[Title 41 CFR 300-3.1]
[Code of Federal Regulations (annual edition) - July 1, 2002 Edition]
[Title 41 - PUBLIC CONTRACTS AND PROPERTY MANAGEMENT]
[Subtitle F - Federal Travel Regulation System]
[Chapter 300 - GENERAL]
[Subchapter A - INTRODUCTION]
[Part 300 - 3--GLOSSARY OF TERMS]
[Sec. 300-3.1 - What do the following terms mean?]
[From the U.S. Government Printing Office]
41PUBLIC CONTRACTS AND PROPERTY MANAGEMENT42002-07-012002-07-01falseWhat do the following terms mean?300-3.1Sec. 300-3.1PUBLIC CONTRACTS AND PROPERTY MANAGEMENTFederal Travel Regulation SystemGENERALINTRODUCTION3--GLOSSARY OF TERMS
Sec. 300-3.1 What do the following terms mean?
Actual expense--Payment of authorized actual expenses incurred, up
to the limit prescribed by the Administrator of GSA or agency, as
appropriate. Entitlement to reimbursement is contingent upon entitlement
to per diem, and is subject to the same definitions and rules governing
per diem.
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 General
Accounting 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.
Approved accommodation--Any place of public lodging that is listed
on the national master list of approved accommodations. The national
master list of all approved accommodations is compiled, periodically
updated, and published in the Federal Register by FEMA. Additionally,
the approved accommodation list is available on the U.S. Fire
Administration's Internet site at http://www.usfa.fema.gov/hotel/
index.htm.
Automated-Teller-Machine (ATM) services--Government contractor-
provided ATM services that allow cash withdrawals from participating
ATMs to be charged to a Government contractor-issued charge card.
Common carrier--Private-sector supplier of air, rail or bus
transportation.
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.
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Continental United States (CONUS)--The 48 contiguous States and the
District of Columbia.
Contract carriers--U.S. certificated air carriers which are under
contract with the government to furnish Federal employees and other
persons authorized to travel at Government expense with passenger
transportation service. This also includes GSA's scheduled airline
passenger service between selected U.S. cities/airports and between
selected U.S. and international cities/airports at reduced fares.
Employee with a disability (also see Special Needs)--
(a) An employee who has a disability as defined in paragraph (b) of
this definition and is otherwise generally covered under the
Rehabilitation Act of 1973, as amended (29 U.S.C. 701-797b).
(b) ``Disability,'' with respect to an employee, means:
(1) Having a physical or mental impairment that substantially limits
one or more major life activities;
(2) Having a record of such an impairment;
(3) Being regarded as having such an impairment; but
(4) Does not include an individual who is currently engaging in the
illegal use of drugs, when the covered entity acts on the basis of such
use.
(c) ``Physical or mental impairment'' means:
(1) Any physiological disorder or condition, cosmetic disfigurement,
or anatomical loss affecting one or more of the following body systems:
neurological, musculoskeletal, special sense organ, respiratory
(including speech organs), cardiovascular, reproductive, digestive,
genitourinary, hemic and lymphatic, skin, and endocrine; or
(2) Any mental or psychological disorder (e.g., mental retardation,
organic brain syndrome, emotional or mental illness and specific
learning disabilities).
(3) The term ``physical or mental impairment'' includes, but is not
limited to, such diseases and conditions as cerebral palsy, epilepsy,
muscular dystrophy, multiple sclerosis, cancer, heart disease, diabetes,
mental retardation, emotional illness, and orthopedic, visual, speech
and hearing impairments.
(d) ``Major life activities'' means functions such as caring for
oneself, performing manual tasks, walking, seeing, hearing, speaking,
breathing, learning and working.
(e) ``Has a record of such an impairment'' means the employee has a
history of, or has been classified as having, a mental or physical
impairment that substantially limits one or more major life activities.
(f) ``Is regarded as having such an impairment'' means the employee
has:
(1) A physical or mental impairment that does not substantially
limit major life activities but the impairment is treated by the agency
as constituting such a limitation;
(2) A physical or mental impairment that substantially limits major
life activities as a result of the attitudes of others toward such an
impairment; or
(3) None of the impairments defined under ``physical or mental
impairment'', but is treated by the employing agency as having a
substantially limiting impairment.
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)
Foreign air carrier--An air carrier who is not holding a certificate
issued by the United States under 49 U.S.C. 41102.
Foreign area (see also non-foreign area)--Any area, including the
Trust Territories of the Pacific Islands, situated both outside CONUS
and the non-foreign areas.
Government aircraft--Any aircraft owned, leased, chartered or rented
and operated by an executive agency.
Government contractor-issued individually billed charge card--A
Government contractor-issued charge card used by authorized individuals
to pay for official travel and transportation related expenses for which
the contractor bills the employee.
Government-furnished automobile--An automobile (or ``light truck,''
as defined in 41 CFR 101-38 including vans and pickup trucks) that is:
(a) Owned by an agency,
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(b) Assigned or dispatched to an agency from the GSA Interagency
Fleet Management System, or
(c) Leased by the Government for a period of 60 days or longer from
a commercial source.
Government-furnished vehicle--A Government-furnished automobile or a
Government aircraft.
Government Transportation Request (GTR) (Standard Form 1169)--A
Government document used to procure common carrier transportation
services. The document obligates the Government to pay for
transportation services provided.
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, (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 that can be transported in the
moving van (e.g., canoe, kayak, rowboat, O/I motorboat (14 ft or less)).
(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.
(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.
Immediate family--Any of the following named members of the
employee's household at the time he/she reports for duty at the new
permanent duty station or performs other authorized travel involving
family members:
(a) Spouse;
(b) Children of the employee or employee's spouse who are unmarried
and under 21 years of age or who, regardless of age, are physically or
mentally incapable of self-support. (The term ``children'' shall include
natural offspring; stepchildren; adopted children; grandchildren, legal
minor wards or other dependent children who are under legal guardianship
of the employee or employee's spouse; and an unborn child(ren) born and
moved after
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the employee's effective date of transfer.);
(c) Dependent parents (including step and legally adoptive parents)
of the employee or employee's spouse; and
(d) Dependent brothers and sisters (including step and legally
adoptive brothers and sisters) of the employee or employee's spouse who
are unmarried and under 21 years of age or who, regardless of age, are
physically or mentally incapable of self-support.
Interviewee--An individual who is being considered for employment by
an 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.
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-foreign area--The States of Alaska and Hawaii, the Commonwealths
of Puerto Rico, Guam and the Northern Mariana Islands and the
territories and possessions of the United States (excludes the Trust
Territories of the Pacific Islands).
Official station--The official station of an employee or
invitational traveler (see Sec. 301-1.2) is the location of the
employee's or invitational traveler's permanent work assignment.
The geographic limits of the official station are:
(a) For an employee:
(1) The corporate limits of the city or town where stationed or if
not in an incorporated city or town;
(2) The reservation, station, or other established area (including
established subdivisions of large reservations) having definite
boundaries where the employee is stationed.
(b) For an invitational traveler:
(1) The corporate limits of the city or town where the home or
principal place of business exists or if not in an incorporated city or
town;
(2) The reservation, station, or other established area (including
established subdivisions of large reservations) having definite
boundaries where the home or principal place of business is located.
Per diem allowance--The per diem allowance (also referred to as
subsistence allowance) is a daily payment instead of reimbursement for
actual expenses for lodging (excluding taxes), meals, and related
incidental expenses. The per diem allowance is separate from
transportation expenses and other miscellaneous expenses. The per diem
allowance covers all charges, including any service charges where
applicable for:
(a) Lodging. Includes expenses, except lodging taxes, for overnight
sleeping facilities, baths, personal use of the room during daytime,
telephone access fee, and service charges for fans, air conditioners,
heaters and fires furnished in the room when such charges are not
included in the room rate. Lodging does not include accommodations on
airplanes, trains, buses, or ships. Such cost is included in the
transportation cost and is not considered a lodging expense.
(b) Meals. Expenses for breakfast, lunch, dinner and related tips
and
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taxes (specifically excluded are alcoholic beverage and entertainment
expenses, and any expenses incurred for other persons).
(c) Incidental expenses. (1) Fees and tips given to porters, baggage
carriers, bellhops, hotel maids, stewards or stewardesses and others on
ships, and hotel servants in foreign countries.
(2) Transportation between places of lodging or business and places
where meals are taken, if suitable meals can be obtained at the TDY
site; and
(3) Mailing cost associated with filing travel vouchers and payment
of Government-sponsored charge card billings.
Place of public accommodation--Any inn, hotel, or other
establishment within a State that provides lodging to transient guests,
excluding:
(a) An establishment owned by the Federal Government;
(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).
Reduced per diem--Your agency may authorize a reduced per diem rate
when there are known reductions in lodging and meal costs or when your
subsistence costs can be determined in advance and are lower than the
prescribed per diem rate.
Special conveyance--Commercially rented or hired vehicles other than
a privately owned vehicle and other than those owned or under contract
to an agency.
Special needs (also see Employee with a disability)--Physical
characteristics of a traveler not necessarily defined under disability.
Such physical characteristics could include, but are not limited to, the
weight or height of the traveler.
Temporary duty (TDY) location--A place, away from an employee's
official station, where the employee is authorized to travel.
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).
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
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area(s) for specific purpose(s), subject to trip cost ceilings, or for
specific periods of time.
(c) Trip-by-trip. An authorization allowing an individual or group
of individuals to take one or more specific official business trips,
which must include specific purpose, itinerary, and estimated costs.
Travel claim (Voucher)--A written request, supported by
documentation and receipts where applicable, for reimbursement of
expenses incurred in the performance of official travel, including
permanent change of station (PCS) travel.
Travel Management System (TMS)--A system to arrange travel services
for Federal employees on official travel, including reservation of
accommodations and ticketing. A TMS includes a travel management center,
commercial ticket office, electronic travel management system, or other
commercial method of arranging travel.
[63 FR 15951, Apr. 1, 1998; 63 FR 35537, June 30, 1998, as amended by
FTR Amdt. 75, 63 FR 66674, Dec. 2, 1998; FTR Amdt. 76, 64 FR 2434, Jan.
14, 1999; FTR Amdt. 87, 64 FR 67670, Dec. 2, 1999; FTR Amdt. 98, 66 FR
58195, Nov. 20, 2001]
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