[Title 41 CFR C]
[Code of Federal Regulations (annual edition) - July 1, 2002 Edition]
[Title 41 - PUBLIC CONTRACTS AND PROPERTY MANAGEMENT]
[Subtitle F - Federal Travel Regulation System]
[Chapter 301 - TEMPORARY DUTY (TDY) TRAVEL ALLOWANCES]
[Subchapter C - ARRANGING FOR TRAVEL SERVICES, PAYING TRAVEL EXPENSES, AND]
[From the U.S. Government Printing Office]
41PUBLIC CONTRACTS AND PROPERTY MANAGEMENT42002-07-012002-07-01falseARRANGING FOR TRAVEL SERVICES, PAYING TRAVEL EXPENSES, ANDCSUBCHAPTER CPUBLIC CONTRACTS AND PROPERTY MANAGEMENTFederal Travel Regulation SystemTEMPORARY DUTY (TDY) TRAVEL ALLOWANCES
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 How should I arrange my travel?
301-50.2 What is my liability if I use an unauthorized travel agent or
unauthorized travel management system?
301-50.3 Are there any limits on the travel arrangements I may make?
Authority: 5 U.S.C. 5707; 40 U.S.C. 486(c).
Source: 63 FR 15967, Apr. 1, 1998, unless otherwise noted.
Sec. 301-50.1 How should I arrange my travel?
If your agency provides travel management services under a
Government contract, you must use those services, to arrange for common
carrier transportation, lodging, and rental car(s). If your agency does
not provide travel management services under a Government contract, you
must arrange your travel according to your agency's policy. Services
under a Government contract may be furnished by a commercial travel
agent, electronic travel services system, or other travel management
services provider.
Sec. 301-50.2 What is my liability if I use an unauthorized travel agent or unauthorized travel management system?
You are responsible for any additional costs that result from the
unauthorized use, and you are subject to any penalties your agency may
impose.
Sec. 301-50.3 Are there any limits on the travel arrangements I may make?
Yes. If the GSA city-pair fare contract for passenger transportation
services is available to you, you must use the contract carrier. You
should also use any preferred value lodging programs and rental car
arrangements in which your agency participates.
PART 301-51--PAYING TRAVEL EXPENSES--Table of Contents
Subpart A--General
Sec.
301-51.1 What is the required method of payment for official travel
expenses?
301-51.2 What official travel expenses and/or classes of employees are
exempt from the mandatory use of the Government contractor-
issued travel charge card?
301-51.3 Who in my agency has the authority to grant exemptions from
the mandatory use of the Government contractor-issued travel
charge card?
301-51.4 If my agency grants an exemption, does that prevent me from
using the card on a voluntary basis?
301-51.5 How may I pay for official travel expenses if I receive an
exemption from use of the Government contractor-issued travel
charge card?
301-51.6 May I use the Government contractor-issued travel charge card
for purposes other than those associated with official travel?
301-51.7 What are the consequences of using the Government contractor-
issued travel charge card for non-official travel purposes?
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.
[[Page 55]]
105-264, 112 Stat. 2350 (5 U.S.C. 5701 note); 40 U.S.C. 486(c).
Source: 63 FR 15968, Apr. 1, 1998, unless otherwise notes.
Subpart A--General
Source: FTR Amdt. 90, 65 FR 3055, Jan. 19, 2000, unless otherwise
noted.
Sec. 301-51.1 What is the required method of payment for official travel expenses?
You are required to use the Government contractor-issued travel
charge card for all official travel expenses unless you have an
exemption.
Sec. 301-51.2 What official travel expenses and/or classes of employees are exempt from the mandatory use of the Government contractor-issued travel charge
card?
The Administrator of General Services exempts the following from the
mandatory use of the Government contractor-issued travel charge card:
(a) Expenses incurred at a vendor that does not accept the
Government contractor-issued travel charge card;
(b) Laundry/dry cleaning;
(c) Parking;
(d) Local transportation system;
(e) Taxi;
(f) Tips;
(g) Meals (when use of the card is impractical, e.g., group meals or
the Government contractor-issued travel charge card is not accepted);
(h) Phone calls (when a Government calling card is available for use
in accordance with agency policy);
(i) An employee who has an application pending for the travel charge
card;
(j) Individuals traveling on invitational travel; and
(k) New appointees.
(l) Relocation allowances prescribed in chapter 302 of this title,
except en-route travel and househunting trip expenses.
[FTR Amdt. 90, 65 FR 3055, Jan. 19, 2000, as amended by, FTR Amdt. 92,
65 FR 21365, Apr. 21, 2000]
Sec. 301-51.3 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.
Sec. 301-51.4 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.
Sec. 301-51.5 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. 301-51.5: City pair contractors are not required to
accept payment by the methods in paragraph (a) or (b) of this section.
Sec. 301-51.6 May I use the Government contractor-issued travel charge card for purposes other than those associated with official travel?
No, the Government contractor-issued travel charge card may be used
only for official travel related expenses.
Sec. 301-51.7 What are the consequences of using the Government contractor-issued travel charge card for non-official travel purposes?
If you use the Government contractor-issued travel charge card for
purposes other than official travel, your agency may take appropriate
disciplinary action.
[[Page 56]]
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 or its use
card, centrally is impracticable,
billed account, special
or. circumstances
justify the use of a
GTR or Government
excess baggage
authorization ticket
(GEBAT).
(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.
------------------------------------------------------------------------
[63 FR 15968, Apr. 1, 1998; 63 FR 35538, June 30, 1998]
Sec. 301-51.101 Which payment methods are considered the equivalent of cash?
Use of one of the following payment methods of this section to
procure common carrier transportation is considered the equivalent of
cash and you must comply with the rules in 41 CFR 101-41.203-2 that
limit the use of cash for such purposes.
(a) Personal credit cards;
(b) Cash withdrawals obtained from an ATM using a Government
contractor-issued individually billed travel card; and
(c) Checks, both personal and travelers (including those obtained
through a travel payment system services program).
[63 FR 15968, Apr. 1, 1998; 63 FR 35538, June 30, 1998]
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 the cost of such transportation using the authorized method
of payment.
[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.
[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?
[[Page 57]]
------------------------------------------------------------------------
For You may receive an advance
------------------------------------------------------------------------
(a) Cash transaction expenses (i.e., Any time you travel.
expenses that as a general rule cannot
be charged and must be paid using
cash, a personal check, or travelers
check).
(1) M&IE covered by the per diem
allowance or actual expenses
allowance;
(2) Miscellaneous transportation
expenses such as local
transportation system and taxi
fares; parking fees; ferry fees;
bridge, road, and tunnel fees; and
aircraft parking, landing, and tie-
down fees;
(3) Gasoline and other variable
expenses covered by the mileage
allowance for advantageous use of
a privately owned automobile for
official business; and
(4) Other authorized miscellaneous
expenses that cannot be charged
using a Government contractor-
issued charge card and for which a
cost can be estimated.
(b) Non-cash transaction expenses Only in the following
(i.e., lodging, common carrier). situations:
(1) 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.
------------------------------------------------------------------------
[63 FR 15968, Apr. 1, 1998; 63 FR 35538, June 30, 1998]
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).
------------------------------------------------------------------------
[63 FR 15968, Apr. 1, 1998; 63 FR 35538, June 30, 1998]
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?
[[Page 58]]
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 calander 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. 486(c); Sec. 2., Pub. L. 105-
264, 112 Stat. 2350 (5 U.S.C. 5701 note).
Source: 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 expenses for local telephone calls, local
metropolitan transportation fares, and parking meter fees, except any
individual expenses costing over $75 must be listed separately;
(2) When you are authorized lodgings-plus per diem, you must state
the M&IE allowance on a daily basis;
(3) When you are authorized a reduced per diem, you must state the
reduced rate your agency authorizes on a daily basis; and
(4) When your agency limits M&IE reimbursement to the prescribed
maximum M&IE for the locality 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.
Sec. 301-52.3 Am I required to file a travel claim in a specific format and must the claim be signed?
Yes, in a format prescribed by your agency. If the prescribed travel
claim is hardcopy, the claim must be signed in ink; if your agency has
electronic processing, use your electronic signature. Any alterations or
erasures to your travel claim must be initialed.
[[Page 59]]
Sec. 301-52.4 What must I provide with my travel claim?
You must provide:
(a) Evidence of your necessary travel authorizations including any
necessary special authorizations;
(b) Receipts for:
(1) Any lodging expense, except when you are authorized a fixed
reduced per diem allowance; and
(2) Any other expense costing over $75. If it is impracticable to
furnish receipts in any instance as required by this subtitle, the
failure to do so must be fully explained on the travel voucher. Mere
inconvenience in the matter of taking receipts will not be considered.
Sec. 301-52.5 Is there any instance where I am exempt from the receipt requirement in Sec. 301-52.4?
Yes, your agency may exempt an expenditure from the receipt
requirement because the expenditure is confidential.
[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.
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.
[[Page 60]]
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.
[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:
(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
[[Page 61]]
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]
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 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 system?
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.
Sec. 301-53.3 How may I use frequent traveler benefits?
You may use frequent traveler benefits earned on official travel to
obtain travel services for a subsequent official travel assignment(s);
however, you may also retain such benefits for your personal use,
including upgrading to a higher class of service.
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
systems. You may not choose a travel service provider to
[[Page 62]]
gain frequent traveler benefits for personal use. (Also see Secs. 301-
10.109 and 301-10.110 of this chapter.)
Sec. 301-53.5 Are there exceptions to the mandatory use of contract city-pair fares and an agency's travel management system?
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 this chapter for the mandatory use of a
travel management system.
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. 486(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
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(d) Provide you with an opportunity to make a written agreement with
the contractor to repay the delinquent amount of the claim.
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.
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