies. Requests for rate
adjustments shall include a city designation, a description of the surrounding location involved (county or
other defined area), and a recommended rate supported by a statement explaining the circumstances that cause
the existing rate to be inadequate. The request also must contain an estimate of the annual number of trips to
the location, the average duration of such trips, and the primary purpose of travel to the locations. Agencies
should submit their requests to GSA no later than May 1 in order for a city to be included in the annual
review.
\5\ The standard CONUS rate of $80 ($50 for lodging and $30 for M&IE) applies to all per diem localities in the
State of North Dakota.
[[Page 108]]
[FTR Amdt. 52, 61 FR 59185, Nov. 21, 1996; 61 FR 65635, Dec. 13, 1996;
as amended by FT2 Amdt. 52, 62 FR 6042, Feb. 10, 1997; Amdt. 56, 62 FR
13342, Mar. 20, 1997; FTR Amdt. 67, 62 FR 33753, June 23, 1997]
Appendix B to Chapter 301--Allocation of M&IE Rates to Be Used in Making
Deductions From the M&IE Allowance
M&IE rates for localities in nonforeign areas (prescribed in
Civilian Personnel Per Diem Bulletins published periodically in the
Federal Register by the Secretary of Defense) and for localities in
foreign areas (established by the Secretary of State in section 925, a
per diem supplement to the Standardized Regulations (Government
Civilians, Foreign Areas)) shall be allocated as shown in this table
(Sec. 301-7.12(a)(2)(ii) of this chapter) when making deductions from
nonforeign or foreign area per diem rates.
----------------------------------------------------------------------------------------------------------------
M&IE Rate Breakfast Lunch Dinner Incidentals
----------------------------------------------------------------------------------------------------------------
$1................................................................ $0 $0 $0 $1
2................................................................. 0 0 1 1
3................................................................. 0 1 1 1
4................................................................. 1 1 1 1
5................................................................. 1 1 2 1
6................................................................. 1 2 2 1
7................................................................. 1 2 3 1
8................................................................. 1 2 3 2
9................................................................. 1 2 4 2
10................................................................ 2 2 4 2
11................................................................ 2 3 4 2
12................................................................ 2 3 5 2
13................................................................ 2 3 5 3
14................................................................ 2 4 5 3
15................................................................ 2 4 6 3
16................................................................ 2 4 7 3
17................................................................ 3 4 7 3
18................................................................ 3 5 7 3
19................................................................ 3 5 8 3
20................................................................ 3 5 8 4
21................................................................ 3 5 9 4
22................................................................ 3 6 9 4
23................................................................ 3 6 9 5
24................................................................ 4 6 9 5
25................................................................ 4 6 10 5
26................................................................ 4 7 10 5
27................................................................ 4 7 11 5
28................................................................ 4 7 11 6
29................................................................ 4 7 12 6
30................................................................ 5 7 12 6
31................................................................ 5 8 12 6
32................................................................ 5 8 13 6
33................................................................ 5 8 13 7
34................................................................ 5 9 13 7
35................................................................ 5 9 14 7
36................................................................ 5 9 15 7
37................................................................ 6 9 15 7
38................................................................ 6 10 15 7
39................................................................ 6 10 16 7
40................................................................ 6 10 16 8
41................................................................ 6 10 17 8
42................................................................ 6 11 17 8
43................................................................ 6 11 17 9
44................................................................ 7 11 17 9
45................................................................ 7 11 18 9
46................................................................ 7 12 18 9
47................................................................ 7 12 19 9
48................................................................ 7 12 19 10
49................................................................ 7 12 20 10
50................................................................ 8 12 20 10
51................................................................ 8 13 20 10
52................................................................ 8 13 21 10
53................................................................ 8 13 21 11
54................................................................ 8 14 21 11
55................................................................ 8 14 22 11
56................................................................ 8 14 23 11
57................................................................ 9 14 23 11
58................................................................ 9 15 23 11
59................................................................ 9 15 24 11
60................................................................ 9 15 24 12
61................................................................ 9 15 25 12
62................................................................ 9 16 25 12
63................................................................ 9 16 25 13
64................................................................ 10 16 25 13
65................................................................ 10 16 26 13
66................................................................ 10 17 26 13
67................................................................ 10 17 27 13
68................................................................ 10 17 27 14
69................................................................ 10 17 28 14
70................................................................ 11 17 28 14
71................................................................ 11 18 28 14
72................................................................ 11 18 29 14
73................................................................ 11 18 29 15
74................................................................ 11 19 29 15
75................................................................ 11 19 30 15
76................................................................ 11 19 31 15
77................................................................ 12 19 31 15
78................................................................ 12 20 31 15
79................................................................ 12 20 32 15
80................................................................ 12 20 32 16
81................................................................ 12 20 33 16
82................................................................ 12 21 33 16
83................................................................ 12 21 33 17
84................................................................ 13 21 33 17
85................................................................ 13 21 34 17
86................................................................ 13 22 34 17
87................................................................ 13 22 35 17
88................................................................ 13 22 35 18
89................................................................ 13 22 36 18
90................................................................ 14 22 36 18
91................................................................ 14 23 36 18
92................................................................ 14 23 37 18
93................................................................ 14 23 37 19
94................................................................ 14 24 37 19
95................................................................ 14 24 38 19
96................................................................ 14 24 39 19
97................................................................ 15 24 39 19
98................................................................ 15 25 39 19
99................................................................ 15 25 40 19
100............................................................... 15 25 40 20
101............................................................... 15 25 41 20
102............................................................... 15 26 41 20
103............................................................... 15 26 41 21
104............................................................... 16 26 41 21
105............................................................... 16 26 42 21
106............................................................... 16 27 42 21
107............................................................... 16 27 43 21
108............................................................... 16 27 43 22
109............................................................... 16 27 44 22
110............................................................... 17 27 44 22
111............................................................... 17 28 44 22
112............................................................... 17 28 45 22
113............................................................... 17 28 45 23
114............................................................... 17 29 45 23
115............................................................... 17 29 46 23
[[Page 109]]
116............................................................... 17 29 47 23
117............................................................... 18 29 47 23
118............................................................... 18 30 47 23
119............................................................... 18 30 48 23
120............................................................... 18 30 48 24
121............................................................... 18 30 49 24
122............................................................... 18 31 49 24
123............................................................... 18 31 49 25
124............................................................... 19 31 49 25
125............................................................... 19 31 50 25
126............................................................... 19 32 50 25
127............................................................... 19 32 51 25
128............................................................... 19 32 51 26
129............................................................... 19 32 52 26
130............................................................... 20 32 52 26
131............................................................... 20 33 52 26
132............................................................... 20 33 53 26
133............................................................... 20 33 53 27
134............................................................... 20 34 53 27
135............................................................... 20 34 54 27
136............................................................... 20 34 55 27
137............................................................... 21 34 55 27
138............................................................... 21 35 55 27
139............................................................... 21 35 56 27
140............................................................... 21 35 56 28
141............................................................... 21 35 57 28
142............................................................... 21 36 57 28
143............................................................... 21 36 57 29
144............................................................... 22 36 57 29
145............................................................... 22 36 58 29
146............................................................... 22 37 58 29
147............................................................... 22 37 59 29
148............................................................... 22 37 59 30
149............................................................... 22 37 60 30
150............................................................... 23 37 60 30
151............................................................... 23 38 60 30
152............................................................... 23 38 61 30
153............................................................... 23 38 61 31
154............................................................... 23 39 61 31
155............................................................... 23 39 62 31
156............................................................... 23 39 63 31
157............................................................... 24 39 63 31
158............................................................... 24 40 63 31
159............................................................... 24 40 64 31
160............................................................... 24 40 64 32
161............................................................... 24 40 65 32
162............................................................... 24 41 65 32
163............................................................... 24 41 65 33
164............................................................... 25 41 65 33
165............................................................... 25 41 66 33
166............................................................... 25 42 66 33
167............................................................... 25 42 67 33
168............................................................... 25 42 67 34
169............................................................... 25 42 68 34
170............................................................... 26 42 68 34
171............................................................... 26 43 68 34
172............................................................... 26 43 69 34
173............................................................... 26 43 69 35
174............................................................... 26 44 69 35
175............................................................... 26 44 70 35
176............................................................... 26 44 71 35
177............................................................... 27 44 71 35
178............................................................... 27 45 71 35
179............................................................... 27 45 72 35
180............................................................... 27 45 72 36
181............................................................... 27 45 73 36
182............................................................... 27 46 73 36
183............................................................... 27 46 73 37
184............................................................... 28 46 73 37
185............................................................... 28 46 74 37
186............................................................... 28 47 74 37
187............................................................... 28 47 75 37
188............................................................... 28 47 75 38
189............................................................... 28 47 76 38
190............................................................... 29 47 76 38
191............................................................... 29 48 76 38
192............................................................... 29 48 77 38
193............................................................... 29 48 77 39
194............................................................... 29 49 77 39
195............................................................... 29 49 78 39
196............................................................... 29 49 79 39
197............................................................... 30 49 79 39
198............................................................... 30 50 79 39
199............................................................... 30 50 80 39
200............................................................... 30 50 80 40
201............................................................... 30 50 81 40
202............................................................... 30 51 81 40
203............................................................... 30 51 81 41
204............................................................... 31 51 81 41
205............................................................... 31 51 82 41
206............................................................... 31 52 82 41
207............................................................... 31 52 83 41
208............................................................... 31 52 83 42
209............................................................... 31 52 84 42
210............................................................... 32 52 84 42
211............................................................... 32 53 84 42
212............................................................... 32 53 85 42
213............................................................... 32 53 85 43
214............................................................... 32 54 85 43
215............................................................... 32 54 86 43
216............................................................... 32 54 87 43
217............................................................... 33 54 87 43
218............................................................... 33 55 87 43
219............................................................... 33 55 88 43
220............................................................... 33 55 88 44
221............................................................... 33 55 89 44
222............................................................... 33 56 89 44
223............................................................... 33 56 89 45
224............................................................... 34 56 89 45
225............................................................... 34 56 90 45
226............................................................... 34 57 90 45
227............................................................... 34 57 91 45
228............................................................... 34 57 91 46
229............................................................... 34 57 92 46
230............................................................... 35 57 92 46
231............................................................... 35 58 92 46
232............................................................... 35 58 93 46
233............................................................... 35 58 93 47
234............................................................... 35 59 93 47
235............................................................... 35 59 94 47
236............................................................... 35 59 95 47
237............................................................... 36 59 95 47
238............................................................... 36 60 95 47
239............................................................... 36 60 96 47
240............................................................... 36 60 96 48
241............................................................... 36 60 97 48
242............................................................... 36 61 97 48
243............................................................... 36 61 97 49
244............................................................... 37 61 97 49
245............................................................... 37 61 98 49
246............................................................... 37 62 98 49
247............................................................... 37 62 99 49
248............................................................... 37 62 99 50
249............................................................... 37 62 100 50
250............................................................... 38 62 100 50
251............................................................... 38 63 100 50
252............................................................... 38 63 101 50
253............................................................... 38 63 101 51
254............................................................... 38 64 101 51
255............................................................... 38 64 102 51
256............................................................... 38 64 103 51
257............................................................... 39 64 103 51
258............................................................... 39 65 103 51
259............................................................... 39 65 104 51
260............................................................... 39 65 104 52
261............................................................... 39 65 105 52
262............................................................... 39 66 105 52
263............................................................... 39 66 105 53
[[Page 110]]
264............................................................... 40 66 105 53
265............................................................... 40 66 106 53
----------------------------------------------------------------------------------------------------------------
For M&IE rates greater than $265, allocate 15%, 25%, and 40% of the
total to breakfast, lunch, and dinner, respectively. The remainder is
the incidental expense allowance.
[FTR Amdt. 10, 55 FR 41535, Oct. 12, 1990]
[[Page 111]]
CHAPTER 302--RELOCATION ALLOWANCES
--------------------------------------------------------------------
Part Page
302-1 Applicability, general rules, and
eligibility conditions.................. 112
302-2 Allowances for subsistence and
transportation.......................... 136
302-3 Allowance for miscellaneous expenses........ 139
302-4 Allowance for Househunting trip expenses.... 141
302-5 Allowance for temporary quarters subsistence
expenses................................ 145
302-6 Allowance for expenses incurred in
connection with residence transactions.. 151
302-7 Transportation of mobile homes.............. 159
302-8 Transportation and temporary storage of
household goods and professional books,
papers, and equipment................... 161
302-9 Allowances for nontemporary storage of
household goods......................... 168
302-10 Allowances for transportation and emergency
storage of a privately owned vehicle.... 171
302-11 Relocation income tax (RIT) allowance....... 179
302-12 Use of a relocation services company........ 221
302-14 Home marketing incentive payments........... 225
302-15 Allowance for property management services.. 227
[[Page 112]]
PART 302-1--APPLICABILITY, GENERAL RULES, AND ELIGIBILITY CONDITIONS--Table of Contents
Subpart A--New Appointees and Transferred Employees
Sec.
302-1.1 Authority.
302-1.2 Applicability.
302-1.3 General provisions.
302-1.4 Definitions.
302-1.5 Service agreements.
302-1.6 Time limits for beginning travel and transportation.
302-1.7 Short distance involved.
302-1.8 Two or more family members employed.
302-1.9 Reduction in force involved.
302-1.10 New appointees.
302-1.11 [Reserved]
302-1.12 Overseas assignment and return.
302-1.13 Overseas tour renewal agreement travel.
302-1.14 Use of funds.
302-1.15 Waiver of limitations for an employee relocating to or from a
remote or isolated location.
Subpart B--Relocation Entitlements Upon Separation for Retirement
302-1.100 Applicability.
302-1.101 Eligibility criteria.
302-1.102 Agency authorization or approval.
302-1.103 Allowable expenses.
302-1.104 Expenses not allowable.
302-1.105 Origin and destination.
302-1.106 Time limits for beginning travel and transportation.
302-1.107 Use of funds.
Subpart C--Employee's Temporary Change of Station
302-1.200 What is a ``temporary change of station (TCS)''?
302-1.201 What is the purpose of a TCS?
302-1.202 Am I eligible for a TCS?
302-1.203 Who is not eligible for a TCS?
302-1.204 Must my agency authorize a TCS when I am directed to perform
a long-term assignment at a temporary official station?
302-1.205 Under what circumstances will my agency authorize a TCS?
302-1.206 If my agency authorizes a TCS, do I have the option of
electing payment of temporary duty travel allowances instead?
302-1.207 How long must my assignment be for me to qualify for a TCS?
302-1.208 What is the effect on my TCS reimbursement if my assignment
lasts less than 6 months?
302-1.209 What is the effect on my TCS reimbursement if my assignment
lasts more than 30 months?
302-1.210 Is there any required minimum distance between an official
station and a long-term assignment location that must be met
for me to qualify for a TCS?
302-1.211 Must I sign a service agreement to qualify for a TCS?
302-1.212 What is my official station during my long-term assignment?
Expenses Paid Upon Assignment
302-1.213 What expenses must my agency pay for a TCS upon my
assignment?
302-1.214 What expenses may my agency pay for a TCS upon my assignment?
Expenses Paid During Assignment
302-1.215 If my agency authorizes a TCS, will it pay for nontemporary
storage of my household goods?
302-1.216 How long may my agency pay for nontemporary storage of my
household goods?
302-1.217 Is there any limitation on the combined weight of household
goods I may transport or nontemporarily store at Government
expense?
302-1.218 What are the income tax consequences if my agency pays for
nontemporary storage of my household goods?
302-1.219 Will my agency pay for property management services when I am
authorized a TCS?
302-1.220 What is the property for which my agency will pay for
property management services?
302-1.221 How long will my agency pay for property management services?
302-1.222 What are the income tax consequences when my agency pays for
property management services?
Expenses Paid Upon Completion of Assignment or Upon Separation From
Government Service
302-1.223 What expenses will my agency pay when I complete my long-term
assignment?
302-1.224 If I separate from Government service upon completion of my
long-term assignment, what relocation expenses will my agency
pay upon my separation?
302-1.225 If I separate from Government service prior to completion of
my long-term assignment, what relocation expenses will my
agency pay upon my separation?
[[Page 113]]
302-1.226 If I have been authorized successive temporary changes of
station and reassigned from one temporary official station to
another, what expenses will my agency pay upon completion of
my last assignment or my separation from Government service?
Permanent Assignment to Temporary Official Station
302-1.227 How is payment of my TCS expenses affected if I am
permanently assigned to my temporary official station?
302-1.228 What relocation allowances may my agency pay when I am
permanently assigned to my temporary official station?
302-1.229 If I am permanently assigned to my temporary official
station, is there any limitation on the weight of household
goods I may transport at Government expense to my official
station?
302-1.230 Are there any relocation allowances my agency may not pay if
I am permanently assigned to my temporary official station?
Subpart D--Agency Responsibilities for Temporary Change of Station
302-1.300 How should we administer our TCS program?
302-1.301 What governing policies must we establish for our TCS
program?
302-1.302 What factors should we consider in determining whether to
authorize a TCS for a long-term assignment?
Authority: 5 U.S.C. 5738; 20 U.S.C. 905(a); E.O. 11609, 36 FR 13474,
3 CFR, 1971-1975 Comp., p. 586.
Source: 54 FR 20306, May 10, 1989, unless otherwise noted.
Subpart A--New Appointees and Transferred Employees
Sec. 302-1.1 Authority.
This chapter is issued pursuant to 5 U.S.C. 5721-5734 and 20 U.S.C.
905(a).
[54 FR 20306, May 10, 1989, as amended by FTR Amdt. 26, 57 FR 28635,
June 26, 1992]
Sec. 302-1.2 Applicability.
(a) Persons covered. Except as otherwise provided in this chapter,
the following persons are covered:
(1) Civilian officers and employees upon transfer from one official
station or agency to another for permanent duty.
(2) Civilian officers and employees of the United States Postal
Service transferred under 39 U.S.C. 1006 from the Postal Service to an
agency as defined in 5 U.S.C. 5721 for permanent duty.
(3) Civilian officers and employees assigned to posts of duty
outside the continental United States in connection with overseas tour
renewal agreement travel and upon return to places of residence for the
purpose of separation.
(4) New appointees to any position.
(5) Student trainees assigned upon completion of college work to any
position.
(6) Department of Defense overseas dependents school system
teachers.
(7) Career appointees to the Senior Executive Service (SES), and
prior SES appointees who have elected to retain SES retirement benefits,
upon their retirement and return to the place the individual has elected
to reside.
(b) Persons excluded. This chapter shall not apply to:
(1) Officers and employees transferred in accordance with the
provisions of the Foreign Service Act of 1980, as amended.
(2) Officers and employees transferred in accordance with the
provisions of the Central Intelligence Agency Act of 1949, as amended.
(3) Persons whose pay and allowances are prescribed under title 37,
United States Code, ``Pay and Allowances of the Uniformed Services.''
(4) Personnel of the Veterans Administration to whom the provisions
of 38 U.S.C. 235 apply.
[54 FR 20306, May 10, 1989, as amended by FTR Amdt. 17, 56 FR 23656, May
23, 1991; FTR Amdt. 26, 57 FR 28635, June 26, 1992; FTR Amdt. 37, 59 FR
27488, May 27, 1994]
Sec. 302-1.3 General provisions.
(a) Travel covered--(1) Mandatory coverage. When change of official
station or other action described in this paragraph is authorized or
approved by such official or officials as the head of the agency may
designate, travel and transportation expenses and applicable allowances
as provided in this chapter (see applicability and exclusions in
pertinent parts) shall be paid in the case of:
(i) An employee transferring from one official duty station to
another for permanent duty, provided the transfer is in the interest of
the Government
[[Page 114]]
and is not primarily for the convenience or benefit of the employee or
at his/her request; the transfer is to a new official station which is
at least 10 miles distant from the old official station; and, in the
case of a relatively short distance relocation, a determination of
eligibility is made under Sec. 302-1.7(a) of this part;
(ii) Eligible employees outside the continental United States
traveling in connection with overseas tour renewal agreement travel;
(iii) Eligible employees returning from posts of duty outside the
continental United States to places of actual residence for separation
as provided in Sec. 302-1.12 of this part; and
(iv) Eligible individuals, as defined in Sec. 302-1.101 of this
chapter, qualifying for ``last move home'' benefits upon separation from
Government service as provided in subpart B of this part.
(2) Discretionary coverage. The head of an agency, or his/her
designee, may authorize the payment of travel and transportation
expenses and applicable allowances in the case of:
(i) A new appointee, as defined in Sec. 302-1.4(d), relocating from
his/her place of actual residence at the time of appointment (or at the
time following the most recent Presidential election, but before
selection or appointment, in the case of an individual who has performed
transition activities under section 3 of the Presidential Transition Act
of 1963 (3 U.S.C. 102 note) and who is appointed in the same fiscal year
as the Presidential inauguration that immediately follows his/her
transition activities) for permanent duty to an official station; and
(ii) An employee authorized a temporary change of station under
subpart C of this part in connection with the employee s long-term
assignment to a temporary official station.
(b) Reasonable advance notice of reassignment or transfer. As
provided in 5 U.S.C. 5724(j), ``the reassignment or transfer of any
employee, for permanent duty, from one official station or agency to
another which is outside the employee's commuting area shall take effect
only after the employee has been given advance notice for a reasonable
period. Emergency circumstances shall be taken into account in
determining whether the period of advance notice is reasonable.''
Agencies shall give as much advance notice as possible to enable the
employee to begin the arrangements necessary when relocating family and
residence. However, see Sec. 302-1.7 governing payment of travel and
transportation expenses and applicable allowances when short distances
are involved. A reasonable period of advance notice should not be less
than 30 days except when:
(1) The employee and both the losing and gaining agencies agree on a
lesser period;
(2) Other statutory authority and implementing regulations stipulate
a lesser period (see Office of Personnel Management regulations for
specified timeframes); or
(3) Emergency circumstances prevail.
(c) Travel authorization. When it is determined that a relocation
will be authorized at Government expense, a written travel authorization
shall be issued to the new appointee or employee before he/she reports
to the first or new official station. The agency should advise the
employee, or individual selected for appointment, not to incur
relocation expenses in anticipation of a relocation until he/she has
received written notification. The travel authorization shall indicate
the specific allowances which are authorized as provided in this chapter
and provide instructions on the Federal procedures for procurement of
travel and transportation services. The guidelines in Sec. 301-1.102 of
this title on issuance of travel authorizations shall be followed. See
also Sec. 302-1.10(c) for procedural requirements applicable to new
appointees.
(d) Applicable provisions for reimbursement purposes. Because of
successive changes to the statutes and the regulatory provisions
governing relocation allowances and the extended period of time that
employees retain eligibility for certain allowances (see Secs. 302-1.6
and 302-6.1(e)), the reimbursement maximums or limitations applicable to
certain allowances will not be the same for all employees even though
claims may be filed within the same timeframe. The regulatory provisions
in effect on the employee's or new appointee's effective date of
transfer or appointment (see Sec. 302-1.4(l)) shall be
[[Page 115]]
used for payment or reimbursement purposes.
[54 FR 20306, May 10, 1989, as amended by FTR Amdt. 9, 55 FR 10778, Mar.
23, 1990; FTR Amdt. 17, 56 FR 23656, May 23, 1991; 56 FR 28589, June 21,
1991; 56 FR 40946, Aug. 16, 1991; FTR Amdt. 26, 57 FR 28634, 28635, June
26, 1992; FTR Amdt. 32, 58 FR 58243, Oct. 29, 1993; FTR Amdt. 64, 62 FR
13771, Mar. 21, 1997]
Sec. 302-1.4 Definitions.
As used in this chapter, and unless otherwise specifically provided
in this chapter, the following definitions apply:
(a) Continental United States. Continental United States (or CONUS)
means the 48 contiguous States and the District of Columbia.
(b) United States. United States means the 50 States and the
District of Columbia. The terms United States and the 50 States and the
District of Columbia are used interchangeably throughout this chapter.
(c) Employee. A civilian officer or employee of an agency as defined
in paragraph (e) of this section. The term also includes new appointees
as defined in paragraph (d) of this section.
(d) New appointee. New appointee includes any person newly appointed
to Government service, including an individual who has performed
transition activities under section 3 of the Presidential Transition Act
of 1963 (3 U.S.C. 102 note) and who is appointed in the same fiscal year
as the Presidential inauguration that immediately follows his/her
transition activities. New appointee also includes an individual
appointed after a break in service except that an employee separated as
a result of reduction in force or transfer of function may be treated as
a transferee instead of a new appointee under the conditions set out in
Sec. 302-1.9. In addition, for purposes of chapters 301-304 of this
title, the term new appointee includes a student trainee who is assigned
upon completion of college work.
(e) Agency. For purposes of this chapter, agency means:
(1) An Executive agency as defined in 5 U.S.C. 105 (an executive
department, an independent establishment, the General Accounting Office,
or a wholly owned Government corporation as defined in section 101 of
the Government Corporation Control Act, as amended, but excluding a
Government controlled corporation);
(2) A military department;
(3) A court of the United States;
(4) The Administrative Office of the United States Courts;
(5) The Federal Judicial Center;
(6) The Library of Congress;
(7) The United States Botanic Garden;
(8) The Government Printing Office; and
(9) The District of Columbia.
(f) Immediate family. (1) 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 authorized or approved overseas tour
renewal agreement travel or separation travel:
(i) Spouse;
(ii) 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 a child born
after the employee's effective date of transfer when the travel of the
employee's expectant spouse to the new official station is prevented at
the time of the transfer because of advanced stage of pregnancy, or
other reasons acceptable to the agency concerned, e.g., awaiting
completion of the school year by other children.);
(iii) Dependent parents (including step- and legally adoptive
parents) of the employee or employee's spouse (see paragraph (f)(2) of
this section for dependent status criteria); and
(iv) 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. (See paragraph (f)(2)
of this section for dependent status criteria.)
(2) Generally, the individuals named in paragraphs (f)(1) (iii) and
(iv) of this
[[Page 116]]
section shall be considered dependents of the employee if they receive
at least 51 percent of their support from the employee or employee's
spouse; however, this percentage of support criteria shall not be the
decisive factor in all cases. These individuals may also be considered
dependents for the purposes of this chapter if they are members of the
employee's household and, in addition to their own income, receive
support (less than 51 percent) from the employee or employee's spouse
without which they would be unable to maintain a reasonable standard of
living.
(g) Temporary storage. Storage of household goods for a limited
period of time at origin, destination, or en route in connection with
transportation to, from, or between official stations or posts of duty
or authorized alternate points.
(h) Nontemporary storage. Storage of household goods while an
employee is assigned to or is at an official station or post of duty to
which he/she will not or cannot transport such household goods.
(i) Mobile home. Any type of house trailer or mobile dwelling
constructed for use as a residence and designed to be moved overland,
either by self-propulsion or towing. Also, a boat when used as the
employee's primary residence.
(j) Household goods. (1) All personal property associated with the
home and all personal effects belonging to an employee and the immediate
family when shipment or storage begins, which can be legally accepted
and transported as household goods by an authorized commercial carrier
in accordance with the rules and regulations established or approved by
an appropriate Federal or State regulatory authority, except the items
excluded in this paragraph. Snowmobiles and vehicles with two or three
wheels, e.g., motorcycles, mopeds, and golf carts, may be shipped as
household goods. The following items are specifically excluded from the
definition of household goods:
(i) Automobiles, trucks, vans and similar motor vehicles; boats;
airplanes; mobile homes; camper trailers; and farming vehicles;
(ii) Live animals, birds, fowls, and reptiles;
(iii) Cordwood and building materials; and
(iv) Property for resale, disposal, or commercial use rather than
for use by the employee or the immediate family; and
(v) Any property or items which carriers' tariffs prohibit carriers
from accepting for shipment. Agencies are advised to consult applicable
tariffs or to contact the carrier involved if problems arise concerning
shipment of the following prohibited articles:
(A) Property liable to impregnate or otherwise damage equipment or
other property (e.g., hazardous articles including explosives, flammable
and corrosive materials, and poisons);
(B) Articles which cannot be taken from the premises without damage
to the article or the premises;
(C) Perishable articles, including frozen foods, articles requiring
refrigeration, or perishable plants unless: the shipment is to be
transported not more than 150 miles and/or delivery accomplished within
24 hours from the time of loading; no storage of shipment is required;
and no preliminary or enroute servicing or watering or other
preservative method is required of the carrier.
(2) Items which are irreplaceable or are of extreme value or
sentiment are not provided special security by the carrier even though
extra-value insurance may be purchased. Employees and their immediate
families are advised to personally transport these types of items.
(k) Official station or post of duty. The building or other place
where the officer or employee regularly reports for duty. (For
eligibility for change of station allowances, see Secs. 302-1.3 and 302-
1.7.) With respect to entitlement under this chapter relating to the
residence and the household goods and personal effects of an employee,
official station or post of duty also means the residence or other
quarters from which the employee regularly commutes to and from work.
However, where the official station or post of duty is in a remote area
where adequate family housing is not available within reasonable daily
commuting distance, residence includes the dwelling where the family of
the employee resides or will reside, but
[[Page 117]]
only if such residence reasonably relates to the official station as
determined by an appropriate administrative official.
(l) Effective date of transfer or appointment. The date on which an
employee or new appointee reports for duty at his/her new or first
official station.
[54 FR 20306, May 10, 1989, as amended by FTR Amdt. 17, 56 FR 23656, May
23, 1991; FTR Amdt. 20, 56 FR 46989, Sept. 17, 1991; FTR Amdt. 26, 57 FR
28634, 28635, June 26, 1992]
Sec. 302-1.5 Service agreements.
(a) Transfers within the continental United States and appointments
and assignments of new appointees and student trainees to any position
within the United States. In connection with the transfer of employees
between official stations within the continental United States, expenses
authorized under this chapter shall not be allowed until the employee
selected for such transfer agrees in writing to remain in the service of
the Government for 12 months following the effective date of the
transfer, unless separated for reasons beyond his/her control that are
acceptable to the agency concerned. In case of a violation of such an
agreement, including failure to effect the transfer, any funds expended
by the United States for expenses authorized under this chapter shall be
recoverable from the individual concerned as a debt due the United
States. Such an agreement also is required from new appointees and
student trainees appointed or assigned to any position within the United
States, as a condition of payment for travel, transportation, moving
and/or storage of household goods, and allowances as provided in
Sec. 302-1.10. A signed agreement for 12 months' service shall be
required for each permanent change of station.
(b) Transfers, appointments, and separations involving posts of duty
outside the continental United States. (1) In connection with the
transfer or appointment of employees to posts of duty outside the
continental United States, or between posts located in (i) separate
countries, (ii) separate areas of the United States located outside the
continental United States (e.g., Alaska, Hawaii, the Commonwealth of
Puerto Rico), or (iii) any combination of these areas, the expenses of
travel, transportation, moving and/or storage of household goods, and
other applicable allowances as provided in this chapter shall not be
allowed unless and until the employee selected for such transfer or
appointment agrees in writing to remain in the service of the Government
for 12 months following the effective date of the transfer or
appointment (or for 1 school year for Department of Defense overseas
dependents school system teachers as determined under chapter 25 of
title 20 of the United States Code), unless separated for reasons beyond
his/her control and acceptable to the agency concerned. In case of a
violation of such an agreement, including failure to effect the
transfer, any funds expended by the United States for such travel,
transportation, and allowances shall be recoverable from the individual
concerned as a debt due the United States.
(2) Except as precluded by this chapter, upon separation from
service, the expenses for return travel, transportation, and moving and/
or storage of household goods shall be allowed whether the separation is
for the purposes of the Government or for personal convenience. However,
such expenses shall not be allowed unless:
(i) The employee transferred or appointed to posts of duty outside
the continental United States shall have served for a minimum period of
not less than 1 nor more than 3 years prescribed in advance by the head
of the agency (or for 1 school year for Department of Defense overseas
dependents school system teachers as determined under chapter 25 of
title 20, United States Code); or
(ii) Separation is for reasons beyond the control of the individual
and acceptable to the agency concerned.
(3) The head of the agency also shall consider requiring a service
agreement in connection with the transfer of employees not otherwise
covered by this subpart. The agreement shall provide that in determining
any employee indebtedness for violation of such agreement, credit shall
be given to the extent of any unused entitlements he/she may have earned
for return travel and transportation to his/her place of actual
residence for separation.
[[Page 118]]
(c) Employee liability. The agreement to remain in the service of
the Government for 12 months following the effective date of transfer is
not voided by a subsequent transfer whether such subsequent transfer is
at the employee's request or in the interest of the Government, nor is
such agreement voided by another service agreement made in connection
with a second transfer. The liability of the employee for any funds
expended by the United States for his/her travel, transportation, and
relocation allowances is a separate liability for each service
agreement. The liability in each instance is effective for the full 12-
month period in connection with the transfer for which the service
agreement was made.
[54 FR 20306, May 10, 1989, as amended by FTR Amdt. 16, 56 FR 15050,
Apr. 15, 1991; FTR Amdt. 17, 56 FR 23656, May 23, 1991; FTR Amdt. 26, 57
FR 28635, June 26, 1992]
Sec. 302-1.6 Time limits for beginning travel and transportation.
All travel, including that for the immediate family, and
transportation, including that for household goods allowed under this
chapter, shall be accomplished as soon as possible. The maximum time for
beginning allowable travel and transportation shall not exceed 2 years
from the effective date of the employee's transfer or appointment,
except that:
(a) The 2-year period is exclusive of the time spent on furlough for
an employee who begins active military service before the expiration of
such period and who is furloughed for the duration of his/her assignment
to the post of duty for which transportation and travel expenses are
allowed;
(b) The 2-year period does not include any time during which travel
and transportation is not feasible due to shipping restrictions for an
employee who is transferred or appointed to or from a post of duty
outside the continental United States; and
(c) The 2-year period shall be extended for an additional period of
time not to exceed 1 year when the 2-year time limitation for completion
of residence transactions is extended under Sec. 302-6.1(e).
[54 FR 20306, May 10, 1989, as amended by FTR Amdt. 26, 57 FR 28635,
June 26, 1992]
Sec. 302-1.7 Short distance involved.
(a) Transfers. When the change of official station involves a short
distance (at least 10 miles between stations as provided in Sec. 302-
1.3(a)(1)) within the same general local or metropolitan area, the
travel and transportation expenses and applicable allowances in
connection with the employee's relocation of his/her residence shall be
authorized only when the agency determines that the relocation was
incident to the change of official station. Such determination shall
take into consideration such factors as commuting time and distance
between the employee's residence at the time of notification of transfer
and his/her old and new posts of duty as well as the commuting time and
distance between a proposed new residence and the new post of duty.
Ordinarily, a relocation of residence shall not be considered as
incident to a change of official station unless the one-way commuting
distance from the old residence to the new official station is at least
10 miles greater than from the old residence to the old official
station. Even then, circumstances surrounding a particular case (e.g.,
relative commuting time) may suggest that the move of residence was not
incident to the change of official station. (See also specific distance
limitations applicable to individual allowances; i.e., househunting
trips in Sec. 302-4.3(c) and eligibility for temporary quarters
subsistence expenses in Sec. 302-5.4(b).)
(b) Appointments. For new appointees, whose place of actual
residence at the time of selection for appointment and first duty
station are located in the same general local or metropolitan area and
who relocate their places of residence as a result of the appointment,
the travel and transportation expenses as provided in Sec. 302-1.10
shall be authorized only when the agency determines that the relocation
of residence was incident to the appointment. To the extent applicable,
the principles prescribed for transferred employees shall be considered
in making this determination.
[54 FR 20306, May 10, 1989, as amended by FTR Amdt. 17, 56 FR 23657, May
23, 1991; FTR Amdt. 59, 62 FR 13756, Mar. 21, 1997; FTR Amdt. 63, 62 FR
13768, Mar. 21, 1997]
[[Page 119]]
Sec. 302-1.8 Two or more family members employed.
(a) Members of the same immediate family who are employees. When two
or more employees are members of the same immediate family, the
allowances authorized under this chapter shall apply either to:
(1) Each employee separately, in which instance none of the
employees is eligible for any allowance as a member of the immediate
family; or
(2) Only one of the employees selected in accordance with paragraph
(c) of this section, in which case the other employee(s) is eligible for
allowances solely as a member(s) of the immediate family.
(b) Non-employee members of the immediate family. When two or more
employee members of the same immediate family elect separate allowances
under paragraph (a)(1) of this section, non-employee members of the
immediate family shall not receive duplicate allowances because of the
fact that the employee members elected separate allowances.
(c) Payment limitation. When employee members of the same immediate
family elect separate allowances under paragraph (a)(1) of this section,
the employing agency or agencies shall not make duplicate payment for
the same expenses.
(d) Procedures. A determination as to which of the two alternatives
provided in paragraph (a) of this section is selected shall be made in
writing and signed by all employee members of the same immediate family.
When employee family members elect separate allowances under paragraph
(a)(1) of this section, the determination also shall specify under which
employee member's authorization non-employee family members will receive
allowances. A copy of this determination shall be filed with the agency
in which each employee member is employed.
[FTR Amdt. 20, 56 FR 46989, Sept. 17, 1991]
Sec. 302-1.9 Reduction in force involved.
(a) Impending separation. When an employee is assigned to a new
official station after having been notified of involuntary separation
not for cause but incident to the reduction, cessation, or transfer of
the work at the station where he/she was employed, the transfer of the
employee is deemed to be in the interest of the Government unless there
is an affirmative administrative determination that the transfer is
primarily for the employee's convenience or benefit.
(b) Reemployment after separation. A former employee separated by
reason of reduction in force or transfer of function who within 1 year
of the date of separation is reemployed by an agency for a nontemporary
appointment, at a different permanent duty station from that where the
separation occurred, may be allowed and paid the expenses and other
allowances (excluding nontemporary storage when assigned to an isolated
permanent duty station within the continental United States) in the same
manner as though he/she had been transferred in the interest of the
Government to the permanent duty station where reemployed, from the
permanent duty station where separated, without a break in service, and
subject to the eligibility limitations as prescribed in this chapter.
[54 FR 20306, May 10, 1989, as amended by FTR Amdt. 26, 57 FR 28635,
June 26, 1992]
Sec. 302-1.10 New appointees.
(a) Coverage. New appointees to any position are eligible for
payment only of those travel and transportation expenses listed in
paragraph (e) of this section in relocating to their first official
station. New appointees include student trainees who are assigned upon
completion of college work. New appointees include not only individuals
when first appointed to Government service but also individuals
appointed after a break in service except that employees separated as a
result of reduction in force or transfer of function may be treated as
transferees instead of new appointees under the conditions set forth in
Sec. 302-1.9.
(b) Authorization and eligibility--(1) Authority to pay. Agencies
may pay the relocation expenses allowed in paragraph (e) of this section
for new appointees determined eligible under paragraph (b)(2) of this
section. However, once an agency has made the determination to pay
relocation expenses in an individual case, it must pay all of
[[Page 120]]
the allowable relocation expenses contained in paragraph (e) of this
section.
(2) Eligibility determination. Each agency shall establish specific
criteria for determining which new appointees qualify for payment of
allowable relocation expenses. The Office of Personnel Management has
issued guidelines in 5 CFR part 572 for agencies to follow in making
these personnel determinations.
(c) Agency responsibility. Because new appointees usually lack
experience in Government procedures, each agency shall adopt special
measures to provide full information to new appointees concerning the
benefits which may be available to them for travel and transportation
involved in reporting to their official stations. Special care shall be
taken to inform appointees of the limitations on available benefits.
(d) Procedural requirements--(1) Agreement. No payment for otherwise
allowable expenses or for an advance of funds shall be made unless the
appointee or student trainee has signed the agreement appropriate in
his/her case as provided in Sec. 302-1.5.
(2) Travel before appointment. Authorized expenses may be paid even
though the individual concerned has not been appointed at the time
travel to the first official station is performed. For individuals who
have performed Presidential transition activities, as described in
Sec. 302-1.3(a)(2), allowable travel and transportation may take place
at any time following the most recent Presidential election. However,
entitlement to such expenses does not vest by virtue of selection for
the position or authorization for travel as provided in Sec. 302-1.3(c)
but vests only upon actual appointment of the individual concerned.
However, nothing in this paragraph shall be construed to limit the
provisions of part 301-1, subpart C, allowing the payment of pre-
employment interview travel.
(3) Prior payment. A student trainee may not receive payments at the
time of his/her assignment if the expenses of travel and transportation
were paid at the time he/she was appointed as a student trainee.
(e) Allowable expenses. Items of expense listed in paragraphs (e)
(1) through (6) of this section are payable under the conditions
prescribed in this chapter governing the allowance in question. Note
particularly that not all of the listed items will be applicable in each
situation covered by this part.
(1) Travel expenses including per diem for the appointee or student
trainee as set forth in Sec. 302-2.1;
(2) Transportation for immediate family of appointee or student
trainee as set forth in Sec. 302-2.2(a);
(3) Mileage if privately owned vehicle is used in travel as set
forth in Sec. 302-2.3;
(4) Transportation and temporary storage of household goods as set
forth in part 302-8;
(5) Nontemporary storage of household goods if appointed to an
isolated location as set forth in Sec. 302-9.1; and
(6) Transportation of mobile homes as set forth in part 302-7.
(f) Expenses not allowable. Items of expense not listed in paragraph
(e) of this section which are authorized for reimbursement in case of
transfers under this chapter (e.g., per diem for family, cost of house-
hunting trip, subsistence while occupying temporary quarters, a
miscellaneous expense allowance, residence sale and purchase expenses,
lease-breaking expenses, and relocation services) are not allowable to
appointees and student trainees eligible under this section.
(g) Alternate origin and destination. The limit on travel and
transportation expenses in each individual case is the cost of direct
travel or transportation as allowable between the individual's place of
residence at the time of selection or assignment (or in the case of
individuals having performed Presidential transition activities, as
described in Sec. 302-1.3(a)(2), the place of residence at the time of
relocation following the most recent Presidential election) and the
official station to which he/she is appointed or assigned; however,
travel and transportation may be from and/or to other locations if the
new appointee or student trainee pays any excess cost involved in such
alternate travel or transportation.
(h) Advance of funds. An advance of funds for expenses allowable
under this section may be made to appointees and student trainees under
the procedures prescribed in Sec. 302-1.14(a) and the part
[[Page 121]]
of this subtitle governing the allowance being considered.
[FTR Amdt. 17, 56 FR 23657, May 23, 1991, as amended by FTR Amdt. 26, 57
FR 28634, June 26, 1992; FTR Amdt. 32, 58 FR 58243, Oct. 29, 1993; FTR
Amdt. 37, 59 FR 27488, May 27, 1994]
Sec. 302-1.11 [Reserved]
Sec. 302-1.12 Overseas assignment and return.
(a) Transferees. Employees transferred to, from, and between
official stations outside the continental United States are eligible for
many of the benefits provided by this chapter, and employees transferred
to such stations are eligible for return transportation under the
conditions and limitations contained in paragraphs (c) through (g) of
this section. Specific eligibility provisions and applicable limitations
are contained in the parts of this chapter relating to the benefits
provided.
(b) New appointees--(1) Residence at time of appointment. A new
appointee to a position outside the continental United States is
eligible for certain travel and transportation benefits under this
chapter if his/her residence at the time of appointment is in an area
other than the area in which his/her official station is located. Under
this rule ``area'' means a foreign country, the continental United
States, Alaska, Hawaii, the Commonwealth of Puerto Rico or the
Commonwealth of the Northern Mariana Islands, or a United States
territory or possession.
(2) Allowable expenses. Allowances and the parts of this chapter
which apply are as follows:
(i) Travel and per diem for appointees as set forth in Sec. 302-2.1;
(ii) Travel for the appointee's immediate family, but not per diem,
as set forth in Sec. 302-2.2;
(iii) Mileage to the extent travel is performed by privately owned
automobile as set forth in Sec. 302-2.3;
(iv) Transportation and temporary storage of household goods as set
forth in part 302-8;
(v) Nontemporary storage of household goods as set forth in
Sec. 302-9.2;
(vi) Transportation of mobile homes in limited circumstances as set
forth in part 302-7; and
(vii) Transportation of an employee's personal automobile as set
forth in part 302-10.
(3) Expenses not allowable. Items of expense not listed in paragraph
(b)(2) of this section which are authorized for reimbursement under this
chapter in the case of transfers (e.g., per diem for family, cost of
house-hunting trip, subsistence while occupying temporary quarters,
miscellaneous expense allowance, residence sale and purchase expenses,
and lease-breaking expenses) may not be authorized for appointees
eligible under this section.
(4) Alternate origin or destination. Travel and transportation
benefits authorized are from the employee's residence at time of
appointment to his/her official station. If alternate origins or
destinations are involved, the cost which will be paid by the Government
may not exceed the cost that would have been incurred for the travel or
transportation in question between the residence and the official
station.
(5) Advance of funds. An advance of funds for expenses allowable
under paragraph (b)(2) of this section may be made to appointees under
the procedures prescribed in Sec. 302-1.14(a) and the part of this
chapter governing the allowance being considered.
(c) Actual place of residence designation--(1) Designation by
employee. When an employee is selected for transfer or appointment to a
post of duty outside the continental United States, the place of actual
residence shall be determined at the time of selection and designated in
the written agreement prescribed in Sec. 302-1.5(b) to remain in the
Government service for a minimum period of time prescribed by the agency
head pursuant to law. An employee hired locally at a location outside
the continental United States who claims residence at another location
in the United States, the Commonwealth of Puerto Rico or the
Commonwealth of the Northern Mariana Islands, or a United States
territory or possession at time of appointment, shall designate in
writing the claimed place of actual residence for the consideration of
agency officials.
(2) Determination by agency official. Determination of the place of
actual
[[Page 122]]
residence shall be made by an authorized agency official on the basis of
all the facts in the record. When there is doubt as to the place of
actual residence, the employee is responsible for supplying any further
information necessary to support designation of the claimed place of
actual residence.
(3) Guidance in determination of residence. While it is not feasible
to establish rigid standards for what constitutes a place of residence,
the concept of residence represented in an existing statutory provision
(8 U.S.C. 1101(33)) may be used as general guidance. This concept views
residence as the place of general abode, meaning the principal, actual
dwelling place in fact, without regard to intent. Determination of the
place of actual residence is primarily an administrative responsibility
and the place constituting the actual residence must be determined upon
the factual circumstances in each case. Examples of factors which shall
be considered, whenever applicable, by agency officials charged with
this responsibility are:
(i) The place of actual residence of a dependent student generally
is presumed to be the same as that of the parents and, except in rare
instances, this situation would not be changed by the student attending
college in another place.
(ii) The place at which the employee physically resided at time of
selection for appointment or transfer frequently constitutes the place
of actual residence and shall be so regarded in the absence of
circumstances reasonably indicating that another location may be
designated as the place of actual residence.
(iii) Designation of a place of actual residence in an official
document signed by the employee earlier in Government employment shall
be regarded as originally intended to be a continuing designation, and
the burden is upon the employee to establish clearly that the earlier
designation was in error or that later circumstances entitle a different
designation to be made. After an employee has been transferred or
appointed to a post of duty outside the continental United States, the
location of the place of actual residence incorporated in the official
records of such employment shall be changed only to correct an error in
the designation of residence.
(iv) Presence in the individual's work history of a representative
amount of full-time employment at or in the immediate geographic area of
the location designated as place of actual residence is a significant
factor, but lack of such history does not preclude the designation of
the location as place of actual residence.
(v) The chronological record of individual or family association
with a locality is usually significant only in connection with an
analysis of other circumstances explaining the nature of such
association. Frequent or extended visits to a locality must be evaluated
in relation to the purpose of the visits and sometimes in relation to
the nature of the area itself. For example, vacation visits to a resort
area, without the added support of other factors, should not be regarded
as adequate to establish a place of actual residence.
(vi) Recognition and exercise by the employee of the privileges and
duties of citizenship in a particular jurisdiction, such as voting and
payment of taxes on income and personal property are factors for
consideration, but agency application of standards about place of
residence should not be such as to discourage employees from property
ownership or participation in community affairs at a nonforeign location
outside the continental United States.
(d) Return for separation. When an employee is eligible for return
travel and transportation to his/her place of actual residence upon
separation after completion of the period of service specified in an
agreement executed under Sec. 302-1.5(b) or is separated for reasons
beyond his/her control and acceptable to the agency concerned, he/she
may receive travel and transportation to an alternate location, provided
the cost to the Government shall not exceed the cost of travel and
transportation to his/her residence at the time he/she was assigned to
an overseas station. However, under decisions of the Comptroller
General, ordinarily, an employee is entitled to travel and
[[Page 123]]
transportation expenses upon separation only to the country of actual
residence at the time of assignment to such duty.
(e) Prior return of immediate family--(1) When employee is eligible
for return transportation. When an employee has become eligible for
return transportation by satisfactorily completing an agreed period of
service at a post of duty outside the continental United States, the
Government shall pay one-way transportation expenses for returning the
employee's immediate family and household goods before the employee's
return to his/her place of actual residence in the 50 States, the
District of Columbia, the Commonwealth of Puerto Rico or the
Commonwealth of the Northern Mariana Islands, or a United States
territory or possession.
(2) Return for compassionate reasons. One-way transportation
expenses for the return of the employee's immediate family and his/her
household goods also may be paid without regard to the employee's
completion of an agreed period of service provided it has been
determined under regulations prescribed by the head of the agency
concerned that the public interest requires the return of the immediate
family for compelling personal reasons of a humanitarian or
compassionate nature, which may involve physical or mental health, death
of a member of the immediate family, or obligations imposed by authority
or circumstances over which the individual has no control.
(3) Limited to one return trip. Expenses allowed as provided in
paragraphs (e) (1) and (2) of this section shall be paid by the
Government not more than one time during each agreed period of service
and are subject to chapter 301 of this title.
(4) Part of household goods retained overseas. In connection with
the prior return of his/her family, the employee may elect to retain a
portion of the household goods with him/her at the post of duty and ship
the remainder to his/her place of actual residence. In such an instance,
the Government will pay for shipment of both parts of the household
goods, provided the aggregate weight of both shipments does not exceed
the applicable weight limits.
(5) Alternate destination. If the employee's immediate family and
household goods are returned to a location in the 50 States, the
District of Columbia, the Commonwealth of Puerto Rico or the
Commonwealth of the Northern Mariana Islands, or a United States
territory or possession other than the place of actual residence
therein, the allowable expenses shall not exceed those allowable for
return over a usually traveled route between the post of duty and the
place of actual residence.
(6) Prior return at employee's expense--reimbursement. There may be
circumstances in which an employee elects to return his/her immediate
family and the household goods or any part thereof at his/her own
expense to any of the 50 States, the District of Columbia, the
Commonwealth of Puerto Rico or the Commonwealth of the Northern Mariana
Islands, or a United States territory or possession when he/she is not
eligible for such transportation under this paragraph. In such an
instance, and after the employee becomes eligible for transportation at
Government expense, he/she may be reimbursed for the proper expenses
which he/she had previously paid. He/She will be reimbursed in
accordance with the applicable provisions of this paragraph only for
expenses which are supported by receipts or other appropriate
documentation furnished to the Government under regulations prescribed
by the head of the agency concerned.
(f) Return of former spouse and dependents. Paragraph (e) of this
section also applies to the spouse and dependents of an employee who
have traveled to the employee's overseas post of duty as dependents (as
provided in Sec. 302-1.4(f)) at Government expense, even if, because of
divorce or annulment, such individuals will have ceased to be dependents
as of the date the employee becomes eligible for return travel. Travel
of such former dependents is authorized by the employee's next
entitlement to return travel but not beyond the end of the employee's
current agreed tour of duty.
(g) Return of family member over 21. If a member of the immediate
family, as defined in Sec. 302-1.4(f), reaches his/her twenty-first
birthday while the employee is assigned to duty overseas, that person
may be returned to the
[[Page 124]]
United States (or foreign location at which the actual residence is
located) at Government expense, provided his/her last travel overseas
was at Government expense as a member of the employee's immediate
family. Return of that person is authorized by the employee's next
entitlement to travel to the United States (or foreign location at which
the actual residence is located) but not beyond the end of the
employee's current agreed tour of duty.
[54 FR 20306, May 10, 1989, as amended by FTR Amdt. 10, 55 FR 41536,
Oct. 12, 1990; FTR Amdt. 17, 56 FR 23657, May 23, 1991; FTR Amdt. 26, 57
FR 28635, June 26, 1992]
Sec. 302-1.13 Overseas tour renewal agreement travel.
Employees may be eligible to receive allowances for travel and
transportation expenses for the purpose of returning home to take leave
between tours of duty overseas as provided in this section. These
provisions are applicable to employees serving tours of duty at posts of
duty outside the United States. These provisions are also applicable to
employees serving tours of duty in Alaska or Hawaii but only under the
conditions specified in paragraphs (a) (2) and (3) of this section.
(a) Eligibility. Employees may be eligible to receive allowances for
travel and transportation expenses for returning home between tours of
duty overseas under the criteria set forth in paragraphs (a) (1) through
(3) of this section.
(1) Eligibility requirements for all areas outside the continental
United States. In order to be eligible for allowances under this
section, an employee before departure from his/her post of duty outside
the continental United States must have:
(i) Satisfactorily completed an agreed period of service or the
prescribed tour of duty as provided in Sec. 302-1.5(b) for return travel
entitlement;
(ii) Entered into a new written agreement as provided in Sec. 302-
1.5(b) for another period of service at the same or another post of duty
outside the continental United States. The agreement shall cover costs
incident to the travel to the employee's place of actual residence or
alternate location and return and any additional cost paid by the
Government as a result of a transfer of the employee to another official
station overseas at the time of the tour renewal agreement travel; but
as provided in Sec. 302-1.5(b), the agreement will be for 12 months with
respect to the transfer costs; and
(iii) Qualified for eligibility status under the provisions of
paragraphs (a) (2) and/or (3) of this section, if the post of duty
involved is located in Alaska or Hawaii.
(2) Employees stationed in Alaska or Hawaii on September 8, 1982. An
employee whose status on September 8, 1982, was any one of the
situations listed in paragraph (a)(2) (i), (ii), or (iii) of this
section involving a post of duty in Alaska or in Hawaii will continue to
be eligible to receive allowances for travel and transportation expenses
for tour renewal agreement travel provided the employee continues to
serve consecutive tours of duty at posts of duty within Alaska or at
posts of duty within Hawaii. Transfers between a post of duty in Alaska
and a post of duty in Hawaii will not constitute consecutive tours of
duty for purposes of continuing eligibility under this section. On
September 8, 1982, the employee must have been:
(i) Serving a current tour of duty in Alaska or Hawaii;
(ii) En route to a post of duty in Alaska or Hawaii under a written
agreement to serve a tour of duty; or
(iii) Engaged in tour renewal agreement travel and have entered into
a new written agreement to serve another tour of duty in Alaska or in
Hawaii.
(3) Employees assigned, appointed, or transferred to a post of duty
in Alaska or Hawaii after September 8, 1982. (i) Except for situations
described in paragraph (a)(2) of this section, the travel and
transportation expenses allowable for tour renewal agreement travel
under this section may not otherwise be authorized for employees
assigned, appointed, or transferred to a post of duty in Alaska or
Hawaii after September 8, 1982, unless it is determined under
regulations prescribed by the agency head that payment of these expenses
is necessary for the purpose of recruiting or retaining an employee for
[[Page 125]]
service of a tour of duty at a post of duty in Alaska or Hawaii. This
authority must be used sparingly and only when required to fulfill
agency staffing needs to accomplish the agency's mission. These
provisions are intended to ensure the availability of well qualified
employees or those employees with special skills and knowledge who are
not available in the local area, and to fill positions in remote areas.
Agency regulations shall prescribe criteria and guidelines to determine
the need for payment of tour renewal agreement travel expenses. The
agency determination that it is necessary to pay the expenses of tour
renewal agreement travel as a recruiting or retention incentive in order
to fill a particular position in Alaska or Hawaii shall be reviewed
periodically but not less than every 5 years.
(ii) The payment of travel and transportation expenses for tour
renewal agreement travel for recruiting or retention purposes is limited
to two round trips beginning within 5 years after the date the employee
first begins any period of consecutive tours of duty in Alaska or
Hawaii. Employees shall be advised in writing of this limitation.
(4) Effect on other allowances. Paragraphs (a) (2) and (3) of this
section do not affect the provisions of Sec. 302-1.12 governing overseas
assignments and return for employees transferred or new appointees to
posts of duty in Alaska and Hawaii.
(b) Allowable travel and transportation--(1) Destination. An
eligible employee and his/her immediate family shall be allowed expenses
for travel from the post of duty outside the continental United States
to his/her place of actual residence at the time of assignment to a post
of duty outside the continental United States (also referred to as
``actual residence'' in this section). Those expenses shall also be
allowed from the place of actual residence upon return to the same or
another post of duty outside the continental United States; except with
respect to Alaska and Hawaii, the return must be to a post of duty
located within the same State (Alaska or Hawaii) as the post of duty at
which the employee served immediately before tour renewal agreement
travel (see paragraph (a)(2) of this section).
(2) Allowances. These allowances are payable under chapter 301 of
this title and are limited to per diem and transportation costs for the
employee and transportation costs, but not per diem, for his/her
immediate family. (See Sec. 302-2.1.) If a transfer is also involved,
family per diem may be paid as authorized by Sec. 302-2.2(b) to the
extent such per diem is payable incident to direct travel between posts
of duty.
(3) Alternate destination. An employee and his/her family may travel
to a location in the United States, the Commonwealth of Puerto Rico or
the Commonwealth of the Northern Mariana Islands, a United States
territory or possession, or another country in which the place of actual
residence is located other than the location of the place of actual
residence; however, an employee whose actual residence is in the United
States must spend a substantial amount of time in the United States, the
Commonwealth of Puerto Rico or the Commonwealth of the Northern Mariana
Islands, or a United States territory or possession incident to travel
under this section to be entitled to the allowance authorized. The
amount allowed for travel and transportation expenses when travel is to
an alternate location shall not exceed the amount which would have been
allowed for travel over a usually traveled route from the post of duty
to the place of actual residence and for return to the same or a
different post of duty outside the continental United States as the case
may be.
(c) Limitations--(1) Husband and wife both employed. If husband and
wife are both employed in the immediate geographic area by the same or
different agencies as employees under the terms of this chapter, the
allowances authorized in this section shall apply to each of them
separately, in which instance neither of them is eligible for any
allowances as the spouse, or to either of them, in which instance one is
considered the head of the household and the other is eligible for
allowances as the spouse. In applying these alternatives, other members
of the immediate family shall not receive duplicate allowances because
of the fact that both
[[Page 126]]
husband and wife are employees. A determination as to which of the two
alternatives is selected shall be made in writing and shall be signed by
both husband and wife. A copy of this determination shall be filed with
the agency in which each is employed.
(2) Local hires not eligible--(i) Married persons in area with
spouse. An employee hired locally is not eligible for allowances under
this section if he/she is married and is in the immediate geographic
area because his/her spouse is in the area as a member of the Foreign
Service, a member of the uniformed services (as defined in title 37,
U.S.C.), a private individual, or an employee of a private individual or
a non-Federal organization.
(ii) Minors in area with parents. An employee hired locally who is
unmarried and under 21 years of age is not eligible for allowances under
this section if a parent of the employee is in the immediate geographic
area as a member of the Foreign Service, a member of the uniformed
services (as defined in title 37, U.S.C.), a civilian employee under the
terms of this subtitle, a private individual, or an employee of a
private individual or a non-Federal organization.
(iii) Denial of allowance to eligible local hires. Under regulations
prescribed by the head of the agency concerned, the agency may in its
discretion refuse eligibility for allowances under this subpart to an
employee who was hired locally and who did not sign a written agreement
as provided under Sec. 302-1.5(b), provided the agency notifies the
employee of its intention before the employee has completed a period of
service equal to the period generally applicable to employees of the
agency serving at the post of duty concerned or in the same geographic
area.
(d) Liability of employee--noncompliance with new agreement. An
employee who, for reasons not beyond his/her control and not acceptable
to the agency concerned, fails to complete the period of service
specified in a new service agreement is obligated for expenses and for
allowances paid to him/her.
(1) Failure to complete initial year of service. (i) If the employee
fails to complete 1 year of service under a new agreement, he/she is
indebted to the Government for any amounts spent by the Government for:
(A) His/her transportation and per diem and transportation for his/
her immediate family incident to tour renewal agreement travel from the
post of duty to his/her place of actual residence and from the place of
actual residence to the last post of duty where he/she failed to
complete a year of service;
(B) Transportation for any member of the immediate family who
traveled from the former to the last post of duty without going to the
actual place of residence;
(C) Transportation of his/her household goods from the former post
of duty to the last post of duty (including amounts spent for packing,
crating, drayage, unpacking, and temporary storage); and
(D) Any other allowances paid under this subtitle when a transfer of
official station is involved.
(ii) In addition, the employee must bear the expense of
transportation for himself/herself, and the family and household goods
from the last post of duty to the place of actual residence, and he/she
is indebted to the Government for any amounts spent by the Government
for these purposes.
(iii) The employee is entitled to an allowance if, prior to his/her
current agreement which he/she did not complete, he/she completed an
agreed period of service for which he/she did not receive all allowances
to which he/she was entitled. The employee in such an instance is
entitled to allowances for the return of himself/herself, and the family
and household goods (including costs of packing, crating, drayage,
unpacking, and temporary storage) from the post of duty at which the
former period of service was completed to the actual place of residence.
(iv) Since the employee did not avail himself/herself of the
entitlement described in paragraph (d)(1)(iii) of this section, the
costs that would have been incurred for that purpose may be applied as a
setoff against the indebtedness described in paragraphs (d)(1) (i) and
(ii) of this section. The setoff amount shall be applied as follows:
(A) If the amount of the setoff is less than the indebtedness, the
difference is a debt due the United States; or
[[Page 127]]
(B) If the setoff is larger than the indebtedness, the difference
(excess setoff) will be applied to the costs, for which the employee is
responsible, of moving the employee, and the family and household goods
from the post of duty where he/she failed to complete a year of service
to the place of actual residence. If the amount of excess setoff equals
or exceeds the costs for which the employee is responsible, the
Government will procure and pay for such transportation in full. If the
amount of excess setoff is less than the costs for which the employee is
responsible, the Government may procure and pay for the transportation
and obtain reimbursement from the employee for the difference between
the total costs and the amount of the excess setoff to be applied
against the costs, or allow the employee to pay the total costs and
reimburse him/her for the applicable amounts upon submission of an
appropriate voucher.
(2) Failure to complete agreed period after initial year. (i) If the
employee completes 1 year or more of service under a new agreement, but
does not complete the entire period of service specified in the
agreement, he/she is not indebted to the Government for amounts spent by
the Government for transportation and per diem for the employee and for
transportation of his/her immediate family incident to tour renewal
agreement travel from the post of duty at which he/she completed the
previous tour of duty to his/her place of actual residence and from the
place of actual residence to the post of duty at which he/she failed to
complete the agreed upon tour of duty. Furthermore, if the post of duty
where the employee failed to complete his/her agreement is not the same
as the place where he/she did complete his/her previous assignment, he/
she is not indebted for the costs of transporting any members of the
immediate family who traveled from the former to the latter post of duty
without going to the actual place of residence, nor for the costs of
transporting his/her household goods between these two posts of duty,
including any related costs of packing, crating, drayage, unpacking, and
temporary storage or for other allowances paid under this chapter
incident to the transfer of official station.
(ii) However, when the employee fails to complete the agreed period
of service after the initial year, the employee must bear the costs of
transportation for himself/herself and the immediate family and
household goods from the post of duty at which he/she did not complete
the agreed upon tour of duty under the new agreement to the place of
actual residence.
(iii) For the reasons described in paragraph (d)(1)(iii) of this
section, however, the employee shall be allowed credit for an amount
equal to the costs of transporting, from the post of duty at which the
former period of service was completed to the place of actual residence,
the household goods and any members of the immediate family who did not
accompany him/her when he/she returned to the place of actual residence
incident to renewal agreement travel toward the costs (see paragraph
(d)(2)(ii) of this section) of return to the place of actual residence.
(iv) The credit amount allowable and the costs involved shall be
computed in the same manner as provided in paragraph (d)(1)(iv) of this
section.
[54 FR 20306, May 10, 1989, as amended by FTR Amdt. 10, 55 FR 41536,
Oct. 12, 1990; FTR Amdt. 16, 56 FR 15050, Apr. 15, 1991; FTR Amdt. 26,
57 FR 28635, June 26, 1992]
Sec. 302-1.14 Use of funds.
(a) Advance of funds--(1) Basis. An employee may be advanced funds
for use while traveling and for certain expenses which he/she may incur
incident to a transfer based on his/her prospective entitlement to
reimbursement for those expenses after they are incurred.
(2) Rules. Advances and collection of advances by deduction from the
employee's voucher are subject to chapter 301 of this title.
(3) Anticipated entitlements which may justify an advance. The
expected entitlement of an employee to reimbursement for the following
expenses will form the basis for payment of a travel advance. Specific
authority with regard to each type of expense is contained in the
sections governing the particular allowances.
(i) Per diem, mileage, and common carrier costs incident to his/her
change
[[Page 128]]
of official station travel as set forth in Sec. 302-2.4;
(ii) Authorized househunting trips as set forth in Sec. 302-4.16 of
this chapter;
(iii) Subsistence while occupying temporary quarters as set forth in
Sec. 302-5.15 of this chapter;
(iv) Transportation and temporary storage of household goods as set
forth in Sec. 302-8.6;
(v) Transportation of mobile homes as set forth in Sec. 302-7.5; and
(vi) Transportation and emergency storage of employee's privately
owned vehicle as set forth in Sec. 302-10.11 of this chapter.
(b) Funding of transfers between agencies. In the case of transfer
from one agency to another, allowable expenses shall be paid from the
funds of the agency to which the employee is transferred. However, in
transfers between agencies for reasons of reduction-in-force or transfer
of functions, expenses allowable under this chapter may be paid in whole
or in part by the agency from which the employee is transferred or by
the agency to which he/she is transferred as may be agreed upon by the
heads of the agencies concerned except as excluded in paragraphs (b) (1)
and (2) of this section.
(1) Nontemporary storage when assigned to an isolated permanent duty
station within the continental United States; and
(2) Transfers to, from, or between foreign countries (except the
areas and installations in the Republic of Panama made available to the
United States under the Panama Canal Treaty of 1977 and related
agreements (as described in section 3(a) of the Panama Canal Act of
1979)).
[54 FR 20306, May 10, 1989, as amended by FTR Amdt. 26, 57 FR 28635,
June 26, 1992; FTR Amdt. 59, 62 FR 13756, Mar. 21, 1997; FTR Amdt. 63,
62 FR 13768, Mar. 21, 1997; FTR Amdt. 65, 62 FR 13794, Mar. 21, 1997]
Sec. 302-1.15 Waiver of limitations for an employee relocating to or from a remote or isolated location.
The head of an agency or his/her designee may waive any limitation
contained in subchapter II of chapter 57 of title 5, United States Code,
or in any regulation (including this chapter) implementing those
statutory provisions, for any employee relocating to or from a remote or
isolated location when the following conditions are met:
(a) The limitation if not waived would cause the employee to suffer
a hardship; and
(b) The head of the agency or his/her designee certifies in writing
that the limitation is waived and the reason(s) for the waiver.
[FTR Amdt. 58, 62 FR 10709, Mar. 10, 1997]
Subpart B--Relocation Entitlements Upon Separation for Retirement
Sec. 302-1.100 Applicability.
(a) Individuals covered--(1) Career appointees to the Senior
Executive Service (SES). The provisions of this subpart are applicable
to career appointees in SES positions. For purposes of this subpart, the
definitions in paragraphs (a)(1) (i) and (ii) of this section apply.
(i) Career appointee as defined in 5 U.S.C. 3132(a)(4) means an
individual in an SES position whose appointment to the position or
previous appointment to another SES position was based on approval by
the Office of Personnel Management of the executive qualifications of
such individual.
(ii) Senior Executive Service (SES) position as defined in 5 U.S.C.
3132(a)(2) means:
(A) Any position in an agency which is classified above GS-15 of the
General Schedule pursuant to 5 U.S.C. 5108 or is in Level IV or V of the
Executive Schedule; or
(B) An equivalent position which is not required to be filled by an
appointment by the President by and with the advice and consent of the
Senate, and is a position which includes one or more of the duties
listed in 5 U.S.C. 3132(a)(2).
(2) Appointees who elect to retain SES retirement benefits. The
provisions of this subpart are applicable to a non-SES appointee if the
conditions listed in paragraphs (a)(2) (i) through (iii) of this section
are met:
(i) The appointee's basic rate of pay is at Level V of the Executive
Schedule or higher;
(ii) The appointee was previously a career appointee in the SES; and
[[Page 129]]
(iii) The appointee elected under 5 U.S.C. 3392(c) to retain SES
retirement benefits.
(3) Medical Center Directors. The provisions of this subpart are
applicable to individuals who:
(i) Served as a director of a Department of Veteran's Affairs
medical center under 38 U.S.C. 4103(a)(8) as in effect on November 17,
1988;
(ii) Separated from Government service on or after October 2, 1992;
and
(iii) Are not otherwise covered under paragraph (a) (1) or (2) of
this section.
(b) Immediate family of deceased covered individual. The provisions
of this subpart apply to the immediate family of a covered individual,
as defined in paragraph (a)(1) of this section, who satisfies the
eligibility criteria in Sec. 302-1.101, and who:
(1) Died in Government service on or after January 1, 1994; or
(2) Died after separating from Government service but before travel
and/or transportation authorized under this subpart were completed.
(c) Exclusions. The provisions of this subpart are not applicable to
individuals whose appointment in the SES is a limited term, limited
emergency, or noncareer appointment. (See 5 U.S.C. 3132(a) (5) through
(7) for definitions of excluded types of appointment.)
[FTR Amdt. 32, 58 FR 58243, Oct. 29, 1993, as amended by 62 FR 26374,
May 13, 1997]
Sec. 302-1.101 Eligibility criteria.
Upon separation from Federal service for retirement, a covered
individual as defined in Sec. 302-1.100(a) of this subpart (or a
deceased covered individual's immediate family as described in Sec. 302-
1.100(b)) is eligible for those travel and transportation allowances
specified in Sec. 302-1.103 of this subpart, if such individual meets
the following criteria:
(a) Was transferred or reassigned geographically at any time in the
interest of the Government and at Government expense from one official
station to another for permanent duty in a position described in
Sec. 302-1.100(a) of this subpart, including a transfer or reassignment:
(1) From an SES career appointment to another SES career
appointment;
(2) From an SES career appointment to an appointment outside the SES
at a rate of pay equal to or higher than Level V of the Executive
Schedule, and the employee elects to retain SES retirement benefits
under 5 U.S.C. 3392; or
(3) From other than an SES career appointment, including an
appointment in a civil service position outside the SES, to an SES
career appointment;
(b) At the time of the transfer or reassignment:
(1) Was eligible to receive an annuity for optional retirement under
section 8336(a), (b), (c), (e), (f), or (j) of subchapter III of chapter
83 (Civil Service Retirement System (CSRS)) or under section 8412 of
subchapter II of chapter 84 (Federal Employees Retirement System (FERS))
of title 5, U.S.C.; or
(2) Was within 5 years of eligibility to receive an annuity for
optional retirement under one of the authorities in paragraph (b)(1) of
this section; or
(3) Was eligible to receive an annuity based on discontinued service
retirement, or early voluntary retirement under an OPM authorization,
under section 8336(d) of subchapter III of chapter 83 or under section
8414(b) of subchapter II of chapter 84 of title 5, U.S.C.;
(c) Is separated from Federal service on or after September 22,
1988;
(d) Is eligible to receive an annuity upon such separation (or, in
the case of death in Government service, met the requirements for being
considered eligible to receive an annuity, as of the date of death)
under the provisions of subchapter III of chapter 83 (CSRS) or chapter
84 (FERS) of title 5, U.S.C., including an annuity based on optional
retirement, discontinued service retirement, early voluntary retirement
under an OPM authorization, or disability retirement; and
(e) Has not previously been authorized and received ``last move
home'' benefits upon separation from Federal service for retirement.
[FTR Amdt. 16, 56 FR 15050, Apr. 15, 1991; 56 FR 28796, June 24, 1991,
as amended by FTR Amdt. 32, 58 FR 58243, Oct. 29, 1993; 62 FR 26375, May
13, 1997]
[[Page 130]]
Sec. 302-1.102 Agency authorization or approval.
Covered individuals. An individual who is eligible for moving
expenses under this subpart shall submit a request to the designated
agency official for authorization or approval of the moving expenses
stating tentative moving dates and origin and destination locations of
the planned move. Such requests shall be submitted in a format and
timeframe as prescribed by agency policy and procedures.
(b) Immediate family of deceased covered individual. Travel and
transportation under this subpart are payable for the immediate family
of a covered individual who died while in Government service during the
period beginning on January 1, 1994, and ending October 6, 1994, upon
the immediate family's written application submitted to the designated
agency official by May 13, 1998.
[62 FR 26375, May 13, 1997]
Sec. 302-1.103 Allowable expenses.
When the head of the agency concerned, or his/her designee,
authorizes or approves, the travel and transportation expenses specified
in this section shall be paid for those individuals who are eligible for
such expenses under Sec. 302-1.101. Allowable expenses are as follows:
(a) Travel expenses including per diem under Sec. 302-2.1 for the
individual.
(b) Transportation expenses under Sec. 302-2.2(a), but not per diem,
for the individual's immediate family.
(c) Mileage allowance under Sec. 302-2.3, to the extent travel is
performed by privately owned automobile.
(d) Transportation and temporary storage of household goods under
part 302-8 not to exceed 18,000 pounds net weight.
[FTR Amdt. 16, 56 FR 15050, Apr. 15, 1991; 56 FR 28796, June 24, 1991]
Sec. 302-1.104 Expenses not allowable.
Items of expense not listed in Sec. 302-1.103 which generally are
authorized for reimbursement in the case of transferred employees;
(e.g., per diem for family, cost of househunting trip, subsistence while
occupying temporary quarters, miscellaneous expense allowance, residence
sale and purchase expenses, leasebreaking expenses, nontemporary storage
of household goods, relocation income tax allowance, and relocation
services) are not authorized upon the eligible individual's retirement.
[FTR Amdt. 16, 56 FR 15050, Apr. 15, 1991, as amended by FTR Amdt. 32,
58 FR 58244, Oct. 29, 1993]
Sec. 302-1.105 Origin and destination.
(a) The expenses listed in Sec. 302-1.103 may be paid from the
official station where separation of the eligible individual occurs to
the place where the individual has elected to reside within the United
States, the Commonwealth of Puerto Rico or the Commonwealth of the
Northern Mariana islands, a United States territory or possession, or
the former Canal Zone area (i.e., areas and installations in the
Republic of Panama made available to the United states under the Panama
Canal Treaty of 1977 and related agreements (as described in section
3(a) of the Panama Canal Act of 1979)); or if the individual dies before
separating or after separating but before the travel and transportation
are completed, expenses may be paid from the deceased individual's
official station at the time of death or where separation occurred, as
appropriate, to the place within the areas listed in this paragraph
where the immediate family elects to reside even if different from the
place elected by the separated eligible individual.
(b) Travel and transportation expenses may be paid from an alternate
origin or more than one origin provided the cost does not exceed the
cost that the Government would have paid if all travel and
transportation had originated at the official station from which the
individual was separated to the place where the individual, or the
immediate family, will reside.
(c) This subpart comtemplates a move to a different georgraphical
area. In the event the place where the individual has elected to reside
is within the same general local or metropolitan area in which the
official station or residence was located at the time of the
individual's separation, the expenses authorized by this subpart may not
be paid unless the mileage criteria
[[Page 131]]
specified in Sec. 302-1.7 for a short distance transfer are met.
[54 FR 29716, July 14, 1989, as amended by FTR Amdt. 16, 56 FR 15050,
Apr. 15, 1991; 56 FR 28796, June 24, 1991; FTR Amdt. 26, 57 FR 28635,
June 26, 1992; FTR Amdt. 32, 58 FR 58244, Oct. 29, 1993; 62 FR 26375,
May 13, 1997]
Sec. 302-1.106 Time limits for beginning travel and transportation.
(a) Except as provided in paragraph (b) of this section, all travel,
including that for the separated covered individual, and transportation,
including that for household goods, allowed under this subpart, shall be
accomplished within 6 months of the date of separation (or date of death
if the individual died before separating), or other reasonable period of
time as determined by the agency concerned, but in no case later than 2
years from the effective date of the individual's separation from
Government service (or date of death if the individual died before
separating).
(b) For the immediate family of a covered individual who died in
Government service between January 1, 1994 and May 13, 1997, all travel
and transportation, including that for household goods, allowed under
this subpart, shall be accomplished no later than May 13, 1999.
[62 FR 26375, May 13, 1997]
Sec. 302-1.107 Use of funds.
Travel advances will not be issued to cover any of the expenses
authorized by this subpart. Transportation expenses should be paid
through the use of U.S. Government Transportation Requests and U.S.
Government Bills of Lading to the maximum extent possible to minimize
travel and transportation costs and the need for individuals to use
personal funds. However, individuals who have been authorized or
approved to make their own moving arrangements may be reimbursed for
their actual transportation expenses not to exceed applicable coach air
fares for transportation of the individual and immediate family, or the
applicable allowances under the commuted rate schedule for moving and
storage of the household goods.
[FTR Amdt. 16, 56 FR 15051, Apr. 15, 1991]
Subpart C--Employee's Temporary Change of Station
Source: FTR Amdt. 64, 62 FR 13771, Mar. 21, 1997, unless otherwise
noted.
Note to subpart C: Use of the pronouns ``I'' and ``you'' throughout
this subpart refers to the employee.
Sec. 302-1.200 What is a ``temporary change of station (TCS)''?
TCS means the relocation of an employee to a new official station
for a temporary period while the employee is performing a long-term
assignment, and subsequent return of the employee to the previous
official station upon completion of that assignment.
Sec. 302-1.201 What is the purpose of a TCS?
TCS provides agencies an alternative to a long-term temporary duty
travel assignment to increase employee satisfaction and enhance morale,
reduce the employee's income tax liability, and save the Government
money.
Sec. 302-1.202 Am I eligible for a TCS?
Yes, if you are an employee who is directed to perform a long-term
assignment at a temporary location, and you otherwise would be eligible
for payment of temporary duty travel allowances authorized under chapter
301 of this subtitle. For exceptions, see Sec. 302-1.203.
Sec. 302-1.203 Who is not eligible for a TCS?
The following individuals are not eligible for a TCS:
(a) A new appointee;
(b) An employee assigned to or from a State or local Government
under the Intergovernmental Personnel Act (5 U.S.C. 3372, et. seq.);
(c) An individual employed intermittently in the Government service
as a consultant or expert and paid on a daily when-actually-employed
(WAE) basis;
(d) An individual serving without pay or at $1 a year; or
(e) An employee assigned under the Government Employees Training Act
(5 U.S.C. 4109).
[[Page 132]]
Sec. 302-1.204 Must my agency authorize a TCS when I am directed to perform a long-term assignment at a temporary official station?
No. Your agency determines the conditions under which a TCS is
necessary to accomplish the purposes of the Government effectively and
economically.
Sec. 302-1.205 Under what circumstances will my agency authorize a TCS?
Your agency will authorize a TCS when:
(a) You are directed to perform a long-term assignment at another
duty station;
(b) Your agency otherwise could authorize temporary duty travel and
pay travel allowances, including payment of subsistence expenses, under
chapter 301 of this subtitle for the long-term assignment;
(c) Your agency determines it would be more advantageous, cost and
other factors considered, to authorize a TCS; and
(d) You meet any additional conditions your agency has established.
Sec. 302-1.206 If my agency authorizes a TCS, do I have the option of electing payment of temporary duty travel allowances instead?
No.
Sec. 302-1.207 How long must my assignment be for me to qualify for a TCS?
Not less than 6 months, nor more than 30 months.
Sec. 302-1.208 What is the effect on my TCS reimbursement if my assignment lasts less than 6 months?
Your agency may authorize a TCS only when a long-term assignment is
expected to last 6 months or more. If your assignment is cut short for
reasons other than separation from Government service, you will be paid
TCS expenses.
Sec. 302-1.209 What is the effect on my TCS reimbursement if my assignment lasts more than 30 months?
If your assignment exceeds 30 months, your agency must permanently
assign you to the temporary official station or return you to your
previous official station. Your agency may not pay for nontemporary
storage or property management services incurred after the last day of
the thirtieth month. Your agency must pay the expenses of returning you
and your immediate family and household goods to your previous official
station unless you are permanently assigned to your temporary official
station.
Sec. 302-1.210 Is there any required minimum distance between an official station and a long-term assignment location that must be met for me to qualify for a
TCS?
No. Your agency may establish the area within which it will not
authorize a TCS.
Sec. 302-1.211 Must I sign a service agreement to qualify for a TCS?
No.
Sec. 302-1.212 What is my official station during my long-term assignment?
Your official station is the location of your long-term assignment.
Expenses Paid Upon Assignment
Sec. 302-1.213 What expenses must my agency pay for a TCS upon my assignment?
Your agency must pay the following:
(a) Travel, including per diem, for you and your immediate family
under part 302-2 of this chapter;
(b) Transportation and temporary storage of your household goods
under part 302-8 of this chapter;
(c) Transportation of a mobile home instead of transportation of
household goods under part 302-7 of this chapter;
(d) A miscellaneous expenses allowance under part 302-3 of this
chapter;
(e) Transportation of a privately owned vehicle(s) under part 302-10
of this chapter; and
(f) A relocation income tax allowance under part 302-11 of this
chapter for additional income taxes you incur on payments your agency
makes under the authority of this section and Sec. 302-1.214 for your
relocation expenses.
Sec. 302-1.214 What expenses may my agency pay for a TCS upon my assignment?
Your agency may pay the following:
[[Page 133]]
(a) Househunting trip expenses under part 302-4 of this chapter; and
(b) Temporary quarters subsistence expenses under part 302-5 of this
chapter.
Expenses Paid During Assignment
Sec. 302-1.215 If my agency authorizes a TCS, will it pay for nontemporary storage of my household goods?
Yes, when nontemporary storage is necessary. Nontemporary storage
expenses include necessary packing, crating, unpacking, uncrating,
transporting to and from place of storage, charges while in storage, and
other necessary charges directly related to storage.
Sec. 302-1.216 How long may my agency pay for nontemporary storage of household goods?
For the duration of your long-term assignment.
Sec. 302-1.217 Is there any limitation on the combined weight of household goods I may transport or nontemporarily store at Government expense?
Yes, the maximum combined weight is 18,000 pounds net weight. If you
transport and/or nontemporarily store household goods in excess of the
maximum weight allowance, you will be responsible for any excess cost.
Sec. 302-1.218 What are the income tax consequences if my agency pays for nontemporary storage of my household goods?
You will be taxed on the amount of nontemporary storage expenses
your agency pays. However, your agency will pay you a relocation income
tax allowance under part 302-11 of this chapter for substantially all of
the additional Federal, State and local income taxes you incur on the
expenses your agency pays.
Sec. 302-1.219 Will my agency pay for property management services when I am authorized a TCS?
Yes. Your agency will reimburse you directly for expenses you incur
or make payments on your behalf to a relocation services company, if you
so choose. The term ``property management services'' refers to a program
provided by a private company for a fee, which assists you in managing
your residence at your previous official station as a rental property.
Services provided by the company may include, but are not limited to,
obtaining a tenant, negotiating a lease, inspecting the property
regularly, managing repairs and maintenance, enforcing lease terms,
collecting the rent, paying the mortgage and other carrying expenses
from rental proceeds and/or funds of the employee, and accounting for
the transactions and providing periodic reports to the employee.
Sec. 302-1.220 What is the property for which my agency will pay for property management services?
Only your residence at your previous official station.
Sec. 302-1.221 How long will my agency pay for property management services?
For the duration of your long-term assignment.
Sec. 302-1.222 What are the income tax consequences when my agency pays for property management services?
You will be taxed on the amount of property management expenses your
agency pays, whether it reimburses you directly for your expenses or
pays a relocation services company to manage your residence. However,
your agency will pay you a relocation income tax allowance under part
302-11 of this chapter for substantially all of the additional Federal,
State and local income taxes you incur on the expenses your agency pays.
You may wish to consult with a tax advisor to determine whether you will
incur any additional tax liability, unrelated to your agency
[[Page 134]]
s payment of your property management expenses, as a result of
maintaining your residence as a rental property.
Expenses Paid Upon Completion of Assignment or Upon Separation From
Government Service
Sec. 302-1.223 What expenses will my agency pay when I complete my long-term assignment?
Your agency will pay the following expenses in connection with your
return to your previous official station:
(a) Travel, including per diem, for you and your immediate family
under part 302-2 of this chapter;
(b) Transportation and temporary storage of your household goods
under part 302-8 of this chapter;
(c) Transportation of a mobile home instead of transportation of
your household goods under part 302-7 of this chapter;
(d) Temporary quarters subsistence expenses under part 302-5 of this
chapter;
(e) A miscellaneous expenses allowance under part 302-3 of this
chapter;
(f) Transportation of a privately owned vehicle(s) under part 302-10
of this chapter; and
(g) A relocation income tax allowance under part 302-11 of this
chapter for additional income taxes you incur on payments your agency
makes under the authority of this section for your relocation expenses.
Sec. 302-1.224 If I separate from Government service upon completion of my long-term assignment, what relocation expenses will my agency pay upon my separation?
The same relocation expenses it would have paid had you not
separated from Government service upon completion of your long-term
assignment.
Sec. 302-1.225 If I separate from Government service prior to completion of my long-term assignment, what relocation expenses will my agency pay upon my
separation?
If the separation is for reasons beyond your control that are
acceptable to your agency, your agency will pay the same relocation
expenses it would pay under Sec. 302-1.224 if you separated from
Government service upon completion of the long-term assignment. If this
is not the case, the expenses your agency pays may not exceed the
reimbursement that you would have received under chapter 301 of this
subtitle had you been auhorized to perform temporary duty travel for the
duration of the long-term assignment.
Sec. 302-1.226 If I have been authorized successive temporary changes of station and reassigned from one temporary official station to another, what expenses
will my agency pay upon completion of my last assignment or my
separation from Government service?
Your agency will pay the expenses authorized in Sec. 302-1.223 for
your relocation from your current temporary official station to your
last permanent official station.
Permanent Assignment to Temporary Official Station
Sec. 302-1.227 How is payment of my TCS expenses affected if I am permanently assigned to my temporary official station?
Payment of TCS expenses stops once your temporary official station
becomes your permanent official station. Your agency may not pay any TCS
expenses incurred beginning the day your temporary official station
becomes your permanent official station.
Sec. 302-1.228 What relocation allowances may my agency pay when I am permanently assigned to my temporary official station?
Your agency may pay the following:
(a) Travel, including per diem, under part 302-2 of this chapter for
one round trip between your temporary official station and your previous
official station for you and members of your immediate family who
relocated to the temporary official station with you. Your agency may
also pay the same expenses for a one-way trip from the previous official
station to the new permanent official station for any immediate family
members who did not accompany you to the temporary official station.
(b) Residence transaction expenses under part 302-6 of this chapter;
(c) Property management expenses under part 302-14 of this chapter;
[[Page 135]]
(d) Residence-related relocation services expenses, (e.g. expenses
under a homesale program, expenses for homefinding assistance, and
property management services) under part 302-12 of this chapter;
(e) Temporary quarters subsistence expenses under part 302-5 of this
chapter;
(f) Transportation of household goods not previously transported to
the temporary official station under part 302-8 of this chapter; and
(g) Transportation of a privately owned vehicle(s) not previously
transported to the temporary official station under part 302-10 of this
chapter.
Sec. 302-1.229 If I am permanently assigned to my temporary official station, is there any limitation on the weight of household goods I may transport at
Government expense to my official station?
Yes. You are limited to 18,000 pounds net weight. This maximum
weight will be reduced by the weight of any household goods transported
at Government expense to your temporary official station under your TCS
authorization. Subject to the 18,000 pound limit, your agency will pay
to transport any household goods in nontemporary storage to your
official station. Additionally, if you change your residence as a result
of your permanent assignment to your temporary official station, your
agency may pay for transporting your household goods, subject to the
18,000 pound limit, between the residence you occupied during your
temporary assignment and your new residence.
Sec. 302-1.230 Are there any relocation allowances my agency may not pay if I am permanently assigned to my temporary official station?
Your agency may not pay for the following:
(a) Expenses of a househunting trip for you and your spouse to your
temporary official station under part 302-4 of this chapter; or
(b) Residence transaction expenses for selling a residence or
breaking a lease at the temporary official station under part 302-6 of
this chapter.
Subpart D--Agency Responsibilities for Temporary Change of Station
Source: FTR Amdt. 64, 62 FR 13774, Mar. 21, 1997, unless otherwise
noted.
Note to subpart D: Use of the pronouns ``we'' and ``you'' throughout
this subpart refers to the agency.
Sec. 302-1.300 How should we administer our TCS program?
To minimize your travel and relocation costs.
Sec. 302-1.301 What governing policies must we establish for our TCS program?
Policies and procedures that govern:
(a) When you will authorize a TCS, including whether you will impose
a minimum distance between the employee s current official station and
the proposed temporary official station for an employee to qualify for a
TCS; and
(b) Who will determine whether authorization of a TCS is appropriate
in each situation.
Sec. 302-1.302 What factors should we consider in determining whether to authorize a TCS for a long-term assignment?
You should consider the following factors in determining whether to
authorize a TCS:
(a) Cost considerations. You should consider the cost of each
alternative. A long-term temporary duty travel assignment requires the
payment of either per diem or actual subsistence expenses for the entire
period of the assignment. This could be very costly to the agency over
an extended period. A TCS will require fairly substantial relocation
allowance payments at the beginning and end of the assignment, and less
substantial payments for nontemporary storage and property management
services, when authorized, during the period of the assignment. Agencies
should estimate the total cost of each alternative and authorize the one
that is most advantageous for the agency, cost and other factors
considered.
(b) Length of the long-term assignment. You should consider the
length of the
[[Page 136]]
long-term assignment. The purpose of temporary duty travel allowances is
to reimburse an employee for additional costs, including subsistence
costs, incurred as a result of performing official business away from
his/her official station. An employee receives a salary intended to
cover his/her living expenses, including subsistence costs, at the
official station. When an employee performs a long-term assignment and
obtains extended stay living accommodations with facilities not unlike
those the employee has at the official station, the assignment
characteristics may be more similar to subsisting at the official
station than at a temporary duty station. When this situation occurs,
payment of temporary duty travel allowances in addition to payment of
salary creates an inequitable reimbursement situation between an
employee performing official travel and an employee officially stationed
at the same location. In this situation, you should strongly consider
authorizing a TCS for a long-term assignment.
(c) Tax considerations. An employee who performs a temporary duty
travel assignment exceeding one year at a single location is subject to
income taxation of his/her travel expense reimbursements. An employee
who is authorized and performs a TCS also will be subject to income
taxation of some, but not all, of his/her TCS expenses. You will pay an
offsetting relocation income tax allowance on an employee's TCS expense
reimbursements but unless specifically authorized by statute, you do not
have authority to pay such an allowance for income taxes incurred on
temporary duty travel reimbursements. You, therefore, should authorize a
TCS if a long-term temporary duty assignment will result in an
unreimbursable income tax liability on an employee.
(d) Employee concerns. The long-term assignment of an employee away
from his/her official station and immediate family may negatively affect
the employee's morale and job performance. Such negative effects may be
alleviated by authorizing a TCS so the employee can transport his/her
immediate family and/or household goods at Government expense to the
location where he/she will perform the long-term assignment. You should
consider the effects of a long-term temporary duty travel assignment on
an employee when deciding whether to authorize a TCS.
PART 302-2--ALLOWANCES FOR SUBSISTENCE AND TRANSPORTATION--Table of Contents
Sec.
302-2.1 For the employee.
302-2.2 For members of an employee's immediate family.
302-2.3 For use of a privately owned automobile in connection with
permanent change of station.
302-2.4 Advance of funds.
Authority: 5 U.S.C. 5738; 20 U.S.C. 905(a); E.O. 11609, 36 FR 13474,
3 CFR, 1971-1975 Comp., p. 586.
Sec. 302-2.1 For the employee.
(a) Applicability. This part applies to travel of
(1) Transferred employees,
(2) New appointees, and
(3) Employees assigned to posts of duty outside the continental
United States in connection with either overseas tour renewal agreement
travel or return travel to places of residence for the purpose of
separation.
(b) Payment for employee's travel expenses. Except as specifically
provided in this chapter, an agency shall pay per diem, transportation
costs, and other travel expenses of the employee in accordance with the
provisions of 5 U.S.C. 5701-5709 and chapter 301 of this title. The
prohibition in Sec. 301-7.5(b) of this title on paying per diem for
travel of 12 hours or less applies to change of official station travel.
(c) Maximum per diem rates for relocation travel--(1) Travel when en
route between employee's old and new official stations. The maximum per
diem rate for en route travel within CONUS between the employee's old
and new official stations shall be the standard CONUS rate prescribed
under Sec. 301-7.3 of this title.
(2) Travel to seek residence quarters. The maximum per diem rate for
travel to seek residence quarters shall be the lesser of the maximum per
diem rate prescribed under Sec. 301-7.3 of this title for the locality
where the employee
[[Page 137]]
seeks residence quarters or for the locality where the employee obtains
lodging accommodations. An agency may prescribe the standard CONUS rate
as the maximum per diem rate if it determines that establishment of such
lower rate is advantageous to the Government.
[FTR Amdt. 54, 61 FR 68161, Dec. 27, 1996]