[Title 41 CFR ]
[Code of Federal Regulations (annual edition) - July 1, 2017 Edition]
[From the U.S. Government Publishing Office]



[[Page i]]

          

          Title 41

Public Contracts and Property Management


________________________

Chapter 201 to End

                         Revised as of July 1, 2017

          Containing a codification of documents of general 
          applicability and future effect

          As of July 1, 2017
                    Published by the Office of the Federal Register 
                    National Archives and Records Administration as a 
                    Special Edition of the Federal Register

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                            Table of Contents



                                                                    Page
  Explanation.................................................       v

  Title 41:
    SUBTITLE E--Federal Information Resources Management 
      Regulations System 
          Chapter 201 [Reserved]
    SUBTITLE F--Federal Travel Regulation System
          Chapter 300--General                                       7
          Chapter 301--Temporary Duty (TDY) Travel Allowances       25
          Chapter 302--Relocation Allowances                       123
          Chapter 303--Payment of Expenses Connected With the 
          Death of Certain Employees                               243
          Chapter 304--Payment of Travel Expenses From a Non-
          Federal Source                                           253
  Finding Aids:
      Table of CFR Titles and Chapters........................     271
      Alphabetical List of Agencies Appearing in the CFR......     291
      List of CFR Sections Affected...........................     301

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

                     Cite this Code:  CFR
                     To cite the regulations in 
                       this volume use title, 
                       part and section number. 
                       Thus, 41 CFR 300-1.1 
                       refers to title 41, part 
                       300-1, section 1.

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

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                               EXPLANATION

    The Code of Federal Regulations is a codification of the general and 
permanent rules published in the Federal Register by the Executive 
departments and agencies of the Federal Government. The Code is divided 
into 50 titles which represent broad areas subject to Federal 
regulation. Each title is divided into chapters which usually bear the 
name of the issuing agency. Each chapter is further subdivided into 
parts covering specific regulatory areas.
    Each volume of the Code is revised at least once each calendar year 
and issued on a quarterly basis approximately as follows:

Title 1 through Title 16.................................as of January 1
Title 17 through Title 27..................................as of April 1
Title 28 through Title 41...................................as of July 1
Title 42 through Title 50................................as of October 1

    The appropriate revision date is printed on the cover of each 
volume.

LEGAL STATUS

    The contents of the Federal Register are required to be judicially 
noticed (44 U.S.C. 1507). The Code of Federal Regulations is prima facie 
evidence of the text of the original documents (44 U.S.C. 1510).

HOW TO USE THE CODE OF FEDERAL REGULATIONS

    The Code of Federal Regulations is kept up to date by the individual 
issues of the Federal Register. These two publications must be used 
together to determine the latest version of any given rule.
    To determine whether a Code volume has been amended since its 
revision date (in this case, July 1, 2017), 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.

PAST PROVISIONS OF THE CODE

    Provisions of the Code that are no longer in force and effect as of 
the revision date stated on the cover of each volume are not carried. 
Code users may find the text of provisions in effect on any given date 
in the past by using the appropriate List of CFR Sections Affected 
(LSA). For the convenience of the reader, a ``List of CFR Sections 
Affected'' is published at the end of each CFR volume. For changes to 
the Code prior to the LSA listings at the end of the volume, consult 
previous annual editions of the LSA. For changes to the Code prior to 
2001, consult the List of CFR Sections Affected compilations, published 
for 1949-1963, 1964-1972, 1973-1985, and 1986-2000.

``[RESERVED]'' TERMINOLOGY

    The term ``[Reserved]'' is used as a place holder within the Code of 
Federal Regulations. An agency may add regulatory information at a 
``[Reserved]'' location at any time. Occasionally ``[Reserved]'' is used 
editorially to indicate that a portion of the CFR was left vacant and 
not accidentally dropped due to a printing or computer error.

INCORPORATION BY REFERENCE

    What is incorporation by reference? Incorporation by reference was 
established by statute and allows Federal agencies to meet the 
requirement to publish regulations in the Federal Register by referring 
to materials already published elsewhere. For an incorporation to be 
valid, the Director of the Federal Register must approve it. The legal 
effect of incorporation by reference is that the material is treated as 
if it were published in full in the Federal Register (5 U.S.C. 552(a)). 
This material, like any other properly issued regulation, has the force 
of law.
    What is a proper incorporation by reference? The Director of the 
Federal Register will approve an incorporation by reference only when 
the requirements of 1 CFR part 51 are met. Some of the elements on which 
approval is based are:
    (a) The incorporation will substantially reduce the volume of 
material published in the Federal Register.
    (b) The matter incorporated is in fact available to the extent 
necessary to afford fairness and uniformity in the administrative 
process.
    (c) The incorporating document is drafted and submitted for 
publication in accordance with 1 CFR part 51.
    What if the material incorporated by reference cannot be found? If 
you have any problem locating or obtaining a copy of material listed as 
an approved incorporation by reference, please contact the agency that 
issued the regulation containing that incorporation. If, after 
contacting the agency, you find the material is not available, please 
notify the Director of the Federal Register, National Archives and 
Records Administration, 8601 Adelphi Road, College Park, MD 20740-6001, 
or call 202-741-6010.

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 Authorities 
and Rules. A list of CFR titles, chapters, subchapters, and parts and an 
alphabetical list of agencies publishing in the CFR are also included in 
this volume.

[[Page vii]]

    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 202-741-6000 
or write to the Director, Office of the Federal Register, National 
Archives and Records Administration, 8601 Adelphi Road, College Park, MD 
20740-6001 or e-mail [email protected]

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ELECTRONIC SERVICES

    The full text of the Code of Federal Regulations, the LSA (List of 
CFR Sections Affected), The United States Government Manual, the Federal 
Register, Public Laws, Public Papers of the Presidents of the United 
States, Compilation of Presidential Documents and the Privacy Act 
Compilation are available in electronic format via www.ofr.gov. For more 
information, contact the GPO Customer Contact Center, U.S. Government 
Publishing Office. Phone 202-512-1800, or 866-512-1800 (toll-free). E-
mail, [email protected]
    The Office of the Federal Register also offers a free service on the 
National Archives and Records Administration's (NARA) World Wide Web 
site for public law numbers, Federal Register finding aids, and related 
information. Connect to NARA's web site at www.archives.gov/federal-
register.
    The e-CFR is a regularly updated, unofficial editorial compilation 
of CFR material and Federal Register amendments, produced by the Office 
of the Federal Register and the Government Publishing Office. It is 
available at www.ecfr.gov.

    Oliver A. Potts,
    Director,
    Office of the Federal Register.
    July 1, 2017.

                                
                                      
                            

  

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                               THIS TITLE

    Title 41--Public Contracts and Property Management consists of 
Subtitle A--Federal Procurement Regulations System [Note]; Subtitle B--
Other Provisions Relating to Public Contracts; Subtitle C--Federal 
Property Management Regulations System; Subtitle D is reserved for other 
provisions relating to property management, Subtitle E--Federal 
Information Resources Management Regulations System and Subtitle F--
Federal Travel Regulation System.

    As of July 1, 1985, the text of subtitle A is no longer published in 
the Code of Federal Regulations. For an explanation of the status of 
subtitle A, see 41 CFR chapters 1-100 (page 3).

    Other government-wide procurement regulations relating to public 
contracts appear in chapters 50 through 100, subtitle B.

    The Federal property management regulations in chapter 101 of 
subtitle C are government-wide property management regulations issued by 
the General Services Administration. In the remaining chapters of 
subtitle C are the implementing and supplementing property management 
regulations issued by individual Government agencies. Those regulations 
which implement chapter 101 are numerically keyed to it.

    The Federal Travel Regulation System in chapters 300-304 of subtitle 
F is issued by the General Services Administration.

    Title 41 is composed of four volumes. The chapters in these volumes 
are arranged as follows: Chapters 1-100, chapter 101, chapters 102-200, 
and chapter 201 to end. These volumes represent all current regulations 
codified under this title of the CFR as of July 1, 2017.

    For this volume, Cheryl E. Sirofchuck and Ann Worley were Chief 
Editors. The Code of Federal Regulations publication program is under 
the direction of John Hyrum Martinez, assisted by Stephen J. Frattini.

[[Page 1]]



           TITLE 41--PUBLIC CONTRACTS AND PROPERTY MANAGEMENT




                 (This book contains chapter 201 to End)

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

 SUBTITLE E--Federal Information Resources Management Regulations System

                                                                    Part
chapter 201 [Reserved]

              SUBTITLE F--Federal Travel Regulation System

chapter 300--General........................................       300-1

chapter 301--Temporary Duty (TDY) Travel Allowances.........       301-1

chapter 302--Relocation Allowances..........................       302-1

chapter 303--Payment of Expenses Connected With the Death of 
  Certain Employees.........................................       303-1

chapter 304--Payment of Travel Expenses From a Non-Federal 
  Source....................................................       304-1

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 Subtitle E--Federal Information Resources Management Regulations System



                         CHAPTER 201 [RESERVED]




[[Page 5]]

              Subtitle F--Federal Travel Regulation System

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                          CHAPTER 300--GENERAL




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

                       SUBCHAPTER A--INTRODUCTION
Part                                                                Page
300-1           The Federal Travel Regulation (FTR).........           9
300-2           How to use the FTR..........................           9
300-3           Glossary of terms...........................          10
                    SUBCHAPTER B--AGENCY REQUIREMENTS
300-70          Agency reporting requirements...............          19
300-80          Relocation expenses test programs...........          20
300-90          Telework travel expenses test programs......          22
300-91--300-99  
[Reserved]



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                        SUBCHAPTER A_INTRODUCTION





PART 300	1_THE FEDERAL TRAVEL REGULATION (FTR)--Table of Contents



Sec.
300-1.1  What is the FTR?
300-1.2  What is the purpose of the FTR?

    Authority: 5 U.S.C. 5707; 5 U.S.C. 5738; 5 U.S.C. 5741-5742; 20 
U.S.C. 905(a); 31 U.S.C. 1353; 40 U.S.C. 121(c); 49 U.S.C. 40118; E.O. 
11609, 3 CFR, 1971-1975 Comp., p. 586.

    Source: FTR Amdt. 70, 63 FR 15951, Apr. 1, 1998, unless otherwise 
noted.



Sec. 300-1.1  What is the FTR?

    The FTR is the regulation contained in 41 Code of Federal 
Regulations (CFR), Chapters 300 through 304, which implements statutory 
requirements and Executive branch policies for travel by Federal 
civilian employees and others authorized to travel at Government 
expense.



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

    There are two principal purposes:
    (a) To interpret statutory and other policy requirements in a manner 
that balances the need to assure that official travel is conducted in a 
responsible manner with the need to minimize administrative costs;
    (b) To communicate the resulting policies in a clear manner to 
Federal agencies and employees.



PART 300	2_HOW TO USE THE FTR--Table of Contents



                            Subpart A_General

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

                  Subpart B_Question and Answer Format

300-2.20  What is the purpose of the question & answer format?
300-2.21  How is the rule expressed in the question & answer format?
300-2.22  Who is subject to the FTR?
300-2.23  How is the user addressed in the FTR?

                  Subpart C_Title and Narrative Format

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

    Authority: 5 U.S.C. 5707; 5 U.S.C. 5738; 5 U.S.C. 5741-5742; 20 
U.S.C. 905(a); 31 U.S.C. 1353; 40 U.S.C. 121(c); 49 U.S.C. 40118; E.O. 
11609, 3 CFR, 1971-1975 Comp., p. 586.

    Source: FTR Amdt. 70, 63 FR 15951, Apr. 1, 1998, unless otherwise 
noted.



                            Subpart A_General



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

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



                   Subpart B_Question & Answer Format



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

    The Q&A format is an effective way to engage the reader and to break 
the information into manageable pieces.



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

    The rule is expressed in both the question and answer.



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

    Employees and agencies. Since the user may be an employee or an 
agency, portions of the FTR have been separated into employee and agency 
sections. However, while the employee provisions are addressed to the 
employee, the rules expressed in those provisions apply to the agency as 
well. The following lists the relevant employee and agency sections of 
the FTR:

------------------------------------------------------------------------
                                   The employee        And the agency
              For                   provisions         provisions are
                                   contained in         contained in
------------------------------------------------------------------------
Chapter 301...................  Subchapters A, B,  Subchapter D.
                                 and C.
Chapter 302...................  Subchapters A, B,  Subchapters A, B, C,
                                 C, D, E, and F.    D, E, and F.
Chapter 303...................  N/A..............  Part 303-70.
Chapter 304...................  Subchapter A.....  Subchapters B and C.
------------------------------------------------------------------------


[FTR Amdt. 70, 63 FR 15951, Apr. 1, 1998, as amended by FTR Amdt. 76, 64 
FR 2433, Jan. 14, 1999; FTR Amdt. 98, 66 FR 58195, Nov. 20, 2001; 67 FR 
7219, Feb. 15, 2002; FTR Amdt. 2003-02, 68 FR 12604, Mar. 17, 2003]

[[Page 10]]



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

    The FTR asks questions in the first person, as the user would. It 
then answers the questions in the second and third person. In the 
employee sections, the employee is addressed in the singular, and in the 
agency sections, the agency is addressed in the plural. The following 
describes how employee and agency are addressed in both sections:

----------------------------------------------------------------------------------------------------------------
                                                          The employee is referred to       And the agency is
     When you are in the       And you are looking at a              using                  referred to using
----------------------------------------------------------------------------------------------------------------
Employee section.............  Question................  I, me, or my.................  Agency.
                               Answer..................  You or your..................  Agency.
Agency section...............  Question................  Employee.....................  We, us, or our.
                               Answer..................  Employee.....................  You or your.
----------------------------------------------------------------------------------------------------------------



                  Subpart C_Title and Narrative Format



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

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



PART 300	3_GLOSSARY OF TERMS--Table of Contents



    Authority: 5 U.S.C. 5707; 40 U.S.C. 121(c); 49 U.S.C. 40118; 5 
U.S.C. 5738; 5 U.S.C. 5741-5742; 20 U.S.C. 905(a); 31 U.S.C. 1353; E.O 
11609, as amended, 3 CFR, 1971-1975 Comp., p. 586, Office of Management 
and Budget Circular No. A-126, revised May 22, 1992.



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

    Accompanied baggage--Government property and personal property of 
the traveler necessary for official travel.
    Actual expense--Payment of authorized actual expenses incurred, up 
to the limit prescribed by the Administrator of GSA or agency, as 
appropriate. Entitlement to reimbursement is contingent upon entitlement 
to per diem, and is subject to the same definitions and rules governing 
per diem.
    Agency--For purposes of chapter 302 agency means:
    (1) An executive agency as defined in Title 5 U.S.C. 105 (an 
executive department, an independent establishment, the Government 
Accountability Office, or a wholly owned Government corporation as 
defined in section 101 of the Government Corporation Control Act, as 
amended (31 U.S.C. 9101), but excluding a Government controlled 
corporation);
    (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.
    Aircraft management office--An agency component that has management 
control of Federal aircraft used by the agency or of aircraft hired as 
commercial aviation services (CAS).
    Amended value sale--Type of home sale transaction that occurs when 
the relocating employee receives a bona fide offer from a qualified 
buyer before the employee has accepted an appraised value offer from the 
relocation services company (RSC). The RSC amends its offer to match the 
outside sale price. An amended value sale is different from an amended 
from zero sale because an amended value sale occurs after an appraised 
value offer while an amended from zero sale occurs before an appraised 
value offer.
    Appraised value sale--Type of home sale transaction that occurs when 
the relocating employee accepts the offer from the RSC to buy the 
employee's home based upon the average of a specific number of 
appraisals conducted by designated certified appraisers.
    Approved accommodation--Any place of public lodging that is listed 
on the national master list of approved accommodations. The national 
master list of all approved accommodations is compiled, periodically 
updated, and published in the Federal Register by FEMA. Additionally, 
the approved accommodation list is available on the

[[Page 11]]

U.S. Fire Administration's Internet site at http://www.usfa.fema.gov/
hotel/index.htm.
    Automated-Teller-Machine (ATM) services--Government contractor-
provided ATM services that allow cash withdrawals from participating 
ATMs to be charged to a Government contractor-issued charge card.
    Buyer value option (BVO)--Type of home sale program with procedures 
the same as the amended value program, except that the RSC does not 
initially appraise the employee's home or make a guaranteed buy-out 
offer. The buy-out offer from the contractor is based on a bona fide 
offer received by the employee from a qualified buyer after marketing by 
the employee. Once a bona fide offer is received by the employee, the 
contractor offers to buy the home from the employee at a price based on 
the outside sale price.
    Commercial Aviation Services (CAS)--Commercial aviation services 
(CAS) include, for the exclusive use of an executive agency--
    (1) Leased aircraft;
    (2) Chartered or rented aircraft;
    (3) Commercial contracts for full aviation services (i.e., aircraft 
plus related aviation services) or acquisition of full services through 
inter-service support agreements (ISSA) with other agencies; or
    (4) Related services (i.e., services but not aircraft) obtained by 
commercial contract or ISSA, except those services acquired to support 
Federal aircraft.
    Common carrier--Private-sector supplier of air, rail or bus 
transportation.
    Commuted rate--A price rate used to calculate a set amount to be 
paid to an employee for the transportation and temporary storage of his/
her household goods. It includes cost of line-haul transportation, 
packing/unpacking, crating/uncrating, drayage incident to transportation 
and other accessorial charges and costs of temporary storage within 
applicable weight limit for storage including handling in/out charges 
and necessary drayage.
    Conference--A meeting, retreat, seminar, symposium or event that 
involves attendee travel. The term ``conference'' also applies to 
training activities that are considered to be conferences under 5 CFR 
410.404.
    Continental United States (CONUS)--The 48 contiguous States and the 
District of Columbia.
    Contract carriers--U.S. certificated air carriers which are under 
contract with the government to furnish Federal employees and other 
persons authorized to travel at Government expense with passenger 
transportation service. This also includes GSA's scheduled airline 
passenger service between selected U.S. cities/airports and between 
selected U.S. and international cities/airports at reduced fares.
    Crewmember--A person assigned to operate or assist in operating an 
aircraft. Performs duties directly related to the operation of the 
aircraft (e.g., as pilots, co-pilots, flight engineers, navigators) or 
duties assisting in operation of the aircraft (e.g., as flight 
directors, crew chiefs, electronics technicians, mechanics). If a 
crewmember is onboard for the purpose of travel, (i.e., being 
transported from point to point) he/she must be authorized to travel in 
accordance with rules in 41 CFR 301-10.260 through 301-10.266 and 41 CFR 
301-70.800 through 301-70.903.
    Dependent--An immediate family member of the employee.
    Domestic partner--An adult in a domestic partnership with an 
employee of the same-sex.
    Domestic partnership--A committed relationship between two adults of 
the same sex, in which they--
    (1) Are each other's sole domestic partner and intend to remain so 
indefinitely;
    (2) Maintain a common residence, and intend to continue to do so (or 
would maintain a common residence but for an assignment abroad or other 
employment-related, financial, or similar obstacle);
    (3) Are at least 18 years of age and mentally competent to consent 
to contract;
    (4) Share responsibility for a significant measure of each other's 
financial obligations;
    (5) Are not married or joined in a civil union to anyone else;
    (6) Are not a domestic partner of anyone else;

[[Page 12]]

    (7) Are not related in a way that, if they were of opposite sex, 
would prohibit legal marriage in the U.S. jurisdiction in which the 
domestic partnership was formed;
    (8) Are willing to certify, if required by the agency, that they 
understand that willful falsification of any documentation required to 
establish that an individual is in a domestic partnership may lead to 
disciplinary action and the recovery of the cost of benefits received 
related to such falsification, as well as constitute a criminal 
violation under 18 U.S.C. 1001, and that the method for securing such 
certification, if required, shall be determined by the agency;
    (9) Are willing promptly to disclose, if required by the agency, any 
dissolution or material change in the status of the domestic 
partnership; and
    (10) Certify that they would marry but for the failure of their 
state or other jurisdiction (or foreign country) of residence to permit 
same-sex marriage.

    Note to definition of ``Domestic partnership'': The definition of 
``Domestic partnership'' requires that the partners ``share 
responsibility for a significant measure of each other's financial 
obligations.'' This criterion requires only that there be financial 
interdependence between the partners and should not be interpreted to 
exclude partnerships in which one partner stays at home while the other 
is the primary breadwinner.

    E-Gov Travel Service (ETS)--The Government-contracted, end-to-end 
travel management service that automates and consolidates the Federal 
travel process in a self-service Web-centric environment, covering all 
aspects of official travel, including travel planning, authorization, 
reservations, ticketing, expense reimbursement, and travel management 
reporting. The eTS provides the services of a Federal travel management 
program as specified in Sec. 301-73.1(a), (b), and (e) of this title.
    Employee with a disability (also see Special Needs)--
    (a) An employee who has a disability as defined in paragraph (b) of 
this definition and is otherwise generally covered under the 
Rehabilitation Act of 1973, as amended (29 U.S.C. 701-797b).
    (b) ``Disability,'' with respect to an employee, means:
    (1) Having a physical or mental impairment that substantially limits 
one or more major life activities;
    (2) Having a record of such an impairment;
    (3) Being regarded as having such an impairment; but
    (4) Does not include an individual who is currently engaging in the 
illegal use of drugs, when the covered entity acts on the basis of such 
use.
    (c) ``Physical or mental impairment'' means:
    (1) Any physiological disorder or condition, cosmetic disfigurement, 
or anatomical loss affecting one or more of the following body systems: 
neurological, musculoskeletal, special sense organ, respiratory 
(including speech organs), cardiovascular, reproductive, digestive, 
genitourinary, hemic and lymphatic, skin, and endocrine; or
    (2) Any mental or psychological disorder (e.g., mental retardation, 
organic brain syndrome, emotional or mental illness and specific 
learning disabilities).
    (3) The term ``physical or mental impairment'' includes, but is not 
limited to, such diseases and conditions as cerebral palsy, epilepsy, 
muscular dystrophy, multiple sclerosis, cancer, heart disease, diabetes, 
mental retardation, emotional illness, and orthopedic, visual, speech 
and hearing impairments.
    (d) ``Major life activities'' means functions such as caring for 
oneself, performing manual tasks, walking, seeing, hearing, speaking, 
breathing, learning and working.
    (e) ``Has a record of such an impairment'' means the employee has a 
history of, or has been classified as having, a mental or physical 
impairment that substantially limits one or more major life activities.
    (f) ``Is regarded as having such an impairment'' means the employee 
has:
    (1) A physical or mental impairment that does not substantially 
limit major life activities but the impairment is treated by the agency 
as constituting such a limitation;
    (2) A physical or mental impairment that substantially limits major 
life activities as a result of the attitudes of others toward such an 
impairment; or

[[Page 13]]

    (3) None of the impairments defined under ``physical or mental 
impairment'', but is treated by the employing agency as having a 
substantially limiting impairment.
    Executive agency--An entity of the executive branch that is an 
``executive agency'' as defined in section 105 of title 5 U.S.C.
    Extended storage--Storage of household goods while an employee is 
assigned to an official station or post of duty to which he/she is not 
authorized to take or unable to use the household goods or is authorized 
in the public interest. Also referred to as nontemporary storage.
    Family (see Immediate family)
    Federal traveler--For the purposes of 41 CFR 301-10.260-266 and 301-
70.800-910, a person who travels on a Government aircraft and who is 
either--
    (1) A civilian employee in the Government service;
    (2) A member of the uniformed or foreign services of the United 
States Government; or
    (3) A contractor working under a contract with an executive agency.
    Foreign air carrier--An air carrier who is not holding a certificate 
issued by the United States under 49 U.S.C. 41102.
    Foreign area (see also non-foreign area)--Any area, including the 
Trust Territories of the Pacific Islands, situated both outside CONUS 
and the non-foreign areas.
    Full coach fare--The price of a coach fare available to the general 
public on a scheduled air carrier between the day that the travel was 
planned and the day the travel occurred.
    Furnished meal--A meal provided to an employee, either directly from 
the Government or as a result of the Government paying a registration 
fee or other cost which allows the employee to attend a conference or 
other event. If the Government has already paid for a meal, the employee 
must deduct the allocated amount when filing their travel voucher.
    Government aircraft--An aircraft that is operated for the exclusive 
use of an executive agency and is a--
    (a) Federal aircraft, which an executive agency owns (i.e., holds 
title to) or borrows for any length of time under a bailment or 
equivalent loan agreement. See 41 CFR 102-33.20 for definition of all 
terms related to Federal aircraft, or
    (b) Commercial aircraft hired as commercial aviation services (CAS), 
which an executive agency--
    (1) Leases or lease-purchases with the intent to take title,
    (2) Charters or rents, or
    (3) Hires as part of a full-service contract or inter-service 
support agreement (ISSA).
    Government contractor-issued individually billed charge card--A 
Government contractor-issued charge card used by authorized individuals 
to pay for official travel and transportation related expenses for which 
the contractor bills the employee.
    Government-furnished automobile--An automobile (or ``light truck,'' 
as defined in 41 CFR 101-38 including vans and pickup trucks) that is:
    (a) Owned by an agency,
    (b) Assigned or dispatched to an agency from GSA Fleet, or
    (c) Leased by the Government for a period of 120 days or longer from 
a commercial source.
    Government-furnished vehicle--A Government-furnished automobile or a 
Government aircraft.
    Government Transportation Request (GTR) (Standard Form 1169)--A 
Government document used to procure common carrier transportation 
services. The document obligates the Government to pay for 
transportation services provided.
    Household Goods (HHG)--Property, unless specifically excluded, 
associated with the home and all personal effects belonging to an 
employee and immediate family members on the effective date of the 
employee's change of official station orders (the day the employee 
reports for duty at the new official station) that legally may be 
accepted and transported by a commercial HHG carrier.
    (1) HHG also includes:
    (i) Professional Books, papers and equipment (PBP&E);
    (ii) Spare parts of a POV (see definition of POV) and a pickup truck 
tailgate when removed;
    (iii) Integral or attached vehicle parts that must be removed due to 
high vulnerability to pilferage or damage,

[[Page 14]]

(e.g., seats, tops, wench, spare tire, portable auxiliary gasoline 
can(s) and miscellaneous associated hardware);
    (iv) Consumable goods for employees assigned to locations where the 
Department of State has determined that such goods are necessary;
    (v) Vehicles other than POVs (such as motorcycles, mopeds, jet 
skies, snowmobiles, golf carts, boats (e.g., boat, sailboat, canoe, 
skiff, rowboat, dinghies, sculls and kayak, mounted or unmounted on 
trailers)) of reasonable size.
    (vi) Ultralight Vehicles (defined in 14 CFR part 103 as being single 
occupant, for recreation or sport purposes, weighing less than 155 
pounds if unpowered or less than 254 pounds if powered, having a fuel 
capacity NTE 5 gallons, airspeed NTE 55 knots, and power-off stall speed 
NTE 24 knots).
    (vii) Unaccompanied Air Baggage (UAB)--Unaccompanied air baggage 
includes personal items and equipment (e.g., pots, pans, light 
housekeeping items, collapsible items such as cribs, playpens, and baby 
carriages, and other articles required for the care of the family) that 
may be shipped by air in accordance with Chapter 302 of this Subtitle. 
Household items (i.e., refrigerators, washing machines, and other major 
appliances or furniture) are not eligible as UAB.
    (2) HHG does not include:
    (i) Personal baggage when carried free on tickets;
    (ii) Automobiles, trucks, vans and similar motor vehicles, mobile 
homes, camper trailers, and farming vehicles;
    (iii) Live animals including birds, fish, reptiles;
    (iv) Cordwood and building materials;
    (v) HHG for resale, disposal or commercial use rather than for use 
by employee and immediate family members;
    (vi) Privately owned live ammunition; and
    (vii) Propane gas tanks.
    (3) Federal, State and local laws or carrier regulations may 
prohibit commercial shipment of certain articles not included in 
paragraph (2) of this definition. These articles frequently include:
    (i) Property liable to impregnate or otherwise damage equipment or 
other property (e.g., hazardous articles including explosives, flammable 
and corrosive material, poisons);
    (ii) Articles that cannot be taken from the premises without damage 
to the article or premises;
    (iii) Perishable articles (including frozen foods) articles 
requiring refrigeration, or perishable plants unless;
    (a) Shipment is to be transported not more than 150 miles and/or 
delivery accomplished within 24 hours from the time of loading,
    (b) No storage is required, and
    (c) No preliminary or en route services (e.g., watering or other 
preservative method) is required of the carrier.
    Household Goods-weight additive--A weight, per linear foot of a 
specific item, added to the net weight of the household goods shipment 
to compensate for the excessive van space used by the item. The item 
must be stated in the Household Goods tariff as qualifying for a weight 
additive before a charge can be assessed. Weight additives do not apply 
if an article is capable of being conveniently hand-carried by one 
person and/or transported in a standard moving carton.
    Immediate family--Any of the following named members of the 
employee's household at the time he/she reports for duty at the new 
permanent duty station or performs other authorized travel involving 
family members:
    (1) Spouse;
    (2) Domestic partner;
    (3) Children of the employee, of the employee's spouse, or of the 
employee's domestic partner, who are unmarried and under 21 years of age 
or who, regardless of age, are physically or mentally incapable of self-
support. (The term ``children'' shall include natural offspring; 
stepchildren; adopted children; grandchildren, legal minor wards or 
other dependent children who are under legal guardianship of the 
employee, of the employee's spouse, or of the domestic partner; and an 
unborn child(ren) born and moved after the employee's effective date of 
transfer.);
    (4) Dependent parents (including step and legally adoptive parents) 
of the employee, of the employee's spouse, or of the employee's domestic 
partner; and
    (5) Dependent brothers and sisters (including step and legally 
adoptive

[[Page 15]]

brothers and sisters) of the employee, of the employee's spouse, or of 
the employee's domestic partner, who are unmarried and under 21 years of 
age or who, regardless of age, are physically or mentally incapable of 
self-support.
    Interviewee--An individual who is being considered for employment by 
an agency. The individual may currently be a Government employee.
    Invitational travel--Authorized travel of individuals either not 
employed or employed (under 5 U.S.C. 5703) intermittently in the 
Government service as consultants or experts and paid on a daily when-
actually-employed basis and for individuals serving without pay or at $1 
a year when they are acting in a capacity that is directly related to, 
or in connection with, official activities of the Government. Travel 
allowances authorized for such persons are the same as those normally 
authorized for employees in connection with TDY.
    Lodgings-plus per diem system--The method of computing per diem 
allowances for official travel in which the per diem allowance for each 
travel day is established on the basis of the actual amount the traveler 
pays for lodging, plus an allowance for meals and incidental expenses 
(M&IE), the total of which does not exceed the applicable maximum per 
diem rate for the location concerned.
    Mandatory mobility agreement--Agreement requiring employee 
relocation to enhance career development and progression and/or achieve 
mission effectiveness.
    Marriage--A legal union between individuals that was entered into in 
a state or other jurisdiction (or foreign country) whose laws authorize 
the marriage, even if the married couple is domiciled in a state or 
other jurisdiction (or foreign country) that does not recognize the 
validity of the marriage. The term also includes common law marriage in 
a state or other jurisdiction (or foreign country) where such marriages 
are recognized, so long as they are proven according to the applicable 
state, other jurisdiction, or foreign laws. The term marriage does not 
include registered domestic partnerships, civil unions, or other similar 
formal relationships recognized under state or other jurisdiction (or 
foreign country) law that are not denominated as a marriage under that 
state's or other jurisdiction (or foreign country's) law.
    Mobile home--Any type of house trailer or mobile dwelling 
constructed for use as a residence and designed to be moved overland, 
either by self-propulsion or towing. Also, a boat (houseboat, yacht, 
sailboat, etc.) when used as the employee's primary residence.
    Non-Federal traveler--For the purposes of 41 CFR 301-10.260 through 
301-10.266 and 41 CFR 301-70.800 through 301-70.910, an individual who 
travels on a Government aircraft, but is not a Federal traveler. 
Dependents and other family members of Federal travelers who travel on 
Government aircraft are considered to be non-Federal travelers within 
this regulation.
    Non-foreign area--The states of Alaska and Hawaii, the Commonwealths 
of Puerto Rico and the Northern Mariana Islands, Guam, the U.S. Virgin 
Islands, and the territories and possessions of the United States 
(excludes the former Trust Territories of the Pacific Islands, which are 
considered foreign areas for the purposes of the FTR).
    Official station--An area defined by the agency that includes the 
location where the employee regularly performs his or her duties or an 
invitational traveler's home or regular place of business (see Sec. 301-
1.2). The area may be a mileage radius around a particular point, a 
geographic boundary, or any other definite domain, provided no part of 
the area is more than 50 miles from where the employee regularly 
performs his or her duties or from an invitational traveler's home or 
regular place of business. If the employee's work involves recurring 
travel or varies on a recurring basis, the location where the work 
activities of the employee's position of record are based is considered 
the regular place of work.
    Official travel--Travel under an official travel authorization from 
an employee's official station or other authorized point of departure to 
a temporary duty location and return from a temporary duty location, 
between two temporary duty locations, or relocation at the direction of 
a Federal agency.

[[Page 16]]

    Passenger--In relation to use of Government aircraft, a passenger is 
any person who flies onboard a Government aircraft, but who is not a 
crewmember or qualified non-crewmember.
    Per diem allowance--The per diem allowance (also referred to as 
subsistence allowance) is a daily payment instead of reimbursement for 
actual expenses for lodging (excluding taxes), meals, and related 
incidental expenses. The per diem allowance is separate from 
transportation expenses and other miscellaneous expenses. The per diem 
allowance covers all charges and services, including any service charges 
where applicable. Lodging taxes in the United States are excluded from 
the per diem allowance and are reimbursed as a miscellaneous expense. In 
foreign locations, lodging taxes are part of the per diem allowance and 
are not a miscellaneous expense. The per diem allowance covers the 
following:
    (a) Lodging. Includes expenses, except lodging taxes in the United 
States, for overnight sleeping facilities, baths, personal use of the 
room during daytime, telephone access fee, and service charges for fans, 
air conditioners, heaters and fires furnished in the room when such 
charges are not included in the room rate.
    (b) Meals. Expenses for breakfast, lunch, dinner and related tips 
and taxes (specifically excluded are alcoholic beverage and 
entertainment expenses, and any expenses incurred for other persons).
    (c) Incidental expenses. Fees and tips given to porters, baggage 
carriers, hotel staff, and staff on ships.
    Place of public accommodation--Any inn, hotel, or other 
establishment within a State that provides lodging to transient guests, 
excluding:
    (a) An establishment owned by the Federal Government;
    (b) An establishment treated as an apartment building by State or 
local law or regulation; or
    (c) An establishment containing not more than 5 rooms for rent or 
hire that is also occupied as a residence by the proprietor of that 
establishment.
    Post of duty--An official station outside CONUS.
    Privately owned aircraft--An aircraft that is owned or leased by an 
employee for personal use. It is not owned, leased, chartered, or rented 
by a Government agency, nor is it rented or leased by an employee for 
use in carrying out official Government business.
    Privately owned automobile--A car or light truck (including vans and 
pickup trucks) that is owned or leased for personal use by an 
individual.
    Privately Owned Vehicle (POV)--Any vehicle such as an automobile, 
motorcycle, aircraft, or boat operated by an individual that is not 
owned or leased by a Government agency, and is not commercially leased 
or rented by an employee under a Government rental agreement for use in 
connection with official Government business.
    Professional Books, Papers and Equipment (PBP&E)--Includes, but is 
not limited to, the following items in the employee's possession when 
needed by the employee in the performance of his/her official duties:
    (1) Reference material;
    (2) Instruments, tools, and equipment peculiar to technicians, 
mechanics and members of the professions;
    (3) Specialized clothing (e.g., diving suits, flying suits, helmets, 
band uniforms, religious vestments and other special apparel); and
    (4) Communications equipment used by the employee in association 
with the MARS (see DoD 4650.2, Military Affiliate Radio System (MARS) 
which is available electronically from the world wide web at http://
web7.whs.osd.mil).
    Qualified non-crewmember--A person flying onboard a Government 
aircraft whose skills or expertise are required to perform or are 
associated with performing the non-travel related Governmental function 
for which the aircraft is being operated (qualified non-crewmembers may 
be researchers, law enforcement agents, firefighters, agricultural 
engineers, biologists, etc.). If a qualified non-crewmember is onboard 
for the purpose of travel (i.e., being transported from point to point) 
in addition to performing his/her duties related to the non-travel 
related Governmental function for which the aircraft is being operated 
(e.g., when a scientist conducts an experiment at the same time he/she 
is also on the aircraft for the purpose of traveling from point to 
point), he/she must be authorized to

[[Page 17]]

travel in accordance with rules in 41 CFR parts 301-10 and 301-70.
    Reduced per diem--Your agency may authorize a reduced per diem rate 
when there are known reductions in lodging and meal costs or when your 
subsistence costs can be determined in advance and are lower than the 
prescribed per diem rate.
    Relocation service company (RSC)--A third-party supplier under 
contract with an agency to assist a transferred employee in relocating 
to the new official station. Services may include: Homesale programs, 
home inspection, home marketing assistance, home finding assistance, 
property management services, shipment and storage of household goods, 
voucher review and payment, relocation counseling, and similar items.
    Required use travel--Travel by Federal travelers that requires use 
of a Government aircraft to meet bona fide communications needs (e.g., 
24-hour secure communications), security requirements (e.g., highly 
unusual circumstances that present a clear and present danger), or 
exceptional scheduling requirements (e.g., a national emergency or other 
compelling operational considerations) of an executive agency. Required 
use travel must be approved according to Sec. 301-10.262(a) and 
Sec. 301-70.803(a) of this title.
    Senior Federal official--An individual who is paid according to the 
Executive Schedule established by 5 U.S.C. 53, Subchapter II, including 
Presidential appointees who are confirmed by the Senate; employed in the 
U.S. Government's Senior Executive Service or an equivalent ``senior'' 
service; who is a civilian employee of the Executive Office of the 
President; who is appointed by the President to a position under section 
105(a)(2)(A), (B), or (C) of title 3 U.S.C. or by the Vice President to 
a position under section 106(a)(1)(A), (B), or (C) of title 3 U.S.C; or 
who is a contractor working under a contract with an executive agency, 
is paid at a rate equal to or more than the minimum rate for the Senior 
Executive Service, and has senior executive responsibilities. The term 
senior Federal official, as used in the Federal Travel Regulation does 
not mean an active duty military officer.
    Space available travel--Travel in space available on a Government 
aircraft that is already scheduled for an official purpose.
    Special conveyance--Commercially rented or hired vehicles other than 
a privately owned vehicle and other than those owned or under contract 
to an agency.
    Special needs (also see Employee with a disability)--Physical 
characteristics of a traveler not necessarily defined under disability. 
Such physical characteristics could include, but are not limited to, the 
weight or height of the traveler.
    Spouse--Any individual who is lawfully married (unless legally 
separated), including an individual married to a person of the same sex 
who was legally married in a state or other jurisdiction (including a 
foreign county), that recognizes such marriages, regardless of whether 
or not the individual's state of residency recognizes such marriages. 
The term ``spouse'' does not include individuals in a formal 
relationship recognized by a state, which is other than lawful marriage; 
it also does not include individuals in a marriage in a jurisdiction 
outside the United States that is not recognized as a lawful marriage 
under United States law.
    Subsistence expenses--Expenses such as:
    (a) Lodging and service charges;
    (b) Meals, including taxes and tips; and
    (c) Incidental expenses (see incidental expenses under the 
definition of per diem allowance).
    Temporary duty (TDY) location--A place, away from an employee's 
official station, where the employee is authorized to travel.
    Temporary storage--Storage of HHG for a limited period of time at 
origin, destination or en route in connection with transportation to, 
from, or between official station or post of duty or authorized 
alternate points. Also referred to as storage-in-transit (SIT).
    Transit system--A form of transportation (e.g., air, rail, bus, 
ship, etc.) used between authorized locations in the performance of 
official travel.

[[Page 18]]

    Travel advance--Prepayment of estimated travel expenses paid to an 
employee.
    Travel authorization (Orders)--Written permission to travel on 
official business. There are three basic types of travel authorizations 
(orders):
    (a) Unlimited open. An authorization allowing an employee to travel 
for any official purpose without further authorization.
    (b) Limited open. An authorization allowing an employee to travel on 
official business without further authorization under certain specific 
conditions, i.e., travel to specific geographic area(s) for specific 
purpose(s), subject to trip cost ceilings, or for specific periods of 
time.
    (c) Trip-by-trip. An authorization allowing an individual or group 
of individuals to take one or more specific official business trips, 
which must include specific purpose, itinerary, and estimated costs.
    Travel claim (Voucher)--A written request, supported by 
documentation and receipts where applicable, for reimbursement of 
expenses incurred in the performance of official travel, including 
permanent change of station (PCS) travel.
    Travel Management Service (TMS)--A service for booking common 
carrier (e.g., air, rail, and bus confirmations and seat assignments), 
lodging accommodations, and car rental services; fulfilling (i.e. 
ticketing) reservations; providing basic management information on those 
activities; and meeting other requirements as specified in Sec. 301-
73.106 of this title. A TMS may include a travel management center 
(TMC), Commercial Ticket Office (CTO), an electronically available 
system, other commercial methods of arranging travel, or an in-house 
system.
    United States--The 48 contiguous States, the District of Columbia 
and the States and areas defined under the term ``Non-Foreign Area.''

[FTR Amdt. 70, 63 FR 15951, Apr. 1, 1998]

    Editorial Note: For Federal Register citations affecting Sec. 300-
3.1, see the List of CFR Sections Affected, which appears in the Finding 
Aids section of the printed volume and at www.fdsys.gov.

[[Page 19]]



                    SUBCHAPTER B_AGENCY REQUIREMENTS





PART 300	70_AGENCY REPORTING REQUIREMENTS--Table of Contents



Subpart A_Requirement To Report Agency Payments for Employee Travel and 
                               Relocation

Sec.
300-70.1  What are the requirements for reporting payments for employee 
          travel and relocation?
300-70.2  What information must we report, and when must we report it?
300-70.3  How long will we have to respond to the travel survey?
300-70.4  How do we respond to the travel survey if we have major 
          suborganizations?

     Subpart B_Requirement To Report Use of Other Than Coach-Class 
                      Transportation Accommodations

300-70.100  Who must report use of other than coach-class transportation 
          accommodations?
300-70.101  Where can we find what information we are required to 
          report?
300-70.102  How often must we report the required information?
300-70.103  Are there any exceptions to the reporting requirement?

Subpart C [Reserved]

    Authority: 5 U.S.C. 5707; 5 U.S.C. 5738; 5 U.S.C. 5741-5742; 20 
U.S.C. 905(a); 31 U.S.C. 1353; 40 U.S.C. 121(c); 49 U.S.C. 40118; E.O. 
11609, as amended, 3 CFR, 1971-1975 Comp., p. 586.

    Source: FTR Amdt. 70, 63 FR 15953, Apr. 1, 1998, unless otherwise 
noted.



Subpart A_Requirement To Report Agency Payments for Employee Travel and 
                               Relocation



Sec. 300-70.1  What are the requirements for reporting payments for
employee travel and relocation?

    Agencies (as defined in Sec. 301-1.1 of this subtitle) that spent 
more than $5 million on travel and transportation payments, including 
relocation, during the fiscal year immediately preceding the survey year 
must report such total agency payments annually, as described in this 
part:
    (a) Specific information on reporting payments for temporary duty 
travel are in this subpart.
    (b) Specific information on reporting payments for employee 
relocation are in part 302-1 of this subtitle.

[FTR Amdt. 2011-01, 76 FR 18335, Apr. 1, 2011]



Sec. 300-70.2  What information must we report, and when must we report
it?

    GSA provides the list of data elements, the report formats, and the 
due dates in a series of FTR Bulletins. GSA coordinates these FTR 
Bulletins with the affected agencies and updates them as necessary. FTR 
Bulletins are available through: http://www.gsa.gov/ftr.

[FTR Amdt. 2011-01, 76 FR 18335, Apr. 1, 2011]



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

    The survey will specify the due date. The head of your agency must 
appoint a designee at the headquarters level responsible for ensuring 
that the survey is completed and returned to GSA by the due date. Upon 
receiving a survey, you must submit the designee's name, address, and 
telephone number to the Director, Travel Management Policy Division 
(MTT), Office of Governmentwide Policy, General Services Administration, 
Washington, DC 20405.

[FTR Amdt. 70, 63 FR 15953, Apr. 1, 1998, as amended by FTR Amdt. 2007-
05, 72 FR 61537, Oct. 31, 2007]



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

    If you have major suborganizations, you must submit responses as 
follows:
    (a) A separate response from each suborganization which spent more 
than $5 million for travel and relocation during the fiscal year 
immediately preceding the survey year;
    (b) A consolidated response covering all your suborganizations which 
did not spend more than $5 million for travel and relocation during the 
fiscal year immediately preceding the survey year; and

[[Page 20]]

    (c) A consolidated response which covers all components of your 
agency.



     Subpart B_Requirement To Report Use of Other Than Coach- Class 
                      Transportation Accommodations



Sec. 300-70.100  Who must report use of other than coach-class 
transportation accommodations?

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



Sec. 300-70.101  Where can we find what information we are required 
to report?

    GSA will issue a Bulletin which will inform agencies of the required 
information and reporting format(s) for any trip in which the agency 
authorized and paid for transportation that exceeded the use of coach-
class or lowest first-class accommodations. Negative submissions are 
required. Bulletins regarding the Federal Travel Regulation are located 
on the Internet at www.gsa.gov/bulletin.

[FTR Amdt. 2009-06, 74 FR 55146, Oct. 27, 2009]



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

    You must annually submit the required information to GSA no later 
than 60 days after the end of each fiscal year.

[FTR Amdt. 2009-06, 74 FR 55146, Oct. 27, 2009]



Sec. 300-70.103  Are there any exceptions to the reporting requirement?

    Yes. You are not required to report data that is protected from 
public disclosure by statute or Executive Order. However, you are 
required to submit, in a cover letter to GSA, the following aggregate 
information.
    (a) Aggregate number of authorized other than coach-class trips that 
are protected from disclosure;
    (b) Total cost of actual other than coach-class fares paid that 
exceeded the coach-class fare; and
    (c) Total cost of coach class fares that would have been paid for 
the same travel.

    Note to Sec. 300-70.103: If the aggregate information is also 
protected from public disclosure then a negative report must be 
submitted to GSA.

[FTR Amdt. 2009-06, 74 FR 55146, Oct. 27, 2009]

Subpart C [Reserved]



PART 300	80_RELOCATION EXPENSES TEST PROGRAMS--Table of Contents



Sec.
300-80.1  What is a relocation expenses test program?
300-80.2  Who may authorize test programs?
300-80.3  What must be done to apply for test program authority?
300-80.4  How many test programs may be authorized by GSA throughout the 
          Government?
300-80.5  What factors will GSA consider in approving a request for a 
          relocation expenses test program?
300-80.6  What limits are there to test programs?
300-80.7  How long is the duration of test programs?
300-80.8  What must we do to apply for a test program extension?
300-80.9  What reports are required for a test program?

    Authority: 5 U.S.C. 5707, 5738, and 5739.

    Source: FTR Amdt. 83, 64 FR 28881, May 27, 1999, unless otherwise 
noted.



Sec. 300-80.1  What is a relocation expenses test program?

    It is a program to permit agencies to test new and innovative 
methods of reimbursing relocation expenses without seeking a waiver of 
current rules or authorizing legislation.

[FTR Amdt. 83, 64 FR 28881, May 27, 1999, as amended by FTR Amdt. 2007-
04, 72 FR 51374, Sept. 7, 2007]



Sec. 300-80.2  Who may authorize test programs?

    The Administrator of General Services may authorize an agency to 
conduct tests when the Administrator determines such tests to be in the 
interest of the Government.

[FTR Amdt. 83, 64 FR 28881, May 27, 1999, as amended by FTR Amdt. 2007-
04, 72 FR 51374, Sept. 7, 2007]



Sec. 300-80.3  What must be done to apply for test program authority?

    The head of the agency or designee must design the test program to 
enhance cost savings or other efficiencies

[[Page 21]]

to the Government and submit in writing to the Administrator of General 
Services (Attention: MTT), 1800 F Street, NW, Washington, DC 20405:
    (a) An explanation of the test program;
    (b) If applicable, the specific provisions of the FTR from which the 
agency is deviating;
    (c) An analysis of the expected costs and benefits; and
    (d) A set of criteria for evaluating the effectiveness of the 
program.

[FTR Amdt. 83, 64 FR 28881, May 27, 1999, as amended by FTR Amdt. 2007-
04, 72 FR 51374, Sept. 7, 2007]



Sec. 300-80.4  How many test programs may be authorized by GSA throughout
the government?

    No more than 12 relocation expense test programs may be conducted at 
the same time.

[FTR Amdt. 83, 64 FR 28881, May 27, 1999, as amended by FTR Amdt. 2007-
04, 72 FR 51374, Sept. 7, 2007; FTR Amdt. 2010-03, 75 FR 58330, Sept. 
24, 2010]



Sec. 300-80.5  What factors will GSA consider in approving a request
for a relocation expenses test program?

    The following factors will be considered:
    (a) Potential savings to the Government.
    (b) Application of results to other agencies.
    (c) Feasibility of successful implementation.
    (d) Number of tests, if any, already authorized to the same 
activity.
    (e) Whether the request meets the requirements of Sec. 300-80.3.
    (f) Other agency requests under consideration at the time of 
submission.
    (g) Uniqueness of proposed test.



Sec. 300-80.6  What limits are there to test programs?

    When authorized by the Administrator of General Services, the agency 
may pay any necessary relocation expenses in lieu of payments authorized 
or required under 5 U.S.C. chapter 57, subchapter II.

[FTR Amdt. 2007-04, 72 FR 51374, Sept. 7, 2007, as amended by FTR Amdt. 
2010-03, 75 FR 58330, Sept. 24, 2010]



Sec. 300-80.7  How long is the duration of test programs?

    The duration of a test program is up to four years from the date of 
authorization unless terminated prior to that time by the Administrator 
of General Services. The agency conducting a test program may also 
terminate the test program at any time by providing written notice of 
the termination to the Administrator of General Services. The 
Administrator of General Services may grant test program extensions of 
up to an additional four years (see Sec. 300-80.8).

[FTR Amdt. 2010-03, 75 FR 58330, Sept. 24, 2010]



Sec. 300-80.8  What must we do to apply for a test program extension?

    The head of the agency or designee must submit a request to extend 
the test program to the Administrator of General Services (Attention: 
MTT), 1800 F Street, NW., Washington, DC 20405, not later than 120 days 
prior to the expiration of the test period. The request for extension 
must contain the test program results to that date and clearly enumerate 
the benefits, qualitatively or quantitatively or both, of granting a 
test program extension and must specify the duration of time for which 
an extension is requested.

[FTR Amdt. 2010-03, 75 FR 58330, Sept. 24, 2010]



Sec. 300-80.9  What reports are required for a test program?

    (a) The Administrator of General Services must submit a copy of any 
test program approved or extended to Congress at least 30 days before 
the effective date of the authorized test program.
    (b) The agency authorized to conduct the test program must submit 
the following reports:
    (1) An annual report on the progress of the test, submitted to the 
General Services Administration, Office of Governmentwide Policy, Office 
of Travel, Transportation and Asset Management (Attention MTT), 
Washington, DC 20405. The Administrator or designee may terminate the 
test program approval for failure to comply with these reporting 
requirements; and

[[Page 22]]

    (2) A final report on the results of the test program must be 
submitted to the General Services Administration, Office of 
Governmentwide Policy, Office of Travel, Transportation and Asset 
Management (Attention MTT), Washington, DC 20405, and to the appropriate 
committees of Congress within 3 months after completion of the program.
    (c) All reports must include quantitative or qualitative 
assessments, or both, clearly evaluating the results of the test program 
and enumerating benefits and costs.

[FTR Amdt. 83, 64 FR 28881, May 27, 1999. Redesignated and amended by 
FTR Amdt. 2007-04, 72 FR 51374, Sept. 7, 2007. Further redesignated and 
amended by FTR Amdt. 2010-03, 75 FR 58330, Sept. 24, 2010]



PART 300	90_TELEWORK TRAVEL EXPENSES TEST PROGRAMS
--Table of Contents



Sec.
300-90.1  What is a telework travel expenses test program?
300-90.2  Who may authorize test programs?
300-90.3  What must be done to apply for test program authority?
300-90.4  How many test programs may be authorized by GSA throughout the 
          Government?
300-90.5  What factors will GSA consider in approving a request for a 
          telework travel test program?
300-90.6  What is authorized under the test programs?
300-90.7  What is the duration of test programs?
300-90.8  What must we do to apply for a test program extension?
300-90.9  What reports are required for a test program?

    Authority: 5 U.S.C. 5707 and 5711.

    Source: 78 FR 73703, Dec. 9, 2013, unless otherwise noted.



Sec. 300-90.1  What is a telework travel expenses test program?

    It is a program that permits an agency to test new and innovative 
methods of reimbursing telework travel expenses without seeking a waiver 
of current rules or authorizing legislation.



Sec. 300-90.2  Who may authorize test programs?

    The Administrator of General Services may authorize agencies to 
conduct test programs when the Administrator determines the proposed 
tests to be in the interest of the Government.



Sec. 300-90.3  What must be done to apply for test program authority?

    The head of the agency or designee must design the test program to 
enhance cost savings or other efficiencies for the Government and submit 
in writing to the Administrator of General Services (Attention: MA), 
1800 F Street NW., Washington, DC 20405-0001:
    (a) An explanation of the test program;
    (b) If applicable, the specific provisions of the FTR from which the 
agency is deviating, and confirmation between the agency and the 
participating employee of any waivers of entitlements by the employee 
under 5 U.S.C. Chapter 57, Subchapter I;
    (c) An analysis of the expected costs and benefits;
    (d) A set of criteria for evaluating the effectiveness of the 
program; and
    (e) Agency procedures regarding how and when a telework program is 
terminated for the participating employee when he or she voluntarily 
relocated to a telework location.



Sec. 300-90.4  How many test programs may be authorized by GSA throughout
the Government?

    No more than 10 telework travel expense test programs may be 
conducted at the same time.



Sec. 300-90.5  What factors will GSA consider in approving a request
for a telework travel test program?

    The following factors will be considered:
    (a) Potential cost savings or other efficiencies that accrue to the 
Government;
    (b) Application of results to other agencies;
    (c) Feasibility of successful implementation;
    (d) Number of tests, if any, already authorized to the same agency;
    (e) Whether the request meets the requirements of Sec. 300-90.3;
    (f) Other agency requests under consideration at the time of 
submission; and
    (g) Uniqueness of proposed test.

[[Page 23]]



Sec. 300-90.6  What is authorized under the test programs?

    Under a telework expenses test program authorized by the 
Administrator of General Services, the agency may:
    (a) Pay any necessary telework travel expenses in lieu of payments 
authorized or required under 5 U.S.C. Chapter 57, Subchapter I for 
employees participating in a telework program;
    (b) Provide a participating employee with the option to waive any 
payment authorized or required under 5 U.S.C. Chapter 57, Subchapter 1; 
or
    (c) Establish, for a participating employee who voluntarily 
relocates from the pre-existing duty station of that employee, a 
reasonable maximum number of occasional visits to the pre-existing duty 
station before that employee is eligible for payment of any incurred 
travel expenses by that agency for travel to the pre-existing duty 
station.



Sec. 300-90.7  What is the duration of test programs?

    The duration of a test program is up to four years from the date of 
authorization unless terminated prior to that time by the Administrator 
of General Services. The agency conducting a test program may also 
terminate the test program at any time by providing written notice of 
the termination to the Administrator of General Services. The 
Administrator of General Services may grant test program extensions of 
up to an additional 24 months, but not beyond December 8, 2017, the 
expiration of the test authority (see Sec. 300-90.8).



Sec. 300-90.8  What must we do to apply for a test program extension?

    The head of the agency or designee must submit a request to extend 
the test program to the Administrator of General Services (Attention: 
MA), 1800 F Street NW., Washington, DC 20405-0001, not later than 120 
days prior to the expiration of the test period. The request for 
extension must:
    (a) Contain the test program results to that date;
    (b) Clearly enumerate the benefits, qualitatively and/or 
quantitatively, of granting a test program extension; and
    (c) Specify the duration of time for which an extension is 
requested.



Sec. 300-90.9  What reports are required for a test program?

    (a) The Administrator of General Services must submit to Congress a 
copy of any approved or extended test program at least 30 days before 
the effective date of the authorized test program or extension.
    (b) The agency authorized to conduct the test program must submit:
    (1) An annual report on the progress of the test, submitted to the 
U.S. General Services Administration, Office of Government-wide Policy, 
Office of Asset and Transportation Management (Attention: MA), 
Washington, DC 20405. The Administrator or designee may terminate the 
test program approval for failure to comply with this reporting 
requirement; and
    (2) A final report on the results of the test program must be 
submitted to the U.S. General Services Administration, Office of 
Government-wide Policy, Office of Asset and Transportation Management 
(Attention: MA), Washington, DC 20405, the Telework Managing Officer of 
that agency, and to the appropriate committees of Congress not later 
than 3 months after completion of the program.
    (c) All reports must include quantitative or qualitative 
assessments, or both, clearly evaluating the results of the test program 
and enumerating benefits and costs. The results in a report may include:
    (1) The total number of visits a participating employee made to the 
pre-existing official station;
    (2) The total number of visits and travel expenses paid by the 
agency;
    (3) The total number of visits and travel expenses paid by the 
participating employee; or
    (4) Any other information the agency determines useful to aid the 
Administrator of General Services, the Telework Managing Officer(s), and 
Congress in understanding the test program and the impact of the 
program.

                     PARTS 300	91_300	99 [RESERVED]

[[Page 25]]



           CHAPTER 301--TEMPORARY DUTY (TDY) TRAVEL ALLOWANCES




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

                       SUBCHAPTER A--INTRODUCTION
Part                                                                Page
301-1           Applicability...............................          27
301-2           General rules...............................          27
                 SUBCHAPTER B--ALLOWABLE TRAVEL EXPENSES
301-10          Transportation expenses.....................          29
301-11          Per diem expenses...........................          49
301-12          Miscellaneous expenses......................          59
301-13          Travel of an employee with special needs....          60
301-30          Emergency travel............................          61
301-31          Threatened law enforcement/investigative 
                    employees...............................          62
SUBCHAPTER C--ARRANGING FOR TRAVEL SERVICES, PAYING TRAVEL EXPENSES, AND 
                         CLAIMING REIMBURSEMENT
301-50          Arranging for travel services...............          65
301-51          Paying travel expenses......................          66
301-52          Claiming reimbursement......................          70
301-53          Using promotional materials and frequent 
                    traveler programs.......................          74
301-54          Collection of undisputed delinquent amounts 
                    owed to the contractor issuing the 
                    individually billed travel charge card..          75
                  SUBCHAPTER D--AGENCY RESPONSIBILITIES
301-70          Internal policy and procedure requirements..          77
301-71          Agency travel accountability requirements...          92
301-72          Agency responsibilities related to common 
                    carrier transportation..................          99
301-73          Travel programs.............................         101
301-74          Conference planning.........................         105
301-75          Pre-employment interview travel.............         109

[[Page 26]]

301-76          Collection of undisputed delinquent amounts 
                    owed to the contractor issuing the 
                    individually billed travel charge card..         112
301-77--301-99  
[Reserved]



Appendix A to Chapter 301--Prescribed Maximum Per Diem Rates 
  for CONUS.................................................         113
Appendix B to Chapter 301--Allocation of M&IE Rates To Be 
  Used in Making Deductions From the M&IE Allowance.........         113
Appendix C to Chapter 301--Standard Data Elements for 
  Federal Travel [Traveler Identification]..................         115
Appendix D to Chapter 301--Glossary of Acronyms.............         118
Appendix E to Chapter 301--Suggested Guidance for Conference 
  Planning..................................................         118

[[Page 27]]



                        SUBCHAPTER A_INTRODUCTION





PART 301	1_APPLICABILITY--Table of Contents



Sec.
301-1.1  What is an ``agency'' for purposes of TDY allowances?
301-1.2  What is an ``employee'' for purposes of TDY allowances?
301-1.3  Who is eligible for TDY allowances?

    Authority: 5 U.S.C. 5707.

    Source: FTR Amdt. 70, 63 FR 15954, Apr. 1, 1998, unless otherwise 
noted.



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

------------------------------------------------------------------------
           An agency includes                  But does not include
------------------------------------------------------------------------
An Executive agency, as defined in 5     A Government-controlled
 U.S.C. 105 (except for Government-       corporation.
 Controlled Corporations, i.e. mixed
 ownership Government Corporation as
 defined in 31 U.S.C. 9101)..
A military department..................  A Member of Congress.
An office, agency or other               An office or committee of
 establishment in the legislative         either House of Congress or of
 branch.                                  the two Houses.
The Government of the District of        An office, agency or other
 Columbia.                                establishment in the judicial
                                          branch.
------------------------------------------------------------------------


[FTR Amdt. 70, 63 FR 15954, Apr. 1, 1998, as amended by FTR Amdt. 108, 
67 FR 57964, Sept. 13, 2002]



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

    An ``employee'' is:
    (a) An individual employed by an agency, regardless of status or 
rank; or
    (b) An individual employed intermittently in Government service as 
an expert or consultant and paid on a daily when-actually-employed (WAE) 
basis; or
    (c) An individual serving without pay or at $1 a year (also referred 
to as ``invitational traveler'').



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

    This chapter covers the following individuals:
    (a) Employees traveling on official business;
    (b) Interviewees performing pre-employment interview travel;
    (c) Employees who must interrupt official business travel to perform 
emergency travel as a result of an incapacitating illness or injury or a 
personal emergency situation; and
    (d) Threatened law enforcement/investigative employees and members 
of their family temporarily relocated to safeguard their lives because 
of a threat resulting from the employee's assigned duties.



PART 301	2_GENERAL RULES--Table of Contents



Sec.
301-2.1  Must I have authorization to travel?
301-2.2  What travel expenses may my agency pay?
301-2.3  What standard of care must I use in incurring travel expenses?
301-2.4  For what travel expenses am I responsible?
301-2.5  What travel arrangements require specific authorization or 
          prior approval?

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

    Source: FTR Amdt. 70, 63 FR 15955, Apr. 1, 1998, unless otherwise 
noted.



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

    Yes, generally you must have written or electronic authorization 
prior to incurring any travel expense. If it is not practicable or 
possible to obtain such authorization prior to travel, your agency may 
approve a specific authorization for reimbursement of travel expenses 
after travel is completed. However, written or electronic advance 
authorization is required for items in Sec. 301-2.5 (c), (i), (n), and 
(o) of this part.

[[Page 28]]



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

    Your agency may pay only those expenses essential to the transaction 
of official business, which include:
    (a) Transportation expenses as provided in part 301-10 of this 
chapter;
    (b) Per diem expenses as provided in part 301-11 of this chapter;
    (c) Miscellaneous expenses as provided in part 301-12 of this 
chapter; and
    (d) Travel expenses of an employee with special needs as provided in 
part 301-13 of this chapter.



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

    You must exercise the same care in incurring expenses that a prudent 
person would exercise if traveling on personal business.



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

    You are responsible for expenses over the reimbursement limits 
established in this chapter. Your agency will not pay for excess costs 
resulting from circuitous routes, delays, or luxury accommodations or 
services unnecessary or unjustified in the performance of official 
business.



Sec. 301-2.5  What travel arrangements require specific authorization
or prior approval?

    You must have a specific authorization or prior approval for:
    (a) Use of other than coach-class service on common carrier 
transportation;
    (b) Use of a foreign air carrier;
    (c) Use of reduced fares for group or charter arrangements;
    (d) Use of cash to pay for common carrier transportation;
    (e) Use of extra-fare train service;
    (f) Travel by ship;
    (g) Use of a rental car;
    (h) Use of a Government aircraft;
    (i) Payment of a reduced per diem rate;
    (j) Payment of actual expense, unless your agency has issued a 
blanket actual expense authorization under Sec. 301-70.201;
    (k) Travel expenses related to emergency travel;
    (l) Transportation expenses related to threatened law enforcement/
investigative employees and members of their families;
    (m) Travel expenses related to travel to a foreign area;
    (n) Acceptance of payment from a non-Federal source for travel 
expenses, see chapter 304 of this subtitle;
    (o) Travel expenses related to attendance at a conference; and
    (p) Due to an employee's medical requirements or religious beliefs, 
payment of the full M&IE allowance even though meals are furnished by 
the Government either directly or through a registration fee or other 
payment for a conference or other event, in accordance with Sec. 301-
11.18(b).

    Note to Sec. 301-2.5: Paragraphs (c), (i), (n), and (o) of this 
section require a written or electronic advance authorization.

[FTR Amdt. 70, 63 FR 15955, Apr. 1, 1998, as amended by FTR Amdt. 2005-
03, 70 FR 28459, May 18, 2005; FTR Amdt. 2009-03, 74 FR 16328, Apr. 10, 
2009; FTR Amdt. 2009-06, 74 FR 55147, Oct. 27, 2009; FTR Amdt. 2011-03, 
76 FR 55274, Sept. 7, 2011]

[[Page 29]]



                 SUBCHAPTER B_ALLOWABLE TRAVEL EXPENSES





PART 301	10_TRANSPORTATION EXPENSES--Table of Contents



                            Subpart A_General

Sec.
301-10.1  Am I eligible for payment of transportation expenses?
301-10.2  What expenses are payable as transportation?
301-10.3  What methods of transportation may my agency authorize me to 
          use?
301-10.4  How does my agency select the method of transportation to be 
          used?
301-10.5  What are the presumptions as to the most advantageous method 
          of transportation by order of precedence?
301-10.6  What is my liability if I do not travel by the authorized 
          method of transportation?
301-10.7  How should I route my travel?
301-10.8  What is my liability if, for personal convenience I travel by 
          an indirect route or interrupt travel by a direct route?

                 Subpart B_Common Carrier Transportation

301-10.100  What types of common carrier transportation may I be 
          authorized to use?
301-10.105  What are the basic requirements for using common carrier 
          transportation?

                     Use of Contract City-Pair Fares

301-10.106  When must I use a contract city-pair fare?
301-10.107  Are there any exceptions to the use of a contract city-pair 
          fare?
301-10.108  What requirements must be met to use a non-contract fare?
301-10.109  What is my liability for unauthorized use of a non-contract 
          carrier when contract service is available and I do not meet 
          one of the exceptions for required use?
301-10.110  May I use contract passenger transportation service for 
          personal travel?
301-10.111  When may I use a reduced group or charter fare?
301-10.112  What must I do when different airlines furnish the same 
          service at different fares?
301-10.113  What must I do if I change or do not use a common carrier 
          reservation?
301-10.114  What must I do with unused Government Transportation 
          Request(s) (GTR(s)), ticket(s) or refund application(s)?
301-10.115  Am I authorized to receive a refund or credit for unused 
          transportation?
301-10.116  What must I do with compensation an airline gives me if it 
          denies me a seat on a plane?
301-10.117  May I keep compensation an airline gives me for voluntarily 
          vacating my seat on my scheduled airline flight when the 
          airline asks for volunteers?

                         Airline Accommodations

301-10.121  What classes of airline accommodations are available?
301-10.122  What class of airline accommodations must I use?
301-10.123  When may I use other than coach-class airline 
          accommodations?
301-10.124  What are coach-class Seating Upgrade Programs?
301-10.125  When may I use the 14-hour rule to travel other than coach-
          class (see Sec. 301-10.123(b)(6))?

                 Use of United States Flag Air Carriers

301-10.131  What does United States mean?
301-10.132  Who is required to use a U.S. flag air carrier?
301-10.133  What is a U.S. flag air carrier?
301-10.134  What is U.S. flag air carrier service?
301-10.135  When must I travel using U.S. flag air carrier service?
301-10.136  What exceptions to the Fly America Act requirements apply 
          when I travel between the United States and another country?
301-10.137  What exceptions to the Fly America Act requirements apply 
          when I travel solely outside the United States, and a U.S. 
          flag air carrier provides service between my origin and 
          destination?
301-10.138  In what circumstances is foreign air carrier service deemed 
          a matter of necessity?
301-10.139  May I travel by a foreign air carrier if the cost of my 
          ticket is less than traveling by a U.S. flag air carrier?
301-10.140  May I use a foreign air carrier if the service is preferred 
          by or more convenient for my agency or me?
301-10.141  Must I provide any special certification or documents if I 
          use a foreign air carrier?
301-10.142  What must the certification include?
301-10.143  What is my liability if I improperly use a foreign air 
          carrier?

                                  Train

301-10.160  What classes of train accommodations are available?
301-10.161  What class of train accommodations must I use?

[[Page 30]]

301-10.162  When may I use other than coach-class train accommodations?
301-10.163  What is an extra-fare train?
301-10.164  When may I use extra-fare train service?

                                  Ship

301-10.180  Must I travel by a U.S. flag ship?
301-10.181  What is my liability if I improperly use a foreign ship?
301-10.182  What classes of ship accommodations are available?
301-10.183  What class of ship accommodations must I use?

                             Transit Systems

301-10.190  When may I use a transit system as a means of transportation 
          in conjunction with official travel?

                      Subpart C_Government Vehicle

301-10.200  What types of Government vehicles may my agency authorize me 
          to use?
301-10.201  For what purposes may I use a Government vehicle other than 
          a Government aircraft?
301-10.202  What is my liability for unauthorized use of a Government 
          vehicle?

                    Government-Furnished Automobiles

301-10.220  What requirements must I meet to operate a Government 
          automobile for official travel?

                      Travel on Government Aircraft

301-10.260  May I use a Government aircraft for travel?
301-10.261  When may I use a Government aircraft for travel?
301-10.262  How will my agency authorize travel on Government aircraft?
301-10.263  What travel authorization documents must I present to the 
          aircraft management office that operates the Government 
          aircraft?
301-10.264  What amount must the Government be reimbursed for travel on 
          Government aircraft?
301-10.265  Will my travel on Government aircraft be reported?
301-10.266  Is information available to the public about travel on 
          Government aircraft by senior Federal officials and non-
          Federal travelers?

                 Subpart D_Privately Owned Vehicle (POV)

301-10.300  When may I use a POV for official travel?
301-10.301  How do I compute my mileage reimbursement?
301-10.302  How do I determine distance measurements for my travel?
301-10.303  What am I reimbursed when use of POV is determined by my 
          agency to be advantageous to the Government?
301-10.304  What expenses are allowable in addition to the POV mileage 
          rate allowances?
301-10.305  How is reimbursement handled if another person(s) travels in 
          a POV with me?
301-10.306  What will I be reimbursed if authorized to use a POV between 
          my residence and office and then from my office to a common 
          carrier terminal, or from my residence directly to a common 
          carrier terminal?
301-10.307  What will I be reimbursed if I use a POV to transport other 
          employees?
301-10.308  What will I be reimbursed if I park my POV at a common 
          carrier terminal while I am away from my official station?
301-10.309  What will I be reimbursed if I am authorized to use common 
          carrier transportation or a rental vehicle and I use a POV 
          instead?
301-10.310  What will I be reimbursed if I am authorized to use a 
          Government owned automobile and I use a privately owned 
          automobile instead?

                      Subpart E_Special Conveyances

301-10.400  What types of special conveyances may my agency authorize me 
          to use?
301-10.401  What types of charges are reimbursable for use of a special 
          conveyance?
301-10.402  What will I be reimbursed if I am authorized to use a 
          special conveyance and I use a POV instead?
301-10.403  What is the difference between a Government aircraft and an 
          aircraft hired as a special conveyance?

      Taxicabs, Shuttle Services, or Other Courtesy Transportation

301-10.420  When may I use a taxi, shuttle service or other courtesy 
          transportation?
301-10.421  How much will my agency reimburse me for a tip to a taxi, 
          shuttle service, courtesy transportation driver, or valet 
          parking attendant?

                           Rental Automobiles

301-10.450  What are the policies when authorized to rent a vehicle for 
          official travel?
301-10.451  May I be reimbursed for the cost of collision damage waiver 
          (CDW) or theft insurance?
301-10.452  May I be reimbursed for personal accident insurance?
301-10.453  What is my liability for unauthorized use of a rental 
          automobile obtained with Government funds?


[[Page 31]]


    Authority: 5 U.S.C. 5707, 40 U.S.C. 121(c); 49 U.S.C. 40118; OMB 
Circular No. A-126, revised May 22, 1992.

    Source: FTR Amdt. 70, 63 FR 15955, Apr. 1, 1998, unless otherwise 
noted.



                            Subpart A_General



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

    Yes, you are eligible for payment of transportation expenses when 
performing official travel, including authorized transportation expenses 
incurred within the TDY location.

[FTR Amdt. 2010-02, 75 FR 24435, May 5, 2010]



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

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



Sec. 301-10.3  What methods of transportation may my agency authorize me
to use?

    Your agency may authorize:
    (a) Common carrier transportation (e.g., aircraft, train, bus, ship, 
or other transit system) under subpart B;
    (b) Government vehicle under subpart C;
    (c) POV under subpart D; or
    (d) Special conveyance (e.g., taxi or commercial automobile) under 
Subpart E.

[FTR Amdt. 70, 63 FR 15955, Apr. 1, 1998, as amended by FTR Amdt. 2010-
02, 75 FR 24435, May 5, 2010]



Sec. 301-10.4  How does my agency select the method of transportation to
be used?

    Your agency must select the method most advantageous to the 
Government, when cost and other factors are considered. Under 5 U.S.C. 
5733, travel must be by the most expeditious means of transportation 
practicable and commensurate with the nature and purpose of your duties. 
In addition, your agency must consider energy conservation, total cost 
to the Government (including costs of per diem, overtime, lost worktime, 
and actual transportation costs), total distance traveled, number of 
points visited, and number of travelers.



Sec. 301-10.5  What are the presumptions as to the most advantageous
method of transportation by order of precedence?

    (a) Common carrier. Travel by common carrier is presumed to be the 
most advantageous method of transportation and must be used when 
reasonably available.
    (b)  Government-furnished automobile. When your agency determines 
that your travel must be performed by automobile, a Government-furnished 
automobile is presumed to be the most advantageous method of 
transportation.
    (c) Rental car. If no Government-furnished automobile is available, 
but your agency has determined that travel must be performed by 
automobile, then a rental car should be authorized.
    (d) Privately Owned Vehicle (POV). POVs should be determined to be 
the most advantageous method of transportation only after your agency 
evaluates the use of a common carrier, a Government-furnished 
automobile, and a rental car.

[FTR Amdt. 70, 63 FR 15955, Apr. 1, 1998, as amended by FTR Amdt. 2015-
03, 80 FR 27260, 27261, May 13, 2015]



Sec. 301-10.6  What is my liability if I do not travel by the authorized
method of transportation?

    If you do not travel by the method of transportation required by 
regulation or authorized by your agency, any additional expenses you 
incur which exceed the cost of the authorized method of transportation 
will be borne by you.

[FTR Amdt. 70, 63 FR 15955, Apr. 1, 1998, as amended by FTR Amdt. 2010-
07, 75 FR 72967, Nov. 29, 2010]



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

    You must travel to your destination by the usually traveled route 
unless your agency authorizes or approves a different route as 
officially necessary.



Sec. 301-10.8  What is my liability if, for personal convenience, I travel
by an indirect route or interrupt travel by a direct route?

    Your reimbursement will be limited to the cost of travel by a direct 
route or on an uninterrupted basis. You will be responsible for any 
additional costs.

[[Page 32]]



                 Subpart B_Common Carrier Transportation



Sec. 301-10.100  What types of common carrier transportation may I be
authorized to use?

    You may be authorized to use airline, train, ship, bus, or other 
transit system.

[FTR Amdt. 70, 63 FR 15955, Apr. 1, 1998, as amended by FTR Amdt. 2010-
02, 75 FR 24435, May 5, 2010]



Sec. 301-10.105  What are the basic requirements for using common
carrier transportation?

    The basic requirements for using common carrier transportation fall 
into three categories:
    (a) Using contract carriers, when available, and if your agency is a 
mandatory user of GSA's city-pair contracts for air passenger 
transportation services, unless you have an approved exception (see 
Secs. 301-10.106 through 301-10.108 of this subpart);
    (b) Using coach-class service, unless other than coach-class service 
is authorized under Sec. 301-10.123 or Sec. 301-10.162, and when 
travelling by ship, using lowest first-class accommodations, unless 
other than lowest first-class accommodations are authorized under 
Sec. 301-10.183 of this subpart; and
    (c) You must always use U.S. Flag Air Carrier (or ship) service for 
air passenger transportation or when travelling by ship, unless your 
travel circumstances meet one of the exceptions in Secs. 301-10.135 
through 301-10.138 or Sec. 301-10.183 of this subpart.

[FTR Amdt. 2010-05, 75 FR 63103, Oct. 14, 2010]

                     Use of Contract City-Pair Fares



Sec. 301-10.106  When must I use a contract city-pair fare?

    If you are a civilian employee of an agency as defined in Sec. 301-
1.1 of this chapter, you must always use a contract city-pair fare for 
scheduled air passenger transportation service unless one of the limited 
exceptions in Sec. 301-10.107 exist. An Internet listing of contract 
city-pair fares is available at http://www.gsa.gov/citypairs.

    Note to Sec. 301-10.106: Employees of the Government of the District 
of Columbia, with the exception of the District of Columbia Courts, are 
not eligible to use contract city-pair fares even though these employees 
otherwise may be covered by the FTR.

[FTR Amdt. 2006-04, 71 FR 49374, Aug. 23, 2006]



Sec. 301-10.107  Are there any exceptions to the use of a contract
city-pair fare?

    Yes, your agency may authorize use of a fare other-than a contract 
city-pair fare when--
    (a) Space on a scheduled contract flight is not available in time to 
accomplish the purpose of your travel, or use of contract service would 
require you to incur unnecessary overnight lodging costs which would 
increase the total cost of the trip;
    (b) The contractor's flight schedule is inconsistent with explicit 
policies of your Federal department or agency with regard to scheduling 
travel during normal working hours;
    (c) A non-contract carrier offers a lower fare to the general public 
that, if used, will result in a lower total trip cost to the Government 
(the combined costs of transportation, lodging, meals, and related 
expenses considered);

    Note to paragraph (c): This exception does not apply if the contract 
carrier offers the same or lower fare and has seats available at that 
fare, or if the fare offered by the non-contract carrier is restricted 
to Government and military travelers performing official business and 
may be purchased only with a contractor-issued charge card, centrally 
billed account (e.g., YDG, MDG, QDG, VDG, and similar fares) or GTR 
where the two previous options are not available;

    (d) Cost effective rail service is available and is consistent with 
mission requirements; or
    (e) Smoking is permitted on the contract air carrier and the 
nonsmoking section of the contract aircraft is not acceptable to you.

    Note 1 to Sec. 301-10.107: Any group of 10 or more passengers 
traveling together on the same day, on the same flight, for the same 
mission, requiring group integrity and identified as a group by the 
travel management service upon booking is not a mandatory user of the 
Government's contract city-pair fares. For group travel, agencies are 
expected to obtain air passenger transportation service that is 
practical and cost effective to the Government.

[[Page 33]]

    Note 2 to Sec. 301-10.107: Contractors are not authorized to use 
contract city-pair fares to perform travel under their contracts.
    Note 3 to Sec. 301-10.107: If the Government contract city-pair 
carrier offers a lower cost capacity-controlled coach class contract 
fare (MCA, QCA, VCA, etc.) in addition to the unrestricted coach class 
contract fares (YCA), the traveler should use the lower cost capacity-
controlled fare when it is available and meet mission needs.

[FTR Amdt. 2006-04, 71 FR 49374, Aug. 23, 2006, as amended by FTR Amdt. 
2007-05, 72 FR 61537, Oct. 31, 2007]



Sec. 301-10.108  What requirements must be met to use a non-contract
fare?

    (a) Before purchasing a non-contract fare you must meet one of the 
exception requirements listed in Sec. 301-10.107 and show approval on 
your travel authorization to use a non-contract fare; and
    (b) If the non-contract fare is non-refundable, restricted, or has 
specific eligibility requirements, you must know or reasonably 
anticipate, based on your planned trip, that you will use the ticket; 
and
    (c) Your agency must determine that the proposed non-contract 
transportation is practical and cost effective for the Government.

    Note to Sec. 301-10.108: Carrier preference is not a valid reason 
for using a non-contract fare.

[FTR Amdt. 2006-04, 71 FR 49374, Aug. 23, 2006]



Sec. 301-10.109  What is my liability for unauthorized use of a
non-contract carrier when contract service is available and I do not
meet one of the exceptions for required use?

    Any additional costs or penalties incurred by you resulting from 
unauthorized use of non-contract service are borne by you.



Sec. 301-10.110  May I use contract passenger transportation service
for personal travel?

    No.



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

    You may use a reduced group or charter fare when your agency has 
determined, on an individual case basis prior to your travel, that use 
of such a fare is cost effective. Chartered aircraft are subject to the 
same rules as Government aircraft, and agencies in the executive branch 
of the Federal Government are subject to the requirements of Office of 
Management and Budget (OMB) Circular A-126 and 41 CFR part 101-37 in 
making such cost effectiveness determinations.

[FTR Amdt. 108, 67 FR 57964, Sept. 13, 2002]



Sec. 301-10.112  What must I do when different airlines furnish the same
service at different fares?

    When there is no contract fare, and common carriers furnish the same 
service at different fares between the same points for the same type of 
accommodations, you must use the lowest cost service unless your agency 
determines that the use of higher cost service is more advantageous to 
the Government.



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

    If you know you will change or not use your reservation, you must 
take action to change or cancel it as prescribed by your agency. Also, 
you must report all changes of your reservation according to your 
agency's procedures in an effort to prevent losses to the Government. 
Failure to do so may subject you to liability for any resulting losses.



Sec. 301-10.114  What must I do with unused Government Transportation
Request(s) (GTR(s)), ticket(s) or refund application(s)?

    You must submit any unused GTR(s), unused ticket coupons, unused e-
tickets, or refund applications to your agency in accordance with your 
agency's procedures.

[FTR Amdt. 108, 67 FR 57964, Sept. 13, 2002]



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

    No. You are not authorized to receive a refund, credit, or any other 
negotiable document from a carrier for unfurnished services (except as 
provided in Sec. 301-10.117) or any portion of an unused ticket issued 
in exchange for a GTR or billed to an agency's centrally

[[Page 34]]

billed account. However, any charges billed directly to your 
individually billed Government charge card should be credited to your 
account.

[FTR Amdt. 70, 63 FR 15955, Apr. 1, 1998; 63 FR 35537, June 30, 1998]



Sec. 301-10.116  What must I do with compensation an airline gives me
if it denies me a seat on a plane?

    If you are performing official travel and a carrier denies you a 
confirmed reserved seat on a plane, you must give your agency any 
payment you receive for liquidated damages. You must ensure the carrier 
shows the ``Treasurer of the United States'' as payee on the 
compensation check and then forward the payment to the appropriate 
agency official.



Sec. 301-10.117  May I keep compensation an airline gives me for
voluntarily vacating my seat on my scheduled airline flight when the
airline asks for volunteers?

    Yes:
    (a) If voluntarily vacating your seat will not interfere with 
performing your official duties; and
    (b) If additional travel expenses, incurred as a result of vacating 
your seat, are borne by you and are not reimbursed; but
    (c) If volunteering delays your travel during duty hours, your 
agency will charge you with annual leave for the additional hours.

                         Airline Accommodations



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

    Airlines are constantly updating their offerings. However, for the 
purposes of this regulation, the classes of available air accommodations 
are identified and defined as follows:
    (a) Coach-class. The basic class of accommodation by airlines that 
is normally the lowest fare offered regardless of airline terminology 
used. For reference purposes only, coach-class may also be referred to 
by airlines as ``tourist class,'' ``economy class,'' or as ``single 
class'' when the airline offers only one class of accommodations to all 
travelers.
    (b) Other than coach-class. Any class of accommodations above coach-
class, e.g., first-class or business-class.
    (1) First-class. The highest class of accommodation offered by the 
airlines in terms of cost and amenities. This is generally termed 
``first-class'' by airlines and reservation systems.
    (2) Business-class. A class of accommodation offered by airlines 
that is higher than coach and lower than first-class, in both cost and 
amenities. This class of accommodation is generally referred to as 
``business, business elite, business first, world business, connoisseur, 
or envoy'' depending on the airline.

    Note to Sec. 301-10.121: If an airline flight has only two classes 
of accommodations available, i.e., two ``cabins'', with two distinctly 
different seating types (such as girth and pitch) and the front cabin is 
termed ``business-class'' or higher by the airline and the tickets are 
fare-coded as business-class, then the front of the cabin is deemed to 
be other than coach-class. Alternatively, if an airline flight has only 
two cabins available but equips both with one type of seating, (i.e., 
seating girth and pitch are the same in both cabins), and the seats in 
the front of the airplane are fare coded as full-fare economy class, and 
only restricted economy fares are available in the back of the aircraft, 
then the entire aircraft is to be classified as coach-class seating. In 
this second situation, qualifying for other than coach-class travel is 
not required to purchase a non-restricted economy fare seat in the front 
of the aircraft as the entire aircraft is considered ``coach-class.''

[FTR Amdt. 2009-06, 74 FR 55147, Oct. 27, 2009]



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

    For official business travel, both domestic and international, you 
must use coach-class accommodations, except as provided under Secs. 301-
10.123 and 301-10.124.



Sec. 301-10.123  When may I use other than coach-class airline
accommodations?

    Government travelers are required to exercise the same care in 
incurring expenses that a prudent person would exercise if traveling on 
personal business when making official travel arrangements, and 
therefore, should consider the least expensive class of travel that 
meets their needs. You may use the

[[Page 35]]

lowest other than coach-class airline accommodations only when your 
agency specifically authorizes/approves such use as specified in 
paragraphs (a) and (b) of this section.
    (a) Your agency may authorize/approve first class accommodations if 
any of the following apply:
    (1) No coach-class accommodations are reasonably available. 
``Reasonably available'' means available on an airline that is scheduled 
to leave within 24 hours of your proposed departure time, or scheduled 
to arrive within 24 hours of your proposed arrival time;
    (2) When use of other than coach-class is necessary to accommodate a 
medical disability or other special need.
    (i) A disability must be certified annually in a written statement 
by a competent medical authority. However, if the disability is a 
lifelong condition, then a one-time certification statement is required. 
Certification statements must include at a minimum:
    (A) A written statement by a competent medical authority stating 
that special accommodation is necessary;
    (B) An approximate duration of the special accommodation; and
    (C) A recommendation as to the suitable class of transportation 
accommodations based on the disability.
    (ii) A special need must be certified annually in writing according 
to your agency's procedures. However, if the special need is a lifelong 
condition, then a one-time certification statement is required;
    (iii) If you are authorized under Sec. 301-13.3(a) of this 
Subchapter to have an attendant accompany you, your agency may also 
authorize the attendant to use other than coach-class accommodations if 
you require the attendant's services en route;
    (3) When exceptional security circumstances require other than 
coach-class airline accommodations. Exceptional security circumstances 
are determined by your agency and should only be authorized up to the 
minimum other than coach-class accommodation necessary. These 
circumstances include, but are not limited to:
    (i) Use of coach-class accommodations would endanger your life or 
Government property;
    (ii) You are an agent on protective detail and you are accompanying 
an individual authorized to use other than coach-class accommodations; 
or
    (iii) You are a courier or control officer accompanying controlled 
pouches or packages;
    (4) When required because of agency mission, consistent with your 
agency's internal procedures pursuant to Sec. 301-70.102(i).
    (b) Your agency may authorize/approve business-class accommodations 
if any of the following apply:
    (1) When use of other than coach-class is necessary to accommodate a 
medical disability or other special need.
    (i) A disability must be certified annually in a written statement 
by a competent medical authority. However, if the disability is a 
lifelong condition, then a one-time certification statement is required. 
Certification statements must include at a minimum:
    (A) A written statement by a competent medical authority stating 
that special accommodation is necessary;
    (B) An approximate duration of the special accommodation; and
    (C) A recommendation as to the suitable class of transportation 
accommodations based on the disability.
    (ii) A special need must be certified annually in writing according 
to your agency's procedures. However, if the special need is a lifelong 
condition, then a one-time certification statement is required;
    (iii) If you are authorized under Sec. 301-13.3(a) of this 
Subchapter to have an attendant accompany you, your agency may also 
authorize the attendant to use other than coach-class accommodations if 
you require the attendant's services en route;
    (2) When exceptional security circumstances require other than 
coach-class airline accommodations. Exceptional security circumstances 
are determined by your agency and should only be authorized to the 
minimum other than coach-class accommodation

[[Page 36]]

necessary to meet the agency's mission. These circumstances include, but 
are not limited to:
    (i) Use of coach-class accommodations would endanger your life or 
Government property;
    (ii) You are an agent on protective detail and you are accompanying 
an individual authorized to use other than coach-class accommodations; 
or
    (iii) You are a courier or control officer accompanying controlled 
pouches or packages;
    (3) Coach-class accommodations on an authorized/approved foreign air 
carrier do not provide adequate sanitation or health standards;
    (4) Regularly scheduled flights between origin/destination points 
(including connecting points) provide only other than coach-class 
accommodations and you certify such on your voucher;
    (5) Your transportation costs are paid in full through agency 
acceptance of payment from a non-Federal source in accordance with 
Chapter 304 of this Title;
    (6) Where the origin and/or destination are OCONUS, and the 
scheduled flight time, including stopovers and change of planes, is in 
excess of 14 hours, in accordance with Sec. 301-10.125;
    (7) The use results in an overall cost savings to the Government by 
avoiding additional subsistence costs, overtime, or lost productive time 
while awaiting coach-class accommodations;
    (8) No space is available in coach-class accommodations in time to 
accomplish the mission, which is urgent and cannot be postponed; or
    (9) When required because of agency mission, consistent with your 
agency's internal procedures pursuant to Sec. 301-70.102(i).

    Note 1 to Sec. 301-10.123: You may upgrade to other than coach-class 
accommodations at your personal expense, including through redemption of 
frequent flyer benefits.
    Note 2 to Sec. 301-10.123: Blanket authorization of other than 
coach-class transportation accommodations is prohibited and shall be 
authorized on an individual trip-by-trip basis, unless the traveler has 
an up-to-date documented disability or special need.

[FTR Amdt. 2009-06, 74 FR 55147, Oct. 27, 2009]



Sec. 301-10.124  What are coach-class Seating Upgrade Programs?

    Sometimes these programs are called ``Coach Elite,'' ``Coach Plus,'' 
``Preferred Coach'' or some other identifier. Under these airline 
programs, a passenger may obtain for a fee a more desirable seat choice 
within the coach-class cabin. These airline upgrade or preferred seat 
choices are generally available for an annual fee, at an airport kiosk 
or gate or as a frequent flier perk. These coach upgrade options are not 
considered a new or higher class of accommodation since the seating is 
still in the coach cabin. However, the use of these upgraded/preferred 
coach seating options is generally a traveler's personal choice and 
therefore is at the traveler's personal expense. An agency travel 
authorization approving official or his/her designee (e.g., supervisor 
of the traveler) may authorize and reimburse the additional seat choice 
fee according to internal agency policy (see 301-70.102(k)).

[FTR Amdt. 2009-06, 74 FR 55148, Oct. 27, 2009, as amended by FTR Amdt. 
2010-07, 75 FR 72967, Nov. 29, 2010]



Sec. 301-10.125  When may I use the 14-hour rule to travel other than
coach-class (see Sec. 301-10.123(b)(6))?

    (a) You may use the 14-hour rule to travel via other than coach-
class when:
    (1) The origin and/or destination are OCONUS; and
    (2) The scheduled flight time, including non-overnight stopovers and 
change of planes, is in excess of 14 hours; and
    (3) You are required to report to duty the following day or sooner.
    (b) Scheduled flight time is the flight time between the originating 
departure point and the ultimate arrival point including scheduled non-
overnight time spent at airports during plane changes. Scheduled non-
overnight time does not include time spent at the originating or 
ultimate arrival airports.
    (c) If other than coach-class accommodation is authorized based on 
the 14-hour rule then you will not be eligible for a rest stop en route 
or a rest period

[[Page 37]]

upon arrival at your duty site, in accordance with internal agency 
procedures pursuant to Sec. 301-70.102(j).

[FTR Amdt. 2009-06, 74 FR 55148, Oct. 27, 2009]

                 Use of United States Flag Air Carriers

    Source: FTR Amdt. 74, 63 FR 63419, Nov. 13, 1998, unless otherwise 
noted.



Sec. 301-10.131  What does United States mean?

    For purposes of the use of United States flag air carriers, United 
States means the 50 states, the District of Columbia, and the 
territories and possessions of the United States (49 U.S.C. 40102).



Sec. 301-10.132  Who is required to use a U.S. flag air carrier?

    Anyone whose air travel is financed by U.S. Government funds, except 
as provided in Sec. 301-10.135, Secs. 301-10.136, and 301-10.137.



Sec. 301-10.133  What is a U.S. flag air carrier?

    An air carrier which holds a certificate under 49 U.S.C. 41102 but 
does not include a foreign air carrier operating under a permit.



Sec. 301-10.134  What is U.S. flag air carrier service?

    U.S. flag air carrier service is service provided on an air carrier 
which holds a certificate under 49 U.S.C. 41102 and which service is 
authorized either by the carrier's certificate or by exemption or 
regulation. U.S. flag air carrier service also includes service provided 
under a code share agreement with a foreign air carrier in accordance 
with Title 14, Code of Federal Regulations when the ticket, or 
documentation for an electronic ticket, identifies the U.S. flag air 
carrier's designator code and flight number.



Sec. 301-10.135  When must I travel using U.S. flag air carrier service?

    You are required by 49 U.S.C. 40118, commonly referred to as the 
``Fly America Act,'' to use U.S. flag air carrier service for all air 
travel funded by the U.S. Government, except as provided in Secs. 301-
10.136 and 301-10.137 or when one of the following exceptions applies:
    (a) Use of a foreign air carrier is determined to be a matter of 
necessity in accordance with Sec. 301-10.138; or
    (b) The transportation is provided under a bilateral or multilateral 
air transportation agreement to which the United States Government and 
the government of a foreign country are parties, and which the 
Department of Transportation has determined meets the requirements of 
the Fly America Act.
    (1) Information on bilateral or multilateral air transportation 
agreements impacting United States Government procured transportation 
can be accessed at http://www.gsa.gov/openskies; and
    (2) If determined appropriate, GSA may periodically issue FTR 
Bulletins providing further guidance on bilateral or multilateral air 
transportation agreements impacting United States Government procured 
transportation. These bulletins may be accessed at http://www.gsa.gov/
bulletins.
    (c) You are an officer or employee of the Department of State, 
United States Information Agency, United States International 
Development Cooperation Agency, or the Arms Control Disarmament Agency, 
and your travel is paid with funds appropriated to one of these 
agencies, and your travel is between two places outside the United 
States; or
    (d) No U.S. flag air carrier provides service on a particular leg of 
the route, in which case foreign air carrier service may be used, but 
only to or from the nearest interchange point on a usually traveled 
route to connect with U.S. flag air carrier service; or
    (e) A U.S. flag air carrier involuntarily reroutes your travel on a 
foreign air carrier; or
    (f) Service on a foreign air carrier would be three hours or less, 
and use of the U.S. flag air carrier would at least double your en route 
travel time; or
    (g) When the costs of transportation are reimbursed in full by a 
third party, such as a foreign government, international agency, or 
other organization.

[FTR Amdt. 74, 63 FR 63419, Nov. 13, 1998, as amended by FTR Amdt. 2009-
02, 74 FR 2397, Jan. 15, 2009]

[[Page 38]]



Sec. 301-10.136  What exceptions to the Fly America Act requirements
apply when I travel between the United States and another country?

    The exceptions are:
    (a) If a U.S. flag air carrier offers nonstop or direct service (no 
aircraft change) from your origin to your destination, you must use the 
U.S. flag air carrier service unless such use would extend your travel 
time, including delay at origin, by 24 hours or more.
    (b) If a U.S. flag air carrier does not offer nonstop or direct 
service (no aircraft change) between your origin and your destination, 
you must use a U.S. flag air carrier on every portion of the route where 
it provides service unless, when compared to using a foreign air 
carrier, such use would:
    (1) Increase the number of aircraft changes you must make outside of 
the U.S. by 2 or more; or
    (2) Extend your travel time by at least 6 hours or more; or
    (3) Require a connecting time of 4 hours or more at an overseas 
interchange point.



Sec. 301-10.137  What exceptions to the Fly America Act requirements
apply when I travel solely outside the United States, and a U.S. flag
air carrier provides service between my origin and my destination?

    You must always use a U.S. flag carrier for such travel, unless, 
when compared to using a foreign air carrier, such use would:
    (a) Increase the number of aircraft changes you must make en route 
by 2 or more; or
    (b) Extend your travel time by 6 hours or more; or
    (c) Require a connecting time of 4 hours or more at an overseas 
interchange point.



Sec. 301-10.138  In what circumstances is foreign air carrier service
deemed a matter of necessity?

    (a) Foreign air carrier service is deemed a necessity when service 
by a U.S. flag air carrier is available, but
    (1) Cannot provide the air transportation needed; or
    (2) Will not accomplish the agency's mission.
    (b) Necessity includes, but is not limited to, the following 
circumstances:
    (1) When the agency determines that use of a foreign air carrier is 
necessary for medical reasons, including use of foreign air carrier 
service to reduce the number of connections and possible delays in the 
transportation of persons in need of medical treatment; or
    (2) When use of a foreign air carrier is required to avoid an 
unreasonable risk to your safety and is approved by your agency (e.g., 
terrorist threats). Written approval of the use of foreign air carrier 
service based on an unreasonable risk to your safety must be approved by 
your agency on a case by case basis. An agency determination and 
approval of use of a foreign air carrier based on a threat against a 
U.S. flag air carrier must be supported by a travel advisory notice 
issued by the Federal Aviation Administration and the Department of 
State. An agency determination and approval of use of a foreign air 
carrier based on a threat against Government employees or other 
travelers must be supported by evidence of the threat(s) that form the 
basis of the determination and approval; or
    (3) When you cannot purchase a ticket in your authorized class of 
service on a U.S. flag air carrier, and a seat is available in your 
authorized class of service on a foreign air carrier.

[FTR Amdt. 74, 63 FR 63419, Nov. 13, 1998, as amended by FTR Amdt. 2007-
05, 72 FR 61537, Oct. 31, 2007]



Sec. 301-10.139  May I travel by a foreign air carrier if the cost of my
ticket is less than traveling by a U.S. flag air carrier?

    No. Foreign air carrier service may not be used solely based on the 
cost of your ticket.



Sec. 301-10.140  May I use a foreign air carrier if the service is
preferred by or more convenient for my agency or me?

    No. You must use U.S. flag air carrier service, unless you meet one 
of the exceptions in Sec. 301-10.135, Sec. 301-10.136, or Sec. 301-
10.137 or unless foreign air carrier service is deemed a matter of 
necessity under Sec. 301-10.138.

[[Page 39]]



Sec. 301-10.141  Must I provide any special certification or documents
if I use a foreign air carrier?

    Yes, you must provide a certification, as required in Sec. 301-
10.142 and any other documents required by your agency. Your agency 
cannot pay your foreign air carrier fare if you do not provide the 
required certification.

[FTR Amdt. 74, 63 FR 63419, Nov. 13, 1998, as amended by FTR Amdt. 108, 
67 FR 57964, Sept. 13, 2002]



Sec. 301-10.142  What must the certification include?

    The certification must include:
    (a) Your name;
    (b) The dates that you traveled;
    (c) The origin and the destination of your travel;
    (d) A detailed itinerary of your travel, name of the air carrier and 
flight number for each leg of the trip; and
    (e) A statement explaining why you met one of the exceptions in 
Sec. 301-10.135, Sec. 301-10.136, or Sec. 301-10.137 or a copy of your 
agency's written approval that foreign air carrier service was deemed a 
matter of necessity in accordance with Sec. 301-10.138.



Sec. 301-10.143  What is my liability if I improperly use a foreign
air carrier?

    You will not be reimbursed for any transportation cost for which you 
improperly use foreign air carrier service. If you are authorized by 
your agency to use U.S. flag air carrier service for your entire trip, 
and you improperly use a foreign air carrier for any part of or the 
entire trip (i.e., when not permitted under this regulation), your 
transportation cost on the foreign air carrier will not be payable by 
your agency. If your agency authorizes you to use U.S. flag air carrier 
service for part of your trip and foreign air carrier service for 
another part of your trip, and you improperly use a foreign air carrier 
(i.e., when neither authorized to do so nor otherwise permitted under 
this regulation), your agency will pay the transportation cost on the 
foreign air carrier for only the portion(s) of the trip for which you 
were authorized to use foreign air carrier service. The agency must 
establish internal procedures for denying reimbursement to travelers 
when use of a foreign air carrier was neither authorized nor otherwise 
permitted under this regulation.

                                  Train



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

    (a) Coach-class--The basic class of accommodations offered by a rail 
carrier to passengers that includes a level of service available to all 
passengers regardless of the fare paid. Coach-class includes reserved 
coach accommodations as well as slumber coach accommodations when 
overnight train travel is involved.
    (b) Slumber coach--Includes slumber coach accommodations on trains 
offering such accommodations, or the lowest level of sleeping 
accommodations available on a train that does not offer slumber coach 
accommodations.
    (c) Other than coach-class - Any class of accommodations above 
coach, e.g., first-class or business-class.
    (1) First-class--Includes bedrooms, roomettes, club service, parlor 
car accommodations or other premium accommodations.
    (2) Business-class--A class of extra fare train service that is 
offered above coach class, but is lower than first-class, as described 
above.

    Note to Sec. 301-10.160: If a train only has two classes of 
accommodations available, i.e., first and business class, then the 
business class is deemed to be classified as coach-class for purposes of 
official travel, as it is the lowest class offered.

[FTR Amdt. 70, 63 FR 15955, Apr. 1, 1998, as amended by FTR Amdt. 108, 
67 FR 57965, Sept. 13, 2002; FTR Amdt. 2009-06, 74 FR 55148, Oct. 27, 
2009]



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

    You must use coach-class accommodations for all train travel, except 
when your agency authorizes other than coach-class service.

[FTR Amdt. 2009-06, 74 FR 55148, Oct. 27, 2009]



Sec. 301-10.162  When may I use other than coach-class train
accommodations?

    You may use other than coach-class train accommodations only when 
your agency specifically authorizes/approves

[[Page 40]]

this use under paragraphs (a) through (e) of this section.
    (a) No coach-class accommodations are reasonably available on a 
train that is scheduled to leave within 24 hours of your proposed 
departure time, or scheduled to arrive within 24 hours of your proposed 
arrival time;
    (b) When use of other than coach-class accommendations is necessary 
to accommodate a medical disability or other special need.
    (1) A disability must be certified annually in a written statement 
by a competent medical authority. However, if the disability is a 
lifelong condition, then a one-time certification statement is required. 
Certification statements must include at a minimum:
    (i) A written statement by a competent medical authority stating 
that special accommodation is necessary;
    (ii) An approximate duration of the special accommodation; and
    (iii) A recommendation as to the suitable class of transportation 
accommodations based on the disability.
    (2) A special need must be certified annually in writing according 
to your agency's procedures. However, if the special need is a lifelong 
condition, then a one-time certification statement is required;
    (3) If you are authorized under Sec. 301-13.3(a) of this Subchapter 
to have an attendant accompany you, your agency may also authorize the 
attendant to use other than coach-class accommodations if you require 
the attendant's services en route;
    (c) When exceptional security circumstances require other than 
coach-class rail accommodations. Exceptional security circumstances are 
determined by your agency and should only be authorized to the minimum 
other than coach-class accommodation necessary to meet the agency's 
mission. These circumstances include, but are not limited to:
    (1) Use of coach-class accommodations would endanger your life or 
Government property;
    (2) You are an agent on protective detail and you are accompanying 
an individual authorized to use other than coach-class accommodations; 
or
    (3) You are a courier or control officer accompanying controlled 
pouches or packages;
    (d) Coach-class accommodations on an authorized/approved foreign 
rail carrier do not provide adequate sanitation or health standards; or
    (e) When required because of agency mission, consistent with your 
agency's internal procedures pursuant to Sec. 301-70.102(i).

[FTR Amdt. 2009-06, 74 FR 55148, Oct. 27, 2009]



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

    A train that operates at an increased fare due to the extra 
performance of the train (i.e., faster speed or fewer stops).



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

    You may use extra-fare train service whenever your agency determines 
it is more advantageous to the Government or is required for security 
reasons. Extra-fare train service is considered to be a class above the 
lowest class offered on any particular train and must be authorized/
approved as provided in Sec. 301-10.162.

[FTR Amdt. 2009-06, 74 FR 55149, Oct. 27, 2009]

                                  Ship



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

    Yes, when a U.S. flag ship is available unless the necessity of the 
mission requires the use of a foreign ship. (See 46 U.S.C. App. Sec. 
1241.)



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

    You are required to travel by U.S. flag ship for the entire trip, 
unless use of a foreign ship has been authorized by your agency. Any 
cost that is attributed to improper or unauthorized use of a foreign 
ship is your responsibility.

[FTR Amdt. 70, 63 FR 15955, Apr. 1, 1998; 63 FR 35537, June 30, 1998]



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

    Accommodations on ships vary according to deck levels.

[[Page 41]]

    (a) Other than lowest first-class--All classes above the lowest 
first-class, includes but is not limited to a suite.
    (b) Lowest first-class--The least expensive class of reserved 
accommodations available on a ship.

[FTR Amdt. 70, 63 FR 15955, Apr. 1, 1998, as amended by FTR Amdt. 2009-
06, 74 FR 55149, Oct. 27, 2009]



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

    You must use the lowest first-class accommodations when traveling by 
ship, except when your agency specifically authorizes/approves your use 
of other than lowest first-class ship accommodations under paragraphs 
(a) through (d) of this section.
    (a) Lowest first class accommodations are not available on the ship.
    (b) When use of other than lowest first-class accommodations is 
necessary to accommodate a medical disability or other special need.
    (1) A disability must be certified annually in a written statement 
by a competent medical authority. However, if the disability is a 
lifelong condition, then a one-time certification statement is required. 
Certification statements must include at a minimum:
    (i) A written statement by a competent medical authority stating 
that special accommodation is necessary;
    (ii) An approximate duration of the special accommodation; and
    (iii) A recommendation as to the suitable class of transportation 
accommodations based on the disability.
    (2) A special need must be certified annually in writing according 
to your agency's procedures. However, if the special need is a lifelong 
condition, then a one-time certification statement is required;
    (3) If you are authorized under Sec. 301-13.3(a) of this Subchapter 
to have an attendant accompany you, your agency may also authorize the 
attendant to use other than lowest first-class class accommodations if 
you require the attendant's services en route;
    (c) When exceptional security circumstances require other than 
lowest first-class travel. Exceptional security circumstances are 
determined by your agency and should only be authorized to the minimum 
other than lowest first-class travel accommodation necessary to meet the 
agency's mission. These circumstances include, but are not limited to:
    (1) The use of lowest first-class accommodations would endanger your 
life or Government property; or
    (2) You are an agent on protective detail and you are accompanying 
an individual authorized to use other than lowest first-class 
accommodations; or
    (3) You are a courier or control officer accompanying controlled 
pouches or packages.
    (d) When required because of agency mission, consistent with your 
agency's internal procedures pursuant to Sec. 301-70.102(i).

[FTR Amdt. 70, 63 FR 15955, Apr. 1, 1998, as amended by FTR Amdt. 2009-
06, 74 FR 55149, Oct. 27, 2009]

                             Transit Systems



Sec. 301-10.190  When may I use a transit system as a means of
transportation in conjunction with official travel?

    You may use a transit system as a means of transportation in 
conjunction with official travel when such transportation is authorized 
and approved by your agency in the following manner:
    (a) At your official station. (1) From your residence or other 
authorized point of departure, e.g., rail to airport;
    (2) To your residence or other authorized point of return, e.g., 
airport to rail;
    (3) From your residence to your office on the day you depart the 
official station on official TDY that requires at least one night's 
lodging; or
    (4) From your office to your residence on the day you return to the 
official station from an official TDY assignment that required at least 
one night's lodging.
    (b) At your TDY location. (1) From the TDY transit system station(s) 
to your place of lodging or place of official business and return;
    (2) To, from, and between your places of lodging and official 
business;
    (3) Between places of official business; or

[[Page 42]]

    (4) To obtain meals at the nearest available place when the nature 
and location of the official business or the lodging at a TDY location 
are such that meals cannot be obtained there. You must attach a 
statement or include electronic remarks with your travel voucher 
explaining why such transportation was necessary.

[FTR Amdt. 2010-02, 75 FR 24435, May 5, 2010]



                      Subpart C_Government Vehicle



Sec. 301-10.200  What types of Government vehicles may my agency authorize
me to use?

    You may be authorized to use:
    (a) A Government-furnished automobile in accordance with Sec. 301-
10.220;
    (b) A Government aircraft in accordance with Secs. 301-10.260 
through 301-10.262 of this part; and
    (c) Other type of Government vehicle in accordance with any 
Government-issued rules governing its use.

[FTR Amdt. 70, 63 FR 15955, Apr. 1, 1998; 63 FR 35537, June 30, 1998; 
FTR Amdt. 2015-03, 80 FR 27261, May 13, 2015]



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

    Only for official purposes which include transportation:
    (a) Between places of official business;
    (b) Between such places and places of temporary lodging when public 
transportation is unavailable or its use is impractical;
    (c) Between either paragraph (a) or (b) of this section and 
restaurants, drug stores, barber shops, places of worship, cleaning 
establishments, and similar places necessary for the sustenance, 
comfort, or health of the employee to foster the continued efficient 
performance of Government business; or
    (d) As otherwise authorized by your agency under 31 U.S.C. 1344.



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

    You are responsible for any additional cost resulting from 
unauthorized use of a Government vehicle and you may be subject to 
administrative and/or criminal liability for misuse of Government 
property.

                    Government-Furnished Automobiles



Sec. 301-10.220  What requirements must I meet to operate a
Government-furnished automobilefor official travel?

    You must possess a valid State, District of Columbia, or territorial 
motor vehicle operator's license and have a travel authorization 
specifically authorizing the use of a Government-furnished automobile .

[FTR Amdt. 70, 63 FR 15955, Apr. 1, 1998, as amended by FTR Amdt. 2015-
03, 80 FR 27261, May 13, 2015]

                      Travel on Government Aircraft



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

    You may use Government aircraft for travel only if you have 
authorization from an executive agency under the rules specified in this 
part (except with regard to travel under Secs. 301-70.808 and 301-
70.910). Because the taxpayers should pay no more than necessary for 
your transportation, generally you may travel on Government aircraft 
only when a Government aircraft is the most cost-effective mode of 
travel.

[FTR Amdt. 2004-02, 69 FR 34304, June 21, 2004]



Sec. 301-10.261  When may I use a Government aircraft for travel?

    You may use Government aircraft--
    (a) For official travel only when--
    (1) No scheduled commercial airline service is reasonably available 
(i.e., able to meet your departure and/or arrival requirements within a 
24-hour period, unless you demonstrate that extraordinary circumstances 
require a shorter period) to fulfill your agency's travel requirement; 
or
    (2) The cost of using a Government aircraft is less than the cost of 
the city-pair fare for scheduled commercial airline service or the cost 
of the lowest available full coach fare if a city-pair fare is not 
available to you. The cost of non-productive or lost work time while in 
travel status and certain other costs should be considered when 
comparing the cost of using a Government aircraft

[[Page 43]]

in lieu of scheduled commercial airline service. Additional information 
on costs included in this cost comparison may be found in the ``U.S. 
Government Aircraft Cost Accounting Guide,'' available from the General 
Services Administration, Office of Governmentwide Policy, MTA, 1800 F 
Street, N.W., Washington, DC 20405.
    (b) For required-use travel only when you are required to use 
Government aircraft for bona fide communications (e.g., 24-hour secure 
communications) or security reasons (e.g., highly unusual circumstances 
that present a clear and present danger) or exceptional scheduling 
requirements (e.g., a national emergency or other compelling operational 
considerations). Required use travel may include travel for official, 
personal, or political purposes, but must be approved in accordance with 
Secs. 301-10.262(a) and 301-70.803(a).
    (c) For space available travel only when--
    (1) The aircraft is already scheduled for use for an official 
purpose, and your use of the aircraft does not require a larger aircraft 
or result in more than minor additional cost to the Government; or
    (2) You are a Federal traveler or a dependent of a Federal traveler 
stationed by the Government in a remote location not accessible to 
commercial airline service and authorized to use Government aircraft; or
    (3) You are authorized to travel on a space available basis under 10 
U.S.C. 2648 and regulations implementing that statute.

[FTR Amdt. 2004-02, 69 FR 34304, June 21, 2004, as amended by FTR Amdt. 
2010-04, 75 FR 59095, Sept. 27, 2010]



Sec. 301-10.262  How will my agency authorize travel on Government
aircraft?

    Your agency will authorize your travel on Government aircraft as 
follows:
    (a) Required use travelers. Your agency's senior legal official or 
his/her principal deputy must authorize your required-use travel on a 
trip-by-trip basis, in advance, in writing, and in compliance with the 
agency's written policies describing the special circumstances under 
which the agency will require a traveler to use Government aircraft, 
unless--
    (1) You are an agency head and the President has determined that all 
your travel (or your travel in specified categories) qualifies as 
required-use travel; or
    (2) You are not an agency head, and your agency head has determined 
in writing that all of your travel, or your travel in specified 
categories, qualifies as required-use travel. Such written explanation 
must state the specific basis for the determination.

    Note to Sec. 301-10.262(a): In an emergency situation, prior verbal 
approval for required-use travel with an after-the-fact written 
authorization is permitted.

    (b) Senior Federal officials. If you are a senior Federal official, 
your agency's senior legal official or his/her principal deputy must 
authorize all your travel on Government aircraft in advance and in 
writing, except for required use travel authorized under paragraphs 
(a)(1) and (a)(2) of this section. In an emergency situation, prior 
verbal approval with an after-the-fact written authorization by your 
agency's senior legal official is permitted. Senior Federal officials 
who are crewmembers or qualified non-crewmembers on a flight in which 
they are also traveling (i.e., being transported from point to point) 
are considered travelers and must be authorized to travel on Government 
aircraft according to this paragraph.
    (c) Non-Federal travelers. If you are a non-Federal traveler, the 
senior legal official or his/her principal deputy in the agency 
sponsoring your travel must authorize you to fly on Government aircraft 
in advance and in writing. In an emergency situation, prior verbal 
approval with an after-the-fact written authorization by your sponsoring 
agency's senior legal official is permitted.
    (d) All other Federal travelers. Your designated travel-approving 
official (or anyone to whom he/she delegates this authority), who must 
be at least one organizational level above you, must authorize your 
travel on Government aircraft, in advance and in writing. Prior verbal 
approval with an after-the-fact written authorization by your agency's 
designated travel approving

[[Page 44]]

official is permitted in an emergency situation. If you hold a blanket 
travel authorization for official travel that authorizes travel on 
Government aircraft, it must define the circumstances that must be met 
for using Government aircraft and must comply with this regulation and 
any additional agency policies. Travel on Government aircraft that does 
not meet the circumstances specified in the blanket travel authorization 
must be authorized on a trip-by-trip basis in accordance with this 
regulation and other applicable agency policies. Check with your 
designated travel approving official for information on your agency's 
policy.

[FTR Amdt. 2004-02, 69 FR 34304, June 21, 2004]



Sec. 301-10.263  What travel authorization documents must I present to
the aircraft management office that operates the Government aircraft?

    You must present to the aircraft management office that operates the 
Government aircraft--
    (a) A copy of your written travel authorization, including a blanket 
travel authorization, if applicable, approved in accordance with 
Sec. 301-10.262; and
    (b) Valid picture identification, such as a Government 
identification card or a state-issued driver's license.

[FTR Amdt. 2004-02, 69 FR 34304, June 21, 2004]



Sec. 301-10.264  What amount must the Government be reimbursed for
travel on Government aircraft?

    (a) No reimbursement is required for official travel on a Government 
aircraft.
    (b) For personal travel on Government aircraft, reimbursement 
depends upon which of the following special cases applies:
    (1) For any required use travel, you must reimburse the Government 
for the excess of the full coach fare for all flights taken over the 
full coach fare for the flights that you would have taken had you not 
engaged in personal activities during the trip, i.e., for a wholly 
personal trip, you must pay the full coach fare for the entire trip;
    (2) For travel authorized under 10 U.S.C. 2648 and regulations 
implementing that statute, or when you or your dependents are stationed 
by the Government in a remote location with no access to regularly 
scheduled commercial airline service and are authorized to use 
Government aircraft, you do not have to reimburse the Government.
    (c) For political travel on a Government aircraft (i.e., for any 
trip or part of a trip during which you engage in political activities), 
the Government must be reimbursed the excess of the full coach fare for 
all flights taken on the trip over the full coach fare for the flights 
that you would have taken had you not engaged in political activities, 
except if other law or regulation specifies a different amount (see, 
e.g., 11 CFR 106.3, ``Allocation of Expenses between Campaign and Non-
campaign Related Travel''), in which case the amount reimbursed is the 
amount required by such law or regulation.

    Note to Sec. 301-10.264: Except for required use travel, any use of 
Government aircraft for personal or political activities shall not cause 
an increase in the actual costs to the Government of operating the 
aircraft.

[FTR Amdt. 2004-02, 69 FR 34304, June 21, 2004, as amended by FTR Amdt. 
2010-04, 75 FR 59095, Sept. 27, 2010]



Sec. 301-10.265  Will my travel on Government aircraft be reported?

    Your travel on Government aircraft will not be reported unless you 
are a senior Federal official, or a non-Federal traveler. (Travel under 
10 U.S.C. 2648 is not reported.) If you are a senior Federal official or 
a non-Federal traveler, any use you make of Government aircraft, i.e., 
as a passenger, crewmember, or qualified non-crewmember, will be 
reported to the General Services Administration (GSA) by the agency that 
owns or hires the Government aircraft. (Agencies must maintain 
information on classified trips, but do not report classified trips to 
GSA.)

[FTR Amdt. 2004-02, 69 FR 34304, June 21, 2004, as amended by FTR Amdt. 
2010-04, 75 FR 59095, Sept. 27, 2010]

[[Page 45]]



Sec. 301-10.266  Is information available to the public about travel
on Government aircraft by senior Federal officials and non-Federal
travelers?

    Yes, an agency that authorizes travel on Government aircraft and an 
agency that owns or hires Government aircraft must make records about 
travelers on those aircraft available to the public in response to 
written requests under the Freedom of Information Act (5 U.S.C. 552), 
except for portions exempt from disclosure under that Act (such as 
classified information).

[FTR Amdt. 2004-02, 69 FR 34304, June 21, 2004]



                 Subpart D_Privately Owned Vehicle (POV)



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

    When authorized by your agency.



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

    You compute mileage reimbursement by multiplying the distance 
traveled, determined under Sec. 301-10.302 of this subpart by the 
applicable mileage rate.

[FTR Amdt. 70, 63 FR 15955, Apr. 1, 1998, as amended by FTR Amdt. 2010-
07, 75 FR 72967, Nov. 29, 2010]



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

------------------------------------------------------------------------
                                  The distance between your origin and
       If you travel by                      destination is
------------------------------------------------------------------------
Privately owned automobile or  As shown in paper or electronic standard
 privately owned motorcycle.    highway mileage guides, or the actual
                                miles driven as determined from odometer
                                readings.
Privately owned aircraft.....  As determined from charts issued by the
                                Federal Aviation Administration (FAA).
                                You may include in your travel claim
                                with an explanation any additional air
                                mileage resulting from a detour
                                necessary due to adverse weather,
                                mechanical difficulty, or other unusual
                                conditions. If a required deviation is
                                such that airway mileage charts are not
                                adequate to determine distance, you may
                                use the formula of flight time
                                multiplied by cruising speed of the
                                aircraft to determine distance. You must
                                convert nautical miles to statute or
                                regular miles when submitting a claim (1
                                nautical mile equals 1.15077945 statute
                                miles).
------------------------------------------------------------------------


[FTR Amdt. 70, 63 FR 15955, Apr. 1, 1998, as amended by FTR Amdt. 108, 
67 FR 57965, Sept. 13, 2002; FTR Amdt. 2005-05, 70 FR 61046, Oct. 20, 
2005; FTR Amdt. 2010-04, 75 FR 59095, Sept. 27, 2010]



Sec. 301-10.303  What am I reimbursed when use of POV is determined by
my agency to be advantageous to the Government?

    You will be reimbursed an applicable mileage rate based on the type 
of POV you actually use (privately owned airplane, privately owned 
automobile, privately owned motorcycle). These rates will be published 
in an FTR bulletin and are also displayed on GSA's Web site (http://
www.gsa.gov/mileage).

[FTR Amdt. 2010-07, 75 FR 72967, Nov. 29, 2010]



Sec. 301-10.304  What expenses are allowable in addition to the POV
mileage rate allowances?

    Following is a chart listing the reimbursable and non-reimbursable 
expenses:

------------------------------------------------------------------------
                                            Non-reimbursable expenses
  Reimbursable expenses in addition to       included in the mileage
           mileage allowance                        allowance
------------------------------------------------------------------------
Parking fees; ferry fees; bridge, road,  Charges for repairs,
 and tunnel fees; and aircraft or         depreciation, replacements,
 airplane parking, landing, and tie-      grease, oil, antifreeze,
 down fees.                               towage and similar speculative
                                          expenses, gasoline, insurance,
                                          state and Federal taxes.
------------------------------------------------------------------------


[FTR Amdt. 70, 63 FR 15955, Apr. 1, 1998, as amended by FTR Amdt. 108, 
67 FR 57965, Sept. 13, 2002]

[[Page 46]]



Sec. 301-10.305  How is reimbursement handled if another person(s)
travels in a POV with me?

    If another employee(s) travels with you on the same trip in the same 
POV, mileage is payable to only one of you. No deduction will be made 
from your mileage allowance if other passengers contribute to defraying 
your expenses.



Sec. 301-10.306  What will I be reimbursed if authorized to use a POV
between my residence and office and then from my office to a common
carrier terminal, or from my residence directly to a common carrier
terminal?

    If determined advantageous to the Government, you will be reimbursed 
on a mileage basis plus other allowable costs for round-trip travel on 
the beginning and/or ending of travel between the points involved.

[FTR Amdt. 70, 63 FR 15955, Apr. 1, 1998, as amended by FTR Amdt. 2005-
05, 70 FR 61047, Oct. 20, 2005]



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

    Using a POV to transport other employees is strictly voluntary and 
you may be reimbursed in accordance with Sec. 301-10.305.



Sec. 301-10.308  What will I be reimbursed if I park my POV at a common
carrier terminal while I am away from my official station?

    Your agency may reimburse your parking fee as an allowable 
transportation expense not to exceed the cost of taxi fare to/from the 
terminal.



Sec. 301-10.309  What will I be reimbursed if I am authorized to use
common carrier transportation or a rental vehicle and I use a POV
instead?

    You will be reimbursed the applicable POV rate on a mileage basis, 
plus per diem, not to exceed the total constructive cost of the 
authorized method of common carrier transportation plus per diem. Your 
agency must determine the constructive cost of transportation and per 
diem by common carrier under the rules in Sec. 301-10.310.

[FTR Amdt. 2015-03, 80 FR 27260, May 13, 2015]



Sec. 301-10.310  What will I be reimbursed if I am authorized to
use a Government-furnished automobile and I use a privately owned
automobile instead?

    You will be reimbursed based on a constructive mileage rate limited 
to the cost that would be incurred for use of a Government-furnished 
automobile. This rate will be published in an FTR bulletin available at 
http://www.gsa.gov/ftrbulletins. If your agency determines the cost of 
providing a Government-furnished automobile would be higher because of 
unusual circumstances, it may allow reimbursement not to exceed the 
mileage rate for a privately owned automobile. In addition, you may be 
reimbursed other allowable expenses as provided in Sec. 301-10.304.

[FTR Amdt. 2015-03, 80 FR 27260, May 13, 2015, as amended by 80 FR 
27261, May 13, 2015; 80 FR 37996, July 2, 2015]



                      Subpart E_Special Conveyances



Sec. 301-10.400  What types of special conveyances may my agency
authorize me to use?

    Your agency may authorize/approve use of:
    (a) Taxicabs as specified in Secs. 301-10.420 through 301-10.421 of 
this chapter;
    (b) Commercial rental automobiles as specified in Secs. 301-10.450 
through 301-10.453 of this chapter; or
    (c) Any other special conveyance when determined to be advantageous 
to the Government.



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

    Actual expenses that your agency determines are necessary, 
including, but not limited to:
    (a) Gasoline and oil;
    (b) Rental of a garage, hangar, or boathouse;
    (c) Feeding and stabling of horses;
    (d) Per diem of operator; and
    (e) Ferriage, tolls, etc.

[[Page 47]]



Sec. 301-10.402  What will I be reimbursed if I am authorized to use a
special conveyance and I use a POV instead?

    You will be reimbursed the mileage cost for the use of your POV, and 
additional expenses such as parking fees, bridge, road and tunnel fees, 
not to exceed the constructive cost of the special conveyance.



Sec. 301-10.403  What is the difference between a Government aircraft
and an aircraft hired as a special conveyance?

    A Government aircraft is any aircraft owned, leased, chartered, or 
rented and operated by the Government. An aircraft hired as a special 
conveyance is an aircraft that you, in your private capacity, rent, 
lease, or charter and operate.

      Taxicabs, Shuttle Services, or Other Courtesy Transportation



Sec. 301-10.420  When may I use a taxi, shuttle service or other courtesy
transportation?

    (a) When authorized and approved by your agency, your transportation 
expenses in the performance of official travel are reimbursable for the 
usual fare plus tip for use of a taxi, shuttle service or other courtesy 
transportation (if charges result), in the following manner:
    (1) At your official station. (i) From your residence or other 
authorized point of departure, e.g., residence to airport;
    (ii) To your residence or other authorized point of return, e.g., 
airport to residence;
    (iii) From your residence to your office on the day you depart the 
official station on official TDY that requires at least one night's 
lodging; or
    (iv) From your office to your residence on the day you return to the 
official station from an official TDY assignment that required at least 
one night's lodging.
    (2) At your TDY location. (i) From the TDY transit system station to 
your place of lodging or place of official business and return;
    (ii) To, from, and between your places of lodging and official 
business;
    (iii) Between places of official business; or
    (iv) To obtain meals at the nearest available place when the nature 
and location of the official business or the lodging at a TDY location 
are such that meals cannot be obtained there. You must attach a 
statement or include electronic remarks with your travel voucher 
explaining why such transportation was necessary.
    (b) Courtesy transportation. You should use courtesy transportation 
service furnished by hotels/motels to the maximum extent possible as a 
first source of transportation between a place of lodging at the TDY 
station and a common carrier terminal. You will be reimbursed for tips 
when you use courtesy transportation service.
    (c) Restrictions. When appropriate, your agency will restrict or 
place a monetary limit on the amount of reimbursement for the use of 
taxicabs under this paragraph when--
    (1) Suitable Government or common carrier transportation service, 
including shuttle service, is available for all or part of the distance 
involved; or
    (2) Courtesy transportation service is provided by hotels/motels 
between the place of lodging at the TDY station and the common carrier 
terminal.

[FTR Amdt. 2010-02, 75 FR 24435, May 5, 2010]



Sec. 301-10.421  How much will my agency reimburse me for a tip to a 
taxi, shuttle service, courtesy transportation driver, or valet parking
attendant?

    An amount which your agency determines to be reasonable.

                           Rental Automobiles



Sec. 301-10.450  What are the policies when authorized to rent a 
vehicle for official travel?

    (a) Your agency must determine that use of a rental vehicle is 
advantageous to the Government and must specifically authorize such use.
    (b) When authorized to use a rental vehicle, you should consider 
renting a vehicle from a vendor that participates in the Defense Travel 
Management Office (DTMO) U.S. Government Car Rental Agreement to avail 
yourself of the Agreement's benefits, including the

[[Page 48]]

insurance and damage liability provisions, unless you are OCONUS and no 
agreement is in place for your TDY location. The advantages of renting a 
car through the DTMO rental car program are:
    (1) Rental car agreements are pre-negotiated;
    (2) The agreement includes automatic unlimited mileage and collision 
damage insurance; and
    (3) The rates established by the car rental agreement cannot be 
exceeded by the vendor.
    (c) Travelers must use the least expensive compact car available, 
unless an exception for another class of vehicle is approved. Agencies 
should approve these exceptions on a limited basis and must indicate on 
the travel authorization the reason for the exception. Your agency may 
authorize the use of other than a compact car if any of the following 
apply:
    (1) When use of other than a compact car is necessary to accommodate 
a medical disability or other special need.
    (i) A disability must be certified annually in a written statement 
by a competent medical authority. However, if the disability is a 
lifelong condition, then a one-time certification statement is required. 
Certification statements must include at a minimum:
    (A) A written statement by a competent medical authority stating 
that special accommodation is necessary;
    (B) An approximate duration of the special accommodation; and
    (ii) A special need must be certified annually in writing according 
to your agency's procedures. However, if the special need is a lifelong 
condition, then a one-time certification statement is required;
    (iii) If you are authorized under Sec. 301-13.3(a) to have an 
attendant accompany you, your agency may authorize the use of other than 
a compact car if deemed necessary by your agency.
    (2) When required because of agency mission, consistent with your 
agency's internal procedures pursuant to Sec. 301-70.102(i).
    (3) When the cost of other than a compact car is less than or equal 
to the cost of the least expensive compact car.
    (4) When additional room is required to accommodate multiple 
employees authorized to travel together in the same rental vehicle.
    (5) When travelers must carry a large amount of Government material 
incident to their official business, and a compact rental vehicle does 
not contain sufficient space.
    (6) When necessary for safety reasons, such as during severe weather 
or having to travel on rough or difficult terrain.
    (d) Travelers are not to be reimbursed for purchasing pre-paid 
refueling options for rental cars. Therefore, travelers should refuel 
prior to returning the rental vehicle to the drop-off location. However, 
if it is not possible to refuel completely prior to returning the 
vehicle because of safety issues or the location of closest fueling 
station, travelers will be reimbursed for vendor refueling charges.
    (e) Travelers will not be reimbursed for fees associated with rental 
car loyalty points or the transfer of points charged by car companies.

[FTR Amdt. 70, 63 FR 15955, Apr. 1, 1998, as amended by FTR Amdt. 2010-
05, 75 FR 63103, Oct. 14, 2010; FTR Amdt. 2015-03, 80 FR 27261, May 13, 
2015]



Sec. 301-10.451  May I be reimbursed for the cost of collision damage
waiver (CDW) or theft insurance?

    (a) General rule--no. You will not be reimbursed for CDW or theft 
insurance for travel within CONUS for the following reasons:
    (1) The Government is a self-insurer.
    (2) Rental vehicles available under agreement(s) with the Government 
includes full coverage insurance for damages resulting from an accident 
while performing official travel.
    (3) Any deductible amount paid by you may be reimbursed directly to 
you or directly to the rental agency if the damage occurred while you 
were performing official business.
    (b) Exception. You will be reimbursed for collision damage waiver or 
theft insurance when you travel outside CONUS and such insurance is 
necessary because the rental or leasing agency requirements, foreign 
statute,

[[Page 49]]

or legal procedures could cause extreme difficulty for an employee 
involved in an accident.



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

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



Sec. 301-10.453  What is my liability for unauthorized use of a rental
automobile obtained with Government funds?

    You are responsible for any additional cost resulting from the 
unauthorized use of a commercial rental automobile for other than 
official travel-related purposes.



PART 301	11_PER DIEM EXPENSES--Table of Contents



                         Subpart A_General Rules

Sec.
301-11.1  When am I eligible for an allowance (per diem or actual 
          expense)?
301-11.2  Will I be reimbursed for per diem expenses if my official 
          travel is 12 hours or less?
301-11.3  Must my agency pay an allowance (either a per diem allowance 
          or actual expense)?
301-11.4  May I be reimbursed actual expense and per diem on the same 
          trip?
301-11.5  How will my per diem expenses be reimbursed?
301-11.6  Where do I find maximum per diem and actual expense rates?
301-11.7  What determines my maximum per diem reimbursement rate?
301-11.8  What is the maximum per diem rate I will receive if lodging is 
          not available at my TDY location?
301-11.9  When does per diem or actual expense entitlement start/stop?
301-11.10  Am I required to record departure/arrival dates and times on 
          my travel claim?
301-11.11  How do I select lodging and make lodging reservations?
301-11.12  How does the type of lodging I select affect my 
          reimbursement?
301-11.13  How does sharing a room with another person affect my per 
          diem reimbursement?
301-11.14  How is my daily lodging rate computed when I rent lodging on 
          a long-term basis?
301-11.15  What expenses may be considered part of the daily lodging 
          cost when I rent on a long-term basis?
301-11.16  What reimbursement will I receive if I prepay my lodging 
          expenses and my TDY is curtailed, canceled, or interrupted for 
          official purposes or for other reasons beyond my control that 
          are acceptable to my agency?
301-11.17  If my agency authorizes per diem reimbursement, will it 
          reduce my M&IE allowance for a meal(s) provided by a common 
          carrier or for a complimentary meal(s) provided by a hotel/
          motel?
301-11.18  What M&IE rate will I receive if a meal(s) is furnished by 
          the Government or is included in the registration fee?
301-11.19  How is my per diem calculated when I travel across the 
          international dateline (IDL)?
301-11.20  May my agency authorize a rest period for me while I am 
          traveling?
301-11.21  Will I be reimbursed for per diem or actual expenses on leave 
          or non-workdays (weekend, legal Federal Government holiday, or 
          other scheduled non-workdays) while I am on official travel?
301-11.22  Am I entitled to per diem or actual expense reimbursement if 
          I am required to return to my official station on a non-
          workday?
301-11.23  Are there any other circumstances when my agency may 
          reimburse me to return home or to my official station for non-
          workdays during a TDY assignment?
301-11.24  What reimbursement will I receive if I voluntarily return 
          home or to my official station on non-workdays during my TDY 
          assignment?
301-11.25  Must I provide receipts to substantiate my claimed travel 
          expenses?
301-11.26  How do I request a review of the per diem in a location?
301-11.27  Are taxes included in the lodging portion of the Government 
          per diem rate?
301-11.28  As a traveler on official business, am I required to pay 
          applicable lodging taxes?
301-11.29  Are lodging facilities required to accept a generic federal, 
          state or local tax exempt certificate?
301-11.30  What is my option if the Government lodging rate exceeds my 
          lodging reimbursement?
301-11.31  Are laundry, cleaning and pressing of clothing expenses 
          reimbursable?
301-11.32  May I be reimbursed for an advance room deposit in situations 
          where a lodging facility requires the payment of a deposit, 
          prior to the beginning of my scheduled official travel?

                    Subpart B_Lodgings-Plus Per Diem

301-11.100  What will I be paid for lodging under Lodgings-plus per 
          diem?
301-11.101  What allowance will I be paid for M&IE?
301-11.102  What is the applicable M&IE rate?

[[Page 50]]

                       Subpart C_Reduced Per Diem

301-11.200  Under what circumstances may my agency prescribe a reduced 
          per diem rate lower than the prescribed maximum?

                        Subpart D_Actual Expense

301-11.300  When is actual expense reimbursement warranted?
301-11.301  Who in my agency can authorize/approve my request for actual 
          expense?
301-11.302  When should I request authorization for reimbursement under 
          actual expense?
301-11.303  What is the maximum amount that I may be reimbursed under 
          actual expense?
301-11.304  What if my expenses are less than the authorized amount?
301-11.305  What if my actual expenses exceed the 300 percent ceiling?
301-11.306  What expenses am I required to itemize under actual expense?

Subpart E [Reserved]

Subpart F_Income Tax Reimbursement Allowance (ITRA), Tax Years 1995 and 
                               Thereafter

                                 General

301-11.601  What is a taxable extended TDY assignment?
301-11.602  What factors should my agency consider in determining 
          whether to authorize extended TDY?
301-11.603  What are the tax consequences of extended TDY?
301-11.604  What are the procedures for calculation and reimbursement of 
          my WTA and ETTRA for taxable extended TDY?
301-11.605  When should I file my ``Statement of Income and Tax Filing 
          Status'' for my taxable extended TDY assignment?

    Authority: 5 U.S.C. 5707.

    Source: FTR Amdt. 70, 63 FR 15961, Apr. 1, 1998, unless otherwise 
noted.



                         Subpart A_General Rules



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

    When:
    (a) You perform official travel away from your official station, or 
other areas defined by your agency;
    (b) You incur per diem expenses while performing official travel; 
and
    (c) You are in a travel status for more than 12 hours.



Sec. 301-11.2  Will I be reimbursed for per diem expenses if my official
travel is 12 hours or less?

    No.



Sec. 301-11.3  Must my agency pay an allowance (either a per diem
allowance or actual expense)?

    Yes, unless:
    (a) You perform travel to a training event under the Government 
Employees Training Act (5 U.S.C. 4101-4118), and you agree not to be 
paid per diem expenses; or
    (b) You perform pre-employment interview travel, and the 
interviewing agency does not authorize payment of per diem expenses.



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

    Yes, you may be reimbursed both actual expense and per diem during a 
single trip, but only one method of reimbursement may be authorized for 
any given calendar day except as provided in Sec. 301-11.305 or 
Sec. 301-11.306. Your agency must determine when the transition between 
the reimbursement methods occurs.



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

    Per diem expenses will be reimbursed by the:
    (a) Lodgings-plus per diem method;
    (b) Reduced per diem method; or
    (c) Actual expense method.

[FTR Amdt. 89, 65 FR 1327, Jan. 10, 2000, as amended by FTR Amdt. 2013-
01, 78 FR 65211, Oct. 31, 2013]



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

    Consult this table to find out where to access per diem rates for 
various types of Government travel:

[[Page 51]]



------------------------------------------------------------------------
                                                      For per diem and
         For travel in             Rates set by      actual expense see
------------------------------------------------------------------------
(a) Continental United States   General Services   For per diem, see
 (CONUS).                        Administration.    applicable FTR Per
                                                    Diem Bulletins
                                                    issued periodically
                                                    by the Office of
                                                    Governmentwide
                                                    Policy, Office of
                                                    Transportation and
                                                    Personal Property,
                                                    Travel Management
                                                    Policy, and
                                                    available on the
                                                    Internet at http://
                                                    www.gsa.gov/perdiem.
                                                    For actual expense,
                                                    see 41 CFR 301-
                                                    11.300--301-11.306.
(b) Non-foreign areas.........  Department of      Per Diem Bulletins
                                 Defense (Per       issued by PDTATAC
                                 Diem, Travel and   and published
                                 Transportation     periodically in the
                                 Allowance          Federal Register or
                                 Committee          Internet at http://
                                 (PDTATAC)).        www.defensetravel.do
                                                    d.mil/site/
                                                    perdiemCalc.cfm.
                                                    (Rates also appear
                                                    in section 925, a
                                                    per diem supplement
                                                    to the Department of
                                                    State Standardized
                                                    Regulations
                                                    (Government
                                                    Civilians-Foreign
                                                    Areas).)
(c) Foreign areas.............  Department of      A per diem supplement
                                 State.             to section 925,
                                                    Department of State
                                                    Standardized
                                                    Regulations
                                                    (Government
                                                    Civilians-Foreign
                                                    Areas) and available
                                                    on the Internet at
                                                    www.state.gov.
------------------------------------------------------------------------


[FTR Amdt. 2003-03, 68 FR 22314, Apr. 28, 2003, as amended by FTR Amdt. 
2007-05, 72 FR 61537, Oct. 31, 2007; FTR Amdt. 2011-03, 76 FR 55275, 
Sept. 7, 2011]



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

    Your TDY location determines your maximum per diem reimbursement 
rate. If you arrive at your lodging facility after 12 midnight, you 
claim lodging cost for the preceding calendar day. If no lodging is 
required, the applicable M&IE reimbursement rate is the rate for the TDY 
location. (See Sec. 301-11.102.)

[FTR Amdt. 70, 63 FR 15961, Apr. 1, 1998; 63 FR 35537, June 30, 1998, as 
amended by FTR Amdt. 2011-03, 76 FR 55275, Sept. 7, 2011]



Sec. 301-11.8  What is the maximum per diem rate I will receive if lodging
is not available at my TDY location?

    If lodging is not available at your TDY location, your agency may 
authorize or approve the maximum per diem rate for the location where 
lodging is obtained.



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

    Your per diem or actual expense entitlement starts on the day you 
depart your home, office, or other authorized point and ends on the day 
you return to your home, office or other authorized point.



Sec. 301-11.10  Am I required to record departure/arrival dates and
times on my travel claim?

    You must record the date of departure from, and arrival at, the 
official station or any other place travel begins or ends. You must show 
this same information for points where you perform TDY or for a stopover 
or official rest stop location when the arrival or departure affects 
your per diem allowance or other travel expenses. You also should show 
the dates for other points visited. You do not have to record departure/
arrival times, but you must annotate your travel claim when your travel 
is more than 12 hours but not exceeding 24 hours to reflect that fact.



Sec. 301-11.11  How do I select lodging and make lodging reservations?

    (a) You must make your lodging reservations through your agency's 
travel management service.
    (b) You should always stay in a ``fire safe'' facility. This is a 
facility that meets the fire safety requirements of the Hotel and Motel 
Fire Safety Act of 1990 (the Act), as amended (see 5 U.S.C. 5707a).
    (c) When selecting a commercial lodging facility, first 
consideration should be given to government lodging agreement programs 
such as FedRooms (http://www.fedrooms.com). The advantages 
of obtaining lodging using the FedRooms program are:
    (1) Lodging rates are set at or below per diem rates;
    (2) There are no add-on fees;
    (3) The room cancellation deadline is 4 p.m. (or later) on the day 
of arrival;
    (4) Most hotels offer last standard room availability rates;
    (5) There are no early departure fees; and

[[Page 52]]

    (6) Rates are available using all booking channels (e.g., E-Gov 
Travel Service, Travel Management Service, FedRooms Web 
site, and hotel reservation call centers). The FedRooms rate 
code (XVU) must be entered to get the program benefits.
    Note to Sec. 301-11.11: 5 U.S.C. 5707a does not apply to the 
District of Columbia government.

[FTR Amdt. 2010-05, 75 FR 63104, Oct. 14, 2010]



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

    (a) Your agency will reimburse you for different types of lodging as 
follows:
    (1) Conventional lodgings (hotel/motel, boarding house, etc.). You 
will be reimbursed the single occupancy rate.
    (2) Government quarters. You will be reimbursed, as a lodging 
expense, the fee or service charge you pay for use of the quarters.
    (3) Lodging with friend(s) or relative(s) (with or without charge). 
You may be reimbursed for additional costs your host incurs in 
accommodating you only if you are able to substantiate the costs and 
your agency determines them to be reasonable. You will not be reimbursed 
the cost of comparable conventional lodging in the area or a flat 
``token'' amount.
    (4) Nonconventional lodging. You may be reimbursed the cost of other 
types of lodging when there are no conventional lodging facilities in 
the area (e.g., in remote areas) or when conventional facilities are in 
short supply because of an influx of attendees at a special event (e.g., 
World's Fair or international sporting event). Such lodging includes 
college dormitories or similar facilities or rooms not offered 
commercially but made available to the public by area residents in their 
homes.
    (5) Recreational vehicle (trailer/camper). You may be reimbursed for 
expenses (parking fees, fees for connection, use, and disconnection of 
utilities, electricity, gas, water and sewage, bath or shower fees, and 
dumping fees) which may be considered as a lodging cost.
    (b) Your agency will not reimburse you for:
    (1) Personally-owned residence. You will not be reimbursed for any 
lodging expenses for staying at your personally-owned residence or for 
any real estate expenses associated with the purchase or sale of a 
personal residence at the TDY location, except in conjunction with an 
authorized relocation pursuant to chapter 302 of this title.
    (2) Personally-owned recreational vehicle (trailer/camper). You will 
not be reimbursed any expenses associated with the purchase, sale or 
payment of a recreational vehicle or camper at the TDY location.

[76 FR 63845, Oct. 14, 2011]



Sec. 301-11.13  How does sharing a room with another person affect
my per diem reimbursement?

    Your reimbursement is limited to one-half of the double occupancy 
rate if the person sharing the room is another Government employee on 
official travel. If the person sharing the room is not a Government 
employee on official travel, your reimbursement is limited to the single 
occupancy rate.



Sec. 301-11.14  How is my daily lodging rate computed when I rent
lodging on a long-term basis?

    When you obtain lodging on a long-term basis (e.g., weekly or 
monthly) your daily lodging rate is computed by dividing the total 
lodging cost by the number of days of occupancy for which you are 
entitled to per diem, provided the cost does not exceed the daily rate 
of conventional lodging. Otherwise the daily lodging cost is computed by 
dividing the total lodging cost by the number of days in the rental 
period. Reimbursement, including an appropriate amount for M&IE, may not 
exceed the maximum daily per diem rate for the TDY location.



Sec. 301-11.15  What expenses may be considered part of the daily
lodging cost when I rent on a long-term basis?

    When you rent a room, apartment, house, or other lodging on a long-
term basis (e.g., weekly, monthly), the following expenses may be 
considered part of the lodging cost:
    (a) The rental cost for a furnished dwelling; if unfurnished, the 
rental cost of the dwelling and the rental cost of appropriate and 
necessary furniture

[[Page 53]]

and appliances (e.g., stove, refrigerator, chairs, tables, bed, sofa, 
television, or vacuum cleaner);
    (b) Cost of connecting/disconnecting and using utilities;
    (c) Cost of reasonable maid fees and cleaning charges;
    (d) Monthly telephone use fee (does not include installation and 
long-distance calls); and,
    (e) If ordinarily included in the price of a hotel/motel room in the 
area concerned, the cost of special user fees (e.g., cable TV charges 
and plug-in charges for automobile head bolt heaters).

[FTR Amdt. 70, 63 FR 15961, Apr. 1, 1998, as amended by FTR Amdt. 2007-
05, 72 FR 61537, Oct. 31, 2007]



Sec. 301-11.16  What reimbursement will I receive if I prepay my lodging
expenses and my TDY is curtailed, canceled or interrupted for official 
purposes or for other reasons beyond my control that are acceptable to
my agency?

    If you sought to obtain a refund or otherwise took steps to minimize 
the cost, your agency may reimburse expenses that are not refundable, 
including a forfeited rental deposit.



Sec. 301-11.17  If my agency authorizes per diem reimbursement, will it
reduce my M&IE allowance for a meal(s) provided by a common carrier or
for a complimentary meal(s) provided by a hotel/motel?

    No. A meal provided by a common carrier or a complimentary meal 
provided by a hotel/motel does not affect your per diem.



Sec. 301-11.18  What M&IE rate will I receive if a meal(s) is furnished
by the Government or is included in the registration fee?

    (a) Except as provided in Sec. 301-11.17 or in paragraph (b) of this 
section, your M&IE allowance must be adjusted for meals furnished to you 
by the Government (including meals furnished under the authority of 
chapter 304 of this title) by deducting the appropriate amount shown at 
www.gsa.gov/mie for travel within CONUS and the chart in appendix B of 
this chapter for meal deductions for OCONUS and foreign travel. For 
meals provided on the day of departure and the last day of travel, you 
must deduct the entire allocated meal cost from the decreased M&IE rate 
(see Sec. 301-11.101). The total amount of deductions made will not 
cause you to receive less than the amount allowed for incidental 
expenses.
    (b) Your agency, at its discretion, may allow you to claim the full 
M&IE allowance if:
    (1) You are unable to consume the furnished meal(s) because of 
medical requirements or religious beliefs;
    (2) In accordance with administrative procedures prescribed by your 
agency, you requested specific approval to claim the full M&IE allowance 
prior to your travel;
    (3) In accordance with administrative procedures prescribed by your 
agency, you have made a reasonable effort to make alternative meal 
arrangements, but were unable to do so; and
    (4) You purchase substitute meals in order to satisfy your medical 
requirements or religious beliefs.
    (c) In your agency's discretion, and in accordance with 
administrative procedures prescribed by your agency, you may also claim 
the full M&IE allowance if you were unable to take part in a Government-
furnished meal due to the conduct of official business.

[FTR Amdt. 2009-03, 74 FR 16328, Apr. 10, 2009; 74 FR 17437, Apr. 15, 
2009, as amended by FTR Amdt. 2009-07, 74 FR 54912, Oct. 26, 2009; FTR 
Amdt. 2011-03, 76 FR 55275, Sept. 7, 2011; FTR Amdt. 2015-05, 80 FR 
45086, July 29, 2015]



Sec. 301-11.19  How is my per diem calculated when I travel across the
international dateline (IDL)?

    When you cross the IDL your actual elapsed travel time will be used 
to compute your per diem entitlement rather than calendar days.



Sec. 301-11.20  May my agency authorize a rest period for me while I am traveling?

    (a) Your agency may authorize a rest period not in excess of 24 
hours at either an intermediate point or at your destination if:
    (1) Either your origin or destination point is OCONUS;
    (2) Your scheduled flight time, including stopovers, exceeds 14 
hours;
    (3) Travel is by a direct or usually traveled route; and

[[Page 54]]

    (4) Travel is by coach-class.
    (b) When a rest stop is authorized the applicable per diem rate is 
the rate for the rest stop location.

[FTR Amdt. 70, 63 FR 15961, Apr. 1, 1998, as amended by FTR Amdt. 2005-
03, 70 FR 28460, May 18, 2005]



Sec. 301-11.21  Will I be reimbursed for per diem or actual expenses on
leave or non-workdays (weekend, legal Federal Government holiday, or
other scheduled non-workdays) while I am on official travel?

    (a) In general, you will be reimbursed as long as your travel status 
requires your stay to include a non-workday, (e.g., if you are on travel 
through Friday and again starting Monday you will be reimbursed for 
Saturday and Sunday), however, your agency should determine the most 
cost effective situation (i.e., remaining in a travel status and paying 
per diem or actual expenses or permitting your return to your official 
station).
    (b) Your agency will determine whether you will be reimbursed for 
non-workdays when you take leave immediately (e.g., Friday or Monday) 
before or after the non-workday(s).

    Note to Sec. 301-11.21: If emergency travel is involved due to an 
incapacitating illness or injury, the rules in part 301-30 of this 
chapter govern.

[FTR Amdt. 70, 63 FR 15961, Apr. 1, 1998, as amended by FTR Amdt. 2007-
05, 72 FR 61537, Oct. 31, 2007]



Sec. 301-11.22  Am I entitled to per diem or actual expense reimbursement
if I am required to return to my official station on a non-workday?

    If required by your agency to return to your official station on a 
non-workday, you will be reimbursed the amount allowable for return 
travel.



Sec. 301-11.23  Are there any other circumstances when my agency may
reimburse me to return home or to my official station for non-workdays
during a TDY assignment?

    Your agency may authorize per diem or actual expense and round-trip 
transportation expenses for periodic return travel on non-workdays to 
your home or official station under the following circumstances:
    (a) The agency requires you to return to your official station to 
perform official business; or
    (b) The agency will realize a substantial cost savings by returning 
you home; or
    (c) Periodic return travel home is justified incident to an extended 
TDY assignment.



Sec. 301-11.24  What reimbursement will I receive if I voluntarily return
home or to my official station on non-workdays during my TDY assignment?

    If you voluntarily return home or to your official station on non-
workdays during a TDY assignment, the maximum reimbursement for round 
trip transportation and per diem or actual expense is limited to what 
would have been allowed had you remained at the TDY location.



Sec. 301-11.25  Must I provide receipts to substantiate my claimed
travel expenses?

    Yes. You must provide a lodging receipt and a receipt for every 
authorized expense over $75, or provide a reason acceptable to your 
agency explaining why you are unable to furnish the necessary receipt(s) 
(see Sec. 301-52.4 of this chapter).

    Note to 301-11.25: Hard copy receipts should be electronically 
scanned and submitted with your electronic travel claim when your agency 
has fully deployed ETS and notifies you that electronic scanning is 
available within your agency (see Sec. 301-50.3 of this chapter). You 
may submit a hard copy receipt, in accordance with your agency's 
policies, to support a claimed travel expense only when electronic 
imaging is not available within your agency.

[FTR Amdt. 2006-04, 71 FR 49375, Aug. 23, 2006]



Sec. 301-11.26  How do I request a review of the per diem in a location?

    If you travel to a location where the per diem rate is insufficient 
to meet necessary expenses, you may submit a request, containing 
pertinent lodging & meal cost data, through your agency's Travel Manager 
asking that the location be reviewed. Depending on the location in 
question your agency's Travel Manager may submit the review request to:

[[Page 55]]



------------------------------------------------------------------------
                              For non-foreign area    For foreign area
     For CONUS locations            locations             locations
------------------------------------------------------------------------
General Services              Defense Travel        Director, Office of
 Administration, Office of     Management Office,    Allowances,
 Governmentwide Policy,        Attn: SP&P/           Department of
 Attn: Travel Policy (MTT),    Allowances Branch,    State, Annex 1,
 1800 F St. NW., Washington,   4601 N. Fairfax Dr,   Suite L-314,
 DC 20405.                     Suite 800,            Washington, DC
                               Arlington, VA 22203.  20522-0103.
------------------------------------------------------------------------


[FTR Amdt. 70, 63 FR 15961, Apr. 1, 1998, as amended by FTR Amdt. 108, 
67 FR 57965, Sept. 13, 2002; FTR Amdt. 2010-04, 75 FR 59095, Sept. 27, 
2010; FTR Amdt. 2011-03, 76 FR 55275, Sept. 7, 2011]



Sec. 301-11.27  Are taxes included in the lodging portion of the
Government per diem rate?

    No. Lodging taxes paid by you are reimbursable as a miscellaneous 
travel expense limited to the taxes on reimbursable lodging costs. For 
example, if your agency authorizes you a maximum lodging rate of $50 per 
night, and you elect to stay at a hotel that costs $100 per night, you 
can only claim the amount of taxes on $50, which is the maximum 
authorized lodging amount. This section is effective January 1, 1999, 
for CONUS locations and effective January 1, 2000, for non-foreign 
areas. For foreign areas, lodging taxes have not been removed from 
foreign per diem rates established by the Department of State. Separate 
claims for lodging taxes incurred in foreign areas are not allowed.

[FTR Amdt. 75, 63 FR 66675, Dec. 2, 1998, as amended by FTR Amdt. 108, 
67 FR 57965, Sept. 13, 2002]



Sec. 301-11.28  As a traveler on official business, am I required to
pay applicable lodging taxes?

    Yes, unless exempted by the State or local jurisdiction.



Sec. 301-11.29  Are lodging facilities required to accept a generic
federal, state or local tax exempt certificate?

    Exemptions from taxes for Federal travelers, and the forms required 
to claim them, vary from location to location. The GSA SmartPay 
 Program Support office provides more information regarding 
state tax exemptions on its Web site (https://smartpay.gsa.gov/about-
gsa-smartpay/tax-information/state-response-letter) and by e-mail 
([email protected]).

[FTR Amdt. 70, 63 FR 15961, Apr. 1, 1998, as amended by FTR Amdt. 2007-
05, 72 FR 61537, Oct. 31, 2007; FTR Amdt. 2011-03, 76 FR 55275, Sept. 7, 
2011]



Sec. 301-11.30  What is my option if the Government lodging rate exceeds
my lodging reimbursement?

    (a) You may request reimbursement on an actual expense basis, not to 
exceed 300 percent of the maximum per diem allowance.
    (b) Approval of actual expenses is usually in advance of travel and 
at the discretion of your agency. (See Sec. 301-11.302.) Also, see 
Sec. 301-70.201 for when an agency can issue a blanket actual expense 
authorization.

[FTR Amdt. 75, 63 FR 66675, Dec. 2, 1998, as amended by FTR Amdt. 2011-
03, 76 FR 55275, Sept. 7, 2011]



Sec. 301-11.31  Are laundry, cleaning and pressing of clothing expenses
reimbursable?

    Your agency may reimburse the expenses incurred for laundry, 
cleaning, and pressing of clothing as a miscellaneous travel expense for 
TDY within CONUS. However, you must incur a minimum of four consecutive 
nights lodging on official travel to qualify for this reimbursement. 
Laundry and dry cleaning expenses have not been removed from foreign per 
diem rates established by the Department of State, or from non-foreign 
area per diem rates established by the Department of Defense. Separate 
claims for laundry and dry cleaning expenses incurred in foreign areas 
and non-foreign areas are not allowed.

[FTR Amdt. 2016-02, 81 FR 63136, Sept. 14, 2016]

[[Page 56]]



Sec. 301-11.32  May I be reimbursed for an advance room deposit in
situations where a lodging facility requires the payment of a deposit,
prior to the beginning of my scheduled official travel?

    Yes, your agency may reimburse you for an advance room deposit, when 
such a deposit is required by the lodging facility to secure a room 
reservation, prior to the beginning of your scheduled official travel. 
However, if you are reimbursed the advance room deposit, but fail to 
perform the scheduled official travel for reasons not acceptable to your 
agency, resulting in forfeit of the deposit, you are indebted to the 
Government for that amount and must repay it in a manner prescribed by 
your agency.

[FTR Amdt. 108, 67 FR 57965, Sept. 13, 2002]



                    Subpart B_Lodgings-Plus Per Diem



Sec. 301-11.100  What will I be paid for lodging under Lodgings-plus
per diem?

    When travel is more than 12 hours and overnight lodging is required 
you are reimbursed your actual lodging cost not to exceed the maximum 
lodging rate for the TDY location or stopover point.



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

    (a) Except as provided in paragraph (b) of this section, your 
allowance is as shown in the following table:

------------------------------------------------------------------------
       When travel is                                 Your allowance is
------------------------------------------------------------------------
More than 12 but less than    ....................  75 percent of the
 24 hours.                                           applicable M&IE
                                                     rate for each
                                                     calendar day you
                                                     are in a travel
                                                     status.
24 hours or more, on........  The day of departure  75 percent of the
                                                     applicable M&IE
                                                     rate.
                              Full days of travel.  100 percent of the
                                                     applicable M&IE
                                                     rate.
                              The last day of       75 percent of the
                               travel.               applicable M&IE
                                                     rate.
------------------------------------------------------------------------

    (b) If you travel by ship, either commercial or Government, your 
agency will determine an appropriate M&IE rate within the applicable 
maximum rate allowable.

[FTR Amdt. 70, 63 FR 15961, Apr. 1, 1998, as amended by FTR Amdt. 2009-
04, 74 FR 16329, Apr. 10, 2009]



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

------------------------------------------------------------------------
                                                    Your applicable M&IE
  For days of travel which                                 rate is
------------------------------------------------------------------------
Require lodging.............  ....................  The M&IE rate
                                                     applicable for the
                                                     TDY location or
                                                     stopover point.
Do not require lodging, and.  Travel is more than   The M&IE rate
                               12 hours but less     applicable to the
                               than 24 hours.        TDY site (or the
                                                     highest M&IE rate
                                                     applicable when
                                                     multiple locations
                                                     are involved).
                              Travel is 24 hours    The M&IE rate
                               or more, and you      applicable to the
                               are traveling to a    new TDY site or
                               new TDY site or       stopover point.
                               stopover point at
                               midnight.
                              Travel is 24 hours    The M&IE rate
                               or more, and you      applicable to the
                               are returning to      previous day of
                               your official         travel.
                               station.
------------------------------------------------------------------------


[FTR Amdt. 70, 63 FR 15961, Apr. 1, 1998, as amended by FTR Amdt. 2007-
05, 72 FR 61538, Oct. 31, 2007]

[[Page 57]]



                       Subpart C_Reduced Per Diem



Sec. 301-11.200  Under what circumstances may my agency prescribe a 
reduced per diem rate lower than the prescribed maximum?

    Under the following circumstances:
    (a) When your agency can determine in advance that lodging and/or 
meal costs will be lower than the per diem rate; and
    (b) The lowest authorized per diem rate must be stated in your 
travel authorization in advance of your travel.



                        Subpart D_Actual Expense



Sec. 301-11.300  When is actual expense reimbursement warranted?

    When:
    (a) Lodging and/or meals are procured at a prearranged place such as 
a hotel where a meeting, conference or training session is held;
    (b) Costs have escalated because of special events (e.g., missile 
launching periods, sporting events, World's Fair, conventions, natural 
or manmade disasters); lodging and meal expenses within prescribed 
allowances cannot be obtained nearby; and costs to commute to/from the 
nearby location consume most or all of the savings achieved from 
occupying less expensive lodging;
    (c) The TDY location is subject to a Presidentially-Declared 
Disaster and your agency has issued a blanket actual expense 
authorization for the location (see Sec. 301-70.201);
    (d) Because of mission requirements; or
    (e) Any other reason approved within your agency.

[FTR Amdt. 70, 63 FR 15961, Apr. 1, 1998, as amended by FTR Amdt. 2011-
03, 76 FR 55275, Sept. 7, 2011]



Sec. 301-11.301  Who in my agency can authorize/approve my request for
actual expense?

    Any official designated by the head of your agency (see Sec. 301-
70.201 for when an agency can issue a blanket actual expense 
authorization).

[FTR Amdt. 70, 63 FR 15961, Apr. 1, 1998, as amended by FTR Amdt. 2011-
03, 76 FR 55275, Sept. 7, 2011]



Sec. 301-11.302  When should I request authorization for reimbursement
under actual expense?

    Request for authorization for reimbursement under actual expense 
should be made in advance of travel. However, subject to your agency's 
policy, after the fact approvals may be granted when supported by an 
explanation acceptable to your agency. Also, your agency can issue a 
blanket actual expense authorization under Sec. 301-70.201.

[FTR Amdt. 70, 63 FR 15961, Apr. 1, 1998, as amended by FTR Amdt. 2011-
03, 76 FR 55275, Sept. 7, 2011]



Sec. 301-11.303  What is the maximum amount that I may be reimbursed 
under actual expense?

    The maximum amount that you may be reimbursed under actual expense 
is limited to 300 percent (rounded to the next higher dollar) of the 
applicable maximum per diem rate. However, subject to your agency's 
policy, a lesser amount may be authorized.



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

    When authorized actual expense and your expenses are less than the 
locality per diem rate or the authorized amount, reimbursement is 
limited to the expenses incurred.



Sec. 301-11.305  What if my actual expenses exceed the 300 percent
ceiling?

    Your reimbursement is limited to the 300 percent ceiling. There is 
no authority to exceed this ceiling.



Sec. 301-11.306  What expenses am I required to itemize under actual
expense?

    You must itemize all expenses, including meals, (each meal must be 
itemized separately) for which you will be reimbursed under actual 
expense. However, expenses that do not accrue daily (e.g., laundry, dry 
cleaning, etc.) may be averaged over the number of days your agency 
authorizes/approves actual expenses. Receipts are required for lodging, 
regardless of amount and any individual meal when the cost exceeds $75. 
Your agency may require receipts for other allowable per diem expenses, 
but it must inform you of this

[[Page 58]]

requirement in advance of travel. When your agency limits M&IE 
reimbursement to either the prescribed maximum M&IE rate for the 
locality concerned or a reduced M&IE rate, it may or may not require 
M&IE itemization at its discretion.

[FTR Amdt. 70, 63 FR 15961, Apr. 1, 1998; 63 FR 35537, June 30, 1998]

Subpart E [Reserved]



Subpart F_Income Tax Reimbursement Allowance (ITRA), Tax Years 1995 and 
                               Thereafter

    Source: 64 FR 32815, June 18, 1999, unless otherwise noted.

                                 General



Sec. 301-11.601  What is a taxable extended TDY assignment?

    A taxable extended TDY assignment is a TDY assignment that continues 
for so long that, under the IRC the employee is no longer considered 
temporarily away from home during any period of employment if such 
period exceeds 1 year. You are no longer temporarily away from home as 
of the date that you and/or your agency recognize that your assignment 
will exceed one year. That is, as soon as you recognize that your 
assignment will exceed one year, you must notify your agency of that 
fact, and they must change your status immediately. Similarly, as soon 
as your agency recognizes that your assignment will exceed one year, 
your agency must notify you of that fact and change your status. The 
effective date of this status change is the date on which it was 
recognized that you are no longer temporarily away from home as defined 
in the IRC.
    (a) If you believe that your temporary duty assignment may exceed 
one year, you should carefully study IRS Publication 463, ``Travel, 
Entertainment, Gift, and Car Expenses,'' to determine whether you are or 
will be considered ``temporarily away from home'' under this provision. 
If you are not or will not be considered temporarily away from home 
under this provision, then you are on taxable extended TDY.
    (b) The IRC makes an exception for certain Federal personnel 
involved in investigation or prosecution of a Federal crime during any 
period for which such employee is certified by the Attorney General (or 
the designee thereof) as traveling on behalf of the United States in 
temporary duty status to investigate or prosecute, or provide support 
services for the investigation or prosecution of, a Federal crime.

[FTR Amdt. 2014-01, 79 FR 49643, Aug. 21, 2014]



Sec. 301-11.602  What factors should my agency consider in determining
whether to authorize extended TDY?

    Your agency should consider the factors discussed in Sec. 302-3.502 
of this subtitle in determining whether to authorize extended TDY.

[FTR Amdt. 2014-01, 79 FR 49643, Aug. 21, 2014]



Sec. 301-11.603  What are the tax consequences of extended TDY?

    (a) If you are on a taxable extended TDY assignment, then all 
allowances and reimbursements for travel expenses, plus all travel 
expenses that the Government pays directly on your behalf in connection 
with your TDY assignment, are taxable income to you. This includes all 
allowances, reimbursements, and direct payments to vendors from the day 
that you or your agency recognized that your extended TDY assignment is 
expected to exceed one year, as explained in Sec. 301-11.601.
    (b) Your agency will reimburse you for substantially all of the 
income taxes that you incur as a result of your taxable extended TDY 
assignment. This reimbursement consists of two parts:
    (1) The Withholding Tax Allowance (WTA). See Part 302-17, Subpart B 
of this Subtitle for information on the WTA; and
    (2) The ``Extended TDY Tax Reimbursement Allowance'' (ETTRA) (in 
previous editions of the FTR this was known as the ``Income Tax 
Reimbursement Allowance'').
    (c) The WTA and ETTRA for taxable extended TDY assignments cover 
only

[[Page 59]]

the TDY benefits described in FTR Chapter 301, Subchapter B. On an 
extended TDY assignment, you are not eligible for the other benefits 
that you would have received if your agency had permanently relocated 
you.

[FTR Amdt. 2014-01, 79 FR 49643, Aug. 21, 2014]



Sec. 301-11.604  What are the procedures for calculation and reimbursement
of my WTA and ETTRA for taxable extended TDY?+

    (a) If your agency knows from the beginning of your TDY assignment 
that your assignment qualifies as taxable extended TDY, then your agency 
will withhold an amount as a WTA and pay that as withholding tax to the 
IRS until your extended TDY assignment ends. The WTA itself is taxable 
income to you, so your agency increases, or ``grosses-up,'' the amount 
of the WTA, using a formula to reimburse you for the additional taxes on 
the WTA.
    (b) If your agency realizes during a TDY assignment that you will 
incur taxes (because, for example, the TDY assignment has lasted, or is 
going to last, longer than originally intended), then your agency will 
compute the WTA for all taxable benefits received since the date it was 
recognized that you are no longer ``temporarily away from home'' (see 
Sec. 302-11.601 for more information on the meaning of ``temporarily 
away from home''). Your agency will pay that amount to the IRS, and then 
will begin paying WTA to the IRS until your extended TDY assignment 
ends.
    (c) For your ETTRA, your agency will use the same one-year or two-
year process that it has chosen to use for the relocation income tax 
allowance (RITA).
    (d) See part 302-17 of this subtitle for additional information on 
the WTA and RITA processes.
    Note to Sec. 301-11.604: If your agency offers you the choice, the 
WTA is optional to you. See Secs. 302-17.61 through 302-17.69.

[FTR Amdt. 2014-01, 79 FR 49643, Aug. 21, 2014]



Sec. 301-11.605  When should I file my ``Statement of Income and Tax
Filing Status'' for my taxable extended TDY assignment?

    You should file your ``Statement of Income and Tax Filing Status'' 
for your taxable extended TDY assignment at the beginning of your 
extended TDY assignment, or as soon as you or your agency realizes that 
your TDY assignment will incur taxes. You should provide the same 
information as the sample ``Statements of Income and Tax Filing Status'' 
shown in part 302-17, subpart F (one-year process) or subpart G (two-
year process) of this subtitle.

[FTR Amdt. 2014-01, 79 FR 49643, Aug. 21, 2014]



PART 301	12_MISCELLANEOUS EXPENSES--Table of Contents



Sec.
301-12.1  What miscellaneous expenses are reimbursable?
301-12.2  What baggage expenses may my agency pay?

    Authority: 5 U.S.C. 5707.

    Source: FTR Amdt. 70, 63 FR 15965, Apr. 1, 1998, unless otherwise 
noted.



Sec. 301-12.1  What miscellaneous expenses are reimbursable?

    When the following items have been authorized or approved by your 
agency, they will be reimbursed as a miscellaneous expense. Taxes for 
reimbursable lodging are deemed approved when lodging is authorized. 
Examples of such expenses include, but are not limited to the following:

------------------------------------------------------------------------
                                                     Special expenses of
      General expenses        Fees to obtain money     foreign travel
------------------------------------------------------------------------
Baggage expenses as           Fees for travelers    Commissions on
 described in Sec.  301-       checks.               conversion of
 12.2..                                              foreign currency.

[[Page 60]]

 
Services of guides,           Fees for money        Passport and/or visa
 interpreters, and drivers..   orders.               fees, including
                                                     fees for a physical
                                                     examination if one
                                                     is required to
                                                     obtain a passport
                                                     and/or visa and
                                                     such examination
                                                     could not be
                                                     obtained at a
                                                     Government
                                                     facility.
                                                     Reimbursement for
                                                     such fees may
                                                     include travel and
                                                     transportation
                                                     costs to the
                                                     passport/visa
                                                     issuing office if
                                                     located outside the
                                                     local commuting
                                                     area of the
                                                     employee's official
                                                     station and the
                                                     traveler's presence
                                                     at that office is
                                                     mandatory.
Services of an attendant as
 described in Sec.  301-
 13.3..
Use of computers, printers,   Fees for certified    Costs of photographs
 faxing machines, and          checks.               for passports and
 scanners..                                          visas.
Services of typists, data     Transaction fees for  Foreign country exit
 processors, or                use of automated      fees.
 stenographers..               teller machines
                               (ATMs)-Government
                               contractor-issued
                               charge card.
Services of an attendant as                         Costs of birth,
 described in Sec.  301-                             health, and
 13.3..                                              identity
                                                     certificates.
Storage of property used on                         Charges for
 official business..                                 inoculations that
                                                     cannot be obtained
                                                     through a Federal
                                                     dispensary.
Hire of conference center
 room or hotel room for
 official business..
Official telephone calls/
 service (see note)..
Faxes, telegrams,
 cablegrams, or radiograms..
Lodging taxes as prescribed
 in Sec.  301-11.27..
Laundry, cleaning and
 pressing of clothing
 expenses as prescribed in
 Sec.  301-11.31..
Energy surcharge and lodging
 resort fee(s) (when such
 fee(s) is/are not
 optional)..
------------------------------------------------------------------------

    Note to Sec. 301-12.1: You should use Government provided services 
for all official communications. When they are not available, commercial 
services may be used. Reimbursement may be authorized or approved by 
your agency.

[FTR Amdt. 75, 63 FR 66675, Dec. 2, 1998, as amended by FTR Amdt. 108, 
67 FR 57965, Sept. 13, 2002; FTR Amdt. 2006-03, 71 FR 24596, Apr. 26, 
2006; FTR Amdt. 2007-05, 72 FR 61538, Oct. 31, 2007; FTR Amdt. 2010-07, 
75 FR 72967, Nov. 29, 2010]



Sec. 301-12.2  What baggage expenses may my agency pay?

    Your agency may reimburse expenses related to baggage as follows:
    (a) Transportation charges for authorized excess;
    (b) Necessary charges for transferring baggage;
    (c) Necessary charges for storage of baggage when such charges are 
the result of official business;
    (d) All fees pertaining to the first checked bag. In addition, 
charges relating to the second and subsequent bags may be reimbursed 
when the agency determines those expenses necessary and in the interest 
of the Government (see Secs. 301-70.300, 301-70.301). Travelers should 
verify their agency's current policies and procedures regarding excess 
baggage prior to traveling; and
    (e) Charges or tips at transportation terminals for handling 
Government property carried by the traveler.

[FTR Amdt. 70, 63 FR 15965, Apr. 1, 1998, as amended by FTR Amdt. 2010-
07, 75 FR 72967, Nov. 29, 2010]



PART 301	13_TRAVEL OF AN EMPLOYEE WITH SPECIAL NEEDS
--Table of Contents



Sec.
301-13.1  What is the policy for paying additional travel expenses 
          incurred by an employee with a special need?
301-13.2  Under what conditions will my agency pay for my additional 
          travel expenses under this part?
301-13.3  What additional travel expenses may my agency pay under this 
          part?

    Authority: 5 U.S.C. 5707.

[[Page 61]]


    Source: FTR Amdt. 70, 63 FR 15966, Apr. 1, 1998, unless otherwise 
noted.



Sec. 301-13.1  What is the policy for paying additional travel expenses
incurred by an employee with a special need?

    To provide reasonable accommodations to an employee with a special 
need by paying for additional travel expenses incurred.



Sec. 301-13.2  Under what conditions will my agency pay for my additional
travel expense(s) under this part?

    When an additional travel expense is necessary to accommodate a 
special physical need which is either:
    (a) Clearly visible and discernible; or
    (b) Substantiated in writing by a competent medical authority.



Sec. 301-13.3  What additional travel expenses may my agency pay under
this part?

    Your agency approving official may pay for any expenses deemed 
necessary by your agency to accommodate an employee with a special need 
including, but not limited to, the following expenses:
    (a) Transportation and per diem expenses incurred by a family member 
or other attendant who must travel with you to make the trip possible;
    (b) Specialized transportation to, from, and/or at the TDY duty 
location;
    (c) Specialized services provided by a common carrier to accommodate 
your special need;
    (d) Costs for handling your baggage that are a direct result of your 
special need;
    (e) Renting and/or transporting a wheelchair;
    (f) Other than coach-class accommodations to accommodate your 
special need, under subpart B of part 301-10 of this subchapter; and
    (g) Services of an attendant, when necessary, to accommodate your 
special need.

    Note to Sec. 301-13.3(g): For limits on the amount that may be paid 
to an attendant, other than travel expenses, see 5 U.S.C. 3102 and 
guidance at http://www.opm.gov/disability/mngr_6-01-B.asp.

[FTR Amdt. 70, 63 FR 15966, Apr. 1, 1998, as amended by FTR Amdt. 2005-
03, 70 FR 28460, May 18, 2005; FTR Amdt. 2006-03, 71 FR 24596, Apr. 26, 
2006; FTR Amdt. 2009-06, 74 FR 55149, Oct. 27, 2009]



PART 301	30_EMERGENCY TRAVEL--Table of Contents



Sec.
301-30.1  What is emergency travel?
301-30.2  What is considered to be ``family'' with respect to emergency 
          travel?
301-30.3  What should I do if I have to interrupt or discontinue my TDY 
          travel?
301-30.4  When an illness or injury occurs on TDY, what expenses may be 
          allowed?
301-30.5  Are there any limitations to the payment of these expenses?

    Authority: 5 U.S.C. 5707.

    Source: FTR Amdt. 70, 63 FR 15966, Apr. 1, 1998, unless otherwise 
noted.



Sec. 301-30.1  What is emergency travel?

    Travel which results from:
    (a) Your becoming incapacitated by illness or injury not due to your 
own misconduct; or
    (b) The death or serious illness of a member of your family; or
    (c) A catastrophic occurrence or impending disaster, such as fire, 
flood, or act of God, which directly affects your home.



Sec. 301-30.2  What is considered to be ``family'' with respect to
emergency travel?

    ``Family'' includes any member of your immediate family, as defined 
in Sec. 300-3.1. However, your agency may, on a case-by-case basis, 
expand this definition to include other members of your and/or your 
spouse's or domestic partner's extended family.

[FTR Amdt. 70, 63 FR 15966, Apr. 1, 1998, as amended by FTR Amdt. 2010-
06, 75 FR 67631, Nov. 3, 2010]



Sec. 301-30.3  What should I do if I have to interrupt or discontinue
my TDY travel?

    Contact your travel authorizing/approving official for instructions 
as soon as possible.

[[Page 62]]



Sec. 301-30.4  When an illness or injury occurs on TDY, what expenses
may be allowed?

    Your agency may pay:
    (a) Per diem at the location where you incurred or were treated for 
incapacitating illness or injury for a reasonable period of time 
(generally 14 calendar days). However, your agency may pay for a longer 
period.
    (b) Transportation and per diem expense for travel to an alternate 
location to receive medical treatment.
    (c) Transportation and per diem expense to return to your official 
station.
    (d) Transportation costs of a medically necessary attendant.

[FTR Amdt. 70, 63 FR 15966, Apr. 1, 1998, as amended by FTR Amdt. 108, 
67 FR 57966, Sept. 13, 2002]



Sec. 301-30.5  Are there any limitations to the payment of these
expenses?

    Expenses are not payable when:
    (a) Confined to:
    (1) A medical facility within the proximity of your official 
station.
    (2) The same medical facility you would have been admitted to if 
your incapacitating illness or injury occurred at your official station.
    (b) The Government provides or reimburses you for hospitalization 
under any Federal statute (including hospitalization in a Department of 
Veterans Affairs (VA) Medical center or military hospital). However, per 
diem expenses are payable if your hospitalization is paid under the 
Federal Employees Health Benefits Program (5 U.S.C. 8901-8913).

[FTR Amdt. 70, 63 FR 15966, Apr. 1, 1998, as amended by FTR Amdt. 2010-
07, 75 FR 72967, Nov. 29, 2010]



PART 301	31_THREATENED LAW ENFORCEMENT/INVESTIGATIVE EMPLOYEES
--Table of Contents



Sec.
301-31.1  Why pay subsistence and transportation expenses for threatened 
          law enforcement/investigative employees?
301-31.2  What is ``family'' with respect to threatened law enforcement/
          investigative employees?
301-31.3  Are members of my family and I eligible for payment of 
          subsistence and transportation expense?
301-31.4  Must my agency pay transportation and subsistence expenses?
301-31.5  Under what conditions may my agency pay for transportation and 
          subsistence expenses?
301-31.6  Where must I and/or my family obtain lodging?
301-31.7  May my family and I occupy lodging at different locations?
301-31.8  What transportation expenses may my agency pay?
301-31.9  What subsistence expenses may my agency pay?
301-31.10  How will my agency pay my subsistence expenses?
301-31.11  May my agency pay me a per diem allowance instead of actual 
          expenses?
301-31.12  Must I keep track of my expenses?
301-31.13  How long may my agency pay for subsistence expenses under 
          this part?
301-31.14  May I receive a travel advance for transportation and/or 
          subsistence expenses?
301-31.15  What documentation must I provide for reimbursement?

    Authority: 5 U.S.C. 5707.

    Source: FTR Amdt. 70, 63 FR 15966, Apr. 1, 1998, unless otherwise 
noted.



Sec. 301-31.1  Why pay subsistence and transportation expenses for
threatened law enforcement/investigative employees?

    To protect a law enforcement/investigative employee and his/her 
immediate family when their lives are placed in jeopardy as a result of 
the employee's assigned duties.



Sec. 301-31.2  What is ``family'' with respect to threatened law
enforcement/investigative employees?

    Generally, ``family'' includes any member of your immediate family, 
as defined in Sec. 300-3.1 of this title. However, your agency may, on a 
case-by-case basis, expand this definition to include other members of 
you and/or your spouse's or domestic partner's extended family.

[FTR Amdt. 70, 63 FR 15966, Apr. 1, 1998, as amended by FTR Amdt. 2010-
06, 75 FR 67631, Nov. 3, 2010]

[[Page 63]]



Sec. 301-31.3  Are members of my family and I eligible for payment of
subsistence and transportation expense?

    Yes, if you serve in a law enforcement, investigative, or similar 
capacity for special law enforcement/investigative purposes and your 
agency authorizes such expenses.



Sec. 301-31.4  Must my agency pay transportation and subsistence expenses?

    No. Your agency decides when it is appropriate to pay these expenses 
based on the nature of the threat against your life and/or the life of a 
member(s) of your immediate family.



Sec. 301-31.5  Under what conditions may my agency pay for transportation
and subsistence expenses?

    When your agency determines that a threat against you or a member(s) 
of your immediate family justifies moving you and/or your family to 
temporary living accommodations at or away from your official station.



Sec. 301-31.6  Where must I and/or my family obtain lodging?

    Your agency designates the area where you and/or your family should 
obtain lodging. It may be within your official station or at an 
alternate location.



Sec. 301-31.7  May my family and I occupy lodging at different locations?

    Yes, if authorized by your agency.



Sec. 301-31.8  What transportation expenses may my agency pay?

    Your agency may pay transportation expenses authorized by part 301-
10 of this chapter to transport you and/or your family to/from a 
temporary location.

[FTR Amdt. 70, 63 FR 15966, Apr. 1, 1998, as amended by FTR 108, 67 FR 
57966, Sept. 13, 2002]



Sec. 301-31.9  What subsistence expense may my agency pay?

    Only your lodging cost may be paid. However, your agency may pay for 
meals and laundry/cleaning expenses if:
    (a) Your temporary living accommodations do not have kitchen or 
laundry facilities; or
    (b) Your agency determines that other extenuating circumstances 
exist which necessitate payment of these expenses.



Sec. 301-31.10  How will my agency pay my subsistence expenses?

    Your agency will pay your actual subsistence expenses not to exceed 
the ``maximum allowable amount'' for the period you or your family 
occupy temporary living accommodations. The ``maximum allowable amount'' 
is the ``maximum daily amount'' multiplied by the number of days you or 
your family occupy temporary living accommodations not to exceed the 
number of days authorized. The ``maximum daily amount'' is determined by 
adding the rates in the following table for you and each member of your 
family authorized to occupy temporary living accommodations:

----------------------------------------------------------------------------------------------------------------
                                                 The ``maximum daily amount'' of per diem expenses that
                                      --------------------------------------------------------------------------
                                             You or your            Your accompanied
                                        unaccompanied spouse,       spouse, domestic
      If your agency authorizes          domestic partner or     partner or a member of  A member of your family
                                         other unaccompanied     your family who is age  who is under age 12 may
                                          family member may     12 or older may receive         receive is
                                              receive is                   is
----------------------------------------------------------------------------------------------------------------
Payment of only lodging expenses.....  The maximum lodging      .75 times the maximum    .5 times the maximum
                                        amount applicable to     lodging amount           lodging amount
                                        the locality.            applicable to the        applicable to the
                                                                 locality.                locality.
Payment for lodging, meals, and other  The maximum per diem     .75 times the maximum    .5 times the maximum
 per diem expenses.                     rate applicable to the   per diem rate            per diem rate
                                        locality.                applicable to the        applicable to the
                                                                 locality..               locality.
----------------------------------------------------------------------------------------------------------------


[FTR Amdt. 70, 63 FR 15966, Apr. 1, 1998, as amended by FTR Amdt. 2010-
06, 75 FR 67631, Nov. 3, 2010]

[[Page 64]]



Sec. 301-31.11  May my agency pay me a per diem allowance instead of
actual expenses?

    No.



Sec. 301-31.12  Must I keep track of my expenses?

    Yes. You must keep track of your actual expenses as described in 
part 301-11 of this chapter.

[FTR Amdt. 70, 63 FR 15966, Apr. 1, 1998; 63 FR 35538, June 30, 1998]



Sec. 301-31.13  How long may my agency pay for subsistence expenses 
under this part?

    Your agency may pay for subsistence expenses up to 60 days. However, 
your agency may pay for additional periods if it determines that an 
extension is justified.



Sec. 301-31.14  May I receive a travel advance for transportation
and/or subsistence expenses?

    Yes, you may receive a travel advance under Sec. 301-51.200 of this 
chapter for up to a 30-day period at a time to cover expenses allowable. 
Your travel advance may not exceed the maximum allowable amount 
authorized under Sec. 301-31.10, and you will be required to reimburse 
your agency for any portion of the advance disallowed or not spent.



Sec. 301-31.15  What documentation must I provide for reimbursement?

    You must provide receipts or any other documentation required by 
your agency. However, in instances when documentation might compromise 
the security of the individuals involved, the head of the agency may 
waive these requirements.

[[Page 65]]



SUBCHAPTER C_ARRANGING FOR TRAVEL SERVICES, PAYING TRAVEL EXPENSES, AND 
                         CLAIMING REIMBURSEMENT





PART 301	50_ARRANGING FOR TRAVEL SERVICES--Table of Contents



Sec.
301-50.1  To whom do the pronouns ``I'', ``you'', and their variants 
          throughout this part refer?
301-50.2  How must I arrange my travel?
301-50.3  Must I use the ETS or TMS to arrange my travel?
301-50.4  May I be granted an exception to the required use of TMS or 
          ETS once my agency has fully deployed ETS?
301-50.5  What is my liability if I do not use my agency's TMS or the E-
          Gov Travel Service, and an exception has not been approved?
301-50.6  What is an ``online self-service booking tool?''
301-50.7  Should I use the online self-service booking tool once ETS is 
          available within my agency?

    Authority: 5 U.S.C. 5707; 40 U.S.C. 121(c).

    Source: FTR Amdt. 2003-07, 68 FR 71029, Dec. 22, 2003, unless 
otherwise noted.



Sec. 301-50.1  To whom do the pronouns ``I'', ``you'', and their variants
throughout this part refer?

    In this part, the pronouns ``I'', ``you'', and their variants refer 
to the employee.



Sec. 301-50.2  How must I arrange my travel?

    You must arrange your travel as designated by your agency and in 
accordance with this part.



Sec. 301-50.3  Must I use the ETS or TMS to arrange my travel?

    Yes, if you are an employee of an agency as defined in Sec. 301-1.1 
of this chapter, you must use the E-Gov Travel Service when your agency 
makes it available to you. Until then, you must use your agency's 
existing Travel Management Service (TMS) to make your travel 
arrangements. If you are an employee of the Department of Defense (DoD) 
or of the Government of the District of Columbia, you must arrange your 
travel in accordance with your agency's TMS. Your agency may grant an 
exception to required use of TMS/ETS under Sec. 301-50.4, Sec. 301-
73.102, or Sec. 301-73.104 of this chapter.

[FTR Amdt. 2003-07, 68 FR 71029, Dec. 22, 2003, as amended by FTR Amdt. 
2006-04, 71 FR 49375, Aug. 23, 2006; FTR Amdt. 2007-05, 72 FR 61538, 
Oct. 31, 2007]



Sec. 301-50.4  May I be granted an exception to the required use of TMS
or ETS once my agency has fully deployed ETS?

    Yes, your agency head or his/her designee may grant an individual 
case exception to required use of your agency's current TMS or to 
required use of ETS once your agency has fully deployed ETS, but only 
when your travel meets one of the following conditions:
    (a) Such use would result in an unreasonable burden on mission 
accomplishment (e.g., emergency travel is involved and TMS/ETS is not 
accessible; you are performing invitational travel; or you have special 
needs or require disability accommodations under part 301-13 of this 
chapter).
    (b) Such use would compromise a national security interest.
    (c) Such use might endanger your life (e.g., you are traveling under 
the Federal witness protection program, or you are a threatened law 
enforcement/investigative officer traveling under part 301-31 of this 
chapter).

[FTR Amdt. 2006-04, 71 FR 49375, Aug. 23, 2006]



Sec. 301-50.5  What is my liability if I do not use my agency's TMS or
the E-Gov Travel Service, and an exception has not been approved?

    If you do not have an approved exception under Sec. 301-50.4 or 
Sec. 301-73.104 of this chapter, you are responsible for any additional 
costs resulting from the failure to use the TMS or E-Gov Travel Service, 
including service fees, cancellation penalties, or other additional 
costs (e.g., higher airfares, rental car charges, or hotel rates). In 
addition,

[[Page 66]]

your agency may take appropriate disciplinary action.

[FTR Amdt. 2003-07, 68 FR 71029, Dec. 22, 2003, as amended by FTR Amdt. 
2007-05, 72 FR 61538, Oct. 31, 2007]



Sec. 301-50.6  What is an ``online self-service booking tool?''

    An online self-service booking tool is an Internet based system that 
permits travelers to make their own reservations for transportation 
(e.g., air, rail, and car rental) and lodging. ETS and some agency TMS's 
incorporate a self service booking tool.

[FTR Amdt. 2006-04, 71 FR 49375, Aug. 23, 2006]



Sec. 301-50.7  Should I use the online self-service booking tool once
ETS is available within my agency?

    Yes, you should use the online self-service booking tool offered by 
ETS or your agency's TMS until ETS becomes available to you.

    Note to section 301-50.7: Some extenuating circumstances for which 
you may not be able to use online self-service booking are (1) when you 
are attending a conference where the conference sponsor has negotiated 
with one or more lodging facilities to set aside a specific number of 
rooms for conference attendees and to ensure that a set aside room is 
available to you, you are required to book lodging directly with the 
lodging facility, (2) when your travel is to a remote location and it is 
not possible to book lodging accommodations through the TMS or ETS, or 
(3) when such travel arrangements are so complex and circumstance will 
not allow you to book your travel through an online self-service booking 
tool.

[FTR Amdt. 2006-04, 71 FR 49375, Aug. 23, 2006]



PART 301	51_PAYING TRAVEL EXPENSES--Table of Contents



                            Subpart A_General

Sec.
301-51.1  How must I use the Government contractor-issued travel charge 
          card?
301-51.2  Are there any official travel expenses that are exempt from 
          the mandatory use of the Government contractor-issued travel 
          charge card?
301-51.3  What classes of employees are exempt from mandatory use of the 
          Government contractor-issued travel charge card?
301-51.4  Who in my agency has the authority to grant exemptions from 
          the mandatory use of the Government contractor-issued travel 
          charge card?
301-51.5  If my agency grants an exemption, does that prevent me from 
          using the card on a voluntary basis?
301-51.6  How may I pay for official travel expenses if I receive an 
          exemption from use of the Government contractor-issued travel 
          charge card?
301-51.7  For what purposes may I use the Government contractor-issued 
          travel charge card while on official travel?
301-51.8  May I use the Government contractor-issued travel charge card 
          for personal reasons while on official travel?
301-51.9  What are the consequences if I misuse the Government 
          contractor-issued travel charge card on official travel?

           Subpart B_Paying for Common Carrier Transportation

301-51.100  What method of payment must I use to procure common carrier 
          transportation?
301-51.101  Which payment methods are considered the equivalent of cash?
301-51.102  How is my transportation reimbursement affected if I make an 
          unauthorized cash purchase of common carrier transportation?
301-51.103  What is my liability if I lose a GTR?

                   Subpart C_Receiving Travel Advances

301-51.200  For what expenses may I receive a travel advance?
301-51.201  What is the maximum amount that my agency may advance?
301-51.202  When must I account for my advance?
301-51.203  What must I do about my advance if my trip is canceled or 
          postponed indefinitely?

    Authority: 5 U.S.C. 5707. Subpart A is issued under the authority of 
Sec. 2, Pub. L. 105-264, 112 Stat. 2350 (5 U.S.C. 5701 note); 40 U.S.C. 
121(c).

    Source: FTR Amdt. 70, 63 FR 15968, Apr. 1, 1998, unless otherwise 
noted.



                            Subpart A_General

    Source: FTR Amdt. 90, 65 FR 3055, Jan. 19, 2000, unless otherwise 
noted.

[[Page 67]]



Sec. 301-51.1  How must I use the Government contractor-issued travel
charge card?

    You are required to activate the Government contractor-issued travel 
charge card once you receive it, and then use it as the method of 
payment for all official travel expenses unless exempted under Sec. 301-
51.2.

[FTR Amdt. 2016-01, 81 FR 63138, Sept. 14, 2016]



Sec. 301-51.2  Are there any official travel expenses that are exempt
from the mandatory use of the Government contractor-issued travel charge
card?

    Expenses for which payment through the Government contractor-issued 
travel charge card is impractical (e.g., vendor does not accept credit 
cards) or imposes unreasonable burdens or costs (e.g., fees are charged 
for using the card) are exempt from use of the travel charge card. Your 
agency may also exempt an official travel expense when it is necessary 
in the interest of the agency (see Sec. 301-51.4).

[FTR Amdt. 2016-01, 81 FR 63138, Sept. 14, 2016]



Sec. 301-51.3  What classes of employees are exempt from mandatory use
of the Government contractor-issued travel charge card?

    The Administrator of General Services exempts the following classes 
of employees from mandatory use of the Government contractor-issued 
travel charge card:
    (a) Any employee who has an application pending for the Government 
contractor-issued travel charge card;
    (b) Any employee, when issuance of the Government contractor-issued 
travel charge card would adversely affect the mission or put the 
employee at risk; and
    (c) Any employee who is not eligible to receive a Government 
contractor-issued travel charge card.

[FTR Amdt. 2016-01, 81 FR 63138, Sept. 14, 2016]



Sec. 301-51.4  Who in my agency has the authority to grant exemptions
from the mandatory use of the Government contractor-issued travel charge
card?

    The head of your agency or his/her designee(s) has (have) the 
authority to grant exemptions from the mandatory use of the Government 
contractor-issued travel charge card.

[FTR Amdt. 90, 65 FR 3055, Jan. 19, 1998. Redesignated by FTR Amdt. 
2016-01, 81 FR 63138, Sept. 14, 2016] FTR Amdt. 90, 65 FR 3055, Jan. 19, 
1998



Sec. 301-51.5  If my agency grants an exemption, does that prevent me
from using the card on a voluntary basis?

    No, an exemption from use would not prevent you from using the 
Government contractor-issued travel charge card on a voluntary basis in 
accordance with your agency's policy.

[FTR Amdt. 90, 65 FR 3055, Jan. 19, 1998. Redesignated by FTR Amdt. 
2016-01, 81 FR 63138, Sept. 14, 2016]



Sec. 301-51.6  How may I pay for official travel expenses if I receive
an exemption from use of the Government contractor-issued travel charge
card?

    If you receive an exemption from use of the Government contractor-
issued travel charge card, your agency may authorize one or a 
combination of the following methods of payment:
    (a) Personal funds, including cash or personal charge card;
    (b) Travel advances; or
    (c) Government Transportation Request (GTR).

    Note to Sec. 301-51.6: City pair contractors are not required to 
accept payment by the methods in paragraph (a) or (b) of this section.

[FTR Amdt. 90, 65 FR 3055, Jan. 19, 1998. Redesignated and amended by 
FTR Amdt. 2016-01, 81 FR 63138, Sept. 14, 2016]



Sec. 301-51.7  For what purposes may I use the Government 
contractor-issued travel charge card while on official travel?

    You are required to use the Government contractor-issued travel 
charge

[[Page 68]]

card for expenses directly related to your official travel.

[FTR Amdt. 2010-02, 75 FR 24436, May 5, 2010. Redesignated by FTR Amdt. 
2016-01, 81 FR 63138, Sept. 14, 2016]



Sec. 301-51.8  May I use the Government contractor-issued travel charge
card for personal reasons while on official travel?

    No, you may not use the Government contractor-issued travel charge 
card for personal reasons while on official travel.

[FTR Amdt. 2010-02, 75 FR 24436, May 5, 2010. Redesignated by FTR Amdt. 
2016-01, 81 FR 63138, Sept. 14, 2016]



Sec. 301-51.9  What are the consequences if I misuse the Government
contractor-issued travel charge card on official travel?

    Your agency may take appropriate disciplinary action if you misuse 
the Government contractor-issued travel charge card according to 
internal agency policies and procedures.

[FTR Amdt. 2010-02, 75 FR 24436, May 5, 2010. Redesignated by FTR Amdt. 
2016-01, 81 FR 63138, Sept. 14, 2016]



           Subpart B_Paying for Common Carrier Transportation



Sec. 301-51.100  What method of payment must I use to procure common
carrier transportation?

    You must use a Government contractor-issued individually billed 
travel card, centrally billed account, or GTR to procure contract 
passenger transportation services. For all other common carrier 
transportation, you must use one of the methods specified in the 
following table:

------------------------------------------------------------------------
 For passenger transportation
       services costing            You must use            Unless
------------------------------------------------------------------------
(a) $10 or less, and air        A Government       Use of the Government
 excess baggage charges of $15   contractor-        contractor-issued
 or less for each leg of a       issued             individually billed
 trip.                           individually       travel card is not
                                 billed travel      accepted, its use is
                                 card or            impracticable or
                                 centrally billed   special
                                 account.           circumstances
                                                    justify the use of a
                                                    GTR.
(b) More than $10, but not      A Government       None of the other
 more than $100.                 contractor-        methods are
                                 issued             practicable, you may
                                 individually       use cash.
                                 billed travel
                                 card, centrally
                                 billed account,
                                 or GTR.
(c) More than $100............  Only a Government  Your agency
                                 contractor-        authorizes you to
                                 issued             use a reduced fare
                                 individually       for group, charter,
                                 billed travel      or excursion
                                 card, centrally    arrangements or
                                 billed account,    under emergency
                                 or GTR.            circumstances where
                                                    the use of other
                                                    methods is not
                                                    possible.
------------------------------------------------------------------------


[FTR Amdt. 70, 63 FR 15968, Apr. 1, 1998; 63 FR 35538, June 30, 1998, as 
amended by FTR Amdt. 2007-05, 72 FR 61539, Oct. 31, 2007]



Sec. 301-51.101  Which payment methods are considered the equivalent of
cash?

    Use of one of the following payment methods of this section to 
procure common carrier transportation is considered the equivalent of 
cash and you must comply with the rules in 41 CFR 102-118.50 that limit 
the use of cash for such purposes.
    (a) Personal credit cards;
    (b) Cash withdrawals obtained from an ATM using a Government 
contractor-issued individually billed travel card; and
    (c) Checks, both personal and travelers (including those obtained 
through a travel payment system services program).

[FTR Amdt. 70, 63 FR 15968, Apr. 1, 1998; 63 FR 35538, June 30, 1998, as 
amended by FTR Amdt. 108, 67 FR 57966, Sept. 13, 2002]



Sec. 301-51.102  How is my transportation reimbursement affected if I
make an unauthorized cash purchase of common carrier transportation?

    If you are a new employee or an invitational or infrequent traveler 
who is unaware of proper procedures for purchasing common carrier 
transportation, your agency may allow reimbursement for the full cost of 
the transportation. In all other instances, your reimbursement will be 
limited to

[[Page 69]]

the cost of such transportation using the authorized method of payment.

[FTR Amdt. 70, 63 FR 15968, Apr. 1, 1998; 63 FR 35538, June 30, 1998]



Sec. 301-51.103  What is my liability if I lose a GTR?

    You are liable for any Government expenditure that is caused by your 
negligence in safeguarding the GTR or tickets received in exchange for 
the GTR. To avoid liability, immediately report a lost or stolen GTR to 
your administrative office. If the lost or stolen GTR shows the carrier 
service desired, and point of origin, promptly notify in writing the 
named carrier and other local initial carriers. Do not use a GTR that is 
recovered after having been reported as lost or stolen. Instead, report 
the recovered GTR to your administrative office.

[FTR Amdt. 70, 63 FR 15968, Apr. 1, 1998; 63 FR 35538, June 30, 1998]



                   Subpart C_Receiving Travel Advances



Sec. 301-51.200  For what expenses may I receive a travel advance?

------------------------------------------------------------------------
                  For                       You may receive an advance
------------------------------------------------------------------------
(a) Cash transaction expenses (i.e.,     Any time you are on official
 expenses that as a general rule cannot   travel.
 be charged and must be paid using
 cash, a personal check, or travelers
 check).
    (1) M&IE covered by the per diem
     allowance or actual expenses
     allowance;
    (2) Miscellaneous transportation
     expenses such as transit systems
     and taxi fares; parking fees;
     ferry fees; bridge, road, and
     tunnel fees; and aircraft parking,
     landing, and tie-down fees;
    (3) Gasoline and other variable
     expenses covered by the mileage
     allowance for advantageous use of
     a privately owned automobile for
     official business; and
    (4) Other authorized miscellaneous
     expenses that cannot be charged
     using a Government contractor-
     issued charge card and for which a
     cost can be estimated.
(b) Non-cash transaction expenses        Only in the following
 (e.g., lodging, common carrier,          situations:
 advance payment of discounted
 conference registration fee).
                                         (1) Government contractor-
                                          issued charge card not
                                          expected to be accepted.
                                         (2) Government contractor-
                                          issued charge card issuance
                                          denied. Your agency has
                                          decided not to provide you a
                                          contractor-issued individually
                                          billed travel card.
                                         (3) Official change of station.
                                          Your agency determines that
                                          use of a contractor-issued
                                          individually billed travel
                                          card would not be feasible
                                          incident to a transfer,
                                          particularly a transfer to
                                          another agency.
                                         (4) Financial hardship would be
                                          incurred.
------------------------------------------------------------------------


[FTR Amdt. 70, 63 FR 15968, Apr. 1, 1998; 63 FR 35538, June 30, 1998, as 
amended by FTR Amdt. 108, 67 FR 57966, Sept. 13, 2002; FTR Amdt. 2006-
02, 71 FR 24598, Apr. 26, 2006; FTR Amdt. 2010-02, 75 FR 24436, May 5, 
2010]



Sec. 301-51.201  What is the maximum amount that my agency may advance?

    The amount your agency advances you may not exceed the following 
amounts:

------------------------------------------------------------------------
                                   The maximum amount your agency may
             For                               advance is
------------------------------------------------------------------------
Cash transaction expenses....  The estimated amount of your cash
                                transaction expenses. (For M&IE, your
                                advance is limited to the M&IE rate
                                under the lodgings-plus per diem
                                method.)
Non-cash transaction expenses  Generally zero. However, your agency may
 (See Sec.  301-51.200(b)).     advance up to the full amount of your
                                expected non-cash transaction expenses
                                for an individual trip (or not to exceed
                                a 45-day period for an open
                                authorization) in accordance with Sec.
                                301-51.200(b).
------------------------------------------------------------------------


[FTR Amdt. 70, 63 FR 15968, Apr. 1, 1998; 63 FR 35538, June 30, 1998]

[[Page 70]]



Sec. 301-51.202  When must I account for my advance?

    You must file a travel claim which accounts for your advance after 
completion of your assignment, in accordance with your agency's policy. 
If you are in a continuous travel status (e.g., an auditor or inspector) 
or if you submit periodic reimbursement vouchers on an individual trip 
authorization, your agency may reimburse you the full amount of your 
travel expenses without any deduction of your advance until such time as 
you file a final voucher. If the amount advanced is less than the amount 
of the voucher on which it is deducted, you will be reimbursed the net 
amount. If the advance exceeds the reimbursable amount, you must 
immediately refund the excess.



Sec. 301-51.203  What must I do about my advance if my trip is canceled
or postponed indefinitely?

    Promptly notify the appropriate agency officials and refund any 
monies advanced in connection with the authorized travel.



PART 301	52_CLAIMING REIMBURSEMENT--Table of Contents



Sec.
301-52.1  Must I file a travel claim?
301-52.2  What information must I provide in my travel claim?
301-52.3  Am I required to file a travel claim in a specific format and 
          must the claim be signed?
301-52.4  What must I provide with my travel claim?
301-52.5  Is there any instance where I am exempt from the receipt 
          requirements in Sec. 301-52.4?
301-52.6  How do I submit a travel claim?
301-52.7  When must I submit my travel claim?
301-52.8  May my agency disallow payment of a claimed item?
301-52.9  What will my agency do when it disallows an expense?
301-52.10  May I challenge my agency's disallowance of my claim?
301-52.11  What must I do to challenge a disallowed claim?
301-52.12  What happens if I attempt to defraud the Government?
301-52.13  Should I keep itemized records of my expenses while on 
          travel?
301-52.14  What must I do with any travel advance outstanding at the 
          time I submit my travel claim?
301-52.15  What must I do with any passenger coupon for transportation 
          costing over $75, purchased with cash?
301-52.16  What must I do with any unused tickets, coupons, or other 
          evidence of refund?
301-52.17  Within how many calendar days after I submit a proper travel 
          claim must my agency reimburse my allowable expenses?
301-52.18  Within how many calendar days after I submit a travel claim 
          must my agency notify me of any error that would prevent 
          payment within 30 calendar days after submission?
301-52.19  Will I receive a late payment fee if my agency fails to 
          reimburse me within 30 calendar days after I submit a proper 
          travel claim?
301-52.20  How are late payment fees calculated?
301-52.21  Is there a minimum amount the late payment fee must exceed 
          before my agency will pay it to me?
301-52.22  Will any late payment fees I receive be reported as wages on 
          a Form W-2?
301-52.23  Is the additional fee, which is equal to any late payment 
          charge that the card contractor would have been able to charge 
          had I not paid the bill, considered income?
301-52.24  Does mandatory use of the Government contractor-issued travel 
          charge card change my obligation to pay my travel card bill by 
          the due date?

    Authority: 5 U.S.C. 5707; 40 U.S.C. 121(c); Sec. 2., Pub. L. 105-
264, 112 Stat. 2350 (5 U.S.C. 5701 note).

    Source: FTR Amdt. 70, 63 FR 15969, Apr. 1, 1998, unless otherwise 
noted.



Sec. 301-52.1  Must I file a travel claim?

    Yes.



Sec. 301-52.2  What information must I provide in my travel claim?

    You must provide the following:
    (a) An itemized list of expenses and other information (specified in 
the listing of required standard data elements contained in appendix C 
of this chapter, and any additional information your agency may 
specifically require), except:
    (1) You may aggregate official travel-related expenses incurred at 
the TDY location for authorized telephone calls, transit system fares, 
and parking meter fees, except any individual expenses costing over $75 
must be listed separately;

[[Page 71]]

    (2) When you are authorized lodgings-plus per diem, you must state 
the M&IE allowance on a daily basis;
    (3) When you are authorized a reduced per diem, you must state the 
reduced rate your agency authorizes on a daily basis; and
    (4) When your agency limits M&IE reimbursement to the prescribed 
maximum M&IE for the locality concerned, you must state the reduced rate 
on a daily basis.
    (5) Your agency may or may not require itemization of M&IE when 
reimbursement is limited to either the maximum M&IE locality rate or a 
reduced M&IE rate is authorized.
    (b) The type of leave and the number of hours of leave for each day;
    (c) The date of arrival and departure from the TDY station and any 
non-duty points visited when you travel by an indirect route other than 
a stopover to change planes or embark/disembark passengers;
    (d) A signed statement, ``I hereby assign to the United States any 
rights I may have against other parties in connection with any 
reimbursable carrier transportation charges described herein,'' when you 
use cash to pay for common carrier transportation.

[FTR Amdt. 70, 63 FR 15969, Apr. 1, 1998, as amended at FTR Amdt. 2010-
02, 75 FR 24436, May 5, 2010]



Sec. 301-52.3  Am I required to file a travel claim in a specific format
and must the claim be signed?

    As soon as your agency fully deploys the E-Gov Travel Service (ETS), 
you must use the ETS to file all your travel claims. (Agencies are 
required to fully deploy the ETS no later than September 30, 2006.) 
Until that time, you must file your travel claim in the format 
prescribed by your agency. If the prescribed travel claim is hardcopy, 
the claim must be signed in ink. Any alterations or erasures to your 
hardcopy travel claim must be initialed. If your agency has electronic 
processing, use your electronic signature where required.

[FTR Amdt. 2003-07, 68 FR 71030, Dec. 22, 2003, as amended by FTR Amdt. 
2006-04, 71 FR 49375, Aug. 23, 2006; FTR Amdt. 2007-05, 72 FR 61539, 
Oct. 31, 2007]



Sec. 301-52.4  What must I provide with my travel claim?

    You must provide:
    (a) Evidence of your necessary travel authorizations including any 
necessary special authorizations;
    (b) Receipts for:
    (1) Any lodging expense;
    (2) Any other expense costing over $75. If it is impracticable to 
furnish receipts in any instance as required by this subtitle, the 
failure to do so must be fully explained on the travel voucher. Mere 
inconvenience in the matter of taking receipts will not be considered; 
and
    (3) Receipts must be retained for 6 years and 3 months as prescribed 
by the National Archives and Records Administration (NARA) under General 
Records Schedule 6, paragraph number 1 (http://www.archives.gov/records-
mgmt/ardor/grs06.html)

[FTR Amdt. 70, 63 FR 15969, Apr. 1, 1998, as amended by 67 FR 57966, 
Sept. 13, 2002; FTR Amdt. 2007-05, 72 FR 61539, Oct. 31, 2007; FTR Amdt. 
2011-03, 76 FR 55275, Sept. 7, 2011]



Sec. 301-52.5  Is there any instance where I am exempt from the receipt
requirement in Sec. 301-52.4?

    Yes, your agency may exempt an expenditure from the receipt 
requirement because the expenditure is confidential.

[FTR Amdt. 70, 63 FR 15969, Apr. 1, 1998; 63 FR 35538, June 30, 1998]



Sec. 301-52.6  How do I submit a travel claim?

    You must submit your travel claim in accordance with administrative 
procedures prescribed by your agency.



Sec. 301-52.7  When must I submit my travel claim?

    Unless your agency administratively requires you to submit your 
travel claim within a shorter timeframe, you must submit your travel 
claim as follows:
    (a) Within 5 working days after you complete your trip or period of 
travel; or
    (b) Every 30 days if you are on continuous travel status.

[[Page 72]]



Sec. 301-52.8  May my agency disallow payment of a claimed item?

    Yes, if you do not:
    (a) Provide proper itemization of an expense;
    (b) Provide receipt or other documentation required to support your 
claim; and
    (c) Claim an expense which is not authorized.



Sec. 301-52.9  What will my agency do when it disallows an expense?

    Your agency will disallow your claim for that expense, issue you a 
notice of disallowance, and pay your claim for those items which are not 
disallowed.



Sec. 301-52.10  May I challenge my agency's disallowance of my claim?

    Yes, you may request reconsideration of your claim if you have 
additional facts or documentation to support your request for 
reconsideration.



Sec. 301-52.11  What must I do to challenge a disallowed claim?

    You must:
    (a) File a new claim.
    (b) Provide full itemization for all disallowed items reclaimed.
    (c) Provide receipts for all disallowed items reclaimed that require 
receipts, except that you do not have to provide a receipt if your 
agency already has the receipt.
    (d) Provide a copy of the notice of disallowance.
    (e) State the proper authority for your claim if you are challenging 
your agency's application of the law or statute.
    (f) Follow your agency's procedures for challenging disallowed 
claims.
    (g) If after reconsideration by your agency your claim is still 
denied, you may submit your claim for adjudication to the GSA Board of 
Contract Appeals in accordance with 48 CFR part 6104.



Sec. 301-52.12  What happens if I attempt to defraud the Government?

    (a) You forfeit reimbursement pursuant to 28 U.S.C. 2514; and
    (b) You may be subject under 18 U.S.C. 287 and 1001 to one, or both, 
of the following:
    (1) A fine of not more than $10,000, or
    (2) Imprisonment for not more than 5 years.



Sec. 301-52.13  Should I keep itemized records of my expenses while on
travel?

    Yes. You will find it helpful to keep a record of your expenses by 
date of the expense to aid you in preparing your travel claim or for tax 
purposes.



Sec. 301-52.14  What must I do with any travel advance outstanding at
the time I submit my travel claim?

    You must account for the travel advance in accordance with your 
agency's procedures.



Sec. 301-52.15  What must I do with any passenger coupon for 
transportation costing over $75, purchased with cash?

    You must submit the passenger coupons to your agency in accordance 
with your agency's procedures.



Sec. 301-52.16  What must I do with any unused tickets, coupons, or 
other evidence of refund?

    You must submit any unused tickets, coupons, or other evidence of 
refund to your agency in accordance with your agency's procedures.

[FTR Amdt. 70, 63 FR 15969, Apr. 1, 1998; 63 FR 35538, June 30, 1998]



Sec. 301-52.17  Within how many calendar days after I submit a proper 
travel claim must my agency reimburse my allowable expenses?

    Your agency must reimburse you within 30 calendar days after you 
submit a proper travel claim to your agency's designated approving 
office. Your agency must ensure that it uses a satisfactory 
recordkeeping system to track submission of travel claims. For example, 
travel claims submitted by mail, in accordance with your agency's 
policy, could be annotated with the time and date of receipt by your 
agency. Your agency could consider travel claims electronically 
submitted to the designated approving office as submitted on the date 
indicated on an e-mail log, or on the next business day if submitted 
after normal working hours. However, claims for the following relocation 
allowances are exempt from this provision:

[[Page 73]]

    (a) Transportation and storage of household goods and professional 
books, papers and equipment;
    (b) Transportation of mobile home;
    (c) Transportation of a privately owned vehicle;
    (d) Temporary quarters subsistence expense, when not paid as lump 
sum;
    (e) Residence transaction expenses;
    (f) Relocation income tax allowance;
    (g) Use of a relocation services company;
    (h) Home marketing incentive payments; and
    (i) Allowance for property management services.

[FTR Amdt. 92, 65 FR 21365, Apr. 21, 2000]



Sec. 301-52.18  Within how many calendar days after I submit a travel 
claim must my agency notify me of any error that would prevent payment 
within 30 calendar days after submission?

    Your agency must notify you as soon as practicable after you submit 
your travel claim of any error that would prevent payment within 30 
calendar days after submission and must provide the reason(s) why your 
travel claim is not proper. However, not later than May 1, 2002, 
agencies must achieve a maximum time period of seven working days for 
notifying you that your travel claim is not proper.

[FTR Amdt. 92, 65 FR 21366, Apr. 21, 2000]



Sec. 301-52.19  Will I receive a late payment fee if my agency fails to
reimburse me within 30 calendar days after I submit a proper travel claim?

    Yes, your agency must pay you a late payment fee, in addition to the 
amount due you, for any proper travel claim not reimbursed within 30 
calendar days of your submission of it to the approving official.

[FTR Amdt. 90, 65 FR 3056, Jan. 19, 2000]



Sec. 301-52.20  How are late payment fees calculated?

    Your agency must either:
    (a) Calculate late payment fees using the prevailing Prompt Payment 
Act Interest Rate beginning on the 31st day after submission of a proper 
travel claim and ending on the date on which payment is made; or
    (b) Reimburse you a flat fee of not less than the prompt payment 
amount, based on an agencywide average of travel claim payments; and
    (c) In addition to the fee required by paragraphs (a) and (b) of 
this section, your agency must also pay you an amount equivalent to any 
late payment charge that the card contractor would have been able to 
charge you had you not paid the bill.

[FTR Amdt. 92, 65 FR 21366, Apr. 21, 2000]



Sec. 301-52.21  Is there a minimum amount the late payment fee must 
exceed before my agency will pay it to me?

    Yes, a late payment fee will only be paid when the computed late 
payment fee is $1.00 or greater.

[FTR Amdt. 90, 65 FR 3056, Jan. 19, 2000]



Sec. 301-52.22  Will any late payment fees I receive be reported as wages
on a Form W-2?

    No, the Internal Revenue Service (IRS) has determined that the late 
payment fee is in the nature of interest (compensation for the use of 
money). Your agency will report payments in accordance with IRS 
guidelines.

[FTR Amdt. 90, 65 FR 3056, Jan. 19, 2000]



Sec. 301-52.23  Is the additional fee, which is equal to any late payment
charge that the card contractor would have been able to charge had I not
paid the bill, considered income?

    Yes, your agency will report this payment as additional wages on 
Form W-2.

[FTR Amdt. 90, 65 FR 3056, Jan. 19, 2000]



Sec. 301-52.24  Does mandatory use of the Government contractor-issued
travel charge card change my obligation to pay my travel card bill by 
the due date?

    No, mandatory use of the Government contractor-issued travel charge 
card does not relieve you of your obligation to pay your bill in 
accordance with your cardholder agreement.

[FTR Amdt. 90, 65 FR 3056, Jan. 19, 2000]

[[Page 74]]



PART 301	53_USING PROMOTIONAL MATERIALS AND FREQUENT TRAVELER 
PROGRAMS--Table of Contents



Sec.
301-53.1  To whom do the pronouns ``I'', ``you'', and their variants 
          refer throughout this part?
301-53.2  What may I do with promotional benefits or materials I receive 
          from a travel service provider?
301-53.3  How may I use promotional materials and frequent traveler 
          benefits?
301-53.4  May I select travel service providers for which my agency is 
          not a mandatory user in order to maximize my frequent traveler 
          benefits?
301-53.5  Are there exceptions to the mandatory use of contract city-
          pair fares and an agency's travel management service?
301-53.6  Is a denied boarding benefit considered a promotional item for 
          which I may retain compensation received from an airline 
          whether voluntary or involuntary?

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

    Source: FTR Amdt. 104, 67 FR 17947, Apr. 12, 2002, unless otherwise 
noted.



Sec. 301-53.1  To whom do the pronouns ``I'', ``you'', and their variants
refer throughout this part?

    The pronouns ``I'', ``you'', and their variants throughout this part 
refer to the employee.



Sec. 301-53.2  What may I do with promotional benefits or materials I
receive from a travel service provider?

    Any promotional benefits or materials received from a travel service 
provider in connection with official travel may be retained for personal 
use, if such items are obtained under the same conditions as those 
offered to the general public and at no additional cost to the 
Government.

    Note to Sec. 301-53.2: Promotional benefits or materials you receive 
from a travel service provider in connection with your planning and/or 
scheduling an official conference or other group travel (as opposed to 
performing official travel yourself) are considered property of the 
Government, and you may only accept the benefits or materials on behalf 
of the Federal Government (see Sec. 301-74.1(d) of this chapter).

[FTR Amdt. 104, 67 FR 17947, Apr. 12, 2002, as amended by FTR Amdt. 
2003-04, 68 FR 27936, May 22, 2003]



Sec. 301-53.3  How may I use promotional materials and frequent traveler
benefits?

    Promotional materials and frequent traveler benefits may be used as 
follows:
    (a) You may use frequent traveler benefits earned on official travel 
to obtain travel services for a subsequent official travel 
assignment(s); however, you may also retain such benefits for your 
personal use, including upgrading to a higher class of service while on 
official travel.
    (b) If you are offered such benefits as a result of your role as a 
conference planner or as a planner for other group travel, you may not 
retain such benefits for your personal use (see Sec. 301-53.2 of this 
chapter). Rather, you may only accept such benefits on behalf of the 
Federal Government. Such accepted benefits may only be used for official 
Government business.

[FTR Amdt. 2003-04, 68 FR 27937, May 22, 2003]



Sec. 301-53.4  May I select travel service providers for which my agency
is not a mandatory user in order to maximize my frequent traveler benefits?

    No, you may not select a traveler service provider based on whether 
it provides frequent traveler benefits. You must use the travel service 
provider for which your agency is a mandatory user. This includes 
contract passenger transportation services and travel management 
services. You may not choose a travel service provider to gain frequent 
traveler benefits for personal use. (Also see Secs. 301-10.109 and 301-
10.110 of this chapter.)

[FTR Amdt. 104, 67 FR 17947, Apr. 12, 2002, as amended by FTR Amdt. 
2007-05, 72 FR 61539, Oct. 31, 2007]



Sec. 301-53.5  Are there exceptions to the mandatory use of contract 
city-pair fares and an agency's travel management service?

    Yes, the exceptions are in accordance with Secs. 301-10.107 and 301-
10.108 of this chapter for the mandatory use of a contract city-pair 
fare, and Sec. 301-73.103 of

[[Page 75]]

this chapter for the mandatory use of a travel management service.

[FTR Amdt. 104, 67 FR 17947, Apr. 12, 2002, as amended by FTR Amdt. 
2007-05, 72 FR 61539, Oct. 31, 2007]



Sec. 301-53.6  Is a denied boarding benefit considered a promotional item
for which I may retain compensation received from an airline whether
voluntary or involuntary?

    A denied boarding benefit (e.g., cash, free ticket coupon) is not a 
promotional item given by an airline. See the provisions of Sec. 301-
10.116 of this chapter when an airline denies you a seat (involuntary) 
and Sec. 301-10.117 of this chapter when you vacate your seat 
(voluntary).



PART 301	54_COLLECTION OF UNDISPUTED DELINQUENT AMOUNTS OWED
TO THE CONTRACTOR ISSUING THE INDIVIDUALLY BILLED TRAVEL CHARGE CARD
--Table of Contents



                         Subpart A_General Rules

Sec.
301-54.1  Is my agency allowed to collect undisputed delinquent amounts 
          that I owe to a Government travel charge card contractor?
301-54.2  What is disposable pay?

                    Subpart B_Policies and Procedures

301-54.100  Are there any due process requirements with which my agency 
          must comply before collecting undisputed delinquent amounts on 
          behalf of the charge card contractor?
301-54.101  Can my agency initiate collection of undisputed delinquent 
          amounts if it has not reimbursed me for amounts reimbursable 
          under the applicable travel regulations?
301-54.102  What is the maximum amount my agency may deduct from my 
          disposable pay?

    Authority: 5 U.S.C. 5707; 40 U.S.C. 121(c); Sec. 2, Pub. L. 105-264, 
112 Stat. 2350 (5 U.S.C. 5701 note).

    Source: FTR Amdt. 90, 65 FR 3056, Jan. 19, 2000, unless otherwise 
noted.



                         Subpart A_General Rules

    Note to subpart A: Use of pronouns ``I'', ``you'', and their 
variants throughout this subpart refers to the employee.



Sec. 301-54.1  Is my agency allowed to collect undisputed delinquent
amounts that I owe to a Government travel charge card contractor?

    Yes, upon written request from the contractor, your agency may 
collect, from your disposable pay, any undisputed delinquent amounts 
that you owe to a Government travel charge card contractor.



Sec. 301-54.2  What is disposable pay?

    Disposable pay is your compensation remaining after the deduction 
from your earnings of any amounts required by law to be withheld. These 
deductions do not include discretionary deductions such as savings 
bonds, charitable contributions, etc. Deductions may be made from any 
type of pay you receive from your agency, e.g., basic pay, special pay, 
retirement pay, or incentive pay.

[FTR Amdt. 92, 65 FR 21366, Apr. 21, 2000]



                    Subpart B_Policies and Procedures

    Note to subpart B: Use of pronouns ``I'', ``you'', and their 
variants throughout this subpart refers to the employee.



Sec. 301-54.100  Are there any due process requirements with which my
agency must comply before collecting undisputed delinquent amounts on
behalf of the charge card contractor?

    Yes, your agency must:
    (a) Provide you with written notice of the type and amount of the 
claim, the intention to collect the claim by deduction from your 
disposable pay, and an explanation of your rights as a debtor;
    (b) Give you the opportunity to inspect and copy their records 
related to the claim;
    (c) Allow an opportunity for a review within the agency of its 
decision to collect the amount; and
    (d) Provide you with an opportunity to make a written agreement with 
the contractor to repay the delinquent amount of the claim.

[[Page 76]]



Sec. 301-54.101  Can my agency initiate collection of undisputed delinquent
amounts if it has not reimbursed me for amounts reimbursable under the
applicable travel regulations?

    No, your agency may only collect undisputed delinquent amounts for 
which you have been reimbursed under the applicable travel regulations. 
However, if you have not submitted a proper travel claim within the 
timeframe requirements of Sec. 301-52.7 of this chapter, and there are 
no extenuating circumstances, your agency may collect the undisputed 
delinquent amounts based on the amounts charged on the travel charge 
card.



Sec. 301-54.102  What is the maximum amount my agency may deduct from
my disposable pay?

    As set forth in Public Law 105-264, 112 Stat. 2350, October 19, 
1998, the maximum amount your agency may deduct from your disposable pay 
is 15 percent a pay period, unless you agree in writing to a larger 
percentage.

[[Page 77]]



                  SUBCHAPTER D_AGENCY RESPONSIBILITIES





PART 301	70_INTERNAL POLICY AND PROCEDURE REQUIREMENTS
--Table of Contents



                Subpart A_General Policies and Procedures

Sec.
301-70.1  How must we administer the authorization and payment of travel 
          expenses?

      Subpart B_Policies and Procedures Relating to Transportation

301-70.100  How must we administer the authorization and payment of 
          transportation expenses?
301-70.101  What factors must we consider in determining which method of 
          transportation results in the greatest advantage to the 
          Government?
301-70.102  What governing policies must we establish for authorization 
          and payment of transportation expenses?
301-70.103  In what circumstance may we authorize use of ship service?
301-70.104  What factors should we consider in determining whether to 
          require an employee to commit to the use of a Government 
          automobile?
301-70.105  May we prohibit an employee from using a POV on official 
          travel?

     Subpart C_Policies and Procedures Relating to Per Diem Expenses

301-70.200  What governing policies must we establish for authorization 
          and payment of per diem expenses?
301-70.201  May we issue a blanket actual expense authorization for our 
          employees during a Presidentially-Declared Disaster?

  Subpart D_Policies and Procedures Relating to Miscellaneous Expenses

301-70.300  How should we administer the authorization and payment of 
          miscellaneous expenses?
301-70.301  What governing policies must we establish for payment of 
          miscellaneous expenses?

Subpart E_Policies and Procedures Relating to Travel of an Employee With 
                      a Disability or Special Need

301-70.400  How should we authorize and administer the payment of 
          additional travel expenses for an employee with a disability 
          or special need?
301-70.401  What governing policies and procedures must we establish 
          regarding travel of an employee with a disability or special 
          need?

 Subpart F_Policies and Procedures for Emergency Travel of Employee Due 
                          to Illness or Injury

301-70.500  What governing policies and procedures should we establish 
          relating to emergency travel?
301-70.501  Does per diem continue when an employee interrupts a travel 
          assignment because of an incapacitating illness or injury?
301-70.502  Are there any limitations to the payment of these expenses?
301-70.503  What additional emergency expenses should we allow?
301-70.504  When the employee is able to travel, should we continue the 
          use of the existing travel authorization?
301-70.505  May any travel costs be reimbursed if the employee travels 
          to an alternate location for medical treatment?
301-70.506  How do we define actual cost and constructive cost when an 
          employee interrupts a travel assignment because of an 
          incapacitating illness or injury?
301-70.507  May we authorize per diem if an employee discontinues a TDY 
          assignment because of a personal emergency situation?
301-70.508  How do we handle reimbursement if the employee travels to an 
          alternate location and returns to the TDY location because of 
          a personal emergency situation?
301-70.509  What factors must we consider in expanding the definition of 
          family for emergency travel purposes?

      Subpart G_Policies and Procedures Relating to Threatened Law 
                   Enforcement/Investigative Employees

301-70.600  What governing policies and procedures must we establish 
          related to threatened law enforcement/investigative employees?
301-70.601  What factors should we consider in determining whether to 
          authorize payment of transportation and subsistence expenses 
          for threatened law enforcement/investigative employees?

[[Page 78]]

301-70.602  How often must we reevaluate the payment of transportation 
          and subsistence expenses to a threatened law enforcement/
          investigative employee?

   Subpart H_Policies and Procedures Relating to Mandatory Use of the 
   Government Contractor-Issued Travel Charge Card for Official Travel

301-70.700  Must our employees use a Government contractor-issued travel 
          charge card for official travel expenses?
301-70.701  Who has the authority to grant exemptions to mandatory use 
          of Government contractor-issued travel charge card for 
          official travel?
301-70.702  Must we notify the Administrator of General Services when we 
          grant an exemption?
301-70.703  If we grant an exemption, does that prevent the employee 
          from using the card on a voluntary basis?
301-70.704  What classes of employees are exempt from mandatory use of 
          the Government contractor-issued travel charge card?
301-70.705  What methods of payment for official travel expenses may we 
          authorize when an exemption from use of the Government 
          contractor-issued travel charge card is granted?
301-70.706  For what purposes may an employee use the Government 
          contractor-issued travel charge card while on official travel?
301-70.707  May an employee use the Government contractor-issued travel 
          charge card for personal use while on official travel?
301-70.708  What actions may we take if an employee fails to activate 
          the Government contractor-issued travel charge card and/or 
          misuses the travel charge card?
301-70.709  What can we do to reduce travel charge card delinquencies?

Subpart I_Policies and Procedures for Agencies That Authorize Travel on 
                           Government Aircraft

301-70.800  Whom may we authorize to travel on Government aircraft?
301-70.801  When may we authorize travel on Government aircraft?
301-70.802  Must we ensure that travel on Government aircraft is the 
          most cost-effective alternative?
301-70.803  How must we authorize travel on a Government aircraft?
301-70.804  What amount must the Government be reimbursed for travel on 
          a Government aircraft?
301-70.805  Must we include special information on a travel 
          authorization for a senior Federal official or a non-Federal 
          traveler who travels on Government aircraft?
301-70.806  What documentation must we retain for travel on Government 
          aircraft?
301-70.807  Must we make information available to the public about 
          travel by senior Federal officials and non-Federal travelers 
          on Government aircraft?
301-70.808  Do the rules in this part apply to travel on Government 
          aircraft by the President and Vice President or by individuals 
          traveling in support of the President and Vice President?

    Subpart J_Policies and Procedures for Agencies That Own or Hire 
                     Government Aircraft for Travel

301-70.900  May we use our Government aircraft to carry passengers?
301-70.901  Who may approve use of our Government aircraft to carry 
          passengers?
301-70.902  Do we have any special responsibilities related to space 
          available travel on our Government aircraft?
301-70.903  What are our responsibilities for ensuring that Government 
          aircraft are the most cost-effective alternative for travel?
301-70.904  Must travelers whom we carry on Government aircraft be 
          authorized to travel?
301-70.905  What documentation must we retain for travel on our 
          Government aircraft?
301-70.906  Must we report use of our Government aircraft to carry 
          senior Federal officials and non-Federal travelers?
301-70.907  What information must we report on the use of Government 
          aircraft to carry senior Federal officials and non-Federal 
          travelers and when must it be reported?
301-70.908  Must we make information available to the public about 
          travel by senior Federal officials and non-Federal travelers 
          on Government aircraft?
301-70.909  What disclosure information must we give to anyone who flies 
          on our Government aircraft?
301-70.910  Do the rules in this part apply to travel on Government 
          aircraft by the President and Vice President or by individuals 
          traveling in support of the President and Vice President?

    Authority: 5 U.S.C. 5707; 40 U.S.C. 121(c); Sec. 2, Pub. L. 105-264, 
112 Stat. 2350 (5 U.S.C. 5701, note), OMB Circular No. A-126, revised 
May 22, 1992, and OMB Circular No. A-123, Appendix B, revised January 
15, 2009.

    Source: FTR Amdt. 70, 63 FR 15971, Apr. 1, 1998, unless otherwise 
noted.

[[Page 79]]



                Subpart A_General Policies and Procedures



Sec. 301-70.1  How must we administer the authorization and payment of
travel expenses?

    When administering the authorization and payment of travel expenses, 
you--
    (a) Must limit the authorization and payment of travel expenses to 
travel that is necessary to accomplish your mission in the most 
economical and effective manner, under rules stated throughout this 
chapter;
    (b) Should give consideration to budget constraints, adherence to 
travel policies, and reasonableness of expenses;
    (c) Should always consider alternatives, including teleconferencing, 
prior to authorizing travel; and
    (d) Must require employees to use the ETS to process travel 
authorizations and claims for travel expenses once you migrate to the 
ETS, but no later than September 30, 2006, unless an exception has been 
granted under Sec. 301-73.102 or Sec. 301-73.104 of this chapter.

[FTR Amdt. 2003-07, 68 FR 71030, Dec. 22, 2003, as amended by FTR Amdt. 
2007-05, 72 FR 61539, Oct. 31, 2007]



      Subpart B_Policies and Procedures Relating to Transportation



Sec. 301-70.100  How must we administer the authorization and payment
of transportation expenses?

    You must:
    (a) Limit authorization and payment of transportation expenses to 
those expenses that result in the greatest advantage to the Government;
    (b) Ensure that travel is by the most expeditious means practicable.



Sec. 301-70.101  What factors must we consider in determining which
method of transportation results in the greatest advantage to the
Government?

    In selecting a particular method of transportation you must 
consider:
    (a) The total cost to the Government, including per diem, overtime, 
lost worktime, actual transportation cost, total distance of travel, 
number of points visited, the number of travelers and energy 
conservation. As stated in 5 U.S.C. 5733, ``travel of an employee shall 
be by the most expeditious means of transportation practicable and shall 
be commensurate with the nature and purpose of the duties of the 
employee requiring such travel.''
    (b) Travel by common carrier (air, rail, bus) is considered the most 
advantageous method to perform official travel. Other methods of 
transportation may be authorized as advantageous only when the use of 
common carrier transportation would interfere with the performance of 
official business or impose an undue hardship upon the traveler, or when 
the total cost by common carrier exceeds the cost by another method of 
transportation. A determination that another method of transportation is 
more advantageous to the Government than common carrier will not be made 
on the basis of personal preference or inconvenience to the traveler.
    (c) When travel must be performed by automobile, agencies should 
next consider using a Government-furnished automobile.
    (d) If a Government-furnished automobile is not available, agencies 
should then consider using the least expensive compact rental vehicle.
    (e) Agencies should lastly consider authorizing a POV only if the 
employee agrees to use a POV, because agencies cannot mandate employees 
to use their POV for official reasons.

[FTR Amdt. 70, 63 FR 15971, Apr. 1, 1998, as amended by FTR Amdt. 2015-
03 80 FR 27261, May 13, 2015]



Sec. 301-70.102  What governing policies must we establish for 
authorization and payment of transportation expenses?

    You must establish policies and procedures governing:
    (a) Who will determine what method of transportation is more 
advantageous to the Government;
    (b) Who will approve any of the following:
    (1) Use of other than coach-class transportation accommodations for 
air and rail under Secs. 301-10.123 and 301-

[[Page 80]]

10.162, and lowest first-class accommodations for ship under Sec. 301-
10.183 of this chapter.
    (2) Use of a special-reduced fare or reduced group or charter fare;
    (3) Use of an extra-fare train service under Sec. 301-10.164;
    (4) Use of ship service;
    (5) Use of a foreign ship;
    (6) Use of a foreign air carrier;
    (c) When you will:
    (1) Require the use of a Government vehicle;
    (2) Allow the use of a Government vehicle; and
    (3) Prohibit the use of a Government vehicle;
    (d) When you will consider use of a POV advantageous to the 
Government, such as travel to and from common carrier terminals or to 
the TDY location. When determining whether the use of a POV to a TDY 
location is the most advantageous method of transportation, agencies 
must consider the total cost of using a POV as compared to the total 
cost of using a rental vehicle, including rental costs, fuel, taxes, 
parking (at a common carrier terminal, etc.), and any other associated 
costs;
    (e) Procedures for claiming POV reimbursement;
    (f) Procedures for allowing the use of a special conveyance (e.g., 
commercially rented vehicles), taking into account the requirements of 
Sec. 301-10.450;
    (g) What procedures an employee must follow when he/she travels by 
an indirect route or interrupts travel by a direct route;
    (h) Whether to reimburse the full amount of transportation costs and 
in conjunction with TDY or only the amount by which transportation costs 
exceed the employee's normal costs for transportation between:
    (1) Office or duty point and another place of business;
    (2) Places of business; or
    (3) Residence and place of business other than office or duty point;
    (i) Develop and issue internal guidance on what specific mission 
criteria justify approval of the use of other than coach-class 
transportation under Secs. 301-10.123(a)(4), 301-10.123(b)(9), and 301-
10.162(e), as well as on the use of other than lowest first-class under 
Sec. 301-10.183(d) and the use of other than a compact rental car under 
Sec. 301-10.450(c). The justification criteria shall be entered in the 
remarks section of the traveler's authorization.
    (j) Develop and publish internal guidance regarding what constitutes 
a rest period upon arrival at a temporary duty location; and
    (k) Develop and publish internal guidance regarding Seating Upgrade 
Programs in coach-class (see Sec. 301-10.124).

[FTR Amdt. 70, 63 FR 15971, Apr. 1, 1998, as amended by FTR Amdt. 2005-
03, 70 FR 28460, May 18, 2005; FTR Amdt. 2009-06, 74 FR 55149, Oct. 27, 
2009; FTR Amdt. 2010-02, 75 FR 24436, May 5, 2010; FTR Amdt. 2010-07, 75 
FR 72967, Nov. 29, 2010; FTR Amdt. 2015-03, 80 FR 27261, May 13, 2015]



Sec. 301-70.103  In what circumstance may we authorize use of ship service?

    Travel by ship is not generally regarded as advantageous. You must 
determine that the advantages accruing from the use of ocean 
transportation offset the higher costs associated with ship travel, 
i.e., per diem, transportation, and lost worktime.



Sec. 301-70.104  What factors should we consider in determining whether
to require an employee to commit to the use of a Government-furnished
automobile?

    You should consider:
    (a) The advantages of using a Government-furnished automobile . Such 
advantages may include, but are not limited to:
    (1) Full utilization or availability of fleet vehicles;
    (2) Lower cost;
    (3) Official presence.
    (b) The type of travel the employee performs. You should require 
such a commitment when an employee or group of employees requires the 
use of an automobile for official travel on a frequent or repetitive 
basis.

[FTR Amdt. 70, 63 FR 15971, Apr. 1, 1998, as amended by FTR Amdt. 015-
03, 80 FR 27261, May 13, 2015]



Sec. 301-70.105  May we prohibit an employee from using a POV on official
travel?

    No, but if the employee elects to use a POV instead of an 
alternative form of

[[Page 81]]

transportation you authorize, you must:
    (a) Limit reimbursement to the constructive cost of the authorized 
method of transportation, which is the sum of per diem and 
transportation expenses the employee would reasonably have incurred when 
traveling by the authorized method of transportation; and
    (b) Charge leave for any duty hours that are missed as a result of 
travel by POV.



     Subpart C_Policies and Procedures Relating to Per Diem Expenses



Sec. 301-70.200  What governing policies must we establish for 
authorization and payment of per diem expenses?

    You must establish policies and procedures governing:
    (a) Who will authorize a rest period;
    (b) Circumstances allowing a rest period during prolonged travel 
(see Sec. 301-11.20 for minimum standards);
    (c) If, and in what instances, you will allow an employee to return 
to his/her official station on non-workdays;
    (d) Who will determine if an employee will be allowed to return to 
his/her official station on a case by case basis.
    (e) Who will determine in what instances you will pay a reduced per 
diem rate;
    (f) Who will determine, and in what instances, to issue a blanket 
authorization for actual expenses under Sec. 301-70.201 or when actual 
expenses are appropriate in individual cases; and
    (g) Who will determine, and in what instances, an employee will be 
able to claim the full M&IE allowance even though meals are furnished to 
the employee by the Government, in accordance with Secs. 301-11.18(b) 
and 301-11.18(c).

[FTR Amdt. 70, 63 FR 15971, Apr. 1, 1998, as amended by FTR Amdt. 2009-
03, 74 FR 16329, Apr. 10, 2009; FTR Amdt. 2010-07, 75 FR 72967, Nov. 29, 
2010; FTR Amdt. 2011-03, 76 FR 55275, Sept. 7, 2011]



Sec. 301-70.201  May we issue a blanket actual expense authorization for
our employees during a Presidentially-Declared Disaster?

    Yes. A blanket authorization regarding actual expense reimbursement 
may be issued to your employees assigned to perform TDY travel in an 
area subject to a Presidentially-Declared Disaster. These authorizations 
must apply to a specific Declaration, and must end on the expiration 
date of the Declaration, or one year from the date the Declaration is 
issued, whichever is sooner. A blanket authorization issued under this 
section shall not apply to any travel performed pursuant to chapter 302 
of this title.

[FTR Amdt. 2011-03, 76 FR 55275, Sept. 7, 2011]



  Subpart D_Policies and Procedures Relating to Miscellaneous Expenses



Sec. 301-70.300  How should we administer the authorization and payment
of miscellaneous expenses?

    You should limit payment of miscellaneous expenses to only those 
expenses that are necessary and in the interest of the Government.



Sec. 301-70.301  What governing policies must we establish for payment
of miscellaneous expenses?

    You must establish policies and procedures governing:
    (a) Who will determine when excess baggage is necessary for official 
travel;
    (b) When you will pay for communications services, including whether 
you will pay for a telephone call to the employee's home or place where 
the employee's dependent children are;
    (c) Who will determine if other miscellaneous expenses are 
appropriate for reimbursement in connection with official travel, 
including but not limited to, fees for the use of automated teller 
machine (ATMs) when using the Government contractor-issued travel charge 
card and expenses for laundry, cleaning, and pressing of clothing.

[FTR Amdt. 70, 63 FR 15971, Apr. 1, 1998, as amended by FTR Amdt. 2016-
02, 81 FR 63136, Sept. 14, 2016]

[[Page 82]]



Subpart E_Policies and Procedures Relating to Travel of an Employee with 
                      a Disability or Special Need



Sec. 301-70.400  How should we authorize and administer the payment of
additional travel expenses for an employee with a disability or special
need?

    You should authorize and administer the payment to reasonably 
accommodate employee(s) with disabilities in accordance with the 
Rehabilitation Act of 1973, as amended (29 U.S.C. 701-796l) and 5 U.S.C. 
3102 and part 301-13 of this chapter. An employee with a special need 
should be treated the same as an employee with a disability. You must 
determine that additional travel expenses are necessary to accommodate 
the employee's needs.

[FTR Amdt. 2006-03, 71 FR 24597, Apr. 26, 2006]



Sec. 301-70.401  What governing policies and procedures must we establish
regarding travel of an employee with a disability or special need?

    You must establish the policies and procedures governing:
    (a) Who will determine if an employee has a disability or special 
need which requires accommodation, including when documentation is 
necessary under Secs. 301-10.123, 301-10.124, 301-10.162, and 301-
10.183, and when a determination may be based on a clearly visible 
physical condition; and
    (b) Who will determine how to reasonably accommodate the employee 
and what expenses you will pay.



 Subpart F_Policies and Procedures for Emergency Travel of Employee Due 
                          to Illness or Injury



Sec. 301-70.500  What governing policies and procedures should we 
establish relating to emergency travel?

    Each agency must determine:
    (a) When you will authorize emergency travel under part 301-30;
    (b) Who will determine if the employee's situation warrants payment 
for emergency travel expenses;
    (c) When and by whom travel to an alternate location other than 
official station or point of interruption will be authorized; and
    (d) Who will determine when and if the definition of family may be 
extended and to whom.



Sec. 301-70.501  Does per diem continue when an employee interrupts a
travel assignment because of an incapacitating illness or injury?

    Yes, when an employee interrupts a travel assignment because of an 
incapacitating illness or injury and takes leave (annual or sick), per 
diem will be allowed, not to exceed the maximum rate for the location 
where the interruption occurs, for a reasonable period, normally not to 
exceed 14 calendar days (including fractional days) for any one period 
of absence. You may approve a longer period if justified.

[FTR Amdt. 108, 67 FR 57967, Sept. 13, 2002]



Sec. 301-70.502  Are there any limitations to the payment of these
expenses?

    Yes, there are limitations to the payment of these expenses. Per 
diem is not payable, or if paid, must be collected from the employee 
when--
    (a) The employee is confined to a 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; and/or
    (b) The Government provides or reimburses the employee for 
hospitalization under any Federal statute (including hospitalization in 
a Department of Veterans Affairs (VA) medical center or military 
hospital) other than 5 U.S.C. 8901-8913 (Federal Employees Health 
Benefits program).

[FTR Amdt. 108, 67 FR 57967, Sept. 13, 2002, as amended by FTR Amdt. 
2010-07, 75 FR 72967, Nov. 29, 2010]



Sec. 301-70.503  What additional emergency expenses should we allow?

    When an employee discontinues a TDY assignment before its completion 
due to an incapacitating illness or injury, you may pay--
    (a) Transportation and per diem expenses for travel to an alternate 
location to receive medical treatment;

[[Page 83]]

    (b) Transportation and per diem expenses to return to the official 
station; and
    (c) Transportation costs of a medically necessary attendant.

[FTR Amdt. 108, 67 FR 57967, Sept. 13, 2002]



Sec. 301-70.504  When the employee is able to travel, should we continue
the use of the existing travel authorization?

    Not if the interrupted trip was authorized under a trip by trip 
authorization. If, when the employee's health has been restored, the 
agency decides that it is in the Government's interest to return the 
employee to the TDY location, such return is considered to be a new 
travel assignment at Government expense. An interrupted trip authorized 
under an open or limited open authorization may be continued without 
further authorization.

[FTR Amdt. 70, 63 FR 15971, Apr. 1, 1998. Redesignated by FTR Amdt. 108, 
67 FR 57967, Sept. 13, 2002]



Sec. 301-70.505  May any travel costs be reimbursed if the employee
travels to an alternate location for medical treatment?

    Yes. When an employee interrupts a TDY assignment because of an 
incapacitating illness or injury and takes leave of absence for travel 
to an alternate location to obtain medical services and returns to the 
TDY assignment, you may reimburse certain excess travel costs provided 
in this section. Specifically, you may reimburse the excess (if any) of 
actual costs of travel from the point of interruption to the alternate 
location and return to the TDY assignment, over the constructive costs 
of round-trip travel between the official station and the alternate 
location. The nearest hospital or medical facility capable of treating 
the employee's illness or injury will not, however, be considered an 
alternate location.

    Note to Sec. 301-70.505: An alternate location is a destination 
other than the employee's official station or the point of interruption.

[FTR Amdt. 70, 63 FR 15971, Apr. 1, 1998. Redesignated by FTR Amdt. 108, 
67 FR 57967, Sept. 13, 2002]



Sec. 301-70.506  How do we define actual cost and constructive cost when
an employee interrupts a travel assignment because of an incapacitating
illness or injury?

    (a) 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 TDY assignment. No per diem is allowed for 
time spent at the alternate location if confined to a medical facility.
    (b) Constructive cost is the sum of transportation expenses the 
employee would reasonably have incurred for round-trip travel between 
the official station and the alternate location plus per diem calculated 
for the appropriate en route travel time.

[FTR Amdt. 70, 63 FR 15971, Apr. 1, 1998. Redesignated by FTR Amdt. 108, 
67 FR 57967, Sept. 13, 2002]



Sec. 301-70.507  May we authorize per diem if an employee discontinues a
TDY assignment because of a personal emergency situation?

    Yes. 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.

[FTR Amdt. 70, 63 FR 15971, Apr. 1, 1998. Redesignated by FTR Amdt. 108, 
67 FR 57967, Sept. 13, 2002]



Sec. 301-70.508  How do we handle reimbursement if the employee travels 
to an alternate location and returns to the TDY location because of a 
personal emergency situation?

    You may reimburse certain excess travel costs (transportation and en 
route per diem) to the same extent as provided in Sec. 301-70.501 for 
incapacitating illness or injury to the employee.

[FTR Amdt. 70, 63 FR 15971, Apr. 1, 1998. Redesignated by FTR Amdt. 108, 
67 FR 57967, Sept. 13, 2002]

[[Page 84]]



Sec. 301-70.509  What factors must we consider in expanding the definition
of family for emergency travel purposes?

    Agencies must consider on a case by case basis:
    (a) The extent of the emergency;
    (b) The employee's relationship to the individual involved in the 
emergency; and
    (c) The degree of the employee's responsibility for the individual 
involved in the emergency.

[FTR Amdt. 70, 63 FR 15971, Apr. 1, 1998. Redesignated by FTR Amdt. 108, 
67 FR 57967, Sept. 13, 2002]



      Subpart G_Policies and Procedures Relating to Threatened Law 
                   Enforcement/Investigative Employees



Sec. 301-70.600  What governing policies and procedures must we establish
related to threatened law enforcement/investigative employees?

    You must establish policies and procedures governing:
    (a) When you will pay transportation and subsistence expenses of 
threatened law enforcement/investigative employees, under part 301-31 of 
this chapter;
    (b) Who will determine the degree and seriousness of threat in each 
individual case;
    (c) Who will determine what protective action should be taken, 
including the location and duration of temporary lodging;
    (d) Who will reevaluate the situation to determine whether 
protective action should be continued or discontinued and how often;
    (e) What procedures must be followed to obtain authorization of 
transportation and subsistence expenses for threatened law enforcement/
investigative employees; and
    (f) What special procedures must an employee follow to claim 
expenses.



Sec. 301-70.601  What factors should we consider in determining whether
to authorize payment of transportation and subsistence expenses for
threatened law enforcement/investigative employees?

    You should consider:
    (a) The degree and seriousness of the threat. You should pay 
transportation and subsistence expenses only if a situation poses a 
legitimate serious threat to life.
    (b) The option of relocating the employee. You should consider 
whether relocating the employee permanently 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.



Sec. 301-70.602  How often must we reevaluate the payment of 
transportation and subsistence expenses to a threatened law 
enforcement/investigative employee?

    You must reevaluate the situation every 30 days based on the same 
factors you considered when you first authorized the payment of the 
expenses.



   Subpart H_Policies and Procedures Relating to Mandatory Use of the 
   Government Contractor-Issued Travel Charge Card for Official Travel

    Source: FTR Amdt. 90, 65 FR 3056, Jan. 19, 2000, unless otherwise 
noted.



Sec. 301-70.700  Must our employees use a Government contractor-issued
travel charge card for official travel expenses?

    Yes, your employees must use a Government contractor-issued travel 
charge card for official travel expenses unless:
    (a) A vendor does not accept the travel charge card;
    (b) The Administrator of General Services has granted an exemption. 
(see Sec. 301-70.704); or
    (c) Your agency head or his/her designee has granted an exemption.



Sec. 301-70.701  Who has the authority to grant exemptions to mandatory
use of Government contractor-issued travel charge card for official 
travel?

    (a) The Administrator of General Services will exempt any payment, 
person, type or class of payments, or type or class of personnel in any 
case in which--

[[Page 85]]

    (1) It is in the best interest of the United States to do so;
    (2) Payment through a travel charge card is impractical or imposes 
unreasonable burdens or costs on Federal employees or Federal agencies; 
or
    (3) The Secretary of Defense or the Secretary of Homeland Security 
(for the Coast Guard) requests an exemption for the members of their 
uniformed services.
    (b) The head of a Federal agency or his/her designee(s) may exempt 
any payment, person, type or class of payments, or type or class of 
agency personnel if the exemption is determined to be necessary in the 
interest of the agency.

[FTR Amdt. 70, 63 FR 15971, Apr. 1, 1998, as amended by FTR Amdt. 2007-
05, 72 FR 61539, Oct. 31, 2007]



Sec. 301-70.702  Must we notify the Administrator of General Services 
when we grant an exemption?

    Yes, you must notify the Administrator of General Services 
(Attention: MAE), 1800 F Street, NW, Washington, DC 20405, in writing 
within 30 days after granting the exemption, stating the reasons for the 
exemption.

[FTR Amdt. 90, 65 FR 3056, Jan. 19, 2000, as amended by FTR Amdt. 2016-
01, 81 FR 63138, Sept. 14, 2016]



Sec. 301-70.703  If we grant an exemption, does that prevent the employee
from using the card on a voluntary basis?

    No, an exemption from use would not prevent the employee from using 
the Government contractor-issued travel charge card for official travel 
expenses on a voluntary basis in accordance with your policies.



Sec. 301-70.704  What classes of employees are exempt from mandatory use
of the Government contractor-issued travel charge card?

    The Administrator of General Services exempts the following classes 
of employees from mandatory use of the Government contractor-issued 
travel charge card:
    (a) Any employee who has an application pending for the Government 
contractor-issued travel charge card;
    (b) Any employee, when issuance of the Government contractor-issued 
travel charge card would adversely affect the mission or put the 
employee at risk; and
    (c) Any employee who is not eligible to receive a Government 
contractor-issued travel charge card.

[FTR Amdt. 2016-01, 81 FR 63138, Sept. 14, 2016]



Sec. 301-70.705  What methods of payment for official travel expenses may
we authorize when an exemption from use of the Government contractor-issued
travel charge card is granted?

    When you grant an exemption from use of the Government contractor-
issued travel charge card, you may authorize one or a combination of the 
following methods of payment:
    (a) Personal funds, including cash or personal charge card;
    (b) Travel advances; or
    (c) Government Transportation Request (GTR).

    Note to Sec. 301-70.705: City pair contractors are not required to 
accept payment by the methods in paragraph (a) or (b) of this section.



Sec. 301-70.706  For what purposes may an employee use the Government
contractor-issued travel charge card while on official travel?

    An employee is required to use the Government contractor-issued 
travel charge card for expenses directly related to official travel.

[FTR Amdt. 2010-02, 75 FR 24436, May 5, 2010]



Sec. 301-70.707  May an employee use the Government contractor-issued
travel charge card for personal use while on official travel?

    No, an employee may not use the Government contractor-issued travel 
charge card for personal use while on official travel.

[FTR Amdt. 2010-02, 75 FR 24436, May 5, 2010]



Sec. 301-70.708  What actions may we take if an employee fails to 
activate the Government contractor-issued travel charge card and/or
misuses the travel charge card?

    Internal agency policies and procedures should be established 
defining

[[Page 86]]

what are considered to be misuses of the Government contractor-issued 
travel charge card. Appropriate action may be taken pursuant to those 
policies if an employee fails to activate the Government contractor-
issued travel charge card within 60 days of receipt or misuses the 
travel charge card.

[FTR Amdt. 2016-01, 81 FR 63138, Sept. 14, 2016]



Sec. 301-70.709  What can we do to reduce travel charge card
delinquencies?

    To reduce travel charge card delinquencies by your employees, you 
should consider implementing one or more of the following suggestions 
(this list is not comprehensive; you may adopt other appropriate 
procedures):
    (a) Agency travel program coordinators must be trained and aware of 
their responsibilities and the delinquency management tools available 
under your agreement with the travel charge card contractor (internet 
training is available for the GSA SmartPay\(TM)\ Travel Charge Card at: 
http://www.gsa.gov/traveltraining.
    (b) Ensure that managers and supervisors are provided monthly 
delinquency and questionable charges report.
    (c) Periodically, but at least once a year, verify that cardholders 
are still current employees.
    (d) For inactive accounts (cards not used within 6 months, one year, 
etc., reduce card limit to $1, increase dollar limit when necessary.
    (e) Work with the charge card contractor to block certain high-risk 
category codes (e.g., department stores, automobile dealerships, 
specialty stores), etc.
    (f) Review ATM cash withdrawals for reasonableness and association 
with official travel.
    (g) Implement a salary offset program. (See part 301-76 of this 
chapter).
    (h) Implement split disbursement in your travel vouchering system, 
so that an employee may authorize you to make certain payments directly 
to the charge card contractor on the employee's behalf.
    (i) Refer potential fraud cases to your agency IG for investigation.
    (j) For some helpful do's and don'ts for travel cardholders, see GSA 
publication (Card-F001) entitled ``Helpful Hints for Travel 
Cardholders''. This publication is available on the Internet at http://
fss.gsa.gov/services/gsa-smartpay. Click on ``Publications and 
Presentations'' and under ``Publications,'' click on ``Helpful Hints for 
Travel Card Use''.
    (k) Ensure that employees turn in their travel charge card when they 
retire or leave the agency.

[FTR Amdt. 108, 67 FR 57967, Sept. 13, 2002, as amended by FTR Amdt. 
2007-05, 72 FR 61539, Oct. 31, 2007. Redesignated by FTR Amdt. 2010-02, 
75 FR 24436, May 5, 2010]



Subpart I_Policies and Procedures for Agencies That Authorize Travel on 
                           Government Aircraft

    Source: FTR Amdt. 2004-02, 69 FR 34305, June 21, 2004, unless 
otherwise noted.



Sec. 301-70.800  Whom may we authorize to travel on Government aircraft?

    You may authorize Federal travelers, non-Federal travelers, and any 
other passengers, as defined in part 300-3 of this subtitle, to travel 
on Government aircraft, subject to the rules in this subpart. Because 
the taxpayers generally should pay no more than necessary for 
transportation of travelers, except for required use travel, you may 
authorize travel on Government aircraft only when a Government aircraft 
is the most cost-effective mode of travel and the traveler is traveling 
for Governmental purposes.



Sec. 301-70.801  When may we authorize travel on Government aircraft?

    You may authorize travel on Government aircraft only as follows:
    (a) For official travel when--
    (1) No scheduled commercial airline service is reasonably available 
to fulfill your agency's travel requirement (i.e., able to meet the 
traveler's departure and/or arrival requirements within a 24-hour 
period, unless you demonstrate that extraordinary circumstances require 
a shorter period); or
    (2) The cost of using a Government aircraft is not more than the 
cost of the city-pair fare for scheduled commercial airline service or 
the cost of

[[Page 87]]

the lowest available full coach fare if a city-pair fare is not 
available to the traveler.
    (b) For required-use travel, i.e., when the traveler is authorized 
to use Government aircraft because of bona fide communications needs 
(e.g., 24-hour secure communications are required) or security reasons 
(e.g., highly unusual circumstances that present a clear and present 
danger to the traveler) or exceptional scheduling requirements (e.g., a 
national emergency or other compelling operational considerations). 
Required-use travel may include travel for official, personal, or 
political purposes, but must be approved in accordance with Secs. 301-
10.262(a) and 301-70.803(a).
    (c) For space available travel when--
    (1) The aircraft is already scheduled for use for an official 
purpose and carrying an official traveler(s) on the aircraft does not 
cause the need for a larger aircraft or result in more than minor 
additional cost to the Government; or
    (2) The Federal traveler or the dependent of a Federal traveler is 
stationed by the Government in a remote location not accessible to 
commercial airline service; or
    (3) The traveler is authorized to travel space available under 10 
U.S.C. 2648 and regulations implementing that statute.

[FTR Amdt. 2004-02, 69 FR 34305, June 21, 2004, as amended by FTR Amdt. 
2010-04, 75 FR 59095, Sept. 27, 2010]



Sec. 301-70.802  Must we ensure that travel on Government aircraft is
the most cost-effective alternative?

    (a) Yes, you must ensure that travel on a Government aircraft is the 
most cost-effective alternative that will meet the travel requirement. 
Your designated travel approving official must--
    (1) Compare the cost of all travel alternatives, as applicable, that 
is--
    (i) Travel on a scheduled commercial airline;
    (ii) Travel on a Federal aircraft;
    (iii) Travel on a Government aircraft hired as a commercial aviation 
service (CAS); and
    (iv) Travel by other available modes of transportation; and
    (2) Approve only the most cost-effective alternative that meets your 
agency's needs.
    (3) Consider the cost of non-productive or lost work time while in 
travel status and certain other costs when comparing the costs of using 
Government aircraft in lieu of scheduled commercial airline service and 
other available modes of transportation. Additional information on costs 
included in the cost comparison may be found in the ``U.S. Government 
Aircraft Cost Accounting Guide,'' available through the General Services 
Administration, Office of Governmentwide Policy, MTA, 1800 F Street, 
N.W., Washington, DC 20405.
    (b) The aircraft management office in the agency that owns or hires 
the Government aircraft must provide your designated travel-approving 
official with cost estimates for a Government aircraft trip (i.e., a 
Federal aircraft trip cost or a CAS aircraft trip cost).
    (c) When an agency operates a Government aircraft to fulfill a non-
travel related governmental function or for required use travel, using 
any space available for passengers on official travel is presumed to 
result in cost savings.



Sec. 301-70.803  How must we authorize travel on a Government aircraft?

    You must authorize travel on a Government aircraft as follows:
    (a) For required-use travel. Your agency must first establish 
written standards for determining the special circumstances under which 
it will require travelers to use Government aircraft. Then, following 
those standards, your agency's senior legal official or his/her 
principal deputy must authorize required-use travel on a trip-by-trip 
basis in advance and in writing, unless--
    (1) The traveler is an agency head, and the President has determined 
that all of his or her travel, or travel in specified categories, 
requires the use of Government aircraft; or
    (2) Your agency head has determined in writing that all travel, or 
travel in specified categories, by another traveler requires the use of 
Government aircraft.

    Note to Sec. 301-70.803(a): In an emergency situation, prior verbal 
approval for required-

[[Page 88]]

use travel with an after-the-fact written authorization is permitted.

    (b) For travel by senior Federal officials. Your agency's senior 
legal official or his/her principal deputy must authorize all travel on 
Government aircraft by senior Federal officials on a trip-by-trip basis, 
in advance and in writing, except for required use travel authorized 
under paragraphs (a)(1) or (a)(2) of this section. In an emergency 
situation, prior verbal approval with an after-the-fact written 
authorization by your agency's senior legal official is permitted. 
Senior Federal officials who are crewmembers or qualified non-
crewmembers on a flight in which they are also traveling (i.e., being 
transported from point-to-point) are considered travelers and must be 
authorized to travel on Government aircraft according to this paragraph.
    (c) For travel by non-Federal travelers. If you are the sponsoring 
agency for a non-Federal traveler, your senior legal official or his/her 
deputy must authorize all travel on Government aircraft by that non-
Federal traveler on a trip-by-trip basis, in advance and in writing. In 
an emergency situation, prior verbal approval with an after-the-fact 
written authorization by your agency's senior legal official is 
permitted.
    (d) For all other travel. (1) Your agency's designated travel 
approving official (or anyone to whom he/she delegates this authority 
and who is at least one organizational level above the traveler) must 
authorize, in advance and in writing, all other travel on Government 
aircraft (i.e., by passengers, crewmembers, or qualified non-
crewmembers) that is not covered in paragraphs (a), (b), and (c) of this 
section. In an emergency situation, prior verbal approval with an after-
the-fact written authorization by your agency's designated travel 
approving official is permitted. If your agency wishes to issue blanket 
travel authorizations that authorize travel on Government aircraft, such 
blanket authorizations must define the circumstances that must be met 
for using Government aircraft in compliance with this regulation and any 
additional agency policies. Travel on Government aircraft that does not 
meet the circumstances specified in the blanket travel authorization 
must be authorized on a trip-by-trip basis in accordance with this 
regulation and other applicable agency policies.
    (2) When authorizing space available travel (except as authorized 
under 10 U.S.C. 2648 and regulations implementing that statute), you 
must ensure that the aircraft management office in the agency that owns 
or hires the aircraft has certified in writing before the flight that 
the aircraft is scheduled to be used for a bona fide governmental 
function. Bona fide governmental functions may include support for 
official travel. The aircraft management office must also certify that 
carrying a traveler(s) in space available does not cause the need for a 
larger aircraft or result in more than minor additional cost to the 
Government. The aircraft management office must retain this 
certification for two years. In an emergency situation, prior verbal 
confirmation of this information with an after-the-fact written 
certification is permitted.

[FTR Amdt. 2004-02, 69 FR 34305, June 21, 2004, as amended by FTR Amdt. 
2010-04, 75 FR 59095, Sept. 27, 2010]



Sec. 301-70.804  What amount must the Government be reimbursed for travel
on a Government aircraft?

    (a) No reimbursement is required for official travel on a Government 
aircraft.
    (b) For personal travel on Government aircraft, reimbursement 
depends upon which of the following special cases applies:
    (1) You must require a traveler on required-use travel to reimburse 
the Government for the excess of the full coach fare for all flights 
taken on a trip over the full coach fare for the flights that he/she 
would have taken had he/she not engaged in personal activities during 
the trip; and
    (2) No reimbursement is required for travel authorized under 10 
U.S.C. 2648 and regulations implementing that statute, or when the 
traveler and his/her dependents are stationed by the Government in a 
remote location with no access to regularly scheduled commercial airline 
service.
    (c) For political travel on a Government aircraft (i.e., for any 
trip or part

[[Page 89]]

of a trip during which the traveler engages in political activities), 
you must require that the Government be reimbursed the excess of the 
full coach fare for all flights taken on the trip over the full coach 
fare for the flights that the traveler would have taken had he/she not 
engaged in political activities, except if other law or regulation 
specifies a different amount (see, e.g., 11 CFR 106.3, ``Allocation of 
Expenses between Campaign and Non-campaign Related Travel''), in which 
case the amount reimbursed is the amount required by such law or 
regulation.

[FTR Amdt. 2004-02, 69 FR 34305, June 21, 2004, as amended by FTR Amdt. 
2010-04, 75 FR 59095, Sept. 27, 2010]



Sec. 301-70.805  Must we include special information on a travel 
authorization for a senior Federal official or a non-Federal traveler 
who travels on Government aircraft?

    Yes, you must include the following information on a travel 
authorization for a senior Federal official or a non-Federal traveler:
    (a) Traveler's name with indication that the traveler is either a 
senior Federal official or a non-Federal traveler, whichever is 
appropriate.
    (b) The traveler's organization and title or other appropriate 
descriptive information, e.g., dependent, press, etc.
    (c) Name of the authorizing agency.
    (d) The official purpose of the trip.
    (e) The destination(s).
    (f) For personal or political travel, the amount that the traveler 
must reimburse the Government (i.e., the full coach fare or appropriate 
share of that fare).
    (g) For official travel, the comparable city-pair fare (if available 
to the traveler) or full coach fare if a city-pair fare is not 
available.



Sec. 301-70.806  What documentation must we retain for travel on Government
aircraft?

    You must retain all travel authorizations and cost-comparisons for 
travel on Government aircraft for two years.



Sec. 301-70.807  Must we make information available to the public about
travel by senior Federal officials and non-Federal travelers on Government
aircraft?

    Yes, an agency that authorizes travel on Government aircraft must 
make records about travelers on those aircraft available to the public 
in response to written requests under the Freedom of Information Act (5 
U.S.C. 552), except for portions exempt from disclosure under that Act 
(such as classified information).



Sec. 301-70.808  Do the rules in this part apply to travel on Government
aircraft by the President and Vice President or by individuals traveling
in support of the President and Vice President?

    Given the unique functions and needs of the presidency and the vice 
presidency, section 4 of Circular A-126, ``Improving the Management and 
Use of Government Aircraft,'' Revised May 1992, makes clear that 
Circular A-126 does not apply to aircraft while in use by or in support 
of the President or Vice President. Since the principal purpose of the 
rules in this part is to implement Circular A-126, the rules in this 
part also do not apply to such travel. If any questions arise regarding 
travel related to the President or Vice President, contact the Office of 
the Counsel to the President or the Office of the Counsel to the Vice 
President, respectively.



    Subpart J_Policies and Procedures for Agencies That Own or Hire 
                     Government Aircraft for Travel

    Source: FTR Amdt. 2004-02, 69 FR 34305, June 21, 2004, unless 
otherwise noted.



Sec. 301-70.900  May we use our Government aircraft to carry passengers?

    Yes. You may use Government aircraft, i.e., aircraft that you own, 
borrow, operate as a bailed aircraft, or hire as a commercial aviation 
service (CAS), to carry Federal and non-Federal travelers, but only in 
accordance with the rules in 41 CFR 102-33.215 and 102-33.220 and the 
regulations in this part.

[[Page 90]]



Sec. 301-70.901  Who may approve use of our Government aircraft to carry
passengers?

    Your agency head or his/her designee must approve the use of your 
agency's Government aircraft for travel, i.e., for carrying passengers 
and any crewmembers or qualified non-crewmembers who are also traveling. 
This approval must be in writing and may be for recurring travel.



Sec. 301-70.902  Do we have any special responsibilities related to
space available travel on our Government aircraft?

    Yes, except for travel authorized under 10 U.S.C. 4744 and 
regulations implementing that statute, you must certify in writing 
before carrying passengers on a space available basis on your Government 
aircraft that the aircraft is scheduled to perform a bona fide 
governmental function. Bona fide governmental functions may include 
support for official travel. You must also certify that carrying a 
passenger in space available does not cause the need for a larger 
aircraft and does not result in more than minor additional cost to the 
Government. Your aircraft management office must retain this 
certification for two years. In an emergency situation, prior verbal 
approval with an after-the-fact written certification is permitted.



Sec. 301-70.903  What are our responsibilities for ensuring that
Government aircraft are the most cost-effective alternative for
travel?

    To help ensure that Government aircraft are the most cost-effective 
alternative for travel, your aircraft management office must calculate 
the cost of a trip on your aircraft, whether Federal aircraft or CAS 
aircraft, and submit that information to the traveler's designated 
travel-approving official upon request. The designated travel-approving 
official must use that information to compare the cost of using 
Government aircraft with the cost of scheduled commercial airline 
service and the cost of using other available modes of transportation. 
When you operate a Government aircraft to fulfill a non-travel related 
governmental function or for required use travel, using any space 
available for passengers on official travel is presumed to result in 
cost savings. For guidance on how and when to calculate the cost of a 
trip on Government aircraft, see the ``U.S. Government Aircraft Cost 
Accounting Guide,'' published by the Aircraft Management Policy Division 
(MTA), General Services Administration, 1800 F Street, N.W., Washington, 
DC, 20405.



Sec. 301-70.904  Must travelers whom we carry on Government aircraft
be authorized to travel?

    Yes, every traveler on one of your aircraft must have a written 
travel authorization from an authorizing executive agency, and he/she 
must present that authorization, before the flight, to the aircraft 
management office or its representative in the organization that owns or 
hires the Government aircraft. In addition to all passengers, those 
crewmembers and qualified non-crewmembers on a flight in which they are 
also traveling (i.e., being transported from point to point) are 
considered travelers and must also be authorized to travel on Government 
aircraft.



Sec. 301-70.905  What documentation must we retain for travel on our
Government aircraft?

    (a) You must retain for two years copies of travel authorizations 
for senior Federal officials and non-Federal travelers who travel on 
your Government aircraft.
    (b) You must also retain for two years the following information for 
each flight:
    (1) The tail number of the Government aircraft used.
    (2) The dates used for travel.
    (3) The name(s) of the pilot(s), other crewmembers, and qualified 
non-crewmembers.
    (4) The purpose(s) of the flight.
    (5) The route(s) flown.
    (6) The names of all passengers.



Sec. 301-70.906  Must we report use of our Government aircraft to carry
senior Federal officials and non-Federal travelers?

    Yes, except when the trips are classified, you must report to GSA's 
Office of Governmentwide Policy (MTT) all uses of your aircraft for 
travel by any senior Federal official or non-Federal

[[Page 91]]

traveler, by using an electronic reporting tool found at http://
www.gsa.gov/sftr, unless travel is authorized under 10 U.S.C. 2648 and 
regulations implementing that statute.

[FTR Amdt. 2010-04, 75 FR 59095, Sept. 27, 2010]



Sec. 301-70.907  What information must we report on the use of Government
aircraft to carry senior Federal officials and non-Federal travelers and
when must it be reported?

    You must report on a semi-annual basis to the General Services 
Administration (GSA) information about Senior Federal officials and non-
Federal travelers who fly aboard your aircraft. The reporting periods 
are October 1 through March 31 and April 1 through September 30 of each 
fiscal year. A report is due to GSA not later than 30 calendar days 
after the close of each reporting period and must contain the following 
information:
    (a) The person's name with indication that he/she is either a senior 
Federal official or a non-Federal traveler, whichever is appropriate.
    (b) The traveler's organization and title or other appropriate 
descriptive information, e.g., dependent, press, etc.
    (c) Name of the authorizing agency.
    (d) The official purposes of the trip.
    (e) The destination(s).
    (f) For personal or political travel, the amount that the traveler 
must reimburse the Government (i.e., the full coach fare or appropriate 
share of that fare).
    (g) For official travel, the comparable city-pair fare (if available 
to the traveler) or the full coach fare if the city-pair fare is not 
available.
    (h) The cost to the Government to carry this person (i.e., the 
appropriate allocated share of the Federal or CAS aircraft trip costs).

    Note to Sec. 301-70.907: You are not required to report classified 
trips; however, you must maintain information on classified trips for 
two years. Most of the information required by paragraphs (a) through 
(g) of this section can be found on the traveler's travel authorization. 
Your aircraft management office must provide the information about 
crewmembers and qualified non-crewmembers required by paragraph (b) as 
well as the information required by paragraph (h). For more information 
on calculating costs, see the ``U.S. Government Aircraft Cost Accounting 
Guide,'' published by the Aircraft Management Policy Division (MTA), 
General Services Administration, 1800 F Street, N.W., Washington, DC, 
20405.



Sec. 301-70.908  Must we make information available to the public about
travel by senior Federal officials and non-Federal travelers on Government
aircraft?

    Yes, an agency that operates aircraft must make records about 
travelers on those aircraft available to the public in response to 
written requests under the Freedom of Information Act (5 U.S.C. 552), 
except for portions exempt from disclosure under that Act (such as 
classified information).



Sec. 301-70.909  What disclosure information must we give to anyone
who flies on our Government aircraft?

    You must give each person aboard your aircraft a copy of the 
following disclosure statement:

    DISCLOSURE FOR PERSONS FLYING ABOARD FEDERAL GOVERNMENT AIRCRAFT

    NOTE: The disclosure contained herein is not all-inclusive. You 
should contact your sponsoring agency for further assistance.
    Generally, an aircraft used exclusively for the U.S. Government may 
be considered a 'public aircraft' as defined in 49 U.S.C. 40102 and 
40125, unless it is transporting passengers or operating for commercial 
purposes. A public aircraft is not subject to many Federal aviation 
regulations, including requirements relating to aircraft certification, 
maintenance, and pilot certification. If a U.S. Government agency 
transports passengers on a Government aircraft, that agency must comply 
with all Federal aviation regulations applicable to civil aircraft. If 
you have questions about the status of a particular flight, you should 
contact the agency sponsoring the flight.
    You and your family have certain rights and benefits in the unlikely 
event you are injured or killed while riding aboard a Government 
aircraft. Federal employees and some private citizens are eligible for 
workers' compensation benefits under the Federal Employees' Compensation 
Act (FECA). When FECA applies, it is the sole remedy. For more 
information about FECA and its coverage, consult with your agency's 
benefits office or contact the Branch of Technical Assistance at the 
Department of Labor's Office of Workers' Compensation Programs at (202) 
693-0044. (These rules also apply to travel on

[[Page 92]]

other Government-owned or operated conveyances such as cars, vans, or 
buses.)
    State or foreign laws may provide for product liability or ``third 
party'' causes of actions for personal injury or wrongful death. If you 
have questions about a particular case or believe you have a claim, you 
should consult with an attorney.
    Some insurance policies may exclude coverage for injuries or death 
sustained while traveling aboard a Government or military aircraft or 
while within a combat area. You may wish to check your policy or consult 
with your insurance provider before your flight. The insurance available 
to Federal employees through the Federal Employees Group Life Insurance 
Program does not contain an exclusion of this type.
    If you are the victim of an air disaster resulting from criminal 
activity, Victim and Witness Specialists from the Federal Bureau of 
Investigation (FBI) and/or the local U.S. Attorney's Office will keep 
you or your family informed about the status of the criminal 
investigation(s) and provide you or your family with information about 
rights and services, such as crisis intervention, counseling and 
emotional support. State crime victim compensation may be able to cover 
crime-related expenses, such as medical costs, mental health counseling, 
funeral and burial costs, and lost wages or loss of support. The Office 
for Victims of Crime (an agency of the Department of Justice) is 
authorized by the Antiterrorism Act of 1996 to provide emergency 
financial assistance to state programs, as well as the U.S. Attorneys 
Office, for the benefit of victims of terrorist acts or mass violence.
    If you are a Federal employee:
    1. If you are injured or killed on the job during the performance of 
duty - including while traveling aboard a Government aircraft or other 
government-owned or operated conveyance for business purposes, you and 
your family are eligible to collect workers' compensation benefits under 
FECA. You and your family may not file a personal injury or wrongful 
death suit against the United States or its employees. However, you may 
have cause of action against potentially liable third parties.
    2. You or your qualifying family member must normally also choose 
between FECA disability or death benefits, and those payable under your 
retirement system (either the Civil Service Retirement System or the 
Federal Employees Retirement System). You may choose the benefit that is 
more favorable to you.
    If you are a private citizen not employed by the Federal Government:
    1. Even if you are not regularly employed by the Federal Government, 
if you are rendering personal service to the Federal Government on a 
voluntary basis or for nominal pay, you may be defined as a Federal 
employee for purposes of FECA. If that is the case, you and your family 
are eligible to receive workers' compensation benefits under FECA, but 
may not collect in a personal injury or wrongful death lawsuit against 
the United States or its employees. You and your family may file suit 
against potentially liable third parties. Before you depart, you may 
wish to consult with the department or agency sponsoring the flight to 
clarify whether you are considered a Federal employee.
    2. If there is a determination that you are not a Federal employee, 
you and your family will not be eligible to receive workman's 
compensation benefits under FECA. If you are traveling for business 
purposes, you may be eligible for workman's compensation benefits under 
state law. If the accident occurs within the United States, or its 
territories, its airspace, or over the high seas, you and your family 
may claim against the United States under the Federal Tort Claims Act or 
Suits in Admiralty Act. If you are killed aboard a military aircraft, 
your family may be eligible to receive compensation under the Military 
Claims Act, or if you are an inhabitant of a foreign country, under the 
Foreign Claims Act.



Sec. 301-70.910  Do the rules in this part apply to travel on Government
aircraft by the President and Vice President or by individuals traveling
in support of the President and Vice President?

    Given the unique functions and needs of the presidency and the vice 
presidency, section 4 of Circular A-126, ``Improving the Management and 
Use of Government Aircraft,'' Revised May 1992, makes clear that 
Circular A-126 does not apply to aircraft while in use by or in support 
of the President or Vice President. Since the principal purpose of the 
rules in this part is to implement Circular A-126, the rules in this 
part also do not apply to such travel. If any questions arise regarding 
travel related to the President or Vice President, contact the Office of 
the Counsel to the President or the Office of the Counsel to the Vice 
President, respectively.



PART 301	71_AGENCY TRAVEL ACCOUNTABILITY REQUIREMENTS
--Table of Contents



                            Subpart A_General

Sec.
301-71.1  What is the purpose of an agency travel accounting system?

[[Page 93]]

301-71.2  What are the standard data elements and when must they be 
          captured on a travel accounting system?
301-71.3  May we use electronic signatures on travel documents?

                     Subpart B_Travel Authorization

301-71.100  What is the purpose of the travel authorization process?
301-71.101  What travel may we authorize?
301-71.102  May we issue a single authorization for a group of 
          employees?
301-71.103  What information must be included on all travel 
          authorizations?
301-71.104  Who must sign a travel authorization?
301-71.105  Must we issue a written or electronic travel authorization 
          in advance of travel?
301-71.106  Who must sign a trip-by-trip authorization?
301-71.107  When authorizing travel, what factors must the authorizing 
          official consider?
301-71.108  What internal policies and procedures must we establish for 
          travel authorization?

                Subpart C_Travel Claims for Reimbursement

301-71.200  Who must review and sign travel claims?
301-71.201  What are the reviewing official's responsibilities?
301-71.202  May we pay a claim when an employee does not include a copy 
          of the corresponding authorization?
301-71.203  Who is responsible for the validity of the travel claim?
301-71.204  Within how many calendar days after the submission of a 
          proper travel claim must we reimburse the employee's allowable 
          expenses?
301-71.205  Under what circumstances may we disallow a claim for an 
          expense?
301-71.206  What must we do if we disallow a travel claim?
301-71.207  What internal policies and procedures must we establish for 
          travel reimbursement?
301-71.208  Within how many calendar days after submission of a proper 
          travel claim must we notify the employee of any errors in the 
          claim?
301-71.209  Must we pay a late payment fee if we fail to reimburse the 
          employee within 30 calendar days after receipt of a proper 
          travel claim?
301-71.210  How do we calculate late payment fees?
301-71.211  Is there a minimum amount the late payment fee must exceed 
          before we will pay it?
301-71.212  Should we report late payment fees as wages on a Form W-2?
301-71.213  Is the additional fee, which is the equivalent to any late 
          payment charge that the card contractor would have been able 
          to charge had the employee not paid the bill, considered 
          income?
301-71.214  Does mandatory use of the Government contractor-issued 
          travel charge card change the employee's obligation to pay 
          his/her travel card bill by the due date?

                Subpart D_Accounting for Travel Advances

301-71.300  What is the policy governing the use of travel advances?
301-71.301  In situations where a lodging facility requires the payment 
          of a deposit, may we reimburse an employee for an advance room 
          deposit prior to the beginning of scheduled official travel?
301-71.302  For how long may we issue a travel advance?
301-71.303  What data must we capture in our travel advance accounting 
          system?
301-71.304  Are we responsible for ensuring the collection of 
          outstanding travel advances?
301-71.305  When must an employee account for a travel advance?
301-71.306  Are there exceptions for collecting an advance at the time 
          the employee files a travel claim?
301-71.307  How do we collect the amount of a travel advance in excess 
          of the amount of travel expenses substantiated by the 
          employee?
301-71.308  What should we do if the employee does not pay back a travel 
          advance when the travel claim is filed?
301-71.309  What internal policies and procedures must we establish 
          governing travel advances?

    Authority: 5 U.S.C. 5707; 40 U.S.C. 121(c); Sec. 2, Pub. L. 105-264, 
112 Stat. 2350 (5 U.S.C. 5701 note).

    Source: FTR Amdt. 70, 63 FR 15974, Apr. 1, 1998, unless otherwise 
noted.



                            Subpart A_General



Sec. 301-71.1  What is the purpose of an agency travel accounting system?

    To:
    (a) Pay authorized and allowable travel expenses of employees;
    (b) Provide standard data necessary for the management of official 
travel; and
    (c) Ensure adequate accounting for all travel and transportation 
expenses for official travel.

[[Page 94]]



Sec. 301-71.2  What are the standard data elements and when must they be
captured on a travel accounting system?

    The data elements are listed in appendix C of this chapter and must 
be on any travel claim form authorized for use by your employees.



Sec. 301-71.3  May we use electronic signatures on travel documents?

    Yes, if you meet the security and privacy requirements established 
by the National Institute of Standards and Technology (NIST) for 
electronic data interchange.



                     Subpart B_Travel Authorization



Sec. 301-71.100  What is the purpose of the travel authorization process?

    The purpose is to:
    (a) Provide the employee information regarding what expenses you 
will pay;
    (b) Provide travel service vendors with necessary documentation for 
the use of travel programs;
    (c) Provide financial information necessary for budgetary planning; 
and
    (d) Identify purpose of travel.



Sec. 301-71.101  What travel may we authorize?

    You may authorize only travel which is necessary to accomplish the 
purposes of the Government effectively and economically. This must be 
communicated to any official who has the authority to authorize travel.



Sec. 301-71.102  May we issue a single authorization for a group of
employees?

    Yes. You may issue a single authorization for a group of employees 
when they are traveling together on a single trip. However, you must 
attach a list of all travelers to the authorization.



Sec. 301-71.103  What information must be included on all travel
authorizations?

    You must include:
    (a) The name of the employee(s);
    (b) The signature of the proper authorizing official;
    (c) Purpose of travel;
    (d) Any conditions of or limitations on that authorization;
    (e) An estimate of the travel costs (for open authorizations it 
should include an estimate of the travel costs over the period covered); 
and
    (f) A statement that the employee(s) is (are) authorized to travel.



Sec. 301-71.104  Who must sign a travel authorization?

    Your agency head or an official to whom such authority has been 
delegated. This authority may be delegated to any person(s) who is aware 
of how the authorized travel will support the agency's mission, who is 
knowledgeable of the employee's travel plans and/or responsible for the 
travel funds paying for the travel involved.



Sec. 301-71.105  Must we issue a written or electronic travel
authorization in advance of travel?

    Yes, except when advance written or electronic authorization is not 
possible or practical and approval is in accordance with Secs. 301-2.1 
and 301-2.5 for:
    (a) Use of other than coach-class service accommodation on common 
carriers or use of other than lowest first-class accommodation on ships;
    (b) Use of a foreign air carrier;
    (c) Use of reduced fares for group or charter arrangements;
    (d) Use of cash to pay for common carrier transportation;
    (e) Use of extra-fare train service;
    (f) Travel by ship;
    (g) Use of a rental car;
    (h) Use of a Government aircraft;
    (i) Payment of a reduced rate per diem;
    (j) Payment of actual expenses (see Sec. 301-70.201 for when you may 
issue a blanket actual expense authorization);
    (k) Travel expenses related to emergency travel;
    (l) Transportation expenses related to threatened law enforcement/
investigative employees and members of their immediate families;
    (m) Travel expenses related to travel to a foreign area, except as 
provided by agency mission;
    (n) Acceptance of payment from a non-Federal source for travel 
expenses (see chapter 304 of this title); and
    (o) Travel expenses related to attendance at a conference.


[[Page 95]]


    Note to Sec. 301-71.105: You should establish procedures for travel 
situations where it is not practical or possible to issue a written 
authorization in advance, except for paragraphs (c), (i), (n), and (o), 
which always require written or electronic advance authorization.

[FTR Amdt. 70, 63 FR 15974, Apr. 1, 1998, as amended by FTR Amdt. 2005-
03, 70 FR 28460, May 18, 2005; FTR Amdt. 2007-05, 72 FR 61539, Oct. 31, 
2007; FTR Amdt. 2009-06, 74 FR 55150, Oct. 27, 2009; FTR Amdt. 2011-03, 
76 FR 55275, Sept. 7, 2011]



Sec. 301-71.106  Who must sign a trip-by-trip authorization?

    The appropriate official is determined as follows:

------------------------------------------------------------------------
                                The appropriate official to sign a trip-
             For                        by-trip authorization is
------------------------------------------------------------------------
Use of cash to procure common  An official at as low an administrative
 carrier transportation.        level as permitted by 41 CFR 101-203.2
                                to ensure adequate consideration and
                                review of the circumstances.
Travel on a Government         Determined under 41 CFR 101-37.405.
 aircraft.
Acceptance of payment from a   An official at as low an administrative
 non-Federal source for         level as permitted by 41 CFR Chapter 304
 travel expenses.               to ensure adequate consideration and
                                review of the circumstances surrounding
                                the offer and acceptance of the payment.
Travel expenses related to     A senior agency official.
 attendance at a conference.
All other specific             An official who may issue the employee a
 authorizations.                general authorization.
------------------------------------------------------------------------


[FTR Amdt. 70, 63 FR 15974, Apr. 1, 1998, as amended by FTR Amdt. 2007-
05, 72 FR 61539, Oct. 31, 2007]



Sec. 301-71.107  When authorizing travel, what factors must the 
authorizing official consider?

    The following factors must be considered:
    (a) The need for the travel;
    (b) The use of travel substitutes (e.g., mail, teleconferencing, 
etc.);
    (c) The most cost effective routing and means of accomplishing 
travel; and
    (d) The employee's travel plans, including plans to take leave in 
conjunction with travel.



Sec. 301-71.108  What internal policies and procedures must we establish
for travel authorization?

    You must establish the following:
    (a) The circumstances under which different types of travel 
authorizations will be used, consistent with the guidelines in this 
subpart;
    (b) Who will be authorized to sign travel authorizations; and
    (c) What format you will use for travel authorizations.

[FTR Amdt. 70, 63 FR 15974, Apr. 1, 1998; 63 FR 35538, June 30, 1998]



                Subpart C_Travel Claims for Reimbursement



Sec. 301-71.200  Who must review and sign travel claims?

    The travel authorizing/approving official or his/her designee (e.g., 
supervisor of the traveler) must review and sign travel claims to 
confirm the authorized travel.

[FTR Amdt. 70, 63 FR 15974, Apr. 1, 1998, as amended by FTR Amdt. 2007-
05, 72 FR 61539, Oct. 31, 2007]



Sec. 301-71.201  What are the reviewing official's responsibilities?

    The reviewing official must have full knowledge of the employee's 
activities. He/she must ensure:
    (a) The claim is properly prepared in accordance with the pertinent 
regulations and agency procedures;
    (b) A copy of authorization for travel is provided;
    (c) The types of expenses claimed are authorized and allowable 
expenses;
    (d) The amounts claimed are accurate; and
    (e) The required receipts, statements, justifications, etc. are 
attached to the travel claim, or once the agency fully

[[Page 96]]

deploys ETS and implements electronic scanning, the electronic travel 
claim includes scanned electronic images of such documents.

[FTR Amdt. 70, 63 FR 15974, Apr. 1, 1998, as amended by FTR Amdt. 2006-
04, 71 FR 49375, Aug. 23, 2006]



Sec. 301-71.202  May we pay a claim when an employee does not include a
copy of the corresponding authorization?

    Yes, as long as the travel claim was signed by the approving/
authorizing official, except for the following, which require advance 
authorization:
    (a) Use of reduced fares for group or charter arrangements;
    (b) Payment of a reduced rate of per diem for subsistence expenses;
    (c) Acceptance of payment from a non-Federal source for travel 
expenses; and
    (d) Travel expenses related to attendance at a conference.



Sec. 301-71.203  Who is responsible for the validity of the travel
claim?

    The certifying officer assumes ultimate responsibility under 31 
U.S.C. 3528 for the validity of the claim; however:
    (a) The traveler must ensure all travel expenses are prudent and 
necessary and submit the expenses in the form of a proper claim;
    (b) The authorizing/approving official shall review the completed 
claim to ensure that the claim is properly prepared in accordance with 
regulations and agency procedures prior to authorizing it for payment.

    Note to Sec. 301-71.203: You should consider limiting the levels of 
approval to the lowest level of management.



Sec. 301-71.204  Within how many calendar days after the submission of
a proper travel claim must we reimburse the employee's allowable expenses?

    You must reimburse the employee within 30 calendar days after the 
employee submits a proper travel claim to the agency's designated 
approving office. You must use a satisfactory recordkeeping system to 
track submission of travel claims. For example, travel claims submitted 
by mail, in accordance with agency policy, could be annotated with the 
time and date of receipt by the agency. You could consider travel claims 
electronically submitted to the designated approving office as submitted 
on the date indicated on an e-mail log, or on the next business day if 
submitted after normal working hours. However, claims for the following 
relocation allowances are exempt from this provision:
    (a) Transportation and storage of household goods and professional 
books, papers and equipment;
    (b) Transportation of mobile home;
    (c) Transportation of a privately owned vehicle;
    (d) Temporary quarters subsistence expense, when not paid as lump 
sum;
    (e) Residence transaction expenses;
    (f) Relocation income tax allowance;
    (g) Use of a relocation services company;
    (h) Home marketing incentive payments; and
    (i) Allowance for property management services.

[FTR Amdt. 92, 65 FR 21366, Apr. 21, 2000]



Sec. 301-71.205  Under what circumstances may we disallow a claim for
an expense?

    If the employee:
    (a) Does not properly itemize his/her expenses;
    (b) Does not provide required receipts or other documentation to 
support the claim; or
    (c) Claims an expense which is not authorized.



Sec. 301-71.206  What must we do if we disallow a travel claim?

    You must:
    (a) Pay the employee the amount of the travel claim which is not in 
dispute;
    (b) Notify the employee that the claim was disallowed with a 
detailed explanation of why; and
    (c) Tell the employee how to appeal the disallowance if he/she 
desires an appeal, and your process and schedule for deciding the 
appeal.



Sec. 301-71.207  What internal policies and procedures must we establish
for travel reimbursement?

    You must establish policies and procedures governing:

[[Page 97]]

    (a) Who are the proper officials to review, approve, and certify 
travel claims (including travel claims requiring special authorization);
    (b) How an employee should submit a travel claim (including whether 
to use a standard form or an agency form and whether the form should be 
written or electronic);
    (c) When you will exempt employees from the requirement for a 
receipt;
    (d) Timeframes for employee to submit a claim (see Sec. 301-52.7);
    (e) Timeframe for agency to pay a claim (see Sec. 301-71.204);
    (f) Process for disallowing a claim; and
    (g) Process for resolving a disallowed claim.



Sec. 301-71.208  Within how many calendar days after submission of a
proper travel claim must we notify the employee of any errors in the 
claim?

    You must notify the employee as soon as practicable after the 
employee's submission of the travel claim of any error that would 
prevent payment within 30 calendar days after submission and provide the 
reason(s) why the claim is not proper. However, not later than May 1, 
2002, you must achieve a maximum time period of seven working days for 
notifying an employee that his/her travel claim is not proper.

[FTR Amdt. 92, 65 FR 21366, Apr. 21, 2000]



Sec. 301-71.209  Must we pay a late payment fee if we fail to reimburse
the employee within 30 calendar days after receipt of a proper travel
claim?

    Yes, a late payment fee, in addition to the amount due the employee, 
must be paid for any proper travel claim not reimbursed within 30 
calendar days of submission to the approving official.

[FTR Amdt. 92, 65 FR 3057, Jan. 19, 2000]



Sec. 301-71.210  How do we calculate late payment fees?

    Late payment fees are calculated either by:
    (a) Using the prevailing Prompt Payment Act Interest Rate beginning 
on the 31st day after submission of a proper travel claim and ending on 
the date on which payment is made; or
    (b) A flat fee, of not less than the prompt payment amount, based on 
an agencywide average of travel claim payments; and
    (c) In addition to the fee required by paragraphs (a) and (b) of 
this section, you must also pay an amount equivalent to any late payment 
charge that the card contractor would have been able to charge had the 
employee not paid the bill. Payment of this additional fee will be based 
upon the effective date that a late payment charge would be allowed 
under the agreement between the employee and the card contractor.

[FTR Amdt. 92, 65 FR 21366, Apr. 21, 2000]



Sec. 301-71.211  Is there a minimum amount the late payment fee must
exceed before we will pay it?

    Yes, a late payment fee will only be paid when the computed late 
payment fee is $1.00 or greater.

[FTR Amdt. 90, 65 FR 3058, Jan. 19, 2000]



Sec. 301-71.212  Should we report late payment fees as wages on a
Form W-2?

    No, the Internal Revenue Service (IRS) has determined that the late 
payment fee is in the nature of interest (compensation for the use of 
money).

[FTR Amdt. 90, 65 FR 3058, Jan. 19, 2000]



Sec. 301-71.213  Is the additional fee, which is the equivalent to any
late payment charge that the card contractor would have been able to 
charge had the employee not paid the bill, considered income?

    Yes, you must report this late payment fee as additional wages on 
Form W-2.

[FTR Amdt. 90, 65 FR 3058, Jan. 19, 2000]



Sec. 301-71.214  Does mandatory use of the Government contractor-issued
travel charge card change the employee's obligation to pay his/her travel
card bill by the due date?

    No, mandatory use of the Government contractor-issued travel charge 
card does not relieve the employee of his/her obligation to honor his/
her cardholder payment agreement.

[FTR Amdt. 90, 65 FR 3058, Jan. 19, 2000]

[[Page 98]]



                Subpart D_Accounting for Travel Advances



Sec. 301-71.300  What is the policy governing the use of travel
advances?

    You should minimize the use of cash travel advances. However, you 
should not require an employee to pay travel expenses using personal 
funds unless the employee has elected not to use alternative resources 
provided by the Government, such as a Government contractor-issued 
charge card.



Sec. 301-71.301  In situations where a lodging facility requires
the payment of a deposit, may we reimburse an employee for an
advance room deposit prior to the beginning of scheduled official
travel?

    Yes, you may reimburse an employee an advance room deposit, when 
such a deposit is required by the lodging facility to secure a room 
reservation, prior to the beginning of an employee's scheduled official 
travel. However, if the employee is reimbursed the advance room deposit, 
but fails to perform the scheduled official travel for reasons not 
acceptable to the agency, resulting in the forfeit of the deposit, the 
employee is indebted to the Government and must repay that amount in a 
timely manner as prescribed by you.

[FTR Amdt. 108, 67 FR 57967, Sept. 13, 2002]



Sec. 301-71.302  For how long may we issue a travel advance?

    You may issue a travel advance for a reasonable period not to exceed 
45 days.

[FTR Amdt. 70, 63 FR 15974, Apr. 1, 1998. Redesignated by FTR Amdt. 108, 
67 FR 57967, Sept. 13, 2002]



Sec. 301-71.303  What data must we capture in our travel advance
accounting system?

    You must capture the following data:
    (a) The name and social security number of each employee who has an 
advance;
    (b) The amount of the advance;
    (c) The date of issuance; and
    (d) The date of reconciliation for unused portions of travel 
advances.

[FTR Amdt. 70, 63 FR 15974, Apr. 1, 1998; 63 FR 35538, June 30, 1998. 
Redesignated by FTR Amdt. 108, 67 FR 57967, Sept. 13, 2002]



Sec. 301-71.304  Are we responsible for ensuring the collection of
outstanding travel advances?

    Yes.

[FTR Amdt. 70, 63 FR 15974, Apr. 1, 1998. Redesignated by FTR Amdt. 108, 
67 FR 57967, Sept. 13, 2002]



Sec. 301-71.305  When must an employee account for a travel advance?

    An employee must account for an outstanding travel advance each time 
a travel claim is filed. If the employee receives a travel advance but 
determines that the related travel will not be performed, then the 
employee must inform you that the travel will not be performed and repay 
the advance at that time.

[FTR Amdt. 70, 63 FR 15974, Apr. 1, 1998. Redesignated by FTR Amdt. 108, 
67 FR 57967, Sept. 13, 2002]



Sec. 301-71.306  Are there exceptions to collecting an advance at the
time the employee files a travel claim?

    Yes, when the employee is in a continuous travel status and
    (a) You review each outstanding travel advance on a periodic basis 
(the period will be for a reasonable time of 45 days or less); and
    (b) You determine the amount, if any, of the outstanding balance 
exceeds the amount of estimated travel expenses for the authorized 
period and collect the excess amount from the employee.

[FTR Amdt. 70, 63 FR 15974, Apr. 1, 1998. Redesignated by FTR Amdt. 108, 
67 FR 57967, Sept. 13, 2002]



Sec. 301-71.307  How do we collect the amount of a travel advance in
excess of the amount of travel expenses substantiated by the employee?

    When the outstanding advance exceeds what you owe the employee, then 
the employee must submit cash or a check for the difference in 
accordance

[[Page 99]]

with your policy. Your failure to collect the amount in excess of 
substantiated expenses will cause a violation of the accountable plan 
rules contained in the Internal Revenue Code (title 26 of the United 
States Code).

[FTR Amdt. 70, 63 FR 15974, Apr. 1, 1998. Redesignated by FTR Amdt. 108, 
67 FR 57967, Sept. 13, 2002]



Sec. 301-71.308  What should we do if the employee does not pay back
a travel advance when the travel claim is filed?

    You should take alternative steps to collect the debt including:
    (a) Offset against the employee's salary, a retirement credit, or 
other amount owed the employee;
    (b) Deduction from an amount the Government owes the employee; or
    (c) Any other legal method of recovery.

[FTR Amdt. 70, 63 FR 15974, Apr. 1, 1998. Redesignated by FTR Amdt. 108, 
67 FR 57967, Sept. 13, 2002]



Sec. 301-71.309  What internal policies and procedures must we establish
governing travel advances?

    Accountability for cash advances for travel, recovery, and 
reimbursement shall be in accordance with procedures prescribed by the 
Government Accountability Office (see Government Accountability Office 
Policy and Procedures Manual for Guidance of Federal Agencies, Title 7, 
Fiscal Procedures).

[FTR Amdt. 70, 63 FR 15974, Apr. 1, 1998. Redesignated by FTR Amdt. 108, 
67 FR 57967, Sept. 13, 2002, as amended by FTR Amdt. 2007-05, 72 FR 
61539, Oct. 31, 2007]



PART 301	72_AGENCY RESPONSIBILITIES RELATED TO COMMON CARRIER
TRANSPORTATION--Table of Contents



         Subpart A_Procurement of Common Carrier Transportation

Sec.
301-72.1  Why is common carrier presumed to be the most advantageous 
          method of transportation?
301-72.2  May we utilize methods of transportation other than common 
          carrier (e.g., POVs, chartered vehicles, etc.)?
301-72.3  What method of payment must we authorize for common carrier 
          transportation?

         Subpart B_Accounting for Common Carrier Transportation

301-72.100  What must my travel accounting system do in relation to 
          common carrier transportation?
301-72.101  What information should we provide an employee before 
          authorizing the use of common carrier transportation?

  Subpart C_Cash Payments for Procuring Common Carrier Transportation 
                                Services

301-72.200  Under what conditions may we authorize cash payments for 
          procuring common carrier transportation services?
301-72.201  What must we do if an employee uses cash in excess of the 
          $100 limit to purchase common carrier transportation?
301-72.202  Who may approve cash payments in excess of the $100 limit?
301-72.203  When may we limit traveler reimbursement for a cash payment?
301-72.204  What must we do to minimize the need for a traveler to use 
          cash to procure common carrier transportation services?

   Subpart D_Unused, Partially-Used, Exchanged, Canceled, or Oversold 
                 Common Carrier Transportation Services

301-72.300  What procedures must we establish to collect unused, 
          partially used, and exchanged tickets?
301-72.301  How do we process unused, partially used, and exchanged 
          tickets?

    Authority: 5 U.S.C. 5707; 31 U.S.C. 3726; 40 U.S.C. 121(c).

    Source: FTR Amdt. 70, 63 FR 15976, Apr. 1, 1998, unless otherwise 
noted.



         Subpart A_Procurement of Common Carrier Transportation



Sec. 301-72.1  Why is common carrier presumed to be the most
advantageous method of transportation?

    Travel by common carrier is presumed to be the most advantageous 
method of transportation because it generally results in the most 
efficient, least costly, most expeditious means of transportation and 
the most efficient use of energy resources.

[[Page 100]]



Sec. 301-72.2  May we utilize methods of transportation other than
common carrier (e.g., POVs, chartered vehicles, etc.)?

    Yes, but only when use of common carrier transportation:
    (a) Would interfere with the performance of official business;
    (b) Would impose an undue hardship upon the traveler; or
    (c) When the total cost by common carrier would exceed the cost of 
the other method of transportation.



Sec. 301-72.3  What method of payment must we authorize for common
carrier transportation?

    You must authorize one or more of the following as appropriate:
    (a) GSA's Government contractor-issued individually billed charge 
card(s);
    (b) Agency centrally billed or other established accounts;
    (c) Cash payments (personal funds or travel advances in the form of 
travelers checks or authorized ATM cash withdrawals) when the cost of 
transportation is less than $100, under Sec. 301-51.100 of this chapter 
(cash may or may not be accepted by the carrier for the purchase of city 
pair fares); or
    (d) GTR(s) when no other option is available or feasible.

[FTR Amdt. 70, 63 FR 15976, Apr. 1, 1998; 63 FR 35538, June 30, 1998]



         Subpart B_Accounting for Common Carrier Transportation



Sec. 301-72.100  What must my travel accounting system do in relation
to common carrier transportation?

    Your system must:
    (a) Authorize the use of cash in accordance with Sec. 301-51.100 or 
as otherwise required;
    (b) Correlate travel data accumulated by your authorization and 
claims accounting systems with common carrier transportation documents 
and data for audit purposes;
    (c) Identify unused tickets for refund;
    (d) Collect unused, partially used, or downgraded/exchanged tickets, 
from travelers upon completion of travel;
    (e) Track denied boarding compensation from employees;
    (f) Identify and collect refunds due from carriers for overpayments, 
or unused, partially used, or downgraded/exchanged tickets; and
    (g) Reconcile all centrally billed travel expenses (e.g., airline, 
lodging, car rentals, etc.) with travel authorizations and claims to 
assure that only authorized charges are paid.



Sec. 301-72.101  What information should we provide an employee before
authorizing the use of common carrier transportation?

    You should provide the employee:
    (a) Notice that he/she is accountable for all tickets, GTRs and 
other transportation documents;
    (b) Your procedures for the control and accounting of common carrier 
transportation documents, including the procedures for submitting 
unused, partially used, downgraded/exchanged tickets, refund receipts or 
ticket refund applications, and denied boarding compensation; and
    (c) A credit/refund address so the carrier can credit/refund the 
agency for unused tickets (when the tickets have been issued using an 
agency centrally billed account or by GTR).



  Subpart C_Cash Payments for Procuring Common Carrier Transportation 
                                Services



Sec. 301-72.200  Under what conditions may we authorize cash payments
for procuring common carrier transportation services?

    In accordance with Sec. 301-51.100.



Sec. 301-72.201  What must we do if an employee uses cash in excess
of the $100 limit to purchase common carrier transportation?

    To justify the use of cash in excess of $100, both the agency and 
traveler must certify on the travel claim the necessity for such use. 
See 41 CFR 101-41.203-2.



Sec. 301-72.202  Who may approve cash payments in excess of the $100 limit?

    You must ensure the delegation of authority for the authorization or 
approval of cash payments over the $100 limit is in accordance with 41 
CFR 101-41.203-2.

[[Page 101]]



Sec. 301-72.203  When may we limit traveler reimbursement for a cash
payment?

    If you determine that the cash payment was made under a non-
emergency circumstance, reimbursement to the traveler must not exceed 
the cost which would have been properly chargeable to the Government had 
the traveler used a government provided payment resource, (e.g., 
individual Government contractor-issued travel charge card, centrally 
billed account, or GTR). However, an agency can determine to make full 
payment when circumstances warrant (e.g., invitational travel, 
infrequent travelers and interviewees).

[FTR Amdt. 70, 63 FR 15976, Apr. 1, 1998; 63 FR 35538, June 30, 1998, as 
amended by FTR Amdt. 2007-05, 72 FR 61540, Oct. 31, 2007]



Sec. 301-72.204  What must we do to minimize the need for a traveler
to use cash to procure common carrier transportation services?

    You must establish procedures to encourage travelers to use the GSA 
individual Government contractor-issued travel charge card(s), or your 
agency's centrally billed or other established account, or a GTR (when 
no other option is available or feasible).

[FTR Amdt. 70, 63 FR 15976, Apr. 1, 1998; 63 FR 35538, June 30, 1998]



   Subpart D_Unused, Partially Used, Exchanged, Canceled, or Oversold 
                 Common Carrier Transportation Services



Sec. 301-72.300  What procedures must we establish to collect unused,
partially used, and exchanged tickets?

    You must establish administrative procedures providing:
    (a) Written instructions explaining traveler liability for the value 
of tickets issued until all ticket coupons are used or properly 
accounted for on the travel voucher;
    (b) Instructions for submitting payments received from carriers for 
failure to provide confirmed reserved space;
    (c) The traveler with a ``bill charges to'' address, so that the 
traveler can provide this information to the carrier for returned or 
exchanged tickets.
    (d) Procedures for promptly identifying any unused tickets, coupons, 
or other evidence of refund due the Government.



Sec. 301-72.301  How do we process unused, partially used, and exchanged
tickets?

    (a) For unused or partially used tickets purchased with GTRs: You 
must obtain the unused or partially used ticket from the traveler, issue 
Standard Form 1170 (SF 1170) ``Redemption of Unused Ticket'' to the 
airline and or travel agency that issued the ticket, maintain a suspense 
file to monitor the airline/travel agency refund, and record and deposit 
the airline/travel agency refund upon receipt. See 41 CFR 102-118.145 
and the U.S. Government Passenger Transportation Handbook (http://
fss.gsa.gov/transtrav/usgpth.pdf) for policies and procedures regarding 
the use of SF 1170.
    (b) For unused or partially used tickets purchased under centrally 
billed accounts: You must obtain the unused ticket from the traveler, 
return it to the issuing office that furnished the airline ticket, 
obtain a receipt indicating a credit is due, and confirm that the value 
of the unused ticket has been credited to the centrally billed account.
    (c) For exchanged tickets purchased with GTRs: You must obtain the 
airline/travel agency refund application or receipt from the traveler, 
and maintain a suspense file to monitor the airline/travel agency 
refund. For additional guidance see 41 CFR 102-118.145 and the U.S. 
Government Passenger Transportation Handbook (http://fss.gsa.gov/
transtrav/usgpth.pdf).

[FTR Amdt. 70, 63 FR 15976, Apr. 1, 1998, as amended by FTR Amdt. 108, 
67 FR 57967, Sept. 13, 2002]



PART 301	73_TRAVEL PROGRAMS--Table of Contents



                         Subpart A_General Rules

Sec.
301-73.1  What does the Federal travel management program include?
301-73.2  What are our responsibilities as participants in the Federal 
          travel management program?

[[Page 102]]

         Subpart B_eTravel Service and Travel Management Service

301-73.100  Must we require employees to use the E-Gov Travel Service?
301-73.101  How must we prepare to implement ETS?
301-73.102  May we grant a traveler an exception from required use of 
          TMS or ETS once we have fully deployed ETS within the agency?
301-73.103  What must we do when we approve an exception to the use of 
          the E-Gov Travel Service?
301-73.104  May further exceptions to the required use of the E-Gov 
          Travel Service be approved?
301-73.105  What are the consequences of an employee not using the E-Gov 
          Travel Service or the TMS?
301-73.106  What are the basic services that should be covered by a TMS?

          Subpart C_Contract Passenger Transportation Services

301-73.200  Must we require our employees to use GSA's contract 
          passenger transportation services program?
301-73.201  What method of payment may be used for contract passenger 
          transportation service?
301-73.202  Can contract fares be used for personal travel?

                     Subpart D_Travel Payment System

301-73.300  What is a travel payment system?
301-73.301  How do we obtain travel payment system services?

    Authority: 5 U.S.C. 5707; 40 U.S.C. 121(c).

    Source: FTR Amdt. 70, 63 FR 15978, Apr. 1, 1998, unless otherwise 
noted.



                         Subpart A_General Rules

    Source: FTR Amdt. 2003-07, 68 FR 71030, Dec. 22, 2003, unless 
otherwise noted.



Sec. 301-73.1  What does the Federal travel management program include?

    The Federal travel management program includes--
    (a) A travel authorization and claim system that implements the 
related requirements of the Federal Travel Regulation. (See Secs. 301-
2.1 and 301-52.3 and part 301-71 of this chapter for those 
requirements);
    (b) A TMS that provides reservation and ticketing support and 
management reports on reservation and ticketing activities. (See 
Sec. 301-73.106 for specific services that should be provided by a TMS);
    (c) A Travel payment system for paying travel service providers in 
accordance to Secs. 301-73.300 and 301-73.301 of this chapter;
    (d) Contracts and similar arrangements, with transportation and 
lodging providers (e.g., Government-contract air carriers, rental car 
companies, trains, hotels (e.g., FedRooms properties), etc.) that give 
preferential rates and other benefits to Federal travelers on official 
business; and
    (e) A Travel Management Reporting System that covers financial and 
other travel characteristics required by the biennial Travel Survey (see 
Secs. 300-70.1 through 300-70.4 of this title).

    Note to Sec. 301-73.1: The E-Gov Travel Service (ETS) fulfills the 
requirements of paragraphs (a), (b), and (e) of this section.

[FTR Amdt. 2003-07, 68 FR 71030, Dec. 22, 2003, as amended by FTR Amdt. 
2007-05, 72 FR 61540, Oct. 31, 2007]



Sec. 301-73.2  What are our responsibilities as participants in the
Federal travel management program?

    As a participant in the Federal travel management program, you 
must--
    (a) Designate an authorized representative to administer the program 
including leading your agency's migration of ETS;
    (b) Ensure that you have internal policies and procedures in place 
to govern use of the program including a plan and timeline to implement 
ETS no later than December 31, 2004, with agency-wide migration to ETS 
completed no later than September 30, 2006;
    (c) Establish a plan that will measure direct and indirect cost 
savings and management efficiencies through the use of ETS once 
deployed. This plan must include your migration plan and schedule which 
must be submitted by March 31, 2004 to the E-Gov Travel Program 
Management Office (PMO) (see Sec. 301-73.101);
    (d) Require employees to use ETS in lieu of your TMS as soon as it 
becomes available in your agency (unless an exception has been granted 
in accordance with Sec. 301-73.102 or Sec. 301-73.104), but no later 
than September 30, 2006; and
    (e) Ensure that any agency-contracted travel agency services (TMS)

[[Page 103]]

complement and support ETS in an efficient and cost effective manner.

[FTR Amdt. 2003-07, 68 FR 71030, Dec. 22, 2003, as amended by FTR Amdt. 
2007-05, 72 FR 61540, Oct. 31, 2007]



         Subpart B_eTravel Service and Travel Management Service

    Source: FTR Amdt. 2003-07, 68 FR 71030, Dec. 22, 2003, unless 
otherwise noted.



Sec. 301-73.100  Must we require employees to use the E-Gov Travel
Service?

    Yes, unless you have an exception to the use of the ETS (see 
Secs. 301-73.102 and 301-73.104), you must have fully deployed the ETS 
across your agency and require employees to use the ETS for all 
temporary duty travel no later than September 30, 2006. Agencies must 
submit their ETS migration plans and schedules by March 31, 2004 to the 
eTravel PMO, (see Sec. 301-73.101). You must implement the ETS no later 
than December 31, 2004, and require employees to use the ETS as soon as 
it becomes available in your agency. The Department of Defense and the 
Government of the District of Columbia are not subject to this 
requirement.

    Notes to Sec. 301-73.100: (1) You have the option to use the 
contracted travel agent service(s) of your choice (through the ETS or 
other contract vehicles). You have the responsibility for ensuring 
agency-contracted travel agent services complement and support the ETS 
in an efficient and cost effective manner.
    (2) Award of a task order to a vendor on the ETS Master Contract 
constitutes ETS implementation. Agency-wide use of the ETS for all 
travel management processes and travel claim submission constitutes 
complete migration.

[FTR Amdt. 2003-07, 68 FR 71030, Dec. 22, 2003, as amended by FTR Amdt. 
2007-05, 72 FR 61540, Oct. 31, 2007]



Sec. 301-73.101  How must we prepare to implement ETS?

    You must prepare to implement ETS as expeditiously as possible by--
    (a) Developing a migration plan and schedule to deploy ETS across 
your agency as early as possible with full deployment required no later 
than September 30, 2006;
    (b) Requiring employees to use your ETS unless you approve an 
exception under Sec. 301-50.6, Sec. 301-73.102 or Sec. 301-73.104;
    (c) Establishing goals, plans and procedures to maximize agency-wide 
traveler use of your online self-service booking tool once you have 
fully deployed ETS within your agency. These goals, plans, and 
procedures should be available for submission to the ETS PMO upon its 
request.

    Note 1 to Sec. 301-73.101: Your agency should work with the Office 
of Management and Budget (OMB) to allocate budget and personnel 
resources to support ETS migration and data exchange. Your agency is 
responsible for providing the funds required to establish interfaces 
between the ETS standard data output and applicable business systems 
(e.g., financial, human resources, etc.).
    Note 2 to Sec. 301-73.101: Best practices show that organizations 
are able to realize significant benefits once they achieve a 70 percent 
or greater self-booking rate.

[FTR Amdt. 2006-04, 71 FR 49375, Aug. 23, 2006]



Sec. 301-73.102  May we grant a traveler an exception from required
use of TMS or ETS once we have fully deployed ETS within the agency?

    (a) Yes, your agency head or his/her designee may grant an 
individual case by case exception to required use of your agency's 
current TMS or to required use of ETS once it is fully deployed within 
the agency, but only when travel meets one of the following conditions:
    (1) Such use would result in an unreasonable burden on mission 
accomplishment (e.g., emergency travel is involved and TMS/ETS is not 
accessible; the traveler is performing invitational travel; or the 
traveler has special needs or requires disability accommodations in 
accordance with part 301-13 of this chapter).
    (2) Such use would compromise a national security interest.
    (3) Such use might endanger the traveler's life (e.g., the 
individual is traveling under the Federal witness protection program, or 
is a threatened law enforcement/investigative officer traveling under 
part 301-31 of this chapter).
    (b) Any exception granted must be consistent with any contractual 
terms applicable to your current TMS or

[[Page 104]]

ETS, once it is fully deployed, and must not cause a breach of contract 
terms.

[FTR Amdt. 2006-04, 71 FR 49376, Aug. 23, 2006]



Sec. 301-73.103  What must we do when we approve an exception to the
use of the E-Gov Travel Service?

    The head of your agency or his/her designee must approve an 
exception to the use of the ETS under Sec. 301-73.102 in writing or 
through electronic means.

[FTR Amdt. 2003-07, 68 FR 71030, Dec. 22, 2003, as amended by FTR Amdt. 
2007-05, 72 FR 61540, Oct. 31, 2007]



Sec. 301-73.104  May further exceptions to the required use of the 
E-Gov Travel Service be approved?

    (a) The Administrator of General Services or his/her designee may 
grant an agency-wide exception (or exempt a component thereof) from the 
required use of ETS when requested by the head of a Department (cabinet-
level agency) or head of an Independent agency when--
    (1) The agency has presented a business case analysis to the General 
Services Administration that proves that it has an alternative TMS to 
the ETS that is in the best interest of the Government and the taxpayer 
(i.e., the agency has evaluated the economic and service values offered 
by the ETS contractor(s) compared to those offered by the agency's 
current Travel Management Service (TMS) and has determined that the 
agency's current TMS is a better value);
    (2) The agency has security, secrecy, or protection of information 
issues that cannot be mitigated through security provided by the ETS 
contractors;
    (3) The agency lacks the technology necessary to access ETS; or
    (4) The agency has critical and unique technology or business 
requirements that cannot be accommodated by the ETS contractors at all 
or at an acceptable and reasonable price (e.g., majority of travel is 
group-travel).
    (b) As a condition of receiving an exception, the agency must agree 
to conduct annual business case reviews of its TMS and must provide to 
the eTravel PMO data elements required by the eTravel PMO in a format 
prescribed by the eTravel PMO.
    (c) Requests for exceptions should be sent to the Administrator, 
General Services Administration, 1800 F Street, NW., Washington, DC 
20405 with full justification and/or analysis addressing paragraphs 
(a)(1), (a)(2), (a)(3), or (a)(4) of this section.

[FTR Amdt. 2003-07, 68 FR 71030, Dec. 22, 2003, as amended by FTR Amdt. 
2007-05, 72 FR 61540, Oct. 31, 2007]



Sec. 301-73.105  What are the consequences of an employee not using
the E-Gov Travel Service or the TMS?

    If an employee does not use the ETS (when available) or your 
agency's designated TMS, he/she is responsible for any additional costs 
(see Sec. 301-50.5 of this chapter) resulting from the failure to use 
the ETS or your TMS. In addition, you may take appropriate disciplinary 
actions.

[FTR Amdt. 2003-07, 68 FR 71030, Dec. 22, 2003, as amended by FTR Amdt. 
2007-05, 72 FR 61540, Oct. 31, 2007]



Sec. 301-73.106  What are the basic services that should be covered
by a TMS?

    The TMS must, at a minimum--
    (a) Include a Travel Management Center (TMC), commercial ticket 
office (CTO), an in-house system, an electronically available system, or 
other method(s) of arranging travel, which has the ability to provide 
the following as appropriate to the agency's travel needs:
    (1) Booking and fulfillment of common carrier arrangements (e.g., 
flight confirmation and seat assignment, compliance with the Fly America 
Act, Governmentwide travel policies, contract city-pair fares, 
electronic ticketing, ticket delivery, etc.).
    (2) Lodging information (e.g., room availability, reservations and 
confirmation, compliance with Hotel/Motel Fire Safety Act, availability 
of FedRooms properties, per diem rate availability, etc.).
    (3) Car rental and rail information (e.g., availability of Defense 
Travel Management Office (DTMO) Government agreement rates where 
applicable, confirmation of reservations, etc.).

[[Page 105]]

    (b) Provide basic management information, such as--
    (1) Number of reservations by type of service (common carrier, 
lodging, and car rental);
    (2) Extent to which reservations are in compliance with policy and 
reasons for exceptions;
    (3) Origin and destination points of common carrier usage;
    (4) Destination points for lodging accommodations;
    (5) Number of lodging nights in approved accommodations;
    (6) City or location where car rentals are obtained; and
    (7) Other tasks, e.g., reconciliation of charges on centrally billed 
accounts and processing ticket refunds.

    Note to Sec. 301-73.106: The ETS fulfills the basic services of a 
TMS. You have the option to use the contracted travel agent service(s) 
of your choice through ETS or other contract vehicles. You have the 
responsibility to ensure that agency-contracted-for travel agent 
services complement and support the ETS in an efficient and cost 
effective manner. (See Sec. 301-73.2).

[FTR Amdt. 2003-07, 68 FR 71030, Dec. 22, 2003, as amended by FTR Amdt. 
2007-05, 72 FR 61540, Oct. 31, 2007; FTR Amdt. 2010-05, 75 FR 63104, 
Oct. 14, 2010]



          Subpart C_Contract Passenger Transportation Services



Sec. 301-73.200  Must we require our employees to use GSA's contract
passenger transportation services program?

    Yes, if such services are available to your agency.



Sec. 301-73.201  What method of payment may be used for contract
passenger transportation service?

    GSA individual Government contractor-issued travel charge card(s), 
or your agency centrally billed or other established account, or a GTR 
(when no other option is available or feasible).

[FTR Amdt. 70, 63 FR 15978, Apr. 1, 1998; 63 FR 35538, June 30, 1998]



Sec. 301-73.202  Can contract fares be used for personal travel?

    No.



                     Subpart D_Travel Payment System



Sec. 301-73.300  What is a travel payment system?

    A system to facilitate the payment of official travel and 
transportation expenses which includes, but is not limited to:
    (a) Issuance and maintenance of Government contractor-issued 
individually billed charge cards;
    (b) Establishment of centrally billed accounts for the purchase of 
travel and transportation services;
    (c) Issuance of travelers checks; and
    (d) Provision of automated-teller-machine (ATM) services worldwide.

[FTR Amdt. 70, 63 FR 15978, Apr. 1, 1998; 63 FR 35538, June 30, 1998]



Sec. 301-73.301  How do we obtain travel payment system services?

    You may participate in GSA's or another Federal agency's travel 
payment system services program or you may contract directly with a 
travel payment system service if your agency has contracting authority 
and you are not a mandatory user of GSA's charge card program.

    Note to Sec. 301-73.301: Under the new GSA charge card program 
effective November 30, 1998, it will be your responsibility to select 
the vendor that will be most beneficial to your agency's travel and 
transportation needs.



PART 301	74_CONFERENCE PLANNING--Table of Contents



                    Subpart A_Agency Responsibilities

Sec.
301-74.1  What policies must we follow in planning a conference?
301-74.2  What costs should be considered when planning a conference?
301-74.3  What must we do to determine which conference expenditures 
          result in the greatest advantage to the Government?
301-74.4  What should cost comparisons include?
301-74.5  How should we select a location and a facility?
301-74.6  What can we do if we cannot find an appropriate conference 
          facility at the chosen locality per diem rate?
301-74.7  May we provide light refreshments at an official conference?

[[Page 106]]

301-74.8  May we include conference administrative costs in an 
          employee's per diem allowance payment for attendance at a 
          conference?
301-74.9  Are there any special requirements for sponsoring or funding a 
          conference at a hotel, motel or other place of public 
          accommodation?
301-74.10  May we waive the requirement in Sec. 301-74.9?
301-74.11  What must be included in any advertisement or application 
          form relating to conference attendance?
301-74.12  What special rules apply when a conference is held in the 
          District of Columbia?
301-74.13  What policies and procedures must we establish to govern the 
          selection of conference attendees?
301-74.14  What records must we maintain to document the selection of a 
          conference site?

                     Subpart B_Conference Attendees

301-74.21  What is the applicable M&IE rate when meals or light 
          refreshments are furnished by the Government or are included 
          in the registration fee?
301-74.22  When should actual expense reimbursement be authorized for 
          conference attendees?
301-74.23  May we reimburse travelers for an advanced payment of a 
          conference or training registration fee?
301-74.24  What is the traveler required to do if he/she is unable to 
          attend an event for which they were reimbursed for an advanced 
          discounted payment of a conference or training registration 
          fee?

    Authority: 5 U.S.C. 5707.

    Source: FTR Amdt. No. 89, 65 FR 1327, Jan. 10, 2000, unless 
otherwise noted.



                    Subpart A_Agency Responsibilities

    Note to subpart A: Use of pronouns ``we'', ``you'', and their 
variants throughout this subpart refers to the agency.



Sec. 301-74.1  What policies must we follow in planning a conference?

    When planning a conference, you must:
    (a) Minimize all conference costs, including administrative costs, 
conference attendees' travel costs, and conference attendees' time 
costs;
    (b) Maximize the use of Government-owned or Government provided 
conference facilities as much as possible;
    (c) Identify opportunities to reduce costs in selecting a particular 
conference location and facility (e.g., through the availability of 
lower rates during the off-season at a site with seasonal rates); and
    (d) Ensure that the conference planner or designee does not retain 
for personal use any promotional benefits or materials received from a 
travel service provider as a result of booking the conference (see 
Secs. 301-53.2 and 301-53.3 of this chapter); and
    (e) Develop and establish internal policies to ensure these 
standards are met.

[FTR Amdt. 89, 65 FR 1327, Jan. 10, 2000, as amended by FTR Amdt. 2003-
04, 68 FR 27937, May 22, 2003]



Sec. 301-74.2  What costs should be considered when planning a conference?

    When planning a conference, you should consider all direct and 
indirect conference costs paid by the Government, whether paid directly 
by agencies or reimbursed by agencies to travelers or others associated 
with the conference. Some examples of such costs are:
    (a) Authorized travel and per diem expenses;
    (b) Hire of rooms for official business;
    (c) Audiovisual and other equipment usage;
    (d) Computer and telephone access fees;
    (e) Light refreshments;
    (f) Printing;
    (g) Registration fees;
    (h) Ground transportation; and
    (i) Employees' time at the conference and on en route travel.



Sec. 301-74.3  What must we do to determine which conference
expenditures result in the greatest advantage to the Government?

    To determine conference expenditures, you must:
    (a) Assure there is appropriate management oversight of the 
conference planning process;
    (b) Always do cost comparisons of the size, scope, and location of 
the proposed conference;
    (c) Determine if a Government facility is available at a cheaper 
rate than a commercial facility;
    (d) Consider alternatives to a conference, e.g., teleconferencing; 
and

[[Page 107]]

    (e) Maintain written documentation of the alternatives considered 
and the selection rationale used.



Sec. 301-74.4  What should cost comparisons include?

    Cost comparisons should include, but not be limited to, a 
determination of adequacy of lodging rooms at the established per diem 
rates, overall convenience of the conference location, fees, 
availability of meeting space, equipment, and supplies, and commuting or 
travel distance of attendees. (See Appendix E to Chapter 301, Guidance 
for Conference Planning.)



Sec. 301-74.5  How should we select a location and a facility?

    Site selection is a final decision as to where to hold your 
conference. The term ``site'' refers to both the geographical location 
and the specific facility(ies) selected. In determining the best site in 
the interest of the Government, you should exercise strict fiscal 
responsibility to minimize costs. The actions in Sec. 301-74.3 must be 
followed. Cost comparisons must cover factors such as those listed in 
Sec. 301-74.4. As part of the cost comparison, you must use the 
established per diem rate for the locations for which you are comparing 
costs.



Sec. 301-74.6  What can we do if we cannot find an appropriate conference
facility at the chosen locality per diem rate?

    While it is always desirable to obtain lodging facilities within the 
established lodging portion of the per diem rate for the chosen 
locality, it may not always be possible. In those instances when lodging 
is not available at the applicable per diem rate, travelers should 
construct a cost comparison of all associated costs, including round-
trip ground transportation, between finding lodging at the applicable 
per diem rate away from the conference locality and using the actual 
expense method at the conference locality as prescribed in subpart D of 
part 301-11 of this chapter.

[FTR Amdt. 2013-01, 78 FR 65211, Oct. 31, 2013]



Sec. 301-74.7  May we provide light refreshments at an official
conference?

    Yes. Agencies sponsoring a conference may provide light refreshments 
to agency employees attending an official conference. Light refreshments 
for morning, afternoon or evening breaks are defined to include, but not 
be limited to, coffee, tea, milk, juice, soft drinks, donuts, bagels, 
fruit, pretzels, cookies, chips, or muffins.

[FTR Amdt. 89, 65 FR 1327, Jan. 10, 2000. Redesignated by FTR Amdt. 
2013-01, 78 FR 65212, Oct. 31, 2013]



Sec. 301-74.8  May we include conference administrative costs in an
employee's per diem allowance payment for attendance at a conference?

    No. Per diem is intended only to reimburse the attendee's 
subsistence expenses. You must pay conference registration fees 
separately, either directly or by reimbursing employees who pay such 
expenses and submit travel claims.

[FTR Amdt. 89, 65 FR 1327, Jan. 10, 2000. Redesignated by FTR Amdt. 
2013-01, 78 FR 65212, Oct. 31, 2013]



Sec. 301-74.9  Are there any special requirements for sponsoring or 
funding a conference at a hotel, motel or other place of public
accommodation?

    Yes. When you sponsor or fund (see 15 U.S.C. 2225a), in whole or in 
part, a conference at a place of public accommodation in the United 
States, you must use an approved accommodation (see Sec. 300-3.1 of this 
title), except as provided in Sec. 301-74.10. This provision also 
applies to the government of the District of Columbia when it expends 
Federal funds for a conference and any non-Federal entity which uses 
Government funds to sponsor or fund a conference.

[FTR Amdt. 89, 65 FR 1327, Jan. 10, 2000. Redesignated and amended by 
FTR Amdt. 2013-01, 78 FR 65212, Oct. 31, 2013]



Sec. 301-74.10  May we waive the requirement in Sec. 301-74.9?

    Yes, if the head of your agency makes a written determination on an 
individual case basis that waiver of the

[[Page 108]]

requirement to use approved accommodations is necessary in the public 
interest for a particular event. Your agency head may delegate this 
waiver authority to a senior agency official or employee who is given 
waiver authority with respect to all conferences sponsored or funded, in 
whole or in part, by your agency.

[FTR Amdt. 89, 65 FR 1327, Jan. 10, 2000. Redesignated and amended by 
FTR Amdt. 2013-01, 78 FR 65212, Oct. 31, 2013]



Sec. 301-74.11  What must be included in any advertisement or application
form relating to conference attendance?

    Any advertisement or application for attendance at a conference 
described in Sec. 301-74.9 must include notice of the prohibition 
against using a non-FEMA approved place of public accommodation for 
conferences. 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 this prohibition.

[FTR Amdt. 2013-01, 78 FR 65212, Oct. 31, 2013]



Sec. 301-74.12  What special rules apply when a conference is held in
the District of Columbia?

    In addition to the general rules provided in this part, the 
following special rules apply:
    (a) You may not directly procure lodging facilities in the District 
of Columbia without specific authorization and appropriation from 
Congress (see 40 U.S.C. 34); and

    Note to Sec. 301-74.12(a): This provision does not prohibit payment 
of per diem to an employee authorized to obtain lodging in the District 
of Columbia while performing official business travel.

    (b) It is no longer mandatory that you contact GSA for meeting or 
conference facilities in the District of Columbia. However, you are 
encouraged to contact the GSA Public Buildings Service (PBS) of the 
National Capital Region to inquire about the availability of short-term 
conference and meeting facilities in the District of Columbia. For 
additional information see the Customer Desk Guide for Real Property 
Management, Chapter 1. The Customer Desk Guide can be found on the 
worldwide web at http://www.gsa.gov/attachments/GSA_PUBLICATIONS/pub/
CustomerGuidebookmarkedversion.pdf.

[FTR Amdt. 89, 65 FR 1327, Jan. 10, 2000, as amended by FTR Amdt. 108, 
67 FR 57968, Sept. 13, 2002. Redesignated and amended by FTR Amdt. 2013-
01, 78 FR 65212, Oct. 31, 2013]



Sec. 301-74.13  What policies and procedures must we establish to
govern the selection of conference attendees?

    You must establish policies that reduce the overall cost of 
conference attendance. The policies and procedures must:
    (a) Limit your agency's representation to the minimum number of 
attendees determined by a senior official necessary to accomplish your 
agency's mission; and
    (b) Provide for the consideration of travel expenses when selecting 
attendees.

[FTR Amdt. 89, 65 FR 1327, Jan. 10, 2000. Redesignated by FTR Amdt. 
2013-01, 78 FR 65212, Oct. 31, 2013]



Sec. 301-74.14  What records must we maintain to document the 
selection of a conference site?

    For each conference you sponsor or fund, in whole or in part for 30 
or more attendees, you must maintain a record of the cost of each 
alternative conference site considered. You must consider at least three 
sites. You must make these records available for inspection by your 
Office of the Inspector General or other interested parties.

[FTR Amdt. 89, 65 FR 1327, Jan. 10, 2000. Redesignated by FTR Amdt. 
2013-01, 78 FR 65212, Oct. 31, 2013]



                     Subpart B_Conference Attendees

    Note to subpart B: Use of pronouns ``we'', ``you'', and their 
variants throughout this subpart refers to the agency.

[[Page 109]]



Sec. 301-74.21  What is the applicable M&IE rate when meals or light
refreshments are furnished by the Government or are included in the
registration fee?

    When meals or light refreshments are furnished by the Government or 
are included in the registration fee the applicable M&IE will be 
calculated as follows:
    (a) If meals are furnished, the appropriate deduction from the M&IE 
rate must be made (see Sec. 301-11.18 of this chapter).
    (b) If light refreshments are furnished, no deduction of the M&IE 
allowance is required.

[FTR Amdt. 89, 65 FR 1327, Jan. 10, 2000, as amended by FTR Amdt. 2005-
06, 70 FR 60222, Oct. 17, 2005]



Sec. 301-74.22  When should actual expense reimbursement be authorized
for conference attendees?

    You may authorize actual expenses under Sec. 301-11.300 of this 
chapter when the applicable lodging rate is inadequate.

[FTR Amdt. 2013-01, 78 FR 65212, Oct. 31, 2013]



Sec. 301-74.23  May we reimburse travelers for an advanced payment of
a conference or training registration fee?

    Yes, you may reimburse travelers for an advanced discounted payment 
for a conference or training registration fee as soon as you have 
approved their travel to that event, and they submit a proper claim for 
the expenses incurred.

[FTR Amdt. 2006-02, 71 FR 24598, Apr. 26, 2006. Redesignated by FTR 
Amdt. 2013-01, 78 FR 65212, Oct. 31, 2013]



Sec. 301-74.24  What is the traveler required to do if he/she is 
unable to attend an event for which they were reimbursed for an advanced
discounted payment of a conference or training registration fee?

    In all cases where a traveler is unable to attend an event for which 
a discounted registration fee was paid and reimbursed in advance of the 
event, the traveler must seek a refund of the registration fee and repay 
the agency with any refund received. If no refund is made, the agency 
must absorb the advanced payment if the traveler's failure to attend the 
event was caused either by an agency decision or for reasons beyond the 
employee's control that are acceptable to the agency, e.g., unforeseen 
illness or emergency. If no refund is made, and the traveler's failure 
to attend the scheduled event is due to reasons deemed unexcusable by 
the agency, the traveler must repay the agency for the amount advanced.

[FTR Amdt. 2006-02, 71 FR 24598, Apr. 26, 2006. Redesignated by FTR 
Amdt. 2013-01, 78 FR 65212, Oct. 31, 2013]



PART 301	75_PRE-EMPLOYMENT INTERVIEW TRAVEL--Table of Contents



                         Subpart A_General Rules

Sec.
301-75.1  What is the purpose of the allowance for pre-employment 
          interview travel expenses?
301-75.2  May we pay pre-employment interview travel expenses?
301-75.3  What governing policies and procedures must we establish 
          related to pre-employment interview travel?
301-75.4  What other responsibilities do we have for pre-employment 
          interview travel?

                        Subpart B_Travel Expenses

301-75.100  Must we pay all of the interviewee's pre-employment 
          interview travel expenses?
301-75.101  What pre-employment interview travel expenses may we pay?
301-75.102  What pre-employment interview travel expenses are not 
          payable?
301-75.103  What are our responsibilities when we authorize an 
          interviewee to use common carrier transportation to perform 
          pre-employment interview travel?

     Subpart C_Obtaining Travel Services and Claiming Reimbursement

301-75.200  How will we pay for pre-employment interviewee travel 
          expenses?
301-75.201  May we allow the interviewee to use individual Government 
          contractor-issued charge cards for pre-employment interview 
          travel?
301-75.202  What must we do if the interviewee exchanges the ticket he 
          or she has been issued?
301-75.203  May we provide the interviewee with a travel advance?
301-75.204  May we use Government contractor-issued travelers checks to 
          pay for the interviewee's travel expenses?
301-75.205  Is the interviewee required to submit a travel claim to us?


[[Page 110]]


    Authority: 5 U.S.C. 5707.

    Source: FTR Amdt. 70, 63 FR 15980, Apr. 1, 1998, unless otherwise 
noted.



                         Subpart A_General Rules



Sec. 301-75.1  What is the purpose of the allowance for pre-employment
interview travel expenses?

    To help you recruit highly qualified individuals.



Sec. 301-75.2  May we pay pre-employment interview travel expenses?

    Yes, if you determine it is in the best interest of the Government 
to do so. However, pre-employment travel expenses may not be authorized 
to offset or defray other expenses not allowable under this subpart.



Sec. 301-75.3  What governing policies and procedures must we establish
related to pre-employment interview travel?

    You must establish policies and procedures governing:
    (a) When you will pay pre-employment interview travel expenses, 
including the criteria for determining which individuals or positions 
qualify for payment of such expenses;
    (b) Who will determine, in each individual case, that a person 
qualifies for pre-employment interview travel expenses; and
    (c) Who will determine what expenses you will pay for each 
individual interviewee.



Sec. 301-75.4  What other responsibilities do we have for 
pre-employment interview travel?

    You must:
    (a) Provide your interviewees with a list of FEMA approved 
accommodations in the vicinity of the interview, and encourage them to 
stay in an approved accommodation;
    (b) Inform the interviewee that he/she is responsible for excess 
cost and any additional expenses that he/she incurs for personal 
preference or convenience;
    (c) Inform the interviewee that the Government will not pay for 
excess costs resulting from circuitous routes, delays, or luxury 
accommodations or services unnecessary or unjustified in the performance 
of official business;
    (d) Assist the interviewee in preparing the travel claim;
    (e) Provide the interviewee with instructions on how to submit the 
claim; and
    (f) Inform the interviewee that he/she may subject himself/herself 
to criminal penalties if he or she knowingly presents a false, 
fictitious, or fraudulent travel claim (See 18 U.S.C. 287 and 1001).

[FTR Amdt. 70, 63 FR 15980, Apr. 1, 1998; 63 FR 35538, June 30, 1998, as 
amended by FTR Amdt. 2007-05, 72 FR 61540, Oct. 31, 2007]



                        Subpart B_Travel Expenses



Sec. 301-75.100  Must we pay all of the interviewee's pre-employment
interview travel expenses?

    If you decide to pay the interviewee per diem or common carrier 
transportation costs, you must pay the full amount of such cost to which 
the interviewee would be entitled if the interviewee were a Government 
employee traveling on official business.



Sec. 301-75.101  What pre-employment interview travel expenses may we pay?

    You may pay the following expenses:
    (a) Transportation expenses as provided in part 301-10 of this 
chapter;
    (b) Per diem expenses as provided in part 301-11 of this chapter;
    (c) Miscellaneous expenses as provided in part 301-12 of this 
chapter; and
    (d) Travel expenses of an individual with a disability or special 
need as provided in part 301-13 of this chapter.



Sec. 301-75.102  What pre-employment interview travel expenses are not
payable?

    You may not pay expenses for:
    (a) Use of communication services for purposes other than 
communication directly related to travel arrangement for the Government 
interview.
    (b) Hire of a room at a hotel or other place to transact official 
business.

[[Page 111]]



Sec. 301-75.103  What are our responsibilities when we authorize an
interviewee to use common carrier transportation to perform pre-employment
interview travel?

    You must provide the interviewee with one of the following:
    (a) A common carrier ticket;
    (b) A GTR; or
    (c) A point of contact with your travel management center to arrange 
the common carrier transportation. In this instance, you must notify the 
travel management center that the interviewee is authorized to receive a 
ticket for the trip;
    (d) Written instructions explaining your procedures and the 
liability of the interviewee for controlling and accounting for 
passenger transportation documents, if common carrier transportation is 
required;
    (e) A credit/refund address for any common carrier transportation 
provided for unused government furnished tickets.

[FTR Amdt. 70, 63 FR 15980, Apr. 1, 1998; 63 FR 35538, June 30, 1998]



     Subpart C_Obtaining Travel Services and Claiming Reimbursement



Sec. 301-75.200  How will we pay for pre-employment interviewee travel
expenses?

------------------------------------------------------------------------
             For                                You will
------------------------------------------------------------------------
Common carrier transportation  Bill the expenses to a centrally billed
 expenses other than transit    or other agency established account or
 systems at the agency's        provide the traveler with a GTR when no
 location.                      other option is available or feasible.
Other expenses...............  Require payment by the interviewee and
                                reimburse the interviewee for allowable
                                travel expenses upon submission and
                                approval of his/her travel claim.
------------------------------------------------------------------------


[FTR Amdt. 70, 63 FR 15980, Apr. 1, 1998; 63 FR 35538, June 30, 1998, as 
amended by FTR Amdt. 2010-02, 75 FR 24436, May 5, 2010]



Sec. 301-75.201  May we allow the interviewee to use individual Government
contractor-issued charge cards for pre-employment interview travel?

    No.



Sec. 301-75.202  What must we do if the interviewee exchanges the ticket
he or she has been issued?

------------------------------------------------------------------------
              If                      You will inform the traveler
------------------------------------------------------------------------
The new ticket is more         That he/she must pay the difference using
 expensive than the ticket      personal funds and he/she will not
 you provided.                  receive reimbursement for the extra
                                amount.
The new ticket is less         Provide the interviewee with a credit/
 expensive than the ticket      refund address by attaching a copy of
 you provided.                  the GTR, or some other document
                                containing this information, to either
                                the ticket or the travel authorization
                                as provided in U.S. Government Passenger
                                Transportation Handbook (http://
                                fss.gsa.gov/transtrav/usgpth.pdf)
------------------------------------------------------------------------


[FTR Amdt. 70, 63 FR 15980, Apr. 1, 1998; 63 FR 35538, June 30, 1998, as 
amended by FTR Amdt. 108, 67 FR 57968, Sept. 13, 2002]



Sec. 301-75.203  May we provide the interviewee with a travel advance?

    No.



Sec. 301-75.204  May we use Government contractor-issued travelers checks
to pay for the interviewee's travel expenses?

    No.



Sec. 301-75.205  Is the interviewee required to submit a travel claim to us?

    No. Only if the interviewee wants to be reimbursed, then he or she 
must submit a travel claim in accordance with your agency procedures in 
order to receive reimbursement for pre-employment interview travel 
expense.

[[Page 112]]



PART 301	76_COLLECTION OF UNDISPUTED DELINQUENT AMOUNTS OWED TO
THE CONTRACTOR ISSUING THE INDIVIDUALLY BILLED TRAVEL CHARGE CARD
--Table of Contents



                         Subpart A_General Rules

Sec.
301-76.1  May we collect undisputed delinquent amounts that an employee 
          (including members of the uniformed services) owes to a 
          Government travel charge card contractor?
301-76.2  What is disposable pay?

                    Subpart B_Policies and Procedures

301-76.100  Are there any due process requirements with which we must 
          comply before collecting undisputed delinquent amounts on 
          behalf of the charge card contractor?
301-76.101  Who is responsible for ensuring that all due process and 
          legal requirements have been met?
301-76.102  Can we collect undisputed delinquent amounts if we have not 
          reimbursed the employee for amounts reimbursable under 
          applicable travel regulations?
301-76.103  What is the maximum amount we may deduct from the employee's 
          disposable pay?

    Authority: 5 U.S.C. 5707; 40 U.S.C. 121(c); Sec. 2, Pub. L. 105-264, 
112 Stat. 2350 (5 U.S.C. 5701 note).

    Source: FTR Amdt. 90, 65 FR 3058, Jan. 19, 2000, unless otherwise 
noted.



                         Subpart A_General Rules

    Note to subpart A: Use of pronouns ``we'', ``you'', and their 
variants throughout this part refers to the agency.



Sec. 301-76.1  May we collect undisputed delinquent amounts that an 
employee (including members of the uniformed services) owes to a
Government travel charge card contractor?

    Yes, upon written request from the contractor and in accordance with 
the procedures specified in Sec. 301-76.100, you may collect undisputed 
amounts owed to a Government travel charge card contractor from the 
delinquent employee's disposable pay. You must promptly forward all 
amounts deducted to the contractor.



Sec. 301-76.2  What is disposable pay?

    Disposable pay is the part of the employee's compensation remaining 
after the deduction of any amounts required by law to be withheld. These 
deductions do not include discretionary deductions such as savings 
bonds, charitable contributions, etc. Deductions may be made from any 
type of pay, e.g., basic pay, special pay, retirement pay, or incentive 
pay.

[FTR Amdt. 92, 65 FR 21367, Apr. 21, 2000]



                    Subpart B_Policies and Procedures

    Note to subpart B: Use of pronouns ``we'', ``you'', and their 
variants throughout this part refers to the agency.



Sec. 301-76.100  Are there any due process requirements with which we
must comply before collecting undisputed delinquent amounts on behalf
of the charge card contractor?

    Yes, you must:
    (a) Provide the employee with written notice of the type and amount 
of the claim, the intention to collect the claim by deduction from his/
her disposable pay, and an explanation of his/her rights as a debtor;
    (b) Give the employee the opportunity to inspect and copy your 
records related to the claim;
    (c) Allow an opportunity for a review within the agency of your 
decision to collect the amount; and
    (d) Provide the employee an opportunity to make a written agreement 
with the contractor to repay the delinquent amount.



Sec. 301-76.101  Who is responsible for ensuring that all due process
and legal requirements have been met?

    You are responsible for ensuring that all requirements have been 
met.



Sec. 301-76.102  Can we collect undisputed delinquent amounts if we
have not reimbursed the employee for amounts reimbursable under
applicable travel regulations?

    No, you may only collect undisputed delinquent amounts after you 
have reimbursed the employee under the applicable travel regulations and 
in accordance with a proper travel claim.

[[Page 113]]

However, if the employee has not submitted a proper travel claim within 
the timeframe requirements of Sec. 301-52.7 of this chapter, and there 
are no extenuating circumstances, you may collect the undisputed 
delinquent amounts.



Sec. 301-76.103  What is the maximum amount we may deduct from the
employee's disposable pay?

    As set forth in Public Law 105-264, 112 Stat. 2350, October 19, 
1998, the maximum amount you may deduct from the employee's disposable 
pay is 15 percent per pay period, unless the employee consents in 
writing to deduction of a greater percentage.

                     PARTS 301	77_301	99 [RESERVED]



 Sec. Appendix A to Chapter 301--Prescribed Maximum Per Diem Rates for 
                                  CONUS

    For the Continental United States (CONUS) per diem rates, see 
applicable FTR Per Diem Bulletins, issued periodically and available on 
the Internet at http://www.gsa.gov/perdiem.

[FTR Amdt. 2003-03, 68 FR 22314, Apr. 28, 2003]



 Sec. Appendix B to Chapter 301--Allocation of M&IE Rates To Be Used in 
                Making Deductions From the M&IE Allowance

    Deductions to M&IE rates for localities in both nonforeign areas and 
foreign areas shall be allocated as shown in this table. For information 
as to where to access per diem rates for various types of Government 
travel, please consult the table in Sec. 301-11.6.

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

[[Page 114]]

 
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
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

[[Page 115]]

 
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
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, as amended by FTR Amdt. 2007-
05, 72 FR 61540, Oct. 31, 2007]



   Sec. Appendix C to Chapter 301--Standard Data Elements for Federal 
                    Travel [Traveler Identification]

----------------------------------------------------------------------------------------------------------------
               Group name                        Data elements                        Description
----------------------------------------------------------------------------------------------------------------
Travel Authorization....................  Authorization Number.......  Assigned by the appropriate office.
Employee Name...........................  First Name, Middle Initial,  Agency guidelines may specify the order,
                                           Last Name.                   e.g., last name first.
Employee Identification.................  Employee Number............  Must use a number, e.g., SSN, vendor
                                                                        number, or other number that identifies
                                                                        the employee.
Travel Purpose Identifier...............  Employee Emergency.........  Travel related to an unexpected
                                                                        occurrence/event or injury/illness that
                                                                        affects the employee personally and/or
                                                                        directly that requires immediate action/
                                                                        attention. Examples: Traveler is
                                                                        incapacitated by illness or injury,
                                                                        death or serious illness of a family
                                                                        member (as defined in Sec.  300-3.1 or
                                                                        Sec.  301-30.2), or catastrophic
                                                                        occurrence or impending disaster that
                                                                        directly affects the employee's home.
                                                                        Emergency travel also includes travel
                                                                        for medical care while employee is TDY
                                                                        away from the official station (part 301-
                                                                        30), death of an employee/immediate
                                                                        family member when performing official
                                                                        duties away from the official station or
                                                                        home of record (part 303-70), medical
                                                                        attendant transportation (part 301-30),
                                                                        assistance travel for an employee with
                                                                        special needs (part 301-13), as well as
                                                                        travel for threatened law enforcement/
                                                                        investigative employees (part 301-31).
                                          Mission (Operational)......  Travel to a particular site in order to
                                                                        perform operational or managerial
                                                                        activities. Travel to attend a meeting
                                                                        to discuss general agency operations,
                                                                        review status reports, or discuss topics
                                                                        of general interest. Examples:
                                                                        Employee's day-to-day operational or
                                                                        managerial activities, as defined by the
                                                                        agency, to include, but not be limited
                                                                        to: hearings, site visit, information
                                                                        meeting, inspections, audits,
                                                                        investigations, and examinations.
                                          Special Agency Mission.....  Travel to carry out a special agency
                                                                        mission and/or perform a task outside
                                                                        the agency's normal course of day-to-day
                                                                        business activities that is unique or
                                                                        distinctive. These special missions are
                                                                        defined by the head of agency and are
                                                                        normally not programmed in the agency
                                                                        annual funding authorization. Examples:
                                                                        These agency-defined special missions
                                                                        may include details, security missions,
                                                                        and agency emergency response/recovery
                                                                        such as civil, natural disasters,
                                                                        evacuation, catastrophic events,
                                                                        technical assistance, evaluations or
                                                                        assessments.
                                          Conference--Other Than       Travel performed in connection with a
                                           Training.                    prearranged meeting, retreat,
                                                                        convention, seminar, or symposium for
                                                                        consultation or exchange of information
                                                                        or discussion. Agencies have to
                                                                        distinguish between conference and
                                                                        training attendance and use the
                                                                        appropriate identifier (see Training
                                                                        below). Examples: To participate in a
                                                                        planned program as a speaker/panelist or
                                                                        other form of presentation, host,
                                                                        planner, or others designated to oversee
                                                                        the conference or attendance with no
                                                                        formal role, or as an exhibitor.

[[Page 116]]

 
                                          Training...................  Travel in conjunction with educational
                                                                        activities to become proficient or
                                                                        qualified in one or more areas of
                                                                        responsibility. 5 USC 4101(4) states
                                                                        that `` `training' means the process of
                                                                        providing for and making available to an
                                                                        employee, and placing or enrolling the
                                                                        employee in a planned, prepared, and
                                                                        coordinated program, course, curriculum,
                                                                        subject, system, or routine of
                                                                        instruction or education, in scientific,
                                                                        professional, technical, mechanical,
                                                                        trade, clerical, fiscal, administrative,
                                                                        or other fields which will improve
                                                                        individual and organizational
                                                                        performance and assist in achieving the
                                                                        agency's mission and performance
                                                                        goals.'' The term ``conference'' may
                                                                        also apply to training activities that
                                                                        are considered to be conferences under 5
                                                                        CFR 410.404, which states that
                                                                        ``agencies may sponsor an employee's
                                                                        attendance at a conference as a
                                                                        developmental assignment under section
                                                                        4110 of title 5, United States Code,
                                                                        when: (a) The announced purpose of the
                                                                        conference is educational or
                                                                        instructional; (b) More than half of the
                                                                        time is scheduled for a planned,
                                                                        organized exchange of information
                                                                        between presenters and audience which
                                                                        meets the definition of training in
                                                                        section 4101 of title 5, United States
                                                                        Code; (c) The content of the conference
                                                                        is germane to improving individual and/
                                                                        or organizational performance, and (d)
                                                                        Development benefits will be derived
                                                                        through the employee's attendance.''
                                                                        Agencies have to distinguish between
                                                                        conference and training attendance and
                                                                        use the appropriate identifier (see
                                                                        Conference--Other Than Training above).
                                                                        Examples: Job required training,
                                                                        Internships, Intergovernmental Personnel
                                                                        Act, and forums.
                                          Relocation.................  Travel performed in connection with a
                                                                        transfer from one official station to
                                                                        another for employees/immediate family
                                                                        members, as applicable. Examples:
                                                                        Permanent change of station (PCS) moves
                                                                        for domestic and international
                                                                        transferees/new appointees, tour
                                                                        renewal, temporary change of station
                                                                        (TCS), and last move home.
Travel Period...........................  Start Date, End Date.......  Month, Day, Year according to agency
                                                                        guidelines.
Travel Type.............................  CONUS/Domestic.............  Travel within continental United States.
                                          OCONUS/Domestic............  Travel outside the continental United
                                                                        States.
                                          Foreign....................  Travel to other countries.
Leave Indicator.........................  Annual, Sick, Other........  Identifies leave type as the reason for
                                                                        an interruption of per diem entitlement.
Official Station........................  City, State, Zip...........  The location where the employee regularly
                                                                        performs his or her duties or an
                                                                        invitational traveler's home or regular
                                                                        place of business. If the employee's
                                                                        work involves recurring travel or varies
                                                                        on a recurring basis, the location where
                                                                        the work activities of the employee's
                                                                        position of record are based is
                                                                        considered the employee's official
                                                                        station.
Residence...............................  State, Zip, City...........  The geographical location where employee
                                                                        resides, if different from official
                                                                        station.
Payment Method..........................  EFT........................  Direct deposit via electronic funds
                                                                        transfer.
                                          Treasury Check.............  Payment made by Treasury check.
                                          Imprest Fund...............  Payment made by Imprest Fund.
Mailing Address.........................  Street Address, City,        The location designated by the traveler
                                           State, Zip.                  based on agency guidelines.
----------------------------------------------------------------------------------------------------------------


                                      Commercial Transportation Information
 
              Group name                      Data elements                         Description
----------------------------------------------------------------------------------------------------------------
Transportation Payment................  ........................               Method employee used to purchase
                                                                                         transportation tickets
Method Indicator......................                      GTR          U.S. Government Transportation Request
                                        Central Billing Account           A contractor centrally billed account
                                         Government Charge Card    In accordance with and as provided by agency
                                                                                                     guidelines
                                                           Cash
Transportation Payment Identification         Payment ID Number    A number that identifies the payment for the
 Number...............................                              transportation tickets, according to agency
                                                                  guidelines, e.g., GTR number, Govt. contractor-
                                                                                      issued charge card number
Transportation Method Indicator.......   Air (other than coach-    Common carrier used as transportation to TDY
                                                         class)                                        location
                                              Air (coach-class)
                                        Non-contract Air, Train,
                                                          Other
Transportation in Performance of TDY     POV, Car rental, Taxi,     Identifies transportation used while in the
 or While at the TDY Location.........                    Other          performance of TDY or while at the TDY
                                                                                                       location
----------------------------------------------------------------------------------------------------------------


[[Page 117]]


                                           Travel Expense Information
----------------------------------------------------------------------------------------------------------------
              Group name                      Data elements                         Description
----------------------------------------------------------------------------------------------------------------
Per Diem..............................     Total Number of Days     The number of days traveler claims to be on
                                                                      per diem status, for each official travel
                                                                                                       location
                                           Total Amount Claimed      The amount of money traveler claims as per
                                                                                                   diem expense
                                                               Lodging, Meals &
                                                    Incidentals
Travel Advance........................      Advance Outstanding   The amount of travel advance outstanding, when
                                                                            the employee files the travel claim
                                              Remaining Balance   The amount of the travel advance that remains
                                                                                                    outstanding
Subsistence...........................              Actual Days       Total number of days the employee charged
                                                                                    actual subsistence expenses
                                        ........................      The number of days must be expressed as a
                                                                                                   whole number
                                            Total Actual Amount     Total amount of actual subsistence expenses
                                                                      claimed as authorized. Actual subsistence
                                                                      rate, per day, may not exceed the maximum
                                                                       subsistence expense rate established for
                                                                          official travel by the Federal Travel
                                                                                                     Regulation
Transportation Method Cost............   Air (other than coach-          The amount of money the transportation
                                                         class)   actually cost the traveler, entered according
                                                                                    to method of transportation
                                              Air (coach-class)
                                        Non-contract Air, Train
                                                          Other             Bus or other form of transportation
Transportation in Performance of TDY                POV mileage             Total number of miles driven in POV
 or While at the TDY Location.........
                                            POV mileage expense     Total amount claimed as authorized based on
                                                                    mileage rate. Different mileage rates apply
                                                                               based on type and use of the POV
                                        Car rental, Taxis, Other
Constructive cost.....................        Constructive cost    The difference between the amount authorized
                                                                             to spend versus the amount claimed
Reclaim...............................           Reclaim amount         An amount of money previously denied as
                                                                             reimbursement for which additional
                                                                                  justification is now provided
Total Claim...........................              Total claim   The sum of the amount of money claimed for per
                                                                             diem, actual subsistence, mileage,
                                                                  transportation method cost, and other expenses
----------------------------------------------------------------------------------------------------------------


                Standard Data Elements for Federal Travel
                      [Accounting & Certification]
------------------------------------------------------------------------
          Group name            Data elements          Description
------------------------------------------------------------------------
Accounting Classification....  Accounting Code  Agency accounting code.
Non-Federal Source Indicator.  Per Diem,        Indicates the type of
                                Subsistence,     travel expense(s) paid,
                                Transportation.  in part or totally, by
                                                 a non-Federal source.
Non-Federal Source Payment     Check, EFT,      Total payment provided
 Method.                        Payment ``in-    by non-Federal source
                                kind''.          according to method of
                                                 payment.
Signature/Date Fields........  Claimant         Traveler's signature, or
                                Signature.       digital representation.
                                                 The signature signifies
                                                 the traveler read the
                                                 ``fraudulent claim/
                                                 responsibility''
                                                 statement.
                               Date...........  Date traveler signed
                                                 ``fraudulent claim/
                                                 responsibility''
                                                 statement.
                               Claimant         Traveler's signature, or
                                Signature.       digital representation.
                                                 The signature signifies
                                                 the traveler read the
                                                 ``Privacy Act''
                                                 statement.
                               Date...........  Date traveler signed
                                                 ``Privacy Act''
                                                 statement.
                               Approving        Approving Officer's
                                Officer          signature, or digital
                                Signature.       representation. The
                                                 signature signifies the
                                                 travel claim is
                                                 approved for payment
                                                 based on authorized
                                                 travel.
                               Date...........  Date Approving Officer
                                                 approved and signed the
                                                 travel claim.
                               Certifying       Certifying Officer's
                                Officer          signature, or digital
                                Signature.       representation. The
                                                 signature signifies the
                                                 travel claim is
                                                 certified correct and
                                                 proper for payment.
                               Date...........  Date Certifying Officer
                                                 signed the travel
                                                 claim.
------------------------------------------------------------------------
Note to Appendix C: Agencies must ensure that a purpose code is captured
  for those individuals traveling under unlimited open authorizations.


[[Page 118]]


[FTR Amdt. 70, 63 FR 15981, Apr. 1, 1998; 63 FR 35538, June 30, 1998, as 
amended by FTR Amdt. 2005-03, 70 FR 28460, May 18, 2005; FTR Amdt. 2009-
05, 74 FR 35808, July 21, 2009; FTR Amdt. 2009-06, 74 FR 55150, Oct. 27, 
2009; FTR Amdt. 2010-02, 75 FR 24436, May 5, 2010; FTR Amdt. 2010-07, 75 
FR 72967, Nov. 29, 2010]



          Sec. Appendix D to Chapter 301--Glossary of Acronyms

ATM: Automated Teller Machine
CAS: Commercial Aviation Service(s)
CDW: Collision Damage Waiver
CFR: Code of Federal Regulations
CMTR: Combined Marginal Tax Rate
CONUS: Continental United States
CSRS: Civil Service Retirement System
CTO: Commercial Ticket Office
DOD: Department of Defense
DOJ: Department of Justice
DSSR: Department of State Standardized Regulations
DTMO: Defense Travel Management Office
EFT: Electronic Funds Transfer
ETS: E-Gov Travel Service(s)
FAA: Federal Aviation Administration
FAM: Foreign Affairs Manual
FECA: Federal Employees' Compensation Act
Fedrooms: Enhanced Federal Premier Lodging Program (formally known as 
FPLP)
FEMA: Federal Emergency Management Agency
FERS: Federal Employees Retirement System
FHA: Federal Housing Administration
FICA: Federal Insurance Contribution Act
FOB: Free On Board
FTR: Federal Travel Regulation
FTS: Federal Telecommunications System
GAO: General Accounting Office
GBL: Government Bill of Lading
GOCO: Government Owned Contractor Operated
GPO: Government Printing Office
GSA: General Services Administration
GTR: Government Transportation Request
HHG: Household Goods
ID: Identification
IDL: International Date Line
IRC: Internal Revenue Code
IRS: Internal Revenue Service
ISSA: Inter-service Support Agreement(s)
ITRA: Income Tax Reimbursement Allowance
JFTR: Joint Federal Travel Regulations
JTR: Joint Travel Regulation
MARS: Military Affiliate Radio System
M&IE: Meals and Incidental Expenses
M&O: Management and Operating
MOU: Memorandum of Understanding
MTR: Marginal Tax Rate
NARA: National Archives and Records Administration
NIST: National Institute of Standards and Technology
NTE: Not to Exceed
OBE: Online Self-service Booking Tool
OCONUS: Outside the Continental United States
OGE: Office of Government Ethics
OMB: Office of Management and Budget
PBP&E: Professional Books, Papers, and Equipment
PCS: Permanent Change of Station
PDS: Permanent Duty Station
PIN: Personal Identification Number
PMO: E-Gov Travel Program Management Office
POV: Privately Owned Vehicle
PTA: Prepaid Ticket Advice
PDTATAC: Per Diem, Travel and Transportation Allowance Committee
Q&A: Question and Answer
RIT: Relocation Income Tax
SES: Senior Executive Service
SIT: Storage in Transit
SSN: Social Security Number
TCS: Temporary Change of Station
TDY: Temporary Duty
TMC: Travel Management Center
TMS: Travel Management Service
TQSE: Temporary Quarters Subsistence Expenses
U.S.: United States
U.S.C.: United States Code
VA: Department of Veterans Affairs
WAE: When Actually Employed
WTA: Withholding Tax Allowance

[FTR Amdt. 70, 63 FR 15983, Apr. 1, 1998; 63 FR 35538, 35539, June 30, 
1998, as amended by FTR Amdt. 2007-05, 72 FR 61540, Oct. 31, 2007; FTR 
Amdt. 2010-05, 75 FR 63104, Oct. 14, 2010]



   Sec. Appendix E to Chapter 301--Suggested Guidance for Conference 
                                Planning

                                  Terms

    Conference: A meeting, retreat, seminar, symposium or event that 
involves attendee travel. The term ``conference'' also applies to 
training activities that are considered to be conferences under 5 CFR 
410.404.
    Milestone schedule: Deadlines, which need to be reached in a 
progressive and orderly manner.
    Planner: The person designated to oversee the conference.
    Planning committee: Operational group significantly contributing to 
a conference's overall success and able to fully reflect the needs of 
both the agency and the attendees.

                             Getting Started

    Depending on the size, type, and intended effect of the conference, 
start planning a

[[Page 119]]

minimum of one year in advance. Designate a planner and a planning 
committee.

                           Planning Committee

    Functions typically include, but are not limited to:
     Establishing a set of objectives.
     Developing a theme.
     Making recommendations for location, agenda, dates, and 
logistics, e.g., schedule, exhibits, speaker.
     Making suggestions as to who should attend.
     Serving as communications link between planners and 
participants.
     Evaluation and follow-up.

                           Milestone Schedule

    (a) Develop a milestone schedule, which is essential to conference 
planning, by working backward from the beginning date of the conference 
to include each major step. Examples include:
     Planning committee meetings.
     Preparation of mailing lists.
     Letters of invitation.
     Designation of speakers.
     Confirmation letters to speakers.
     Confirmation with site selection official.
     Preparation of agenda.
     Preparation of specification sheet.
     Location and date selection.
     Exhibits.
     Budget.
     Printing requirements.
     Signage.
     Conference information packages.
     Scheduling photographer (if planned).
     Use of agency seal and conference logo.
     Handicapped requirements.
     Planning of meals and refreshments, if appropriate.
    (b) Establish completion dates for each major step.
    (c) Update and revise the schedule as needed.

                           Specification Sheet

    A detailed specification sheet is necessary to:
    (a) Identify essential elements of a conference which typically 
include, but are not limited to:
     Sleeping rooms and on-site food services. It is generally 
best to estimate on the low side for the number of sleeping rooms and 
meals to be prepared. Facilities, unless there is only limited available 
space, are usually prepared to increase the number of sleeping rooms and 
meals; however, they discourage--and in some cases penalize--you if the 
sleeping room and meal guarantees are not met.
     Meeting rooms.
     Exhibit facilities.
     Audio-visual equipment and support services.
     Miscellaneous support services.
     Sleeping rooms with amenities, e.g., Internet access, data 
ports, conference call, and voice mail.
    (b) Determine costs:
     Procurement. All agreements and decisions should be written 
and agreed to by the agency-contracting officer before being sent to the 
facility. Bring contracting officer into the process early.
     Government per diem rates. The Government per diem rate 
applies to Federal attendees. Application of it to non-Federal attendees 
is at the discretion of the property and conference negotiator.
     Registration fee. Generally, the registration fee covers 
all direct expenditures of agency funds for planning and organization of 
a conference, e.g., meeting room accommodations, meals, light 
refreshments (if appropriate), speaker fees, publications, and 
materials. Anything directly relating to the conference, except liquor, 
can be included in the fee. To estimate the registration fee, divide the 
proposed budget by the estimated number of attendees.

                                Budgeting

    Decide how the conference expenses (other than sleeping room 
accommodations and individual meals) will be paid, i.e., by the attendee 
from a training or registration fee, or directly by the agency.

                        Conference Site Selection

    Minimize total costs, all factors considered.

                           Geographic Location

    In determining where to locate the conference, consider:
     Targeted audience.
     Total costs, including per diem, transportation, and other.
     Accessibility by car or air.
     Whether recreational activities are necessary.
     The expense of desired facility (significant savings can be 
achieved in off-season periods).

                           Types of Facilities

     Federal Government. Use Government-owned or Government-
provided conference facilities to the maximum extent possible.
     Convention centers. Excellent for very large meetings, 
trade shows and exhibits; usually located near a large number of hotels.
     Colleges and universities. Many have good meeting 
facilities and can offer sleeping accommodations when school is not in 
session.
     Hotels. Commercial facilities that may be used to meet all 
conference needs or just the room night needs.

[[Page 120]]

     Conference centers. Dedicated meeting facilities; good for 
smaller meetings when numerous breakout sessions are planned.

                             Date Selection

    For availability and economical reasons, the best months are April, 
May, September, October, and November. You should book the facility as 
early as possible to increase the chances of getting the date you want. 
However, pay particular attention to commitments for September or 
October due to fiscal year budget considerations.

                   Considerations When Choosing a Site

    (a) Is the facility:
     Cost effective, e.g., are Government rates honored?
     Safe, e.g., FEMA-approved?
     Is there on-site security personnel?
     Easily reached from an airport or by car?
     Clean?
     Well run, e.g., does the staff seem to be competent and 
responsive?
     Laid out in a functional way?
     Large enough to supply the number of sleeping rooms 
required?
     Set up to provide necessary conference registration 
equipment?
     Handicapped accessible?
    (b) Parking:
     Is it adequate?
     How close to the facility is it?
     Is it secure and safe?
     Is the cost separate?
    (c) Sleeping rooms:
     Will the facility make the reservations, or are you 
responsible for making the reservations for participants?
     What are the facility's registration rules?
     What are departure rules?
    (d) Functionality of meeting rooms:
     Is appropriate space available?
     What costs are involved?
     Is needed equipment available (i.e., for conference 
registration, faxes, phones, computers, copiers)? Do not rent equipment 
unless it is absolutely unrealistic to bring your own.
     Are rooms designated for agency use for the duration of the 
conference?
     Are there columns that can block views?
     Are ceilings high enough for audio-video equipment?
     Are rooms suitable for both classroom and/or theatre 
setups?
     Are there windows? Shades?
     Are there manually-controlled thermostats?
     Are rooms handicapped accessible?
     Where are electrical outlets?
     Can the rooms be darkened?
     Would it be more economical to bring audio-visual 
equipment?
     Does the facility want meeting schedules and room layouts 
in writing in advance of the conference?
     If necessary, can the rooms be entered the evening before 
for an early setup?
     Will the facility arrange for room setup if given a layout?
     What set-up costs are included?
     What are departure rules?
    (e) Exhibits:
     If exhibits are planned, is suitable exhibit space 
available?
     Are easels available at no cost?
     What are the put-up and takedown times?
     What costs are involved?
     What about pre-delivery and after-conference arrangements?
     If exhibits are shipped, know where and to whom they are to 
be sent.
     If you are bringing large exhibits, determine location of 
loading dock, appropriate entrances and elevators.
     Are there additional handling fees?
     Check hotel policy on posting, size and appearance of 
signs.

                             Food and Drink

                                  Meals

     You can not generally use appropriated funds to pay for 
meals for employees at their official stations.
     Employees on TDY travel may be served meals but cannot be 
reimbursed for those provided at Government expense.
     You should clarify in advance the appropriate per diem 
reduction(s) of meal(s) allowance(s) for TDY travel.
     You may pay, or reimburse an employee for meals as 
necessary expenses incident to an authorized training program (under the 
Government Employees Training Act (GETA) at 5 U.S.C. 4104(4)), if a 
determination has been made that essential training will be conducted 
during the meal.
     Work closely with the hotel to plan quality menus that fit 
within authorized per diem rates.
     Clarify and agree in advance to the number of meal 
guarantees.
     Ensure that gratuities and service charges are added to the 
cost of each meal, and determine the method of billing to be used (e.g., 
signed guarantee, collected meal tickets, or actual quantities 
consumed).
     Confirm menus.

                         Breaks and Refreshments

    Breaks should last no longer than 30 minutes and take place between 
meeting sessions. The following should also be considered when planning 
for refreshments:
     Keep in mind that everyone does not drink coffee or tea.

[[Page 121]]

     You should clarify and agree in advance that coffee and 
pastries, if appropriate, are purchased by the gallon and dozen.
     Try to avoid a per person charge.
     Negotiate the cost into the contract.
     Be conservative in your estimates. There are seldom 100 
percent of the conference participants attending any one function.
     If coffee, soft drinks, and water are not included in the 
fee, are they available ``at cost'' to the attendee?

                         Account Reconciliation

    It is important to request that the hotel bill be prepared in a 
logical and chronological sequence, and that backup data accompany the 
bill. Generally, the hotel will complete its accounting of the 
conference within two weeks of the conclusion.

                              Notification

                     Announcement and/or Invitations

    Announcement of the planned conference should be made as early as 
possible, even one year in advance; invitation letters, 8 weeks in 
advance. They should include, but are not limited to:
     Point of contact name and telephone number.
     Registration form, card, or Internet address (include space 
for identifying handicapped requirements).
     Registration instructions.
     Registration deadline date.
     Detailed area map and driving instructions.
     Information on traffic patterns to avoid rush hour delays.
     Promotional brochures from the facility.
     Layout of facility including telephone numbers.
     Breakdown of costs showing any difference from travel 
versus training object classes, particularly meal costs, so that proper 
reimbursement can be made.
     Agenda with a list of speakers and topics.
     Activity schedule for spouses, domestic partners, and 
guests (all charges or costs attributed to spouses, domestic partners or 
guests must be borne by the individual attendee (not reimbursable by the 
Government)).
     Provide a sample travel voucher.

                              Confirmations

    You should:
     Decide on the speaker(s) and the message you wish to be 
conveyed and obtain early commitment(s) in writing.
     Confirm conference dates/times/topics/arrival and departure 
times with speaker(s) and any other special guests at least 30 days in 
advance.
     Conduct a final planning committee meeting to confirm all 
plans.
     Confirm photographer's schedule.
     Confirm hotel plans at least one day in advance.

                            Facility Process

                            Check-In and -Out

    Streamline the process:
     Will the facility need additional personnel?
     Is electronic one-stop processing available?
     Is luggage storage and shuttle service available?
     Arrange parking for any special guests.
     Provide signage.

                          Registration Process

    Registration is generally the attendees' introduction to the 
conference. Give it special attention by:
     Using directional signs.
     Placing especially attractive or important exhibits nearby.
     Planning for late arrivals.
     Using state-of-the-art processing.
     Checking out the registration capabilities of using GSA's 
electronic SmartPay System.
     Providing for handicapped attendees.

                     Conference Information Package

    Each registrant should be given a conference information package. 
Used regularly during the conference, the conference information package 
should be accurate, beneficial, and reflect detailed information on a 
daily/hourly basis. If time allows, you may want to finalize the package 
and send it to the printer at least 4 weeks in advance of the starting 
date. The program will be widely used, so you may want to print twice as 
many copies of the program as you have expected attendees. The 
information package, for example, may contain:
     A list of everything in the package.
     A ``welcome'' letter.
     A schedule.
     Workshop agendas.
     Discussion of exhibits.
     Panelists' information.
     Photos and biographies of speakers/special guests.
     Facility layout and list of services available.
     Identify designated smoking areas.
     Special events.
     Message center information.
     Area map.
     Other pertinent material.

    Note: Use of agency seal and conference logo may be considered for 
the conference package. However, the decision to use such

[[Page 122]]

items is strictly the judgment of agency officials.

                              Miscellaneous

                       Suggested Room Coordination

    Plan ahead to setup:
     Staff room to handle core of activities;
     Meal functions;
     Exhibit rooms, and
     Meeting rooms--
    Theatre or auditorium for lectures; Facing speaker when note taking 
is important; Square or U-shaped style for discussion/interaction; and 
Banquet or roundtable for discussion.

                            Keeping in Touch

    Plan for:
     A message center to be set up in a central location for 
special announcements and telephone messages.
     How to reach whomever at all times--use beepers and walkie-
talkies.
     Clear identification of conference staff.
     Accommodation of physically impaired attendees with sign 
language or other special needs.

                                Mementos

    Appropriations are not available to purchase memento items for 
distribution to conference attendees as a remembrance of an event. Two 
notable exceptions to the memento or gift prohibition are under training 
and awards. Work closely with appropriate agency officials to make final 
determinations.

                                Resources

    The following resources may be of assistance in planning a 
conference:
     An agency contracting officer;
     Travel Management Centers;
     Interagency Travel Management Committee members (a forum of 
agency travel policy managers--for member identification, contact your 
agency's administrative or financial office);
     State Chambers of Commerce or Visitors Bureaus;
     Local chapters of the Society of Government Meeting 
Professionals; and
     Private industry conference planners.

                               Conclusion

                                Process:

     Questionnaires, which may provide invaluable feedback about 
the success of your conference.
     Training certificates.
     Thank you notes to participants, facility personnel, 
speakers, printers, photographers, and other special contributors.
     Summary to acknowledge the accomplishments, and to convey 
the information discussed to a wider audience, may be an excellent 
promotional tool.

    Note to appendix E: Use of pronouns ``we'', ``you'', and their 
variants throughout this appendix refers to the agency.

[FTR Amdt. 89, 65 FR 1329, Jan. 10, 2000, as amended by FTR Amdt. 2010-
06, 75 FR 67631, Nov. 3, 2010; FTR Amdt. 2010-07, 75 FR 72968, Nov. 29, 
2010; FTR Amdt. 2013-01, 78 FR 65212, Oct. 31, 2013]

[[Page 123]]



                   CHAPTER 302--RELOCATION ALLOWANCES




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

                       SUBCHAPTER A--INTRODUCTION
Part                                                                Page
302-1           General rules...............................         125
302-2           Employees eligibility requirements..........         126
                   SUBCHAPTER B--RELOCATION ALLOWANCES
302-3           Relocation allowance by specific type.......         133
     SUBCHAPTER C--PERMANENT CHANGE OF STATION (PCS) ALLOWANCES FOR 
                 SUBSISTENCE AND TRANSPORTATION EXPENSES
302-4           Allowances for subsistence and 
                    transportation..........................         154
302-5           Allowance for househunting trip expenses....         158
302-6           Allowance for temporary quarters subsistence 
                    expenses................................         162
          SUBCHAPTER D--TRANSPORTATION AND STORAGE OF PROPERTY
302-7           Transportation and temporary storage of 
                    household goods, professional books, 
                    papers, and equipment (PBP&E) and 
                    baggage allowance.......................         170
302-8           Allowances for extended storage of household 
                    goods (HHG).............................         180
302-9           Allowances for transportation and emergency 
                    or temporary storage of a privately 
                    owned vehicle...........................         184
302-10          Allowances for transportation of mobile 
                    homes and boats used as a primary 
                    residence...............................         195
             SUBCHAPTER E--RESIDENCE TRANSACTION ALLOWANCES
302-11          Allowances for expenses incurred in 
                    connection with residence transactions..         199
302-12          Use of a relocation services company........         209
302-14          Home marketing incentive payments...........         214
302-15          Allowance for property management services..         216
                 SUBCHAPTER F--MISCELLANEOUS ALLOWANCES
302-16          Allowance for miscellaneous expenses........         220
302-17          Taxes on relocation expenses................         223
302-18--302-99  
[Reserved]



[[Page 125]]



                        SUBCHAPTER A_INTRODUCTION





PART 302	1_GENERAL RULES--Table of Contents



                         Subpart A_Applicability

Sec.
302-1.1  Who is eligible for relocation expense allowances under this 
          chapter?
302-1.2  Who is not eligible for relocation expense allowances under 
          this chapter?

   Subpart B_Requirement to Report Agency Data for Employee Relocation

302-1.100  What is a comprehensive, automated relocation management 
          system?
302-1.101  What actions are agencies expected to take concerning the 
          comprehensive, automated relocation management system?
302-1.102  Are agencies required to report their employee relocation 
          activities to GSA?

    Authority: 5 U.S.C. 5738; 20 U.S.C. 905(a).

    Source: FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, unless otherwise 
noted.



                         Subpart A_Applicability

    Note to subpart A: Use of pronouns ``I'', ``you'', and their 
variants throughout this subpart refers to the employee.



Sec. 302-1.1  Who is eligible for relocation expense allowances under
this chapter?

    You are generally eligible for relocation expense allowances under 
this chapter if you are:
    (a) A new appointee appointed to your first official station (as 
discussed in this chapter);
    (b) An employee transferring in the interest of the Government from 
one agency or duty station to another for permanent duty, and your new 
duty station is at least 50 miles distant from your old duty station 
(see Sec. 302-2.6 of this chapter);
    (c) An employee of the United States Postal Service transferred for 
permanent duty, under 39 U.S.C. 1006, from the Postal Service to an 
agency as defined in 5 U.S.C. 5721;
    (d) An employee performing travel in accordance with your overseas 
tour renewal agreement (see Secs. 302-3.209 through 302-3.224 of this 
chapter);
    (e) An employee returning to his/her place of residence after 
completion of a prescribed tour of duty for the purposes of separation 
from Government service or separation from the overseas assignment for 
reassignment to the same or different Government agency.
    (f) A student trainee assigned to any position upon completion of 
college work;
    (g) An employee eligible for a ``last move home'' benefit upon 
separation from the Government (and your immediate family in the event 
of your death prior to separation or after separation but prior to 
relocating);
    (h) A Department of Defense overseas dependents school system 
teacher;
    (i) A career appointee to the Senior Executive Service (SES) as 
defined in 5 U.S.C. 3132(a)(4), and a prior SES appointee who is 
returning to your official residence for separation and who will be 
retaining SES retirement benefits; or
    (j) An employee that is being assigned to a temporary duty station 
in connection with long-term assignment.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, as amended by FTR Amdt. 108, 
67 FR 57968, Sept. 13, 2002; FTR Amdt. 2010-07, 75 FR 72968, Nov. 29, 
2010]



Sec. 302-1.2  Who is not eligible for relocation expense allowances
under this chapter?

    You are not eligible to receive relocation expense allowances under 
this chapter if you are:
    (a) A Foreign Service Officer or a Federal employee transferred 
under the rules of the Foreign Service Act of 1980, as amended;
    (b) An officer or an employee transferred under the Central 
Intelligence Act of 1949, as amended;
    (c) A person whose pay and allowances are prescribed under title 37 
U.S.C., ``Pay and Allowances of the Uniformed Services''
    (d) An employee of the Department of Veterans Affairs (VA) to whom 
38 U.S.C. 235 applies; or

[[Page 126]]

    (e) A person not covered in Sec. 302-1.1.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, as amended by FTR Amdt. 108, 
67 FR 57968, Sept. 13, 2002]



   Subpart B_Requirement to Report Agency Data for Employee Relocation

    Source: FTR Amdt. 2011-01, 76 FR 18335, Apr. 1, 2011, unless 
otherwise noted.



Sec. 302-1.100  What is a comprehensive, automated relocation management
system?

    A comprehensive, automated relocation management system is a system 
that integrates into a single, electronic environment, information 
related to all aspects of employee relocation, including these and 
similar items:
    (a) Authorizations;
    (b) Reimbursements to employees and service providers;
    (c) Househunting trips;
    (d) Travel to the new permanent duty station;
    (e) Temporary quarters;
    (f) Transportation and storage of property;
    (g) Residence transactions;
    (h) Use of relocation services companies;
    (i) Property management services;
    (j) Miscellaneous expenses;
    (k) Relocation income taxes and allowances;
    (l) Appropriate electronic connections to agency payment and finance 
processes for all of the above; and
    (m) Standard and unique reports for use by agency relocation 
managers, agency executives, GSA, and others as needed.



Sec. 302-1.101  What actions are agencies expected to take concerning
the comprehensive, automated relocation management system?

    Agencies should work toward unifying all aspects of relocation into 
a comprehensive, automated relocation management system.



Sec. 302-1.102  Are agencies required to report their employee 
relocation activities to GSA?

    Yes, every agency that spends more than $5 million a year on travel 
and transportation payments, including relocation, during the fiscal 
year immediately preceding the survey year, must annually report their 
employee relocation activities to GSA. GSA works with the agencies to 
develop and refine the data elements, report format, and due dates for 
these reports. GSA publishes these specific requirements in a series of 
FTR Bulletins.



PART 302	2_EMPLOYEES ELIGIBILITY REQUIREMENTS--Table of Contents



                         Subpart A_General Rules

Sec.
302-2.1  When may I begin my transfer or reassignment?
302-2.2  May I relocate to my new official station before I receive a 
          written travel authorization (TA)?
302-2.3  What determines my entitlements and allowances for relocation?
301-2.4  What is my effective transfer or appointment date?
302-2.5  May I relocate from a location other than the location 
          specified in my relocation travel authorization?
302-2.6  May I be reimbursed for relocation expenses if I relocate to a 
          new official station that does not meet the 50-mile distance 
          test?
302-2.7  What happens if I attempt to defraud the Government?

                               Time Limits

302-2.8  When may I begin my travel and transportation after receiving 
          authorization to do so?
302-2.9  When must I complete all aspects of my relocation?
302-2.10  If I am furloughed to perform active military duty, will I 
          have to complete all aspects of the relocation within the time 
          limitation?
302-2.11  Does the 1-year time period in Sec. 302-2.8 include time that 
          I cannot travel and/or transport my household effects due to 
          shipping restrictions to or from my post of duty OCONUS?
302-2.12  May the 1-year time limitation for completing all aspects of a 
          relocation be extended?

               Service Agreement and Disclosure Statement

302-2.13  What is a service agreement?
302-2.14  Am I required to sign a service agreement when transferring 
          within or outside the continental United States or performing 
          renewal agreement travel and what is the minimum period of 
          service?

[[Page 127]]

302-2.15  Will I be penalized for violation of my service agreement?
302-2.16  Must I provide my agency with my actual place of residence as 
          soon as I accept a transfer/appointment OCONUS?
302-2.17  Must I sign a service agreement for a ``last move home'' 
          relocation?
302-2.18  What happens if I fail to sign a service agreement?
302-2.19  Can my service agreement be voided by a subsequent service 
          agreement?
302-2.20  If I have more than one service agreement, must I adhere to 
          each agreement separately?
302-2.21  What is a duplicate reimbursement disclosure statement?
302-2.22  Must I sign a duplicate reimbursement disclosure statement?

                          Advancement of Funds

302-2.23  May I receive an advance of funds for my travel and 
          transportation expenses?
302-2.24  What requirements must I meet to receive a travel advance?
302-2.25  May I receive a travel advance for separation relocation?

                    Subpart B_Agency Responsibilities

302-2.100  What internal policies must we establish before authorizing a 
          relocation allowance?
302-2.101  When may we authorize reimbursement for relocation expenses?
302-2.102  Who must authorize and approve relocation expenses?
302-2.103  How must we administer the authorization for relocation of an 
          employee?
302-2.104  What information must we provide on the TA?
302-2.105  When an employee transfers between Federal agencies, who is 
          responsible for paying the employee's relocation expenses?
302-2.106  May we waive statutory or regulatory limitations relating to 
          relocation allowances for employees relocating to/from remote 
          or isolated locations?

                               Time Limits

302-2.110  Are there time factors that we must consider for allowing an 
          employee to complete all aspects of relocation?

    Authority: 5 U.S.C. 5738; 20 U.S.C. 905(a).

    Source: FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, unless otherwise 
noted.



                         Subpart A_General Rules

    Note to subpart A: Use of pronouns ``I'', ``you'', and their 
variants throughout this subpart refers to the employee.



Sec. 302-2.1  When may I begin my transfer or reassignment?

    You may begin your transfer or reassignment only after your agency 
has approved your travel authorization (TA) in writing (paper or 
electronic).



Sec. 302-2.2  May I relocate to my new official station before I receive
a written travel authorization (TA)?

    No, you must have the written TA (paper or electronic) before you 
relocate to your new official station.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, as amended by FTR Amdt. 2010-
07, 75 FR 72968, Nov. 29, 2010]



Sec. 302-2.3  What determines my entitlements and allowances for relocation?

    Your entitlements and allowances for relocation are determined by 
the regulatory provisions that are in effect at the time you report for 
duty at your new official station. However, this does not change the 
requirement that all aspects of a relocation must be completed by the 
time specified in Secs. 302-2.8 through 302-2.12.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, as amended by FTR Amdt. 108, 
67 FR 57968, Sept. 13, 2002; FTR Amdt. 2014-01, 79 FR 49643, Aug. 21, 
2014]



Sec. 302-2.4  What is my effective transfer or appointment date?

    Your effective transfer or appointment date is the date on which you 
report for duty at your new or first official station, respectively.



Sec. 302-2.5  May I relocate from a location other than the location
specified in my relocation travel authorization?

    Yes, you may relocate from a place other than from where you are 
authorized. However, you will be required to pay all additional costs 
incurred for expenses above your authorized travel and transportation 
cost.



Sec. 302-2.6  May I be reimbursed for relocation expenses if I relocate
to a new official station that does not meet the 50-mile distance test?

    Generally no; you may not be reimbursed for relocation expenses if 
you

[[Page 128]]

relocate to a new official station that does not meet the 50-mile 
distance test.
    (a) The distance test is met when the new official station is at 
least 50 miles further from the employee's current residence than the 
old official station is from the same residence. For example, if the old 
official station is 3 miles from the current residence, then the new 
official station must be at least 53 miles from that same residence in 
order to receive relocation expenses for residence transactions. The 
distance between the official station and residence is the shortest of 
the commonly traveled routes between them. The distance test does not 
take into consideration the location of a new residence. This follows 
the distance guidelines found in Internal Revenue Service Publication 
521, Moving Expenses.
    (b) The head of your agency or designee may authorize an exception 
to the 50-mile threshold on a case-by-case basis when he/she determines 
that it is in the best interest of the Government. However, the agency 
cannot waive the applicability of the IRC; that is, all reimbursed 
expenses would be taxable income to you, and the agency would have to 
reimburse those taxes.
    (c) Any relocation must be incidental to the transfer and not for 
the convenience of the employee.

[FTR Amdt. 2011-01, 76 FR 18336, Apr. 1, 2011]



Sec. 302-2.7  What happens if I attempt to defraud the Government?

    If you attempt to defraud the Government:
    (a) You forfeit reimbursement pursuant to 28 U.S.C. 2514; and
    (b) You may be subject under 18 U.S.C. 287 and 1001 to one, or both, 
of the following:
    (1) A fine of not more than $10,000, and/or
    (2) Imprisonment for not more than 5 years.

[FTR Amdt. 2014-01, 79 FR 49644, Aug. 21, 2014]

                               Time Limits



Sec. 302-2.8  When may I begin my travel and transportation after 
receiving authorization to do so?

    You and your immediate family member(s) may begin travel immediately 
upon receipt of your authorized TA.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001. Redesignated by FTR Amdt. 
2014-01, 79 FR 49644, Aug. 21, 2014]



Sec. 302-2.9  When must I complete all aspects my relocation?

    You and your immediate family member(s) must complete all aspects of 
your relocation within one year from the effective date of your transfer 
or appointment, except as provided in Sec. 302-2.10 or Sec. 302-2.11.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, as amended by FTR Amdt. 2011-
01, 76 FR 18336, Apr. 1, 2011. Redesignated and amended by FTR Amdt. 
2014-01, 79 FR 49644, Aug. 21, 2014]



Sec. 302-2.10  If I am furloughed to perform active military duty, will
I have to complete all aspects of the relocation within the time
limitation?

    No, if you are furloughed to perform active military duty, the 1-
year period to complete all aspects of relocation is exclusive of time 
spent on furlough for active military service.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, as amended by FTR Amdt. 2011-
01, 76 FR 18336, Apr. 1, 2011. Redesignated by FTR Amdt. 2014-01, 79 FR 
49644, Aug. 21, 2014]



Sec. 302-2.11  Does the 1-year time period in Sec. 302-2.8 include
time that I cannot travel and/or transport my household effects due
to shipping restrictions to or from my post of duty OCONUS?

    No, the 1-year time period in Sec. 302-2.9 does not include time 
that you cannot travel and/or transport your household effects due to 
shipping restriction to or from your post of duty OCONUS.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, as amended by FTR Amdt. 2011-
01, 76 FR 18336, Apr. 1, 2011. Redesignated and amended by FTR Amdt. 
2014-01, 79 FR 49644, Aug. 21, 2014]



Sec. 302-2.12  May the 1-year time limitation for completing all aspects
of a relocation be extended?

    Yes, the 1-year time limitation for completing all aspects of a 
relocation may be extended by your Agency for up to one additional year, 
but only if you

[[Page 129]]

have received an extension under Sec. 302-11.22.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, as amended by FTR Amdt. 2011-
01, 76 FR 18336, Apr. 1, 2011. Redesignated by FTR Amdt. 2014-01, 79 FR 
49644, Aug. 21, 2014]

               Service Agreement and Disclosure Statement



Sec. 302-2.13  What is a service agreement?

    A service agreement is a written agreement between you and your 
agency, signed by you and an agency representative, stating that you 
will remain in the service of the Government for a period of time as 
specified in Sec. 302-2.14, after you have relocated. A service 
agreement must also include the duplicate reimbursement disclosure 
statement specified in Secs. 302-2.21, 302-2.22, and 302-2.100(g).

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, as amended by FTR Amdt. 2011-
01, 76 FR 18336, Apr. 1, 2011. Redesignated and amended by FTR Amdt. 
2014-01, 79 FR 49644, Aug. 21, 2014]



Sec. 302-2.14  Am I required to sign a service agreement when
transferring within or outside the continental United States or
performing renewal agreement travel and what is the minimum period
of service?

    Yes, you are required to sign a service agreement when transferring 
within or outside the continental United States or performing renewal 
agreement travel. The minimum periods of service are:
    (a) Within the continental United States for a period of service of 
not less than 12 months following the effective date of your transfer;
    (b) Outside the continental United States for an agreed upon period 
of service of not more than 36 months or less than 12 months following 
the effective date of transfer;
    (c) Department of Defense Overseas Dependent School System teachers 
for a period of not less than one school year as determined under 
chapter 25 of title 20, United States Code; and
    (d) For renewal agreement travel a period of not less than 12 months 
from the date of return to the same or different overseas official 
station.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001. Redesignated by FTR Amdt. 
2014-01, 79 FR 49644, Aug. 21, 2014]



Sec. 302-2.15  Will I be penalized for violation of my service agreement?

    Yes, if you violate a service agreement (other than for reasons 
beyond your control and which must be accepted by your agency), you will 
have incurred a debt due to the Government and you must reimburse all 
costs that your agency has paid towards your relocation expenses 
including withholding tax allowance (WTA) and relocation income tax 
(RIT) allowance.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001. Redesignated by FTR Amdt. 
2014-01, 79 FR 49644, Aug. 21, 2014]



Sec. 302-2.16  Must I provide my agency with my actual place of residence
as soon as I accept a transfer/appointment OCONUS?

    Yes, if you accept a transfer/appointment to an OCONUS location, you 
must immediately provide your agency with the information needed to 
determine your actual place of residence and to document it into your 
service agreement.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001. Redesignated by FTR Amdt. 
2014-01, 79 FR 49644, Aug. 21, 2014]



Sec. 302-2.17  Must I sign a service agreement for a ``last move home''
relocation?

    No, you do not need to sign a service agreement for a ``last move 
home'' relocation.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001. Redesignated by FTR Amdt. 
2014-01, 79 FR 49644, Aug. 21, 2014]



Sec. 302-2.18  What happens if I fail to sign a service agreement?

    If you fail to sign a service agreement, your agency will not pay 
for your relocation expenses.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001. Redesignated by FTR Amdt. 
2014-01, 79 FR 49644, Aug. 21, 2014]

[[Page 130]]



Sec. 302-2.19  Can my service agreement be voided by a subsequent
service agreement?

    No, service agreements which are already in effect cannot be voided 
by subsequent service agreements.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001. Redesignated by FTR Amdt. 
2014-01, 79 FR 49644, Aug. 21, 2014]



Sec. 302-2.20  If I have more than one service agreement, must I
adhere to each agreement separately?

    Yes, service agreements can not be grouped together and must be 
adhered to separately. Each agreement is in effect for the period 
specified in the agreement.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001. Redesignated by FTR Amdt. 
2014-01, 79 FR 49644, Aug. 21, 2014]



Sec. 302-2.21  What is a duplicate reimbursement disclosure statement?

    A duplicate reimbursement disclosure statement is a written 
statement signed by you and submitted to your agency. It states that you 
and/or your immediate family have not accepted, and will not accept, 
duplicate reimbursement for relocation expenses. Furthermore, it states 
that, to the best of your knowledge, no third party has accepted 
duplicate reimbursement for your relocation expenses. The duplicate 
reimbursement disclosure statement must be incorporated into your 
service agreement.

[FTR Amdt. 2011-01, 76 FR 18336, Apr. 1, 2011. Redesignated by FTR Amdt. 
2014-01, 79 FR 49644, Aug. 21, 2014]



Sec. 302-2.22  Must I sign a duplicate reimbursement disclosure
statement?

    Yes, you must sign a duplicate reimbursement disclosure statement to 
receive any relocation benefits.

[FTR Amdt. 2011-01, 76 FR 18336, Apr. 1, 2011. Redesignated by FTR Amdt. 
2014-01, 79 FR 49644, Aug. 21, 2014]

                          Advancement of Funds



Sec. 302-2.23  May I receive an advance of funds for my travel and
transportation expenses?

    Yes, you may receive an advance of funds for your travel and 
transportation expenses, as prescribed by your agency, except for 
overseas tour renewal agreement travel.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001. Redesignated by FTR Amdt. 
2011-01, 76 FR 18336, Apr. 1, 2011, and further redesignated by FTR 
Amdt. 2014-01, 79 FR 49644, Aug. 21, 2014]



Sec. 302-2.24  What requirements must I meet to receive a travel advance?

    Your relocation travel authorization must authorize you to receive a 
travel advance.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001. Redesignated by FTR Amdt. 
2011-01, 76 FR 18336, Apr. 1, 2011, and further redesignated by FTR 
Amdt. 2014-01, 79 FR 49644, Aug. 21, 2014]



Sec. 302-2.25  May I receive a travel advance for separation relocation?

    Yes, you may receive a travel advance if approved by your agency.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001. Redesignated by FTR Amdt. 
2011-01, 76 FR 18336, Apr. 1, 2011, and further redesignated by FTR 
Amdt. 2014-01, 79 FR 49644, Aug. 21, 2014]



                    Subpart B_Agency Responsibilities

    Note to subpart B: Use of pronouns ``we'', ``you'', and their 
variants throughout this subpart refers to the agency.



Sec. 302-2.100  What internal policies must we establish before
authorizing a relocation allowance?

    Before authorizing a relocation allowance, you must set internal 
policies that determine:
    (a) How you will implement the governing policies throughout this 
part;
    (b) How you will determine when a relocation is in the best interest 
of the Government;
    (c) When you will allow a travel advance for relocation expenses;
    (d) Who will authorize and approve relocation travel;
    (e) Under what additional circumstances will you require an employee 
to sign a service agreement;
    (f) Who is required to sign a service agreement; and
    (g) How you will ensure that all relocating employees sign a 
duplicate reimbursement disclosure statement, which is to be 
incorporated into their

[[Page 131]]

relocation service agreements (see Sec. 302-2.22).

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, as amended by FTR Amdt. 2011-
01, 76 FR 18336, Apr. 1, 2011; FTR Amdt. 2014-01, 79 FR 49645, Aug. 21, 
2014]



Sec. 302-2.101  When may we authorize reimbursement for relocation
expenses?

    You may authorize reimbursement for relocation expenses:
    (a) When you have determined that an employee's permanent change of 
station is in the best interest of the Government;
    (b) Only after an employee has signed a service agreement to remain 
in service for the period specified in Sec. 302-2.14; and
    (c) When you have determined that the employee's relocation is 
incident to his/her change of official station.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, as amended by FTR Amdt. 2014-
01, 79 FR 49645, Aug. 21, 2014]



Sec. 302-2.102  Who must authorize and approve relocation expenses?

    The agency head or his/her designee must authorize and approve 
relocation expenses.



Sec. 302-2.103  How must we administer the authorization for relocation
of an employee?

    To administer the authorization for relocation of an employee, you 
must:
    (a) Issue an employee a TA for relocation before he/she transfers to 
his/her new official station;
    (b) Inform the employee of his/her transfer within a timeframe that 
will provide him/her sufficient time for preparation;
    (c) Establish timeframes on when employees must submit a TA request;
    (d) Provide new employees with the applicable limitations of their 
travel benefits; and
    (e) Provide counseling about relocation benefits to all relocating 
employees. In addition, you should offer counseling as early as possible 
during the relocation process and you should consider offering 
counseling to employees who are contemplating acceptance of a job that 
would require them to relocate.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, as amended by FTR Amdt. 2011-
01, 76 FR 18336, Apr. 1, 2011]



Sec. 302-2.104  What information must we provide on the TA?

    On the TA, you must state the:
    (a) Specific allowances that the employee is authorized; and
    (b) Procedures that the employee is authorized to follow.



Sec. 302-2.105  When an employee transfers between Federal agencies,
who is responsible for paying the employee's relocation expenses?

    When an employee transfers between Federal agencies, all allowable 
expenses must be paid from the funds of the agency that the employee is 
transferring to. However, in the case of a reduction in force or 
transfer of function, an agreement may be made between the agencies 
concerned as to what relocation allowances will be paid by either agency 
or split between them. This should include the payment of expenses for 
the extended storage of the employee's household goods when assigned to 
an isolated permanent duty station within CONUS or a transfer to, from, 
or between foreign countries.



Sec. 302-2.106  May we waive statutory or regulatory limitations relating
to relocation allowances for employees relocating to/from remote or isolated 
          locations?

    Yes, the agency head or his/her designee may waive any statutory or 
regulatory limitations for employees relocating (to/from a remote or 
isolated location) when determining that failure to waive the limitation 
would cause an undue hardship on the employee.

                               Time Limits



Sec. 302-2.110  Are there time factors that we must consider for allowing
an employee to complete all aspects of relocation?

    Yes, you should encourage employees to begin travel as soon as 
possible after authorization of travel is approved and inform employees 
that they must complete all aspects of relocation within a 1-year period 
from his/her effective

[[Page 132]]

date of transfer or appointment, unless the employee's 1-year period is 
extended to include:
    (a) Time spent on military furlough;
    (b) Delays caused by overseas shipping or other restrictions; or
    (c) An extension for completion of residence transaction (see 
Sec. 302-11.22 of this chapter).

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, as amended by FTR Amdt. 2011-
01, 76 FR 18337, Apr. 1, 2011]

[[Page 133]]



                   SUBCHAPTER B_RELOCATION ALLOWANCES





PART 302	3_RELOCATION ALLOWANCE BY SPECIFIC TYPE--Table of Contents



                         Subpart A_New Appointee

Sec.
302-3.1  Who is a new appointee?
302-3.2  As a new appointee or student trainee what relocation expenses 
          may my agency pay or reimburse me for incident to a permanent 
          change of station to my first official station?
302-3.3  As a new appointee, are there any expenses that my agency will 
          not pay?
302-3.4  If my agency authorizes me allowances for relocation, must it 
          pay all of the expenses listed in Sec. 302-3.2?
302-3.5  If I travel to my first official station before I have been 
          appointed, will I be reimbursed for my relocation expenses?

                     Subpart B_Transferred Employees

302-3.100  What is a transferred employee?
302-3.101  As a transferred employee what relocation allowances must my 
          agency pay or reimburse to me?

                      Subpart C_Types of Transfers

       Relocation of Two or More Employed Immediate Family Members

302-3.200  When a member of my immediate family who is also an employee 
          and I are transferring to the same official station, may we 
          both receive allowances for relocation?
302-3.201  If my immediate family member and I both transfer to the same 
          official station in the interest of the Government, may we 
          both claim the same relocation expenses?
302-3.202  If my immediate family member and I both transfer to the same 
          official station, may we both claim the same relocation 
          allowances for the same non-employee family member?
302-3.203  If I am transferring in the interest of the Government and my 
          employed immediate family member(s) transfer is not in the 
          interest of the Government, will he/she receive relocation 
          allowances?
302-3.204  When an employed immediate family member and I are 
          transferring in the interest of the Government, what 
          information must we submit to our agency?

                      Reduction in Force Relocation

302-3.205  If my transfer is involuntary (due to i.e., reduction in 
          force, cessation, or transfer of work), is it considered to be 
          in the interest of the Government?
302-3.206  If I am re-employed after a separation by reduction in force 
          or transfer of functions, may my agency pay me a relocation 
          allowance?

                     Overseas Assignment and Return

302-3.207  Am I eligible to receive relocation allowances for overseas 
          assignment and return travel?
302-3.208  What relocation expenses will my agency pay for my overseas 
          assignment and return?

                     Overseas Tour Renewal Agreement

302-3.209  What is overseas tour renewal travel?
302-3.210  What is an overseas tour of duty?
302-3.211  What is an allowance for overseas tour renewal travel?
302-3.212  How do I know if I am eligible to receive an allowance for 
          overseas tour renewal travel?
302-3.213  What allowances will I receive for tour renewal travel?
302-3.214  May I receive reimbursement for tour renewal travel when my 
          travel is between two places within the United States?
302-3.215  Will I be reimbursed for tour renewal travel from a post of 
          duty in Hawaii and return to a post of duty in Alaska or for 
          such travel from a post of duty in Alaska and return to a post 
          of duty in Hawaii?
302-3.216  When must I begin my first tour renewal travel from Alaska or 
          Hawaii?
302-3.217  Will my family or I receive per diem for en route travel from 
          my post of duty to my actual place of residence in the U.S.?
302-3.218  Are there any special circumstances when my agency may 
          authorize me travel and transportation expenses for my tour 
          renewal travel in Alaska or Hawaii?
302-3.219  Is there a limit on how many times I may receive 
          reimbursement for tour renewal travel?
302-3.220  May my family and I travel to another U.S. location (other 
          than from my actual place of residence) under my tour renewal 
          agreement?
302-3.221  If I travel to another place in the U.S. (other than my 
          actual place of residence) am I required to spend time at my 
          actual place of residence to receive reimbursement?
302-3.222  Will I be reimbursed if I travel to another overseas location 
          (instead of the U.S.)?
302-3.223  What happens if I violate my new service agreement under a 
          tour renewal assignment?

[[Page 134]]

302-3.224  If I violate my new service agreement, will the Government 
          reimburse me for return travel and transportation to my actual 
          place of residence?

                Prior Return of Immediate Family Members

302-3.225  If my immediate family member(s) return to the U.S. before 
          me, will I be reimbursed for transporting part of my household 
          goods with my family and the rest of my household goods when I 
          return?
302-3.226  Will the Government reimburse me if I am not eligible to 
          return with my immediate family member(s) to the U.S. and 
          choose to send them at my own expense?
302-3.227  If I become divorced from my spouse or terminate my committed 
          relationship with my domestic partner while OCONUS will I 
          receive reimbursement to return my former spouse or domestic 
          partner and dependents to the U.S.?
302-3.228  Is my dependent who turned 21 while overseas entitled to 
          return travel to my place of actual residence at the expense 
          of the Government?

                     Subpart D_Relocation Separation

                 Overseas to U.S. Return for Separation

302-3.300  Must my agency pay for return relocation expenses for my 
          immediate family and me once I have completed my duty OCONUS?
302-3.301  May I transport my household goods to a location other than 
          my actual place of residence when I separate from the 
          Government?
302-3.302  May my agency pay for my immediate family member(s) and my 
          household goods to be returned to the U.S. before I complete 
          my service agreement?
302-3.303  May I claim reimbursement for the return of my immediate 
          family member(s) or household goods more than once under one 
          service agreement?

                      SES Separation for Retirement

302-3.304  Who is entitled to SES separation relocation allowances?
302-3.305  Who is not eligible for SES separation relocation expense 
          allowances?
302-3.306  If I meet the conditions in Sec. 302-3.307, what expenses am 
          I allowed under separation for retirement travel?
302-3.307  Under what conditions may I receive separation relocation 
          travel for my family and me?
302-3.308  Do I have to provide my agency with any special documents 
          before receiving reimbursement for moving expenses?
302-3.309  Where should my travel and transportation begin?
302-3.310  Where will I be authorized to separate?
302-3.311  May I receive reimbursement for travel and transportation 
          from an alternate location other than the duty station?
302-3.312  Upon separation, if I elect to reside in a different 
          geographical area which is less than 50 miles from my official 
          station, will I receive reimbursement?
302-3.313  May I have my household goods transported from more than one 
          location?
302-3.314  Is there a time limit when I must begin my travel and 
          transportation upon separation?
302-3.315  May I be granted an extension to the time limit for beginning 
          my separation travel?

            Subpart E_Employee's Temporary Change of Station

302-3.400  What is a ``temporary change of station (TCS)''?
302-3.401  What is the purpose of a TCS?
302-3.402  When am I eligible for a TCS?
302-3.403  Who is not eligible for a TCS?
302-3.404  Under what circumstances will my agency authorize a TCS?
302-3.405  If my agency authorizes a TCS, do I have the option of 
          electing payment of per diem expenses under part 301-11 of 
          this title?
302-3.406  How long must my assignment be for me to qualify for a TCS?
302-3.407  What is the effect on my TCS reimbursement if my assignment 
          lasts less than 6 months?
302-3.408  What is the effect on my TCS reimbursement if my assignment 
          lasts more than 30 months?
302-3.409  Is there any required minimum distance between an official 
          station and a TCS location that must be met for me to qualify 
          for a TCS?
302-3.410  Must I sign a service agreement to qualify for a TCS?
302-3.411  What is my official station during my TCS?

                      Expenses Paid Upon Assignment

302-3.412  What expenses must my agency pay?
302-3.413  Are there other expenses that my agency may pay?

                     Expenses Paid During Assignment

302-3.414  If my agency authorizes a TCS, will it pay for extended 
          storage of my household goods?
302-3.415  How long may my agency pay for extended storage of household 
          goods?
302-3.416  Is there any limitation on the combined weight of household 
          goods I

[[Page 135]]

          may transport and store at Government expense?
302-3.417  Will I have to pay any income tax if my agency pays for 
          extended storage of my household goods?
302-3.418  May my agency pay for property management services when I am 
          authorized a TCS?
302-3.419  For what property may my agency pay property management 
          services?
302-3.420  How long may my agency pay for property management services?
302-3.421  What are the income tax consequences if my agency pays for 
          property management services?

  Expenses Paid Upon Completion of Assignment or Upon Separation From 
                           Government Service

302-3.422  What expenses will my agency pay when I complete my TCS?
302-3.423  If I separate from Government service upon completion of my 
          TCS, what relocation expenses will my agency pay upon my 
          separation?
302-3.424  If I separate from Government service prior to completion of 
          my TCS, what relocation expenses will my agency pay upon my 
          separation?
302-3.425  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

302-3.426  How is payment of my TCS expenses affected if I am 
          permanently assigned to my temporary official station?
302-3.427  What relocation allowances may my agency pay when I am 
          permanently assigned to my temporary official station?
302-3.428  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?
302-3.429  Are there any relocation allowances my agency may not pay if 
          I am permanently assigned to my temporary official station?

                    Subpart F_Agency Responsibilities

302-3.500  What governing policies and procedures must we establish for 
          paying a relocation allowance under this part 302-3?
302-3.501  Must we establish any specific procedures for paying a 
          relocation allowance to new appointees?
302-3.502  What factors should we consider in determining whether to 
          authorize a TCS for a long-term assignment?

                           Service Agreements

302-3.503  Must we require employees to sign a service agreement?
302-3.504  What information should we include in a service agreement?
302-3.505  How long must we require an employee to agree to the terms of 
          a service agreement?
302-3.506  May we pay relocation expenses if the employee violates his/
          her service agreement?

                             New Appointees

302-3.507  Once we authorize relocation expenses for new appointees or 
          student trainees what expenses must we pay?
302-3.508  What relocation expenses are not authorized for new 
          appointees or student trainees?

                     Overseas Assignment and Return

302-3.509  What policies must we follow when appointing an employee to 
          an overseas assignment?
302-3.510  When must we pay return travel for immediate family members?
302-3.511  What must we consider when determining return travel for 
          immediate family member(s) for compassionate reasons prior to 
          completion of the service agreement?
302-3.512  How many times are we required to pay for an employee's 
          return travel?

                      Overseas Tour Renewal Travel

302-3.513  May we allow a travel advance for tour renewal agreement 
          travel?
302-3.514  Under what conditions may we pay for tour renewal agreement 
          travel?
302-3.515  What special rules must we apply for reimbursement of tour 
          renewal travel for employees stationed, assigned, appointed or 
          transferred to/from Alaska or Hawaii?

                      SES Separation for Retirement

302-3.516  What must we do before issuing payment for SES separation-
          relocation travel?
302-3.517  May we issue travel advances for separation relocation?

    Authority: 5 U.S.C. 5738; 20 U.S.C. 905(a).

    Source: FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, unless otherwise 
noted.



                         Subpart A_New Appointee

    Note to subpart A: Use of pronouns ``I'', ``you'', and their 
variants throughout this subpart refers to the employee, unless 
otherwise noted.

[[Page 136]]



Sec. 302-3.1  Who is a new appointee?

    A new appointee is:
    (a) An individual who is employed with the Federal Government for 
the very first time (including an individual who has performed 
transition activities under section 3 of the Presidential Transition Act 
of 1963 (3 U.S.C. 102 note), and is appointed in the same fiscal year as 
the Presidential inauguration);
    (b) An employee who is returning to the Government after a break in 
service (except an employee separated as a result of reduction in force 
or transfer of functions and is re-employed within one year after such 
action); or
    (c) A student trainee assigned to the Government upon completion of 
his/her college work.



Sec. 302-3.2  As a new appointee or student trainee what relocation
expenses may my agency pay or reimburse me for incident to a permanent
change of station to my first official station?

    As a new appointee or student trainee being assigned to a first 
official station your agency may or may not pay or reimburse you the 
relocation expenses indicated for the type of transfer in Tables A and B 
of this section. However, once the decision is made to pay or reimburse 
your relocation expenses, all mandatory relocation allowances are 
reimbursed, unless otherwise stated in the applicable parts of this 
chapter.

  Table A--Assigned to First Official Station in the Continental United
                             States (CONUS)
------------------------------------------------------------------------
                                         Column 2--Relocation allowances
  Column 1--Relocation allowances that    that agency has discretionary
      agency must pay or reimburse        authority to pay or reimburse
------------------------------------------------------------------------
1. Transportation of employee &          1. Shipment of privately owned
 immediate family member(s) (part 302-4   vehicle (POV) (part 302-9,
 of this chapter).                        subpart B of this chapter).
2. Per diem for employee only (part 302- ...............................
 4 of this chapter).
3. Transportation & temporary storage    ...............................
 of household goods (part 302-7 of this
 chapter).
4. Extended storage of household goods   ...............................
 (part 302-8 of this chapter)\1\.
5. Transportation of a mobile home or    ...............................
 boat used as a primary residence in
 lieu of the transportation of
 household goods (part 302-10 of this
 chapter).
------------------------------------------------------------------------
\1\ Note to Column 1, Item 4: Only when assigned to a designated
  isolated official station in CONUS.


   Table B--Assigned to First Official Station Outside the Continental
                         United States (OCONUS)
------------------------------------------------------------------------
                                         Column 2--Relocation allowances
  Column 1--Relocation allowances that    that agency has discretionary
      agency must pay or reimburse        authority to pay or reimburse
 
------------------------------------------------------------------------
1. Transportation of employee &          1. Shipment of privately owned
 immediate family member(s) (part 302-4   vehicle (POV) (part 302-9 of
 of this chapter).                        this chapter).
2. Per diem employee only (part 302-4).  2. Temporary quarters
                                          subsistence expense (TQSE) is
                                          not authorized in a foreign
                                          area; however, you may be
                                          entitled to the following
                                          under the Department of State
                                          Standardized Regulations
                                          (Government Civilians-Foreign
                                          Areas) which is available from
                                          the Superintendent of
                                          Documents, Washington, DC
                                          20402.
                                         (a) Foreign Transfer Allowance
                                          (FTA) (Subsistence Expense)
                                          for quarters occupied
                                          temporarily before departure
                                          from the 50 states or the
                                          District of Columbia for an
                                          official station in a foreign
                                          area incident to a permanent
                                          change of station and travel
                                          to first official station
                                          overseas.
                                         (b) Temporary quarters
                                          subsistence allowance ((TQSA)
                                          when a transfer is authorized
                                          to a foreign area.
                                         (c) The miscellaneous expense
                                          portion of the FTA is
                                          authorized incident to first
                                          official station travel to a
                                          foreign area.
3. Transportation & temporary storage    3. Use of relocation service
 of household goods (part 302-7 of this   companies only when transfer
 chapter).                                is to Alaska or Hawaii (part
                                          302-12 of this chapter).
4. Extended storage of household goods   4. Home marketing incentives
 (part 302-8 of this chapter).            only when transfer is to a non-
                                          foreign OCONUS area (part 302-
                                          15 of this chapter).
------------------------------------------------------------------------


[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, as amended by FTR Amdt. 108, 
67 FR 57968, Sept. 13, 2002]

[[Page 137]]



Sec. 302-3.3  As a new appointee, are there any expenses that my agency
will not pay?

    Yes, as a new employee, your agency will not pay for expenses that 
are not listed in Sec. 302-3.2 (e.g., per diem for family, cost of 
househunting trip, miscellaneous expense allowance, etc.).



Sec. 302-3.4  If my agency authorizes me allowances for relocation,
must it pay all of the expenses listed in Sec. 302-3.2?

    Yes, if your agency authorizes you allowances for relocation, it 
must pay all of the expenses listed in Sec. 302-3.2.



Sec. 302-3.5  If I travel to my first official station before I have
been appointed, will I be reimbursed for my relocation expenses?

    Generally, you may not be reimbursed for relocation expenses 
incurred before you have been appointed to a Federal position and signed 
an agreement to remain in Government service for 12 months after 
appointment. However there is an exception for appointees who have 
performed Presidential transition activities. Such appointees may be 
reimbursed allowable travel and transportation expenses incurred at any 
time following the most recent Presidential election once they have 
signed a service agreement. However, appointment must occur in the same 
fiscal year as the Presidential transition activities.



                     Subpart B_Transferred Employees



Sec. 302-3.100  What is a transferred employee?

    A transferred employee is an employee who transfers from one 
official station to another. This may also include employees separated 
as a result of reduction in force or transfer of functions who are re-
employed within one year after such separation.



Sec. 302-3.101  As a transferred employee what relocation allowances
must my agency pay or reimburse to me?

    As a transferred employee there are mandatory and discretionary 
relocation expenses. Once an agency decision is made to pay or reimburse 
relocation expenses indicated for the type of transfer in tables (A) 
through (I) of this section, all the mandatory allowance must be paid or 
reimbursed, unless otherwise stated in the applicable parts. The 
discretionary relocation allowances indicated in tables (A) through (I) 
of this section may or may not be paid by the agency.

  Table A--Transfer Between Official Stations in the Continental United
                             States (CONUS)
------------------------------------------------------------------------
                                         Column 2--Relocation allowances
  Column 1--Relocation allowances that    that agency has discretionary
      agency must pay or reimburse        authority to pay or reimburse
------------------------------------------------------------------------
1. Transportation & per diem for         1. Househunting per diem &
 employee & immediate family member(s)    transportation, employee &
 (part 302-4 of this chapter).            spouse only (part 302-5 of
                                          this chapter).
2. Miscellaneous moving expense (part    2. Temporary quarters
 302-16 of this chapter).                 subsistence expense (TQSE)
                                          (part 302-6 of this chapter).
3. Sell or buy residence transactions    3. Shipment of privately owned
 or lease termination expenses (part      vehicle (POV) (part 302-9,
 302-11 of this chapter).                 subpart B of this chapter).
4. Transportation & temporary storage    4. Use of a relocation services
 of household goods (part 302-7 of this   company (part 302-12 of this
 chapter).                                chapter).
5. Extended storage of household goods   5. Property management services
 (part 302-8 of this chapter) \1\.        (part 302-15 of this chapter).
6. Transportation of a mobile home or    6. Home marketing incentives
 boat used as a primary residence in      (part 302-14 of this chapter).
 lieu of the transportation of
 household goods (part 302-10 of this
 chapter).
7. Relocation income tax allowance       ...............................
 (RITA) (part 302-17 of this chapter).
------------------------------------------------------------------------
\1\ Note to Column 1, Item 5: Only when assigned to a designated
  isolated official station in CONUS.


[[Page 138]]


     Table B--Transfer From CONUS to an Official Station Outside the
                   Continental United States (OCONUS)
------------------------------------------------------------------------
                                         Column 2--Relocation allowances
  Column 1--Relocation allowances that    that agency has discretionary
      agency must pay or reimburse        authority to pay or reimburse
------------------------------------------------------------------------
1. Transportation & per diem for         1. Temporary quarters
 employee & immediate family member(s)    subsistence expense (TQSE) is
 (part 302-4 of this chapter).            not authorized in a foreign
                                          area, however, you may be
                                          entitled to the following
                                          under the Department of State
                                          Standardized Regulations
                                          (DSSR) (Government Civilians-
                                          Foreign Areas):
                                         (a) A Foreign Transfer
                                          Allowance (FTA) for quarters
                                          occupied temporarily before
                                          departure from the 50 states
                                          or the District of Columbia
                                          for an official station in a
                                          foreign area incident to a
                                          permanent change of station
                                          and travel to first official
                                          station overseas.
                                         (b) Temporary quarters
                                          subsistence allowance (TQSA).
2. Miscellaneous expense allowance       2. Property management services
 (part 302-16 of this chapter).           (part 302-15 of this chapter).
3. Transportation & temporary storage    3. Shipment of a privately
 of household goods (part 302-7 this      owned vehicle (part 302-9 of
 chapter).                                this chapter).
4. Extended storage of household goods   4. Use of relocation service
 (part 302-8 of this chapter).            companies when transfer is to
                                          Alaska or Hawaii (part 302-12
                                          of this chapter).
5. Relocation income tax allowance       5. Home marketing incentives
 (RITA) (part 302-17 of this chapter)     when transfer is to Alaska or
 \1\.                                     Hawaii (part 301.15 of this
                                          chapter).
------------------------------------------------------------------------
\1\ Note to Column 1, item 5. Allowed when old and new official stations
  are located in the United States. Also allowed when instead of being
  returned to the former non-foreign area official station, an employee
  is transferred in the interest of the Government to a different non-
  foreign area official station than from the official station from
  which transferred when assigned to the foreign official station.


Table C--Transfer From OCONUS Official Station to an Official Station in
                                  CONUS
------------------------------------------------------------------------
                                         Column 2--Relocation allowances
  Column 1--Relocation allowances that    that agency has discretionary
      agency must pay or reimburse        authority to pay or reimburse
------------------------------------------------------------------------
1. Transportation & per diem for         1. Shipment of a privately
 employee & immediate family member(s)    owned vehicle (part 302-9 of
 (part 302-4 of this chapter).            this chapter).
2. Temporary quarters subsistence
 expense (TQSE) (part 302-6 of this
 chapter) \1\.
3. Miscellaneous expense allowance
 (part 302-16 of this chapter).
4. Sell & buy residence transaction
 expenses or lease termination expenses
 (part 302-11 of this chapter) \2\.
5. Transportation & temporary storage
 of household goods (part 302-7 of this
 chapter).
6. Extended storage of household goods
 only when assigned to a designated
 isolated official station in CONUS
 (part 302-8 of this chapter).
7. Relocation income tax allowance
 (RITA) (part 302-17 of this chapter) .
------------------------------------------------------------------------
\1\ Note to Column 1, item 2: A TQSA under the DSSR may be authorized
  preceding final departure subsequent to the necessary vacating of
  residence quarters.
\2\ Note to Column 1, item 4: Allowed when old and new official stations
  are located in the United States. Also allowed when instead of being
  returned to the former non-foreign area official station, an employee
  is transferred in the interest of the Government to a different non-
  foreign area official station than from the official station from
  which transferred when assigned to the foreign official station.


           Table D--Transfer Between OCONUS Official Stations
------------------------------------------------------------------------
                                         Column 2--Relocation allowances
  Column 1--Relocation allowances that    that agency has discretionary
      agency must pay or reimburse        authority to pay or reimburse
------------------------------------------------------------------------
1. Transportation & per diem for         1. Shipment of a privately
 employee & immediate family member(s)    owned vehicle (POV) (part 302-
 (part 302-4 of this chapter).            9 of this chapter).
2. Temporary quarters subsistence        2. Property management services
 expense (TQSE) (part 302-6 of this       (part 302-15 of this chapter).
 chapter)\1\.
3. Transportation & temporary storage
 of household goods (part 302-7 of this
 chapter).
4. Miscellaneous expense allowance
 (part 302-16 of this chapter).
5. Extended storage of household goods
 (part 302-8 of this chapter).
6. Relocation income tax allowance
 (RITA) (part 302-17 of this chapter) .
------------------------------------------------------------------------
\1\ Note to Column 1, item 2: TQSA may be authorized under the DSSR.


[[Page 139]]


                 Table E--Tour Renewal Agreement Travel
------------------------------------------------------------------------
                                         Column 2--Relocation allowances
  Column 1--Relocation allowances that    that agency has discretionary
      agency must pay or reimburse        authority to pay or reimburse
------------------------------------------------------------------------
1. Transportation for employee &
 immediate family member(s) (part 302-4
 of this chapter).
2. Per diem for employee only (part 302-
 4 of this chapter).
------------------------------------------------------------------------


     Table F--Return From OCONUS Official Station to Place of Actual
                        Residence for Separation
------------------------------------------------------------------------
                                         Column 2--Relocation allowances
  Column 1--Relocation allowances that    that agency has discretionary
      agency must pay or reimburse        authority to pay or reimburse
------------------------------------------------------------------------
1. Transportation for employee &         1. Shipment of a privately
 immediate family member(s) (part 302-4   owned vehicle (POV) (part 302-
 of this chapter).                        9 of this chapter).
2. Per diem for employee only (part 302-
 4 of this chapter).
3. Transportation & temporary storage
 of household goods (part 302-7 of this
 chapter).
------------------------------------------------------------------------


    Table G--Last Move Home for SES Career Appointees Upon Separation
------------------------------------------------------------------------
                                         Column 2--Relocation allowances
  Column 1--Relocation allowances that    that agency has discretionary
      agency must pay or reimburse        authority to pay or reimburse
------------------------------------------------------------------------
1. Transportation for employee &         1. Shipment of privately owned
 immediate family member(s) part 302-4    vehicle (POV) (part 302-9,
 of this chapter).                        subpart B of this chapter).
2. Per diem for employee only (part 302-
 4 of this chapter).
3. Transportation & temporary storage
 of household goods (part 302-7 of this
 chapter).
4. Transportation of a mobile home or
 boat used as a primary residence in
 lieu of the transportation of
 household goods (part 302-10 of this
 chapter).
------------------------------------------------------------------------


               Table H--Temporary Change of Station (TCS)
------------------------------------------------------------------------
                                         Column 2--Relocation allowances
  Column 1--Relocation allowances that    that agency has discretionary
      agency must pay or reimburse        authority to pay or reimburse
------------------------------------------------------------------------
1. Transportation & per diem for         1. Househunting trip expenses
 employee & immediate family member(s)    (part 302-5 of this chapter).
 (part 302-4 of this chapter).
2. Miscellaneous expense allowance       2. Temporary quarters
 (part 302-16 of this chapter).           subsistence expense (TQSE)
                                          (part 302-6 of this chapter).
3. Transportation & temporary or         3. Storage of one privately
 extended storage of household goods      owned vehicle (POV) when
 (parts 302-7 and 302-8 of this           assigned in support of a
 chapter).                                contingency operation as
                                          defined in 10 U.S.C. 1482a
                                          (c)(2) (part 302-9 of this
                                          chapter).
4. Transportation of a mobile home or    4. Property management services
 boat used as a primary residence in      (part 302-15 of this chapter).
 lieu of the transportation of
 household goods (part 302-10 of this
 chapter).
5. Transportation of a privately owned
 vehicle (POV)(part 302-9 of this
 chapter).
6. Relocation income tax allowance
 (RITA) (part 302-17 of this chapter).
------------------------------------------------------------------------


   Table I--Assignment Under the Government Employees Training Act (5
                            U.S.C. 4109) \1\
------------------------------------------------------------------------
 
-------------------------------------------------------------------------
1. Transportation of employee & immediate family member(s) (part 302-4
 of this chapter).
2. Per Diem for employee (part 302-4 of this chapter).
3. Movement of household goods & temporary storage (part 302-7 of this
 chapter).
------------------------------------------------------------------------
\1\ Note to Table I: The allowances listed in Table I may be authorized
  in lieu of per diem or actual expense allowances. This is not
  considered a permanent change of station.


[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001; 67 FR 7219, Feb. 15, 2002, as 
amended by FTR Amdt. 108, 67 FR 57969, Sept. 13, 2002; 67 FR 65321, Oct. 
24, 2002; FTR Amdt. 2011-06, 76 FR 71889, Nov. 21, 2011]

[[Page 140]]



                      Subpart C_Types of Transfers

       Relocation of Two or More Employed Immediate Family Members



Sec. 302-3.200  When a member of my immediate family who is also an
employee and I are transferring to the same official station, may we
both receive allowances for relocation?

    Yes, if you and an immediate family member(s) are both employees and 
are transferring to the same official station in the interest of the 
Government, the allowances under this chapter apply either to;
    (a) Each employee separately and the other is not eligible as an 
immediate family member(s); or
    (b) Only one of the employees considered as head of the household 
and the other is eligible as an immediate family member(s) on the first 
employee's TA.



Sec. 302-3.201  If my immediate family member and I both transfer to
the same official station in the interest of the Government, may we both
claim the same relocation expenses?

    No, when separate allowances are authorized under this Sec. 302-
3.201, the employing agency or agencies shall not make duplicate 
reimbursement for the same claimed expenses.



Sec. 302-3.202  If my immediate family member and I both transfer to the
same official station, may we both claim the same relocation allowances
for the same non-employee family member?

    No, when both you and your immediate family member transfer in the 
interest of the Government, you must provide your agency with the 
name(s) of non-employee family member(s) who will receive allowances 
under each of your TA. Only one of you may claim allowances for a non-
employee member(s) of your immediate family (non-employee members may 
only be on one TA).



Sec. 302-3.203  If I am transferring in the interest of the Government
and my employed immediate family member(s) transfer is not in the
interest of the Government, will he/she receive relocation allowances?

    Yes, your employed immediate family member(s) whose transfer is not 
in the interest of the Government will receive relocation allowances, 
but solely as a member of your immediate family.



Sec. 302-3.204  When an employed immediate family member and I are
transferring in the interest of the Government, what information must
we submit to our agency?

    When you and an employed immediate family member are transferring in 
the interest of the Government, you both must provide:
    (a) A signed document stating which method of authorization you 
select (separate or one single authorization); and
    (b) Your agency with a written and signed copy of the names of which 
non-employee member(s) will receive allowances under your TA; if you 
select to receive separate TAs.

                      Reduction in Force Relocation



Sec. 302-3.205  If my transfer is involuntary (due to i.e., reduction in
force, cessation, or transfer of work), is it considered to be in the
interest of the Government?

    Yes, an involuntary transfer (i.e., due to reduction in force, 
cessation, or transfer of work) is considered to be in the interest of 
the Government.



Sec. 302-3.206  If I am re-employed after a separation by reduction in
force or transfer of functions, may my agency pay me a relocation allowance?

    Yes, if you are re-employed after a separation by reduction in force 
or transfer of function, your agency may pay you a relocation allowance 
under the conditions of this chapter if:
    (a) You are employed within one year of your involuntary separation 
date;
    (b) Your new appointment is not temporary; and
    (c) Your new appointment is at a different duty station from where 
your separation occurred and meets the

[[Page 141]]

mileage criteria in Sec. 302-2.6 of this chapter for short distance 
relocation.

                     Overseas Assignment and Return



Sec. 302-3.207  Am I eligible to receive relocation allowances for
overseas assignment and return travel?

    You may be eligible to receive relocation allowances for overseas 
assignment and return travel if you are:
    (a) An employee transferring to, from, or between official stations 
OCONUS; or
    (b) A new appointee to a position OCONUS and at the time of your 
appointment your residence is in an area other than your post of duty.



Sec. 302-3.208  What relocation expenses will my agency pay for my
overseas assignment and return?

    To determine what relocation expenses your agency will pay for your 
overseas assignment and return, see:
    (a) Section 302-3.2 if you are a new appointee; or
    (b) Section 302-3.101 if you are a transferred employee.

                     Overseas Tour Renewal Agreement



Sec. 302-3.209  What is overseas tour renewal travel?

    Overseas tour renewal travel refers to travel of you and your 
immediate family returning to your home in the continental U.S., Alaska, 
or Hawaii between overseas tours of duty. See Sec. 302-2.222 for travel 
to an actual place of residence in other than the United States.



Sec. 302-3.210  What is an overseas tour of duty?

    An overseas tour of duty is an assignment to a post of duty outside 
the continental United States, Alaska or Hawaii.



Sec. 302-3.211  What is an allowance for overseas tour renewal travel?

    An allowance for overseas tour renewal travel is a reimbursement for 
you and your immediate family of roundtrip travel and transportation 
expenses between your overseas post of duty and your actual place of 
residence in the U.S.



Sec. 302-3.212  How do I know if I am eligible to receive an allowance
for overseas tour renewal travel?

    You are eligible to receive an allowance for overseas tour renewal 
travel if:
    (a) You are on an overseas assignment, and you have completed your 
tour of duty and satisfactorily completed your service agreement time 
period; and
    (b) You are on an overseas assignment and you have signed a new 
service agreement to remain at your overseas post or to transfer to 
another overseas post of duty; or
    (c) You meet the requirements and are eligible for tour renewal 
travel from Alaska or Hawaii under Sec. 302-3.214.



Sec. 302-3.213  What allowances will I receive for tour renewal travel?

    For tour renewal travel, you will receive payment for those 
authorized expenses as stated in item five of Tables A and B of 
Sec. 302-3.101.



Sec. 302-3.214  May I receive reimbursement for tour renewal travel
when my travel is between two places within the United States?

    You may only receive reimbursement for tour renewal travel when your 
tours are between two places within the U.S. if you are an employee who 
is traveling from Alaska or Hawaii, and:
    (a) You will continue to serve consecutive tours of duty within the 
same state from which you're traveling, and on September 8, 1982 you 
were:
    (1) Serving your tour in one of these areas and have continued to do 
so; or
    (2) En route to a post of duty in Alaska or Hawaii under a written 
service agreement to serve a tour of duty; or
    (3) In the process of performing a tour renewal travel and has since 
then entered into another tour of duty in Alaska or Hawaii;
    (b) 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; or
    (c) You are traveling due to your agency's mission to recruit or 
retain

[[Page 142]]

you as an employee to fulfill a position that requires a special skilled 
employee or to fill a position in a remote area.



Sec. 302-3.215  Will I be reimbursed for tour renewal travel from a post
of duty in Hawaii and return to a post of duty in Alaska or for such
travel from a post of duty in Alaska and return to a post of duty in Hawaii?

    No, you will not be reimbursed for tour renewal travel unless your 
return travel is to a post of duty in the same State that you traveled 
from.



Sec. 302-3.216  When must I begin my first tour renewal travel from
Alaska or Hawaii?

    You must begin your first tour renewal travel within 5 years of your 
first consecutive tours in either Alaska or Hawaii.



Sec. 302-3.217  Will my family or I receive per diem for en route travel
from my post of duty to my actual place of residence in the U.S.?

    No, your family will not receive per diem for en route travel from 
your post of duty to your actual place of residence in the U.S. and 
return to the same or a different post of duty.



Sec. 302-3.218  Are there any special circumstances when my agency may
authorize me travel and transportation expenses for my tour renewal 
travel in Alaska or Hawaii?

    Other than as specified in Secs. 302-3.209 through 302-3.226, your 
agency head will only authorize travel and transportation expenses for 
your tour renewal travel in Alaska or Hawaii if it determines that:
    (a) Agency staffing needs are required to recruit or retain 
employees at a post of duty in Alaska or Hawaii; or
    (b) Your agency is in need to recruit employees with special skills 
and knowledge and/or to fill positions in remote areas.



Sec. 302-3.219  Is there a limit on how many times I may receive
reimbursement for tour renewal travel?

    (a) If you are stationed in a foreign area or in an area other than 
Alaska or Hawaii, your agency may reimburse you for one overseas tour 
renewal trip for each time you complete your service agreement, which is 
related to your post of duty.
    (b) For recruiting and retention purposes of consecutive tours 
served within Alaska and Hawaii, your agency may reimburse you a maximum 
of two round trips which must begin within 5 years after the date of 
your first tour.



Sec. 302-3.220  May my family and I travel to another U.S. location 
(other than from my actual place of residence) under my tour renewal
agreement?

    Yes, you and your family may travel to another U.S. location (other 
than from your actual place of residence) under your tour renewal 
agreement. However, your agency will only reimburse you for the amount 
of authorized expenses from your post of duty to your actual place of 
residence and return (as appropriate) on a usually traveled route.

    Note to Sec. 302-3.220: If your actual place of residence is located 
in the U.S., you and your family must spend a substantial amount of time 
in the U.S. in order to receive reimbursement.



Sec. 302-3.221  If I travel to another place in the U.S. (other than my
actual place of residence) am I required to spend time at my actual place
of residence to receive reimbursement?

    No, you are not required to spend time at your actual place of 
residence to receive reimbursement if you travel to another place in the 
U.S. (other than your actual place of residence).



Sec. 302-3.222  Will I be reimbursed if I travel to another overseas
location (instead of the U.S.)?

    If you travel to another overseas location (instead of the U.S.), 
you will be reimbursed only if your actual residence is within that 
country in which you are taking your leave, and then you will only be 
reimbursed your authorized travel and transportation expenses. You will 
have to pay any expense(s) above your authorized amount.

[[Page 143]]



Sec. 302-3.223  What happens if I violate my new service agreement
under a tour renewal assignment?

    If you fail to complete your period of service under your new 
service agreement for reasons that are not acceptable to your agency, 
you must pay the Government:
    (a) All transportation and per diem expenses that you received 
during your service agreement period for tour renewal travel of you and 
your immediate family;
    (b) Transportation expenses for family members who traveled directly 
from your former post of duty to your current post of duty; and
    (c) All transportation expenses for shipment of household goods from 
your former post to your current post of duty.



Sec. 302-3.224  If I violate my new service agreement, will the
Government reimburse me for return travel and transportation to my
actual place of residence?

    If you violate your new service agreement, the Government will 
reimburse you for return travel and transportation to your actual place 
of residence only if you did not receive all of your allowances under a 
previous service agreement in which you successfully completed your 
required period of service. The Government will then authorize you 
reimbursement cost for return travel and transportation expenses from 
your former post of duty to your actual place of residence. If there is 
any additional cost you must pay the difference.

                Prior Return of Immediate Family Members



Sec. 302-3.225  If my immediate family member(s) return to the U.S.
before me, will I be reimbursed for transporting part of my household
goods with my family and the rest of my household goods when I return?

    Yes, if your family member(s) return to the U.S. before you, you 
will be reimbursed for transporting part of your household goods with 
your family and the rest of the household goods when you return as long 
as the combined weight of the two shipments does not exceed your total 
authorized weight limit.



Sec. 302-3.226  Will the Government reimburse me if I am not eligible to
return with my immediate family member(s) to the U.S. and choose to send 
them at my own expense?

    Yes, if you pay for the prior return of your eligible immediate 
family member(s), you will be reimbursed when you become eligible for 
return travel and transportation, you must provide your agency with all 
receipts and documentation to support your cost. Your agency will then 
reimburse your expenses, not to exceed your authorized allowance.



Sec. 302-3.227  If I become divorced from my spouse or terminate my 
committed relationship with my domestic partner while OCONUS will I
receive reimbursement to return my former spouse or domestic partner
and dependents to the U.S.?

    Yes, if you become divorced from your spouse or terminate your 
committed relationship with your domestic partner while OCONUS, you will 
receive reimbursement to return your former spouse or domestic partner 
and dependents to their place of actual residence within or outside 
CONUS.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, as amended by FTR Amdt. 2010-
06, 75 FR 67631, Nov. 3, 2010]



Sec. 302-3.228  Is my dependent who turned 21 while overseas entitled
to return travel to my place of actual residence at the expense of the
Government?

    Your dependent who turned 21 while overseas is entitled to return 
travel to your place of actual residence at the expense of the 
Government only if your dependent traveled overseas as your dependent 
under your TA, but not beyond the end of your current agreed tour of 
duty.

[[Page 144]]



                     Subpart D_Relocation Separation

                 Overseas to U.S. Return for Separation



Sec. 302-3.300  Must my agency pay for return relocation expenses for
my immediate family and me once I have completed my duty OCONUS?

    Yes, once you have completed your duty OCONUS as specified in your 
service agreement, your agency must pay one-way transportation expenses 
for you, for your family member(s), and for your household goods.



Sec. 302-3.301  May I transport my household goods to a location other
than my actual place of residence when I separate from the Government?

    Yes, if you have successfully completed your service agreement, you 
may transport your household goods to a location other than your actual 
place of residence when you separate from the Government. However, the 
cost cannot exceed what it would cost to your actual place of residence. 
Any additional cost will be borne by you.



Sec. 302-3.302  May my agency pay for my immediate family member(s) and
my household goods to be returned to the U.S. before I complete my service
agreement?

    Yes, your agency may pay for your immediate family member(s) and 
your household goods to be returned to the U.S. before you complete your 
service agreement. However, your reason for not completing your service 
agreement must be determined by your agency as compassionate in nature 
or for circumstances beyond your control.



Sec. 302-3.303  May I claim reimbursement for the return of my immediate
family member(s) or household goods more than once under one service
agreement?

    No, you cannot claim reimbursement for the return of your immediate 
family member(s) or household goods more than once under one service 
agreement.

                      SES Separation for Retirement



Sec. 302-3.304  Who is entitled to SES separation relocation allowances?

    You are entitled to SES separation relocation allowances if you meet 
the conditions in Sec. 302-3.307 and you are:
    (a) A career appointee to the SES as defined in 5 U.S.C. 3132(a)(4); 
or
    (b) A non-SES appointee who elects to retain SES retirement benefits 
and:
    (1) Has a basic rate of pay at Level V of the Executive Schedule or 
higher; or
    (2) Was previously a career appointee in the SES; or
    (3) Elected under 5 U.S.C. 3392(c) to retain SES retirement 
benefits; or
    (c) A Medical Center Director who:
    (1) Served as a director of a Department of Veterans Affairs medical 
center under 38 U.S.C. 4103(a)(8) as in effect on November 17, 1988; or
    (2) Separated from Government service on or after October 2, 1992; 
or
    (3) Is not covered in paragraphs (a) or (b) of this section; or
    (d) An immediate family member of an SES employee who died:
    (1) In Government service on or after January 1, 1994; or
    (2) After separating from Government service but before travel and/
or transportation authorized under this subpart were completed.



Sec. 302-3.305  Who is not eligible for SES separation relocation
expense allowances?

    You are not eligible for SES separation relocation expense 
allowances if:
    (a) You are a career appointee to an SES position, and your 
appointment is a limited term, limited emergency, or a noncareer 
appointment. (See 5 U.S.C. 3132(a)(5) through (7)); or
    (b) You are an appointee to the Government but do not meet the 
criteria status within Sec. 302-3.304.



Sec. 302-3.306  If I meet the conditions in Sec. 302-3.307, what
expenses am I allowed under separation for retirement travel?

    If you meet the conditions in Sec. 302-3.307, see item 7 of Tables A 
and C in Sec. 302.3.101.

[[Page 145]]



Sec. 302-3.307  Under what conditions may I receive separation
relocation travel for my family and me?

    You may receive separation relocation travel for you and your family 
if:
    (a) You are a career appointee as defined in 5 U.S.C. 3132(a)(4), 
and you were transferred or reassigned geographically in the interest of 
and at the expense of the Government from one official station to 
another for permanent duty from:
    (1) An SES career appointment to another SES career appointment; or
    (2) 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) A non-SES career appointment at the time of your transfer or 
assignment, which includes 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) You were eligible to receive an annuity for optional retirement 
under section 8336(a), (b), (c), (e), (f), or (j) or 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) You were 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) You were 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 8414(b) of subchapter II of chapter 84 of title 5, U.S.C.;
    (c) You separate from Federal service on or after September 22, 
1988;
    (d) You are eligible to receive an annuity upon separation (or, in 
the case of death, you 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) You have not previously received separation relocation benefits 
from the Government for retirement.



Sec. 302-3.308  Do I have to provide my agency with any special
documents before receiving reimbursement for moving expenses?

    Yes, before receiving reimbursement for moving expenses, you must 
submit a request to your agency for authorization and approval of your 
moving expenses with your tentative moving dates and the origin and 
destination location of your planned move, within the timeframe and 
format specified by your agency.



Sec. 302-3.309  Where should my travel and transportation begin?

    Your travel and shipment of your HHG should begin from your last 
official station.



Sec. 302-3.310  Where will I be authorized to separate?

    You will be authorized to separate at the place where you have 
chosen to reside within the United States.



Sec. 302-3.311  May I receive reimbursement for travel and transportation
from an alternate location other than the duty station?

    You will only be reimbursed for expenses up to the cost of travel 
and transportation expenses from your authorized official station to the 
place in the U.S. you have elected to reside. Any additional cost you 
will have to pay.



Sec. 302-3.312  Upon separation, if I elect to reside in a different
geographical area which is less than 50 miles from my official station,
will I receive reimbursement?

    No, if upon separation you elect to reside in a different 
geographical area which is less than 50 miles from your official 
station, you will not receive reimbursement.

[[Page 146]]



Sec. 302-3.313  May I have my household goods transported from more than
one location?

    Yes, you may have your household goods transported from more than 
one location. However, you will only receive reimbursement based on the 
cost of shipment from your official station, in one lot by the most 
economical route to the location where you elect to return. You will 
have to pay for any cost above what is authorized.



Sec. 302-3.314  Is there a time limit when I must begin my travel and
transportation upon separation?

    Yes, all travel and transportation of household goods must begin no 
later than six months after:
    (a) Your date of separation; or
    (b) The date of death of the employee who died before separation.



Sec. 302-3.315  May I be granted an extension to the time limit for
beginning my separation travel?

    Yes, your agency may grant you or your immediate family member(s) 
(in case of your death) an extension to the time limit for beginning 
your separation travel, for up to two years from your effective date of 
separation or death, if death occurs before separation.

[FTR Amdt. 2011-01, 76 FR 18337, Apr. 1, 2011]



            Subpart E_Employee's Temporary Change Of Station



Sec. 302-3.400  What is a ``temporary change of station (TCS)''?

    A TCS means the relocation to a new official station for a temporary 
period while performing a long-term assignment, and subsequent return to 
the previous official station upon completion of that assignment.



Sec. 302-3.401  What is the purpose of a TCS?

    A TCS provides agencies an alternative to a long-term temporary duty 
travel assignment which will increase your satisfaction and enhance 
morale, reduce your income tax liability, and save the Government money.



Sec. 302-3.402  When am I eligible for a TCS?

    You are eligible for a TCS when you are directed to perform a TCS at 
a long-term duty location, and you otherwise would be eligible for 
payment of temporary duty travel allowances authorized under chapter 301 
of this title. For exceptions, see Sec. 302-3.403.



Sec. 302-3.403  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).



Sec. 302-3.404  Under what circumstances will my agency authorize a TCS?

    Your agency will authorize a TCS when:
    (a) It is necessary to accomplish the mission of the agency 
effectively and economically, and
    (b) You are directed to perform a long-term assignment at another 
official station; or
    (c) Your agency otherwise could authorize temporary duty travel and 
pay travel allowances, including payment of subsistence expenses, under 
chapter 301 of this title for the long-term assignment; or
    (d) Your agency determines it would be more advantageous, cost and 
other factors considered, to authorize a long-term assignment; and
    (e) You meet any additional conditions your agency has established.



Sec. 302-3.405  If my agency authorizes a TCS, do I have the option of
electing payment of per diem expenses under part 301-11 of this title?

    No, you do not have the option of electing payment of per diem 
expenses

[[Page 147]]

under part 301-11 of this title if your agency authorized a TCS.



Sec. 302-3.406  How long must my assignment be for me to qualify for a
TCS?

    To qualify for a TCS, your assignment must be not less than 6 
months, nor more than 30 months.



Sec. 302-3.407  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 TCS 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. 302-3.408  What is the effect on my TCS reimbursement if my
assignment lasts more than 30 months?

    If your assignment exceeds 30 months, your agency:
    (a) Must permanently assign you to your temporary official station 
or return you to your previous official station;
    (b) May not pay for extended storage or property management services 
incurred after the last day of the thirtieth month; and
    (c) 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. 302-3.409  Is there any required minimum distance between an
official station and a TCS location that must be met for me to
qualify for a TCS?

    No, there is no required minimum distance between an official 
station and a TCS location that must be met for you to qualify for a 
TCS. However, your agency may establish the area within which it will 
not authorize a TCS.



Sec. 302-3.410  Must I sign a service agreement to qualify for a TCS?

    No, you do not need to sign a service agreement to qualify for a 
TCS.



Sec. 302-3.411  What is my official station during my TCS?

    Your official station during your TCS is the location of your TCS.

                      Expenses Paid Upon Assignment



Sec. 302-3.412  What expenses must my agency pay?

    Your agency must pay:
    (a) Travel, including per diem, for you and your immediate family 
under part 302-4 of this chapter;
    (b) Transportation and temporary storage of your household goods 
under part 302-7 of this chapter;
    (c) Extended storage when it is necessary as approved by your agency 
under part 302-8 of this chapter;
    (d) Transportation of a mobile home instead of transportation of 
household goods under part 302-10 of this chapter;
    (e) A miscellaneous expenses allowance under part 302-16 of this 
chapter;
    (f) Transportation of a privately owned vehicle(s) under part 302-9 
of this chapter; and
    (g) A relocation income tax allowance under part 302-17 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. 302-3.413  Are there other expenses that my agency may pay?

    Yes, your agency may pay:
    (a) Househunting trip expenses under part 302-5 of this chapter;
    (b) Temporary quarters subsistence expenses under part 302-6 of this 
chapter;
    (c) Reimbursement for Property Management Services under part 302-15 
of this chapter; and
    (d) Reimbursement for the cost of storing, or providing for the 
storage without charge, of one POV when assigned a TCS in support of a 
contingency operation as defined in 10 U.S.C. 1482a(c)(2) and under part 
302-9 of this chapter.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, as amended by FTR Amdt. 2011-
06, 76 FR 71889, Nov. 21, 2011]

[[Page 148]]

                     Expenses Paid During Assignment



Sec. 302-3.414  If my agency authorizes a TCS, will it pay for extended
storage of my household goods?

    Yes, if your agency authorizes a TCS, it will pay for extended 
storage when it is necessary. Extended storage expenses include:
    (a) Packing/unpacking;
    (b) Crating/uncrating;
    (c) Transporting to and from place of storage;
    (d) Charges while in storage; and
    (e) Other necessary charges directly related to storage.



Sec. 302-3.415  How long may my agency pay for extended storage of
household goods?

    Your agency may pay for extended storage of household goods for the 
duration of your TCS.



Sec. 302-3.416  Is there any limitation on the combined weight of
household goods I may transport and store at Government expense?

    Yes, the maximum combined weight is 18,000 pounds net weight. If you 
transport and/or store household goods in excess of the maximum weight 
allowance, you will be responsible for any excess cost.



Sec. 302-3.417  Will I have to pay any income tax if my agency pays
for extended storage of my household goods?

    You will be subject to income taxes on the amount of extended 
storage expenses your agency pays. However, your agency will pay you a 
relocation income tax allowance under part 302-17 of this chapter for 
substantially all of the additional Federal, State and local income 
taxes you incur on the expenses your agency pays.



Sec. 302-3.418  May my agency pay for property management services
when I am authorized a TCS?

    Your agency may 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 rent, paying the mortgage and other carrying expenses from 
rental proceeds and/or fund of the employee, and accounting for the 
transactions and providing periodic reports to the employee.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, as amended by FTR Amdt. 2011-
06, 76 FR 71889, Nov. 21, 2011]



Sec. 302-3.419  For what property may my agency pay property management
services?

    Your agency may only pay for the property from which you commuted 
to/from work on a daily basis at your previous official station.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, as amended by FTR Amdt. 2011-
06, 76 FR 71889, Nov. 21, 2011]



Sec. 302-3.420  How long may my agency pay for property management
services?

    Your agency may pay for property management services for the 
duration of your TCS.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, as amended by FTR Amdt. 2011-
06, 76 FR 71889, Nov. 21, 2011]



Sec. 302-3.421  What are the income tax consequences if my agency pays
for property management services?

    When your agency pays for property management services:
    (a) 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; and
    (b) Your agency will pay you a relocation income tax allowance under 
part 302-17 of this chapter for substantially all of the additional 
Federal, State and local income taxes you incur on the expenses your 
agency pays.

    Note to Sec. 302-3.421: You may wish to consult with a tax advisor 
to determine whether you will incur any additional tax liability, 
unrelated to your agency's payment of your

[[Page 149]]

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. 302-3.422  What expenses will my agency pay when I complete my TCS?

    Your agency will pay for 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 302-4 of this chapter;
    (b) Transportation and temporary or extended storage of your 
household goods under part 302-7 and 302-8 of this chapter;
    (c) Transportation of a mobile home instead of transportation of our 
household goods under part 302-10 of this chapter;
    (d) A miscellaneous expenses allowance under part 302-16 of this 
chapter;
    (e) Transportation of a privately owned vehicle(s) under part of 
this chapter; and
    (f) A relocation income tax allowance under part 302-17 of this 
chapter for additional income taxes you incur on payments your agency 
makes under the authority of this part for your relocation expenses.
    Note to Sec. 302-3.422: Your agency may pay temporary quarters 
subsistence expenses under part 302-6 of this chapter.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, as amended by FTR Amdt. 2011-
06, 76 FR 71889, Nov. 21, 2011]



Sec. 302-3.423  If I separate from Government service upon completion
of my TCS, what relocation expenses will my agency pay upon my separation?

    If you separate from Government service upon completion of your TCS, 
your agency will upon your separation, pay the same relocation expenses 
it would have paid had you not separated from Government service upon 
completion of your TCS.



Sec. 302-3.424  If I separate from Government service prior to completion
of my TCS, what relocation expenses will my agency pay upon my separation?

    If you separate from Government service prior to completion of your 
TCS for reasons beyond your control that are acceptable to your agency, 
your agency will pay the same relocation expenses it would pay under 
Sec. 302-3.423. If this is not the case, the expenses your agency pays 
may not exceed the reimbursement that you would have received under this 
chapter or chapter 301 of this title whichever your agency determines to 
be in the best interest of the Government.



Sec. 302-3.425  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. 302-3.422 for 
your relocation from your current temporary official station to your 
last permanent official station.

           Permanent Assignment to Temporary Official Station



Sec. 302-3.426  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. 302-3.427  What relocation allowances may my agency pay when I am 
permanently assigned to my temporary official station?

    When you are permanently assigned to your temporary official 
station, your agency may pay:
    (a) Travel, including per diem, in accordance with part 302-4 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

[[Page 150]]

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 302-11 of this 
chapter;
    (c) Property management expenses under part 302-15 of this chapter;
    (d) Relocation services under part 302-12 of this chapter;
    (e) Temporary quarters subsistence expenses in accordance with part 
302-6 of this chapter;
    (f) Transportation of household goods not previously transported to 
the temporary official station under part 302-7 of this chapter; and
    (g) Transportation of a privately owned vehicle(s) not previously 
transported to the temporary official station under Sec. 302-9.7 of this 
chapter.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, as amended by FTR Amdt. 2011-
06, 76 FR 71889, Nov. 21, 2011]



Sec. 302-3.428  If I am permanently assigned to my temporary officia
l station, is there any limitation on the weight of household goods I 
may transport at Government expense to my official station?

    Yes. If you are permanently assigned to your temporary official 
station, you are limited to 18,000 pounds net weight for household goods 
you may transport at Government expense to your official station. 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 extended 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. 302-3.429  Are there any relocation allowances my agency may not
pay if I am permanently assigned to my temporary official station?

    If you are permanently assigned to your temporary official station, 
your agency may not pay:
    (a) Expenses of a househunting trip for you and your spouse to your 
temporary official station under part 302-5 of this chapter; or
    (b) Residence transaction expenses for selling a residence or 
breaking a lease at the temporary official station under part 302-11 of 
this chapter.



                    Subpart F_Agency Responsibilities

    Note to subpart F: Use of pronouns ``we'', ``you'', and their 
variants throughout this subpart refers to the agency.



Sec. 302-3.500  What governing policies and procedures must we establish
for paying a relocation allowance under this part 302-3?

    You must establish how you will implement policies that are required 
for this part, which include;
    (a) When you will pay relocation expenses if an employee violates 
his/her service agreement;
    (b) When you will authorize separate relocation allowances to an 
employee and an employee's immediate family member that are both 
transferring to the same official station;
    (c) When you will grant an employee and/or the employee's immediate 
family member(s) an extension on beginning separation travel;
    (d) When you will allow an employee to arrange his/her own 
relocation upon separation;
    (e) When you will authorize a temporary change of station (TCS);
    (f) When you will define an area not to reimburse for a TCS;
    (g) When you will pay extended storage of household goods for TCS;
    (h) What relocation allowances you will and will not pay when an 
employee is permanently assigned to a temporary official station; and
    (i) When you will pay for the cost of storing, or provide for the 
storage without charge, of one POV when an employee is assigned a TCS in 
support of a contingency operation as defined

[[Page 151]]

in 10 U.S.C. 1482a(c)(2) and under part 302-9 of this chapter.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, as amended by FTR Amdt. 2011-
06, 76 FR 71889, Nov. 21, 2011]



Sec. 302-3.501  Must we establish any specific procedures for paying
a relocation allowance to new appointees?

    Yes, you must establish specific guidelines for paying a relocation 
allowance to new appointees. These guidelines must establish the:
    (a) Criteria in accordance with 5 CFR part 572 on how you will 
determine if a new appointee is eligible for the relocation allowances 
authorized therein; and
    (b) Procedures which will provide new appointees with information 
surrounding his/her benefits.



Sec. 302-3.502  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 extended 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) 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. The 
Withholding Tax Allowance and the Extended TDY Tax Reimbursement 
Allowance allow for the reimbursement of Federal, state, and local 
income taxes incurred as a result of taxable extended temporary duty 
assignments (see Secs. 301-11.601--301-11.605 of this Subtitle). 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 (RIT) allowance on an employee's 
TCS expense reimbursements; and
    (c) 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.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, as amended by FTR Amdt. 2014-
01, 79 FR 49645, Aug. 21, 2014]

                           Service Agreements



Sec. 302-3.503  Must we require employees to sign a service agreement?

    Yes, you must require employees to sign a service agreement if the 
employee is receiving reimbursement for relocation travel expenses, 
except as provided in Sec. 302-3.410 for a temporary change of station.



Sec. 302-3.504  What information should we include in a service agreement?

    The service agreement should include, but not be limited to the 
following:
    (a) The employee's name;
    (b) The employee's effective date of transfer or appointment;
    (c) The employee's actual place of residence at the time of 
appointment;
    (d) The name of all dependents that are authorized to travel under 
the TA;
    (e) Detailed information regarding the employee's obligation to 
repay funds spent on his/her relocation as a debt due the Government if 
the service agreement is violated;
    (f) The employee's agreed period of time (see Sec. 302-3.505) to 
remain in service; and

[[Page 152]]

    (g) The employee's signature accepting the terms of the agreement.



Sec. 302-3.505  How long must we require an employee to agree to the 
terms of a service agreement?

    You must require an employee to agree to the terms of a service 
agreement:
    (a) Within the continental United States for a period of service of 
not less than 12 months following the effective date of your transfer;
    (b) Outside the continental United States for an agreed upon period 
of service of not more than 36 months or less than 12 months following 
the effective date of transfer;
    (c) Department of Defense Overseas Dependent School System teachers 
for a period of not less than one school year as determined under 
chapter 25 of Title 20, United States Code; and
    (d) Renewal agreement travel for a period of not less than 12 months 
from the date of return to the same or different overseas duty station.



Sec. 302-3.506  May we pay relocation expenses if the employee violates
his/her service agreement?

    If an employee does not fulfill the terms of the service agreement, 
the employee is indebted to the Government for all relocation expenses 
that have been reimbursed to the employee or that have been paid 
directly by the Government. However, if the reasons for not fulfilling 
the terms of the service agreement are beyond the employee's control and 
acceptable to the agency, you may release the employee from the service 
agreement and waive any indebtedness.

                             New Appointees



Sec. 302-3.507  Once we authorize relocation expenses for new appointees
or student trainees what expenses must we pay?

    Once you authorize relocation expenses for new appointees or student 
trainees, you must pay expenses in accordance with Sec. 302-3.2.



Sec. 302-3.508  What relocation expenses are not authorized for new
appointees or student trainees?

    You must not pay any expenses to new appointees or student trainees 
for a relocation that are not listed under Sec. 302-3.2.

                     Overseas Assignment and Return



Sec. 302-3.509  What policies must we follow when appointing an
employee to an overseas assignment?

    When appointing an employee to an overseas assignment, you must:
    (a) Establish the employee's actual place of residence at the time 
of appointment and state it in his/her service agreement;
    (b) Use guidance in 8 U.S.C. 1101(33) which states that ``The term 
residence means the place of general abode; the place of general abode 
of a person means his principal, actual dwelling place in fact, without 
regard to intent'', for establishing places of residence; and
    (c) Require the employee to sign the service agreement prior to his/
her relocation.



Sec. 302-3.510  When must we pay return travel for immediate family 
members?

    You must pay transportation expenses for one-way return travel of 
immediate family members when the employee has successfully completed 
his/her service agreement period OCONUS.



Sec. 302-3.511  What must we consider when determining return travel
for immediate family member(s) for compassionate reasons prior to 
completion of the service agreement?

    You must determine that the public interest requires the return of 
the immediate family for compelling personal reasons of a humanitarian 
or compassionate nature, which may involve:
    (a) His/her physical or mental health;
    (b) The death of a member of the immediate family;
    (c) Obligations imposed by authority or circumstances over which the 
individual has no control;
    (d) The divorce or annulment of the employee's marriage; or

[[Page 153]]

    (e) A dependent that traveled to post of duty on the employee's 
authorized TA and has now reached his/her 21st birthdate.



Sec. 302-3.512  How many times are we required to pay for an employee's
return travel?

    You must pay for return travel and transportation of an employee 
only once at the end of each agreed period of service.

                      Overseas Tour Renewal Travel



Sec. 302-3.513  May we allow a travel advance for tour renewal agreement
travel?

    No, you cannot allow a travel advance for tour renewal agreement 
travel.



Sec. 302-3.514  Under what conditions must we pay for tour renewal
agreement travel?

    You must pay tour renewal agreement travel when:
    (a) The employee has completed the agreed upon period of service 
outside CONUS;
    (b) The employee has agreed to serve another OCONUS tour of duty at 
the same or different duty station; and
    (c) You have determined that the employee meets the special rules 
under Sec. 302-3.515 for Alaska or Hawaii.



Sec. 302-3.515  What special rules must we apply for reimbursement of
tour renewal travel for employees stationed, assigned, appointed or
transferred to/from Alaska or Hawaii?

    The following rules apply:
    (a) If on September 8, 1982 the employee was serving or committed to 
serve a tour of duty in Alaska or Hawaii then the employee shall 
continue to receive reimbursement for tour renewal agreement travel;
    (b) After September 8, 1982 you must determine that tour renewal 
agreement travel expenses are necessary for the purposes of recruiting 
and retaining employees and you must inform employees in writing that 
tour renewal agreement travel for the purposes of recruiting and 
retention is limited to two round trips beginning within 5 years after 
the date the employee first begins any period of consecutive tours of 
duty.

                      SES Separation for Retirement



Sec. 302-3.516  What must we do before issuing payment for SES
separation-relocation travel?

    Before issuing payment for separation-relocation travel, you must 
establish timeframes for employees to submit request for authorization 
and approval of relocation expenses.



Sec. 302-3.517  May we issue travel advances for separation relocation?

    No, travel advances for separation relocation may not be authorized.

[[Page 154]]



     SUBCHAPTER C_PERMANENT CHANGE OF STATION (PCS) ALLOWANCES FOR 
                 SUBSISTENCE AND TRANSPORTATION EXPENSES





PART 302	4_ALLOWANCES FOR SUBSISTENCE AND TRANSPORTATION
--Table of Contents



                          Subpart A_Eligibility

Sec.
302-4.1  What is a permanent change of station (PCS)?
302-4.2  Am I eligible for subsistence and transportation allowances for 
          PCS travel under this part?

                        Subpart B_Travel Expenses

302-4.100  What PCS travel expenses will my immediate family members 
          receive?
302-4.101  Must my immediate family member(s) and I begin PCS travel at 
          the old official station and end at the new official station?

                           Subpart C_Per Diem

302-4.200  What per diem rate will I receive for en route relocation 
          travel within CONUS?
302-4.201  How are my authorized en route travel days and per diem 
          determined for relocation travel?
302-4.202  Are there any circumstances in which a per diem allowance for 
          my immediate family members is not allowed?

                       Transferred Employees Only

302-4.203  How much per diem will my spouse or domestic partner receive 
          if he/she accompanies me while I am performing PCS travel?
302-4.204  If my spouse or domestic partner does not accompany me but 
          travels unaccompanied at a different time, what per diem rate 
          will he/she receive?
302-4.205  If my spouse or domestic partner and I travel on the same 
          days along the same general route by using more than one POV, 
          is my spouse or domestic partner considered unaccompanied?
302-4.206  How much per diem will my immediate family receive?

                 Subpart D_Mileage Rates for Use of POV

302-4.300  What is the POV mileage rate for PCS travel?
302-4.301  Do the rates in Sec. 302-4.300 apply if I am performing 
          overseas tour renewal agreement travel?
302-4.302  Are there circumstances that would allow me to receive a 
          higher mileage rate OCONUS?
302-4.303  For relocation within the continental United States (CONUS), 
          may I use the actual expense method of reimbursement instead 
          of the POV mileage rate specified in Sec. 302-4.300?
302-4.304  For relocation outside the continental United States 
          (OCONUS), may my agency allow actual expense reimbursement 
          instead of the POV mileage rate for PCS travel?

              Subpart E_Daily Driving Distance Requirements

302-4.400  Will I be required to drive a minimum distance per day?
302-4.401  Are there exceptions to this daily minimum?
302-4.402  Will I be required to document the circumstances causing the 
          delay?
302-4.403  Does this exception require authorization by my approving 
          official?

                   Subpart F_Use of More Than One POV

302-4.500  If I am authorized to use more than one POV, what are the 
          allowances?
302-4.501  If I use an additional POV that was not authorized for PCS 
          travel, will I be reimbursed for the additional POV?

                       Subpart G_Advance Of Funds

302-4.600  May I request an advance of funds for per diem and mileage 
          allowances for PCS travel?

                    Subpart H_Agency Responsibilities

302-4.700  What governing policies must we establish for payment of 
          allowances for subsistence and transportation expenses?
302-4.701  What PCS travel expenses must we pay?
302-4.702  What PCS travel expenses must we pay for the employee's 
          immediate family members?
302-4.703  How do we compute the per diem for an established minimum 
          driving distance per day?
302-4.704  Must we require a minimum driving distance per day?
302-4.705  What are the allowances if the employee uses more POVs than 
          authorized?

    Authority: 5 U.S.C. 5738; 20 U.S.C. 905 (a); E.O. 11609, 36 FR 
13747, 3 CFR, 1971-1973 Comp., p. 586.

[[Page 155]]


    Source: FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, unless otherwise 
noted.



                          Subpart A_Eligibility

    Note to subpart A: Use of pronouns ``I'', ``you'', and their 
variants throughout this subpart refers to the employee, unless 
otherwise noted.



Sec. 302-4.1  What is a permanent change of station (PCS)?

    A permanent change of station (PCS) is an assignment of a new 
appointee to an official station or the transfer of an employee from one 
official station to another on a permanent basis.



Sec. 302-4.2  Am I eligible for subsistence and transportation allowances
for PCS travel under this part?

    Yes, you are eligible for subsistence and transportation allowances 
for PCS travel if your agency specifically authorizes relocation 
expenses under this part and are:
    (a) Transferred employees (within or outside CONUS);
    (b) New appointees (within or outside CONUS); and
    (c) An employee(s) assigned to posts of duty outside CONUS in 
connection with either overseas tour renewal agreement travel or return 
travel to places of residence for separation.

    Note to Sec. 302-4.2: Also see tables at Secs. 302-3.2 and 302-
3.101.



                        Subpart B_Travel Expenses



Sec. 302-4.100  What PCS travel expenses will my immediate family members
receive?

    Except as specifically provided in Secs. 302-4.202 and 302-5.13, the 
rules (for TDY travel) in chapter 301 of this title will be used for 
payment of the travel expenses of your immediate family members.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, as amended by FTR Amdt. 2011-
01, 76 FR 18337, Apr. 1, 2011]



Sec. 302-4.101  Must my immediate family member(s) and I begin PCS
travel at the old official station and end at the new official station?

    No, if an alternate location is used, reimbursement is limited to 
the allowable cost by the usually traveled route between your old and 
new official stations.



                           Subpart C_Per Diem



Sec. 302-4.200  What per diem rate will I receive for en route relocation 
travel within CONUS?

    Your per diem for en route relocation travel between your old and 
new official stations will be at the standard CONUS rate (see applicable 
FTR Per Diem Bulletins available on the Internet at http://www.gsa.gov/
perdiem). You will be reimbursed in accordance with Secs. 301-11.100 
through 301-11.102 of this title.

[FTR Amdt. 2003-03, 68 FR 22314, Apr. 28, 2003]



Sec. 302-4.201  How are my authorized en route travel days and per diem
determined for relocation travel?

    Your authorized en route travel days and per diem are determined as 
follows: The number of authorized travel days is the actual number of 
days used to complete the trip, but not to exceed an amount based on a 
minimum driving distance per day determined to be reasonable by your 
agency. The minimum driving distance shall be not less than an average 
of 300 miles per calendar day. An exception to the daily minimum driving 
distance may be made when delay is beyond control of the employee, such 
as when it results from acts of God or restrictions by Government 
officials; when the employee is physically handicapped; or for other 
reasons acceptable to the agency.



Sec. 302-4.202  Are there any circumstances in which a per diem allowance
for my immediate family members is not allowed?

    Yes, per diem for your immediate family members cannot be authorized 
if you are:
    (a) A new appointee;
    (b) Assigned to posts of duty outside CONUS returning to place of 
actual residence for separation; or
    (c) Being relocated under the Government Employees Training Act (5 
U.S.C. 4109).

[[Page 156]]

                       Transferred Employees Only



Sec. 302-4.203  How much per diem will my spouse or domestic partner
receive if he/she accompanies me while I am performing PCS travel?

    The maximum amount your spouse or domestic partner may receive if 
he/she accompanies you while you are performing PCS travel is three-
fourths of your daily per diem rate.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, as amended by FTR Amdt. 2010-
06, 75 FR 67631, Nov. 3, 2010]



Sec. 302-4.204  If my spouse or domestic partner does not accompany me but
travels unaccompanied at a different time, what per diem rate will he/she
receive?

    If your spouse or domestic partner does not accompany you but 
travels unaccompanied at a different time, he/she will receive the same 
per diem rate to which you are entitled.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, as amended by FTR Amdt. 2010-
06, 75 FR 67631, Nov. 3, 2010]



Sec. 302-4.205  If my spouse or domestic partner and I travel on the same
days along the same general route by using more than one POV, is my spouse
or domestic partner considered unaccompanied?

    No; for per diem purposes, you and your spouse or domestic partner 
are considered to be traveling together if you travel on the same days 
along the same general route by using more than one POV.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, as amended by FTR Amdt. 2010-
06, 75 FR 67631, Nov. 3, 2010]



Sec. 302-4.206  How much per diem will my immediate family receive?

    Immediate family members age 12 or older receive three-fourths of 
your per diem rate, and children under 12 receive one-half of your per 
diem rate.



                 Subpart D_Mileage Rates for Use of POV



Sec. 302-4.300  What is the POV mileage rate for PCS travel?

    For approved/authorized PCS travel by POV, the mileage reimbursement 
rate is the same as the moving expense mileage rate established by the 
Internal Revenue Service (IRS) for moving expense deductions. See IRS 
guidance available on the Internet at www.irs.gov. GSA publishes the 
rate for mileage reimbursement in an FTR Bulletin on an intermittent 
basis. You may find the FTR Bulletins at www.gsa.gov/relo.

[FTR Amdt. 2007-06, 72 FR 70235, Dec. 11, 2007]



Sec. 302-4.301  Do the rates in Sec. 302-4.300 apply if I am performing
overseas tour renewal agreement travel?

    No, POV mileage must not be authorized for overseas tour renewal 
agreement travel.



Sec. 302-4.302  Are there circumstances that would allow me to receive
a higher mileage rate OCONUS?

    Yes, your agency may authorize a higher mileage rate at a rate not 
to exceed the maximum rate prescribed in Sec. 301-10.303 of this title 
when:
    (a) You are expected to use the POV on official business at the new 
official station;
    (b) The common carrier rates for the facilities provided between the 
old and new official stations, the related constructive taxicab fares to 
and from terminals, and the per diem allowances prescribed under this 
part justify a higher mileage rate as advantageous to the Government as 
determined by your agency; or
    (c) The costs of driving the POV to, from, or between official 
stations located outside CONUS justify a higher mileage rate as 
advantageous to the Government.



Sec. 302-4.303  For relocation within the continental United States
(CONUS), may I use the actual expense method of reimbursement instead 
of the POV mileage rate specified in Sec. 302-4.300?

    No, for a PCS relocation within CONUS involving POV usage, your 
agency will reimburse you at the standard mileage rate specified in 
Sec. 302-4.300.

[72 FR 35188, June 27, 2007]

[[Page 157]]



Sec. 302-4.304  For relocation outside the continental United States
(OCONUS), may my agency allow actual expense reimbursement instead of
the POV mileage rate for PCS travel?

    Yes, for an OCONUS relocation involving POV usage, your agency may 
allow reimbursement of certain actual expenses of using the POV (i.e., 
fuel plus the additional expenses listed in Sec. 301-10.304).

[FTR Amdt. 2007-06, 72 FR 70235, Dec. 11, 2007]



              Subpart E_Daily Driving Distance Requirements



Sec. 302-4.400  Will I be required to drive a minimum distance per day?

    Yes, your agency may establish a reasonable minimum driving distance 
that may be more than, but not less than an average of 300 miles per 
calendar day.



Sec. 302-4.401  Are there exceptions to this daily minimum?

    Yes, your agency may authorize exceptions to the daily minimum 
driving distance when there is a delay beyond your control such as acts 
of God, restrictions by Governmental authorities, or other acceptable 
reasons; e.g., a physical handicap or special needs. Your agency must 
have a designated approving official authorize the exception.



Sec. 302-4.402  Will I be required to document the circumstances causing
the delay?

    Yes, you must provide a statement on your travel claim explaining 
the circumstances that caused the delay.



Sec. 302-4.403  Does this exception require authorization by my 
approving official?

    Yes, authorization by your approving official is required for any 
exception to the daily minimum driving distance.



                   Subpart F_Use of More Than One POV



Sec. 302-4.500  If I am authorized to use more than one POV, what are
the allowances?

    When you are authorized to use more than one POV, the allowances 
under Secs. 302-4.300 and 302-4.302 apply for each POV.



Sec. 302-4.501  If I use an additional POV that was not authorized for
PCS travel, will I be reimbursed for the additional POV?

    No, your agency must authorize you reimbursement of the use of more 
than one POV before you are entitled to reimbursement.



                       Subpart G_Advance of Funds



Sec. 302-4.600  May I request an advance of funds for per diem and mileage
allowances for PCS travel?

    You may request advance of funds for per diem and mileage allowances 
for PCS travel, except for overseas tour renewal agreement travel.



                    Subpart H_Agency Responsibilities

    Note to subpart H: Use of pronouns ``we'', ``you'', and their 
variants throughout this subpart refers to the agency, unless otherwise 
noted.



Sec. 302-4.700  What governing policies must we establish for payment
of allowances for subsistence and transportation expenses?

    For payment of allowances for subsistence and transportation 
expenses, you must establish policy and procedures governing:
    (a) How you will implement the regulations throughout this part;
    (b) A reasonable minimum driving distance per day that may be more 
than, but not less than an average of 300 miles per calendar day when 
use of a POV is used for PCS travel and when you will authorize an 
exception;
    (c) Designation of an agency approving official who will authorize 
an exception to the daily minimum driving distance; and
    (d) When you will authorize the use of more than one POV for PCS 
travel.

[[Page 158]]



Sec. 302-4.701  What PCS travel expenses must we pay?

    Except as specifically provided in this chapter, PCS travel expenses 
you must pay are:
    (a) Per diem;
    (b) Transportation costs; and
    (c) Other travel expenses in accordance with 5 U.S.C. 5701-5709 and 
chapter 301 of this title.



Sec. 302-4.702  What PCS travel expenses must we pay for the employee's
immediate family members?

    Except as specifically provided in this chapter, the reimbursement 
limits in chapter 301 of this title govern payment of travel expenses 
you must pay for the employee's immediate family members.



Sec. 302-4.703  How do we compute the per diem for an established
minimum driving distance per day?

    Per diem for an established minimum driving distance per day is 
computed based on the lodgings-plus per diem system as described in 
Secs. 301-11.100 through 301-11.103 of this title.



Sec. 302-4.704  Must we require a minimum driving distance per day?

    Yes, you must establish a minimum driving distance not less than an 
average of 300 miles per day. However, an exception to the daily minimum 
driving distance may be made when the delay is:
    (a) Beyond control of the employee, e.g., results from acts of God 
or restrictions by Government officials;
    (b) Due to a physical handicap; or
    (c) For other reasons acceptable to you.



Sec. 302-4.705  What are the allowances if the employee uses more
POVs than authorized?

    If the employee uses more POVs than authorized, reimbursement will 
be made as if all persons traveled in the number of POVs that you 
authorized.



PART 302	5_ALLOWANCE FOR HOUSEHUNTING TRIP EXPENSES
--Table of Contents



      Subpart A_Employee's Allowance for Househunting Trip Expenses

Sec.
302-5.1  What is a ``househunting trip''?
302-5.2  What is the purpose of the househunting trip expenses 
          allowance?
302-5.3  Am I eligible for a househunting trip expenses allowance?
302-5.4  Who is not eligible for a househunting trip expenses allowance?
302-5.5  Must my agency authorize payment of a househunting trip 
          expenses allowance?
302-5.6  Under what circumstances will I receive a househunting trip 
          expenses allowance?
302-5.7  Who may travel on a househunting trip at Government expense?
302-5.8  How many househunting trips may my agency authorize in 
          connection with a particular transfer?
302-5.9  May my spouse and I perform separate househunting trips at 
          Government expense?
302-5.10  How soon may I and/or my spouse begin a househunting trip?
302-5.11  Is there a time limit on the duration of a househunting trip?
302-5.12  When must my househunting trip be completed?
302-5.13  What methods may my agency use to reimburse me for 
          househunting trip expenses?
302-5.14  What transportation expenses will my agency pay?
302-5.15  Must I document my househunting trip expenses to receive 
          reimbursement?
302-5.16  May I receive an advance of funds for househunting trip 
          expenses?
302-5.17  Am I in a duty status when I perform a househunting trip?
302-5.18  May I retain any balance left over from my househunting 
          reimbursement if my lump sum is more than adequate to cover my 
          househunting trip?

                    Subpart B_Agency Responsibilities

302-5.100  How should we administer the househunting trip expenses 
          allowance?
302-5.101  What governing policies must we establish for the 
          househunting trip expenses allowance?
302-5.102  Under what circumstances may we authorize a househunting 
          trip?
302-5.103  What modes of transportation may we authorize for a 
          househunting trip?
302-5.104  What factors must we consider in determining whether to offer 
          an employee the fixed amount househunting trip subsistence 
          expense reimbursement option?


[[Page 159]]


    Authority: 5 U.S.C. 5738; 20 U.S.C. 905(a); E.O. 11609, as amended, 
3 CFR, 1971-1975 Comp., p. 586.

    Source: FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, unless otherwise 
noted.



      Subpart A_Employee's Allowance For Househunting Trip Expenses

    Note to subpart A: Use of the pronouns ``I'' and ``you'' throughout 
this subpart refers to the employee.



Sec. 302-5.1  What is a ``househunting trip''?

    The term ``househunting trip'' refers to a trip made by the employee 
and/or spouse to your new official station locality to find permanent 
living quarters to rent or purchase. The term ``living quarters'' in 
this part includes apartments, condominiums, and cooperatives in 
addition to townhouses and single family homes.



Sec. 302-5.2  What is the purpose of the househunting trip expenses
allowance?

    The allowance for househunting trip expenses is intended to 
facilitate and expedite the employee's move from your old official 
station to your new official station and to lower the Government's 
overall cost for the employee's relocation by reducing the amount of 
time an employee must occupy temporary quarters. The allowance for 
househunting trip expenses provides the employee and/or spouse a period 
of time to concentrate on finding a suitable permanent residence at the 
new official station and thereby expedites the employee's relocation.



Sec. 302-5.3  Am I eligible for a househunting trip expenses allowance?

    You are eligible for a househunting trip expenses allowance if you 
are an employee who is authorized to transfer, and in addition:
    (a) Both your old and new official stations are located within the 
United States;
    (b) You are not assigned to Government or other prearranged housing 
at your new official station; and
    (c) Your old and new official stations are 75 or more miles apart 
(as measured by map distance) via a usually traveled surface route.



Sec. 302-5.4  Who is not eligible for a househunting trip expenses
allowance?

    New appointees and employees assigned under the Government Employees 
Training Act (5 U.S.C. 4109) are not eligible for a househunting trip 
expenses allowance.



Sec. 302-5.5  Must my agency authorize payment of a househunting trip
expenses allowance?

    No, your agency determines when it is in the Government's interest 
to authorize you a househunting trip and the procedures you must follow 
if it is authorized.



Sec. 302-5.6  Under what circumstances will I receive a househunting
trip expenses allowance?

    You will receive a househunting trip expenses allowance if:
    (a) Your agency authorized you to perform a househunting trip in 
advance of the travel (the agency authorization must specify the mode of 
transportation and the period of time allowed for the trip);
    (b) You have signed a service agreement;
    (c) Your agency has established, and informed you of, the date you 
are to report to your new official station; and
    (d) You meet any additional conditions your agency has established.



Sec. 302-5.7  Who may travel on a househunting trip at Government
expense?

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



Sec. 302-5.8  How many househunting trips may my agency authorize in
connection with a particular transfer?

    Your agency may authorize only one round trip for you and/or your 
spouse in connection with a particular transfer.

[[Page 160]]



Sec. 302-5.9  May my spouse and I perform separate househunting trips
at Government expense?

    Yes, however, your reimbursement will be limited to the cost that 
would have been incurred if you and your spouse had traveled together on 
one round trip.



Sec. 302-5.10  How soon may I and/or my spouse begin a househunting
trip?

    You may begin your househunting trip as soon as your agency has 
notified you of your transfer and issued a travel authorization for a 
househunting trip. To take maximum advantage of your trip, however, it 
is very important that you become familiar as quickly as you can with 
your new official station area (e.g., housing market conditions, school 
locations, etc.). If you are selling your residence at your old official 
station, you should not begin your househunting trip until you have a 
current appraisal of the value of the residence so that you can more 
accurately determine the appropriate price range of residences to 
consider during your househunting trip.



Sec. 302-5.11  Is there a time limit on the duration of a househunting
trip?

    A househunting trip should be for a reasonable period, not to exceed 
10 calendar days, as authorized by your agency under Sec. 302-5.101(d).



Sec. 302-5.12  When must my househunting trip be completed?

    You and/or your spouse must complete your househunting trip as 
indicated in the following table:

------------------------------------------------------------------------
                                          Your househunting trip must be
                  For                              completed by
------------------------------------------------------------------------
You....................................  The day before you report to
                                          your new Official station.
Your spouse............................  The earlier of:
                                         (a) The day before your family
                                          relocates to your new official
                                          station; or
                                         (b) The day before the maximum
                                          time for beginning allowable
                                          travel expires (see Sec.  302-
                                          2.100 of this chapter).
------------------------------------------------------------------------



Sec. 302-5.13  What methods may my agency use to reimburse me for
househunting trip expenses?

    Your agency will reimburse your househunting trip expenses as 
indicated in the following table:

------------------------------------------------------------------------
                  For                           You are reimbursed
------------------------------------------------------------------------
You and/or your spouse's transportation  Your actual transportation
 expenses.                                costs.
You and/or your spouse's subsistence     One of the following two:
 expenses.                               (a) A per diem allowance at the
                                          standard CONUS rate (see http:/
                                          /www.gsa.gov/perdiem), for you
                                          and/or your spouse if you
                                          travel separately, or if you
                                          both travel together, the
                                          standard CONUS rate multiplied
                                          by 1.75), for the 10 days or
                                          less that your agency
                                          authorizes for you; or
                                         (b) Only if offered by your
                                          agency and chosen by you, a
                                          lump sum, as follows:
                                            (1) If you perform a
                                             househunting trip and your
                                             spouse does not, or if your
                                             spouse performs a
                                             househunting trip and you
                                             do not, multiply the
                                             applicable locality per
                                             diem rate by 5.00 (see
                                             http://www.gsa.gov/
                                             perdiem).
                                            (2) If you and your spouse
                                             both perform a househunting
                                             trip, together or
                                             separately, multiply the
                                             applicable locality per
                                             diem rate by 6.25 (see
                                             http://www.gsa.gov/
                                             perdiem).
------------------------------------------------------------------------


[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, as amended by FTR Amdt. 108, 
67 FR 57969, Sept. 13, 2002; FTR Amdt. 2011-01, 76 FR 18337, Apr. 1, 
2011]



Sec. 302-5.14  What transportation expenses will my agency pay?

    (a) Your agency will authorize you to travel by any transportation 
mode(s) (e.g., common carrier or POV) that it determines to be 
advantageous to the Government. Your agency will pay for your 
transportation expenses by the authorized mode(s). If you travel by one 
or more mode(s) other than the one(s) authorized by your agency, your 
agency will pay your transportation expenses up to the constructive cost 
of transportation by the authorized mode(s). For trips of less than 250 
miles, your agency will authorize travel by POV, unless there are 
reasons for not using a POV that are acceptable to the agency (e.g., 
traveler is physically impaired, does not own or lease a POV, has only 
one POV that is used for family transportation, or the POV is not 
roadworthy for such a trip). POV mileage reimbursement will be in 
accordance with Sec. 302-4.300 of this chapter.
    (b) Unless the agency performs a written cost comparison that 
demonstrates cost savings, only common

[[Page 161]]

carrier may be authorized for trips with a distance of 250 miles or 
more.

[FTR Amdt. 2011-01, 76 FR 18337, Apr. 1, 2011]



Sec. 302-5.15  Must I document my househunting trip expenses to receive
reimbursement?

    To receive reimbursement for househunting trip transportation 
expenses you must itemize your transportation expenses and provide 
receipts as required by Secs. 301-11.25, 301-11.306 and 301-52.4(b) of 
chapter 301. For lump sum househunting trip subsistence reimbursement, 
you do not need to document your subsistence expenses. For per diem 
househunting trip subsistence expense reimbursement, you must itemize 
your lodging expenses and you must provide receipts as required by 
Secs. 301-7.9(b), 301-11.25, 301-11.306 and 301-52.4(b) of chapter 301.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, as amended by FTR Amdt. 108, 
67 FR 57969, Sept. 13, 2002; FTR Amdt. 2011-01, 76 FR 18337, Apr. 1, 
2011]



Sec. 302-5.16  May I receive an advance of funds for househunting trip
expenses?

    Your agency may authorize an advance of funds, in accordance with 
Secs. 302-2.23, 302-2.24, and 302-2.25 of this chapter, for your 
househunting trip expenses. Your agency may not advance you funds in 
excess of the sum of your anticipated transportation costs and either 
the maximum per diem allowable under part 302-4 of this chapter for the 
location and duration of your househunting trip or your lump sum 
househunting trip subsistence expenses payment, whichever applies.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, as amended by FTR Amdt. 2011-
01, 76 FR 18337, Apr. 1, 2011; FTR Amdt. 2014-01, 79 FR 49645, Aug. 21, 
2014]



Sec. 302-5.17  Am I in a duty status when I perform a househunting trip?

    Yes, you are in a duty status when you perform a househunting trip.



Sec. 302-5.18  May I retain any balance left over from my househunting
reimbursement if my lump sum is more than adequate to cover my
househunting trip?

    Yes, if your lump sum househunting amount is more than adequate to 
cover your househunting expenses any balance belongs to you.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, as amended by FTR Amdt. 2011-
01, 76 FR 18337, Apr. 1, 2011]



                    Subpart B_Agency Responsibilities

    Note to subpart B: Use of pronouns ``we'', ``you'', and their 
variants throughout this subpart refers to the agency.



Sec. 302-5.100  How should we administer the househunting trip expenses
allowance?

    You should administer the househunting trip expenses allowance to 
minimize or avoid its use when other satisfactory and more economical 
arrangement are available.



Sec. 302-5.101  What governing policies must we establish for the
househunting trip expenses allowance?

    You must establish policies and procedures governing:
    (a) When you will authorize a househunting trip for an employee;
    (b) Who will determine if a househunting trip is appropriate in each 
situation;
    (c) If and when you will authorize the lump sum option for 
househunting trip subsistence expenses reimbursement;
    (d) Who will determine the appropriate duration of a househunting 
trip for an employee who selects a per diem allowance under part 302-4 
of this chapter to reimburse househunting trip subsistence expenses; and
    (e) Who will determine the mode(s) of transportation to be used.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, as amended by FTR Amdt. 2011-
01, 76 FR 18336, Apr. 1, 2011]

[[Page 162]]



Sec. 302-5.102  Under what circumstances may we authorize a househunting
trip?

    You may authorize a househunting trip on an individual-case basis 
when the employee has accepted the transfer and his/her circumstances 
indicate that a househunting trip actually is needed. You may not 
authorize a househunting trip when the purpose of the trip is to assist 
the employee in deciding whether he or she will accept the transfer.



Sec. 302-5.103  What modes of transportation may we authorize for a
househunting trip?

    (a) When the new official station is less than 250 miles from the 
old official station, the required mode of transportation is POV, unless 
there are reasons for not using a POV that are acceptable to the you 
(e.g., traveler is physically impaired, does not own or lease a POV, has 
only one POV which is used for family transportation, or the POV is not 
roadworthy for such a trip). Reimbursement for POV mileage is at the 
rate prescribed in Sec. 302-4.300 of this subchapter.
    (b) When the new official station is 250 miles or more from the old 
official station, the preferred mode of transportation is common 
carrier. However, you may authorize the use of POV for a househunting 
trip longer than 250 miles, provided you complete a written cost 
comparison in accordance with Sec. 302-5.14(b).

[FTR Amdt. 2011-01, 76 FR 18337, Apr. 1, 2011]



Sec. 302-5.104  What factors must we consider in determining whether
to offer an employee the fixed amount househunting trip subsistence
expense reimbursement option?

    You must consider the following factors:
    (a) Ease of administration. Payment of a per diem allowance under 
part 302-4 of this chapter requires you to review claims for the 
validity, accuracy, and reasonableness of each expense amount, except 
for meals and incidental expenses. Lump sum househunting trip 
subsistence expenses reimbursement is easier to administer because you 
do not have to review expense amounts.
    (b) Cost considerations. You must weigh the cost of each 
reimbursement option on a case-by-case basis.
    (c) Treatment of employees. The employee is allowed to choose 
between a per diem allowance under part 302-4 of this chapter and lump 
sum househunting trip subsistence expenses reimbursement when you offer 
the lump sum reimbursement method. You therefore should weigh employee 
morale and productivity considerations against actual cost 
considerations in determining which method to offer.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001. Redesignated and amended by 
FTR Amdt. 2011-01, 76 FR 18337, 18338, Apr. 1, 2011]



PART 302	6_ALLOWANCE FOR TEMPORARY QUARTERS SUBSISTENCE EXPENSES
--Table of Contents



                         Subpart A_General Rules

Sec.
302-6.1  What are ``temporary quarters?''
302-6.2  What are ``temporary quarters subsistence expenses (TQSE)''?
302-6.3  What is the purpose of the TQSE allowance?
302-6.4  Am I eligible for a TQSE allowance?
302-6.5  Who is not eligible for a TQSE allowance?
302-6.6  Must my agency authorize payment of a TQSE allowance?
302-6.7  Under what circumstances will I receive a TQSE allowance?
302-6.8  Who may occupy temporary quarters at Government expense?
302-6.9  Where may I/we occupy temporary quarters at Government expense?
302-6.10  May my immediate family and I occupy temporary quarters at 
          different locations?
302-6.11  What methods may my agency use to reimburse me for TQSE?
302-6.12  Must I document my TQSE to receive reimbursement?
302-6.13  How soon may I/we begin occupying temporary quarters at 
          Government expense?
302-6.14  How is my TQSE allowance affected if my temporary quarters 
          become my permanent residence quarters?
302-6.15  May I receive an advance of funds for TQSE?
302-6.16  May I receive a TQSE allowance if I am receiving another 
          subsistence expenses allowance?
302-6.17  Am I eligible for a TQSE allowance if I transfer to a foreign 
          area?
302-6.18  May I be reimbursed for transportation expenses incurred while 
          I am occupying temporary quarters?

[[Page 163]]

              Subpart B_Actual TQSE Method of Reimbursement

302-6.100  What am I paid under the actual TQSE reimbursement method?
302-6.101  May my agency reduce my TQSE allowance below the ``maximum 
          allowable amount''?
302-6.102  What is the ``applicable per diem rate'' under the actual 
          TQSE reimbursement method?
302-6.103  What is the latest period for which actual TQSE reimbursement 
          may begin?
302-6.104  How long may I be authorized to claim actual TQSE 
          reimbursement?
302-6.105  What is a ``compelling reason'' warranting extension of my 
          authorized period for claiming an actual TQSE reimbursement?
302-6.106  May I interrupt occupancy of temporary quarters?
302-6.107  What effect do partial days of temporary quarters occupancy 
          have on my authorized period for claiming actual TQSE 
          reimbursement?
302-6.108  When does my authorized period for claiming actual TQSE 
          reimbursement end?
302-6.109  May the period for which I am authorized to claim actual TQSE 
          reimbursement for myself be different from that of my 
          immediate family?
302-6.110  What effect do partial days have on my actual TQSE 
          reimbursement?
302-6.111  May I and/or my immediate family occupy temporary quarters 
          longer than the period for which I am authorized to claim 
          actual TQSE reimbursement?

                       Subpart C_Lump Sum Payment

302-6.200  What am I paid under the TQSE lump sum payment method?
302-6.201  How do I determine the amount of my TQSE lump sum payment?
302-6.202  Will I receive additional TQSE reimbursement if my TQSE lump 
          sum payment is not adequate to cover my actual TQSE?
302-6.203  May I retain any balance left over from my TQSE lump sum 
          payment if such payment is more than adequate?
302-6.204  Am I required to file a voucher after occupying temporary 
          quarters if I selected the TQSE lump sum payment?

                    Subpart D_Agency Responsibilities

302-6.300  How should we administer the TQSE allowance?
302-6.301  What governing policies must we establish for the TQSE 
          allowance?
302-6.302  Under what circumstances may we authorize the TQSE allowance?
302-6.303  What factors should we consider in determining whether the 
          TQSE allowance is actually necessary?
302-6.304  What factors should we consider in determining whether to 
          offer an employee a lump sum payment option for TQSE?
302-6.305  Must we require transferees to sign a statement that TQSE 
          will be incurred?
302-6.306  When must we make the lump sum TQSE payment to the 
          transferee?
302-6.307  What factors should we consider in determining whether 
          quarters are temporary?

    Authority: 5 U.S.C. 5738; 20 U.S.C. 905(a); E.O. 11609, as amended, 
3 CFR, 1971-1975 Comp., p. 586.

    Source: FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, unless otherwise 
noted.



                         Subpart A_General Rules

    Note to subpart A: Use of pronouns ``I'', ``you'', and their 
variants throughout this subpart refers to the employee, unless 
otherwise noted.



Sec. 302-6.1  What are ``temporary quarters?'

    The term ``temporary quarters'' refers to lodging obtained for the 
purpose of temporary occupancy from a private or commercial source.



Sec. 302-6.2  What are ``temporary quarters subsistence expenses (TQSE)''?

    ``Temporary quarters subsistence expenses'' or ``TQSE'' are 
subsistence expenses incurred by an employee and/or his/her immediate 
family while occupying temporary quarters. TQSE does not include 
transportation expenses incurred during occupancy of temporary quarters 
(see Sec. 302-6.18 for details).

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, as amended by FTR Amdt. 2010-
02, 75 FR 24437, May 5, 2010]



Sec. 302-6.3  What is the purpose of the TQSE allowance?

    The TQSE allowance is intended to reimburse an employee reasonably 
and equitably for subsistence expenses incurred when it is necessary to 
occupy temporary quarters.



Sec. 302-6.4  Am I eligible for a TQSE allowance?

    You are eligible for a TQSE allowance if you are an employee who is 
authorized to transfer; and
    (a) Your new official station is located within the United States; 
and

[[Page 164]]

    (b) Your old and new official stations are 50 miles or more apart 
(as measured by map distance) via a usually traveled surface route.



Sec. 302-6.5  Who is not eligible for a TQSE allowance?

    New appointees, employees assigned under the Government Employees 
Training Act (5 U.S.C. 4109), and employees returning from an overseas 
assignment for the purpose of separation are not eligible for a TQSE 
allowance.



Sec. 302-6.6  Must my agency authorize payment of a TQSE allowance?

    No, your agency determines whether it is in the Government's 
interest to pay TQSE.



Sec. 302-6.7  Under what circumstances will I receive a TQSE allowance?

    You will receive a TQSE allowance if:
    (a) Your agency authorizes it before you occupy the temporary 
quarters (the agency authorization must specify the period of time 
allowed for you to occupy temporary quarters);
    (b) You have signed a service agreement; and
    (c) You meet any additional conditions your agency has established.



Sec. 302-6.8  Who may occupy temporary quarters at Government expense?

    Only you and/or your immediate family may occupy temporary quarters 
at Government expense.



Sec. 302-6.9  Where may I/we occupy temporary quarters at Government
expense?

    You and/or your immediate family may occupy temporary quarters at 
Government expense within reasonable proximity of your old and/or new 
official stations. Neither you nor your immediate family may be 
reimbursed for occupying temporary quarters at any other location, 
unless justified by special circumstances that are reasonably related to 
your transfer.



Sec. 302-6.10  May my immediate family and I occupy temporary quarters
at different locations?

    Yes. For example, if you must vacate your home at the old official 
station and report to the new official station and your family remains 
behind until the end of the school year, you may need to occupy 
temporary quarters at the new official station while your family 
occupies temporary quarters at the old official station.



Sec. 302-6.11  What methods may my agency use to reimburse me for TQSE?

    Your agency will reimburse you for TQSE under the actual expense 
method unless it permits the ``lump sum'' reimbursement method as an 
alternative. If your agency makes both methods available to you, you may 
select the one you prefer.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, as amended by FTR Amdt. 2011-
01, 76 FR 18338, Apr. 1, 2011]



Sec. 302-6.12  Must I document my TQSE to receive reimbursement?

    For lump sum TQSE reimbursement, you do not document your TQSE. For 
actual TQSE reimbursement, you must document your TQSE by itemizing each 
expense and providing receipts as required by Secs. 301-11.25, 301-
11.306 and 301-52.4(b) of this title.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, as amended by FTR Amdt. 2011-
01, 76 FR 18338, Apr. 1, 2011]



Sec. 302-6.13  How soon may I/we begin occupying temporary quarters at
Government expense?

    As soon as your agency has authorized you to receive a TQSE 
allowance and you have signed a service agreement.



Sec. 302-6.14  How is my TQSE allowance affected if my temporary 
quarters become my permanent residence quarters?

    If your temporary quarters become your permanent residence quarters, 
you may receive a TQSE allowance only if you show in a manner 
satisfactory to your agency that you initially intended to occupy the 
quarters temporarily.



Sec. 302-6.15  May I receive an advance of funds for TQSE?

    Yes, if authorized in accordance with Secs. 302-2.23, 302-2.24, and 
302-2.25 of this chapter, your agency may advance the amount of funds 
necessary to cover

[[Page 165]]

your estimated TQSE expenses for up to 30 days. Your agency subsequently 
may advance additional funds for periods up to 30 days.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, as amended by FTR Amdt. 2011-
01, 76 FR 18338, Apr. 1, 2011; FTR Amdt. 2014-01, 79 FR 49645, Aug. 21, 
2014]



Sec. 302-6.16  May I receive a TQSE allowance if I am receiving another
subsistence expenses allowance?

    No, with one exception. You may receive a cost-of-living allowance 
payable under 5 U.S.C. 5941 in addition to a TQSE allowance.



Sec. 302-6.17  Am I eligible for a TQSE allowance if I transfer to a
foreign area?

    No, you may not receive a TQSE allowance under this part when you 
transfer to an area outside the United States. However, you may qualify 
for a comparable allowance under the Standardized Regulations 
(Government Civilians, Foreign Areas) prescribed by the Department of 
State.



Sec. 302-6.18  May I be reimbursed for transportation expenses incurred
while I am occupying temporary quarters?

    Transportation expenses incurred in the vicinity of the temporary 
quarters are not TQSE, and therefore, there is no authority to pay such 
expenses under TQSE.

[FTR Amdt. 2010-02, 75 FR 24437, May 5, 2010]



              Subpart B_Actual TQSE Method of Reimbursement



Sec. 302-6.100  What am I paid under the actual TQSE reimbursement method?

    Your agency will pay your actual TQSE incurred, provided the 
expenses are reasonable and do not exceed the maximum allowable amount. 
The ``maximum allowable amount'' is the ``maximum daily amount'' 
multiplied by the number of days you actually incur TQSE not to exceed 
the number of days authorized, taking into account that the rates change 
after 30 days in temporary quarters. The ``maximum daily amount'' is 
determined by adding the rates in the following table for you and each 
member of your immediate family authorized to occupy temporary quarters:

----------------------------------------------------------------------------------------------------------------
                                       The ``maximum daily amount'' of TQSE under the actual expense method that
                                      --------------------------------------------------------------------------
                                                                    Your accompanied
                                           You and/or your          spouse, domestic         A member of your
                                       unaccompanied spouse or   partner or a member of  immediate family who is
                                         domestic partner \1\    your immediate family       under age 12 may
                                            may receive is       who is age 12 or older         receive is
                                                                     may receive is
----------------------------------------------------------------------------------------------------------------
For:
    The first 30 days of temporary     The applicable per diem  .75 times the            .5 times the applicable
     quarters.                          rate.                    applicable per diem      per diem rate.
                                                                 rate.
    Any additional days of temporary   .75 times the            .5 times the applicable  .4 times the applicable
     quarters.                          applicable per diem      per diem rate.           per diem rate.
                                        rate.
----------------------------------------------------------------------------------------------------------------
\1\ (That is, when the spouse or domestic partner necessarily occupies temporary quarters in lieu of the
  employee or in a location separate from the employee.)


[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, as amended by FTR Amdt. 2010-
06, 75 FR 67631, Nov. 3, 2010]



Sec. 302-6.101  May my agency reduce my TQSE allowance below the
``maximum allowable amount''?

    Yes, if the estimated daily amount of your TQSE is determined in 
advance to be lower than the maximum daily amount, your agency may 
reduce the maximum allowable amount to your expected expenses.

[[Page 166]]



Sec. 302-6.102  What is the ``applicable per diem rate'' under the 
actual TQSE reimbursement method?

    The ``applicable per diem rate'' under the actual TQSE reimbursement 
method is as follows:

------------------------------------------------------------------------
                                            The applicable per diem rate
     For temporary quarters located in                   is
------------------------------------------------------------------------
The continental United States (CONUS).....  The standard CONUS rate.
Outside the Continental United States       The locality rate
 (OCONUS).                                   established by the
                                             Secretary of Defense or the
                                             Secretary of State under
                                             Sec.  301-11.6 of this
                                             title.
------------------------------------------------------------------------



Sec. 302-6.103  What is the latest period for which actual TQSE 
reimbursement may begin?

    The period must begin before the maximum time for beginning 
allowable travel and transportation under Sec. 302-2.9.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, as amended by FTR Amdt. 2014-
01, 79 FR 49645, Aug. 21, 2014]



Sec. 302-6.104  How long may I be authorized to claim actual TQSE
reimbursement?

    Your agency may authorize you to claim actual TQSE in increments of 
30-days or less, not to exceed 60 consecutive days. However, if your 
agency determines that there is a compelling reason for you to continue 
occupying temporary quarters after 60 consecutive days, it may authorize 
an extension of up to 60 additional consecutive days. Under no 
circumstances may you be authorized reimbursement for actual TQSE for 
more than a total of 120 consecutive days.



Sec. 302-6.105  What is a ``compelling reason'' warranting extension of
my authorized period for claiming an actual TQSE reimbursement?

    A ``compelling reason'' is an event that is beyond your control and 
is acceptable to your agency. Examples include, but are not limited to 
when:
    (a) Delivery of your household goods to your new residence is 
delayed due to strikes, customs clearance, hazardous weather, fires, 
floods or other acts of God, or similar events.
    (b) You cannot occupy your new permanent residence because of 
unanticipated problems (e.g., delay in settlement on the new residence, 
or short-term delay in construction of the residence).
    (c) You are unable to locate a permanent residence which is adequate 
for your family's needs because of housing conditions at your new 
official station.
    (d) Sudden illness, injury, your death or the death of your 
immediate family member; or
    (e) Similar reasons.



Sec. 302-6.106  May I interrupt occupancy of temporary quarters?

    Yes, your authorized period for claiming actual TQSE reimbursement 
is measured on consecutive days, and once begun, normally continues to 
run whether or not you occupy temporary quarters. You may, however, 
interrupt your authorized period for claiming actual TQSE reimbursement 
in the following instances:
    (a) For the time allowed for en route travel between the old and new 
official stations;
    (b) For circumstances attributable to official necessity such as an 
intervening temporary duty assignment or military duty; or
    (c) For a non-official necessary interruption such as 
hospitalization, approved sick leave, or other reason beyond your 
control and acceptable to your agency.



Sec. 302-6.107  What effect do partial days of temporary quarters
occupancy have on my authorized period for claiming actual TQSE
reimbursement?

    Occupancy of temporary quarters for less than a whole day 
constitutes one full day of your authorized period. (However, see 
Sec. 302-6.110 regarding en route travel.)



Sec. 302-6.108  When does my authorized period for claiming actual
TQSE reimbursement end?

    The period ends at midnight on the earlier of:
    (a) The day preceding the day you and/or any member of your 
immediate family occupies permanent residence quarters.
    (b) The day your authorized period for claiming actual TQSE 
reimbursement expires.

[[Page 167]]



Sec. 302-6.109  May the period for which I am authorized to claim actual
TQSE reimbursement for myself be different from that of my immediate
family?

    No, the eligibility period for which you are authorized to claim 
actual TQSE reimbursement for yourself and for each member of your 
immediate family must run concurrently.



Sec. 302-6.110  What effect do partial days have on my actual TQSE 
reimbursement?

    You may not receive reimbursement under both the actual TQSE 
allowance and another subsistence expenses allowance within the same 
day, with one exception. If you claim TQSE reimbursement on the same day 
that en route travel per diem ends, your en route travel per diem will 
be computed under applicable partial day rules and you also may be 
reimbursed for actual TQSE you incur after 6 p.m. of that day.



Sec. 302-6.111  May I and/or my immediate family occupy temporary quarters
longer than the period for which I am authorized to claim actual TQSE
reimbursement?

    Yes, but you will not be reimbursed for any of the expenses you 
incur during the unauthorized period.



                       Subpart C_Lump Sum Payment

    Source: FTR Amdt. 2011-01, 76 FR 18338, Apr. 1, 2011, unless 
otherwise noted.



Sec. 302-6.200  What am I paid under the TQSE lump sum payment method?

    If your agency offers, and you select the lump sum TQSE payment, you 
are paid a lump sum for each day authorized up to 30 days. The maximum 
number of days that may be used for the TQSE lump sum calculation is 30; 
no extensions are allowed under the lump sum payment method.



Sec. 302-6.201  How do I determine the amount of my TQSE lump sum payment?

    (a) For yourself, multiply the number of days your agency authorizes 
TQSE by .75 times the maximum per diem rate (that is, lodging plus meals 
and incidental expenses) prescribed by Sec. 301-11.6 of this subtitle 
for the locality at the old or new official station or combination 
thereof, wherever TQ will be occupied. Please note that for non-foreign 
OCONUS, the Department of Defense Per Diem, Travel and Transportation 
Allowances Committee establishes the per diem rate, and for foreign 
OCONUS, the Department of State establishes the per diem rates.
    (b) For each member of your immediate family, multiply the same 
number of days by .25 times the same per diem rate, as described in 
paragraph (a) of this section.
    (c) Your lump sum payment will be the sum of the calculations in 
paragraphs (a) and (b) of this section.



Sec. 302-6.202  Will I receive additional TQSE reimbursement if my TQSE
lump sum payment is not adequate to cover my actual TQSE?

    No, you will not receive additional TQSE reimbursement if the lump 
sum payment is not adequate to cover your actual TQSE.



Sec. 302-6.203  May I retain any balance left over from my TQSE lump sum
payment if such payment is more than adequate?

    Yes, if your lump sum TQSE payment is more than adequate to cover 
your actual TQSE expenses, any balance belongs to you. (E.g., if your 
agency authorizes and you accept a lump sum payment for 15 days of TQSE 
and you vacate TQ after 10 days for any reason, you would retain the 
remaining balance for the 5 days of TQSE not incurred).



Sec. 302-6.204  Am I required to file a voucher after occupying temporary
quarters if I selected the TQSE lump sum payment?

    No, you are not required to file a voucher after occupying temporary 
quarters if you have selected the lump sum payment. The intent of the 
lump sum payment is to simplify the process and eliminate the need for 
filing a voucher. However, your agency may require that you sign a 
voucher or other document before they pay your lump sum TQSE to you, and 
your agency may at any time request proof that you actually occupied TQ, 
even if not

[[Page 168]]

for the full length of time on which the lump sum calculation was based. 
In the absence of sufficient proof of TQSE occupancy, your agency may 
demand repayment of the TQSE lump sum payment in accordance with 
Sec. 302-6.305.



                    Subpart D_Agency Responsibilities

    Note to subpart D: Use of pronouns ``we'', ``you'', and their 
variants throughout this subpart refers to the agency.



Sec. 302-6.300  How should we administer the TQSE allowance?

    Temporary quarters should be used only if, and only for as long as, 
necessary until the employee and/or his/her immediate family can move 
into permanent residence quarters. You must administer the TQSE 
allowance to minimize or avoid other relocation expenses.



Sec. 302-6.301  What governing policies must we establish for the TQSE
allowance?

    You must establish policies and procedures governing:
    (a) When you will authorize temporary quarters for employees;
    (b) Who will determine if temporary quarters is appropriate in each 
situation;
    (c) If and when you will authorize the lump sum option for TQSE 
reimbursement;
    (d) Who will determine the appropriate period of time for which TQSE 
reimbursement will be authorized, including approval of extensions and 
interruptions of temporary quarters occupancy; and
    (e) Who will determine whether quarters were indeed temporary, if 
there is any doubt.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, as amended by FTR Amdt. 2011-
01, 76 FR 18338, Apr. 1, 2011]



Sec. 302-6.302  Under what circumstances may we authorize the TQSE
allowance?

    You may authorize a TQSE allowance on an individual-case basis when 
use of temporary quarters is justified in connection with an employee's 
transfer to a new official station. You may not authorize a TQSE 
allowance for vacation purposes or other reasons unrelated to the 
transfer.



Sec. 302-6.303  What factors should we consider in determining whether
the TQSE allowance is actually necessary?

    The factors you should consider include:
    (a) The length of time the employee should reasonably be expected to 
occupy his/her residence at the old official station prior to reporting 
for duty at the new official station. An employee and his/her immediate 
family should continue to occupy the residence at the old official 
station for as long as practicable to avoid the necessity for temporary 
quarters.
    (b) The existence of less expensive alternatives. If a less 
expensive alternative to the TQSE allowance exists that will enable the 
employee to find permanent quarters at the new official station, you 
should consider such an alternative. For example, authorize a 
househunting trip instead of temporary quarters if it would cost less 
overall.
    (c) The existence of other opportunities to arrange for permanent 
quarters. Consider whether the employee had other adequate opportunity 
to arrange for permanent quarters. For example, you should not authorize 
temporary quarters if the employee had adequate opportunity during an 
extended temporary duty assignment to arrange for permanent quarters.



Sec. 302-6.304  What factors should we consider in determining whether
to offer an employee a lump sum payment option for TQSE?

    When determining whether to offer an employee the lump sum payment 
option for TQSE the following factors should be considered:
    (a) Ease of administration. A lump sum for TQSE is paid to the 
employee prior to the occupancy of TQ, and the after the fact voucher 
process is eliminated under this method. Actual TQSE reimbursement 
requires an agency to review claims for the validity, accuracy, and 
reasonableness of each expense amount.
    (b) Cost consideration. You should weigh the cost of each 
alternative. Actual TQSE reimbursement may extend

[[Page 169]]

up to 120 days, while the lump sum payment is limited to a maximum of 30 
days.
    (c) Treatment of employee. The employee is allowed to choose between 
actual TQSE reimbursement and the lump sum TQSE payment when you offer 
the lump sum payment method. You therefore should weigh employee morale 
and productivity considerations against actual cost considerations in 
determining which method to offer.

[FTR Amdt. 2011-01, 76 FR 18338, Apr. 1, 2011]



Sec. 302-6.305  Must we require transferees to sign a statement that
TQSE will be incurred?

    Yes, transferees electing the TQSE lump sum payment option must sign 
a statement, which should be included as part of the service agreement, 
asserting that they will occupy TQ and will incur TQSE. If no TQSE are 
incurred, the transferee must return all monies advanced for the lump 
sum TQSE payment to the agency.

[FTR Amdt. 2011-01, 76 FR 18338, Apr. 1, 2011]



Sec. 302-6.306  When must we make the lump sum TQSE payment to the
transferee?

    You must pay the transferee the lump sum TQSE payment prior to the 
occupancy of TQ. You should make the lump sum TQSE payment as close as 
is reasonably possible to the time that the transferee will begin 
occupancy of TQ.

[FTR Amdt. 2011-01, 76 FR 18338, Apr. 1, 2011]



Sec. 302-6.307  What factors should we consider in determining whether
quarters are temporary?

    In determining whether quarters are ``temporary'', you should 
consider factors such as the duration of the lease, movement of 
household effects into the quarters, the type of quarters, the 
employee's expressions of intent, attempts to secure a permanent 
dwelling, and the length of time the employee occupies the quarters.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001. Redesignated by FTR Amdt. 
2011-01, 76 FR 18338, Apr. 1, 2011]

[[Page 170]]



           SUBCHAPTER D_TRANSPORTATION AND STORAGE OF PROPERTY





PART 302	7_TRANSPORTATION AND TEMPORARY STORAGE OF HOUSEHOLD GOODS,
PROFESSIONAL BOOKS, PAPERS, AND EQUIPMENT, (PBP&E) AND BAGGAGE ALLOWANCE
--Table of Contents



                         Subpart A_General Rules

Sec.
302-7.1  Who is eligible for the transportation and temporary storage of 
          household goods (HHG) at Government expense?
302-7.2  What is the maximum weight of HHG that may be transported or 
          stored at Government expense?
302-7.3  May HHG be transported or stored in more than one lot?
302-7.4  Who pays for shipping professional books, papers, and equipment 
          (PBP&E)?
302-7.5  What happens if the HHG shipment includes PBP&E, and it might 
          exceed, or did exceed, the 18,000 pounds net weight allowance?
302-7.6  What are the authorized origin and destination points for the 
          transportation of HHG and PBP&E?
302-7.7  May the origin and destination points be other than that 
          prescribed in Sec. 302-7.6?
302-7.8  At what location can CONUS-to-CONUS or OCONUS-to-CONUS HHG 
          shipments be temporarily stored?
302-7.9  What are the time limits for the temporary storage of 
          authorized HHG shipments?
302-7.10  What are the reasons that would justify the additional storage 
          beyond the initial 60 days CONUS and 90 days OCONUS limits?
302-7.11  Is property acquired en route eligible for transportation at 
          Government expense?
302-7.12  What is the Government's liability for loss or damage to HHG?
302-7.13  What are the various methods of shipping HHG and how is the 
          weight determined for each type of shipment?
302-7.14  What methods of transporting and paying for the movement of 
          HHG, PBP&E and temporary storage are authorized?
302-7.15  Are there any disadvantages to using the commuted rate method 
          for transporting HHG, PBP&E and temporary storage?
302-7.16  Must I use the methods selected by my agency for 
          transportation and temporary storage of my HHG and PBP&E?
302-7.17  Is the maximum weight allowance for HHG and temporary storage 
          limited when quarters are furnished or partly furnished by the 
          Government OCONUS or upon return to CONUS?
302-7.18  May PBP&E be transported at Government expense upon returning 
          to CONUS for separation from Government service, after 
          completion of an OCONUS assignment?
302-7.19  Who is liable for any loss or damage to HHG incident to an 
          authorized relocation?
302-7.20  Should I include items that are irreplaceable or of extremely 
          high monetary or sentimental value in my HHG shipment?
302-7.21  If my HHG shipment includes an item for which a weight 
          additive is assessed by the HHG carrier (e.g., boat, trailer, 
          ultralight vehicle), am I responsible for payment?

                         Subpart B_Commuted Rate

302-7.100  How are the charges of transporting HHG, and temporary 
          storage calculated?
302-7.101  Where can the commuted rate schedules for the transportation 
          of HHG and temporary storage be found?
302-7.102  How is the mileage distance determined under the commuted 
          rate method?
302-7.103  How are the charges calculated when a carrier charges a 
          minimum weight, but the actual weight of HHG, PBP&E and 
          temporary storage is less than the minimum weight charged?
302-7.104  What documentation must be provided for reimbursement?
302-7.105  May an advance of funds be authorized for transporting HHG 
          and temporary storage?
302-7.106  What documentation is required to receive an advance under 
          the commuted rate method?
302-7.107  May my HHG be temporarily stored at Government expense?
302-7.108  What temporary storage expenses will be reimbursed?
302-7.109  Are receipts required?
302-7.110  Is there a reimbursement limit?

                     Subpart C_Actual Expense Method

302-7.200  How are charges paid and who makes the arrangements for 
          transporting HHG, PBP&E and temporary storage under the actual 
          expense method?
302-7.201  Is temporary storage in excess of authorized limits and 
          excess valuation of

[[Page 171]]

          goods and services payable at Government expense?

                       Subpart D_Baggage Allowance

302-7.300  When may I be authorized an unaccompanied air baggage (UAB) 
          shipment?
302-7.301  Is my UAB shipment in addition to the 18,000 pounds net 
          weight of the HHG weight allowance?
302-7.302  What is the maximum weight allowance for a UAB shipment?
302-7.303  When may my agency authorize the shipment of UAB by expedited 
          means?
302-7.304  Who makes arrangements for transporting my UAB?
302-7.305  When must my agency ship my UAB?

                    Subpart E_Agency Responsibilities

302-7.400  What policies and procedures must we establish for this 
          subpart?
302-7.401  What method of transportation and payment should we authorize 
          for shipment and temporary storage of HHG?
302-7.402  What method of transportation and payment should we authorize 
          for shipment of PBP&E and UAB?
302-7.403  What guidelines must we follow when authorizing 
          transportation of PBP&E as an administrative expense?
302-7.404  Are separate weight certificates required when HHG are 
          shipped under the actual expense method and PBP&E are shipped 
          as an administrative expense in the same lot?
302-7.405  How must we arrange and pay for transportation of HHG and 
          UAB, if we have authorized actual expense for transportation?

    Authority: 5 U.S.C. 5738; 20 U.S.C. 905(a); E.O. 11609, as amended, 
3 CFR, 1971-1975 Comp., p. 586.

    Source: FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, unless otherwise 
noted.



                         Subpart A_General Rules

    Note to subpart A: Use of pronouns ``I'', ``you'', and their 
variants throughout this subpart refers to the employee, unless 
otherwise noted.



Sec. 302-7.1  Who is eligible for the transportation and temporary storage
of household goods (HHG) at Government expense?

    The following are eligible for the transportation and temporary 
storage of household goods (HHG) at Government expense when a relocation 
has been determined to be in the interest of the Government:
    (a) An employee transferred between official stations, within or 
outside the continental United States (CONUS);
    (b) A new appointee to his/her first official station within or 
outside the CONUS;
    (c) An employee being returned to CONUS for separation from an 
outside CONUS assignment, after completion of an agreed upon period of 
services;
    (d) An SES employee authorized last move home benefits under 
Secs. 302-3.304 through 302-3.315 of this chapter;
    (e) An employee authorized a temporary change of station (TCS).

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, as amended by FTR Amdt. 2010-
07, 75 FR 72968, Nov. 29, 2010; FTR Amdt. 2011-01, 76 FR 18339, Apr. 1, 
2011]



Sec. 302-7.2  What is the maximum weight of HHG that may be transported
or stored at Government expense?

    (a) The maximum weight allowance of HHG that may be shipped or 
stored at Government expense is 18,000 pounds net weight. For uncrated 
or van line shipments, a 2,000 pound allowance is added to the 18,000 
pounds net weight allowance to cover packing materials for the shipment. 
In no case may a shipment weigh over 20,000 gross pounds (the 18,000 
pounds net weight of the uncrated HHG plus the 2,000 pound allowance for 
packing materials). The relocating employee is responsible for 
reimbursing the Government for all costs incurred if the shipment is 
overweight. For determining the weight of crated shipments, 
containerized shipments, and constructive weight for other types of 
household good shipments, please see the chart in Sec. 302-7.13.
    (b) An agency may establish a lower net weight allowance and a lower 
allowance for packing materials in special circumstances, such as 
transferring an employee into government-furnished quarters.

[FTR Amdt. 2011-01, 76 FR 18339, Apr. 1, 2011]



Sec. 302-7.3  May HHG be transported or stored in more than one lot?

    Household goods may be transported and stored in multiple lots, 
however, your maximum HHG weight allowance is based upon shipping and 
storing all HHG as one lot.

[[Page 172]]



Sec. 302-7.4  Who pays for shipping professional books, papers, and
equipment (PBP&E)?

    The agency may pay for shipping PBP&E as a discretionary item. When 
authorized, shipping PBP&E is considered an administrative cost to the 
agency. However, for ease of administration in calculating this 
allowance, PBP&E should be included as part of the HHG shipment, if 
possible. That is, if the net weight of the HHG plus the PBP&E is less 
than 18,000 pounds, the agency should ship the items together and pay 
for the HHG shipment in one payment.

[FTR Amdt. 2011-01, 76 FR 18339, Apr. 1, 2011]



Sec. 302-7.5  What happens if the HHG shipment includes PBP&E, and it
might exceed, or did exceed, the 18,000 pounds net weight allowance?

    (a) Separate the PBP&E and have the HHG carrier estimate the weight 
of the PBP&E before the HHG shipment is picked up. Subtract 110 percent 
of the estimated PBP&E weight (to adjust for packing materials) from the 
estimated gross weight as shown on the shipping documents (i.e., net 
weight minus the PBP&E minus 10 percent of the PBP&E). If the result is 
more than the 18,000 pounds net weight allowance, then the shipment 
exceeds the net weight allowance.
    (b) If you did not discover that the HHG shipment exceeded the net 
weight allowance in advance, and if you did not weigh or estimate the 
PBP&E before shipping it, then weigh the PBP&E before it is delivered. 
Determine if the shipment exceeds the net weight allowance by applying 
the formula in paragraph (a) of this section.
    (c) If the calculation in paragraph (a) of this section shows that 
the shipment does not exceed the net weight allowance, then the agency 
may transport and pay for shipping the PBP&E plus packing materials with 
the household goods.
    (d) However, if the calculation in paragraph (a) of this section 
shows that the shipment may exceed the net weight allowance, and if the 
employee was authorized PBP&E, then the employee must pay for shipping 
all weight that exceeds the net weight allowance for their HHG, minus 
the PBP&E and packing materials for both. The agency may then pay for 
shipping the PBP&E as an administrative expense.
    (e) The agency may require reasonable documentation of the items 
requesting to be shipped as PBP&E and the weight of the PBP&E.

[FTR Amdt. 2011-01, 76 FR 18339, Apr. 1, 2011]



Sec. 302-7.6  What are the authorized origin and destination points for
the transportation of HHG and PBP&E?

    The authorized origin and destination points for the transportation 
of HHG and PBP&E vary by category of employee and are listed in the 
following table:

                     Transportation of HHG and PBP&E
------------------------------------------------------------------------
                                                 Authorized origin/
           Category of employee                      destination
------------------------------------------------------------------------
(a) Employee transferred between official   Between the old and new
 stations.                                   official stations
                                             (including to/from extended
                                             storage location when
                                             authorized).
(b) New appointee.........................  From place of actual
                                             residence to new official
                                             station (including to
                                             location of extended
                                             storage when authorized).
(c) Employee returning from outside CONUS   Last official station and
 assignment for separation from Government   extended storage location,
 service.                                    when authorized, to place
                                             of actual residence.
(d) Employee authorized separation travel   From any location, including
 at Government expense to actual residence   actual residence and
 but retiring at the OCONUS official         extended storage location
 station or an alternate location.           to any other location
                                             (including the OCONUS
                                             official station), not to
                                             exceed the constructive
                                             transportation cost from
                                             the official station and
                                             extended storage location
                                             (respectively) to the
                                             actual residence.
(e) SES last move home benefits...........  From the last official
                                             station and extended
                                             storage location, when
                                             authorized, to the place of
                                             selection.
(f) Temporary change of official station    From the current official
 (TCS).                                      station to the TCS location
                                             and return (includes to and
                                             from extended storage
                                             location when authorized).
------------------------------------------------------------------------


[FTR Amdt. 2011-01, 76 FR 18339, Apr. 1, 2011]



Sec. 302-7.7  May the origin and destination points be other than that
prescribed in Sec. 302-7.6?

    Yes, shipments may originate or terminate at any location; however, 
your reimbursement is limited to the cost of transporting the property 
in one lot

[[Page 173]]

from the authorized origin to the authorized destination.



Sec. 302-7.8  At what location can CONUS-to-CONUS or OCONUS-to-CONUS HHG
shipments be temporarily stored?

    Your HHG may be placed in temporary storage at origin, in transit, 
at destination, or any combination thereof upon agency approval.

[FTR Amdt. 2011-01, 76 FR 18340, Apr. 1, 2011]



Sec. 302-7.9  What are the time limits for the temporary storage of 
authorized HHG shipments?

    (a) For CONUS to CONUS shipments. The initial period of temporary 
storage at Government expense may not exceed 60 days. You may request 
additional time, up to a maximum of 90 days, and you must make such a 
request prior to the expiration of the original 60 days. This extension 
must be approved by the agency official designated for such requests. 
Under no circumstances may temporary storage at Government expense for 
CONUS to CONUS shipments exceed a total of 150 days.
    (b) For shipments that include an OCONUS origin or destination. The 
initial period of temporary storage at Government expense may not exceed 
90 days. You may request additional time, up to a maximum of 90 days, 
and you must make such a request prior to the expiration of the original 
90 days. This extension must be approved by the agency official 
designated for such requests. Under no circumstances may temporary 
storage for shipments at Government expense that include an OCONUS 
origin or destination exceed a total of 180 days.

[FTR Amdt. 2011-01, 76 FR 18340, Apr. 1, 2011]



Sec. 302-7.10  What are the reasons that would justify the additional 
storage beyond the initial 60 days CONUS and 90 days OCONUS limits?

    Reasons for justifying temporary storage beyond the initial limit 
include, but are not limited to:
    (a) An intervening temporary duty or long-term training assignment;
    (b) Non-availability of suitable housing;
    (c) Completion of residence under construction;
    (d) Serious illness of employee or illness or death of a dependent; 
or
    (e) Strikes, acts of God, or other circumstances beyond the control 
of the employee.

[FTR Amdt. 2011-01, 76 FR 18340, Apr. 1, 2011]



Sec. 302-7.11  Is property acquired en route eligible for transportation
at Government expense?

    No, property acquired en route will not be eligible for 
transportation at Government expense.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001. Redesignated by FTR Amdt. 
2011-01, 76 FR 18340, Apr. 1, 2011]



Sec. 302-7.12  What is the Government's liability for loss or damage
to HHG?

    The Government's liability for loss or damage to HHG is determined 
by your agency under title 31 U.S.C. 3721-3723 and agency implementing 
rules and regulations issued pursuant to the law.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001. Redesignated by FTR Amdt. 
2011-01, 76 FR 18340, Apr. 1, 2011]



Sec. 302-7.13  What are the various methods of shipping HHG and how is
the weight determined for each type of shipment?

    HHG should be shipped by the most economical method available. The 
various methods of shipment and weight calculations include the 
following:

------------------------------------------------------------------------
        Method of shipment          How weight of shipment is determined
------------------------------------------------------------------------
(a) Uncrated (shipped in HHG        An allowance of up to 2,000 pounds,
 movers van or similar conveyance).  exclusive of the 18,000 pounds net
                                     weight of HHG shipment, is used for
                                     the packing weight covering
                                     barrels, boxes, cartons, and
                                     similar material but does not
                                     include pads, chains, dollies and
                                     other equipment to load and secure
                                     the shipment.

[[Page 174]]

 
(b) Crated shipments..............  When crated the net weight will not
                                     include the weight of the crating
                                     material. The net weight will be
                                     computed as being 60 percent of the
                                     gross weight. However, if the net
                                     weight computed in this manner
                                     exceeds the applicable weight
                                     limitation and if it is determined
                                     that, for reasons beyond the
                                     employee's control, unusually heavy
                                     crating and packing materials were
                                     necessarily used, the net weight
                                     may be computed at less than 60
                                     percent of the gross weight.
(c) Containerized shipments         When the known tare weight does not
 (Special containers designed,       include the weight of interior
 e.g., lift vans, CONEX              bracing and padding materials but
 transporters, HHG shipping boxes,   only the weight of the container,
 for repeated use).                  the net weight will be 85 percent
                                     of the gross weight less the weight
                                     of the container. If the known tare
                                     weight includes such material, so
                                     that the net weight is the same as
                                     it would be for uncrated shipments
                                     in interstate commerce, the net
                                     weight will not be subject to
                                     reduction.
(d) Constructive weight...........  If adequate scales are not available
                                     at origin, en route or at
                                     destination, a constructive weight
                                     based on 7 pounds per cubic foot of
                                     properly loaded van space may be
                                     used. Such weight may be used for a
                                     part-load when its weight could not
                                     be obtained, without first
                                     unloading it or other part-loads
                                     being carried in the same vehicle
                                     or when the HHG are not weighed
                                     because the carrier's charges for
                                     local or metropolitan area moves
                                     are properly computed on the basis
                                     other than weight or volume of the
                                     shipment (as when payment is based
                                     on an hourly rate and distance
                                     involved). In such instances a
                                     statement from the carrier showing
                                     the properly loaded van space
                                     required for the shipment should be
                                     obtained with respect to proof of
                                     entitlement to a commuted rate
                                     payment when net weight cannot be
                                     shown.
------------------------------------------------------------------------


[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001. Redesignated and amended by 
FTR Amdt. 2011-01, 76 FR 18340, Apr. 1, 2011]



Sec. 302-7.14  What methods of transporting and paying for the movement
of HHG, PBP&E and temporary storage are authorized?

    There are two authorized methods of transporting and paying for the 
movement of HHG, PBP&E and temporary storage. Your agency will determine 
which of the following methods will be authorized.
    (a) Commuted rate system. Under the commuted rate system you assume 
total responsibility for arranging and paying for, at least the 
following services: packing/unpacking, crating/uncrating, pickup/
deliver, weighing, line-haul, drayage, and temporary storage of your HHG 
and PBP&E with a commercial HHG carrier or by renting self drive 
equipment for a do-it-yourself move. When any PBP&E is transported as an 
administrative expense of your agency, all arrangements (e.g., packing/
unpacking, pickup/delivery, weighing, temporary storage, etc.) will be 
handled and paid for by your agency.
    (b) Actual expense method. Under the actual expense method, your 
agency assumes the responsibility for arranging and paying for all 
aspects (e.g., packing/unpacking, pickup/delivery, weighing, line-haul, 
drayage, temporary storage, etc.), of transporting your HHG and PBP&E 
with a commercial HHG carrier.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001. Redesignated by FTR Amdt. 
2011-01, 76 FR 18340, Apr. 1, 2011]



Sec. 302-7.15  Are there any disadvantages to using the commuted rate
method for transporting HHG, PBP&E and temporary storage?

    Yes. The disadvantages to using the commuted rate method for 
transporting HHG, PBP&E and temporary storage are that the:
    (a) Government cannot take advantage of any special rates that may 
be offered only to Government shipments;
    (b) Commuted rate method does not apply to intrastate moves; and
    (c) Commuted rate method may not fully reimburse your out-of-pocket 
expenses.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001. Redesignated by FTR Amdt. 
2011-01, 76 FR 18340, Apr. 1, 2011]



Sec. 302-7.16  Must I use the methods selected by my agency for
transportation and temporary storage of my HHG and PBP&E?

    No, you do not have to use the method selected (see Sec. 302-7.401) 
by your agency for transportation and temporary storage of your HHG and 
PBP&E. You may pursue other methods; however, your reimbursement is 
limited to the actual cost incurred, not

[[Page 175]]

to exceed what the Government would have incurred under the method 
selected by your agency.

[FTR Amdt. 2011-01, 76 FR 18340, Apr. 1, 2011]



Sec. 302-7.17  Is the maximum weight allowance for HHG and temporary
storage limited when quarters are furnished or partly furnished by the
Government OCONUS or upon return to CONUS?

    When quarters are furnished or partly furnished by the Government 
OCONUS, your agency may limit the weight of HHG and temporary storage 
that can be transported to that location. Only the authorized weight 
allowance that was shipped to the OCONUS location may be returned to 
CONUS upon completion of the tour of duty, unless the agency makes an 
exception under conditions specified in agency internal regulations.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001. Redesignated by FTR Amdt. 
2011-01, 76 FR 18340, Apr. 1, 2011]



Sec. 302-7.18  May PBP&E be transported at Government expense upon
returning to CONUS for separation from Government service, after
completion of an OCONUS assignment?

    Any PBP&E that was transported as an administrative expense of the 
Government to the OCONUS assignment will be returned as an 
administrative expense of the Government to the place of actual 
residence or any other location, not to exceed the cost to the 
authorized destination.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001. Redesignated by FTR Amdt. 
2011-01, 76 FR 18340, Apr. 1, 2011]



Sec. 302-7.19  Who is liable for any loss or damage to HHG incident
to an authorized relocation?

    When transporting HHG under the commuted rate or actual expense 
method and a commercial HHG carrier is used, the carrier accepts limited 
liability for any loss or damage in accordance with HHG carrier tariffs. 
For transporting HHG by self drive equipment for a do-it-yourself-move 
and for any loss or damage not covered by the HHG carrier, see part 302-
11 of this chapter.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001. Redesignated by FTR Amdt. 
2011-01, 76 FR 18340, Apr. 1, 2011]



Sec. 302-7.20  Should I include items that are irreplaceable or of
extremely high monetary or sentimental value in my HHG shipment?

    Generally no; items that are irreplaceable or of extremely high 
monetary or sentimental value should not be included in your HHG 
shipment. Additional insurance may be purchased, at your expense, to 
cover any loss or damage, however, such items are not necessarily 
provided special security. Accordingly, it is advisable that you or an 
immediate family member(s) transport such items personally.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001. Redesignated by FTR Amdt. 
2011-01, 76 FR 18340, Apr. 1, 2011]



Sec. 302-7.21  If my HHG shipment includes an item for which a weight
additive is assessed by the HHG carrier (e.g., boat, trailer, ultralight
vehicle), am I responsible for payment?

    (a) No, you will not be responsible for the shipping charges that 
result from a weight additive so long as the actual weight of your HHG 
without the additive does not exceed the 18,000 pound net weight 
allowance for relocation. However you are responsible for any amount 
your HHG exceeds the 18,000 pound net weight allowance prior to the 
addition of the weight additive (e.g., when a weight additive of 700 
pounds is imposed by a HHG carrier for a 65-pound canoe and the total 
net weight of the HHG, including the weight additive, is 18,765 pounds, 
you are only responsible for the 65 pounds actually added by the canoe).
    (b) You are also responsible for the cost of special packing, 
crating, and handling of the weight additive items, if any. See 
Sec. 302-7.200 on how charges are paid and who makes the shipping 
arrangements.

[FTR Amdt. 2011-01, 76 FR 18340, Apr. 1, 2011]

[[Page 176]]



                         Subpart B_Commuted Rate



Sec. 302-7.100  How are the charges of transporting HHG, and temporary
storage calculated?

    The charges for transporting HHG, and temporary storage are computed 
by multiplying the number of pounds shipped divided by 100 (within the 
18,000 maximum limitation) by the applicable rate per one-hundred pounds 
for the distance transported. This includes, but is not limited to 
packing/unpacking, crating/uncrating, drayage, weighing, pickup/
delivery, line-haul, accessorial charges, and temporary storage charges, 
including but not limited to handling in/out, etc. However, your 
reimbursement may not fully cover your total out-of-pocket expenses. In 
determining the distance shipped you may use the tariffs filed with GSA 
travel management centers or any other mileage guide authorized by your 
agency. If the exact mileage is not shown, the next higher mileage 
distance applies. If there is a minimum weight charge above the actual 
weight under applicable tariffs, reimbursement will be based on the 
minimum weight charge instead of the actual weight.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, as amended by FTR Amdt. 2013-
03, 78 FR 75484, Dec. 12, 2013]



Sec. 302-7.101  Where can the commuted rate schedules for the
transportation of HHG and temporary storage be found?

    The commuted rate table is published at www.gsa.gov/
relocationpolicy.

[FTR Amdt. 2013-03, 78 FR 75484, Dec. 12, 2013]



Sec. 302-7.102  How is the mileage distance determined under the
commuted rate method?

    To determine the distance from the authorized origin to the 
authorized destination, you may use the tariffs filed with GSA travel 
management centers or any other mileage guide authorized by your agency.

    Note to Secs. 302-7.100 and 302-7.102: Any substantial deviation 
from the distances shown in the authorized mileage guides must be 
explained on the travel claim.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, as amended by FTR Amdt. 2013-
03, 78 FR 75484, Dec. 12, 2013]



Sec. 302-7.103  How are the charges calculated when a carrier charges
a minimum weight, but the actual weight of HHG, PBP&E and temporary
storage is less than the minimum weight charged?

    Charges for HHG, PBP&E and temporary storage are calculated based on 
the minimum weight charged by the carrier, but not to exceed 18,000 
pounds.



Sec. 302-7.104  What documentation must be provided for reimbursement?

    When claiming reimbursement under the commuted rate, you must 
provide:
    (a) A receipted copy of the bill of lading (reproduced copies are 
acceptable) including any attached weight certificate copies if issued; 
or
    (b) Other evidence showing points of origin and destination and the 
weight of your HHG, if no bill of lading was issued, or
    (c) If a commercial HHG carrier is not used, you are responsible for 
establishing the weight of the HHG, and temporary storage by obtaining 
proper certified weight certificates. Certified weight certificates 
include the gross and tare weights. This is required because payment at 
commuted rates on the basis of constructive weight usually is not 
possible.



Sec. 302-7.105  May an advance of funds be authorized for transporting
HHG and temporary storage?

    An advance of funds may be authorized when the transportation of HHG 
and temporary storage is authorized under the commuted rate method.



Sec. 302-7.106  What documentation is required to receive an advance
under the commuted rate method?

    To receive an advance under the commuted rate method, you must 
provide a copy of an estimate of costs from a commercial HHG carrier or 
a written statement that includes:
    (a) Origin and destination;
    (b) A signed copy of a commercial bill of lading annotated with 
actual weight (or other evidence of actual weight) or a reasonable 
estimate acceptable to your agency; and
    (c) Anticipated temporary storage period (not to exceed 90 days) at 
Government expense.

[[Page 177]]



Sec. 302-7.107  May my HHG be temporarily stored at Government expense?

    Yes, HHG may be stored at Government expense incident to the 
transporting of such goods either at the HHG carrier storage facility or 
a self storage facility. Storage may be at any combination of origin, en 
route locations or destination.



Sec. 302-7.108  What temporary storage expenses will be reimbursed?

    The following will be reimbursed:
    (a) Reimbursable temporary storage cost incident to storage at the 
HHG carriers facility are:
    (1) Handling in;
    (2) Daily storage;
    (3) Handling out; and
    (4) Drayage to residence.
    (b) Reimbursable cost of storage at a self storage facility. This is 
the cost of the storage space that will reasonably accommodate the HHG 
transported.



Sec. 302-7.109  Are receipts required?

    Yes, under the commuted rate system, a receipted copy of the 
warehouse or other bill for storage is required to support 
reimbursement.



Sec. 302-7.110  Is there a reimbursement limit?

    Yes, reimbursement must not exceed the limits in the commuted rate 
table published by GSA and found at www.gsa.gov/relocationpolicy.

[FTR Amdt. 2013-03, 78 FR 75484, Dec. 12, 2013]



                     Subpart C_Actual Expense Method



Sec. 302-7.200  How are charges paid and who makes the arrangements for
transporting HHG, PBP&E and temporary storage under the actual expense
method?

    Your agency is responsible for making all the necessary arrangements 
for transporting HHG, PBP&E, and temporary storage, including but not 
limited to packing/unpacking, crating/uncrating, pickup/delivery, 
weighing, line-haul, etc., under the actual expense method. Your agency 
will issue a Bill of Lading or any other shipping document with all 
charges billed directly to the agency. Any cost or weight in excess of 
18,000 pounds will be at your expense. If the shipment exceeds the 
maximum weight prescribed in Sec. 302-7.2, the Government will pay the 
total charges and the employee will reimburse the Government for the 
cost of transportation and other charges applicable to the excess 
weight.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, as amended by FTR Amdt. 108, 
67 FR 57969, Sept. 13, 2002]



Sec. 302-7.201  Is temporary storage in excess of authorized limits
and excess valuation of goods and services payable at Government
expense?

    No, charges for excess weight, valuation above the minimum amount, 
and services obtained at higher costs must be borne by the employee in 
the same manner as he/she is responsible for excess transportation 
costs.



                       Subpart D_Baggage Allowance

    Source: FTR Amdt. 2011-01, 76 FR 18340, Apr. 1, 2011, unless 
otherwise noted.



Sec. 302-7.300  When may I be authorized an unaccompanied air baggage
(UAB) shipment?

    UAB is used in connection with permanent change of station OCONUS, 
renewal agreement travel, and temporary change of station. You may be 
authorized a UAB shipment prior to transferring from a CONUS location to 
an OCONUS location, between OCONUS locations, or from an OCONUS location 
to a CONUS location. UAB for CONUS to CONUS shipments is not allowed 
under the FTR.



Sec. 302-7.301  Is my UAB shipment in addition to the 18,000 pounds
net weight of the HHG weight allowance?

    No, for all shipments made under the authority of the FTR, the UAB 
shipment is part of, not in addition to, the 18,000 pounds net weight 
allowance for HHG.



Sec. 302-7.302  What is the maximum weight allowance for a UAB
shipment?

    The maximum weight allowance your agency may grant for a UAB 
shipment is--

[[Page 178]]

    (a) Up to 350 pounds actual weight (including the weight of the 
luggage or packing material) for the employee and each immediate family 
member 12 years of age and over; or
    (b) Up to 175 pounds actual weight (including the weight of the 
luggage or packing material) for each immediate family member under 12 
years of age.



Sec. 302-7.303  When may my agency authorize the shipment of UAB by
expedited means?

    Your agency may authorize the shipment of UAB by expedited means 
when:
    (a) Shipment by a lower cost mode cannot deliver the items being 
shipped by the time they will be needed by the employee and/or the 
employee's immediate family; or
    (b) You certify that expedited shipment of your UAB is necessary to 
carry out your assigned duties; or
    (c) Your agency determines that an expedited shipment is necessary 
to prevent undue hardship to you and members of your immediate family.



Sec. 302-7.304  Who makes arrangements for transporting my UAB?

    Your agency or your agency's designee should arrange for the 
transport of your UAB. In limited situations, the agency may ask the 
employee to make the arrangements for a UAB shipment.



Sec. 302-7.305  When must my agency ship my UAB?

    Your agency must ship your UAB in time to ensure that your shipment 
arrives by the time you (and/or your family) report to your new official 
station. Arrangements should begin prior to your and/or your family's 
departure to your new official station.



                    Subpart E_Agency Responsibilities

    Source: FTR Amdt. 2011-01, 76 FR 18341, Apr. 1, 2011, unless 
otherwise noted.
    Note to subpart E: Use of pronouns ``we,'' ``you,'' and their 
variants throughout this subpart refers to the agency.



Sec. 302-7.400  What policies and procedures must we establish for
this subpart?

    You must establish policies and procedures as required for this 
subpart, including who will:
    (a) Administer your household goods program;
    (b) Authorize commuted rate or actual expense for transportation and 
payment for HHG, PBP&E, and temporary storage;
    (c) Authorize PBP&E to be transported as an agency administrative 
expense in accordance with FTR guidelines (usually the authorizing 
official for PBP&E will be at the employee's new official station);
    (d) Authorize an employee to ship UAB;
    (e) Collect any excess costs or charges;
    (f) Advise the employee on the Government's liability for any 
personal property damage or loss claims (See 31 U.S.C. 3721, et seq.);
    (g) Ensure that international HHG shipments by water are made on 
ships registered under the laws of the United States whenever such ships 
are available (see The Cargo Preference Act of 1904 (10 U.S.C. 2631) and 
The Cargo Preference Act of 1954 (46 U.S.C. 55302));
    (h) Authorize temporary storage in excess of the initial 60-day 
limit for CONUS shipments or 90-day limit for OCONUS shipments; and
    (i) Ensure pre-payment audits are completed.



Sec. 302-7.401  What method of transportation and payment should we
authorize for shipment and temporary storage of HHG?

    There are two methods of arranging and paying for shipment of HHG 
and providing for temporary storage: actual expense and commuted rate. 
You must authorize actual expense or commuted rate, depending on which 
is less costly to the Government. You must then specify the selected 
method on the relocation travel authorization.
    (a) Actual expense method. Under the actual expense method, the 
Government assumes the responsibility for arranging and paying for the 
actual expenses of all aspects of shipping the employee's HHG, including 
PBP&E, if

[[Page 179]]

any. These expenses may include but are not limited to: Packing/
unpacking, crating/uncrating, pickup/delivery, weighing, line-haul, 
drayage, and temporary storage. This method is used for all shipments 
to/from/between OCONUS, and within CONUS where deemed economical to the 
Government.
    (b) Commuted rate system.
    (1) Under the commuted rate system, the employee assumes total 
responsibility for arranging and paying for the expenses of all aspects 
of shipping the employee's HHG, including PBP&E, if any. These expenses 
may include but are not limited to: Packing/unpacking, crating/
uncrating, pickup/delivery, weighing, line-haul, drayage, and temporary 
storage. This method is used only for shipments within CONUS, and only 
where it is less costly to the Government than actual expense. The 
employee may arrange for shipment with a commercial HHG carrier or may 
rent self-drive equipment for a do-it-yourself move.
    (2) The commuted rate is calculated based on published HHG tariffs 
applied to the actual weight of the goods being shipped (subject also to 
the weight limitation in Secs. 302-7.2 through 302-7.5).
    (3) If a PBP&E shipment causes the weight of a shipment under the 
commuted rate method to exceed the 18,000 pounds net weight allowance 
for HHG, then the actual cost of shipping that excess weight attributed 
to the PBP&E may be paid as an administrative expense of the agency. In 
this case, all related transportation arrangements (e.g., packing/
unpacking, crating/uncrating, pickup/delivery, weighing, temporary 
storage, etc.) associated with shipping this excess weight will be 
handled and paid for by the agency (see Sec. 302-7.5 for the process of 
determining what will paid for by the agency).



Sec. 302-7.402  What method of transportation and payment should we
authorize for shipment of PBP&E and UAB?

    (a) You should authorize the actual expense method for shipping an 
employee's PBP&E only when the weight of the PBP&E causes the employee's 
shipment to exceed the maximum 18,000 pounds net HHG weight limitation 
and in accordance with Sec. 302-7.403. Preferably, PBP&E should be 
identified and weighed prior to shipment, so the weight can easily be 
deducted from the 18,000 pounds net weight allowance. In cases where the 
weight of the PBP&E causes the shipment to exceed the 18,000 pounds net 
weight allowance for HHG, the PBP&E shipment may be paid for as an 
administrative expense by you, provided you authorized PBP&E.
    (b) You should authorize the actual expense method for shipping an 
employee's UAB. UAB should be identified, weighed, and shipped prior to 
shipment of HHG. In cases where the weight of the UAB causes the 
shipment to exceed the 18,000 pounds net weight allowance for HHG, the 
cost of the excess weight is the responsibility of the employee. Under 
the actual expense method of shipment, you are responsible for paying 
the bill of lading in full and then collecting any excess cost from the 
employee.



Sec. 302-7.403  What guidelines must we follow when authorizing
transportation of PBP&E as an administrative expense?

    You have the sole discretion to authorize transportation of PBP&E as 
an administrative expense and may do so provided that:
    (a) The authorizing official has certified that the PBP&E is 
necessary for performance of the employee's duties at the new duty 
station;
    (b) The authorizing official has certified that, if these items were 
not transported, the same or similar items would have to be obtained at 
Government expense for the employee's use at the new official station;
    (c) You have acquired evidence that transporting the PBP&E would 
cause the employees' HHG to exceed the 18,000 pounds net weight 
allowance; and
    (d) If you have requested it, the employee has provided reasonable 
documentation of the items requesting to be shipped as PBP&E and the 
weight of the PBP&E for review by the authorizing official (who is 
usually an official at the employee's new official station).
    Note to Sec. 302-7.403: PBP&E transported as an agency 
administrative expense to an OCONUS location may be returned to CONUS as 
an agency administrative expense

[[Page 180]]

for an employee separating from Government service or returning to the 
actual place of residence and continuing in Government service.



Sec. 302-7.404  Are separate weight certificates required when HHG
are shipped under the actual expense method and PBP&E are shipped as
an administrative expense in the same lot?

    Yes, separate weight certificates are required when the PBP&E and 
its packing allowance pushes the shipment over the net weight allowance. 
Otherwise, for administrative efficiency, the HHG shipment should be 
billed and paid for as a single shipment. If separate weight 
certificates are required, then the weight of PBP&E and the 
administrative appropriation chargeable must be listed as separate items 
on the bill of lading or other shipping document.



Sec. 302-7.405  How must we arrange and pay for transportation of
HHG and UAB, if we have authorized actual expense for transportation?

    When arranging transportation of HHG and UAB under the actual 
expense method, you should:
    (a) Determine the constructive cost of transporting the HHG plus the 
UAB, as follows:
    (1) Compute the cost of transporting the HHG (not including the UAB) 
in one lot, by the most economical means; be sure to include the cost of 
packing and unpacking.
    (2) Compute the cost of transporting the UAB.
    (3) If the HHG, including the UAB, exceeds the 18,000 pounds net 
weight allowance, then compute the cost of transporting only the net 
weight allowance as one shipment; again, be sure to include the cost of 
packing and unpacking.
    (4) The constructive cost is either that described in paragraph 
(a)(3) of this section or the sum of paragraphs (a)(1) and (a)(2) of 
this section, depending on whether the weight of the HHG, including the 
UAB, exceeds the net weight allowance.
    (b) Limit the employee's HHG plus UAB transportation payment to the 
constructive cost as described in paragraph (a)(4) of this section, so 
long as it is equal to or less than the 18,000 pound net limit of this 
Chapter;
    (c) Make arrangements for transporting the employee's HHG and UAB 
under two separate bills of lading, with direct payment by the agency 
for both; and
    (d) Advise employees of this relocation entitlement limitation and 
its potential to result in out-of-pocket expenses to the employee. That 
is, advise employees that they will have to use their personal funds to 
pay for transporting HHG (including UAB) in excess of 18,000 pounds net 
weight allowance.



PART 302	8_ALLOWANCES FOR EXTENDED STORAGE OF HOUSEHOLD GOODS
(HHG)--Table of Contents



                            Subpart A_General

Sec.
302-8.1  When may extended storage of HHG be authorized?
302-8.2  What is the purpose of extended storage?
302-8.3  How will I know when my agency has made a decision to authorize 
          extended storage of my HHG?
302-8.4  May I receive an advance of funds for storage allowances 
          covered by this part?

 Subpart B_Extended Storage During Assignment to Isolated Locations in 
                  the Continental United States (CONUS)

302-8.100  What is the policy for extended storage of HHG during 
          assignment to isolated locations in CONUS?
302-8.101  What are the criteria for determining whether an official 
          station is an isolated official station for purposes of this 
          part?
302-8.102  Am I eligible for extended storage of HHG and personal 
          effects?
302-8.103  Where may my HHG be stored?
302-8.104  What are the allowable costs for storage?
302-8.105  May I transport a portion of my HHG to the official station 
          and store the remainder at Government expense?
302-8.106  May I change from temporary to extended storage?
302-8.107  May I change from storage at personal expense to extended 
          storage at Government expense?

[[Page 181]]

302-8.108  What is the authorized time period for extended storage of my 
          HHG?

  Subpart C_Extended Storage During Assignment Outside the Continental 
                         United States (OCONUS)

302-8.200  Am I eligible for extended storage during assignment OCONUS?
302-8.201  Am I entitled to reimbursement for extended storage of HHG?
302-8.202  Do provisions for the place, choice, or type of storage, 
          allowable costs, or partial storage during assignment OCONUS 
          differ from those prescribed for storage during assignment to 
          isolated locations in CONUS?
302-8.203  What is the authorized time period for extended storage of my 
          HHG?

    Subpart D_Storage During School Recess for Department of Defense 
               Overseas Dependents School (DoDDS) Teachers

302-8.300  Under what authority am I provided storage during school 
          recess?
302-8.301  What obligations do I have if I do not report for service at 
          the beginning of the next school year?

                    Subpart E_Agency Responsibilities

302-8.400  What policies must we establish for the allowance for 
          extended storage of HHG?
302-8.401  How should we administer the authorization and payment of 
          extended storage of HHG?
302-8.402  May we allow the employee to determine options in the 
          preference of his/her storage?

    Authority: 5 U.S.C. 5738; 20 U.S.C. 905(a); E.O. 11609, 36 FR 13747, 
3 CFR, 1971-1975 Comp., p. 586.

    Source: FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, unless otherwise 
noted.



                            Subpart A_General

    Note to subpart A: Use of pronouns ``I'', ``you'', and their 
variants throughout this subpart refers to the employee, unless 
otherwise noted.



Sec. 302-8.1  When may extended storage of HHG be authorized?

    Your agency may authorize extended storage of HHG under the 
following circumstances:
    (a) Extended storage of HHG may be authorized in lieu of shipment 
when:
    (1) You are assigned to an isolated duty station within CONUS (see 
subpart B of this part);
    (2) You are assigned to an overseas official station where your 
agency limits the amount of HHG you may transport to that location;
    (3) You are assigned to an OCONUS official station and your agency 
determines extended storage is in the public interest or cost effective 
to do so; or
    (4) It is necessary for a temporary change of station (TCS).
    (b) Extended storage of HHG is not permitted for a career SES 
employee eligible for last move home benefits.



Sec. 302-8.2  What is the purpose of extended storage?

    The purpose of extended storage is to assist in protecting personal 
items when you are:
    (a) Authorized a temporary change of station (TCS) under Sec. 302-
3.400 of this chapter;
    (b) Assigned to isolated locations in CONUS to which the employee 
cannot take or at which the employee is unable to use his/her HHG and 
personal effects because of the absence of residence quarters at that 
location,
    (c) Assigned OCONUS when:
    (1) The official station is one to which you cannot take or at which 
you are unable to use your HHG and your personal effects; or
    (2) The head of your agency authorizes storage of your HHG is in the 
public interest or is more economical than transporting; or
    (d) Storage is necessary during school recess for DoDDS teachers.



Sec. 302-8.3  How will I know when my agency has made a decision to
authorize extended storage of my HHG?

    Your agency will indicate on your travel authorization the specific 
allowances you are authorized as provided in this chapter.



Sec. 302-8.4  May I receive an advance of funds for storage allowances
covered by this part?

    No, an advance of funds is not allowed for storage allowances of 
HHG.

[[Page 182]]



 Subpart B_Extended Storage During Assignment to Isolated Locations in 
                  the Continental United States (CONUS)



Sec. 302-8.100  What is the policy for extended storage of HHG during
assignment to isolated locations in CONUS?

    Extended storage of HHG belonging to an employee transferred or a 
new appointee assigned to an official station at an isolated location in 
CONUS may be allowed only when it is clearly justified under the 
conditions in this part and is not primarily for the convenience, or at 
the request of, the employee or the new appointee.



Sec. 302-8.101  What are the criteria for determining whether an
official station is an isolated official station for purposes of this
part?

    (a) As determined by your agency, an official station at an isolated 
location is a place of permanent duty assignment in CONUS at which you 
have no alternative except to live where you are unable to use your HHG 
because:
    (1) The type of quarters you are required to occupy at the isolated 
official station will not accommodate your HHG; or
    (2) Residence quarters which would accommodate your HHG are not 
available within reasonable daily commuting distance of the official 
station.
    (b) The designation of an official station as isolated in accordance 
with paragraph (a) of this section shall not preclude a determination in 
individual instances that adequate housing is available for some 
employees stationed there based on housing which may be available within 
daily commuting distance and the size and other characteristics of each 
employee's immediate family. In such instances the station shall not be 
considered isolated with regard to you if your agency determines 
adequate family housing is available for you.

    Note to Sec. 302-8.101: Heads of agencies concerned are responsible 
for designating the isolated official station at which conditions exist 
for allowing extended storage of HHG at Government expense for some or 
all employees.



Sec. 302-8.102  Am I eligible for extended storage of HHG and personal
effects?

    Yes, you are eligible for extended storage of HHG and personal 
effects if:
    (a) You are stationed at an isolated official station which your 
agency determines meets the criteria in Sec. 302-8.101;
    (b) You performed relocation travel or travel as a new appointee; 
and
    (c) Your agency authorizes payment for extended storage of your HHG.



Sec. 302-8.103  Where may my HHG be stored?

    Your HHG may be stored either in:
    (a) Available Government-owned storage space; or
    (b) Suitable commercial storage space obtained by the Government if:
    (1) Government-owned space is not available, or
    (2) Commercial storage space is more economical or suitable because 
of location, transportation costs, or for other reasons.



Sec. 302-8.104  What are the allowable costs for storage?

    Allowable costs for storage include the cost of:
    (a) Necessary packing;
    (b) Crating;
    (c) Unpacking;
    (d) Uncrating;
    (e) Transportation to and from place of storage;
    (f) Charges while in storage; and
    (g) Other necessary charges directly relating to the storage as 
approved by your agency.



Sec. 302-8.105  May I transport a portion of my HHG to the official
station and store the remainder at Government expense?

    Yes, you may transport a portion of your HHG to the official station 
and store the remainder at Government expense, if authorized by your 
agency. The combined weight, however, of the HHG stored and transported 
must not exceed the maximum 18,000 pounds net weight.

[[Page 183]]



Sec. 302-8.106  May I change from temporary to extended storage?

    Yes, you may change from temporary to extended storage, if 
authorized by your agency.



Sec. 302-8.107  May I change from storage at personal expense to
extended storage at Government expense?

    Yes, you may change from storage at personal expense to extended 
storage at Government expense, if authorized by your agency.



Sec. 302-8.108  What is the authorized time period for extended
storage of my HHG?

    The authorized time period for extended storage of your HHG is for 
the duration of the assignment not to exceed 3-years. However:
    (a) Your agency will conduct periodic reviews to determine whether 
current housing conditions at your isolated official station warrant 
continuation of storage;
    (b) Eligibility for extended storage at Government expense will 
terminate on your last day of active duty at the isolated official 
station. However your HHG may remain in temporary storage for an 
additional period of time not to exceed 90 days, if approved by your 
agency.
    (c) When eligibility ceases, storage at Government expense may 
continue until the beginning of the second month after the month in 
which your tour at the official station OCONUS terminates, unless to 
avoid inequity your agency extends the period.



  Subpart C_Extended Storage During Assignment Outside the Continental 
                         United States (OCONUS)



Sec. 302-8.200  Am I eligible for extended storage during assignment
OCONUS?

    Yes, you are eligible for extended storage during assignment OCONUS 
if your agency authorizes it, and if:
    (a) The official station is one to which you are not authorized to 
take, or at which you are unable to use, your HHG; or
    (b) Your agency authorizes it as being in the public interest; or
    (c) Your agency determines the estimated cost of storage would be 
less than the cost of round-trip transportation (including temporary 
storage) of the HHG to your new official station.



Sec. 302-8.201  Am I entitled to reimbursement for extended storage 
of HHG?

    No, your agency will determine when it is in the Government's 
interest to reimburse you for extended storage of HHG OCONUS.



Sec. 302-8.202  Do provisions for the place, choice, or type of storage,
allowable costs, or partial storage during assignment OCONUS differ from
those prescribed for storage during assignment to isolated locations 
in CONUS?

    No; the same allowable extended storage expenses provided in 
Secs. 302-8.103 through 302-8.108 apply to extended storage OCONUS.



Sec. 302-8.203  What is the authorized time period for extended storage
of my HHG?

    Time limitations for extended storage of your HHG will be determined 
by your agency as follows:
    (a) For the duration of the OCONUS assignment plus 30 days prior to 
the time the tour begins and plus 60 days after the tour is completed;
    (b) Extensions may be allowed for subsequent service or tours of 
duty at the same or other overseas stations if you continue to be 
eligible as set forth in Sec. 302-8.200; and
    (c) When eligibility ceases, storage at Government expense may 
continue until the beginning of the second month after the month in 
which your tour at the official station OCONUS terminates, unless to 
avoid inequity your agency extends the period.



    Subpart D_Storage During School Recess for Department of Defense 
               Overseas Dependents School (DoDDS) Teachers



Sec. 302-8.300  Under what authority am I provided storage during
school recess?

    (a) Description. The Department of Defense Overseas Teachers Pay and 
Personnel Practices Act (20 U.S.C. 905)

[[Page 184]]

provides authority for the storage of the HHG of DoDDS teachers during 
the recess period between 2 consecutive school years.
    (b) Regulations. See the DoD Joint Travel Regulations (JTR), Volume 
2, published by the Per Diem, Travel and Transportation Allowance 
Committee and available on the world wide web at http://www.dtic.mil/
perdiem.



Sec. 302-8.301  What obligations do I have if I do not report for service
at the beginning of the next school year?

    If you do not report for service at the beginning of the next school 
year, you must repay the Government for the cost of the extended storage 
of your HHG during the recess. Except for reasons beyond your control 
and acceptable to DoD, you shall be obligated to reimburse DoD the 
amount paid for the commercial storage, including related services. If, 
however, the property was stored in a Government facility, you shall pay 
DoD an amount equal to the reasonable value of the storage furnished, 
including related services.



                    Subpart E_Agency Responsibilities

    Note to subpart E: Use of pronouns ``we'', ``you'', and their 
variants throughout this subpart refers to the agency.



Sec. 302-8.400  What policies must we establish for the allowance for
extended storage of HHG?

    You must establish policies and procedures governing this part 
including:
    (a) When you will authorize payment;
    (b) Who will determine whether payment is appropriate;
    (c) How and when reimbursements will be paid;
    (d) Which locations meet the criteria of this part for isolated 
official station at which conditions exist for allowing extended storage 
at Government expense for some or all employees;
    (e) Who will determine the duration and place of extended storage.



Sec. 302-8.401  How should we administer the authorization and payment
of extended storage of HHG?

    You should limit payment of extended storage of HHG to only those 
expenses that are necessary and in the interest of the Government.



Sec. 302-8.402  May we allow the employee to determine options in the 
preference of his/her storage?

    Yes, the employee may determine options in the preference of his/her 
storage. You may authorize the employee to:
    (a) Transport a portion of his/her HHG to the official station and 
store the remainder at Government expense;
    (b) Change from temporary to extended storage; and
    (c) Change from storage at personal expense to extended storage at 
Government expense.



PART 302	9_ALLOWANCES FOR TRANSPORTATION AND EMERGENCY OR
TEMPORARY STORAGE OF A PRIVATELY OWNED VEHICLE--Table of Contents



                         Subpart A_General Rules

Sec.
302-9.1  What is a ``privately owned vehicle (POV)''?
302-9.2  What is an ``official station'' for purposes of this part?
302-9.3  What is a ``post of duty'' for purposes of this part?
302-9.4  What are the purposes of the allowance for transportation of a 
          POV?
302-9.5  What expenses may I be allowed for storage of a POV when on a 
          permanent or temporary assignment?
302-9.6  What is the purpose of the allowance for emergency or temporary 
          storage of a POV?
302-9.7  What POV transportation and emergency or temporary storage may 
          my agency authorize at Government expense?
302-9.8  Must my agency authorize transportation or emergency or 
          temporary storage of my POV?
302-9.9  What type of POV may I be authorized to transport, and if 
          necessary, store under emergency or temporary circumstances?
302-9.10  For what transportation expenses will my agency pay?
302-9.11  For what POV emergency or temporary storage expenses will my 
          agency pay?
302-9.12  May I receive an advance of funds for transportation and 
          emergency or temporary storage of my POV?
302-9.13  May my agency determine that driving my POV is more 
          advantageous

[[Page 185]]

          and limit my reimbursement to what it would cost to drive my 
          POV?

                        Subpart B_Transportation

                                 General

302-9.100  Who is eligible for transportation of a POV to a post of 
          duty?
302-9-101  In what situations may my agency authorize transportation of 
          a POV to my post of duty?
302-9.102  How many POV's may I transport to a post of duty?
302-9.103  Do I have to ship my POV to my actual post of duty?
302-9.104  What may I do if there is no port or terminal at the point of 
          origin and/or destination?

                POV Transportation at Time of Assignment

302-9.140  Under what specific conditions may my agency authorize 
          transportation of a POV to my post of duty upon my assignment 
          to that post of duty?
302-9.141  What is the ``authorized point of origin'' when I transport a 
          POV to my post of duty?
302-9.142  What will I be reimbursed if I transport a POV from a point 
          of origin that is different from the authorized point of 
          origin?
302-9.143  When I am authorized to transport a POV, may I have the 
          manufacturer or the manufacturer's agent transport a new POV 
          from the factory or other shipping point directly to my post 
          of duty?

         POV Transportation Subsequent to the Time of Assignment

302-9.170  Under what specific conditions may my agency authorize 
          transportation of a POV to my post of duty subsequent to the 
          time of my assignment to that post?
302-9.171  If circumstances warrant an authorization to transport a POV 
          to my post of duty after my assignment to the post of duty, 
          must I sign a new service agreement?
302-9.172  Under what conditions may my agency authorize transportation 
          of a replacement POV to my post of duty?
302-9.173  How many replacement POV's may my agency authorize me to 
          transport to my post of duty at Government expense?
302-9.174  What is the ``authorized point of origin'' when I transport a 
          POV, including a replacement POV, to my post of duty 
          subsequent to the time of my assignment to that post of duty?
302-9.175  When I am authorized to transport a POV, including a 
          replacement POV, to my post of duty subsequent to the time of 
          my assignment to that post of duty, may I have the 
          manufacturer or the manufacturer's agent transport a new POV 
          from the factory or other shipping point directly to my post 
          of duty?

      Subpart C_Return Transportation of a POV From a Post of Duty

302-9.200  When am I eligible for return transportation of a POV from my 
          post of duty?
302-9.201  In what situations will my agency pay to transport a POV from 
          my post of duty?
302-9.202  When do I become entitled to return transportation of my POV 
          from my post of duty to an authorized destination?
302-9.203  Is there any circumstance under which I may be authorized to 
          transport my POV from a post of duty before completing my 
          service agreement?
302-9.204  What is the ``authorized point of origin'' when I transport 
          my POV from my post of duty?
302-9.205  What is the ``authorized destination'' of a POV transported 
          under this subpart?
302-9.206  What should I do if there is no port or terminal at my 
          authorized point of origin or authorized destination when I 
          transport a POV from my post of duty?
302-9.207  What will I be reimbursed if I transport my POV from a point 
          of origin or to a destination that is different from my 
          authorized origin or destination?
302-9.208  If I retain my POV at my post of duty after conditions change 
          to make use of the POV no longer in the best interest of the 
          Government, may I transport it at Government expense from the 
          post of duty at a later date?
302-9.209  Under what conditions may my agency authorize me to transport 
          from my post of duty a replacement POV purchased at that post 
          of duty?

 Subpart D_Transportation of a POV Within the Continental United States 
                                 (CONUS)

302-9.300  When am I eligible for transportation of my POV within CONUS 
          at Government expense?
302-9.301  Under what conditions may my agency authorize transportation 
          of my POV within CONUS?
302-9.302  How many POV's may I be authorized to transport within CONUS?
302-9.303  If I am authorized to transport my POV within CONUS, where 
          must the transportation originate?
302-9.304  If I am authorized to transport my POV within CONUS, what 
          must the destination be?

[[Page 186]]

                  Subpart E_Emergency Storage of a POV

302-9.400  When am I eligible for emergency storage of my POV?
302-9.401  Where may I store my POV if I receive notice to evacuate my 
          immediate family and/or household goods from my post of duty?

                  Subpart F_Temporary Storage of a POV

302-9.500  When am I eligible for temporary storage of a POV?
302-9.501  How many POVs will be eligible for storage and for how long 
          will my agency authorize the storage?
302-9.502  What expenses may my agency authorize for temporary storage 
          of my POV?

                    Subpart G_Agency Responsibilities

302-9.600  What means of transportation may we authorize for POV's?
302-9.601  How many POV's may we authorize for transportation at 
          Government expense?
302-9.602  How should we administer the allowances for transportation 
          and emergency storage of a POV?
302-9.603  What governing policies must we establish for the allowances 
          for transportation and emergency storage of a POV?
302-9.604  Under what condition may we authorize transportation of a POV 
          to a post of duty?
302-9.605  What factors must we consider in deciding whether to 
          authorize transportation of a POV to a post of duty?
302-9.606  What must we consider in determining whether transportation 
          of a POV within CONUS is cost effective?

    Authority: 5 U.S.C. 5737a; 5 U.S.C. 5738; 20 U.S.C. 905(a); E.O. 
11609, as amended, 3 CFR, 1971-1975 Comp., p. 586.

    Source: FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, unless otherwise 
noted.



                         Subpart A_General Rules

    Note to subpart A: Use of pronouns ``I'', ``you'', and their 
variants throughout this subpart refers to the employee, unless 
otherwise noted.



Sec. 302-9.1  What is a ``privately owned vehicle (POV)''?

    A ``privately owned vehicle (POV)'' is a motor vehicle not owned by 
the Government and used by the employee or his/her immediate family for 
the primary purpose of providing personal transportation.



Sec. 302-9.2  What is an ``official station'' for purposes of this part?

    An ``official station'' is defined in part 300-3 of this title. For 
purposes of this part, an ``official station'' may be within or outside 
the continental United States (OCONUS).



Sec. 302-9.3  What is a ``post of duty'' for purposes of this part?

    For purposes of this part, a ``post of duty'' is an official station 
outside CONUS.



Sec. 302-9.4  What are the purposes of the allowance for transportation
of a POV?

    To reduce the Government's overall relocation costs by allowing 
transportation of a POV to your official station within CONUS when it is 
advantageous and cost effective to the Government, and to improve our 
overall effectiveness if you are transferred or otherwise reassigned to 
a post of duty at which it is in the interest of the Government for you 
to have use of a POV for personal transportation.



Sec. 302-9.5  What expenses may I be allowed for storage of a POV when
on a permanent or temporary assignment?

    There is no authority for non-emergency storage of a POV when on a 
permanent or temporary assignment; however, an agency may approve 
storage for a POV when an employee is assigned a temporary change of 
station in support of a contingency operation as defined in 10 U.S.C. 
1482a(c)(2).

[FTR Amdt. 2011-06, 76 FR 71889, Nov. 21, 2011]



Sec. 302-9.6  What is the purpose of the allowance for emergency or
temporary storage of a POV?

    The purpose of the allowance for emergency or temporary storage of a 
POV is to protect a POV transported at Government expense to your post 
of duty when the head of your agency determines that the post of duty is 
within a zone from which your immediate family and/or household goods 
should be evacuated, or when the employee is not authorized to have a 
POV at the

[[Page 187]]

TCS location under subpart F of this part.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001. Redesignated and amended by 
FTR Amdt. 2011-06, 76 FR 71889, 71890, Nov. 21, 2011]



Sec. 302-9.7  What POV transportation and emergency or temporary storage 
may my agency authorize at Government expense?

    Your agency may authorize the following POV transportation and 
emergency or temporary storage at Government expense:
    (a) Transportation of a POV to a post of duty as provided in subpart 
B of this part.
    (b) Transportation of a POV from a post of duty as provided in 
subpart C of this part.
    (c) Transportation of a POV within CONUS as provided in subpart D of 
this part.
    (d) Emergency storage of a POV as provided in subpart E of this 
part.
    (e) Storage of a POV during a TCS in support of a contingency 
operation.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001. Redesignated and amended by 
FTR Amdt. 2011-06, 76 FR 71889, 71890, Nov. 21, 2011]



Sec. 302-9.8  Must my agency authorize transportation or emergency or
temporary storage of my POV?

    No; however, if your agency does authorize transportation of a POV 
to your post of duty and you complete your service agreement, your 
agency must pay for the cost of returning the POV. Your agency 
determines the conditions under which it will pay for transportation and 
emergency or temporary storage and the procedures an employee must 
follow.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001. Redesignated and amended by 
FTR Amdt. 2011-06, 76 FR 71889, 71890, Nov. 21, 2011]



Sec. 302-9.9  What type of POV may I be authorized to transport, and
if necessary, store under emergency or temporary circumstances?

    Only a passenger automobile, station wagon, light truck, or other 
similar vehicle that will be used primarily for personal transportation 
may be authorized to transport, and if necessary store under emergency 
or temporary circumstances. You may not transport or store a trailer, 
airplane, or any vehicle intended for commercial use.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001. Redesignated and amended by 
FTR Amdt. 2011-06, 76 FR 71889, 71890, Nov. 21, 2011]



Sec. 302-9.10  For what transportation expenses will my agency pay?

    When your agency authorizes transportation of your POV, it will pay 
for all necessary and customary expenses directly related to the 
transportation of the POV, including crating and packing expenses, 
shipping charges, and port charges for readying the POV for shipment at 
the port of embarkation, and for use at the port of debarkation.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001. Redesignated by FTR Amdt. 
2011-06, 76 FR 71889, Nov. 21, 2011]



Sec. 302-9.11  For what POV emergency or temporary storage expenses 
will my agency pay?

    Your agency will pay all necessary storage expenses, including but 
not limited to readying the POV for storage, transportation to point of 
storage, storage, readying the POV for use after storage, and 
transportation from the point of storage. Insurance on the POV is at 
your expense, unless it is included in the expenses allowed by this 
paragraph.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, as amended by FTR Amdt. 2010-
02, 75 FR 24437, May 5, 2010. Redesignated and amended by FTR Amdt. 
2011-06, 76 FR 71889, 71890, Nov. 21, 2011]



Sec. 302-9.12  May I receive an advance of funds for transportation
and emergency or temporary storage of my POV?

    Yes, you may receive advance funds in accordance with Sec. 302-2.23 
of this chapter and not to exceed the estimated amount of the expenses 
authorized under this part for transportation and emergency or temporary 
storage of your POV.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, as amended by FTR Amdt. 2011-
01, 76 FR 18342, Apr. 1, 2011. Redesignated and amended by FTR Amdt. 
2011-06, 76 FR 71889, 71890, Nov. 21, 2011, as amended by FTR Amdt. 
2014-01, 79 FR 49645, Aug. 21, 2014]

[[Page 188]]



Sec. 302-9.13  May my agency determine that driving my POV is more
advantageous and limit my reimbursement to what it would cost to drive
my POV?

    Yes, your agency decides whether it is more advantageous for you 
and/or a member of your immediate family to drive your POV for all or 
part of the distance or to have it transported. If your agency decides 
that driving the POV is more advantageous, your reimbursement will be 
limited to the allowances provided in part 302-4 of this chapter for the 
travel and transportation expenses you and/or your immediate family 
incur en route.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001. Redesignated by FTR Amdt. 
2011-06, 76 FR 71889, Nov. 21, 2011]



                        Subpart B_Transportation

                                 General



Sec. 302-9.100  Who is eligible for transportation of a POV to a post
of duty?

    An employee who is authorized to transfer to the post of duty, or a 
new appointee or student trainee assigned to the post of duty.



Sec. 302-9.101  In what situations may my agency authorize transportation
of a POV to my post of duty?

    Your agency may authorize transportation when:
    (a) At the time of your assignment, conditions warrant such 
authorization under Sec. 302-9.140;
    (b) Conditions that once precluded prior authorization have changed 
to warrant such authorization under Sec. 302-9.170; or
    (c) Subsequent to the time of your assignment, conditions warrant 
authorization under Sec. 302-9.172 of a replacement POV.



Sec. 302-9.102  How many POV's may I transport to a post of duty?

    You may transport one POV to a post of duty. However, this does not 
limit the transportation of a replacement POV when authorized under 
Sec. 302-9.172.



Sec. 302-9.103  Do I have to ship my POV to my actual post of duty?

    Yes, you must ship your POV to your actual post of duty. You may not 
transport the POV to an alternate location.



Sec. 302-9.104  What may I do if there is no port or terminal at the
point of origin and/or destination?

    If there is no port or terminal at the point of origin and/or 
destination, your agency will pay the entire cost of transporting the 
POV from your point of origin to your destination. If you prefer, 
however, you may choose to drive your POV from your point of origin at 
time of assignment to the nearest embarkation port or terminal, and/or 
from the debarkation port or terminal nearest your destination to your 
post of duty at any time. If you choose to drive, you will be reimbursed 
your one-way mileage cost, at the rate specified in part 301-4 of this 
title, for driving the POV from your authorized origin to deliver it to 
the port of embarkation, or from the port of debarkation to the 
authorized destination. For the segment of travel from the port of 
embarkation back to your authorized origin after delivering the POV to 
the port or from your authorized destination to the port of debarkation 
to pick up the POV, you will be reimbursed your one-way transportation 
cost. The total cost of round-trip travel, to deliver the POV to the 
port at the origin or to pick up the POV at the port at your 
destination, may not exceed the cost of transporting the POV to or from 
the port involved. You may not be reimbursed a per diem allowance for 
round-trip travel to and from the port involved.

                POV Transportation at Time of Assignment



Sec. 302-9.140  Under what specific conditions may my agency authorize
transportation of a POV to my post of duty upon my assignment to that
post of duty?

    Your agency may authorize transportation of a POV to your post of 
duty when:
    (a) It has determined in accordance with Sec. 302-9.604 that it is 
in the interest

[[Page 189]]

of the Government for you to have use of your POV at the post of duty;
    (b) You have signed a service agreement; and
    (c) You meet any specific conditions your agency has established.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, as amended by FTR Amdt. 2011-
01, 76 FR 18342, Apr. 1, 2011; FTR Amdt. 2011-06, 76 FR 71890, Nov. 21, 
2011]



Sec. 302-9.141  What is the ``authorized point of origin'' when I
transport a POV to my post of duty?

    Your ``authorized point of origin'' is as follows:

------------------------------------------------------------------------
                                             Your ``authorized point of
               If you are a                       origin'' is your
------------------------------------------------------------------------
(a) Transferee............................  Old official station.
(b) New appointee or student trainee......  Place of actual residence.
------------------------------------------------------------------------



Sec. 302-9.142  What will I be reimbursed if I transport a POV from a
point of origin that is different from the authorized point of origin?

    If you transport a POV from a point of origin that is different from 
the authorized point of origin, you will be reimbursed the 
transportation costs you incur, not to exceed the cost of transporting 
your POV from your authorized point of origin to your post of duty.



Sec. 302-9.143  When I am authorized to transport a POV, may I have 
the manufacturer or the manufacturer's agent transport a new POV from 
the factory or other shipping point directly to my post of duty?

    Yes, when you are authorized to transport a POV, you may have the 
manufacture or the manufacturer's agent transport a new POV from the 
factory or other shipping point directly to your post of duty provided:
    (a) You purchased the POV new from the manufacturer or 
manufacturer's agent;
    (b) The POV is transported FOB-shipping point, consigned to you and/
or a member of your immediate family, or your agent; and
    (c) Ownership of the POV is not vested in the manufacturer or the 
manufacturer's agent during transportation. In this circumstance, you 
will be reimbursed for the POV transportation costs, not to exceed the 
cost of transporting the POV from your authorized point of origin to 
your post of duty.

         POV Transportation Subsequent to the Time of Assignment



Sec. 302-9.170  Under what specific conditions may my agency authorize
transportation of a POV to my post of duty subsequent to the time of my
assignment to that post?

    Your agency may authorize transportation of a POV to your post of 
duty subsequent to the time of your assignment to that post when:
    (a) You do not have a POV at your post of duty;
    (b) You have not previously been authorized to transport a POV to 
that post of duty;
    (c) You have not previously transported a POV outside CONUS during 
your assignment to that post of duty;
    (d) Your agency has determined in accordance with Sec. 302-9.604 
that it is in the interest of the Government for you to have use of your 
POV at the post of duty; and
    (e) You signed a service agreement at the time you were transferred 
in the interest of the Government, or assigned if you were a new 
appointee or student trainee, to your post of duty; and
    (f) You meet any specific conditions your agency has established.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, as amended by FTR Amdt. 2011-
01, 76 FR 18342, Apr. 1, 2011; FTR Amdt. 2011-06, 76 FR 71890, Nov. 21, 
2011]



Sec. 302-9.171  If circumstances warrant an authorization to transport
a POV to my post of duty after my assignment to the post of duty, must
I sign a new service agreement?

    No, if circumstances changed after arrival at your new post of duty 
to warrant authorization to transport a POV, you are not required to 
sign a new service agreement, provided a service agreement was signed at 
the time of your assignment to the post of duty. Violation of that 
service agreement, however, will result in your personal liability for 
the cost of transporting the POV.

[[Page 190]]



Sec. 302-9.172  Under what conditions may my agency authorize 
transportation of a replacement POV to my post of duty?

    Your agency may authorize transportation of a replacement POV to 
your post of duty when:
    (a) You require an emergency replacement POV and you meet the 
following conditions:
    (1) You had a POV which was transported to your post of duty at 
Government expense; and
    (2) You require a replacement POV for reasons beyond your control 
and acceptable to your agency, such as the POV is stolen, or seriously 
damaged or destroyed, or has deteriorated due to conditions at the post 
of duty; and
    (3) Your agency determines in advance of authorization that a 
replacement POV is necessary and in the interest of the Government; or
    (b) You require a non-emergency replacement POV and you meet the 
following conditions:
    (1) You have a POV which was transported to a post of duty at 
Government expense;
    (2) You have been stationed continuously during a 4-year period at 
one or more posts of duty; and
    (3) Your agency has determined that it is in the Government's 
interest for you to continue to have a POV at your post of duty.



Sec. 302-9.173  How many replacement POV's may my agency authorize me to
transport to my post of duty at Government expense?

    Your agency may authorize one emergency replacement POV within any 
4-year period of continuous service. It may authorize one non-emergency 
replacement POV after every four years of continuous service beginning 
on the date you first have use of the POV being replaced.



Sec. 302-9.174  What is the ``authorized point of origin'' when I
transport a POV, including a replacement POV, to my post of duty
subsequent to the time of my assignment to that post of duty?

    Your agency determines the authorized point of origin within the 
United States when you transport a POV, including a replacement POV, to 
your post of duty subsequent to the time of your assignment to that post 
of duty.



Sec. 302-9.175  When I am authorized to transport a POV, including a
replacement POV, to my post of duty subsequent to the time of my 
assignment to that post of duty, may I have the manufacturer or
the manufacturer's agent transport a new POV from the factory or
other shipping point directly to my post of duty?

    Yes, you may have the manufacture or manufacture's agent transport a 
new POV from the factory or other shipping point to your post of duty 
under the same conditions specified in Sec. 302-9.143.



      Subpart C_Return Transportation of a POV From a Post of Duty



Sec. 302-9.200  When am I eligible for return transportation of a POV
from my post of duty?

    You are eligible for POV transportation from your post of duty when:
    (a) You were transferred to a post of duty in the interest of the 
Government; and
    (b) You have a POV at the post of duty.



Sec. 302-9.201  In what situations will my agency pay to transport
a POV from my post of duty?

    Your agency will pay to transport a POV from your post of duty when:
    (a) You are transferred back to the official station (including post 
of duty) from which you transferred to your current post of duty;
    (b) You are transferred to a new official station within CONUS;
    (c) You are transferred to a new post of duty, where your agency 
determines that use of a POV at that location is not in the interest of 
the Government;
    (d) You separate from Government service after completion of an 
agreed period of service at the post of duty where your agency 
determined the use of a POV to be in the interest of the Government;
    (e) You separate from Government service prior to completion of an 
agreed period of service at the post of duty where your agency 
determined the use of a POV to be in the interest

[[Page 191]]

of the Government, and the separation is for reasons beyond your control 
and acceptable to your agency; or
    (f) Conditions change at your post of duty such that use of the POV 
no longer is in the best interest of the Government.



Sec. 302-9.202  When do I become entitled to return transportation of
my POV from my post of duty to an authorized destination?

    You become entitled to return transportation of your POV from your 
post of duty to an authorized destination when:
    (a) Your agency determined the use of a POV at your post of duty was 
in the interest of the Government;
    (b) You have the POV at your post of duty; and
    (c) You have completed your service agreement.



Sec. 302-9.203  Is there any circumstance under which I may be authorized
to transport my POV from a post of duty before completing my service
agreement?

    Yes, if conditions change at your post of duty such that use of your 
POV no longer is in the interest of the Government, or if you separate 
from Government service prior to completion of your service agreement 
for reasons beyond your control and acceptable to your agency, your 
agency may authorize return transportation to your authorized 
destination. When the return transportation is based on changed 
conditions, you are still required to complete your service agreement. 
If you do not, you will be required to repay the transportation costs.



Sec. 302-9.204  What is the ``authorized point of origin'' when I
transport my POV from my post of duty?

    The ``authorized point of origin'' when you transport your POV from 
your post of duty is the last post of duty to which you were authorized 
to transport your POV at Government expense.



Sec. 302-9.205  What is the ``authorized destination'' of a POV 
transported under this subpart?

    The ``authorized destination'' of a POV transported under this 
subpart is illustrated in the following table:

------------------------------------------------------------------------
                                             The authorized destination
                    If                       of the POV you transport at
                                                Government expense is
------------------------------------------------------------------------
(a) You are transferred to an Official      Your official station.
 station within CONUS.
(b)(1) You are transferred to another post  Your place of actual
 of duty and use of a POV at the new post    residence.
 is not in the interest of the Government;.
(2) You separate from Government service    Your place of actual
 and are eligible for transportation of      residence.
 your POV from your post of duty; or.
(3) Conditions change at your post of duty  Your place of actual
 such that use of your POV no longer is in   residence.
 the interest of the Government at that
 post of duty.
------------------------------------------------------------------------


[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001; 67 FR 7219, Feb. 15, 2002]



Sec. 302-9.206  What should I do if there is no port or terminal at
my authorized point of origin or authorized destination when I transpor
t a POV from my post of duty?

    If there is no port or terminal at your authorized point of origin 
or authorized destination, your agency will pay the entire cost of 
transporting the POV from your authorized origin to your authorized 
destination. If you prefer, however, you may choose to drive your POV to 
the port of embarkation and/or from the port of debarkation. If you 
choose to drive, you will be reimbursed in the same manner as an 
employee under Sec. 302-9.104.



Sec. 302-9.207  What will I be reimbursed if I transport my POV from
a point of origin or to a destination that is different from my 
authorized origin or destination?

    You will be reimbursed the transportation costs you actually incur, 
not to exceed what it would have cost to transport your POV from your 
authorized origin to the authorized destination.

[[Page 192]]



Sec. 302-9.208  If I retain my POV at my post of duty after conditions
change to make use of the POV no longer in the best interest of the
Government, may I transport it at Government expense from the post
of duty at a later date?

    Yes, your agency will pay the transportation costs not to exceed the 
cost of transporting it to the authorized destination, provided you 
otherwise meet all conditions for transporting a POV.



Sec. 302-9.209  Under what conditions may my agency authorize me
to transport from my post of duty a replacement POV purchased at
that post of duty?

    Your agency may authorize transportation of a replacement POV 
purchased at a post of duty from the same post of duty only if:
    (a) At the time you purchased the replacement POV, you met the 
conditions in Sec. 302-9.172; and
    (b) Prior to purchase of the replacement POV, your agency authorized 
you to purchase a replacement POV at the post of duty.



 Subpart D_Transportation of a POV Within the Continental United States 
                                 (CONUS)



Sec. 302-9.300  When am I eligible for transportation of my POV
within CONUS at Government expense?

    You are eligible for transportation of your POV within CONUS at 
Government expenses when:
    (a) You are an employee who transfers within CONUS in the interest 
of the Government; or
    (b) You are a new appointee or student trainee relocating to your 
first official station within CONUS.



Sec. 302-9.301  Under what conditions may my agency authorize 
transportation of my POV within CONUS?

    Your agency will authorize transportation of your POV within CONUS 
only when:
    (a) It has determined that use of your POV to transport you and/or 
your immediate family from your old official station (or place of actual 
residence, if you are a new appointee or student trainee) to your new 
official station would be advantageous to the Government;
    (b) Both your old official station (or place of actual residence, if 
you are a new appointee or student trainee) and your new official 
station are located within CONUS;
    (c) Your agency further determines that it would be more 
advantageous and cost effective to the Government to transport your POV 
to the new official station at Government expense and to pay for 
transportation of you and/or your immediate family by commercial means 
than to have you or an immediate family member drive the POV to the new 
official station;
    (d) Your agency determines that the POV is in operating order and 
legally titled and tagged for driving; and
    (e) The distance that the POV is to be shipped is 600 miles or more.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, as amended by FTR Amdt. 2011-
01, 76 FR 18342, Apr. 1, 2011]



Sec. 302-9.302  How many POV's may I be authorized to transport
within CONUS?

    You may be authorized to transport only the number of POVs equal to 
the number of people on the relocation travel orders, who are licensed 
drivers, not to exceed two, while relocating within CONUS at Government 
expense under this Chapter. Your agency must determine that such 
transportation is advantageous and cost effective to the Government in 
accordance with Sec. 302-9.301. A vehicle may not be shipped as PBP&E.

[FTR Amdt. 2011-01, 76 FR 18342, Apr. 1, 2011]



Sec. 302-9.303  If I am authorized to transport my POV within CONUS,
where must the transportation originate?

    If you are authorized to transport your POV within CONUS, the 
transportation must originate as illustrated in the following table:

------------------------------------------------------------------------
                                              Your transportation must
               If you are a                       originate at your
------------------------------------------------------------------------
(a) Transferee............................  Old official station.
(a) New appointee or Student trainee......  Place of actual residence.
------------------------------------------------------------------------


[[Page 193]]



Sec. 302-9.304  If I am authorized to transport my POV within CONUS,
what must the destination be?

    If you are authorized to transport your POV within CONUS your 
destination must be your new official station.



                  Subpart E_Emergency Storage of a POV



Sec. 302-9.400  When am I eligible for emergency storage of my POV?

    You are eligible for emergency storage of your POV when:
    (a) Your POV was transported to your post of duty at Government 
expense; and
    (b) The head of your agency determines that your post of duty is 
within a zone from which your immediate family and/or household goods 
should be evacuated.



Sec. 302-9.401  Where may I store my POV if I receive notice to
evacuate my immediate family and/or household goods from my post
of duty?

    If you receive notice to evacuate your immediate family and/or HHG 
for your post of duty, you may store your POV at a place determined to 
be reasonable by your agency whether the POV is already located at, or 
being transported to, your post of duty.



                  Subpart F_ Temporary Storage of a POV

    Source: FTR Amdt. 2011-06, 76 FR 71890, Nov. 21, 2011, unless 
otherwise noted.



Sec. 302-9.500  When am I eligible for temporary storage of a POV?

    You may be eligible for temporary storage of your POV when:
    (a) You are assigned a TCS in support of a contingency operation 
(humanitarian operations, peacekeeping operations, and similar 
operations) as defined in 10 U.S.C. 1482a(c)(2);
    (b) You are eligible for expenses as authorized in part 302-3, 
subpart E; and
    (c) The head of your agency determines it would be more 
advantageous, cost and other factors considered, to authorize a 
temporary storage of a POV.



Sec. 302-9.501  How many POVs will be eligible for storage and for
how long will my agency authorize the storage?

    You may be authorized to store not more than one POV at any given 
time during the period of the TCS assignment, subject to this subpart. A 
POV may be stored for the duration of the TCS.



Sec. 302-9.502  What expenses may my agency authorize for temporary
storage of my POV?

    Your agency may provide for storage, without charge, or for the 
reimbursement of the cost of storage, of one POV that is owned or leased 
by an employee of that agency (or by a dependent of such an employee) 
and that is for the personal use of the employee.



                    Subpart G_Agency Responsibilities

    Source: FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, unless otherwise 
noted. Redesignated by FTR Amdt. 2011-06, 76 FR 71890, Nov. 21, 2011.
    Note to subpart G: Use of pronouns ``we'', ``you'', and their 
variants throughout this subpart refers to the agency.



Sec. 302-9.600  What means of transportation may we authorize for POV's?

    You may authorize:
    (a) Commercial means of transportation for POV's if available at 
reasonable rates and under reasonable conditions; or
    (b) Government means of transportation for POV's on a space-
available basis.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001. Redesignated by FTR Amdt. 
2011-06, 76 FR 71890, Nov. 21, 2011]



Sec. 302-9.601  How many POV's may we authorize for transportation at
Government expense?

    Within CONUS, you may authorize transportation of up to two POVs at 
Government expense, as prescribed in Sec. 302-9.302. For shipments from 
CONUS to OCONUS, OCONUS to OCONUS, and

[[Page 194]]

OCONUS to CONUS, only one POV may be transported at Government expense.

[FTR Amdt. 2011-01, 76 FR 18342, Apr. 1, 2011. Redesignated by FTR Amdt. 
2011-06, 76 FR 71890, Nov. 21, 2011]



Sec. 302-9.602  How should we administer the allowances for transportation
and emergency storage of a POV?

    To minimize costs and promote an efficient workforce, you should 
provide an employee use of his/her POV when it mutually benefits the 
Government and the employee.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001. Redesignated by FTR Amdt. 
2011-01, 76 FR 18342, Apr. 1, 2011 and further redesignated by FTR Amdt. 
2011-06, 76 FR 71890, Nov. 21, 2011]



Sec. 302-9.603  What governing policies must we establish for the 
allowances for transportation and emergency storage of a POV?

    You must establish policies governing:
    (a) When you will authorize transportation and emergency storage of 
a POV;
    (b) When you will authorize transportation of a replacement POV;
    (c) Who will determine if transportation of a POV to or from a post 
of duty is in the interest of the Government;
    (d) Who will determine if conditions have changed at an employee's 
post of duty to warrant transportation of a POV in the interest of the 
Government;
    (e) Who will determine if transportation of a POV wholly within 
CONUS is more advantageous and cost effective than having the employee 
drive the POV to the new official station; and
    (f) Who will determine whether to allow emergency storage of an 
employee's POV, including where to store the POV.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001. Redesignated by FTR Amdt. 
2011-01, 76 FR 18342, Apr. 1, 2011 and further redesignated by FTR Amdt. 
2011-06, 76 FR 71890, Nov. 21, 2011]



Sec. 302-9.604  Under what condition may we authorize transportation 
of a POV to a post of duty?

    You may authorize transportation of a POV to a post of duty only 
when you determine, after consideration of the factors in Sec. 302-
9.605, that it is in the interest of the Government for the employee to 
have use of a POV at the post of duty.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001. Redesignated and amended by 
FTR Amdt. 2011-01, 76 FR 18342, Apr. 1, 2011 and further redesignated 
and amended by FTR Amdt. 2011-06, 76 FR 71890, Nov. 21, 2011]



Sec. 302-9.605  What factors must we consider in deciding whether to
authorize transportation of a POV to a post of duty?

    When deciding whether to authorize transportation of a POV to a post 
of duty, you must consider if:
    (a) Local conditions at the employee's post of duty warrant use of a 
POV;
    (b) Use of the POV will contribute to the employee's effectiveness 
on the job;
    (c) Use of a POV of the type involved will be suitable under local 
conditions at the post of duty;
    (d) The cost of transporting the POV to and from the post of duty 
will be excessive, considering the time the employee has agreed to 
serve; and
    (e) The POV is in operating order and legally titled and tagged for 
driving.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001. Redesignated and amended by 
FTR Amdt. 2011-01, 76 FR 18342, Apr. 1, 2011 and further redesignated by 
FTR Amdt. 2011-06, 76 FR 71890, Nov. 21, 2011]



Sec. 302-9.606  What must we consider in determining whether
transportation of a POV within CONUS is cost effective?

    When determining whether transportation of a POV within CONUS is 
cost effective, you must consider the:
    (a) Cost of traveling by POV;
    (b) Cost of transporting the POV;
    (c) Cost of travel if the POV is transported;
    (d) Productivity benefit you derive from the employee's accelerated 
arrival at the new official station; and
    (e) The POV is in operating order and legally titled and tagged for 
driving; and
    (f) The distance that the POV is to be shipped is greater than 600 
miles.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001. Redesignated and amended by 
FTR Amdt. 2011-01, 76 FR 18342, Apr. 1, 2011 and further redesignated by 
FTR Amdt. 2011-06, 76 FR 71890, Nov. 21, 2011]

[[Page 195]]



PART 302	10_ALLOWANCES FOR TRANSPORTATION OF MOBILE HOMES AND
BOATS USED AS A PRIMARY RESIDENCE--Table of Contents



                  Subpart A_Eligibility and Limitations

Sec.
302-10.1  May I be reimbursed for transporting my mobile home instead of 
          an HHG shipment?
302-10.2  Are there any eligibility requirements?
302-10.3  What is the maximum amount my agency may authorize me to 
          receive for transporting a mobile home?
302-10.4  Are there any geographic limitations for transportation of a 
          mobile home?
302-10.5  May I transport a mobile home over water?
302-10.6  Are the allowances for transporting a mobile home in addition 
          to the allowances for per diem, mileage, and transportation 
          expenses, for me and my immediate family member(s)?

                    Subpart B_Computation of Distance

302-10.100  What distance will my agency allow for points of origin and 
          destination within CONUS and Alaska?
302-10.101  Must I furnish actual odometer readings on the travel claim?

                   Subpart C_Computation of Allowances

302-10.200  What costs are allowable when a commercial carrier 
          transports my mobile home overland or over water?
302-10.201  What is the mileage allowance when you transport a mobile 
          home overland by a POV?
302-10.202  Am I entitled to any other allowances when I transport my 
          mobile home by POV?
302-10.203  What are my allowances when a mobile home is transported 
          partly by commercial carrier and partly by POV?
302-10.204  What costs are allowed for preparing a mobile home for 
          shipment?
302-10.205  Are there any costs for preparation that are not allowed?
302-10.206  May my agency assume direct responsibility for the costs of 
          preparing and transporting my mobile home?
302-10.207  Am I responsible for excess or non-allowable charges?

                        Subpart D_Advance of Fund

302-10.300  May I receive an advance of funds when a commercial carrier 
          transports the mobile home?
302-10.301  May I receive an advance of funds when payment is made 
          directly to the carrier by my agency?

                    Subpart E_Agency Responsibilities

302-10.400  What policies must we establish for authorizing 
          transportation of a mobile home?
302-10.401  Are the allowances for transporting a mobile home in 
          addition to the allowances for per diem, mileage, and 
          transportation expenses, for an employee and immediate family 
          member(s)?
302-10.402  What costs must we pay a commercial carrier for transporting 
          a mobile home?
302-10.403  What costs must we allow for preparing a mobile home for 
          shipment?

    Authority: 5 U.S.C. 5738; 20 U.S.C. 905 (a); E.O. 11609, 36 FR 
13747, 3 CFR, 1971-1975 Comp., p. 586.

    Source: FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, unless otherwise 
noted.



                  Subpart A_Eligibility and Limitations

    Note to subpart A: Use of pronouns ``I'', ``you'', and their 
variants throughout this subpart refers to the employee.



Sec. 302-10.1  May I be reimbursed for transporting my mobile home
instead of an HHG shipment?

    Yes, if you are eligible for the transportation of HHG, you will be 
reimbursed for transporting a mobile home instead of an HHG shipment, 
not to exceed what the Government would incur for the transportation of 
your HHG and 90-days temporary storage.



Sec. 302-10.2  Are there any eligibility requirements?

    Yes, to have a mobile home transported at Government expense, you 
must certify that the mobile home will be used at the new official 
station as your primary residence and/or the primary residence of your 
immediate family.



Sec. 302-10.3  What is the maximum amount my agency may authorize 
me to receive for transporting a mobile home?

    The maximum amount your agency may authorize you to receive for 
transporting a mobile home shall not exceed the cost of transporting 
18,000 pounds of HHG and 90 days of temporary storage.

[[Page 196]]



Sec. 302-10.4  Are there any geographic limitations for transportation
of a mobile home?

    Yes, allowances for overland transportation of a mobile home may be 
made only for transportation within CONUS, within Alaska, and through 
Canada en route between Alaska and CONUS or through Canada between one 
CONUS point and another (e.g., between Buffalo, NY and Detroit, MI). 
Allowances for transportation within limits prescribed may be paid even 
though the transportation involved originates, terminates, or passes 
through locations not covered, provided the amount of the allowance 
shall be computed on the basis of that part of the transportation which 
is within CONUS, within Alaska, or through Canada en route between 
Alaska and CONUS or between one CONUS point and another. The cost to 
transport a mobile home may not exceed the cost of shipping 18,000 
pounds of HHG and 90 days of temporary storage.



Sec. 302-10.5  May I transport a mobile home over water?

    Yes, you may transport a mobile home over water when both the points 
of origin and destination are within CONUS or Alaska.



Sec. 302-10.6  Are the allowances for transporting a mobile home in
addition to the allowances for per diem, mileage, and transportation
expenses, for me and my immediate family member(s)?

    Yes, allowances for transporting a mobile home (including mileage 
when towed by you) are in addition to the reimbursement of per diem, 
mileage, and transportation expenses for you and your immediate family 
member(s). However, you must consider the fact that the mobile home may 
be moved at Government expense only if it will be used as your residence 
at the new official station, and allowances under parts 302-5, 302-6, 
and 302-11 of this chapter will be paid accordingly.



                    Subpart B_Computation of Distance



Sec. 302-10.100  What distance will my agency allow for points of origin
and destination within CONUS and Alaska?

    Your agency will allow for the distance shown in standard highway 
mileage guides or agency designated official table of distances or 
actual miles driven as determined from your odometer readings, between 
the authorized origin and destination.



Sec. 302-10.101  Must I furnish actual odometer readings on the travel 
claim?

    No, you do not need to furnish odometer readings on the travel claim 
but you must indicate the total miles traveled. Any deviation from the 
distances indicated in standard highway mileage guides or agency 
official table of distances must be fully explained and acceptable to 
your agency.



                   Subpart C_Computation of Allowances



Sec. 302-10.200  What costs are allowable when a commercial carrier
transports my mobile home overland or over water?

    Your agency will allow the following costs for use of a commercial 
carrier transporting your mobile home:
    (a) When transporting overland;
    (1) The carrier's charge for actual transportation of the mobile 
home (not to exceed the applicable tariff for such movements approved by 
an appropriate regulatory body), provided any substantial deviation from 
standard highway mileage guides or agency official table of distances is 
explained;
    (2) Ferry fares, bridge, road, and tunnel tolls;
    (3) Taxes, charges or fees fixed by a State or other government 
authority for permits to transport mobile homes in or through its 
jurisdiction;
    (4) Carrier's service charges for obtaining necessary permits; and
    (5) Charges for a pilot (flag) car or escort services, when required 
by State or local law.

[[Page 197]]

    (b) When transporting over water cost must include, but not limited 
to the cost of:
    (1) Fuel and oil used for propulsion of the boat;
    (2) Pilots or navigators in the open water;
    (3) A crew;
    (4) Charges for harbor pilots;
    (5) Docking fees incurred in transit;
    (6) Harbor or port fees and similar charges related to entry in and 
navigation through ports; and
    (7) Towing, whether in tow or towing by pushing from behind.



Sec. 302-10.201  What is the mileage allowance when you transport a
mobile home overland by a POV?

    The mileage allowance when you transport a mobile home overland by 
other than commercial means (e.g., towed by a POV) is eleven cents per 
mile. This is in addition to the mileage allowance prescribed for 
driving the POV under part 302-4 of this chapter.



Sec. 302-10.202  Am I entitled to any other allowances when I transport
my mobile home by POV?

    Yes, you are also entitled to the following allowances when you 
transport your mobile home by POV:
    (a) Payment of mileage for use of a POV to transport yourself and/or 
immediate family member(s) as provided in Sec. 302-4.30 of this chapter; 
and
    (b) Preparation costs as provided in Sec. 302-10.205.



Sec. 302-10.203  What are my allowances when a mobile home is 
transported partly by commercial carrier and partly by POV?

    The allowances in Secs. 302-10.200 through 302-10.202 apply to the 
respective portions of transportation by commercial carrier and POV when 
a mobile home is transported by both.



Sec. 302-10.204  What costs are allowed for preparing a mobile home
for shipment?

    Allowable costs for preparing a mobile home for shipment include but 
are not limited to:
    (a) Blocking and unblocking (including anchoring and unanchoring);
    (b) Labor costs of removing and installing skirting;
    (c) Separating, preparing, and sealing each section for movement;
    (d) Reassembling the two halves of a double-wide mobile home;
    (e) Travel lift fees;
    (f) Rental, installation, removal and transportation of hitches and 
extra axles with wheels and tires;
    (g) Purchasing blocks in lieu of transporting blocks from old 
official station and cost of replacement blocks broken while mobile home 
was being transported;
    (h) Packing and unpacking of HHG associated with the mobile home;
    (i) Disconnecting and connecting utilities;
    (j) Installation and removal of towing lights on trailer;
    (k) Charges for reasonable extension of existing water and sewer 
lines; and
    (l) Dismantling and assembling a portable room appended to a mobile 
home.



Sec. 302-10.205  Are there any costs for preparation that are not
allowed?

    Yes, costs for preparing a mobile home located outside Alaska or 
CONUS for movement or the costs for resettling outside Alaska or CONUS 
are not allowed.



Sec. 302-10.206  May my agency assume direct responsibility for the 
costs of preparing and transporting my mobile home?

    Yes, your agency may assume direct responsibility for the costs of 
preparing and transporting your mobile home if it is determined to be in 
the Government's interest.



Sec. 302-10.207  Am I responsible for excess or non-allowable charges?

    Yes, you are responsible for any excess preparation or 
transportation or non-allowable charges, such as:
    (a) Costs for replacement parts, tires purchases, structural 
repairs, brake repairs or any other repairs or maintenance performed;
    (b) Costs of insurance for valuation of mobile homes above carriers' 
maximum liabilities, or charges designated in the tariffs as ``Special 
Service;''
    (c) Cost of storage; and

[[Page 198]]

    (d) Costs of connecting/disconnecting appliances, equipment, and 
utilities involved in relocation and costs of converting appliances for 
operation on available utilities.



                       Subpart D_Advance of Funds



Sec. 302-10.300  May I receive an advance of funds when a commercial
carrier transports the mobile home?

    Yes, you may receive an advance of funds when you are responsible 
for arranging and paying a commercial carrier to transport your mobile 
home. However, the advance may not exceed the estimated amount 
allowable.



Sec. 302-10.301  May I receive an advance of funds when payment is
made directly to the carrier by my agency?

    No, your agency will not authorize you an advance of funds when it 
pays the carrier directly.



                    Subpart E_Agency Responsibilities

    Note to subpart E: Use of pronouns ``we'', ``you'', and their 
variants throughout this subpart refers to the agency.



Sec. 302-10.400  What policies must we establish for authorizing
transportation of a mobile home?

    You must establish policies for authorizing transportation of a 
mobile home that implements this part including when:
    (a) It is considered in the best interest of the Government to 
assume direct responsibility for preparing and transporting an 
employee's mobile home;
    (b) To authorize an advance of funds for a commercial carrier 
transporting an employee's mobile home based on constructive or 
estimated cost when the employee assumes direct responsibility for 
payment.



Sec. 302-10.401  Are the allowances for transporting a mobile home
in addition to the allowances for per diem, mileage, and transportation
expenses, for an employee and immediate family member(s)?

    Yes, allowances for transporting a mobile home (including mileage 
when towed by the employee) are in addition to the allowances for per 
diem, mileage, and transportation expenses. However, you must consider 
the fact that the mobile home will be used as the employee's and/or 
immediate family member(s) primary residence at the new official 
station, and reduce the allowances under parts 302-5, 302-6, and 302-11 
of this chapter.



Sec. 302-10.402  What costs must we pay a commercial carrier for
transporting a mobile home?

    The costs you must pay a commercial carrier for transporting a 
mobile home are prescribed in Sec. 302-10.200.



Sec. 302-10.403  What costs must we allow for preparing a mobile
home for shipment?

    The costs you must allow for preparing a mobile home for shipment 
are prescribed in Sec. 302-10.205.

[[Page 199]]



              SUBCHAPTER E_RESIDENCE TRANSACTION ALLOWANCES





PART 302	11_ALLOWANCES FOR EXPENSES INCURRED IN CONNECTION WITH
RESIDENCE TRANSACTIONS--Table of Contents



                         Subpart A_General Rules

Sec.
302-11.1  What is the purpose of an allowance for expenses incurred in 
          connection with residence transactions?
302-11.2  Am I eligible to receive an allowance for expenses incurred in 
          connection with my residence transactions?
302-11.3  Must I sign a service agreement before receiving residence 
          transaction allowances?
302-11.4  Who is not eligible to receive an allowance for expenses 
          incurred in connection with residence transactions?
302-11.5  To be reimbursed for expenses incurred in my residence 
          transactions, must I occupy the residence at the time I am 
          notified of my transfer?
302-11.6  For which expenses will I be reimbursed if I qualify for a 
          residence transaction expense allowance?
302-11.7  When are expenses for my settlement of an unexpired lease 
          reimbursable?
302-11.8  Must I sell a residence at the old official station to be 
          eligible to purchase a residence at the new official station?

                            Time Limitations

302-11.21  How long do I have to submit my claim for reimbursement of 
          expenses incurred in connection with my residence 
          transactions?
302-11.22  May the 1-year time limitation be extended by my agency?
302-11.23  When must I request to have my initial time period extended?

                      Subpart B_Title Requirements

302-11.100  For which residence may I receive reimbursement for under 
          this subpart?
302-11.101  Must the title to the property for which I am requesting an 
          allowance for residence transactions be in my name?
302-11.102  How will the Government determine who holds title to my 
          property?
302-11.103  How will I be reimbursed if I or a member of my immediate 
          family do not hold full title to the property for which I am 
          requesting reimbursement?
302-11.104  When must I and/or a member(s) of my immediate family have 
          acquired title interest in my residence to be eligible for the 
          allowance for expenses incurred in connection with the sale of 
          my residence?
302-11.105  How is it determined if I hold ``equitable title interest'' 
          in my residence?
302-11.106  What is an accommodation party?

                     Subpart C_Reimbursable Expenses

302-11.200  What residence transaction expenses will my agency pay?
302-11.201  When may my reimbursement for loan assumption fees or other 
          similar fees exceed the 1 percent as specified in Sec. 302-
          11.200(f)(2)?
302-11.202  What residence transaction expenses will my agency not pay?

                   Subpart D_Request for Reimbursement

302-11.300  Is there a limit on how much my agency will reimburse me for 
          residence transactions?
302-11.301  How must I request reimbursement for the expenses I incur 
          for my residence transactions?
302-11.302  What documentation must I submit to my agency to request 
          reimbursement for the sale of a former residence or the 
          purchase of a new one?
302-11.303  Will the Government reimburse me for expenses incurred in 
          connection with my residence transactions that are paid by 
          someone other than me or a member of my immediate family?
302-11.304  Will my agency reimburse me for losses due to market 
          conditions or prices at the old and new official station?
302-11.305  Will I receive reimbursement for any residence transaction 
          expenses incurred prior to being officially notified of my 
          transfer?
302-11.306  How can I know if my expenses are reasonable and will be 
          reimbursed by the Government?
302-11.307  May I receive an advance of funds for my residence 
          transaction expenses?
302-11.308  How much will I receive for reimbursement when I purchase or 
          sell land in excess of what reasonably relates to the 
          residence site?
302-11.309  What residence transaction expense are reimbursable if an 
          employee violates the terms of his/her service agreement?

                      Settlement of Unexpired Lease

302-11.320  How must I request reimbursement for settlement of an 
          unexpired lease?
302-11.321  How will I be reimbursed when I share a lease with someone 
          else?

[[Page 200]]

                    Subpart E_Agency Responsibilities

302-11.400  What policies and procedures must we establish?
302-11.401  Under what conditions may we authorize or approve a 
          residence transaction expense allowance?
302-11.402  Who is not eligible to receive residence transaction expense 
          allowances?
302-11.403  What policies must we establish before accepting 
          documentation from an employee for reimbursement of residence 
          transaction expenses?
302-11.404  What controls must we establish for paying allowances for 
          expenses incurred in connection with residence transactions?
302-11.405  Which agency must review and approve the employee's 
          application when the employee transfers between agencies?
302-11.406  How must we administer an employee's claim?
302-11.407  What documentation must we require the employee to submit 
          before paying residence transaction expenses?

                            Time Limitations

302-11.420  How long can we authorize an extension for completion of the 
          sale and purchase or lease termination transactions?
302-11.421  What must we consider when authorizing an extension of time 
          limitation?

                             Unexpired Lease

302-11.430  When must we reimburse an employee for expenses incurred due 
          to settlement of an unexpired lease?
302-11.431  How must we require an employee to request reimbursement for 
          expenses of an unexpired lease settlement?

                           Title Requirements

302-11.440  How must we determine who holds title to property for 
          reimbursement purposes?
302-11.441  How must we determine if an employee holds equitable title 
          interest in his/her property?

                       Request for Reimbursements

302-11.450  May we advance an employee funds for expenses incurred in 
          connection with residence transactions?
302-11-451  What is the maximum amount that we may reimburse for the 
          sale or purchase of an employee's residence?

    Authority: 5 U.S.C. 5738 and 20 U.S.C. 905(c).

    Source: FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, unless otherwise 
noted.



                         Subpart A_General Rules

    Note to subpart A: Use of pronouns ``I'', ``you'', and their 
variants throughout this subpart refers to the employee, unless 
otherwise noted.



Sec. 302-11.1  What is the purpose of an allowance for expenses incurred
in connection with residence transactions?

    The purpose of an allowance for expenses incurred in connection with 
residence transaction is to reimburse you when you transfer from an old 
official station to a new official station for expenses that you incur 
due to:
    (a) The sale of one residence at your old official station, and/or 
the purchase of a residence at your new official station; or
    (b) The settlement expenses for a lease which has not expired on 
your residence or mobile home lot which is used as your permanent 
residence at your old official station.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, as amended by FTR Amdt. 2010-
07, 75 FR 72968, Nov. 29, 2010]



Sec. 302-11.2  Am I eligible to receive an allowance for expenses
incurred in connection with my residence transactions?

    (a) You must meet four basic conditions to be eligible to receive an 
allowance for expenses incurred in connection with your residence 
transactions:
    (1) You must be transferring from one official station to another;
    (2) Your relocation must be incidental to the transfer (i.e., not 
for the convenience of the employee);
    (3) Your relocation must meet the distance test conditions of 
Sec. 302-2.6; and
    (4) Your new official station must be within the United States.
    (b) If you previously transferred from an official station in the 
United States to a foreign area and you are now transferring back to the 
United States, then, in addition to the requirements of paragraph (a) of 
this section, you must have completed the time period specified in your 
service agreement for your overseas tour of duty.

[FTR Amdt. 2011-01, 76 FR 18343, Apr. 1, 2011]

[[Page 201]]



Sec. 302-11.3  Must I sign a service agreement before receiving residence
transaction allowances?

    Yes, you must sign a service agreement before receiving residence 
transaction allowances.



Sec. 302-11.4  Who is not eligible to receive an allowance for expenses
incurred in connection with residence transactions?

    You are not eligible to receive an allowance for expenses incurred 
in connection with residence transactions under this subpart if you are:
    (a) A new appointee; or
    (b) An employee assigned under the Government Employees Training Act 
(5 U.S.C. 4109).



Sec. 302-11.5  To be reimbursed for expenses incurred in my residence
transactions, must I occupy the residence at the time I am notified of
my transfer?

    Yes, to be reimbursed for expenses incurred in your residence 
transactions, you must occupy the residence at the time you are notified 
of your transfer, unless your transfer is from a foreign area to an 
official station within the United States other than the one you left 
when you transferred out of the United States, as specified in Sec. 302-
11.2(b).



Sec. 302-11.6  For which expenses will I be reimbursed if I qualify for
a residence transaction expense allowance?

    If you qualify for a residence transaction expense allowance, you 
may be reimbursed for the:
    (a) Expenses of selling your old residence and purchasing a new 
residence in the United States; or
    (b) Settlement of an unexpired lease at your old official station in 
the United States from which transferred to another official station in 
the United States or when assigned to a foreign post of duty; and
    (c) Expenses of purchasing a new residence in the United States upon 
return to the United States upon completion of the foreign tour of duty 
and the return is to a different official station, and is 50 miles 
distance from the official station which you transferred from.



Sec. 302-11.7  When are expenses for my settlement of an unexpired
lease reimbursable?

    When your unexpired lease (including month to month) is for 
residence quarters at your old official station, you may be reimbursed 
for settlement expenses for an unexpired lease, including but not 
limited to broker's fees for obtaining a sublease or charges for 
advertising if:
    (a) Applicable laws or the terms of the lease provide for payment of 
settlement expenses; or
    (b) Such expenses cannot be avoided by sublease or other 
arrangement; or
    (c) You have not contributed to the expenses by failing to give 
appropriate lease termination notice promptly after you have definite 
knowledge of your transfer; or
    (d) The broker's fees or advertising charges are not in excess of 
those customarily charged for comparable services in that locality.



Sec. 302-11.8  Must I sell a residence at the old official station
to be eligible to purchase a residence at the new official station?

    No, you do not have to sell the residence at your old official 
station to be eligible for residence purchase transactions at your new 
official station.

                            Time Limitations



Sec. 302-11.21  How long do I have to submit my claim for reimbursement
of expenses incurred in connection with my residence transactions?

    Your claim for reimbursement should be submitted to your agency as 
soon as possible after the transaction occurred. However, the settlement 
dates for the sale and purchase or lease termination transactions for 
which reimbursement is requested must occur not later than 1 year after 
the day you report for duty at your new official station. (See Sec. 302-
11.23.)

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, as amended by FTR Amdt. 2011-
01, 76 FR 18343, Apr. 1, 2011]



Sec. 302-11.22  May the 1-year time limitation be extended by my agency?

    Yes, your agency may extend the 1-year limitation for up to one 
additional

[[Page 202]]

year for reasons beyond your control and acceptable to your agency.

[FTR Amdt. 2011-01, 76 FR 18343, Apr. 1, 2011]



Sec. 302-11.23  When must I request to have my initial time period
extended?

    To have your initial time period extended, you must submit a request 
to your agency not later than 30 calendar days after the expiration date 
unless this 30-day period is specifically extended by your agency.



                      Subpart B_Title Requirements



Sec. 302-11.100  For which residence may I receive reimbursement for
under this subpart?

    You may receive reimbursement for the one residence from which you 
regularly commute to and from work on a daily basis and which was your 
residence at the time you were officially notified by competent 
authority to transfer to a new official station.



Sec. 302-11.101  Must the title to the property for which I am requesting
an allowance for residence transactions be in my name?

    The title to the property for which you are requesting an allowance 
for residence transaction must be:
    (a) Solely in your name; or
    (b) Solely in the name of one or more of your immediate family 
members; or
    (c) Jointly in your name and in the name of one or more of your 
immediate family members.



Sec. 302-11.102  How will the Government determine who holds title to
my property?

    The Government will determine who holds title to your property based 
on:
    (a) Whose name(s) actually appears on your title document (e.g., the 
deed); or
    (b) Who holds equitable title interest in your property as specified 
in Sec. 302-11.105.



Sec. 302-11.103  How will I be reimbursed if I or a member of my
immediate family do not hold full title to the property for which 
I am requesting reimbursement?

    If you or a member of your immediate family do not hold full title 
to the property for which you are requesting reimbursement, you will be 
reimbursed on a pro rata basis to the extent of your actual title 
interest plus your equitable title interest in the residence.



Sec. 302-11.104  When must I and/or a member(s) of my immediate family
have acquired title interest in my residence to be eligible for the
allowance for expenses incurred in connection with the sale of my
residence?

    To be eligible for the allowance for expenses incurred in connection 
with the sale of your residence, you and/or a member(s) of your 
immediate family must have acquired title or equitable title interest in 
the residence as illustrated in the following table:

------------------------------------------------------------------------
             Type of transfer                           Date
------------------------------------------------------------------------
1. Between official stations in the United  1. Prior to the date first
 States.                                     notified of the transfer.
2. Returning from completion of any         2. Prior to the date
 foreign tour of duty to a different         notified that you would be
 official station in the United States,      transferred to a different
 which is 50 miles distance from the         location in the United
 official station from which transferred     States, which is 50 miles
 to the foreign official station.            distance from the official
                                             station you transferred
                                             from the foreign area.
------------------------------------------------------------------------


[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001; 67 FR 7219, Feb. 15, 2002]



Sec. 302-11.105  How is it determined if I hold ``equitable title 
interest'' in my residence?

    ``Equitable title interest'' in your residence is determined by your 
agency if:
    (a) The title is held in trust, and:
    (1) The property is your residence;
    (2) You and/or a member(s) of your immediate family are the only 
beneficiary(ies) of the trust during either of your lifetimes;
    (3) You and/or a member(s) of your immediate family retain the right 
to distribute the property during your lifetimes;
    (4) You and/or a member(s) of your immediate family retain the right 
to manage the property;
    (5) You and/or a member(s) of your immediate family are the only 
grantor/settlor of the trust, or retain the right to direct distribution 
of the property upon dissolution of the trust or death; and

[[Page 203]]

    (6) You provide your agency with a copy of the trust document; or
    (b) The title is held in the name of a financial institution, and:
    (1) The property is your residence;
    (2) You and/or a member(s) of your immediate family executed a 
financing agreement (e.g., mortgage) with the financial institution;
    (3) State or local law requires that lending parties take title to 
perfect (i.e., protect) a security interest in the property, or the 
financial institution requires that it take possession of title as a 
condition of the financing agreement; and
    (4) You provide your agency with a copy of the financing document; 
or
    (c) The title is held both in the names of:
    (1) You solely, or jointly with one or more members of your 
immediate family, or one or more members of your immediate family;
    (2) An individual accommodation party as defined in Sec. 302-11.106 
who is not a member of your immediate family; and
    (3) The conditions apply:
    (i) The property is your residence.
    (ii) You and/or a member(s) of your immediate family have the right 
to use the property and to direct conveyance of the property.
    (iii) The lender requires signature of the accommodation party on 
the financing document.
    (iv) You and/or a member of your immediate family, are liable for 
payments under the financing arrangement (e.g., mortgage).
    (v) The accommodation party's name is on the title.
    (vi) The accommodation party does not have a financial interest in 
the property unless the employee and/or a members(s) of the immediate 
family default on the financing arrangement.
    (vii) You must provide documentation of the accommodation that is 
acceptable by your agency; or
    (d) The title is held by the seller of the property and the 
following conditions are met:
    (1) The property is your residence;
    (2) You and/or member(s) of your immediate family has the right to 
use the property and to direct conveyance of the property;
    (3) You and/or member(s) of your immediate family must have signed a 
financing agreement with the seller of the property (e.g., a land 
contract) providing for fixed periodic payments and transfer of title to 
the employee and/or a member(s) of the immediate family upon completion 
of the payment schedule; and
    (4) You provide your agency with a copy of the financing agreement; 
or
    (e) Another equitable title situation exists where title is held in 
your name only or jointly with you and one or more members of your 
immediate family or with you and an individual who is not an immediate 
family member, and the following conditions are met:
    (1) The property is your residence.
    (2) You and/or a member(s) of your immediate family has the right to 
use the property and to direct conveyance of the property.
    (3) Only you and/or a member(s) of your immediate family has made 
payments on the property.
    (4) You and/or a member(s) of your immediate family received all 
proceeds from the sale of the property.
    (5) You must provide suitable documentation to your agency that all 
conditions in paragraphs (e)(1) through (e)(4) of this section are met.



Sec. 302-11.106  What is an accommodation party?

    An accommodation party is an individual who signs an employee's 
financing agreement (e.g., a mortgage) to lend his/her name (i.e., 
credit) to the arrangement.



                     Subpart C_Reimbursable Expenses



Sec. 302-11.200  What residence transaction expenses will my agency pay?

    Provided the residence transaction expenses are customarily charged 
to the seller of a residence in the locality of the old official station 
or paid by the purchaser at the new official station, your agency will, 
with appropriate supporting documentation provided by you, reimburse you 
for the following residence transaction expenses when they are incurred 
by you incident to your relocation:

[[Page 204]]

    (a) Your broker's fee or real estate commission that you pay in the 
sale of your residence at the last official station, not to exceed the 
rates that are generally charged in the locality of your old official 
station;
    (b) The customary cost for an appraisal;
    (c) The costs of newspaper, bulletin board, multiple-listing 
services, and other advertising for sale of the residence at your old 
official station that is not included in the broker's fee or the real 
estate agent's commission;
    (d) The cost of a title insurance policy, costs of preparing 
conveyances, other instruments, and contracts and related notary fees 
and recording fees; cost of making surveys, preparing drawings or plats 
when required for legal or financing purposes; and similar expenses 
incurred for selling your residence to the extent such costs:
    (1) Have not been included in other residence transaction fees 
(i.e., brokers' fees or real estate agent fees);
    (2) Do not exceed the charges, for such expenses, that are normally 
charged in the locality of your residence;
    (3) Are usually furnished by the seller;
    (e) The costs of searching title, preparing abstracts, and the legal 
fees for a title opinion to the extent such costs:
    (1) Have not been included in other related transaction costs (i.e., 
broker's fees or real estate agency fees); and
    (2) Do not exceed the charges, for such expenses, that are 
customarily charged in the locality of your residence
    (f) The following ``other'' miscellaneous expenses in connection 
with the sale and/or purchase of your residence, provided they are 
normally paid by the seller or the purchaser in the locality of the 
residence, to the extent that they do not exceed specifically stated 
limitations, or if not specifically stated, the amounts customarily paid 
in the locality of the residence:
    (1) FHA or VA fees for the loan application;
    (2) Loan origination fees and similar charges such as loan 
assumption fees, loan transfer fees or other similar charges not to 
exceed 1 percent of the loan amount without itemization of the lender's 
administrative charges (unless requirements in Sec. 302-11.201 are met), 
if the charges are assessed in lieu of a loan origination fee and 
reflects charges for services similar to those covered by a loan 
origination fee;
    (3) Cost of preparing credit reports;
    (4) Mortgage and transfer taxes;
    (5) State revenue stamps;
    (6) Other fees and charges similar in nature to those listed in 
paragraphs (f)(1) through (f)(5) of this section, unless specifically 
prohibited in Sec. 302-11.202;
    (7) Charge for prepayment of a mortgage or other security instrument 
in connection with the sale of the residence at the old official station 
to the extent the terms in the mortgage or other security instrument 
provide for this charge. This prepayment penalty is also reimbursable 
when the mortgage or other security instrument does not specifically 
provide for prepayment, provided this penalty is customarily charged by 
the lender, but in that case the reimbursement may not exceed 3 months' 
interest on the loan balance;
    (8) Mortgage title insurance policy, paid by you, on a residence you 
purchased for the protection of, and required by, the lender;
    (9) Owner's title insurance policy, provided it is a prerequisite to 
financing or the transfer of the property; or if the cost of the owner's 
title insurance policy is inseparable from the cost of other insurance 
which is a prerequisite;
    (10) Expenses in connection with construction of a residence, which 
are comparable to expenses that are reimbursable in connection with the 
purchase of an existing residence;
    (11) Expenses in connection with environmental testing and property 
inspection fees when required by Federal, State, or local law; or by the 
lender as a precondition to sale or purchase; and
    (12) Other expenses of sale and purchase made for required services 
that are customarily paid by the seller of a residence at the old 
official station or if customarily paid by the purchaser of a residence 
at the new official station.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, as amended by FTR Amdt. 2011-
01, 76 FR 18343, Apr. 1, 2011]

[[Page 205]]



Sec. 302-11.201  When may my reimbursement for loan assumption fees
or other similar fees exceed the 1 percent as specified in 
Sec. 302-11.200(f)(2)?

    Reimbursement may exceed 1 percent (as specified in Sec. 302-
11.200(f)(2) only when you provide evidence that the higher rate:
    (a) Does not include prepaid interest, points, or a mortgage 
discount; and
    (b) Is customarily charged in the locality where the residence is 
located.



Sec. 302-11.202  What residence transaction expenses will my agency
not pay?

    Your agency will not pay:
    (a) Any fees that have been inflated or are higher than normally 
imposed for similar services in the locality;
    (b) Broker fees or commissions paid in connection with the purchase 
of a home at the new official station;
    (c) Owner's title insurance policy, ``record title'' insurance 
policy, mortgage insurance or insurance against loss or damage of 
property and optional insurance paid for by you in connection with the 
purchase of a residence for your protection;
    (d) Interest on loans, points, and mortgage discounts;
    (e) Property taxes;
    (f) Operating or maintenance costs;
    (g) Any fee, cost, charge, or expense determined to be part of the 
finance charge under the Truth in Lending Act, Title I, Pub. L. 90-321, 
as amended, and Regulation Z issued by the Board of Governors of the 
Federal Reserve System (12 CFR part 226), unless specifically authorized 
in Sec. 302-11.200;
    (h) Expenses that result from construction of a residence, except as 
provided in Sec. 302-11.200(e)(10); and
    (i) Losses, see Sec. 302-11.304.



                   Subpart D_Request for Reimbursement



Sec. 302-11.300  Is there a limit on how much my agency will reimburse
me for residence transactions?

    Yes, your agency will reimburse you no more than:
    (a) Ten percent of the actual sales price for the sale of your 
residence at the old official station; and
    (b) Five percent of the actual purchase price of the residence for 
the purchase of a residence at the new official station.



Sec. 302-11.301  How must I request reimbursement for the expenses
I incur for my residence transactions?

    To request reimbursement for the expenses you incur for your 
residence transaction, you must:
    (a) Send your claim for reimbursement and documentation of expenses 
to your old official station for review and approval unless otherwise 
specified by your agency, and
    (b) Follow your agency's procedures and submit appropriate 
voucher(s) along with any claim applications that your agency may 
require with appropriate documents specified in Sec. 302-11.302.



Sec. 302-11.302  What documentation must I submit to my agency to
request reimbursement for the sale of a former residence or the purchase
of a new one?

    To request reimbursement for the sale of a former residence or the 
purchase of a new one, you must submit to your agency:
    (a) Copies of your sales agreement when selling a residence;
    (b) Your purchase agreement when a purchasing a residence;
    (c) Property settlement documents;
    (d) Loan closing statements; and
    (e) Invoices or receipts for other bills paid.



Sec. 302-11.303  Will the Government reimburse me for expenses incurred
in connection with my residence transactions that are paid by someone
other than me or a member of my immediate family?

    No, the Government will not reimburse you for expenses incurred in 
connection with your residence transactions if they are paid by someone 
other than you or a member of your immediate family.



Sec. 302-11.304  Will my agency reimburse me for losses due to market
conditions or prices at the old and new official station?

    No, losses incurred due to market conditions or prices at your old 
and

[[Page 206]]

new duty station are not reimbursable when incurred by you due to:
    (a) Failure to sell a residence at the old official station at the 
price asked, or at its current appraised value, or at its original cost; 
or
    (b) Failure to buy a dwelling at the new official station at a price 
comparable to the selling price of the residence at the old official 
station; or
    (c) Any losses that are similar in nature to (a) or (b).



Sec. 302-11.305  Will I receive reimbursement for any residence 
transaction expenses incurred prior to being officially notified 
of my transfer?

    No, reimbursement of any residence transaction expenses (or 
settlement of an unexpired lease) that occurs prior to being officially 
notified (generally in the form a change of station travel 
authorization) is prohibited.



Sec. 302-11.306  How can I know if my expenses are reasonable and
will be reimbursed by the Government?

    You are responsible for the determination of reasonableness for your 
claimed expenses. To determine if your expenses are reasonable, you 
should, in coordination with your agency, contact the local real estate 
association, or, if not available, at least three different realtors in 
the locality in which your expenses will be incurred and request:
    (a) The current schedule of closing costs which applies to the area 
in which you are buying or selling;
    (b) Information concerning local custom and practices with respect 
to charging of closing costs which relate to either your sale or 
purchase and whether such costs are customarily paid by the seller or 
purchaser; and
    (c) Information on the local terminology used to describe the costs 
specified in paragraph (b) of this section.



Sec. 302-11.307  May I receive an advance of funds for my residence
transaction expenses?

    No, you may not receive an advance of funds for your residence 
transaction expenses.



Sec. 302-11.308  How much will I receive for reimbursement when I
purchase or sell land in excess of what reasonably relates to the
residence site?

    When you purchase or sell land in excess of what reasonably relates 
to the residence site, your reimbursement will be limited to a pro rata 
reimbursement of the land reasonably related to the residence site.



Sec. 302-11.309  What residence transaction expense are reimbursable
if an employee violates the terms of his/her service agreement?

    If the employee violates his/her service agreement, no residence 
transaction expenses will be paid, and any amounts paid prior to such 
violation shall be a debt due the United States until they are paid by 
the employee.

                      Settlement of Unexpired Lease



Sec. 302-11.320  How must I request reimbursement for settlement of
an unexpired lease?

    To request reimbursement for settlement of an unexpired lease, you 
must itemize expenses (list all expenses separately) on a travel voucher 
and submit the voucher to your agency.



Sec. 302-11.321  How will I be reimbursed when I share a lease with
someone else?

    When you share a lease with someone else you will be reimbursed on a 
pro rata basis for that portion of the lease that you are responsible 
for.



                    Subpart E_Agency Responsibilities

    Note to subpart E: Use of pronouns ``we'', ``you'', and their 
variants throughout this subpart refers to the agency.



Sec. 302-11.400  What policies and procedures must we establish?

    You must establish internal policies and procedures to implement 
this part.



Sec. 302-11.401  Under what conditions may we authorize or approve
a residence transaction expense allowance?

    You may authorize or approve a residence transaction expense 
allowance

[[Page 207]]

when an employee is performing a permanent change of station in the 
interest of the Government and has signed a service agreement (other 
than a new appointee or an employee assigned under the Government 
Employees Training Act (5 U.S.C. 4109.); and
    (a) The old and new official stations are located in the United 
States; or
    (b) The employee has completed an agreed upon tour of duty overseas 
and is returning to the United States to an official station that is at 
least 50 miles away from the employees last official station in the 
United States; or
    (c) When the employee has been permanently assigned to a temporary 
official station.



Sec. 302-11.402  Who is not eligible to receive residence transaction
expense allowances?

    The following are not eligible to receive residence transaction 
expense allowances:
    (a) New appointees; and
    (b) Employees assigned under the Government Employee's Training Act 
(5 U.S.C. 4109).



Sec. 302-11.403  What policies must we establish before accepting
documentation from an employee for reimbursement of residence transaction
expenses?

    You must establish policies that will define what documentation is 
acceptable from an employee when requesting reimbursement of residence 
transaction expenses.



Sec. 302-11.404  What controls must we establish for paying allowances
for expenses incurred in connection with residence transactions?

    When paying allowances for expenses incurred in connection with 
residence transactions, you must:
    (a) Determine who will authorize and approve residence transactions 
expenses on the employee's travel authorization;
    (b) Determine who will review applications for reimbursement of 
residence transaction expenses;
    (c) Determine who will authorize extensions beyond the 1-year 
limitation for completing sales and purchase or lease termination 
transactions, under Secs. 302-11.420 and 302-11.421;
    (d) Prescribe a claim application form which meets your internal 
administrative requirements;
    (e) Require employees to submit a travel claim with appropriate 
documentation to support his/her payment of the expenses claimed, which 
must include as a minimum;
    (1) The sales agreement,
    (2) The purchase agreement,
    (3) Property settlement documents,
    (4) Loan closing statements, and
    (5) Invoices or receipts for other bills paid; and
    (f) Require employees to submit travel claims to his/her old 
official station for review and approval of the claim unless agency 
review and approval functions are performed elsewhere except as provided 
in Sec. 302-11.405.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, as amended by FTR Amdt. 2011-
01, 76 FR 18343, Apr. 1, 2011]



Sec. 302-11.405  Which agency must review and approve the employee's
application when the employee transfers between agencies?

    The hiring agency in the locality of the employee's old official 
station must review and approve the employee's application when the 
employee transfers between agencies, unless the hiring agency does not 
have an appropriate installation there. In that case, the losing agency 
at the old official station must review and approve the expenses.



Sec. 302-11.406  How must we administer an employee's claim?

    To administer an employee's claim:
    (a) You must:
    (1) Review the employee's claim to determine whether the expenses 
claimed are reasonable in amount and customarily paid by the buyer/
seller in the locality where the property is located;
    (2) Disallow any portion of the employee's claim that is inflated or 
are higher than normal for similar services in the locality;
    (3) Execute final administrative approval of payment of a claim by 
an appropriate agency approving official; and

[[Page 208]]

    (4) Return disapproved applications to the employee with a 
memorandum of explanation.
    (b) The approving official must determine if:
    (1) The aggregate amount of expenses claimed in connection with a 
sale or purchase of a residence is within the prescribed limitation for 
either;
    (2) All conditions and requirements under which allowances may be 
paid have been met; and
    (3) The expenses themselves are those which are reimbursable.

    Note to Sec. 302-11.406: You must not pay the expenses listed in 
Sec. 302-11.202 or Sec. 302-11.304.



Sec. 302-11.407  What documentation must we require the employee to
submit before paying residence transaction expenses?

    Before paying residence transaction expenses, you must require the 
employee to submit:
    (a) A copy of his/her financial documents which prove that only the 
employee and or a member(s) of the immediate family made payments on the 
property;
    (b) A copy of his/her financial documents which prove that he/she 
and/or a member(s) of the immediate family received all proceeds from 
the sale of the property;
    (c) Documentation that is acceptable by you in verifying any 
interest that the employee has in the property; and
    (d) Any additional documents that you need to verify payments.

                            Time Limitations



Sec. 302-11.420  How long can we authorize an extension for completion
of the sale and purchase or lease termination transactions?

    You may authorize an additional period of time, not to exceed 1 
year, for completion of the sale and purchase or lease termination 
transactions.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, as amended by FTR Amdt. 2011-
01, 76 FR 18343, Apr. 1, 2011]



Sec. 302-11.421  What must we consider when authorizing an extension
of time limitation?

    When authorizing an extension of time limitation, you must determine 
that the:
    (a) Employee has extenuating circumstances which have prevented him/
her from completing his/her sale and purchase or lease termination 
transactions in the initial authorized time frame of one year; and
    (b) Employee's residence transactions are reasonably related to his/
her transfer of official station.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, as amended by FTR Amdt. 2011-
01, 76 FR 18343, Apr. 1, 2011]

                             Unexpired Lease



Sec. 302-11.430  When must we reimburse an employee for expenses
incurred due to settlement of an unexpired lease?

    You must reimburse an employee in lieu of residence transaction 
expenses when the employee meets the requirements of Sec. 302-11.10 for 
expenses incurred due to settlement of an unexpired lease.



Sec. 302-11.431  How must we require an employee to request reimbursement
for expenses of an unexpired lease settlement?

    You must require that the employee submit an appropriate travel 
claim requesting reimbursement for expenses of an unexpired lease 
settlement with:
    (a) An itemization of all expenses claimed supported by 
documentation showing that the employee indeed paid all lease settlement 
fees; and
    (b) A total amount for all expenses claimed.

                           Title Requirements



Sec. 302-11.440  How must we determine who holds title to property
for reimbursement purposes?

    To determine who holds title to property for reimbursement purposes, 
you must verify:
    (a) Whose name(s) actually appears on the title document (e.g., the 
deed); or
    (b) Who holds equitable title interest in the property.

[[Page 209]]



Sec. 302-11.441  How must we determine if an employee holds equitable
title interest in his/her property?

    To determine if an employee holds equitable title interest in his/
her property, you must follow the guidelines in Sec. 302-11.405.

                       Request for Reimbursements



Sec. 302-11.450  May we advance an employee funds for expenses 
incurred in connection with residence transactions?

    No, you may not advance an employee funds for expenses incurred in 
connection with residence transactions.



Sec. 302-11.451  What is the maximum amount that we may reimburse
for the sale or purchase of an employee's residence?

    The maximum amount that you may reimburse for the sale or purchase 
of an employee's residence is:
    (a) Ten percent of the actual sale price for the sale of the 
employee's residence at the old official station; and
    (b) Five percent of the actual purchase price of the residence for 
the purchase of a residence at the new official station.



PART 302	12_USE OF A RELOCATION SERVICES COMPANY--Table of Contents



        Subpart A_Employee's Use of a Relocation Services Company

Sec.
302-12.1  Who determines if I may use a RSC?
302-12.2  Under what conditions may I participate in my agency's 
          homesale program?
302-12.3  Am I required to participate in homesale counseling?
302-12.4  To what terms of the RSC contract am I required to agree?
302-12.5  For what relocation services expenses will my agency pay?
302-12.6  If I use a contracted-for relocation service that is a 
          substitute for reimbursable relocation allowance, will I be 
          reimbursed for the relocation allowance as well?
302-12.7  What expenses will my agency pay if I use a relocation 
          services company to ship household goods in excess of the 
          maximum weight allowance?
302-12.8  What expenses will my agency pay if I use a relocation 
          services company to sell or purchase a residence for which I 
          and/or a member(s) of my immediate family do not have full 
          title?
302-12.9  If my agency authorizes me to enter a homesale program, must I 
          accept a buyout offer from the relocation services company?
302-12.10  What are the income tax consequences if I use a relocation 
          services company?

         Subpart B_Agency's Use of a Relocation Services Company

302-12.100  What are ``relocation services''?
302-12.101  May we enter into a contract with a relocation services 
          company for the company to provide relocation services?
302-12.102  What contracted relocation services may we provide at 
          Government expense?
302-12.103  May we separately contract for each type of relocation 
          service?
302-12.104  What is the purpose of contracting for relocation services?
302-12.105  Must we have a contract with a RSC that includes a 
          comprehensive homesale program?
302-12.106  What rules must we follow when contracting for a 
          comprehensive homesale program?
302-12.107--302-12.108  [Reserved]
302-12.109  May we require employees to participate in counseling before 
          listing their homes?
302-12.110  [Reserved]
302-12.111  May we require an employee to use a real estate broker 
          specified by the RSC?
302-12.112  May we require an employee to use a mortgage service 
          provider specified by the RSC?
302-12.113  What must we do when planning, establishing, and 
          administering a RSC contract?
302-12.114  What policies must we establish when offering our employees 
          the services of a RSC?
302-12.115  What are the income tax consequences that we must consider 
          when offering relocation services?
302-12.116  What must we consider in deciding whether to use the fixed-
          fee or cost-reimbursable contracting method?
302-12.117  May we take title to an employee's residence?
302-12.118  Under a homesale program, may we establish a maximum home 
          value above which we will not pay for homesale services?
302-12.119  Under a homesale program, may we pay an employee for losses 
          he/she incurs on the sale of a residence?
302-12.120  Under a homesale program, may we direct the relocation 
          services company to pay an employee more than the fair market 
          value of his/her residence?

[[Page 210]]

302-12.121  May we use a relocation services contract for services which 
          we are contractually bound to obtain under another travel 
          services contract?

    Authority: 5 U.S.C. 5738 and 20 U.S.C. 905(c).

    Source: FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, unless otherwise 
noted.



        Subpart A_Employee's Use of a Relocation Services Company

    Note to subpart A: Use of pronouns ``I'', ``you'', and their 
variants throughout this subpart refers to the employee.



Sec. 302-12.1  Who determines if I may use a RSC?

    Your agency determines whether you may use a RSC and chooses which 
RSC you may use.

[FTR Amdt. 2011-01, 76 FR 18343, Apr. 1, 2011]



Sec. 302-12.2  Under what conditions may I participate in my agency's
homesale program?

    You may participate in your agency's homesale program, through its 
RSC contract, blanket purchase agreement, task order, or other formal 
arrangement (for the remainder of this part, all of these will be 
referred to as the contract with the RSC) provided you meet all of the 
following conditions:
    (a) You are authorized to relocate;
    (b) Your relocation includes at least one residence transaction;
    (c) You have signed a relocation service agreement;
    (d) Your agency authorizes you to use a RSC with which your agency 
has a contract;
    (e) Your residence is within RSC contract scope for type, size, 
condition, and other contractual requirements;
    (f) You meet all conditions established by this Chapter for the 
services that the RSC will provide to you; and
    (g) You have signed an agreement with your agency to enter the 
agency's homesale program and to abide by all terms of the agency's 
contract with the RSC (see Sec. 302-12.4 for contract term examples).

[FTR Amdt. 2011-01, 76 FR 18343, Apr. 1, 2011]



Sec. 302-12.3  Am I required to participate in homesale counseling?

    Yes, you are required to participate in homesale counseling if you 
are going to use the RSC. The RSC and/or your agency must provide 
counseling to help you understand the process, select a broker, prepare 
your home for sale, identify an appropriate selling price, set realistic 
expectations, etc. This counseling may be in person or via an electronic 
medium, at your agency's discretion. Your agency should also provide you 
with relocation information/counseling prior to you making any decisions 
to relocate.

[FTR Amdt. 2011-01, 76 FR 18343, Apr. 1, 2011]



Sec. 302-12.4  To what terms of the RSC contract am I required to agree?

    Your agency determines the contract terms to which you will be 
required to agree. Examples of these contract terms may include, but are 
not limited to, the following:
    (a) You will participate in counseling provided by the RSC;
    (b) You will seriously consider any bona fide offer that you receive 
during the minimum marketing period;
    (c) As a precondition of using its relocation services, you will 
complete and submit a disclosure form to the RSC to provide thorough 
information about the age and condition of your home and its systems.

[FTR Amdt. 2011-01, 76 FR 18343, Apr. 1, 2011]



Sec. 302-12.5  For what relocation services expenses will my agency pay?

    Your agency will pay the relocation services company's fees/expenses 
for the services you are authorized to use. If your agency pays the 
relocation services company for actual expenses the company incurs on 
your behalf, payment to the company is limited to what you would have 
received under the direct reimbursement provisions of this chapter.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001. Redesignated by FTR Amdt. 
2011-01, 76 FR 18343, Apr. 1, 2011]

[[Page 211]]



Sec. 302-12.6  If I use a contracted-for relocation service that is a
substitute for reimbursable relocation allowance, will I be reimbursed
for the relocation allowance as well?

    No, if you use a contracted-for relocation service that is a 
substitute for reimbursable relocation allowance, you will not be 
reimbursed for the relocation as well.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001. Redesignated at 76 FR 18343, 
Apr. 1, 2011]



Sec. 302-12.7  What expenses will my agency pay if I use a relocation
services company to ship household goods in excess of the maximum weight
allowance?

    If you use a relocation services company to ship HHG in excess of 
the maximum weight allowance, your agency will pay the portion of the 
fee attributable to 18,000 pounds net weight. You must pay the rest.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001. Redesignated by FTR Amdt. 
2011-01, 76 FR 18343, Apr. 1, 2011]



Sec. 302-12.8  What expenses will my agency pay if I use a relocation
services company to sell or purchase a residence for which I and/or a 
member(s) of my immediate family do not have full title?

    If you use a relocation services company to sell or purchase a 
residence for which you and/or a member(s) of your immediate family do 
not have full title, your agency will pay the portion of the relocation 
services company's fee attributable to your pro rata share of the 
residence, in accordance with Sec. 302-11.103 of this chapter. You must 
pay any portion of the fee attributable to other than your pro rata 
share of the residence.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001. Redesignated at 76 FR 18343, 
Apr. 1, 2011]



Sec. 302-12.9  If my agency authorizes me to enter a homesale program,
must I accept a buyout offer from the relocation services company?

    No, if your agency authorizes you to enter a homesale program, your 
agency must give you the option to accept or reject an offer from the 
relocation services company.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001. Redesignated at 76 FR 18343, 
Apr. 1, 2011]



Sec. 302-12.10  What are the income tax consequences if I use a
relocation services company?

    You may incur income taxes on relocation services provided by a 
relocation services company and paid for by your agency. Section 82 of 
the Internal Revenue Code states there shall be included in gross income 
(as compensation for services) any amount received or accrued, directly 
or indirectly, by an individual as a payment for or reimbursement of 
expenses of moving from one residence to another residence which is 
attributable to employment. You will receive a relocation income tax 
(RIT) allowance if your agency determines that such expenses are 
taxable. The Government does not assume responsibility for payment of 
your taxes, however, and you may wish to consult a tax professional on 
income tax reporting.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001. Redesignated by FTR Amdt. 
2011-01, 76 FR 18343, Apr. 1, 2011]



         Subpart B_Agency's Use of a Relocation Services Company

    Note to subpart B: Use of pronouns ``we'', ``you'', and their 
variants throughout this subpart refers to the agency.



Sec. 302-12.100  What are ``relocation services''?

    ``Relocation services'' are services provided by a private company 
under a contract with an agency to assist a transferred employee in 
relocating to the new official station. Examples include homesale 
programs, home marketing assistance, home finding assistance, and 
property management services.



Sec. 302-12.101  May we enter into a contract with a relocation
services company for the company to provide relocation services?

    Yes, you may enter into a contract with a relocation services 
company for the company to provide relocation services.

[[Page 212]]



Sec. 302-12.102  What contracted relocation services may we provide
at Government expense?

    You may pay for contracted relocation services that are substitutes 
for reimbursable relocation allowances authorized throughout this 
chapter. For example, you may pay for homesale services as a substitute 
for residence sale expenses, or household goods management services as a 
substitute for transportation of household goods.



Sec. 302-12.103  May we separately contract for each type of
relocation service?

    Yes, you may separately contract for each type of relocation service 
or you may combine several types of relocation services in a single 
contract.



Sec. 302-12.104  What is the purpose of contracting for relocation
services?

    The purpose of contracting for relocation services is to improve the 
treatment of employees who are directed to relocate to facilitate the 
retention of a well-qualified workforce.



Sec. 302-12.105  Must we have a contract with a RSC that includes a
comprehensive homesale program?

    No, you are not required to have a contract that includes a 
comprehensive homesale program (which, for this purpose, is defined as a 
relocation program that includes a contract with a RSC that provides for 
buyer value option sales, amended sales, and appraised value purchases 
by the RSC). However, if you do not have such a program, you must 
examine and evaluate the objectives and relative costs of your 
relocation benefits and management processes at least once every two 
years to determine whether a comprehensive homesale program should be 
part of your relocation program.

[FTR Amdt. 2011-01, 76 FR 18343, Apr. 1, 2011]



Sec. 302-12.106  What rules must we follow when contracting for a
comprehensive homesale program?

    You must follow the rules contained in the Federal Acquisition 
Regulations (FAR) (48 CFR) and/or all other acquisition regulations 
applicable to your agency.

[FTR Amdt. 2011-01, 76 FR 18343, Apr. 1, 2011]



Secs. 302-12.107--302-12.108  [Reserved]



Sec. 302-12.109  May we require employees to participate in counseling
before listing their homes?

    Yes, you may require that employees participate in counseling before 
listing their homes, provided this is written into your agency's 
relocation policy. This is a common practice in the private sector. 
Please note, however, that this may exclude from your homesale program 
any employee who lists his/her home before the relocation travel 
authorization is approved. If you choose to make this part of your 
agency policy, you should make a major, ongoing effort to inform as many 
of your potential transferees as possible of this policy.

[FTR Amdt. 2011-01, 76 FR 18344, Apr. 1, 2011]



Sec. 302-12.110  [Reserved]



Sec. 302-12.111  May we require an employee to use a real estate broker
specified by the RSC?

    Yes, you may require, through your contract with the RSC, that every 
employee enrolled in the homesale program use a real estate broker 
specified by the RSC. This provision is not part of the standard terms 
for a homesale program, but it may provide a pricing advantage in 
negotiations with potential RSC, as well as an opportunity for better 
management of the homesale process.

[FTR Amdt. 2011-01, 76 FR 18344, Apr. 1, 2011]



Sec. 302-12.112  May we require an employee to use a mortgage service
provider specified by the RSC?

    No. Under the Real Estate Procedures Settlement Act (RESPA), you may 
not require that the employee obtain any mortgage from a lender 
specified by the RSC. The RSC may provide the employee access to 
multiple mortgage service providers as long as there is no use 
requirement, and the employee is provided a choice. Allowing the RSC to 
provide access to multiple providers is not part of the standard terms 
for a homesale program, but it

[[Page 213]]

may provide a pricing advantage in negotiations with potential RSCs, as 
well as an opportunity for better management of the homesale process.

[FTR Amdt. 2011-01, 76 FR 18344, Apr. 1, 2011]



Sec. 302-12.113  What must we do when planning, establishing, and
administering a RSC contract?

    (a) When planning and establishing a RSC contract, you must 
structure the contract so that it provides the best possible value to 
the Government, considering costs, tax implications, morale, mobility, 
employee choice, productivity, and any other relevant considerations. 
For most agencies and most relocations, this structure will include the 
possibility of a BVO sale or an amended value sale.
    (b) Once you have a RSC contract, you must monitor costs and tax 
consequences and make adjustments as necessary, to ensure that your 
homesale program continues to provide the same best value to the 
Government.

[FTR Amdt. 2011-01, 76 FR 18344, Apr. 1, 2011]



Sec. 302-12.114  What policies must we establish when offering our
employees the services of a RSC?

    If you choose to offer the services of a RSC to your employees, you 
must establish policies governing:
    (a) The conditions under which you will authorize an employee to use 
the contract with the RSC;
    (b) Which employees you will allow to use the contract with the RSC;
    (c) Which services the RSC will provide to the employee;
    (d) Who will determine in each case if an employee may use the 
contract with the RSC and which services the RSC will provide;
    (e) How you will monitor and evaluate the counseling provided by you 
and/or the RSC to your employees; and
    (f) How you will monitor and maintain an appropriate balance between 
the three types of homesale transactions in your homesale programs 
(appraised value, buyer value option, and amended value).

[FTR Amdt. 2011-01, 76 FR 18344, Apr. 1, 2011]



Sec. 302-12.115  What are the income tax consequences that we must
consider when offering relocation services?

    Amounts you pay to a relocation services company on behalf of an 
employee may be taxable to the employee. In some cases, such as certain 
homesale programs, the amounts may not be taxable. You must determine 
the taxability of such payments, and pay a relocation income tax (RIT) 
allowance in accordance with part 302-17 of this chapter on payments you 
determine to be taxable to the employee. You may contact the: Assistant 
Chief Counsel (Income Tax & Accounting), Internal Revenue Service, 1111 
Constitution Avenue, NW., Room 5501, Washington, DC 20224, for 
information on the income tax consequences of payments you make to a 
relocation services company.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001. Redesignated by FTR Amdt. 
2011-01, 76 FR 18344, Apr. 1, 2011]



Sec. 302-12.116  What must we consider in deciding whether to use the
fixed-fee or cost-reimbursable contracting method?

    You must consider the following factors in deciding whether to use 
the fixed-fee or cost-reimbursable contracting method:
    (a) Risk of alternative methods. Under a fixed fee contract, the 
relocation services company bears all risks not expressly contained in 
the contract. Under a cost-reimbursable contract, you must assume some 
or all risks and, therefore, must assume some management 
responsibilities under the contract as well. For example, under a fixed 
fee homesale program you are not directly liable for losses incurred if 
a residence does not sell immediately, while under a cost-reimbursable 
homesale program you assume some or all risks of selling the residence.
    (b) Cost of alternative methods. Under the fixed fee method of 
contracting, the fee includes a cost component for risks assumed by the 
relocation services company. Under the cost-reimbursable method of 
contracting, you are directly responsible for some or all of the costs 
associated with management of the contract. In deciding

[[Page 214]]

whether to use cost-reimbursable contracting you, therefore, must 
consider the cost of resources you would require (including personnel 
costs) to manage a cost-reimbursable relocation services contract.
    (c) Effect on the obligation of funds. You must obligate funds for a 
relocation in the fiscal year in which the purchase order is awarded 
under the contract. Under the fixed fee contracting method, the amount 
of the relocation services fee is fixed and you have a basis for 
determining the amount of funds to obligate. Under the cost-reimbursable 
contracting method, you must obligate funds based on an estimate of the 
costs that will be incurred. When opting for cost-reimbursable 
contracting you, therefore, should establish a reliable method of 
computing fund obligation estimates.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001. Redesignated by FTR Amdt. 
2011-01, 76 FR 18344, Apr. 1, 2011]



Sec. 302-12.117  May we take title to an employee's residence?

    No, you may not take title to an employee's residence except as 
specifically provided by statute. The statutes which form the basis for 
the provisions of this part do not provide such authority.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001. Redesignated by FTR Amdt. 
2011-01, 76 FR 18344, Apr. 1, 2011]



Sec. 302-12.118  Under a homesale program, may we establish a maximum
home value above which we will not pay for homesale services?

    Yes, if a home exceeding the maximum value above which you will not 
pay is sold under your homesale program, the employee will be 
responsible for any additional costs. You must establish a maximum 
amount commensurate with your agency's experience. You may consider, 
among other factors, budgetary constraints, the value range of homes in 
areas where you have offices, and the value range of homes previously 
entered in your program.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001. Redesignated by FTR Amdt. 
2011-01, 76 FR 18344, Apr. 1, 2011]



Sec. 302-12.119  Under a homesale program, may we pay an employee
for losses he/she incurs on the sale of a residence?

    No, under a home sale program, you may not pay an employee for 
losses he/she incurs on the sale of a residence, but this does not 
preclude you reimbursing a relocation service's company for losses 
incurred while the contractor holds the property.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001. Redesignated by FTR Amdt. 
2011-01, 76 FR 18344, Apr. 1, 2011]



Sec. 302-12.120  Under a homesale program, may we direct the relocation
services company to pay an employee more than the fair market value of
his/her residence?

    No, under a homesale program, you may not direct the relocation 
services company to pay an employee more than the fair market value (as 
determined by the residence appraisal process) of his/her home.

[FTR Amdt. 2011-01, 76 FR 18344, Apr. 1, 2011]



Sec. 302-12.121  May we use a relocation services contract for services
which we are contractually bound to obtain under another travel services
contract?

    No, you may not use a relocation services contract to which you are 
contractually bound to obtain the services of another relocation service 
provider or to circumvent the travel and transportation expense payment 
system contract if you are a user of that contract.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001. Redesignated by FTR Amdt. 
2011-01, 76 FR 18344, Apr. 1, 2011]



PART 302	14_HOME MARKETING INCENTIVE PAYMENTS--Table of Contents



             Subpart A_Payment of Incentive to the Employee

Sec.
302-14.1  What is a ``homesale program''?
302-14.2  What is the purpose of a home marketing incentive payment?
302-14.3  Am I eligible to receive a home marketing incentive payment?
302-14.4  Must my agency pay me a home marketing incentive?

[[Page 215]]

302-14.5  Under what circumstances will I receive a home marketing 
          incentive payment?
302-14.6  How much may my agency pay me for a home marketing incentive?
302-14.7  Are there tax consequences when I receive a home marketing 
          incentive payment?

                    Subpart B_Agency Responsibilities

302-14.100  How should we administer our home marketing incentive 
          payment program?
302-14.101  What policies must we establish to govern our home marketing 
          incentive payment program?
302-14.102  What factors should we consider in determining whether to 
          establish a home marketing incentive payment program?
302-14.103  What factors should we consider in determining the amount of 
          a home marketing incentive payment?

    Authority: 5 U.S.C. 5756.

    Source: FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, unless otherwise 
noted.



             Subpart A_Payment of Incentive to the Employee

    Note to subpart A: Use of pronouns ``I'', ``you'', and their 
variants throughout this subpart refers to the employee.



Sec. 302-14.1  What is a ``homesale program'?

    A ``homesale program'' is a program offered by an agency through a 
contractual arrangement with a relocation services company. The 
relocation services company purchases a transferred employee's residence 
at fair market (appraised) value and then independently markets and 
sells the residence.



Sec. 302-14.2  What is the purpose of a home marketing incentive
payment?

    The purpose of a home marketing incentive payment is to reduce the 
Government's relocation costs by encouraging transferred employees to 
participate in their employing agency's homesale program to 
independently and aggressively market, and find a bona fide buyer for 
their residence. This significantly reduces the fees/expenses their 
agencies must pay to relocation services companies and effectively 
lowers the cost of such programs.



Sec. 302-14.3  Am I eligible to receive a home marketing incentive
payment?

    Yes, you are eligible to receive a home marketing incentive payment 
if you are an employee who is authorized to transfer and you otherwise 
meet requirements for sale of your residence at Government expense.



Sec. 302-14.4  Must my agency pay me a home marketing incentive?

    No, your agency determines when it is in the Government's interest 
to offer you a home marketing incentive.



Sec. 302-14.5  Under what circumstances will I receive a home marketing
incentive payment?

    You will receive a home marketing incentive payment when:
    (a) You enter your residence in your agency's homesale program;
    (b) You independently and aggressively market your residence;
    (c) You find a bona fide buyer for your residence as a result of 
your independent marketing efforts;
    (d) You transfer the residence to the relocation services company;
    (e) Your agency pays a reduced fee/expenses to the relocation 
services company as a result of your independent marketing efforts;
    (f) You meet any additional conditions your agency has established, 
including but not limited to, mandatory marketing periods, list price 
guidelines, closing requirements, and residence value caps; and
    (g) Your agency has established a home marketing incentive program.



Sec. 302-14.6  How much may my agency pay me for a home marketing
incentive?

    Your agency will determine the amount of your home marketing 
incentive payment. The incentive payment, however, may not exceed the 
lesser of:
    (a) Five percent of the price the relocation services company paid 
when it purchased the residence from you; or
    (b) The savings your agency realized from the reduced fee/expenses 
it paid as a result of you finding a bona fide buyer.

[[Page 216]]



Sec. 302-14.7  Are there tax consequences when I receive a home 
marketing incentive payment?

    Yes, the home marketing incentive payment is considered income. 
Consequently, you will be taxed, and your agency will withhold income 
and employment taxes, on the home marketing incentive payment. You will 
not, however, receive a withholding tax allowance (WTA) to offset the 
withholding on your home marketing incentive payment, nor will you 
receive a relocation income tax (RIT) allowance payment for 
substantially all of your Federal, state and local income taxes on the 
incentive payment.



                    Subpart B_Agency Responsibilities

    Note to subpart B: Use of pronouns ``we'', ``you'', and their 
variants throughout this subpart refers to the agency.



Sec. 302-14.100  How should we administer our home marketing incentive 
payment program?

    Your goal in using an incentive payment program is to reduce your 
overall relocation costs. You must not make a home marketing incentive 
payment that exceeds the savings you realize from the reduced fees/
expenses you pay the relocation services company.



Sec. 302-14.101  What policies must we establish to govern our home
marketing incentive payment program?

    You must establish policies to govern:
    (a) The conditions under which you will authorize a home marketing 
incentive payment for an employee;
    (b) The amount of the home marketing incentive payment(s) you will 
offer (or) the method you will use to compute your home marketing 
incentive payments); and
    (c) Who will determine in each case whether a home marketing 
incentive payment is authorized.



Sec. 302-14.102  What factors should we consider in determining
whether to establish a home marketing incentive payment program?

    In determining whether to establish a home marketing incentive 
payment program, you should consider:
    (a) Whether the program will increase the percentage of residences 
sold for which employees find a bona fide buyer. You should establish a 
benchmark for the percentage of residences for which you expect 
employees to find a bona fide buyer resulting in lower homesale costs to 
you. If your historical percentage of employee-generated sales is below 
your benchmark, a home marketing incentive payment program may benefit 
you; and
    (b) The expected net savings from a home marketing incentive payment 
program.



Sec. 302-14.103  What factors should we consider in determining the
amount of a home marketing incentive payment?

    In determining the amount of a home marketing incentive payment, you 
should consider the:
    (a) Amount of savings from reduced fee/expenses paid to the 
relocation services company. The home marketing incentive payment 
program is intended to reduce your relocation costs. The amount of each 
home marketing incentive payment you make, therefore, must not exceed 
the savings you realize from the reduced fee you pay to the relocation 
services company; and
    (b) Employee's efforts in marketing the residence. The purpose of a 
home marketing incentive payment program is to encourage a transferred 
employee who participates in a homesale program to independently and 
aggressively market his/her residence and find a bona fide buyer.



PART 302	15_ALLOWANCE FOR PROPERTY MANAGEMENT SERVICES
--Table of Contents



                Subpart A_General Rules for the Employee

Sec.
302-15.1  What are property management services?
302-15.2  What are the purposes of the property management services 
          allowance?
302-15.3  Am I eligible for payment for property management services 
          under this part?
302-15.4  Who is not eligible for payment for property management 
          services?

[[Page 217]]

302-15.5  Is my agency required to authorize payment for property 
          management services?
302-15.6  Under what circumstances may my agency authorize payment under 
          this part?
302-15.7  For what property may my agency authorize payment under this 
          part?
302-15.8  When my agency authorizes payment for me under this part, am I 
          obligated to use such services, or may I elect instead to sell 
          my residence at Government expense?
302-15.9  Must I repay property management expenses my agency paid under 
          this part if I elect to sell my former residence in the United 
          States at Government expense when I am transferred from my 
          current foreign post of duty to an official station in the 
          United States other than the one I left?
302-15.10  How long may my agency pay under this part?
302-15.11  If my agency authorized, and I elected to receive, payment 
          for property management expenses, may I later elect to sell my 
          residence at Government expense?
302-15.12  If my agency is paying for property management services under 
          this part and my service agreement expires, what must I do to 
          ensure that payment for property management services 
          continues?
302-15.13  What are the income tax consequences when my agency pays for 
          my property management services?

                    Subpart B_Agency Responsibilities

302-15.70  What governing policies must we establish for the allowance 
          for property management services?

    Authority: 5 U.S.C. 5738; 20 U.S.C. 905(a); E.O. 11609, as amended, 
3 CFR, 1971-1975 Comp., p. 586.

    Source: FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, unless otherwise 
noted.



                Subpart A_General Rules for the Employee

    Note to subpart A: Use of pronouns ``I'', ``you'', and their 
variants throughout this subpart refers to the employee.



Sec. 302-15.1  What are property management services?

    ``Property management services'' are programs provided by private 
companies for a fee, which help an employee to manage his/her residence 
at the old official station as a rental property. These services 
typically include, but are not limited to, obtaining a tenant, 
negotiating the 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. 302-15.2  What are the purposes of the property management
services allowance?

    The purposes of the property management services allowance are to:
    (a) Reduce overall Government relocation costs by using the property 
management services allowance in place of allowances for the sale of the 
employee's residence; and
    (b) Relieve employees transferred to OCONUS duty stations from the 
costs of maintaining a home in CONUS during their tour of duty.

[FTR Amdt. 2011-01, 76 FR 18344, Apr. 1, 2011]



Sec. 302-15.3  Am I eligible for payment for property management
services under this part?

    Yes, you are eligible for payment for property management services 
when:
    (a) You transfer in the interest of the Government; and
    (b) You and/or a member(s) of your immediate family hold(s) title to 
a residence which you are eligible to sell at Government expense under 
part 302-11 or part 302-12 of this chapter.



Sec. 302-15.4  Who is not eligible for payment for property management
services?

    New appointees, employees assigned under the Government Employees 
Training Act (5 U.S.C. 4109), and employees transferring wholly outside 
the United States are not eligible for payment for property management 
services. However, relocations wholly outside the United States do not 
affect previously authorized property management services as long as the 
employee continues to meet the requirements of Sec. 302-15.6 and any 
other conditions established by the agency.

[[Page 218]]



Sec. 302-15.5  Is my agency required to authorize payment for property
management services?

    No, your agency is not required to authorize payment for property 
management services. However, your agency determines:
    (a) When you meet the conditions set forth in Sec. 302-15.3;
    (b) When to authorize payment for these services; and
    (c) What procedures you must follow when it authorizes such payment.



Sec. 302-15.6  Under what circumstances may my agency authorize payment
under this part?

    (a) For a relocation to an official station in the United States, 
your agency may authorize payment under this part when:
    (1) You are being returned from a foreign area post of duty to a 
different official station than the one from which you were transferred 
for your foreign tour of duty;
    (2) Your agency has determined that property management services is 
more advantageous and cost effective for the Government than having to 
sell your residence;
    (3) You have signed a service agreements; and
    (4) You meet any additional conditions that your agency has 
established.
    (b) For relocations to official stations outside the United States, 
your agency will authorize payment under this part when you meet 
conditions set forth in paragraphs (a)(3) and (4) of this section.



Sec. 302-15.7  For what property may my agency authorize payment under
this part?

    Under this part, payment may be authorized only for your residence 
at the last official station in the United States from which you 
transferred.



Sec. 302-15.8  When my agency authorizes payment for me under this part,
am I obligated to use such services, or may I elect instead to sell my
residence at Government expense?

    You are not obligated to use your authorized property management 
services allowance. You have the option of choosing to sell your 
residence at Government expense or to use the property management 
services allowance.



Sec. 302-15.9  Must I repay property management expenses my agency
paid under this part if I elect to sell my former residence in the
United States at Government expense when I am transferred from my
current foreign post of duty to an official station in the United 
States other than the one I left?

    No, you are not required to repay any property management expenses 
paid by your agency if you elect to sell your former residence in the 
United States when transferred from your post of duty to an official 
station in the United States. The authority for your agency to pay for 
property management services under this part when you are transferred to 
a foreign post of duty arises from your transfer to the foreign post of 
duty. It is separate from, and in addition to, the authority to sell 
your residence at Government expense when you are transferred to an 
official station in the United States other than the official station 
from which you were transferred to the foreign post of duty.



Sec. 302-15.10  How long may my agency pay under this part?

    Your agency may pay:
    (a) For transfers within the United States for a period not to 
exceed one year from your effective date of transfer, with up to a 1-
year extension, under the same conditions required in Sec. 302-11.21 of 
this chapter; or
    (b) From the time you transfer to a foreign area post of duty until 
you:
    (1) Transfer back to an official station in the United States; or
    (2) Complete a service agreement at your post of duty and remain 
there, but do not sign a new service agreement; or
    (3) Separate from Government service.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, as amended by FTR Amdt. 2011-
01, 76 FR 18344, Apr. 1, 2011]

[[Page 219]]



Sec. 302-15.11  If my agency authorized, and I elected to receive,
payment for property management expenses, may I later elect to sell
my residence at Government expense?

    Yes, you may change your selection from receiving property 
management expenses to selling your residence at Government expense 
provided:
    (a) Your agency allows you to change your election of payment from 
property management expenses to the sale of your residence at Government 
expense; and
    (b) Payment for sale of your residence at Government expense is 
offset in accordance with your agency's policy established under 
Sec. 302-15.70(d).



Sec. 302-15.12  If my agency is paying for property management
services under this part and my service agreement expires, what must
I do to ensure that payment for property management services continues?

    You must sign a new service agreement (see Sec. 302-2.14 of this 
chapter) to continue to this benefit.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, as amended by FTR Amdt. 2014-
01, 79 FR 49645, Aug. 21, 2014]



Sec. 302-15.13  What are the income tax consequences when my agency
pays for my property management services?

    When your agency pays for your property management services, you 
will be taxed on the amount of expenses your agency pays for property 
management services whether it reimburses you directly or whether it 
pays a relocation service company to manage your residence. Your agency 
must pay you a relocation income tax (RIT) allowance for the additional 
Federal, State and local income taxes you incur on property management 
expenses it reimburses you or pays on your behalf.

    Note to Sec. 302-15.13: You may wish to consult with a tax advisor 
to determine whether you will incur any additional tax liability, 
unrelated to your agency's payment of your property management expenses, 
as a result of maintaining your residence as a rental property.



                    Subpart B_Agency Responsibilities

    Note to subpart B: Use of pronouns ``we'', ``you'', and their 
variants throughout this subpart refers to the agency.



Sec. 302-15.70  What governing policies must we establish for the 
allowance for property management services?

    You must establish policies and procedures governing:
    (a) When you will authorize payment for property management services 
for an employee who transfers in the interest of the Government;
    (b) When it is appropriate to authorize this service on a 
reimbursable basis to the employee, rather than paying the property 
management company directly, as long as any reimbursement is equal to or 
less than the agency negotiated rate for this service (agencies may 
require that employees hire only licensed and/or certified property 
managers).
    (c) Who will determine, for relocations to official duty stations in 
the United States, whether payment for property management services is 
more advantageous and cost effective than sale of an employee's 
residence at Government expense;
    (d) If and when you will allow an employee who was offered and 
accepted payment for property management services to change his/her 
residence at Government expense in accordance with paragraph (e) of this 
section; and
    (e) How you will offset expenses you have paid for property 
management services against payable expenses for sale of the employee's 
residence when an eligible employee who elected payment for property 
management services later changes his/her mind and elects instead to 
sell his/her residence at Government expense.

[FTR Amdt. 2011-01, 76 FR 18344, Apr. 1, 2011]

[[Page 220]]



                  SUBCHAPTER F_MISCELLANEOUS ALLOWANCES





PART 302	16_ALLOWANCE FOR MISCELLANEOUS EXPENSES--Table of Contents



                            Subpart A_General

Sec.
302-16.1  What is the purpose of the miscellaneous expenses allowance 
          (MEA)?
302-16.2  What are miscellaneous expenses?
302-16.3  Who is and is not eligible for a MEA?
302-16.4  Must my agency authorize payment of a MEA?

        Subpart B_Employee's Allowance for Miscellaneous Expenses

302-16.100  How will I receive the MEA?
302-16.101  May I receive an advance of funds for MEA?
302-16.102  What amount may my agency reimburse me for miscellaneous 
          expenses?
302-16.103  May I claim an amount in excess of that prescribed in 
          Sec. 302-16.102?
302-16.104  Must I document my miscellaneous expenses to receive 
          reimbursement?
302-16.105  What standard of care must I use in incurring miscellaneous 
          expenses?

                    Subpart C_Agency Responsibilities

302-16.200  What governing policies must we establish for MEA?
302-16.201  How should we administer the authorization and payment of 
          miscellaneous expenses?
302-16.202  Are there any restrictions to the types of costs we may 
          cover?
302-16.203  What are examples of types of costs not covered by the MEA?

    Authority: 5 U.S.C. 5738; 20 U.S.C. 905(a); E.O. 11609, as amended, 
3 CFR, 1971-1975 Comp., p. 586.

    Source: FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, unless otherwise 
noted.



                            Subpart A_General

    Note to subpart A: Use of pronouns ``I'', ``you'', and their 
variants throughout this subpart refers to the employee, unless 
otherwise noted.



Sec. 302-16.1  What is the purpose of the miscellaneous expenses allowance
(MEA)?

    The miscellaneous expenses allowance (MEA) is intended to help 
defray some of the costs incurred due to relocating. (See part 302-10 of 
this chapter for specific costs normally associated with relocation of a 
mobile home dwelling that are covered under transportation expenses.)

[FTR Amdt. 2011-01, 76 FR 18345, Apr. 1, 2011]



Sec. 302-16.2  What are miscellaneous expenses?

    Miscellaneous expenses are:
    (a) Costs associated with relocating that are not covered by other 
relocation benefits detailed in chapter 302.
    (b) Expenses allowable under this section include but are not 
limited to the following, and similar, items:

------------------------------------------------------------------------
        General expenses             Fees/deposits          Losses
------------------------------------------------------------------------
Appliances......................  Fees for
                                   disconnecting/
                                   connecting
                                   utilities,
                                   appliances,
                                   equipment, or
                                   conversion of
                                   appliances for
                                   operation on
                                   available
                                   utilities.
Rugs, draperies, and curtains...  Fees for cutting
                                   and fitting such
                                   items when they
                                   are moved from
                                   one residence
                                   quarters to
                                   another.
Utilities (For mobile homes, see  Deposits or fees
 Sec.  302-10.204).                not offset by
                                   eventual refunds.
Medical, dental, and food locker  ..................  Losses that cannot
 contracts.                                            be recovered by
                                                       transfer or
                                                       refund and are
                                                       incurred due to
                                                       early termination
                                                       of a contract.
Private Institutional care        ..................  Losses that cannot
 contracts (such as that                               be recovered by
 provided for handicapped or                           transfer or
 invalid dependents only).                             refund and are
                                                       incurred due to
                                                       early termination
                                                       of a contract.
Privately-owned vehicles........  Registration,
                                   driver's license,
                                   and use taxes
                                   imposed when
                                   bringing vehicles
                                   into certain
                                   jurisdictions.

[[Page 221]]

 
Transportation of pets..........  The only costs      ..................
                                   included are
                                   those normally
                                   associated with
                                   the
                                   transportation
                                   and handling of
                                   dogs, cats, and
                                   other house pets,
                                   as well as costs
                                   due to stringent
                                   air carrier
                                   rules. Other
                                   animals (horses,
                                   fish, birds,
                                   reptiles, various
                                   rodents, etc.)
                                   are excluded
                                   because of their
                                   size, exotic
                                   nature,
                                   restrictions on
                                   shipping, host
                                   country
                                   restrictions, and
                                   special handling
                                   difficulties.
                                   Inoculations,
                                   examinations, and
                                   boarding
                                   quarantine costs
                                   are excluded.
------------------------------------------------------------------------


[FTR Amdt. 2011-01, 76 FR 18345, Apr. 1, 2011]



Sec. 302-16.3  Who is and is not eligible for a MEA?

    See the following table for eligibility of MEA:

------------------------------------------------------------------------
                                             Employees not eligible for
        Employees eligible for MEA                       MEA
------------------------------------------------------------------------
(a) Your agency authorized/approved a       (a) A new appointee.
 relocation or a TCS; and.
(b) You discontinued and established a      (b) Authorized SES ``last
 residence in connection with your           move home'' benefits,
 relocation or TCS; and.
(c) You meet the applicable eligibility     (c) Assigned under the
 conditions in part 302-1 of this chapter;   Government Employees
 and.                                        Training Act (5 U.S.C.
                                             4109), or
(d) You signed the required service         (d) Returning from an
 agreement in part 302-1 of this chapter.    overseas assignment for
                                             separation from Government
                                             service.
------------------------------------------------------------------------



Sec. 302-16.4  Must my agency authorize payment of a MEA?

    Yes, if you meet the applicable eligibility conditions in Sec. 302-
16.3, your agency must authorize payment of a MEA.



        Subpart B_Employee's Allowance for Miscellaneous Expenses



Sec. 302-16.100  How will I receive the MEA?

    You will be reimbursed your MEA in accordance with your agency's 
internal travel policy.



Sec. 302-16.101  May I receive an advance of funds for MEA?

    No, your agency must not authorize an advance of funds for MEA.



Sec. 302-16.102  What amount may my agency reimburse me for miscellaneous
expenses?

    The following amounts will be paid for miscellaneous expenses 
without support or documentation of expenses:
    (a) Either $650 or the equivalent of one week's basic gross pay, 
whichever is the lesser amount, if you have no immediate family 
relocating with you; or
    (b) $1,300 or the equivalent of two weeks' basic gross pay, 
whichever is the lesser amount, if you have immediate family members 
relocating with you.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, as amended by FTR Amdt. 2011-
02, 76 FR 35111, June 16, 2011]



Sec. 302-16.103  May I claim an amount in excess of that prescribed in
Sec. 302-16.102?

    Yes, you may claim an amount in excess of that prescribed in 
Sec. 302-16.12 if authorized by your agency; and
    (a) Supported by acceptable statements of fact, paid bills or other 
acceptable evidence justifying the amounts claimed; and
    (b) The aggregate amount does not exceed your basic gross pay (at 
the time you reported for duty, at your new official station) for:
    (1) One week if you are relocating without an immediate family; or
    (2) Two weeks if you are relocating with an immediate family.

    Note to Sec. 302-16.103: The amount authorized cannot exceed the 
maximum rate of grade GS-13 provided in 5 U.S.C. 5332 at the time you 
reported for duty at your new official station.

[[Page 222]]



Sec. 302-16.104  Must I document my miscellaneous expenses to receive
reimbursement?

    You must show documentation of your miscellaneous expenses only when 
an amount exceeds that prescribed in Sec. 302-16.102.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, as amended by FTR Amdt. 2011-
02, 76 FR 35111, June 16, 2011]



Sec. 302-16.105  What standard of care must I use in incurring
miscellaneous expenses?

    You must exercise the same care in incurring expenses that a prudent 
person would exercise if relocating at personal expense.



                    Subpart C_Agency Responsibilities

    Note to subpart C: Use of pronouns ``we'', ``you'', and their 
variants throughout this subpart refers to the agency.



Sec. 302-16.200  What governing policies must we establish for MEA?

    For MEAs, you must establish policies and procedures governing:
    (a) Who will determine whether payment for an amount in excess of 
the flat MEA is appropriate; and
    (b) How you will pay a MEA in accordance with Secs. 302-16.3 and 
302-16.4.



Sec. 302-16.201  How should we administer the authorization and payment
of miscellaneous expenses?

    You should limit payment of miscellaneous expenses to only those 
expenses that are necessary.



Sec. 302-16.202  Are there any restrictions to the types of costs we
may cover?

    Yes, a MEA cannot be used to reimburse:
    (a) Costs or expenses incurred which exceed maximums provided by 
statute or in this subtitle;
    (b) Costs or expenses incurred but which are disallowed elsewhere in 
this subtitle;
    (c) Costs reimbursed under other provisions of law or regulations;
    (d) Costs or expenses incurred for reasons of personal taste or 
preference and not required because of the move;
    (e) Losses covered by insurance;
    (f) Fines or other penalties imposed upon the employee or members of 
his/her immediate family;
    (g) Judgements, court costs, and similar expenses growing out of 
civil actions; or
    (h) Any other expenses brought about by circumstances, factors, or 
actions in which the move to a new duty station was not the proximate 
cause.



Sec. 302-16.203  What are examples of types of costs not covered by
the MEA?

    Examples of costs which are not reimbursable from this allowance 
are:
    (a) Losses in selling or buying real and personal property and cost 
related to such transactions;
    (b) Cost of additional insurance on household goods while in transit 
to the new official station or cost of loss or damage to such property;
    (c) Additional costs of moving household goods caused by exceeding 
the maximum weight limitation;
    (d) Costs of newly acquired items, such as the purchase or 
installation cost of new rugs or draperies;
    (e) Higher income, real estate, sales, or other taxes as the result 
of establishing residence in the new locality;
    (f) Fines imposed for traffic infractions while en route to the new 
official station locality;
    (g) Accident insurance premiums or liability costs incurred in 
connection with travel to the new official station locality, or any 
other liability imposed upon the employee for uninsured damages caused 
by accidents for which he/she or a member of his/her immediate family is 
held responsible;
    (h) Losses as the result of sale or disposal of items of personal 
property not considered convenient or practicable to move;
    (i) Damage or loss of clothing, luggage, or other personal effects 
while traveling to the new official station locality;
    (j) Subsistence, transportation, or mileage expenses in excess of 
the amounts reimbursed as per diem or other allowances under this 
regulation;

[[Page 223]]

    (k) Medical expenses due to illness or injuries while en route to 
the new official station or while living in temporary quarters at 
Government expense under the provisions of this chapter; or
    (l) Costs incurred in connections with structural alterations 
(remodeling or modernizing of living quarters, garages or other 
buildings to accommodate privately-owned automobiles, appliances or 
equipment; or the cost of replacing or repairing worn-out or defective 
appliances, or equipment shipped to the new location).



PART 302	17_TAXES ON RELOCATION EXPENSES--Table of Contents



Sec.
302-17.0  General.

                            Subpart A_General

302-17.1  What special terms apply to this part?
302-17.2  Why does relocation affect personal income taxes?
302-17.3  What is the Government's objective in reimbursing the 
          additional income taxes incurred as a result of a relocation?
302-17.4  Why is the reimbursement for substantially all, and not 
          exactly all, of the additional income taxes incurred as a 
          result of a relocation?
302-17.5  Who is eligible for the WTA and the RITA?
302-17.6  Who is not eligible for the WTA and the RITA?
302-17.7  Is there any circumstance under which the WTA and the RITA are 
          not paid even though I would otherwise be eligible?
302-17.8  What limitations and Federal income tax treatments apply to 
          various relocation reimbursements?
302-17.9  Who is responsible for knowing which relocation expenses are 
          taxable and which expenses are nontaxable?
302-17.10  Which expenses should I report on my state tax returns if I 
          am required to file returns in two different states?
302-17.11  When is an expense considered completed in a specific tax 
          year?
302-17.12  Where can I find additional information and guidance on WTA 
          and RITA?
302-17.13  How are taxes on extended TDY benefits and taxes on 
          relocation allowances related?

              Subpart B_The Withholding Tax Allowance (WTA)

302-17.20  What is the purpose of the WTA?
302-17.21  What relocation expenses does the WTA cover?
302-17.22  What relocation expenses does the WTA not cover?
302-17.23  What are the procedures for my WTA?
302-17.24  How does my agency compute my WTA?

          Subpart C_The Relocation Income Tax Allowance (RITA)

302-17.30  What is the purpose of the RITA?
302-17.31  What are the procedures for calculation and payment of my 
          RITA?
302-17.32  Who chooses the one-year or two-year process?
302-17.33  May I ask my agency to recalculate my RITA?

             Subpart D_The Combined Marginal Tax Rate (CMTR)

302-17.40  How does my agency calculate my CMTR?
302-17.41  Is there any difference in the procedures for calculating the 
          CMTR, depending on whether my agency chooses the one-year or 
          two-year RITA process?
302-17.42  Which state marginal tax rate(s) does my agency use to 
          calculate the CMTR if I incur tax liability in more than one 
          state, and how does this affect my RITA and my state tax 
          return(s)?
302-17.43  What local marginal tax rate(s) does my agency use?
302-17.44  What if I incur income tax liability to the Commonwealth of 
          Puerto Rico?
302-17.45  What if I incur income tax liability to the Commonwealth of 
          the Northern Mariana Islands or any other territory or 
          possession of the United States?

Subpart E_Special Procedure If a State Treats an Expense as Taxable Even 
              Though It Is Nontaxable Under the Federal IRC

302-17.46  What does my agency do if a state treats an expense as 
          taxable even though it is nontaxable under the Federal IRC?

                   Subpart F_The One-Year RITA Process

302-17.50  What information should I provide to my agency to make the 
          RITA calculation possible under the one-year process?
302-17.51  When should I file my ``Statement of Income and Tax Filing 
          Status'' under the one-year process?
302-17.52  When should I file an amended ``Statement of Income and Tax 
          Filing Status'' under the one-year process?
302-17.53  What happens if I do not file and amend the ``Statement of 
          Income and Tax Filing Status'' in a timely manner?

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302-17.54  How does my agency calculate my RITA under the one-year 
          process?
302-17.55  What does my agency do once it has calculated my RITA under 
          the one-year process?
302-17.56  What do I do, under the one-year process, once my agency has 
          provided my W-2(s)?

                   Subpart G_The Two-Year RITA Process

302-17.60  How are the terms ``Year 1'' and ``Year 2'' used in the two-
          year RITA process?
302-17.61  Is the WTA optional under the two-year process?
302-17.62  What information do I put on my tax returns for Year 1 under 
          the two-year process?
302-17.63  What information should I provide to my agency to make the 
          RITA calculation possible under the two-year process?
302-17.64  When should I file my ``Statement of Income and Tax Filing 
          Status'' under the two-year process?
302-17.65  What happens if I do not file the ``Statement of Income and 
          Tax Filing Status'' in a timely manner?
302-17.66  How do I claim my RITA under the two-year process?
302-17.67  How does my agency calculate my RITA under the two-year 
          process?
302-17.68  What does my agency do once it has calculated my RITA under 
          the two-year process?
302-17.69  How do I pay taxes on my RITA under the two-year process?

                    Subpart H_Agency Responsibilities

302-17.100  May we use a relocation company to comply with the 
          requirements of this part?
302-17.101  What are our responsibilities with regard to taxes on 
          relocation expenses?
302-17.102  What happens if an employee fails to file and/or amend a 
          ``Statement of Income and Tax Filing Status'' prior to the 
          required date?
302-17.103  What are the advantages of choosing a 1-year or a 2-year 
          RITA process?

    Authority: 5 U.S.C. 5724b; 5 U.S.C. 5738; E.O. 11609, as amended, 3 
CFR, 1971-1975 Comp., p. 586.

    Source: FTR Amdt. 2014-01, 79 FR 49645, Aug. 21, 2014, unless 
otherwise noted.



Sec. 302-17.0  General.

    Use of the pronouns ``I,'' ``you,'' and their variants throughout 
this part refer to the employee, unless otherwise noted.



                            Subpart A_General



Sec. 302-17.1  What special terms apply to this part?

    The following definitions apply to this part:
    Allowance means:
    (1) Money paid to the employee to cover future expenses, such as the 
miscellaneous expense allowance (see part 302-16 of this chapter for 
information about the miscellaneous expense allowance);
    (2) Money paid to the employee to cover past expenses, such as the 
relocation income tax allowance (RITA) under the two-year tax process 
described in part 302-17, subpart G; or
    (3) A limit established by statute or regulation, such as the 18,000 
pound net weight allowance for household goods shipments (see part 302-7 
of this chapter for information about the 18,000 pound net weight 
allowance).
    City means any unit of general local government as defined in 31 CFR 
215.2(b).
    Combined marginal tax rate (CMTR) means a single rate determined by 
combining the applicable marginal tax rates for Federal, state, and 
local income taxes, using the formula provided in Sec. 302-17.40. (If 
you incur liability for income tax in the Commonwealth of Puerto Rico, 
see Sec. 302-17.44.)
    County means any unit of local general government as defined in 31 
CFR 215.2(e).
    Gross-up used as a noun in this part means:
    (1) The process that your agency uses to estimate the additional 
income tax liability that you incur as a result of relocation benefits 
and taxes on those benefits; or
    (2) The result of the gross-up process.
    Note: The gross-up allows for the fact that every reimbursement of 
taxes is itself taxable. Therefore, the gross-up calculates the amount 
an agency must reimburse an employee to cover substantially all of the 
income taxes incurred as the result of a relocation.
    Internal Revenue Code (IRC) means Title 26 of the United States 
Code, which governs Federal income taxes.
    Local income tax means a tax imposed by a recognized city or county 
tax authority that is deductible for Federal income tax purposes as a 
local income

[[Page 225]]

tax under the IRC, at 26 U.S.C. 164(a)(3). (See the definitions for the 
terms city and county in this section.)
    Marginal tax rate (MTR) means the tax rate that applies to the last 
increment of taxable income after taxable relocation benefits have been 
added to the employee's income. For example, suppose a married employee 
who files jointly has a taxable income of $120,000. According to the IRS 
2011 Tax Rate Schedules, taxable income between $69,000 and $139,350 is 
taxed at the 25 percent tax rate; therefore, the $120,000 taxable income 
of the employee and spouse is in this range, so they have a 25 percent 
MTR. If the employee receives $30,000 of taxable relocation benefits, 
the taxable income for the employee and spouse is now $150,000, which is 
in the next highest tax bracket. In this example, the employee and 
spouse now have a Federal MTR of 28 percent once the taxable relocation 
benefits have been added to their income.
    Reimbursement means money paid to you to cover expenses that you 
have already paid for out of your own funds.
    Relocation benefits means all reimbursements and allowances that you 
receive, plus all direct payments that your agency makes on your behalf, 
in connection with your relocation.
    Relocation income tax allowance (RITA) means the payment to the 
employee to cover the difference between the withholding tax allowance 
(WTA), if any, and the actual tax liability incurred by the employee as 
a result of their taxable relocation benefits; RITA is paid whenever the 
actual tax liability exceeds the WTA.
    State means any one of the several states of the United States, the 
District of Columbia, the Commonwealth of Puerto Rico, the Commonwealth 
of the Northern Mariana Islands, or any other territory or possession of 
the United States.
    State income tax means a tax imposed by a state tax authority that 
is deductible for Federal income tax purposes under the IRC, 
specifically 26 U.S.C. 164(a)(3).
    Withholding tax allowance (WTA) means the amount paid to the Federal 
IRS by the agency as withholding of income taxes for any taxable 
relocation allowance, reimbursement, or direct payment to a vendor.



Sec. 302-17.2  Why does relocation affect personal income taxes?

    When you are relocated from one permanent duty station to another, 
you are reimbursed by your employing agency for certain expenses. The 
IRC requires that you report many of these relocation benefits, 
including some that your agency pays on your behalf, as taxable income. 
When you receive taxable benefits, you must pay income tax on the amount 
or value of those benefits. However, 5 U.S.C. 5724b also requires that 
your agency reimburse you for substantially all of the additional 
Federal, state, and local income taxes you incur as a result of any 
taxable relocation benefits. A reimbursement for taxes is also a taxable 
benefit on which you must pay additional taxes.



Sec. 302-17.3  What is the Government's objective in reimbursing the
additional income taxes incurred as a result of a relocation?

    The Government's objective is to reimburse transferred employees for 
substantially all (not exactly all--see Sec. 302-17.4) of the additional 
Federal, state, and local income taxes incurred as a result of a 
relocation, including the taxes on the taxable relocation benefits and 
the taxes on the reimbursement for taxes.



Sec. 302-17.4  Why is the reimbursement for substantially all, and not
exactly all, of the additional income taxes incurred as a result of a
relocation?

    Because of the complexity of the calculations, which involve not 
only Federal income tax but also the income tax rates of many states and 
localities, it is not reasonable for the Government to compute the exact 
impact of relocation on an affected employee's taxes. Making a good 
faith effort to reimburse substantially all additional income taxes is 
sufficient. The statute where this appears, at 5 U.S.C. 5724b does not 
define substantially all. This Part provides the description through its 
provisions.

[[Page 226]]



Sec. 302-17.5  Who is eligible for the WTA and the RITA?

    The withholding tax allowance (WTA) and the relocation income tax 
allowance (RITA) are the two allowances through which the Government 
reimburses you for substantially all of the income taxes that you incur 
as a result of your relocation. You are eligible for the WTA and the 
RITA if your agency is transferring you from one permanent duty station 
to another, in the interest of the Government, and your agency's 
reimbursements to you for relocation expenses result in you being liable 
for additional taxes.

    Note to Sec. 302-17.5: If your agency offers you the choice, the WTA 
is optional to you. See 302-17.61 through 302-17.69.



Sec. 302-17.6  Who is not eligible for the WTA and the RITA?

    You are not eligible for the WTA or the RITA if you are:
    (a) A new appointee;
    (b) Assigned under the Government Employees Training Act; or
    (c) Returning from an overseas assignment for the purpose of 
separation from Government service.



Sec. 302-17.7  Is there any circumstance under which the WTA and the
RITA are not paid even though I would otherwise be eligible?

    If you violate the 12-month service agreement under which you are 
relocated, your agency will not pay the WTA or the RITA to you, and you 
must repay any relocation benefits paid prior to the violation.



Sec. 302-17.8  What limitations and Federal income tax treatments
apply to various relocation reimbursements?

    (a) If you were moving yourself for a new job, with no help from 
your employer, then you probably would be able to deduct some of your 
relocation expenses. However, if you are eligible for WTA and RITA under 
this part, your Federal agency reimburses you or pays directly for many 
relocation expenses that otherwise would be deductible. Since you could 
have deducted these expenses if you had paid them yourself, the benefits 
you receive from your agency for these ``deductible'' relocation 
expenses are nontaxable. Therefore, you do not report them as income and 
you cannot take them as deductions.
    (b) However, many other relocation benefits are taxable income to 
you, the employee, because you could not have deducted them. You also 
may not deduct the additional taxes you incur, as a result of taxable 
benefits (except that you may deduct state and local income taxes on 
your Federal tax return). Your agency will reimburse you for most of 
these taxable expenses and for substantially all of the additional taxes 
that you incur as a result of the taxable benefits.
    (c) The following table summarizes the FTR allowances, limitations, 
and tax treatment of each reimbursement, allowance, or direct payment to 
a vendor. See IRS Publication 521, Moving Expenses, and the cited FTR 
paragraphs for details.

                    Table to Sec.  302-17.8--FTR Allowances and Federal Income Tax Treatments
----------------------------------------------------------------------------------------------------------------
                                            Summary of FTR
             Entitlement                      allowance           FTR Part or section         Tax treatments
----------------------------------------------------------------------------------------------------------------
Meals while en route to the new duty   The standard CONUS per   Sec.  302-4.200........  Taxable.
 station.                               diem for meals and
                                        incidental expenses.
Lodging while en route to the new      The standard CONUS per   Sec.  302-4.200........  Nontaxable provided the
 duty station.                          diem for lodging                                  cost is reasonable
                                        expenses for the                                  according to the IRC.
                                        employee only.
Transportation using your POV to your  Actual cost or the rate  Part 302-4.............  Nontaxable.
 new duty station.                      established by the IRS
                                        for using a POV for
                                        relocation.
Transportation to your new duty        Actual cost............  Part 302-4.............  Nontaxable.
 station using a common carrier (an
 airline, for example).
Per diem and transportation for        Actual Expense Method:   Part 302-5.............  Taxable.
 househunting trip.                     10 days of per diem
                                        plus transportation
                                        expenses--must be
                                        itemized;
                                       or.....................  Part 302-5.............  Taxable.

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                                       Lump Sum Method:
                                        Locality rate times 5
                                        (one person) or times
                                        6.25 (employee and
                                        spouse) for up to 10
                                        days--no itemization
                                        required.
Temporary quarters subsistence         Actual Expense Method:   Sec.  302-6.100........  Taxable.
 expenses (TQSE).                       Maximum of 120 days;
                                        full per diem for only
                                        the first 30 days--
                                        itemization required;
                                        or.
                                       Lump Sum Method:         Sec.  302-6.200........  Taxable.
                                        Multiply number of
                                        days allowed by .75
                                        times the locality
                                        rate (30 days
                                        maximum)--no
                                        itemization required.
                                       Note: Additional TQSE
                                        allowances for family
                                        members are less than
                                        the benefit for the
                                        employee occupying TQ
                                        alone.
Shipment of household goods (HHG) to   Transportation of up to  Part 302-7.............  Transportation of goods
 include unaccompanied air baggage      18,000 pounds.                                    from your former
 (UAB) and professional books,                                                            residence to your new
 papers, and equipment (PBP&E).                                                           residence is
                                                                                          nontaxable.
Temporary storage of household goods   Temporary storage of up  Sec.  302-7.9..........  Nontaxable.
 in transit, as long as the expenses    to 30 days (However,
 are incurred within any 30 calendar    see the section
 day period after the day your items    immediately below).
 are removed from your old residence
 and before they are delivered to the
 new residence.
Temporary storage of household goods   Temporary storage of 60  Sec.  302-7.9..........  Taxable.
 beyond 30 days.                        plus 90 days, NTE 150
                                        days for CONUS
                                        relocations, and 90
                                        days plus another 90
                                        days, NTE 180 for
                                        OCONUS relocations.
Extended storage of Household Goods    CONUS--TCS (per agency   Sec.  302-3.414; Part    Taxable.
 (HHG).                                 policy) or isolated      302-8, Subpart B.
                                        duty station only.
                                       OCONUS--Agency policy..  Part 302-8, Subparts C   Nontaxable.
                                                                 and D.
Transportation of privately-owned      CONUS--Agency            Part 302-9, Subpart D..  Nontaxable.
 vehicle (POV).                         discretion.
                                       OCONUS--Agency           Part 302-9, Subparts B   Nontaxable.
                                        discretion.              & C.
Shipment of mobile home in lieu of     Limited to maximum       Sec.  302-10.3.........  Nontaxable.
 HHG.                                   allowance for HHG.
Residence transactions:..............
     Sale of home...............  Closing costs up to 10%  Sec.  302-11.300(a)....  Taxable.
                                        of actual sales price.
     Purchase of home...........  Closing costs up to 5%   Sec.  302-11.300(b)....  Taxable.
                                        of actual purchase
                                        price.
     Lease-breaking.............  Itemization required...  Secs.  302-11.430 & 431  Taxable.
Payments to Relocation Service         According to agency      Part 302-12............  Taxability determined
 Contractors.                           policy and contracts.                             on a case-by-case
                                                                                          basis.
Home Marketing Incentive Payment.....  See internal agency      Part 302-14............  Taxable, but not
                                        policies and                                      eligible for WTA or
                                        regulations.                                      RITA.
Property Management Services.........  See internal agency      Part 302-15............  Taxable.
                                        policies and
                                        regulations.
Miscellaneous expenses...............  $650 or $1,300; or.....  Sec.  302-16.102.......  Taxable.
                                       Maximum of 1 or 2 weeks  Sec.  302-16.103.......  Taxable.
                                        basic pay.
Withholding tax allowance............  25 percent of            Part 302-17, Subpart B.  Taxable.
                                        reimbursements,
                                        allowances, and direct
                                        payments to vendors.
Relocation income tax allowance......  Based on income and tax  Part 302-17, Subpart C.  Taxable.
                                        filing status.
----------------------------------------------------------------------------------------------------------------


[[Page 228]]



Sec. 302-17.9  Who is responsible for knowing which relocation expenses
are taxable and which expenses are nontaxable?

    Both you and your agency must know which reimbursements and direct 
payments to vendors are taxable and which are nontaxable in your 
specific circumstances. When you submit a voucher for reimbursement, 
your agency must determine whether the reimbursement is taxable income 
at the Federal, state, and/or local level. Then, when you file your 
income tax returns, you must report the taxable allowances, 
reimbursements, and direct payments to vendors as income. Your agency is 
ultimately responsible for calculating and reporting withholding 
accurately and you are ultimately responsible for filing your taxes 
correctly.



Sec. 302-17.10  Which expenses should I report on my state tax returns
if I am required to file returns in two different states?

    In most cases, your state tax return for the state you are leaving 
should reflect your reimbursement or allowance, if any, for househunting 
expenses and your reimbursement or direct payments to vendors for real 
estate expenses at the home you are leaving. All other taxable expenses 
should be shown as income on the tax return you file in the state into 
which you have moved. However, you and your agency must carefully study 
the rules in both states and include everything that each state 
considers to be income on each of your state tax returns.



Sec. 302-17.11  When is an expense considered completed in a specific 
tax year?

    A reimbursement, allowance, or direct payment to a vendor is 
considered completed in a specific tax year only if the money was 
actually disbursed to the employee or vendor during the tax year in 
question.



Sec. 302-17.12  Where can I find additional information and guidance
on WTA and RITA?

    To find additional information and guidance on WTA and RITA, see:
    (a) IRS Publication 521, Moving Expenses; and
    (b) FTR Bulletins; GSA publishes additional information on RITA, 
including the illustrations and examples of various RITA computations, 
in FTR Bulletins which are updated as necessary. The current GSA FTR 
Bulletins may be found at http://www.gsa.gov/bulletins.



Sec. 302-17.13  How are taxes on extended TDY benefits and taxes on
relocation allowances related?

    (a) Taxes on extended TDY benefits are computed using exactly the 
same processes described in this Part for the WTA and RITA except that:
    (1) The tax process for extended TDY benefits uses the term 
``withholding tax allowance'' (WTA) in exactly the same fashion as the 
process for taxes on relocation allowances; however, in place of the 
term ``relocation income tax allowance,'' the tax process for extended 
TDY benefits uses the term ``extended TDY tax reimbursement allowance'' 
(ETTRA); and
    (2) All benefits are taxable under extended TDY, so the sections of 
this Part that discuss which benefits are taxable and which are not have 
no relevance to ETTRA.
    (b) See part 301-11, subpart F of this title for additional 
information about taxes on extended TDY benefits.



              Subpart B_The Withholding Tax Allowance (WTA)



Sec. 302-17.20  What is the purpose of the WTA?

    The purpose of the WTA is to protect you from having to use part of 
your relocation expense reimbursements to pay Federal income tax 
withholding; it does not cover state taxes, local taxes, Medicare taxes, 
or Social Security taxes (see Sec. 302-17.22(c) and (d)).

    Note to Sec. 302-17.20: If your agency offers you the choice, the 
WTA is optional to you. See Secs. 302-17.61 through 302-17.69.



Sec. 302-17.21  What relocation expenses does the WTA cover?

    The WTA covers certain allowances, reimbursements, and/or direct 
payments to vendors, to the extent that each of them is taxable income. 
It does not cover any allowance, reimbursement, or direct payment to a 
vendor

[[Page 229]]

that is nontaxable; that is, your agency will not give you a WTA for 
anything that is not considered taxable income to you (see Table 1 in 
Sec. 302-17.8 for a summary of tax treatment). In particular, the WTA 
covers:
    (a) En route meals and incidental expenses--Reimbursements for meals 
and incidental expenses while en route are taxable and, therefore, are 
covered by the WTA.
    (b) One Househunting trip--Travel (including per diem and 
transportation) expenses for you (and your spouse) for one round trip to 
the new official station to seek permanent residence quarters. 
Househunting is covered regardless of whether it is reimbursed under the 
actual expense or lump sum method. (See part 302-5 of this chapter.)
    (c) Temporary quarters--Subsistence expenses for you and your 
immediate family during occupancy of temporary quarters. Temporary 
quarters are covered regardless of whether it is reimbursed under the 
actual expense or lump sum method. (See part 302-6 of this chapter.)
    (d) Extended storage expenses--Extended storage for a temporary 
change of station in CONUS or assignment to an isolated duty station in 
CONUS, but only if these expenses are allowed by part 302-8 of this 
chapter and your agency's policy.
    (e) Real estate expenses--Expenses for the sale of the residence at 
your old official station and purchase of a home at your new official 
station. This can also include expenses for settling an unexpired lease 
(``breaking'' a lease) at your old official station. (See part 302-11 of 
this chapter. If you do not hold full title to the home you are selling 
or buying, see Sec. 302-11.7 of this chapter.)
    (f) Expenses paid by a relocation company to the extent such 
payments constitute taxable income to the employee. The extent to which 
such payments constitute taxable income varies according to the 
individual circumstances of your relocation, and by the state and 
locality in which you reside. (See IRS Publication 521, Moving Expenses, 
and appropriate state and local tax authorities for additional 
information.)
    (g) Property Management Services--Payment for the services of a 
property manager for renting rather than selling a residence at your old 
official station. (See part 302-15 of this chapter.)
    (h) Miscellaneous expense allowance--Miscellaneous expenses for 
defraying certain relocation expenses not covered by other relocation 
benefits. (See part 302-16 of this chapter.)



Sec. 302-17.22  What relocation expenses does the WTA not cover?

    The WTA does not cover the following relocation expenses:
    (a) Any reimbursement, allowance, or direct payment to a vendor that 
should not be reported as taxable income when you file your Federal tax 
return; this includes but is not limited to en route lodging and 
transportation, HHG transportation, and transportation of POVs.
    (b) Reimbursed expenses for extended storage of household goods 
during an OCONUS assignment, if reimbursement is permitted under your 
agency's policy.
    (c) State and local withholding tax obligations. To the extent that 
your state or local tax authority requires periodic (such as quarterly) 
tax payments, you are responsible to pay these from your own funds. Your 
agency reimburses you for substantially all of these payments through 
the RITA process, but your agency does not provide a WTA for them. If 
required to by state or local law, your agency may withhold these from 
your reimbursement.
    (d) Additional taxes due under the Federal Insurance Contributions 
Act including Social Security tax, if applicable, and Medicare tax. 
Current law does not allow Federal agencies to reimburse transferees for 
these employment taxes on relocation benefits. However, your agency will 
deduct for these taxes from your reimbursements for taxable items.
    (e) Any reimbursement amount that exceeds the actual expense paid or 
incurred. For example, if your reimbursement for the movement of 
household goods is based on the commuted rate schedule but your actual 
relocation expenses are less than that, your tax liability for the 
difference is not covered by the WTA or RITA.

[[Page 230]]

    (f) Home marketing incentive payment. In accordance with FTR part 
302-14, your agency may not provide you either a WTA or RITA for this 
incentive.
    (g) Any recruitment, relocation, or retention incentive payment that 
you receive. Any withholding of taxes for such payments is outside the 
scope of this regulation. Rather, it is covered by regulations issued by 
the Office of Personnel Management, Treasury's Financial Management 
Service, and the IRS.
    (h) Any allowances, reimbursements, and/or direct payments to 
vendors not related to your relocation; for example, a reimbursement for 
office supplies would not be covered by the WTA, even if it occurred 
during your relocation.



Sec. 302-17.23  What are the procedures for my WTA?

    (a) Your agency prepares a relocation travel authorization, which 
includes an estimate of the WTA and RITA, to obligate funds for your 
relocation.
    (b) Your agency pays certain allowances to you. Your agency also 
pays vendors directly for other relocation expenses.
    (c) Your agency instructs you as to whether to submit one voucher 
after you have completed your relocation or to submit vouchers at 
various points as your relocation progresses plus another when your 
relocation is completed.
    (d) You submit your voucher(s) for reimbursement of certain 
relocation expenses.
    (e) Your agency determines the extent to which each allowance, each 
item on your voucher(s), and each direct payment to a vendor is 
nontaxable or is taxable income to you under the IRC.
    (f) For the taxable items, your agency calculates your WTA and any 
reimbursement(s) due to you in accordance with Sec. 302-17.24. Your 
agency sets aside the amount of your WTA and pays the IRS as a 
withholding tax in accordance with IRS requirements.



Sec. 302-17.24  How does my agency compute my WTA?

    (a) Your agency computes your WTA by applying the grossed-up 
withholding formula below each time your agency incurs a covered, 
taxable relocation expense, regardless of whether it is a reimbursement, 
allowance, or direct payment to a vendor.
    (b) The law currently provides for a withholding rate of 25 percent 
for ``supplemental wages'' that are identified separately from regular 
wages (This rate has not always been 25 percent and may change in the 
future; GSA will revise the FTR to reflect any changes as quickly as 
possible, but users of this part should see IRS Publication 15, 
Employer's Tax Guide, for the most current rate). Taxable payments for 
relocation expenses are ``supplemental wages,'' as defined in IRS 
Publication 15. However, you owe taxes on the WTA itself because, like 
most other relocation allowances, it is taxable income. To reimburse you 
for the taxes on the WTA itself, your agency computes the WTA by 
multiplying the reimbursement, allowance, or direct payment to a vendor 
by 0.3333 instead of 0.25. That is:

WTA = R/(1^R)  x  Expense

where R is the withholding rate for supplemental wages, or

WTA = 0.25/(1^0.25)  x  Expense, or 0.3333  x  Expense

    Example 1 to part 302-17: Calculating the Withholding Tax Allowance 
(WTA)
Househunting Trip Actual Expense Claim--$3,000
WTA = .3333  x  $3,000 = $999.90
Temporary Quarters Lump Sum Allowance--$5,000
WTA = .3333  x  $5,000 = $1,666.50
Total WTA $999.90 + $1,666.50 = $2,666.40
    Note to Sec. 302-17.24: Your agency must deduct withholding for 
Medicare and FICA (Social Security) from your reimbursement for expenses 
such as househunting, as the WTA does not cover such expenses.



          Subpart C_The Relocation Income Tax Allowance (RITA)



Sec. 302-17.30  What is the purpose of the RITA?

    (a) The purpose of the RITA is to reimburse you for any taxes that 
you owe that were not adequately reimbursed by the WTA. As discussed in 
Sec. 302-17.24, the WTA calculation is based on the 25 percent income 
tax withholding rate applicable to supplemental wages. This

[[Page 231]]

may be higher or lower than your actual tax rate. The RITA, on the other 
hand, is based on your marginal tax rate, determined by your actual 
taxable income and filing status, which allows your agency to reimburse 
you for substantially all of your Federal income taxes. The RITA also 
reimburses you for any additional state and local taxes that you incur 
as a result of your relocation, because they are not reimbursed in the 
WTA process.
    (b) The WTA may be optional to you. See Sec. 302-17.61 for a 
discussion of criteria for choosing whether or not to accept the WTA. 
See Secs. 302-17.62 through 302-17.69 for procedures if you choose not 
to accept the WTA.



Sec. 302-17.31  What are the procedures for calculation and payment
of my RITA?

    The procedures for the calculation and payment of your RITA depend 
on whether your agency has chosen to use a one-year or two-year RITA 
process. See Subpart F for the one-year process and Subpart G for the 
two-year process.



Sec. 302-17.32  Who chooses the one-year or two-year process?

    Your agency or a major component of your agency determines whether 
it will adopt a one-year or two-year RITA process. Your agency may use 
the one-year RITA process for one or more specific categories of 
employees and the two-year process for one or more other categories.



Sec. 302-17.33  May I ask my agency to recalculate my RITA?

    (a) Yes, you may ask your agency to recalculate your RITA provided 
you filed your ``Statement of Income and Tax Filing Status,'' and 
amended it, if necessary, in a timely manner. If, once you have 
completed all Federal, state, and local tax returns, you believe that 
your RITA should have been significantly different from the RITA that 
your agency calculated, you may ask your agency to recalculate your 
RITA. This is true for either the one-year or two-year process. With any 
request for recalculation, you must submit a statement explaining why 
you believe your RITA was incorrect.
    (b) Please note that your agency may require that you also submit an 
amended ``Statement of Income and Tax Filing Status'' (if, for example, 
you inadvertently did not report some of your income in your original 
Statement), your actual tax returns, or both, as attachments to your 
request for recalculation.

    Note to Sec. 302-17.33: Please see Sec. 302-17.55, if your agency 
uses a one-year RITA process, or Sec. 302-17.68, if your agency uses a 
two-year RITA process, for more information about positive and negative 
RITA calculations.



             Subpart D_The Combined Marginal Tax Rate (CMTR)



Sec. 302-17.40  How does my agency calculate my CMTR?

    (a) The CMTR is a key element that greatly enhances the accuracy of 
the calculation of your RITA. Your agency uses the information on your 
``Statement of Income and Tax Filing Status,'' as amended, to determine 
your CMTR, as follows (see subparts F and G of this part for information 
about the ``Statement of Income and Tax Filing Status'').
    (b) The CMTR is, in essence, a combination of your Federal, state, 
and local tax rates. However, the CMTR cannot be calculated by merely 
adding the Federal, state, and local marginal tax rates together because 
of the deductibility of state and local income taxes from income on your 
Federal income tax return. The formula prescribed below for calculating 
the CMTR, therefore, is designed to adjust the state and local tax rates 
to compensate for their deductibility from income for Federal tax 
purposes.
    (c) The formula for calculating the CMTR is:

CMTR = F + (1-F)S + (1-F)L

Where:

F = Your Federal marginal tax rate
S = Your state marginal tax rate, if any
L = Your local marginal tax rate, if any

    Example 2 to part 302-17: Calculating the Combined Marginal Tax Rate
Federal marginal tax rate--33%
State marginal tax rate--6%
Local marginal tax rate--3%
CMTR = 0.33 + (1.00 ^ 0.33)(.06) + (1.00 ^ 0.33)(0.03) = .3903 or 39.03%


[[Page 232]]


    (d) Your agency finds the Federal marginal tax rate by comparing 
your taxable income, as shown in your ``Statement of Income and Filing 
Status,'' to the Federal tax tables in the current year's Form 1040-ES 
instructions (see Secs. 302-17.50--302-17.53 and Secs. 302-17.63--302-
17.65 for additional information on the ``Statement of Income and Tax 
Filing Status'').
    (e) Your agency finds the state and local marginal tax rates that 
apply to you (if any) by comparing your taxable income to the most 
current state and/or local tax tables provided by the states and 
localities. Every Federal payroll office and every provider of tax 
calculation software has these tables readily available, and the tables 
are also available on the Web sites of the various state and local 
taxing authorities.



Sec. 302-17.41  Is there any difference in the procedures for calculating
the CMTR, depending on whether my agency chooses the one-year or two-year
RITA process?

    No. The procedures for calculating the CMTR are the same for the 
one-year and two-year RITA processes.



Sec. 302-17.42  Which state marginal tax rate(s) does my agency use to
calculate the CMTR if I incur tax liability in more than one state, and
how does this  affect my RITA and my state tax return(s)?

    If two or more states that are involved in your relocation impose an 
income tax on relocation benefits, then your relocation benefits may be 
taxed by both states. Most commonly, your old and new duty stations are 
in the two states involved. The following table lays out the 
possibilities:

----------------------------------------------------------------------------------------------------------------
                                                       Your agency will
                                                       use the following    Your RITA will
               If:                       But:            as the state         include an         Your action:
                                                       marginal tax rate      appropriate
                                                         in the CMTR:       allowance for:
----------------------------------------------------------------------------------------------------------------
Only one involved state has a                         The marginal tax    Taxes you incur in  You pay the taxes
 state income tax.                                     rate of the one     that state.         required by the
                                                       state that taxes                        state that taxes
                                                       income.                                 income.
Each involved state taxes a                           The average of the  Taxes you incur in  You file tax
 different set of your                                 marginal tax        all involved        returns in each
 relocation benefits, with no                          rates for each      states.             involved state
 overlap.                                              state involved.                         and pay the
                                                                                               applicable taxes.
Two or more involved states tax   All involved        The marginal tax    Taxes you incur in  You file tax
 some of your same relocation      states allow you    rate of the state   all involved        returns in each
 benefits.                         to adjust or take   that has the        states.             involved state,
                                   a credit for        highest state                           take the
                                   income taxes paid   income tax rate.                        appropriate
                                   to other states.                                            credits and/or
                                                                                               adjustments, and
                                                                                               pay the
                                                                                               applicable taxes.

[[Page 233]]

 
Two or more involved states tax   One or more         The sum of all      Taxes you incur in  You file tax
 some of the same relocation       involved states     applicable state    all involved        returns in each
 benefits.                         does not allow      marginal tax        states.             involved state,
                                   you to adjust or    rates.                                  and pay the
                                   take a credit for                                           applicable taxes.
                                   income taxes paid                                           This may result
                                   to other states.                                            in paying taxes
                                                                                               in more than one
                                                                                               state on the same
                                                                                               relocation
                                                                                               benefits.
----------------------------------------------------------------------------------------------------------------



Sec. 302-17.43  What local marginal tax rate(s) does my agency use?

    (a) If you incur local tax liability, you provide the applicable 
marginal tax rate(s) on your ``Statement of Income and Tax Filing 
Status''. Your agency validates the applicable local marginal tax 
rate(s) and uses it (them) in the CMTR formula.
    (b) If you incur local income tax liability in more than one 
locality, then your agency should follow the rules described for state 
income taxes in Sec. 302-17.42 to calculate the local marginal tax rate 
that will be used in the CMTR formula and to compute your RITA, and you 
should follow the rules in Sec. 302-17.42 to determine your actions.
    (c) If a locality in which you incur income tax liability publishes 
its tax rates in terms of a percentage of your Federal or state taxes, 
then your agency must convert that tax rate to a percentage of your 
income to use it in computing your CMTR. This is accomplished by 
multiplying the applicable Federal or state tax rate by the applicable 
local tax rate. For example, if the state marginal tax rate is 6 percent 
and the local tax rate is 50 percent of state income tax liability, the 
local marginal tax rate stated as a percentage of taxable income would 
be 3 percent.



Sec. 302-17.44  What if I incur income tax liability to the Commonwealth
of Puerto Rico?

    A Federal employee who is relocated to or from a point, or between 
points, in the Commonwealth of Puerto Rico may be subject to income tax 
by both the Federal Government and the government of Puerto Rico. 
However, under current Puerto Rico law, an employee receives a credit on 
his/her Puerto Rico income tax for the amount of taxes paid to the 
Federal Government. Therefore:
    (a) If the applicable Puerto Rico marginal tax rate, as shown in the 
tables provided by the Commonwealth of Puerto Rico, is equal to or lower 
than the applicable Federal marginal tax rate, then your agency uses the 
Federal marginal tax rates and the formula in Sec. 302-17.40(c) in 
calculating your CMTR.
    (b) If the applicable Puerto Rico marginal tax rate, as shown in the 
tables provided by the Commonwealth of Puerto Rico, is higher than the 
applicable Federal marginal tax rate, and if all of the states involved 
either have no income tax or allow an adjustment or credit for income 
taxes paid to the other state(s) and Puerto Rico, then your agency uses 
the rate for Puerto Rico in place of the Federal marginal tax rate in 
the formula in Sec. 302-17.40(c).

[[Page 234]]

    (c) If the applicable Puerto Rico marginal tax rate, as shown in the 
tables provided by the Commonwealth of Puerto Rico, is higher than the 
applicable Federal marginal tax rate and one or more of the state(s) 
involved does not allow an adjustment or credit for income taxes paid to 
the other state(s) and/or Puerto Rico, then your agency uses the formula 
below:

CMTR = P + S + L

Where:

P = Your Puerto Rico marginal tax rate
S = Your state marginal tax rate, if any
L = Your local marginal tax rate, if any



Sec. 302-17.45  What if I incur income tax liability to the Commonwealth
of the Northern Mariana Islands or any other territory or possession of
the United States?

    If you are relocated to, from, or within the Commonwealth of the 
Northern Mariana Islands or any territory or possession of the United 
States that is covered by the definition in Sec. 302-17.1, your agency 
will have to determine the tax rules of that locality and then include 
those taxes in your RITA calculation, as applicable.



Subpart E_Special Procedure If a State Treats an Expense as Taxable Even 
              Though It Is Nontaxable Under the Federal IRC



Sec. 302-17.46  What does my agency do if a state treats an expense as
taxable even though it is nontaxable under the Federal IRC?

    If one or more of the states where you have incurred tax liability 
for relocation expenses treats one or more relocation expenses as 
taxable, even though it (they) are nontaxable under Federal tax rules, 
you may be required to pay additional state income tax when you file tax 
returns with those states. In this case, your agency calculates a state 
gross-up to cover the additional tax liability resulting from the 
covered relocation expense reimbursement(s) that are nontaxable under 
Federal, but not state tax rules. Your agency calculates the state 
gross-up and then adds that amount to your RITA. Your agency will use 
this formula to calculate the state gross-up:
[GRAPHIC] [TIFF OMITTED] TR21AU14.005

F = Federal Marginal Tax Rate
S = State Marginal Tax Rate
C = CMTR
N = Dollar amount of covered relocation expenses that are nontaxable 
          under Federal tax rules but are taxable under state tax rules


All information, except ``N,'' can be found in previous calculations (if 
moving to, from, or within Puerto Rico, follow the rules in 302-17.44 to 
determine when to substitute ``P'' for ``F'').

    ``N'' is determined as follows:
    1. Take the dollar amount of reimbursements, allowances, and direct 
payments to vendors treated as nontaxable under Federal tax rules.
    2. Subtract the dollar amount of reimbursements, allowances, and 
direct payments to vendors treated as nontaxable by the state.
    3. The difference represents ``N.''
    Note to Sec. 302-17.46: This calculation is the same, regardless of 
whether your agency has chosen to use the one-year or two-year RITA 
process.



                   Subpart F_The One-Year RITA Process



Sec. 302-17.50  What information should I provide to my agency to make
the RITA calculation possible under the one-year process?

    You should provide the information required in the ``Statement of 
Income and Tax Filing Status'' as follows:

[[Page 235]]



       Statement of Income and Tax Filing Status--One-Year Process
The following information, which my agency will use in calculating the
 RITA to which I am entitled, was shown on the Federal, state, and local
 income tax returns that I (or my spouse and I) filed for the 20 ____
 tax year (this should be the most recent year in which you filed).
 
Federal Filing status:
 Single................................   Head of Household
 Married Filing Jointly................   Qualifying Widow(er)
 Married Filing Separately.............
 
(a) Taxable income as shown on my (our) IRS Form 1040: $ ________
 
Significant future changes in income (including cost of living raises)
 that you can foresee for the current year:
__Increase  __Decrease  __No Foreseeable Changes
 
(b) Approximate net amount of this (these) change(s): $ ________
 
(c) Predicted taxable income for the current tax year 20 ____ = Sum of
 (a) and (b) = $ ________
 
State you are moving out of: ________
 
Filing status for the state moving out of: ________
 
Marginal Tax Rate: ____%
 
State you are moving into: ________
 
Filing status for the state moving into: ________
 
Marginal Tax Rate: ____%
 
Locality you are moving out of: ________
 
Filing status for the locality moving out of: ________
 
Marginal Tax Rate: ____%
 
Locality you are moving into: ____
 
Filing status for the locality moving into: ________
 
Marginal Tax Rate: ____%
 
The above information is true and accurate to the best of my (our)
 knowledge. I (we) agree to notify the appropriate agency official of
 any significant changes to the above so that appropriate adjustments to
 the RITA can be made.
 
__________________                       __________
Employee's signature                     Date
 
__________________                       __________
Spouse's signature (if filing jointly)   Date
 



Sec. 302-17.51  When should I file my ``Statement of Income and Tax
Filing Status'' under the one-year process?

    For the one-year process, you should file this form as soon as you 
receive your relocation orders, or as soon as you file your tax returns 
for the most recent tax year, whichever occurs later.



Sec. 302-17.52  When should I file an amended ``Statement of Income
and Tax Filing Status'' under the one-year process?

    You should submit an amended ``Statement of Income and Tax Filing 
Status'' to your agency under the one-year process whenever the 
information on it changes, and you should continue to amend it until you 
have received the last W-2 from your agency in connection with a 
specific relocation. In particular, you should file an amended version 
of this statement whenever:
    (a) Your filing status changes;
    (b) Your income changes enough that your income, including WTA and 
RITA, might put you into a different tax bracket; or
    (c) You have taxable relocation expenses in a second or third 
calendar year.

    Note to Sec. 302-17.52: Your agency will not be able to use your 
original or amended ``Statement of Income and Tax Filing Status'' if you 
file it after the cut-off date established by your agency in accordance 
with Sec. 302-17.54(b).



Sec. 302-17.53  What happens if I do not file and amend the ``Statement
of Income and Tax Filing Status'' in a timely manner?

    If you don't file the ``Statement of Income and Tax Filing Status'' 
and/or amend it when necessary, your agency will switch to the 2-year 
process, and because the WTA is an advance of your income tax expenses, 
you will be liable to repay the full amount of the WTA that your agency 
has paid to the IRS. See subpart G of this part.

[[Page 236]]



Sec. 302-17.54  How does my agency calculate my RITA under the
one-year process?

    (a) Your agency provides allowances to you, reimburses you for 
vouchers that you submit, and pays certain relocation vendors directly, 
all during the calendar year as described in subpart B of this part. 
Some of these reimbursements, allowances, and direct payments to vendors 
are taxable income to you, the employee, as described in subpart A of 
this part. Your agency computes a WTA and reports the WTA to the IRS as 
taxes withheld for you for each of these taxable reimbursements, 
allowances, and direct payments to vendors. The WTA may be optional to 
you. However, if your agency is using a one-year RITA process, there is 
no advantage to you in choosing not to receive the WTA, because your 
agency will adjust the WTA payment to the IRS. See Sec. 302-17.55(a)(1).
    (b) Your agency establishes a cutoff date (for example, December 1), 
after which it will not issue reimbursements or allowances to you or 
make direct payments to relocation vendors for the rest of the calendar 
year.
    (c) If the information on your ``Statement of Income and Tax Filing 
Status'' changes after you have submitted the initial version, you must 
submit an amended ``Statement of Income and Tax Filing Status'' no later 
than your agency's cutoff date.
    (d) During the period between the cutoff date and the end of the 
calendar year, your agency calculates your RITA.
    (e) Your RITA is itself taxable income to you. To account for taxes 
on the RITA, your agency will gross-up your RITA by using a gross-up 
formula that multiplies the grossed-up CMTR by the total of all covered 
taxable relocation benefits, and then subtracts your grossed-up WTA from 
that total. That is:
[GRAPHIC] [TIFF OMITTED] TR21AU14.006

Where

C = CMTR
R = Reimbursements, allowances, and direct payments to vendors covered 
          by WTA
Y = Total grossed-up WTA paid during the current year.



Sec. 302-17.55  What does my agency do once it has calculated my RITA
under the one-year process?

    (a) Your RITA is likely to be different from the sum of the WTA 
computed and reported during the year, because the WTA is calculated 
using a flat rate, established by the IRC, while the RITA is calculated 
using the CMTR. Therefore:
    (1) If the calculation above results in a negative value (that is, 
if your agency's calculation shows that it withheld and reported too 
much money as WTA), then your agency will send an adjustment to the IRS 
using Form 941. In this case, your agency does not make a RITA payment 
to you because you do not need additional funds to pay your taxes. That 
is, everything you need to pay substantially all of your taxes was 
included in the adjusted WTA, and that is the amount that will appear on 
your Form W-2.
    (2) If the calculation above results in a positive value (that is if 
your agency's calculation shows that it did not withhold enough money 
for your income taxes), then your agency will pay your RITA to you 
before the end of the calendar year and report it to the IRS as part of 
your income for that year.
    (b) Shortly after the end of the calendar year, your agency will 
provide one or two W-2 Forms to you. At your agency's discretion, you 
may receive one W-2 that includes all of your taxable relocation 
expenses, WTA, and RITA (if any), along with your payroll wages, or you 
may receive one W-2 for

[[Page 237]]

your payroll wages and a separate one for your taxable relocation 
expenses, WTA, and RITA.



Sec. 302-17.56  What do I do, under the one-year process, once my 
agency has provided my W-2(s)?

    (a) You must use all W-2(s) that you have received to file your tax 
returns. On those returns, you must include all taxable relocation 
expenses shown on your W-2(s) as income, including your WTA and RITA (if 
any). Please note that you must also include all WTA as withholding, in 
addition to the standard withholding from your payroll wages.
    (b) If you finished your relocation within one calendar year, and 
your agency paid all of your relocation reimbursements, allowances, and 
direct payments to vendors in the same calendar year, before the cutoff 
date, then your tax returns for that calendar year are the end of your 
relocation tax process. If, on the other hand, your agency reimburses 
you for relocation expenses, or pays allowances or relocation vendors on 
your behalf, during a second (and possibly a third) calendar year, then 
you and your agency repeat the process above for each of those years.



                   Subpart G_The Two-Year RITA Process



Sec. 302-17.60  How are the terms ``Year 1'' and ``Year 2'' used in the 
two-year RITA process?

    (a) Year 1 is the calendar year in which the agency reimburses you 
for a specific expense, provides an allowance, or pays a vendor 
directly. If your reimbursements, allowances, and/or direct payments to 
vendors occur in more than one calendar year, you will have more than 
one Year 1.
    (b) Year 2 is the calendar year in which you submit your RITA claim 
and your agency pays your RITA to you.
    (c) In most cases:
    (1) For every Year 1 you will have a corresponding Year 2;
    (2) Every Year 2 immediately follows a Year 1; and
    (3) Year 2 is the year in which you file a tax return reflecting 
your remaining tax liability for taxable reimbursement(s), allowance(s), 
and/or direct payments to vendors in each Year 1.
    (d) The table below offers a graphic explanation of Year 1 and Year 
2, assuming that you begin your relocation in 2012 and incurred 
additional approved expenses in 2013.

------------------------------------------------------------------------
          January 2012                   2013                2014
------------------------------------------------------------------------
First Year 1....................  Second Year 1 and   Year 2 for 2013.
                                   Year 2 for 2012.
------------------------------------------------------------------------



Sec. 302-17.61  Is the WTA optional under the two-year process?

    (a) Yes. If your agency makes the WTA optional to you, you may 
choose to not receive the WTA.
    (b) WTA is paid at a rate of 25 percent. When deciding whether or 
not to receive the WTA, you should consider the following:
    (1) If you expect that your marginal Federal tax rate will be 25 
percent or higher for the calendar year for which you received the 
majority of your relocation reimbursements, you may want to elect to 
receive the WTA, because your initial reimbursements will be higher, as 
shown in the following Example 3 to part 302-17).

    Example 3 to part 302-17: Claims Paid with and without WTA.

Allowance computed without WTA:
 
                              $1,300.00  Miscellaneous Expenses
                                          Allowance.
Minus......................      325.00  Federal Withholding Tax (25%).
Minus......................       18.85  Medicare Withholding Tax
                                          (1.45%).
Minus......................       80.60  FICA (Social Security) Tax
                                          (6.20%).
Equals.....................      875.55  Amount due to the transferee.
 
Allowance computed with WTA:
 
                               1,300.00  Miscellaneous Expenses
                                          Allowance.
Plus.......................      433.33  Withholding Tax Allowance (25%
                                          of $1733.33).
Equals.....................    1,733.33  Net allowance with WTA.
Minus......................      433.33  Federal Withholding Tax (25%).
Minus......................       25.13  Medicare Withholding Tax
                                          (1.45%).

[[Page 238]]

 
Minus......................      107.47  FICA (Social Security) Tax
                                          (6.20%).
Equals.....................    1,167.40  Amount due to the transferee.
 

    (2) If you expect that your marginal Federal tax rate will be less 
than 25 percent, you may want to decline the WTA to avoid or limit 
possible overpayment of the WTA, the so-called ``negative RITA'' 
situation. In a ``negative RITA'' situation, you must repay some of the 
WTA in Year 2. However, even if your marginal Federal tax rate will be 
less than 25 percent, you may want to accept the WTA so that your 
initial reimbursement is larger. Example 3 shows the relative 
reimbursements you would receive by accepting and declining the WTA, in 
the case of a hypothetical $1,300 Miscellaneous Expense Allowance.



Sec. 302-17.62  What information do I put on my tax returns for 
Year 1 under the two-year process?

    (a) Your agency provides allowances to you, reimburses you for 
vouchers that you submit, and pays certain relocation vendors directly, 
all during the same calendar year, as described in subpart B of this 
part. Some of these reimbursements, allowances, and direct payments to 
vendors are taxable income to you, the employee. Your agency computes a 
WTA and reports that withholding to the IRS for each of these that is 
taxable. This is Year 1 of the two-year process.
    (b) If your agency makes the WTA optional to you and you have chosen 
not to receive the WTA, then your agency computes withholding tax for 
each taxable reimbursement, allowance, and direct payment, and reports 
that withholding to the IRS. See Example 3 to part 302-17 in this 
section.
    (c) Shortly after the end of the calendar year, your agency provides 
one or more W-2 forms to you. At its discretion, your agency may include 
all of your taxable relocation expenses and WTA (if any) in one W-2, 
along with your regular payroll wages, or it may provide you one W-2 for 
your regular payroll wages and a separate W-2 for your taxable 
relocation expenses and WTA (if any).
    (d) At approximately the same time as your agency provides your W-
2(s), it also may provide you an itemized list of all relocation 
benefits and the WTA (if any) for each benefit. You should use this 
statement to verify that your agency has included all covered taxable 
items in its calculations and to check your agency's calculations.
    (e) You must submit all W-2s that you have received with your Year 1 
tax returns. On those returns, you must include all taxable relocation 
expenses during the previous year as income. Furthermore, you must 
include the WTA (if any) as tax payments that your agency made for you 
during the previous year, in addition to the regular withholding of 
payroll taxes from your salary.



Sec. 302-17.63  What information should I provide to my agency to make 
the RITA calculation possible under the two-year process?

    You should provide the information required in the ``Statement of 
Income and Tax Filing Status'' shown below. This information should be 
taken from the income tax returns you filed for Year 1.

       Statement of Income and Tax Filing Status--Two-Year Process
The following information, which my agency will use in calculating the
 RITA to which I am entitled, was shown on the Federal, state and local
 income tax returns that I (or my spouse and I) filed for the 20____ tax
 year.
 
Federal Filing status:
 Single................................   Head of Household
 Married Filing Jointly................   Qualifying Widow(er)
 Married Filing Separately.............
 
Taxable income as shown on my (our) IRS Form 1040: $________
 
State you are moving out of: ________
 
Filing status for the state moving out
 of: ______
 
Marginal Tax Rate: ____%
 

[[Page 239]]

 
State you are moving into: ________
 
Filing status for the state moving
 into: ________
 
Marginal Tax Rate: ____%
 
Locality you are moving out of:
 ________
 
Filing status for the locality moving
 out of: ________
 
Marginal Tax Rate: ____%
 
Locality you are moving into: ________
 
Filing status for the locality moving
 into: ________
 
Marginal Tax Rate: ____%
 
The above information is true and
 accurate to the best of my (our)
 knowledge. I (we) agree to notify the
 appropriate agency official of any
 significant changes to the above so
 that appropriate adjustments to the
 RITA can be made.
__________________                       __________
Employee's signature                     Date
 
__________________                       __________
Spouse's signature (if filing jointly)   Date
 



Sec. 302-17.64  When should I file my ``Statement of Income and
Tax Filing Status'' and RITA claim under the two-year process?

    For the two-year process, you should file the ``Statement of Income 
and Tax Filing Status'' in Year 2, along with your RITA claim, after you 
file your income tax return. If your agency pays any taxable expenses 
covered by the WTA (if any) in more than one year, then you will have to 
file a new ``Statement of Income and Tax Filing Status'' each year. Your 
agency establishes the deadline each year for filing of your Statement.



Sec. 302-17.65  What happens if I do not file the ``Statement of 
Income and Tax Filing Status'' in a timely manner?

    The WTA is an advance on your income tax expenses, thus if you don't 
file the ``Statement of Income and Tax Filing Status'' in a timely 
manner, your agency will require you to repay the entire amount of the 
withholding and WTA (if any) that the agency has paid on your behalf.



Sec. 302-17.66  How do I claim my RITA under the two-year process?

    (a) To claim your RITA under the two-year process, you must submit a 
voucher and attach the ``Statement of Income and Tax Filing Status,'' as 
discussed in Secs. 302-17.63-302-17.65.
    (b) Your voucher must claim a specific amount. However, your agency 
will calculate your actual RITA after you submit your RITA voucher and 
your ``Statement of Income and Tax Filing Status;'' the amount you claim 
on your voucher does not enter into that calculation. You should perform 
the RITA calculation for yourself, as a check on your agency's 
calculation, but you are not required to put the ``right answer'' on the 
voucher you submit to claim your RITA.



Sec. 302-17.67  How does my agency calculate my RITA under the 
two-year process?

    (a) Your agency calculates your RITA after receipt of your RITA 
voucher.
    (b) Your RITA is itself taxable income to you. To account for taxes 
on the RITA, your agency will gross-up your RITA by applying the CMTR to 
the final amount rather than the reimbursed amount.
    (c) Thus, your agency calculates your RITA by multiplying the 
Combined Marginal Tax Rate (CMTR) (using the state and local tax tables 
most current at the time of the RITA calculation) by the total of all 
covered taxable relocation benefits during the applicable

[[Page 240]]

Year 1, and then subtracting your WTA(s), if any, from the same Year 1 
from that total. That is:
[GRAPHIC] [TIFF OMITTED] TR21AU14.007

Where

C = CMTR
R = Reimbursements, allowances, and direct payments to vendors covered 
          by WTA during Year 1
Z = Total grossed-up WTAs paid during Year 1.

    Note to Sec. 302-17.67(c) - If your agency offers you the choice, 
the WTA is optional to you. If the employee has declined the WTA, enter 
zero for element Z in the above calculation.



Sec. 302-17.68  What does my agency do once it has calculated my 
RITA under the two-year process?

    (a) Your RITA is likely to be different from the sum of the WTA(s) 
paid during Year 1, if any, because the WTA is calculated using a flat 
rate, established by the IRC, while the RITA is calculated using the 
CMTR. Therefore:
    (1) If the RITA calculation in Sec. 302-17.67 results in a negative 
value (that is, if your agency's calculation shows that it withheld and 
reported too much money as income taxes), then your agency will report 
this result to you and will send you a bill for the difference, to repay 
the excess amount that it sent to the IRS on your behalf as withheld 
income taxes. The IRS will credit you for the full amount of withheld 
taxes, including the excess amount, when you file your income tax return 
for Year 1; therefore, you must repay the excess amount to your agency 
within 90 days, or within a time period set by your agency. If you are 
required to repay an amount in Year 2 that was included as wages on your 
W-2 in Year 1, you may be entitled to a miscellaneous itemized deduction 
on your Federal income tax return in Year 2. For more information, see 
IRS Publication 535, ``Business Expenses.'' If your agency chooses to 
offer you the choice, then you may want to decline the WTA to avoid this 
so-called ``negative RITA'' situation.
    (2) If the RITA calculation in Sec. 302-17.67 results in a positive 
value (that is, if your agency's calculation shows that it did not 
withhold enough money as income taxes), then your agency will pay your 
RITA to you before the end of Year 2 and will report it to the IRS as 
part of your income for that year. Also, after your agency has paid your 
RITA to you, it will provide a W-2 that shows your RITA as taxable 
income to you.
    (b) At your agency's discretion, you may receive one W-2 that 
includes all of your taxable relocation expenses, WTA (if any), and RITA 
(if any), along with your regular payroll wages, or you may receive one 
W-2 for your regular payroll wages and a separate one for your taxable 
relocation expenses, WTA, and RITA.



Sec. 302-17.69  How do I pay taxes on my RITA under the two-year process?

    When income taxes are due for Year 2, you must report your RITA, if 
any, as taxable income on your Federal, state, and local tax returns.
    (a) If your relocation process results in only one Year 2, or if the 
previous year was your last Year 1, your RITA is the only amount that 
you report as income resulting from your relocation for that Year 2.
    (b) If, on the other hand, your relocation process results in more 
than one Year 2 (if, for example, you incurred relocation expenses 
during more than one calendar year), then, except for your last Year 2, 
you will need to report reimbursements, allowances, direct payments to 
vendors, and WTA(s), if any, for succeeding Year 1's at the

[[Page 241]]

same time that you report each Year 2's RITA.
    (c) See the table in Sec. 302-17.60 for a graphic explanation of 
Year 1 and Year 2.



                    Subpart H_Agency Responsibilities



Sec. 302-17.100  May we use a relocation services provider to comply
with the requirements of this part?

    Yes. You may use the services of relocation companies to manage all 
aspects of relocation, including the RITA computation. Agencies that 
relocate few employees or do not have the resources to manage the 
complexity of relocation may find that the use of relocation companies 
is a practical alternative. As another alternative, agencies with 
infrequent requirements for relocation or with inadequate internal 
resources may establish an interagency agreement with one or more other 
agencies to pool resources to provide this service.



Sec. 302-17.101  What are our responsibilities with regard to taxes
on relocation expenses?

    To ensure that all provisions of this Part are fulfilled, you must:
    (a) Prepare a relocation travel authorization that includes an 
estimate of the WTA and RITA, to obligate the funds that will be needed.
    (b) Determine, in light of the specific circumstances of each 
employee relocation, which reimbursements, allowances, and direct 
payments to vendors are taxable, and which are nontaxable.
    (c) Decide whether or not you will allow individual employees and/or 
categories of employees to choose not to receive the WTA.
    (d) Calculate the WTA, and credit the amount of the WTA to the 
employee at the time of reimbursement.
    (e) Prepare the employee's W-2 Form(s) and ensure that it (they) 
reflect(s) the WTA.
    (f) Provide each employee an itemized list of relocation expenses 
after the end of each calendar year in which you provided an allowance, 
reimbursement, or direct payment to a vendor.
    (g) Establish processes for identifying the relevant Federal, state, 
and local marginal tax rates and for keeping that information current.
    (h) Establish processes for identifying states that treat a 
reimbursement or direct payment to a vendor as taxable even though it is 
nontaxable under the Federal IRC, and for keeping that information 
current.
    (i) Calculate the employee's CMTR(s).
    (j) Decide whether you will use the one-year or two-year RITA 
process and whether you will use different processes (that is, one-year 
or two-year) for different groups of employees within your agency.
    (k) Make sure the RITA calculation is done correctly and in a timely 
manner, whether your policies call for the calculation to be done by you 
or by a third party.
    (l) Make sure that payment of the RITA occurs in a timely manner 
(this is especially critical for the one-year process).
    (m) Develop criteria for accepting and rejecting requests for 
recalculation of RITA.
    (n) Establish a process for recalculating the RITA when the 
employee's request for recalculation is accepted.
    (o) Consult with IRS for clarification of any confusion stemming 
from taxes on relocation expenses.



Sec. 302-17.102  What happens if an employee fails to file and/or 
amend a ``Statement of Income and Tax Filing Status'' prior to the
required date?

    (a) If a relocating employee does not file and/or amend a 
``Statement of Income and Tax Filing Status'' prior to the required 
date, and you are using a one-year RITA process, you are to switch to a 
two-year RITA process and send a written warning to the employee 
reminding them of the requirement and informing them that if they do not 
submit the ``Statement of Income and Tax Filing Status,'' you may 
declare the entire amount of the WTA forfeited.
    (b) If the relocating employee does not file and/or amend a 
Statement of Income and Tax Filing Status prior to the required date, 
and you are using a two-year RITA process, you are to send

[[Page 242]]

the employee a written warning informing them they have 60 days to file 
or amend their ``Statement of Income and Tax Filing Status,'' or you 
will declare the WTA that you have already paid on his/her behalf 
forfeited and due as a debt to the Government.
    (c) If the relocating employee chose not to receive the WTA and 
fails to file a Statement of Income and Tax Filing Status prior to your 
required date, you are to send the employee a written warning that they 
have 60 days to file. If the employee still fails to file, you may close 
your case file and refuse any later claims for RITA related to this 
specific relocation.



Sec. 302-17.103  What are the advantages of choosing a 1-year or a
2-year RITA process?

    (a) The one-year process is simpler. It reimburses the employee more 
quickly, and it eases the administrative burden required to calculate 
the RITA. Most importantly, the one-year process eliminates the 
possibility of charging employees for excess payments to the IRS, the 
so-called ``negative RITA.''
    (b) The two-year process provides a somewhat more accurate 
calculation of the additional taxes the employee incurs because it is 
based on the employee's actual Year One taxable income and filing status 
rather than the taxable income and filing status from the year before.

                     PARTS 302	18_302	99 [RESERVED]

[[Page 243]]



  CHAPTER 303--PAYMENT OF EXPENSES CONNECTED WITH THE DEATH OF CERTAIN 
                                EMPLOYEES




  --------------------------------------------------------------------
Part                                                                Page
303-1-303-69  
[Reserved]



303-70          Agency requirements for payment of expenses 
                    connected with the death of certain 
                    employees and family members............         245
303-71-303-99  
[Reserved]



[[Page 245]]

                      PARTS 303	1	303	69 [RESERVED]



PART 303	70_AGENCY REQUIREMENTS FOR PAYMENT OF EXPENSES CONNECTED 
WITH THE DEATH OF CERTAIN EMPLOYEES AND FAMILY MEMBERS--Table of Contents



                       Subpart A_General Policies

Sec.
303-70.1  When must we authorize payment of expenses related to an 
          employee's death?
303-70.2  Must we pay death-related expenses when the employee's death 
          is not work-related?
303-70.3  Must we pay death-related expenses for an employee who dies 
          while on leave, or who dies on a non-workday, while on 
          temporary duty (TDY) or stationed OCONUS?
303-70.4  Must we pay death-related expenses under this chapter if the 
          same expenses are payable under other laws of the United 
          States?
303-70.5  Must we pay death-related expenses under this chapter to 
          relocate the immediate family to another location for an 
          employee who dies while at the permanent official station?

  Subpart B_Allowances for Preparation and Transportation of Employee 
                                 Remains

303-70.100  Must we provide assistance for preparation and 
          transportation of employee remains?
303-70.101  What costs must we pay for preparation and transportation of 
          employee remains?
303-70.102  Are there any limitations on the place of interment?

                  Subpart C_Escort of Employee Remains

303-70.200  Under what circumstances may we authorize an escort for the 
          remains of a deceased employee?
303-70.201  How many persons may be authorized travel expenses to escort 
          the remains of a deceased employee?
303-70.202  What travel expenses may we authorize for the escort of a 
          deceased employee's remains?

 Subpart D_Allowances for Preparation and Transportation of the Remains 
                       of Immediate Family Members

303-70.300  When an immediate family member, residing with the employee, 
          dies while the employee is stationed OCONUS, must we furnish 
          mortuary services?
303-70.301  When an immediate family member, residing with the employee, 
          dies while the employee is stationed OCONUS, must we pay 
          expenses to transport the remains?
303-70.302  When an immediate family member, residing with the employee, 
          dies while the employee is stationed OCONUS, may we pay 
          interment expenses?
303-70.303  When an immediate family member, residing with the employee, 
          dies while in transit to or from the employee's duty station 
          OCONUS, must we furnish mortuary services and/or 
          transportation of the remains?

   Subpart E_Transportation of Employee's Baggage and Privately Owned 
        Vehicles (POV) From Official Temporary Duty (TDY) Station

303-70.400  Must we pay transportation costs to return the deceased 
          employee's baggage from an official TDY location?
303-70.401  Are there any limitations on the baggage we must transport 
          from an official TDY location?
303-70.402  Must we pay transportation costs to return the deceased 
          employee's POV from the TDY location?

Subpart F_Transportation of Immediate Family Members, Baggage, Household 
                Goods, and Privately Owned Vehicles (POV)

303-70.500  When the employee, on a service agreement or a mandatory 
          mobility agreement, dies at or while in transit to or from 
          his/her official station OCONUS, must we return the employee's 
          immediate family, baggage, POV, and household goods to the 
          former actual residence, new official station in CONUS, or 
          alternate destination?
303-70.501  Must we continue payment of relocation expenses for an 
          employee's immediate family if the employee dies while in 
          transit from a OCONUS official station to his/her new official 
          station within CONUS?
303-70.502  Must we continue payment of relocation expenses for an 
          employee's immediate family if the employee dies after 
          reporting to the new official station within CONUS, but the 
          family was in transit to the new official station or had not 
          begun its en route travel?

[[Page 246]]

303-70.503  What relocation expenses must we authorize for the immediate 
          family under Secs. 303-70.501 and 303-70.502?

Subpart G_Transportation of Immediate Family Members, Baggage, Household 
  Goods, and Privately Owned Vehicles (POV) for Employees Assigned to 
   Contingency Operation or an Operation in Response to an Emergency 
                        Declared by the President

303-70.600  When an employee dies while performing official travel 
          duties directly supporting or directly relating to a 
          contingency operation or an operation in response to an 
          emergency declared by the President, must we provide 
          transportation for the employee's immediate family, baggage, 
          and household goods from the current official station to the 
          former actual residence or an alternate destination?
303-70.601  What relocation expenses must we authorize for the immediate 
          family under Sec. 303-70.600?
303-70.602  Must we pay transportation costs to return the deceased 
          employee's POV from the TDY location or from an official 
          station OCONUS under Sec. 303-70.600?

Subpart H_Transportation of Immediate Family Members, Baggage, Household 
    Goods, and Privately Owned Vehicle for Law Enforcement Assignment

303-70.700  When an employee dies as a result of personal injury 
          sustained while in the performance of the employee's law 
          enforcement duties, either on official travel duties away from 
          the official station, or at the current official station, must 
          we provide transportation for the employee's immediate family, 
          baggage, and household goods to an alternate residential 
          destination?
303-70.701  What relocation expenses must we authorize for the immediate 
          family under Sec. 303-70.700?
303-70.702  Must we pay transportation costs to return the deceased 
          employee's privately owned vehicle (POV) from the temporary 
          duty (TDY) location or from an official station OCONUS under 
          Sec. 303-70.700?

        Subpart I_Policies and Procedures for Payment of Expenses

303-70.800  Are receipts required for claims for reimbursement under 
          this part?
303-70.801  To whom should we make payment?

    Authority: 5 U.S.C. 5721-5738; 5741-5742; E.O. 11609, 3 CFR, 1971-
1975 Comp., p 586; Presidential Memorandum dated September 12, 2011, 
``Delegation Under Section 2(a) of the Special Agent Samuel Hicks 
Families of Fallen Heroes Act.''

    Source: FTR Amdt. 2013-02, 78 FR 73106, Dec. 5, 2013, unless 
otherwise noted.



                       Subpart A_General Policies



Sec. 303-70.1  When must we authorize payment of expenses related to
an employee's death?

    You must authorize payment of expenses when, at the time of death, 
the employee was:
    (a) On official travel status (away from the official station); or
    (b) Performing official duties OCONUS or in transit to or there 
from; or
    (c) Reassigned away from his/her actual place of residence under a 
mandatory mobility agreement; or
    (d) In direct support of or directly related to a military 
operation, including a contingency operation, or an operation in 
response to an emergency declared by the President as provided in 
Sec. 303-70.600; or
    (e) Performing official duties as determined by the head of agency 
and be a covered employee as provided in Sec. 303-70.700.



Sec. 303-70.2  Must we pay death-related expenses when the employee's
death is not work-related?

    Yes, provided the requirements in Sec. 303-70.1 are met.



Sec. 303-70.3  Must we pay death-related expenses for an employee who
dies while on leave, or who dies on a non-workday, while on temporary
duty (TDY) or stationed OCONUS?

    Yes, provided the requirements in Sec. 303-70.1 are met. However, 
payment cannot exceed the amount allowed if death had occurred while on 
duty at the TDY station or at the official station OCONUS.



Sec. 303-70.4  Must we pay death-related expenses under this chapter
if the same expenses are payable under other laws of the United States?

    No. When an employee dies from injuries sustained while performing 
official duty, certain death-related expenses are payable under the 
Federal Employees' Compensation Act (FECA),

[[Page 247]]

5 U.S.C. 8134. For further information contact the: Department of Labor, 
Division of Federal Employees' Compensation, 200 Constitution Avenue 
NW., Washington, DC 20210.



Sec. 303-70.5  Must we pay death-related expenses under this chapter
to relocate the immediate family to another location for an employee
who dies while at the permanent official station?

    No, except when the employee dies while performing duties under the 
provisions of subparts F, G, and H of this chapter.



  Subpart B_Allowances for Preparation and Transportation of Employee 
                                 Remains



Sec. 303-70.100  Must we provide assistance for preparation and 
transportation of employee remains?

    Yes, in accordance with Secs. 303-70.101 and 303-70.102.



Sec. 303-70.101  What costs must we pay for preparation and 
transportation of employee remains?

    You must pay all actual costs including but not limited to:
    (a) Preparation of remains, including:
    (1) Embalming or cremation;
    (2) Necessary clothing;
    (3) A casket or container suitable for shipment to place of 
interment; and
    (4) Expenses necessary to comply with local laws at the port of 
entry in the United States; and
    (b) Transportation of remains by common carrier (that is normally 
used for transportation of remains), hearse, other means, or a 
combination thereof, from the TDY station, OCONUS location, or CONUS 
location covered by Sec. 303-70.1(e), to the employee's residence, 
official station, or place of interment, including but not limited to:
    (1) Movement from place of death to a mortuary and/or cemetery;
    (2) Shipping permits;
    (3) Outside case for shipment and sealing of the case if necessary;
    (4) Removal to and from the common carrier; and
    (5) Ferry fares, bridge tolls, and similar charges.
    Note to Sec. 303-70.101: Costs for an outside case are not 
authorized for transportation by hearse. Costs for transportation by 
hearse or other means cannot exceed the cost of common carrier (that is 
normally used for transportation of remains).



Sec. 303-70.102  Are there any limitations on the place of interment?

    No. You may pay expenses to transport the remains for interment at 
the actual residence, the official station, or such other place 
appropriate for interment as determined by the head of your agency.



                  Subpart C_Escort of Employee Remains



Sec. 303-70.200  Under what circumstances may we authorize an escort
for the remains of a deceased employee?

    You may authorize the escort of remains when the employee's death 
occurs:
    (a) While in official travel status away from the official station 
inside CONUS;
    (b) While assigned to official duties OCONUS or in transit thereto 
or therefrom; or
    (c) While reassigned away from actual place of residence under a 
mandatory mobility agreement.



Sec. 303-70.201  How many persons may be authorized travel expenses
to escort the remains of a deceased employee?

    You may authorize travel expenses for no more than two persons.



Sec. 303-70.202  What travel expenses may we authorize for the escort
of a deceased employee's remains?

    You may authorize any travel expenses in accordance with Chapter 301 
of this Title that are necessary for the escort of remains to:
    (a) The home or official station of the deceased; or
    (b) Any other place appropriate for interment as determined by the 
head of your agency.

[[Page 248]]



 Subpart D_Allowances for Preparation and Transportation of the Remains 
                       of Immediate Family Members



Sec. 303-70.300  When an immediate family member, residing with the
employee, dies while the employee is stationed OCONUS, must we furnish
mortuary services?

    Yes, if requested by the employee and when:
    (a) Local commercial mortuary facilities or supplies are not 
available; or
    (b) The cost of available mortuary facilities or supplies is 
prohibitive as determined by your agency head.
    Note to Sec. 303-70.300: The employee must reimburse you for all 
furnished mortuary facilities and supplies.



Sec. 303-70.301  When an immediate family member, residing with the
employee, dies while the employee is stationed OCONUS, must we pay 
expenses to transport the remains?

    Yes, if requested by the employee, you must pay to transport the 
remains to the residence of the immediate family member. The employee 
may elect an alternate destination, but it must be approved by your 
agency head or his/her designated representative.



Sec. 303-70.302  When an immediate family member, residing with the
employee, dies while the employee is stationed OCONUS, may we pay
interment expenses?

    No. You may not pay interment expenses when an immediate family 
member, residing with the employee, dies while the employee is stationed 
OCONUS.



Sec. 303-70.303  When an immediate family member, residing with the
employee, dies while in transit to or from the employee's duty station
OCONUS, must we furnish mortuary services and/or transportation of the 
remains?

    Yes, you must furnish transportation if requested by the employee. 
You must follow the guidelines in Sec. 303-70.301 for transportation 
expenses. You must furnish mortuary services only if the conditions in 
Sec. 303-70.300 are met.



   Subpart E_Transportation of Employee's Baggage and Privately Owned 
        Vehicles (POV) From Official Temporary Duty (TDY) Station



Sec. 303-70.400  Must we pay transportation costs to return the deceased
employee's baggage from an official TDY station?

    Yes, you must pay transportation costs to return the deceased 
employee's baggage to his/her official station or residence. However, 
you may not pay insurance of, or reimbursement for, loss or damage to 
baggage.



Sec. 303-70.401  Are there any limitations on the baggage we must
transport from an official TDY location?

    Yes. You must only transport Government property and the employee's 
personal property, including professional books, papers, and equipment 
(PBP&E).



Sec. 303-70.402  Must we pay transportation costs to return the
deceased employee's POV from the TDY location?

    Yes. You must pay costs associated with returning the POV from the 
TDY location to the employee's permanent official station, but only if 
the agency had authorized the use of the employee's POV at the TDY 
location as more advantageous to the Government than other means of 
transportation.



Subpart F_Transportation of Immediate Family Members, Baggage, Household 
                Goods, and Privately Owned Vehicles (POV)



Sec. 303-70.500  When the employee, on a service agreement or a 
mandatory mobility agreement, dies at or while in transit to or from 
his/her official station OCONUS, must we return the employee's immediate 
family, baggage, POV, and household goods to the former actual
residence, new official station in CONUS, or alternate 
destination?

    Yes. Travel and transportation must begin within one year from the 
date of the employee's death. A one-year extension may be granted if 
requested by

[[Page 249]]

the family prior to the expiration of the one-year limit. The agency 
head or designated representative may approve the immediate family's 
relocation to one of the following:
    (a) The place of the employee's former residence at the time of 
assignment to duty OCONUS; or
    (b) The new CONUS location if in transit; or
    (c) An alternate destination as approved by the agency.



Sec. 303-70.501  Must we continue payment of relocation expenses for an
employee's immediate family if the employee dies while in transit from a
OCONUS official station to his/her new official station within CONUS?

    Yes, if the immediate family chooses to continue the relocation, you 
must continue payment of relocation expenses for the immediate family, 
provided the immediate family was included on the employee's relocation 
travel orders. (See Sec. 303-70.503.)



Sec. 303-70.502  Must we continue payment of relocation expenses for an
employee's immediate family if the employee dies after reporting to the
new official station within CONUS, but the family was in transit to the new 
official station or had not begun its en route travel?

    Yes, if the immediate family chooses to continue the relocation, you 
must continue payment of relocation expenses for the immediate family, 
provided the immediate family was included on the employee's relocation 
travel orders. (See Sec. 303-70.503.)



Sec. 303-70.503  What relocation expenses must we authorize for the
immediate family under Secs. 303-70.501 and 303-70.502?

    When the immediate family chooses to continue the relocation, the 
following expenses must be authorized:
    (a) Travel to the new duty station or alternate destination as 
approved by the agency.
    (b) Shipment of household goods not to exceed 18,000 pounds net 
weight to the new duty station, or to an alternate destination selected 
by the immediate family and approved by the agency.
    (c) Storage of household goods not to exceed 60 days with a 
additional 90 days extension, if approved by the agency, not to exceed a 
total of 150 days.
    (d) Reimbursement of real estate expenses incident to the 
relocation, unless relocation is to the former actual residence.
    (e) Temporary quarters subsistence expense (TQSE) not to exceed 60 
days, to be paid at the per diem rate for an unaccompanied spouse or 
domestic partner, and immediate family, if the TQSE was originally 
authorized in the relocation travel orders.
    (f) Shipment of one POV to the new duty station, or to an alternate 
destination selected by the immediate family and approved by the agency, 
if the POV shipment was originally authorized in the relocation travel 
orders.



Subpart G_Transportation of Immediate Family Members, Baggage, Household 
  Goods, and Privately Owned Vehicles (POV) for Employees Assigned to 
   Contingency Operation or an Operation in Response to an Emergency 
                        Declared by the President



Sec. 303-70.600  When an employee dies while performing official travel
duties directly supporting or directly relating to a contingency operation
or an operation in response to an emergency declared by the 
President, must we provide transportation for the employee's 
immediate family, baggage, and household goods from the current official
station to the former actual residence or an alternate destination?

    Yes. However, the employee must have died as a result of disease or 
injury incurred while performing official duties:
    (a) In an overseas location where the employee was performing such 
official duties;
    (b) Within the area of responsibility of the Commander of the United 
States Central Command; and
    (c) In direct support of or directly related to a military 
operation, including a contingency operation (as defined in 10 U.S.C. 
101(a)(13)) or an operation in

[[Page 250]]

response to an emergency declared by the President.



Sec. 303-70.601  What relocation expenses must we authorize for the
immediate family under Sec. 303-70.600?

    When the immediate family selects to relocate to the former actual 
residence or alternate destination as approved by the agency, you must 
authorize the following expenses:
    (a) Transportation of the immediate family;
    (b) Transportation of household goods of the immediate family, 
including transporting, packing, crating, draying, and unpacking, not to 
exceed 18,000 pounds net weight; and
    (c) Storage of household goods moved pursuant to subparagraph (b) of 
this section, not to exceed 60 days with an additional 90 days 
extension, if approved by the agency, not to exceed a total of 150 days.



Sec. 303-70.602  Must we pay transportation costs to return the deceased
employee's POV from the TDY location or from an official station OCONUS
under Sec. 303-70.600?

    Yes. You must pay costs associated with returning the POV from the 
following:
    (a) TDY location to the employee's permanent official station, if 
the agency had authorized the use of the employee's POV at the TDY 
location as more advantageous to the Government than other means of 
transportation; or
    (b) Official station OCONUS to the employee's former actual 
residence or alternate destination as approved by the agency, if the 
agency had determined that the use of the employee's POV was required in 
accordance with part 302-9 of this Title.



Subpart H_Transportation of Immediate Family Members, Baggage, Household 
    Goods, and Privately Owned Vehicle for Law Enforcement Assignment



Sec. 303-70.700  When an employee dies as a result of personal injury
sustained while in the performance of the employee's law enforcement duties,
either on official travel duties away from the official station, or at 
the current official station, must we provide transportation 
for the employee's immediate family, baggage, and household 
goods to a alternate residential destination?

    Yes. If the head of the agency concerned (or a designee) determines 
that the employee died as a result of personal injury sustained while in 
the performance of the employee's duties, and the employee was:
    (a) A law enforcement officer as defined in 5 U.S.C. 5541;
    (b) An employee in or under the Federal Bureau of Investigation who 
is not described in paragraph (a); or
    (c) A Customs and Border Protection officer as defined in 5 U.S.C. 
8331(31).



Sec. 303-70.701  What relocation expenses must we authorize for the
immediate family under Sec. 303-70.700?

    If the place where the immediate family will reside is different 
from the place where the immediate family resided at the time of the 
employee's death, and within the United States, then the agency must 
approve the following expenses:
    (a) Transportation of the immediate family;
    (b) Moving the household goods of the immediate family, including 
transporting, packing, crating, draying, and unpacking, not to exceed 
18,000 pounds net weight;
    (c) Storage of household goods moved pursuant to paragraph (b) of 
this section, not to exceed 60 days with an additional 90 days 
extension, if approved by the agency, not to exceed a total of 150 days; 
and
    (d) Transportation of one privately owned motor vehicle.

[[Page 251]]



Sec. 303-70.702  Must we pay transportation costs to return the
deceased employee's privately owned vehicle (POV) from the temporary
duty (TDY) location or from an official station OCONUS under
Sec. 303-70.700?

    Yes. The agency must pay cost associated with returning the POV from 
the following:
    (a) TDY location to the employee's permanent official station if the 
agency had authorized the use of the employee's POV at the TDY location 
as being advantageous to the Government; or
    (b) Official station OCONUS to the employee's former actual 
residence or alternate destination as approved by the agency, if the 
agency determined that the use of the employee's POV was required in 
accordance with part 302-9 of this Title.



        Subpart I_Policies and Procedures for Payment of Expenses



Sec. 303-70.800  Are receipts required for claims for reimbursement
under this part?

    Yes. Receipts are required for claims for reimbursement under this 
part.



Sec. 303-70.801  To whom should we make payment?

    You should:
    (a) Pay the person performing the service; or
    (b) Reimburse the person who made the original payment.

                     PARTS 303	71_303	99 [RESERVED]

[[Page 253]]



    CHAPTER 304--PAYMENT OF TRAVEL EXPENSES FROM A NON-FEDERAL SOURCE




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

SUBCHAPTER A--EMPLOYEE'S ACCEPTANCE OF PAYMENT FROM A NON-FEDERAL SOURCE 
                           FOR TRAVEL EXPENSES
Part                                                                Page
304-1           Authority...................................         255
304-2           Definitions.................................         255
304-3           Employee responsibility.....................         256
                    SUBCHAPTER B--AGENCY REQUIREMENTS
304-4           Authority...................................         261
304-5           Agency responsibilities.....................         261
304-6           Payment guidelines..........................         263
            SUBCHAPTER C--ACCEPTANCE OF PAYMENTS FOR TRAINING
304-7           Authority/applicability.....................         266
304-8           Definitions.................................         266
304-9           Contributions and awards....................         266
304-10--304-99  
[Reserved]



[[Page 255]]



SUBCHAPTER A_EMPLOYEE'S ACCEPTANCE OF PAYMENT FROM A NON-FEDERAL SOURCE 
                           FOR TRAVEL EXPENSES





PART 304	1_AUTHORITY--Table of Contents



Sec.
304-1.1  To whom do the pronouns ``I'', ``you'', and their variants 
          refer throughout this part?
304-1.2  Under what authority may I accept payment of travel expenses 
          from a non-Federal source?

    Authority: 31 U.S.C. 1353 and 5 U.S.C. 5707.

    Source: FTR Amdt. 2003-02, 68 FR 12604, Mar. 17, 2003, unless 
otherwise noted.



Sec. 304-1.1  To whom do the pronouns ``I'', ``you'', and their 
variants refer throughout this part?

    Use of pronouns ``I'', ``you'', and their variants throughout this 
part refers to the employee.



Sec. 304-1.2  Under what authority may I accept payment of travel
expenses from a non-Federal source?

    Under the authority of this part and 31 U.S.C. 1353, you may accept 
payment of travel expenses from a non-Federal source on behalf of your 
agency, but not on behalf of yourself, when specifically authorized to 
do so by your agency and only for official travel to a meeting. Except 
as provided in Sec. 304-3.13 of this subchapter, your agency must 
approve acceptance of such payments in advance of your travel.



PART 304	2_DEFINITIONS--Table of Contents



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



Sec. 304-2.1  What definitions apply to this chapter?

    The following definitions apply to this chapter:
    Employee means an appointed officer or employee of an executive 
agency as defined in 5 U.S.C. 105, including a special Government 
employee as defined in 18 U.S.C. 202, or an expert or consultant 
appointed under the authority of 5 U.S.C. 3109.
    Meeting(s) or similar functions (meeting) means a conference, 
seminar, speaking engagement, symposium, training course, or similar 
event that takes place away from the employee's official station. 
``Meeting'' as defined in this chapter does not include a meeting or 
other event required to carry out an agency's statutory or regulatory 
functions (i.e., a function that is essential to an agency's mission) 
such as investigations, inspections, audits, site visits, negotiations 
or litigation. ``Meeting'' also does not include promotional vendor 
training or other meetings held for the primary purpose of marketing the 
non-Federal sources products or services, or long term TDY or training 
travel. A meeting need not be widely attended for purposes of this 
definition and includes but is not limited to the following:
    (1) An event where the employee will participate as a speaker or 
panel participant focusing on his/her official duties or on the 
policies, programs or operations of the agency.
    (2) A conference, convention, seminar, symposium or similar event 
where the primary purpose is to receive training other than promotional 
vendor training, or to present or exchange substantive information of 
mutual interest to a number of parties.
    (3) An event where the employee will receive an award or honorary 
degree, which is in recognition of meritorious public service that is 
related to the employee's official duties, and which may be accepted by 
the employee consistent with the applicable standards of conduct 
regulations.
    Non-Federal source means any person or entity other than the 
Government of the United States. The term includes any individual, 
private or commercial entity, nonprofit organization or association, 
international or multinational organization (irrespective of whether an 
agency holds membership in the organization or association), or foreign, 
State or local government (including the government of the District of 
Columbia).
    Payment means a monetary payment from a non-Federal source to a 
Federal agency for travel, subsistence, related expenses by check or 
other monetary

[[Page 256]]

instrument payable to the Federal agency (i.e., electronic fund transfer 
(EFT), money order, charge card, etc.) or payment in kind.
    Payment in kind means transportation, food, lodging, or other 
travel-related services provided by a non-Federal source instead of 
monetary payments to the Federal agency for these services. Payment in 
kind also includes waiver of any fees that a non-Federal source normally 
collects from meeting attendees (e.g., registration fees).
    Travel, subsistence, and related expenses (travel expenses) means 
the same types of expenses payable under chapter 301 of this title, the 
Foreign Affairs Manual (FAM), and the Joint Travel Regulations (JTR) for 
transportation, food, lodging or other travel-related services for 
official travel (e.g., baggage expenses, services of guides, drivers, 
interpreters, communication services, hire of conference rooms, lodging 
taxes, laundry/dry cleaning, taxi fares, etc). These expenses also 
include conference or training fees (in whole or in part), as well as 
benefits that cannot be paid under the applicable travel regulations, 
but which are incident to the meeting, provided in kind, and made 
available by the meeting sponsor(s) to all attendees. For example, this 
definition as applied to this chapter would allow an employee or spouse 
to attend a sporting event hosted by the sponsor(s) in connection with 
the meeting that is available to all participants. However, it would not 
allow the employee to accept tickets to a professional sporting event, 
concert or similar event, for use at a later date even if such tickets 
were given to all other participants. The Foreign Affairs Manual is 
obtainable from: Bureau of Administration, A/IM/CST/MMS/DIR, Room 264, 
U.S. Department of State, Washington, DC 20520; (202) 647-3602. The 
Joint Travel Regulations are obtainable from: Superintendent of 
Documents, U.S. Government Printing Office, Washington, DC 20342-0001, 
or available for downloading from the internet at http://www.dtic.mil/
perdiem.

[FTR Amdt. 2003-02, 68 FR 12604, Mar. 17, 2003]



PART 304	3_EMPLOYEE RESPONSIBILITY--Table of Contents



                            Subpart A_General

Sec.
304-3.1  To whom do the pronouns ``I'', ``you'', and their variants 
          refer throughout this part?
304-3.2  What is the purpose of this part?
304-3.3  May my agency or I accept payment for travel expenses to a 
          meeting from a non-Federal source?
304-3.4  What payments may my agency or I accept from a non-Federal 
          source?
304-3.5  May I solicit payment of my travel expenses from a non-Federal 
          source to attend a meeting?
304-3.6  May I inform a non-Federal source of my agency's authority to 
          accept payment for travel expenses to attend a meeting?
304-3.7  What must I do if I am contacted directly by a non-Federal 
          source offering to pay my travel expenses to attend a meeting?
304-3.8  Must I adhere to the provisions of the Fly America Act when I 
          receive air transportation to a meeting furnished or paid by a 
          non-Federal source?
304-3.9  May I use other than coach-class accommodation on common 
          carriers or other than lowest first-class accommodations on 
          ships when a non-Federal source pays in full for my 
          transportation expenses to attend a meeting?
304-3.10  [Reserved]
304-3.11  Am I limited to the maximum subsistence allowances (per diem 
          or actual expense) prescribed in applicable travel regulations 
          for travel expenses paid by a non-Federal source?
304-3.12  Must I receive advance approval from my agency before I 
          perform travel paid by a non-Federal source to attend a 
          meeting?
304-3.13  After I begin travel to a meeting, what should I do if a non-
          Federal source offers to pay for one or more of my travel 
          expenses without my or my agency's prior knowledge?
304-3.14  May a non-Federal source pay for my spouse to accompany me to 
          a meeting?
304-3.15  Must I provide my agency with information about any payment I 
          receive on its behalf?

                     Subpart B_Reimbursement Claims

304-3.16  What must I submit to my agency for reimbursement when a non-
          Federal source pays all or part of my travel expenses to 
          attend a meeting?

[[Page 257]]

                            Subpart C_Reports

304-3.17  If I am required to file a confidential or public financial 
          disclosure report, must I report travel payments I receive 
          from a non-Federal source on that report?

                           Subpart D_Penalties

304-3.18  What happens if I accept a payment from a non-Federal source 
          that is in violation of this part?

                 Subpart E_Relation to Other Authorities

304-3.19  Are there other situations when I may accept payment from a 
          non-Federal source for my travel expenses?

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

    Source: FTR Amdt. 2003-02, 68 FR 12604, Mar. 17, 2003, unless 
otherwise noted.



                            Subpart A_General



Sec. 304-3.1  To whom do the pronouns ``I'', ``you'', and their
variants refer throughout this part?

    Use of pronouns ``I'', ``you'', and their variants throughout this 
part refers to the employee.



Sec. 304-3.2  What is the purpose of this part?

    The purpose of this part is to establish Governmentwide policy and 
guidance for acceptance by a Federal agency of payment for travel 
expenses from a non-Federal source for employees to attend meetings. It 
describes how such payments must be accepted by the agency for travel of 
agency employee(s) and/or his/her spouse for official Government travel. 
Except as provided in Sec. 304-3.13 of this part, advance agency 
approval is required to receive such payments.



Sec. 304-3.3  May my agency or I accept payment for travel expenses to
a meeting from a non-Federal source?

    Yes, you or your agency may accept such a payment from a non-Federal 
source, but you may only accept when your agency specifically authorizes 
such acceptance under the requirements of this part. Except as provided 
in Sec. 304-3.13 of this part, your agency must approve acceptance of 
such payment in advance of your travel.



Sec. 304-3.4  What payments may my agency or I accept from a non-Federal
source?

    You or your agency may accept payments other than cash from a non-
Federal source for all of your official travel expenses to attend a 
meeting of mutual interest, or any portion of those travel expenses 
mutually agreed upon between your agency and the non-Federal source. You 
may not accept payments for travel that is not to attend a meeting under 
this part. However, you may be able to accept payments under other 
authorities (see Sec. 304-3.19).



Sec. 304-3.5  May I solicit payment of my travel expenses from a
non-Federal source to attend a meeting?

    No, you may not solicit payment for travel expenses from a non-
Federal source to attend a meeting.



Sec. 304-3.6  May I inform a non-Federal source of my agency's 
authority to accept payment for travel expenses to attend a meeting?

    Yes, you or your agency may inform the non-Federal source of your 
agency's authority to accept payment for travel expenses to attend a 
meeting.



Sec. 304-3.7  What must I do if I am contacted directly by a non-Federal
source offering to pay my travel expenses to attend a meeting?

    If you are contacted directly by a non-Federal source offering to 
pay any part of your travel expenses to attend a meeting, you must 
inform your agency, so that the authorized agency official can determine 
whether to accept the payment.



Sec. 304-3.8  Must I adhere to the provisions of the Fly America Act
when I receive air transportation to a meeting furnished or paid by a 
non-Federal source?

    No, if the payment or ticket was paid in full directly by the non-
Federal source or reimbursed to your agency by the non-Federal source, 
the provisions of the Fly America Act do not apply. (See Secs. 301-
10.131 through 301-10.143 of this title for the regulations implementing 
the Fly America Act.)

[[Page 258]]



Sec. 304-3.9  May I use other than coach-class accommodation on common
carriers or other than lowest first-class accommodations on ships when
a non-Federal source pays in full for my transportation expenses to attend
a meeting?

    Yes, you may use other than coach-class accommodation on common 
carriers if you meet one of the criteria contained in Sec. 301-10.123 or 
Sec. 301-10.162 or you may use other than lowest first-class travel if 
you meet one of the criteria contained in Sec. 301-10.183 of this Title, 
and are authorized to do so by your agency in accordance with Sec. 304-
5.5 of this chapter.

[FTR Amdt. 2009-06, 74 FR 55151, Oct. 27, 2009]



Sec. 304-3.10  [Reserved]



Sec. 304-3.11  Am I limited to the maximum subsistence allowances
(per diem or actual expense) prescribed in applicable travel regulations 
for travel expenses paid by a non-Federal source?

    Generally yes. Subsistence expenses are usually limited to the 
maximum subsistence allowances (per diem or actual expense) prescribed 
in chapter 301 of this title for travel in CONUS, by the Secretary of 
Defense for travel in non-foreign areas and by the Secretary of State 
for travel in foreign areas. However, acceptance of payment for, and 
when applicable, reimbursement by an agency to an employee and the 
accompanying spouse of such employee are not subject to the maximum per 
diem or actual subsistence expense rates when traveling in CONUS or in 
non-foreign areas under the following conditions:
    (a) The non-Federal source pays the full amount of the subsistence 
expense, as authorized by your agency; and
    (b) The subsistence expense paid by the non-Federal source is 
comparable in value to that offered to or purchased by other meeting 
attendees; and
    (c) Your agency has approved acceptance of payment from the non-
Federal source prior to your travel; if your agency has not approved any 
acceptance from the non-Federal source, you may not exceed the maximum 
allowances. See Sec. 304-3.13.
    Note: The maximum subsistence allowances established by the 
Secretary of State for travel to foreign areas may not be exceeded.

[FTR Amdt. 2003-02, 68 FR 12604, Mar. 17, 2003, as amended by FTR Amdt. 
2013-01, 78 FR 65212, Oct. 31, 2013]



Sec. 304-3.12  Must I receive advance approval from my agency before
I perform travel paid by a non-Federal source to attend a meeting?

    Yes, you must receive advance approval from your agency before 
performing travel paid by a non-Federal source to attend a meeting 
except as provided in Sec. 304-3.13.



Sec. 304-3.13  After I begin travel to a meeting, what should I do
if a non-Federal source offers to pay for one or more of my travel
expenses without my or my agency's prior knowledge?

    (a) If your agency has already authorized acceptance of payment for 
some of your travel expenses for that meeting from a non-Federal source, 
then you may accept on behalf of your agency, payment for any of your 
additional travel expenses from the same non-Federal source as long as--
    (1) The expenses paid or provided in kind are comparable in value to 
those offered to or purchased by other similarly situated meeting 
attendees; and
    (2) Your agency did not decline to accept payment for those 
particular expenses in advance of your travel.
    (b) If your agency did not authorize acceptance of any payment from 
a non-Federal source prior to your travel, then--
    (1) You may accept, on behalf of your agency, payment from a non-
Federal source as authorized in this section--
    (i) Only the types of travel expenses that are authorized by your 
travel authorization (i.e., meals, lodging, transportation, but not 
recreation or other personal expenses); and
    (ii) Only travel expenses that are within the maximum allowances 
stated on your travel authorization (e.g., if your travel authorization 
states that you are authorized to incur lodging expenses up to $100 per 
night, you may not accept payment from the non-Federal source for a $200 
per night hotel room);
    (2) You must request your agency's authorization for acceptance from 
the

[[Page 259]]

non-Federal source within 7 working days after your trip ends; and
    (3) If your agency does not authorize acceptance from the non-
Federal source, your agency must either--
    (i) Reimburse the non-Federal source for the reasonable 
approximation of the market value of the benefit provided, not to exceed 
the maximum allowance stated on your travel authorization; or
    (ii) Require you to reimburse the non-Federal source that amount and 
allow you to claim that amount on your travel claim for the trip.
    (c) If you accept payment from a non-Federal source for travel 
expenses in violation of paragraph (a) or paragraph (b) of this section, 
you may be subject to the penalties specified in Sec. 304-3.18.



Sec. 304-3.14  May a non-Federal source pay for my spouse to accompany
me to a meeting?

    Yes, a non-Federal source may pay for your spouse to accompany you 
when it is in the interest of and authorized in advance by your agency. 
All limitations and requirements of this part apply to the acceptance of 
payment from a non-Federal source for travel expenses and/or agency 
reimbursement of travel expenses for your accompanying spouse. Your 
agency may determine that your spouse's presence at an event is in the 
interest of the agency if your spouse will--
    (a) Support the mission of your agency or substantially assist you 
in carrying out your official duties;
    (b) Attend a ceremony at which you will receive an award or honorary 
degree; or
    (c) Participate in substantive programs related to the agency's 
programs or operations.



Sec. 304-3.15  Must I provide my agency with information about any
payment I receive on its behalf?

    Yes. Your agency must submit to the U.S. Office of Government Ethics 
(OGE) a semiannual report (SF 326) of all payments it accepts under this 
part. You must be prepared to give your agency the information it needs 
in order to submit its report.



                     Subpart B_Reimbursement Claims



Sec. 304-3.16  What must I submit to my agency for reimbursement when
a non-Federal source pays all or part of my travel expenses to attend
a meeting?

    You must submit a travel claim listing all allowable travel expenses 
that you incurred which were not paid in kind by a non-Federal source. 
Do not claim travel expenses that were furnished in kind by a non-
Federal source. Your reimbursement is limited to the types of expenses 
authorized in Chapter 301 of this title or analogous provisions of the 
Joint Travel Regulations or Foreign Affairs Manual. Reimbursement from 
your agency for expenses will not in any case exceed the amount of the 
expenses you incur. Such reimbursement will also adhere to established 
regulatory limitations except where your agency accepts payments under 
Sec. 304-5.4, Sec. 304-5.5 or Sec. 304-5.6 of this chapter.



                            Subpart C_Reports



Sec. 304-3.17  If I am required to file a confidential or public
financial disclosure report, must I report travel payments I receive 
from a non-Federal source on that report?

    Generally, no. As long as payments you receive from a non-Federal 
source are made to or on behalf of your agency, you are not required to 
report them as gifts on any confidential or public disclosure report you 
are personally required to file pursuant to law or Office of Government 
Ethics (OGE) regulations (5 CFR part 2634). However, you may be required 
to report any such payments that you and/or your accompanying spouse 
receive on your own behalf, rather than on the agency's behalf, pursuant 
to other reporting requirements (e.g., those required by the Ethics in 
Government Act of 1978).
    Note: The confidential financial disclosure report is OGE Form 450 
and the public financial disclosure report is SF 278.

[[Page 260]]



                           Subpart D_Penalties



Sec. 304-3.18  What happens if I accept a payment from a non-Federal
source that is in violation of this part?

    If you accept payment from a non-Federal source in violation of this 
part--
    (a) You may be required, in addition to any other penalty provided 
by law and applicable regulations, to pay the general fund of the 
Treasury, an amount equal to any payment you accepted; and
    (b) In the case of reimbursement under paragraph (a) of this 
section, you will not be entitled to any reimbursement from the 
Government for your travel expenses that the payment was intended to 
cover.



                 Subpart E_Relation to Other Authorities



Sec. 304-3.19  Are there other situations when I may accept payment
from a non-Federal source for my travel expenses?

    Yes, you may also accept payment of travel expenses from a non-
Federal source under the following authorities, in addition to this 
part:
    (a) Under 5 U.S.C. 4111 for acceptance of contributions, awards, and 
other payments from tax-exempt entities for non-Government sponsored 
training or meetings (see regulations issued by the Office of Personnel 
Management at 5 CFR part 410).
    (b) Under 5 U.S.C. 7342 for travel taking place entirely outside the 
United States which is paid by a foreign government, where acceptance is 
permitted by your agency and any regulations which may be prescribed by 
your agency.
    (c) Under 5 U.S.C. 7324(b) when payment is for travel to be 
performed for a partisan rather than an official purpose in accordance 
with the Hatch Act (5 U.S.C. 7321-7326); or
    (d) Pursuant to the applicable standards of ethical conduct 
regulations concerning personal acceptance of gifts. For example, under 
5 CFR 2635.204(e), which authorizes executive branch employees to accept 
gifts based on outside business employment relationships. (Note: You may 
also be able to accept attendance at (but not other travel expenses to) 
a widely attended gathering under 5 CFR 2635.204(g)(2) when the 
gathering is not a meeting, as defined in this part, and you are not 
attending in your official capacity.)

[[Page 261]]



                    SUBCHAPTER B_AGENCY REQUIREMENTS





PART 304	4_AUTHORITY--Table of Contents



Sec.
304-4.1  To whom do the pronouns ``we'', ``you'', and their variants 
          refer throughout this part?
304-4.2  What is the purpose of this part?
304-4.3  Under what other authority may we accept payment for travel 
          expenses from a non-Federal source?

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

    Source: FTR Amdt. 2003-02, 68 FR 12604, Mar. 17, 2003, unless 
otherwise noted.



Sec. 304-4.1  To whom do the pronouns ``we'', ``you'', and their
variants refer throughout this part?

    Use of pronouns ``we'', ``you'', and their variants throughout this 
part refers to the agency.



Sec. 304-4.2  What is the purpose of this part?

    The purpose of this part is to establish Governmentwide policy and 
guidance for acceptance by a Federal agency of payment for travel 
expenses from a non-Federal source for employees to attend meetings 
under 31 U.S.C. 1353. It prescribes how such payments may be accepted.



Sec. 304-4.3  Under what other authority may we accept payment for
travel expenses from a non-Federal source?

    You may accept payment for travel expenses to events other than 
meetings from a non-Federal source pursuant to an agency gift statute or 
similar statutory authority. However, this part 304 is the only 
authority you may use to accept (or authorize your employee to accept on 
your behalf) payment for travel expenses from a non-Federal source to 
attend a meeting. For example, you could not pay the travel expenses for 
an employee to attend a meeting and then authorize the employee to use 
the widely attended gathering exception in 5 CFR 2635.204(g)(2) to 
accept free attendance at that same meeting. You would only be able to 
accept payment for the employee's attendance at that meeting under this 
part 304.
    Note: Employees may also be able to accept payment for travel 
expenses from non-Federal sources in their individual capacities under 
the authorities referenced in Sec. 304-3.19.



PART 304	5_AGENCY RESPONSIBILITIES--Table of Contents



Sec.
304-5.1  When may we accept payment from a non-Federal source for travel 
          to a meeting or authorize an employee to accept payment on our 
          behalf?
304-5.2  Who must approve acceptance of payment from a non-Federal 
          source for travel expenses to a meeting?
304-5.3  What does our approving official need to consider before 
          authorizing acceptance of payment from a non-Federal source 
          for travel expenses for a meeting?
304-5.4  May we authorize an employee to exceed the maximum subsistence 
          allowances (per diem or actual expense) prescribed in 
          applicable travel regulations where we have authorized 
          acceptance of payment from a non-Federal source for such 
          allowances?
304-5.5  May we authorize an employee to travel by other than coach-
          class on common carriers or other than lowest first-class on 
          ships if we accept payment in full from a non-Federal source 
          for such transportation expenses?
304-5.6  May we authorize acceptance of payment from more than one non-
          Federal source for a single trip?

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

    Source: FTR Amdt. 2003-02, 68 FR 12604, Mar. 17, 2003, unless 
otherwise noted.



Sec. 304-5.1  When may we accept payment from a non-Federal source
for travel to a meeting or authorize an employee to accept payment
on our behalf?

    You may accept payment from a non-Federal source or authorize an 
employee and/or the employee's spouse to accept payment on your behalf 
only when-
    (a) You have issued the employee (and/or the employee's spouse, when 
applicable) a travel authorization before the travel begins;
    (b) You have determined that the travel is in the interest of the 
Government;
    (c) The travel relates to the employee's official duties; and

[[Page 262]]

    (d) The non-Federal source is not disqualified due to a conflict of 
interest under Sec. 304-5.3.



Sec. 304-5.2  Who must approve acceptance of payment from a non-Federal
source for travel expenses to a meeting?

    An official at the highest practical administrative level who can 
evaluate the requirements in Sec. 304-5.3, must approve acceptance of 
such payments.



Sec. 304-5.3  What does our approving official need to consider before
authorizing acceptance of payment from a non-Federal source for travel
expenses for a meeting?

    (a) The approving official must not authorize acceptance of the 
payment if he/she determines that acceptance of the payment under the 
circumstances would cause a reasonable person with knowledge of all the 
facts relevant to a particular case to question the integrity of agency 
programs or operations. The approving official must be guided by all 
relevant considerations, including but not limited to the--
    (1) Identity of the non-Federal source;
    (2) Purpose of the meeting;
    (3) Identity of other expected participants;
    (4) Nature and sensitivity of any matter pending at the agency which 
may affect the interest of the non-Federal source;
    (5) Significance of the employee's role in any such matter; and
    (6) Monetary value and character of the travel benefits offered by 
the non-Federal source.
    (b) The agency official may find that, while acceptance from the 
non-Federal source is permissible, it is in the interest of the agency 
to qualify acceptance of the offered payment by, for example, 
authorizing attendance at only a portion of the event or limiting the 
type or character of benefits that may be accepted.



Sec. 304-5.4  May we authorize an employee to exceed the maximum
subsistence allowances (per diem or actual expense) prescribed in
applicable travel regulations where we have authorized acceptance of
payment from a non-Federal source for such allowances?

    (a) Generally, yes. Subsistence allowances are usually limited to 
the maximum subsistence allowances (per diem or actual expense) 
prescribed in chapter 301 of this title for travel in CONUS, by the 
Secretary of Defense for travel in non-foreign areas, and by the 
Secretary of State for travel in foreign areas. However, the maximum 
subsistence allowances established by this title and by the Secretary of 
Defense may be exceeded as long as--
    (1) The non-Federal source pays the full amount of the subsistence 
expenses, at issue; and
    (2) The subsistence expense paid by the non-Federal source is 
comparable in value to that offered to or purchased by meeting 
attendees.
    (b) The maximum subsistence allowances prescribed by the Secretary 
of State for travel to foreign areas may not be exceeded.

[FTR Amdt. 2003-02, 68 FR 12604, Mar. 17, 2003, as amended by FTR Amdt. 
2013-01, 78 FR 65212, Oct. 31, 2013]



Sec. 304-5.5  May we authorize an employee to travel by other than
coach-class on common carriers or other than lowest first-class on 
ships if we accept payment in full from a non-Federal source for such
transportation expenses?

    Yes, you may authorize an employee to travel by other than coach-
class on common carriers or other than lowest first-class on ships as 
long as the:
    (a) Non-Federal source makes full payment for such transportation 
services in advance of travel; and
    (b) Transportation accommodations furnished are comparable in value 
to those offered to, or purchased by other similarly situated meeting 
attendees; and
    (c) Travel meets at least one of the conditions in Secs. 301-10.123, 
301-10.162, and 301-10.183 of this title.

[FTR Amdt. 2009-06, 74 FR 55151, Oct. 27, 2009]

[[Page 263]]



Sec. 304-5.6  May we authorize acceptance of payment from more than
one non-Federal source for a single trip?

    Yes, you may accept payment from more than one non-Federal source 
for a single trip, as long as the total of such payments do not exceed 
the total cost of the trip.

[FTR Amdt. 2003-02, 68 FR 12604, Mar. 17, 2003. Redesignated by FTR 
Amdt. 2009-06, 74 FR 55151, Oct. 27, 2009]



PART 304	6_PAYMENT GUIDELINES--Table of Contents



                            Subpart A_General

Sec.
304-6.1  May we accept a monetary payment in the form of cash from a 
          non-Federal source?
304-6.2  What should we do if a non-Federal source does not pay the full 
          cost for expenses that an employee will incur during travel?
304-6.3  What happens if an employee accepts payment from a non-Federal 
          source that is in violation of this part?

                            Subpart B_Reports

304-6.4  What form must we use to report payments received by the agency 
          from non-Federal sources?
304-6.5  What guidelines must we follow when using the Standard Form 
          (SF) 326?

                           Subpart C_Valuation

304-6.6  How do we determine the value of payments in kind that are to 
          be reported on Standard Form (SF) 326?
304-6.7  Must we report on the Standard Form (SF) 326 any information 
          that is protected from disclosure by statute?
304-6.8  Will the reports be made available for public inspection?
304-6.9  Does acceptance by OGE of the Standard Form (SF) 326 constitute 
          a determination by OGE that the data submitted is adequate or 
          a concurrence by OGE in the agency's conflict of interest 
          analysis?

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

    Source: FTR Amdt. 2003-02, 68 FR 12604, Mar. 17, 2003, unless 
otherwise noted.



                            Subpart A_General



Sec. 304-6.1  May we accept a monetary payment in the form of cash
from a non-Federal source?

    No, you may not accept a monetary payment in the form of cash from a 
non-Federal source. Monetary payment(s) received from a non-Federal 
source must be in the form of a check or similar instrument made payable 
to the agency.



Sec. 304-6.2  What should we do if a non-Federal source does not pay
the full cost for expenses that an employee will incur during travel?

    If you determine in advance of the employee's travel that payment 
from a non-Federal source will cover some but not all of the employee's 
allowable travel and subsistence expenses you should state on the 
employee's travel authorization that the employee will be reimbursed the 
difference between the full allowances and the payment from the non-
Federal source. See chapter 301 of this Title, 6 Foreign Affairs Manual, 
Chapter 100, or the Joint Travel Regulations (JTR), Chapter 4, Parts L 
and Q, as applicable to determine the applicable maximum allowances.



Sec. 304-6.3  What happens if an employee accepts payment from a
non-Federal source that is in violation of this part?

    If an employee accepts payment from a non-Federal source in 
violation of this part--
    (a) You may require the employee, in addition to any penalty 
provided by law and applicable regulations, to pay the general fund of 
the Treasury, an amount equal to the payment so accepted; and
    (b) The employee shall not be entitled to any reimbursement from the 
Government for such expenses.



                            Subpart B_Reports



Sec. 304-6.4  What form must we use to report payments received by
the agency from non-Federal sources?

    Your agency head or designee must submit Standard Form (SF) 326, 
Semiannual Report of Payments Accepted

[[Page 264]]

From a Non-Federal Source (fully completed) to report payments received 
from non-Federal sources. This applies to all payments that are more 
than $250 per event for an employee and accompanying spouse. For 
purposes of the $250 threshold, payments for an employee and 
accompanying spouse shall be aggregated. If you wish to use a form other 
than SF 326 to report such payments, you may seek permission to do so by 
contacting the Office of Government Ethics at United States Office of 
Government Ethics, 1201 New York Avenue, NW., Suite 500, Washington, DC 
20005-3917.



Sec. 304-6.5  What guidelines must we follow when using the Standard
Form (SF) 326?

    When completing the SF 326--
    (a) You must fully complete each block on SF 326 without exception 
(including payments accepted for an accompanying spouse).
    (b) You must also--
    (1) Submit the SF 326 no later than May 31 for payments received 
from the preceding October 1 through March 31;
    (2) Submit a SF 326 no later than November 30 for payments received 
from the preceding April 1 through September 30; and
    (c) Submit the SF 326 including negative reports, to: Director of 
the Office of Government Ethics (OGE), 1201 New York Avenue, NW., Suite 
500, Washington, DC 20005-3917.



                           Subpart C_Valuation



Sec. 304-6.6  How do we determine the value of payments in kind that
are to be reported on Standard Form (SF) 326?

    The following should be used in the determination of the value of 
payments in kind for reporting on SF 326:
    (a) For conference, training, or similar fees waived or paid by a 
non-Federal source, you must report the amount charged other 
participants.
    (b) For transportation or lodging, you must report the cost that the 
non-Federal source paid or usually would have been charged for such 
event.
    (c) For meals or other benefits that are not provided as part of the 
transportation, lodging, or a conference, training or similar fee, you 
must report the cost to the non-Federal source or provide a reasonable 
approximation of the market value of the benefit.
    (d) For chartered, corporate or other private aircraft--
    (1) When common carrier is available, you must report the first-
class rate that would have been charged by a commercial air carrier at 
the time the event took place.
    (2) When a common carrier is not available, you must report the cost 
of chartering a similar aircraft using a commercially available service.
    (e) Lodging where no commercial rate is available: You must report 
the maximum lodging rate established by GSA for CONUS, Department of 
Defense for non-foreign areas and the Secretary of State for foreign 
areas. These rates are available on the Internet at the GSA Web site 
http://www.gsa.gov/perdiem, with links to the non-foreign and foreign 
area rates.



Sec. 304-6.7  Must we report on the Standard Form (SF) 326 any
information that is protected from disclosure by statute?

    No. Information that is protected by statute from disclosure to the 
public should not be reported on the SF 326. However, if you omit 
otherwise reportable information from the SF 326 because the information 
may not be disclosed, you must notify OGE unless otherwise prohibited by 
law and, if requested by the Director of OGE, make the information 
available for inspection by an OGE employee with the requisite 
clearance.



Sec. 304-6.8  Will the reports be made available for public inspection?

    Yes, OGE must make any report filed by an agency under this part 
(that is not protected from disclosure by statute) available for public 
inspection and copying on the later of the following two dates:
    (a) Within 30 days after the applicable due date.
    (b) Within 30 days after the date OGE actually receives the report.

[[Page 265]]



Sec. 304-6.9  Does acceptance by OGE of the Standard Form (SF) 326
constitute a determination by OGE that the data submitted is adequate 
or a concurrence by OGE in the agency's conflict of interest analysis?

    No. OGE is responsible for making the information provided by the 
agencies available to the public. It is each agency's responsibility to 
file the accurate and complete reports and to make the appropriate 
conflict of interest analysis.

[[Page 266]]



            SUBCHAPTER C_ACCEPTANCE OF PAYMENTS FOR TRAINING





PART 304	7_AUTHORITY/APPLICABILITY--Table of Contents



Sec.
304-7.1  What is the purpose of this subchapter?
304-7.2  To whom does this subchapter apply?
304-7.3  Who is exempt from this subchapter?

    Authority: 5 U.S.C. 4111(b); E.O. 11609, 36 FR 13747, 3 CFR, 1971-
1975 Comp., p. 586.

    Source: FTR Amdt. 2003-02, 68 FR 12604, Mar. 17, 2003, unless 
otherwise noted.



Sec. 304-7.1  What is the purpose of this subchapter?

    The purpose of this subchapter is to provide for reductions in per 
diem and other travel reimbursement when employees receive 
contributions, awards and other payments from non-Federal sources for 
training in non-Government facilities and attendance at meetings under 5 
U.S.C. 4111.



Sec. 304-7.2  To whom does this subchapter apply?

    This subchapter applies to--
    (a) Civilian officers and employees of--
    (1) Executive departments as defined in 5 U.S.C. 101;
    (2) Independent establishments as defined in 5 U.S.C. 104;
    (3) Government corporations subject to chapter 91 of title 31 
U.S.C.;
    (4) The Library of Congress;
    (5) The Government Printing Office (GPO);
    (6) The government of the District of Columbia; and
    (b) Commissioned officers of the National Oceanic and Atmospheric 
Administration.



Sec. 304-7.3  Who is exempt from this subchapter?

    The following, under 5 U.S.C. 4102 and the implementing regulation 
at 5 CFR 410.101(b), are exempt from this subchapter:
    (a) A corporation supervised by the Farm Credit Administration if 
private interests elect or appoint a member of the board of directors.
    (b) The Tennessee Valley Authority.
    (c) An individual (except a commissioned officer of the National 
Oceanic and Atmospheric Administration) who is a member of a uniformed 
service during a period in which he is entitled to pay under 37 U.S.C. 
204.
    (d) The U.S. Postal Service, Postal Rate Commission and their 
employees.



PART 304	8_DEFINITIONS--Table of Contents



    Authority: 5 U.S.C. 4111(b); E.O. 11609, 36 FR 13747, 3 CFR, 1971-
1975 Comp., p. 586.



Sec. 304-8.1  For the purpose of this subchapter, who is a donor?

    A donor, for the purpose of this subchapter, is a non-profit 
charitable organization described by 26 U.S.C. 501(c)(3), that is exempt 
from taxation under 26 U.S.C. 501(a).

[FTR Amdt. 2003-02, 68 FR 12604, Mar. 17, 2003]



PART 304	9_CONTRIBUTIONS AND AWARDS--Table of Contents



Sec.
304-9.1  To whom do the pronouns ``I'', ``you'', and their variants 
          refer throughout this part?
304-9.2  May we allow an employee to accept contributions and awards 
          pertaining to training and payments incident to attendance at 
          meetings under this subchapter?
304-9.3  May we pay an employee for expenses that are fully reimbursed 
          by a donor for training in a non-Government facility, or 
          travel expenses incident to attendance at a meeting?
304-9.4  May we reimburse an employee for training expenses that are not 
          fully paid by a donor?
304-9.5  What if the employee is compensated by a donor and by us for 
          the same expenses?
304-9.6  Must we reduce an employee's reimbursement when a donor pays 
          for items for which we are not authorized to reimburse the 
          employee?
304-9.7  Must we obtain data from employees or donors for all expenses 
          received?


[[Page 267]]


    Authority: 5 U.S.C. 4111(b); E.O. 11609, 36 FR 13747, 3 CFR, 1971-
1975 Comp., p. 586.

    Source: FTR Amdt. 2003-02, 68 FR 12604, Mar. 17, 2003, unless 
otherwise noted.



Sec. 304-9.1  To whom do the pronouns ``I'', ``you'', and their variants
refer throughout this part?

    Use of pronouns ``I'', ``you'', and their variants throughout this 
part refers to the agency.



Sec. 304-9.2  May we allow an employee to accept contributions and
awards pertaining to training and payments incident to attendance at
meetings under this subchapter?

    Yes, you may allow an employee to accept contributions and awards 
pertaining to training and payments incident to attendance at meetings 
when you specifically authorize them to do so in accordance with OPM 
guidelines issued under section 401(b) of Executive Order 11348 (see 5 
CFR part 410) and section 303(j) of Executive Order 11348 (3 CFR, 1966-
1970 Comp., p. 639). The OPM guidelines may be found at 5 CFR 410.501 
through 410.503.



Sec. 304-9.3  May we pay an employee for expenses that are fully
reimbursed by a donor for training in a non-Government facility, or
travel expenses incident to attendance at a meeting?

    No, you may not reimburse an employee for expenses that are fully 
reimbursed by a donor for training in a non-Government facility, or 
travel expenses incident to attendance at a meeting.



Sec. 304-9.4  May we reimburse an employee for training expenses that
are not fully paid by a donor?

    Yes, you may reimburse an employee for training expenses that are 
not fully paid by a donor an amount considered sufficient to cover the 
balance of expenses to the extent authorized by law and regulation, 
including 5 U.S.C. 4109 and 5 U.S.C. 4110.



Sec. 304-9.