[Title 41 CFR ]
[Code of Federal Regulations (annual edition) - July 1, 2005 Edition]
[From the U.S. Government Printing Office]



[[Page i]]



          41


          Chapter 201 to End

                         Revised as of July 1, 2005


          Public Contracts and Property Management
          
          


________________________

          Containing a codification of documents of general 
          applicability and future effect

          As of July 1, 2005
          With Ancillaries
                    Published by
                    Office of the Federal Register
                    National Archives and Records
                    Administration
                    A Special Edition of the Federal Register

[[Page ii]]

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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       21
          Chapter 302--Relocation Allowances                       115
          Chapter 303--Payment of Expenses Connected With the 
          Death of Certain Employees                               223
          Chapter 304--Payment of Travel Expenses From a Non-
          Federal Source                                           229
  Finding Aids:
      Table of CFR Titles and Chapters........................     247
      Alphabetical List of Agencies Appearing in the CFR......     265
      List of CFR Sections Affected...........................     275

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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, 2005), consult the ``List of CFR 
Sections Affected (LSA),'' which is issued monthly, and the ``Cumulative 
List of Parts Affected,'' which appears in the Reader Aids section of 
the daily Federal Register. These two lists will identify the Federal 
Register page number of the latest amendment of any given rule.

EFFECTIVE AND EXPIRATION DATES

    Each volume of the Code contains amendments published in the Federal 
Register since the last revision of that volume of the Code. Source 
citations for the regulations are referred to by volume number and page 
number of the Federal Register and date of publication. Publication 
dates and effective dates are usually not the same and care must be 
exercised by the user in determining the actual effective date. In 
instances where the effective date is beyond the cut-off date for the 
Code a note has been inserted to reflect the future effective date. In 
those instances where a regulation published in the Federal Register 
states a date certain for expiration, an appropriate note will be 
inserted following the text.

OMB CONTROL NUMBERS

    The Paperwork Reduction Act of 1980 (Pub. L. 96-511) requires 
Federal agencies to display an OMB control number with their information 
collection request.

[[Page vi]]

Many agencies have begun publishing numerous OMB control numbers as 
amendments to existing regulations in the CFR. These OMB numbers are 
placed as close as possible to the applicable recordkeeping or reporting 
requirements.

OBSOLETE PROVISIONS

    Provisions that become obsolete before the revision date stated on 
the cover of each volume are not carried. Code users may find the text 
of provisions in effect on a given date in the past by using the 
appropriate numerical list of sections affected. For the period before 
January 1, 2001, consult either the List of CFR Sections Affected, 1949-
1963, 1964-1972, 1973-1985, or 1986-2000, published in 11 separate 
volumes. For the period beginning January 1, 2001, a ``List of CFR 
Sections Affected'' is published at the end of each CFR volume.

CFR INDEXES AND TABULAR GUIDES

    A subject index to the Code of Federal Regulations is contained in a 
separate volume, revised annually as of January 1, entitled CFR Index 
and Finding Aids. This volume contains the Parallel Table of Statutory 
Authorities and Agency Rules (Table I). A list of CFR titles, chapters, 
and parts and an alphabetical list of agencies publishing in the CFR are 
also included in this volume.
    An index to the text of ``Title 3--The President'' is carried within 
that volume.
    The Federal Register Index is issued monthly in cumulative form. 
This index is based on a consolidation of the ``Contents'' entries in 
the daily Federal Register.
    A List of CFR Sections Affected (LSA) is published monthly, keyed to 
the revision dates of the 50 CFR titles.

REPUBLICATION OF MATERIAL

    There are no restrictions on the republication of textual 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, Washington, DC 20408 or e-mail, 
[email protected].

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ELECTRONIC SERVICES

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CFR Sections Affected), The United States Government Manual, the Federal 
Register, Public Laws, Public Papers, Weekly Compilation of Presidential 
Documents and the Privacy Act Compilation are available in electronic 
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contact Electronic Information Dissemination Services, U.S. Government 
Printing Office. Phone 202-512-1530, or 888-293-6498 (toll-free). E-
mail, [email protected].

[[Page vii]]

    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 NARA site also contains links to GPO Access.

                              Raymond A. Mosley,
                                    Director,
                          Office of the Federal Register.

July 1, 2005.

[[Page ix]]



                               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, 2005.

    For this volume, Cheryl E. Sirofchuck was Chief Editor. The Code of 
Federal Regulations publication program is under the direction of 
Frances D. McDonald, assisted by Alomha S. Morris.

[[Page 1]]



           TITLE 41--PUBLIC CONTRACTS AND PROPERTY MANAGEMENT




                 (This book contains chapter 201 to End)

  --------------------------------------------------------------------
                                                                    Part

 SUBTITLE E--Federal Information Resources Management Regulations System

chapter 201 [Reserved]

              SUBTITLE F--Federal Travel Regulation System

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

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

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

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

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

[[Page 3]]

 Subtitle E--Federal Information Resources Management Regulations System



                         CHAPTER 201 [RESERVED]




[[Page 5]]

              Subtitle F--Federal Travel Regulation System

[[Page 7]]



                          CHAPTER 300--GENERAL




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

                       SUBCHAPTER A--INTRODUCTION
Part                                                                Page
300-1           The Federal Travel Regulation (FTR).........           9
300-2           How to use the FTR..........................           9
300-3           Glossary of terms...........................          10
                    SUBCHAPTER B--AGENCY REQUIREMENTS
300-70          Agency reporting requirements...............          17
300-80          Travel and relocation expenses test programs          18

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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. 486(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. 486(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; 36 FR 13747; 3 CFR, 1971-1975 Comp., p. 586, Office of Management 
and Budget Circular No. A-126, ``Improving the Management and Use of 
Government Aircraft.'' Revised May 22, 1992



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.
    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).
    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.
    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

[[Page 11]]

    (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.
    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;

[[Page 12]]

    (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.
    eTravel 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.
    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.
    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 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:

[[Page 13]]

    (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 (e.g., boat, sailboat, canoe, 
skiff, rowboat, dinghies, sculls and kayak, mounted or unmounted on 
trailers) of reasonable size that can fit into a moving van.
    (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.
    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:
    (a) Spouse;
    (b) Children of the employee or employee's spouse who are unmarried 
and under 21 years of age or who, regardless of age, are physically or 
mentally incapable of self-support. (The term ``children'' shall include 
natural offspring; stepchildren; adopted children; grandchildren, legal 
minor wards or other dependent children who are under legal guardianship 
of the employee or employee's spouse; and an unborn child(ren) born and 
moved after the employee's effective date of transfer.);
    (c) Dependent parents (including step and legally adoptive parents) 
of the employee or employee's spouse; and
    (d) Dependent brothers and sisters (including step and legally 
adoptive brothers and sisters) of the employee or employee's spouse who 
are unmarried and under 21 years of age or who, regardless of age, are 
physically or mentally incapable of self-support.
    Interviewee--An individual who is being considered for employment by 
an agency. The individual may currently be a Government employee.

[[Page 14]]

    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-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, 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.
    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, including any service charges where 
applicable for:
    (a) Lodging. Includes expenses, except lodging taxes, for overnight 
sleeping facilities, baths, personal use of the room during daytime, 
telephone access fee, and service charges for fans, air conditioners, 
heaters and fires furnished in the room when such charges are not 
included in the room rate. Lodging does not include accommodations on 
airplanes, trains, buses, or ships. Such cost is included in the 
transportation cost and is not considered a lodging expense.
    (b) Meals. Expenses for breakfast, lunch, dinner and related tips 
and taxes (specifically excluded are alcoholic beverage and 
entertainment expenses, and any expenses incurred for other persons).

[[Page 15]]

    (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).
    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 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.
    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

[[Page 16]]

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.
    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 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; 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; FTR Amdt. 108, 67 FR 57964, Sept. 13, 
2002; FTR Amdt. 2003-07, 68 FR 71029, Dec. 22, 2003; FTR Amdt. 2004-02, 
69 FR 34303, June 21, 2004]

[[Page 17]]



                    SUBCHAPTER B_AGENCY REQUIREMENTS





PART 300-70_AGENCY REPORTING REQUIREMENTS--Table of Contents




Subpart A_Requirement to Report Agency Payments for Employee Travel and 
                               Relocation

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

   Subpart B_Requirement to Report Use of First-Class Transportation 
                             Accommodations

300-70.100 Who must report use of first-class transportation 
          accommodations?
300-70.101 What information must we report?
300-70.102 How often must we report the required information?
300-70.103 When will GSA request this information?
300-70.104 Are there any exceptions to the reporting requirement?



                          Subpart C [Reserved]

    Authority: 5 U.S.C. 5707; 5 U.S.C. 5738; 5 U.S.C. 5741-5742; 20 
U.S.C. 905(a); 31 U.S.C. 1353; 40 U.S.C. 486(c); 49 U.S.C. 40118; E.O. 
11609, 3 CFR, 1971-1975 Comp.,p. 586.

    Source: 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) that spent more than $5 
million on travel and transportation payments, including relocation, 
during the fiscal year immediately preceding the survey year must report 
this information. Every two years GSA will distribute the Federal 
Agencies Travel Survey which is assigned Interagency Control No. 0362-
GSA-AN. Copies of the survey may be obtained from the Director, Travel 
and Transportation Management Policy Division (MTT), Office of 
Governmentwide Policy, General Services Administration, Washington, DC 
20405.



Sec. 300-70.2  What information must we report?

    For the fiscal year reporting period you must report the following 
information:
    (a) Estimated total agency payments for travel and transportation of 
people;
    (b) Average costs and duration of trips;
    (c) Amount of official travel by purpose(s);
    (d) Estimated total agency payments for employee relocation;
    (e) The estimated cost of administrating your agency's processing of 
travel authorizations and travel vouchers; and
    (f) Any other specific information GSA may require for the reporting 
period.

[FTR Amdt. 70, 63 FR 15953, Apr. 1, 1998, as amended by FTR Amdt. 98, 67 
FR 58196, Nov. 20, 2001]



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

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



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

    If you have major suborganizations, you must submit responses as 
follows:
    (a) A separate response from each suborganization which spent more 
than $5 million for travel and relocation

[[Page 18]]

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



   Subpart B_Requirement to Report use of First-Class Transportation 
                             Accommodations



Sec. 300-70.100  Who must report use of first-class transportation 
accommodations?

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



Sec. 300-70.101  What information must we report?

    All instances in which you authorized/approved the use of first-
class transportation accommodations. This report has been assigned 
Interagency Report Control No. 0411-GSA-AN.



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

    Once every year.



Sec. 300-70.103  When will GSA request this information?

    Generally, GSA will notify agencies during the summer months that 
this information is required and will indicate the date reports are due.



Sec. 300-70.104  Are there any exceptions to the reporting requirement?

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

Subpart C [Reserved]



PART 300-80_TRAVEL AND RELOCATION EXPENSES TEST PROGRAMS--Table of 
Contents




Sec.
300-80.1 What is a travel and relocation expenses test program?
300-80.2 Who may authorize such test programs?
300-80.3 What must be done to apply for test program authority?
300-80.4 How many test programs may be authorized by GSA throughout the 
          Government?
300-80.5 What factors will GSA consider in approving a request for a 
          travel or relocation expenses test program?
300-80.6 May the same agency be authorized to test travel and relocation 
          expenses programs at the same time?
300-80.7 What limits are there to test programs?
300-80.8 What is the maximum duration of test programs?
300-80.9 What reports are required for a test program?
300-80.10 When does the authority of GSA to authorize test programs 
          expire?

    Authority: 5 U.S.C. 5707, 5710, 5738, and 5739.

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



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

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



Sec. 300-80.2  Who may authorize such test programs?

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



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

    The head of the agency or designee must design the test program to 
enhance cost savings or other efficiencies to the Government and submit 
in writing to the Administrator of General Services (Attention: MTT), 
1800 F Street, NW, Washington, DC 20405:

[[Page 19]]

    (a) An explanation of the test program;
    (b) If applicable, the specific provisions of the FTR from which the 
agency is deviating (travel and/or relocation);
    (c) An analysis of the expected costs and benefits; and
    (d) A set of criteria for evaluating the effectiveness of the 
program.



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

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



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

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



Sec. 300-80.6  May the same agency be authorized to test travel and 
relocation expenses programs at the same time?

    Yes, if authorized, both test programs may be conducted by the same 
agency at the same time.



Sec. 300-80.7  What limits are there to test programs?

    None. When authorized by the Administrator of General Services, the 
agency may pay any necessary travel or relocation expenses in lieu of 
payments authorized or required under chapters 301 and 302 of this 
title.



Sec. 300-80.8  What is the maximum duration of test programs?

    The test program may not exceed 24 months from the date the test is 
authorized to begin.



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

    Two reports are required:
    (a) The Administrator of General Services must submit a copy of an 
approved test program to Congress at least 30 days before the effective 
date of the authorized test program.
    (b) The agency authorized to conduct the test program must submit a 
report on the results of the test program to the Administrator of 
General Services (Attention: MTT), 1800 F Street, NW, Washington, DC 
20405, and to Congress within 3 months after completion of the program.



Sec. 300-80.10  When does the authority of GSA to authorize test programs 
expire?

    The authority to conduct test programs expires on October 20, 2005.

[[Page 21]]



           CHAPTER 301--TEMPORARY DUTY (TDY) TRAVEL ALLOWANCES




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

                       SUBCHAPTER A--INTRODUCTION
Part                                                                Page
301-1           Applicability...............................          23
301-2           General rules...............................          23
                 SUBCHAPTER B--ALLOWABLE TRAVEL EXPENSES
301-10          Transportation expenses.....................          25
301-11          Per diem expenses...........................          41
301-12          Miscellaneous expenses......................          55
301-13          Travel of an employee with special needs....          55
301-30          Emergency travel............................          56
301-31          Threatened law enforcement/investigative 
                    employees...............................          57
SUBCHAPTER C--ARRANGING FOR TRAVEL SERVICES, PAYING TRAVEL EXPENSES, AND 
                         CLAIMING REIMBURSEMENT
301-50          Arranging for travel services...............          59
301-51          Paying travel expenses......................          60
301-52          Claiming reimbursement......................          64
301-53          Using promotional materials and frequent 
                    traveler programs.......................          67
301-54          Collection of undisputed delinquent amounts 
                    owed to the contractor issuing the 
                    individually billed travel charge card..          69
                  SUBCHAPTER D--AGENCY RESPONSIBILITIES
301-70          Internal policy and procedure requirements..          71
301-71          Agency travel accountability requirements...          85
301-72          Agency responsibilities related to common 
                    carrier transportation..................          92
301-73          Travel programs.............................          94
301-74          Conference planning.........................          98
301-75          Pre-employment interview travel.............         102

[[Page 22]]

301-76          Collection of undisputed delinquent amounts 
                    owed to the contractor issuing the 
                    individually billed travel charge card..         104
Appendix A to Chapter 301--Prescribed Maximum Per Diem Rates 
  for CONUS.................................................         105
Appendix B to Chapter 301--Allocation of M&IE Rates To Be 
  Used in Making Deductions From the M&IE Allowance.........         106
Appendix C to Chapter 301--Standard Data Elements for 
  Federal Travel [Traveler Identification]..................         108
Appendix D to Chapter 301--Glossary of Acronyms.............         109
Appendix E to Chapter 301--Suggested Guidance for Conference 
  Planning..................................................         110

[[Page 23]]



                        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 24]]



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 first-class or business-class service on common carrier 
transportation;
    (b) Use of a foreign air carrier;
    (c) Use of reduced fares for group or charter arrangements;
    (d) Use of cash to pay for common carrier transportation;
    (e) Use of extra-fare train service;
    (f) Travel by ship;
    (g) Use of a rental car;
    (h) Use of a Government aircraft;
    (i) Payment of a reduced per diem rate;
    (j) Payment of actual expense;
    (k) Travel expenses related to emergency travel;
    (l) Transportation expenses related to threatened law enforcement/
investigative employees and members of their families;
    (m) Travel expenses related to travel to a foreign area;
    (n) Acceptance of payment from a non-Federal source for travel 
expenses, see chapter 304 of this subtitle; and
    (o) Travel expenses related to attendance at a conference.

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

[FTR Amdt. 70, 63 FR 15955, Apr. 1, 1998, as amended by FTR Amdt. 2005-
03, 70 FR 28459, May 18, 2005]

[[Page 25]]



                 SUBCHAPTER B_ALLOWABLE TRAVEL EXPENSES





PART 301-10_TRANSPORTATION EXPENSES--Table of Contents




                            Subpart A_General

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

                 Subpart B_Common Carrier Transportation

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

                                 Airline

301-10.106 What are the basic requirements for using airlines?

                     Use of Contract City-Pair Fares

301-10.107 When must I use a contract city-pair fare?
301-10.108 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 first-class airline accommodations?
301-10.124 When may I use business-class airline accommodations?

                 Use of United States Flag Air Carriers

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

                                  Train

301-10.160 What classes of train accommodations are available?
301-10.161 What class of train accommodations must I use?
301-10.162 When may I use first-class train accommodations?
301-10.163 What is an extra-fare train?

[[Page 26]]

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

                                  Ship

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

                          Local Transit System

301-10.190 When may I use a local transit system (bus, subway, or 
          streetcar)?

                      Subpart C_Government Vehicle

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

                         Government Automobiles

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

                      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 a POV is determined by my 
          agency to be advantageous to the Government?
301-10.304 What expenses are allowable in addition to the allowances 
          prescribed in Sec. 301-10.303?
301-10.305 How is reimbursement handled if another person(s) travels in 
          a POV with me?
301-10.306 What will be reimbursed if I am authorized to use a POV 
          instead of a taxi for round-trip travel between my residence 
          and office on a day of travel requiring an overnight stay?
301-10.307 What will I be reimbursed if I use a POV to transport other 
          employees?
301-10.308 What will I be reimbursed if I park my POV at a common 
          carrier terminal while I am away from my official station?
301-10.309 What will I be reimbursed if I am authorized to use common 
          carrier transportation and I use a POV instead?
301-10.310 What will I be reimbursed if I am authorized to use a 
          Government automobile and I use a privately owned automobile 
          instead?

                      Subpart E_Special Conveyances

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

      Taxicabs, Shuttle Services, or Other Courtesy Transportation

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

                           Rental Automobiles

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

    Authority: 5 U.S.C. 5707, 40 U.S.C. 121(c); 49 U.S.C. 40118, Office 
of Management and Budget Circular No. A-126, ``Improving the Management 
and Use of Government Aircraft.'' Revised May 22, 1992.

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

[[Page 27]]



                            Subpart A_General



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

    Yes, when performing official travel, including local travel.



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

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



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

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



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

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



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

    (a) Common carrier. Travel by common carrier is presumed to be the 
most advantageous method of transportation and must be used when 
reasonably available.
    (b) Government automobile. When your agency determines that your 
travel must be performed by automobile, a Government automobile is 
presumed to be the most advantageous method of transportation.



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

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



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

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



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

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



                 Subpart B_Common Carrier Transportation



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

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

                                 Airline



Sec. 301-10.106  What are the basic requirements for using airlines?

    The requirements for using airlines fall into three categories:
    (a) Using contract carriers, when available;
    (b) Using coach class service, unless business-class or first-class 
service is authorized;
    (c) Using U.S. flag air carrier or (ship) service, unless use of 
foreign air carrier or (ship) is authorized.

[FTR Amdt. 70, 63 FR 15955, Apr. 1, 1998; 63 FR 35537, June 30, 1998, as 
amended by FTR Amdt. 2005-03, 70 FR 28460, May 18, 2005]

[[Page 28]]

                     Use of Contract City-Pair Fares



Sec. 301-10.107  When must I use a contract city-pair fare?

    You must always use a contract city-pair fare for scheduled air 
passenger transportation service, (an Internet list of city-pairs is 
available at http://pub.fss.gsa.gov/services/citypairs), if you are a 
civilian employee of an agency (see Sec. 301-1.1 of this chapter), 
unless one or more of the following conditions exist(s):
    (a) Space or a scheduled contract flight is not available in time to 
accomplish the purpose of your travel, or use of contract service would 
require you to incur unnecessary overnight lodging costs which would 
increase the total cost of the trip; or
    (b) The contractor's flight schedule is inconsistent with explicit 
policies of your Federal department or agency with regard to scheduling 
travel during normal working hours; or
    (c) A non-contract carrier offers a lower fare available to the 
general public, the use of which will result in a lower total trip cost 
to the Government, to include the combined costs of transportation, 
lodging, meals, and related expenses.

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

    (d) Rail service is available and such service is cost effective and 
consistent with mission requirements; or
    (e) Smoking is permitted on the contract flight and the nonsmoking 
section of the aircraft for the contract flight is not acceptable to 
you.

    Note 1 to Sec. 301-10.107: Employees of the Government of the 
District of Columbia are not eligible to use the contract city-pair 
fares, even though they may otherwise be covered by the Federal Travel 
Regulation.
    Note 2 to Sec. 301-10.107: Department of Defense (DoD) groups of 21 
or more passengers may request contract service on an optional basis. 
Contract carriers may, but are not required, to furnish service to such 
groups.

[FTR Amdt. 84, 64 FR 29162, May 28, 1999, as amended by FTR Amdt. 108, 
67 FR 57964, Sept. 13, 2002]



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

    Before purchasing a non-contract fare--
    (a) You must--
    (1) Meet one of the requirements for exceptions listed in Sec. 301-
10.107; and
    (2) 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.
    (b) Your agency must determine that the proposed non-contract 
transportation is practical and cost effective for the Government.

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



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]

[[Page 29]]



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 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?

    The following classes of air accommodations are available:
    (a) Coach-class. The basic class of accommodations offered to 
travelers regardless of fare paid. The terms ``tourist'' or ``economy-
class'' are sometimes used for this class of accommodation. When 
authorizing this class of accommodation, use of the contract city-pair 
fare is mandatory.
    (b) Business-class. A premium-class of accommodation offered by the 
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. Not all city-pair 
fares are available in business-class, and even when use of business-
class is authorized, the use of business-class city-pair fares is 
optional. This class of

[[Page 30]]

service may only be authorized in accordance with the provisions of 
Sec. 301-10.124 of this part.
    (c) First-class. Generally, the highest class of accommodation 
offered by the airlines in terms of both cost and amenities and termed 
``first-class'' by the airlines and any reservation system. This class 
of accommodation may only be authorized in accordance with the 
provisions of Sec. 301-10.123 of this part. There are no contract city-
pair fares for this class of accommodation.
    (d) Single-class. This term applies when an airline offers only one 
class of accommodations to all travelers.

[FTR Amdt. 2005-03, 70 FR 28460, May 18, 2005]



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 Sec. Sec. 
301-10.123 and 301-10.124.



Sec. 301-10.123  When may I use first-class airline accommodations?

    You may use first-class airline accommodations only when your agency 
specifically authorizes/approves your use of such accommodations, for 
the reasons given under paragraphs (a) through (d) of this section.
    (a) No coach or business-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.
    (b) When use of first-class is necessary to accommodate a disability 
or other special need. A disability must be substantiated in writing by 
a competent medical authority. A special need must be substantiated in 
writing according to your agency's procedures. If you are authorized 
under Sec. 301-13.3(a) of this chapter to have an attendant accompany 
you, your agency also may authorize the attendant to use first-class 
accommodations if you require the attendant's services en route.
    (c) When exceptional security circumstances require first-class 
travel. Exceptional security circumstances are determined by your agency 
and include, but are not limited to:
    (1) Use of other than first-class accommodations would endanger your 
life or Government property;
    (2) You are an agent on protective detail and you are accompanying 
an individual authorized to use first-class accommodations; or
    (3) You are a courier or control officer accompanying controlled 
pouches or packages.
    (d) When required because of agency mission.

    Note to Sec. 301-10.123: You may upgrade to first-class at your 
personal expense, including through redemption of frequent flyer 
benefits.

[FTR Amdt. 70, 63 FR 15955, Apr. 1, 1998, as amended by FTR Amdt. 104, 
67 FR 17947, Apr. 12, 2002; FTR Amdt. 2005-03, 70 FR 28460, May 18, 
2005]



Sec. 301-10.124  When may I use business-class airline accommodations?

    Only when your agency specifically authorizes/approves your use of 
such accommodations, for the reasons given under paragraphs (a) through 
(i) of this section.
    (a) Regularly scheduled flights between origin/destination points 
(including connecting points) provide only first-class and business-
class accommodations and you certify such on your voucher; or
    (b) No space is available in coach-class accommodations in time to 
accomplish the mission, which is urgent and cannot be postponed; or
    (c) When use of business-class accommodations is necessary to 
accommodate your disability or other special need. Disability must be 
substantiated in writing by a competent medical authority. Special need 
must be substantiated in writing according to your agency's procedures. 
If you are authorized under Sec. 301-13.3(a) of this chapter to have an 
attendant accompany you, your agency also may authorize the attendant to 
use business-class accommodations if you require the attendant's 
services en route; or
    (d) Security purposes or exceptional circumstances as determined by 
your agency make the use of business-class

[[Page 31]]

accommodations essential to the successful performance of the agency's 
mission; or
    (e) Coach-class accommodations on an authorized/approved foreign air 
carrier do not provide adequate sanitation or health standards; or
    (f) The use results in an overall cost savings to the Government by 
avoiding additional subsistence costs, overtime, or lost productive time 
while awaiting coach-class accommodations; or
    (g) Your transportation costs are paid in full through agency 
acceptance of payment from a non-federal source in accordance with 
chapter 304 of this title; or
    (h) 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 this instance you will not be eligible for a 
rest stop en route or a rest period upon arrival at your duty site.); or
    (i) When required because of agency mission.

    Note to Sec. 301-10.124: You may upgrade to business-class at your 
personal expense, including through redemption of frequent flyer 
benefits.

[FTR Amdt. 70, 63 FR 15955, Apr. 1, 1998, as amended by FTR Amdt. 87, 64 
FR 67670, Dec. 2, 1999; FTR Amdt. 104, 67 FR 17947, Apr. 12, 2002; FTR 
Amdt. 108, 67 FR 57964, Sept. 13, 2002; FTR Amdt. 2005-03, 70 FR 28460, 
May 18, 2005]

                 Use of United States Flag Air Carriers

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



Sec. 301-10.131  What does United States mean?

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



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

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



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

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



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

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



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

    You are required by 49 U.S.C. 40118, commonly referred to as the 
``Fly America Act,'' to use U.S. flag air carrier service for all air 
travel funded by the U.S. Government, except as provided in Sec. 301-
10.136 and Sec. 301-10.137 or when one of the following exceptions 
applies:
    (a) Use of a foreign air carrier is determined to be a matter of 
necessity in accordance with Sec. 301-10.138; or
    (b) The transportation is provided under a bilateral or multilateral 
air transportation agreement to which the United States Government and 
the government of a foreign country are parties, and which the 
Department of Transportation has determined meets the requirements of 
the Fly America Act; or
    (c) You are an officer or employee of the Department of State, 
United States Information Agency, United States International 
Development Cooperation Agency, or the Arms Control Disarmament Agency, 
and your travel is paid with funds appropriated to one of these 
agencies, and your travel is between two places outside the United 
States; or
    (d) No U.S. flag air carrier provides service on a particular leg of 
the route,

[[Page 32]]

in which case foreign air carrier service may be used, but only to or 
from the nearest interchange point on a usually traveled route to 
connect with U.S. flag air carrier service; or
    (e) A U.S. flag air carrier involuntarily reroutes your travel on a 
foreign air carrier; or
    (f) Service on a foreign air carrier would be three hours or less, 
and use of the U.S. flag air carrier would at least double your en route 
travel time; or
    (g) When the costs of transportation are reimbursed in full by a 
third party, such as a foreign government, international agency, or 
other organization.



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

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



Sec. 301-10.137  What exceptions to the Fly America Act requirements 

apply when I travel solely outside the United States, and a U.S. flag 
air carrier provides 
          service between my origin and my destination?

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



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

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



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

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

[[Page 33]]



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

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



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

    Yes, you must provide a certification, as required in Sec. 301-
10.142 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) First-class--Includes bedrooms, roomettes, club service, parlor 
car accommodations, or other premium accommodations.
    (d) Business-class--A class of service offered on Amtrak Acela or 
Metroliner extra fare train service.

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



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

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



Sec. 301-10.162  When may I use first-class train accommodations?

    Only when your agency specifically authorizes/approves your use of 
first-class train accommodations under paragraphs (a) through (d) of 
this section.

[[Page 34]]

    (a) No coach-class accommodations are reasonably available. 
``Reasonably available'' means available and scheduled to leave within 
24 hours of the employee's proposed departure time, or scheduled to 
arrive within 24 hours of the employee's proposed arrival time.
    (b) When use of first-class is necessary to accommodate a disability 
or other special need. A disability must be substantiated in writing by 
competent medical authority. A special need must be substantiated in 
writing according to your agency's procedures. If you are authorized 
under Sec. 301-13.3(a) of this chapter to have an attendant accompany 
you, your agency also may authorize the attendant to use first-class 
accommodations if you require the attendant's services en route.
    (c) When exceptional security circumstances require first-class 
travel. Exceptional security circumstances include, but are not limited 
to:
    (1) Use of other than first-class accommodations would endanger your 
life or Government property;
    (2) You are an agent on protective detail and you are accompanying 
an individual authorized to use first-class accommodations; or
    (3) You are a courier or control officer accompanying controlled 
pouches or packages.
    (d) Inadequate foreign coach-class train accommodations. When coach-
class train accommodations on a foreign rail carrier do not provide 
adequate sanitation or health standards.



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

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



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

    You may use extra fare train service whenever your agency determines 
it is more advantageous to the Government or is required for security 
reasons. The use of the lowest class of service available on any AMTRAK 
Acela or Metroliner train service (including Acela Express) is deemed 
advantageous to the Government and no further agency approval is needed. 
On the Amtrak Acela Express or Metroliner train service, the lowest 
available class is business and on the Amtrak Regional train service the 
lowest available class of service is coach. AMTRAK Acela and Metroliner 
first-class accommodations may be authorized/approved only as provided 
in Sec. 301-10.162.

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

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



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

    You must use the lowest first class accommodations when traveling by 
ship, except when your agency specifically authorizes/approves your use 
of first-class ship accommodations under paragraphs (a) through (c) of 
this section.
    (a) Lowest first class accommodations are not available on the ship.
    (b) When use of first-class is necessary to accommodate a disability 
or other special need. Disability must be substantiated in writing by 
competent medical authority. Special need must be substantiated in 
writing according to your agency's procedures. If you are

[[Page 35]]

authorized under Sec. 301-13.3(a) of this chapter to have an attendant 
accompany you, your agency also may authorize the attendant to use 
first-class accommodations if you require the attendant's services en 
route.
    (c) When exceptional security circumstances require first-class 
travel. Exceptional security circumstances include, but are not limited 
to:
    (1) The use of lowest first class accommodations would endanger your 
life or Government property; or
    (2) You are an agent on protective detail and you are accompanying 
an individual authorized to use first-class accommodations; or
    (3) You are a courier or control officer accompanying controlled 
pouches or packages.

                          Local Transit System



Sec. 301-10.190  When may I use a local transit system (bus, subway, 
or streetcar)?

    (a) To, from, and between places of work. The use of bus, subway, or 
streetcar is an allowable expense for local travel between places of 
business at your official station or a TDY station, and between places 
of lodging and place of business at a TDY station.
    (b) To places where meals can be obtained. Where the nature and 
location of the work at your TDY station are such that meals cannot be 
obtained there, travel to obtain meals at the nearest available place is 
an allowable expense. You must, however, attach a statement to your 
travel voucher explaining why such travel was necessary.



                      Subpart C_Government Vehicle



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

    You may be authorized to use:
    (a) A Government automobile in accordance with Sec. 301-10.220;
    (b) A Government aircraft in accordance with Sec. Sec. 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]



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 Automobiles



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

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

                      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 Sec. 301-70.808 and

[[Page 36]]

Sec. 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 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 
Sec. 301-10.262(a) and Sec. 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. 4744 and regulations implementing that statute.

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



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

[[Page 37]]

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 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. 4744 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

[[Page 38]]

cause an increase in the actual costs to the Government of operating the 
aircraft.

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



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. 6744 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]



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 prescribed in Sec. 301-10.303 of this subpart.



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

------------------------------------------------------------------------
                                  The distance between your origin and
       If you travel by                      destination is
------------------------------------------------------------------------
Privately owned automobile or  As determined from aeronautical charts
 privately owned motorcycle.    issued by the Federal Aviation
                                Administration (FAA).
Privately owned aircraft.....  As determined from airway charts issued
                                by the National Oceanic and Atmospheric
                                Administration, Department of Commerce.
                                You may include in your travel claim
                                with an explanation any additional air
                                mileage resulting from a detour
                                necessary due to adverse weather,
                                mechanical difficulty, or other unusual
                                conditions. If a required deviation is
                                such that airway mileage charts are not
                                adequate to determine distance, you may
                                use the formula of flight time
                                multiplied by cruising speed of the
                                aircraft to determine distance.
------------------------------------------------------------------------


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



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

------------------------------------------------------------------------
              For use of a                    Your reimbursement is
------------------------------------------------------------------------
Privately owned aircraft (e.g.,          Actual cost of operation (i.e.,
 helicopter, except an airplane).         fuel, oil, plus the additional
                                          expenses listed in Sec. 301-
                                          10.304).
Privately owned airplane...............  \1\ $1.07
Privately owned automobile.............  \1\ $0.405
Privately owned motorcycle.............  \1\ $0.305
------------------------------------------------------------------------
\1\ Per mile.


[FTR Amdt. 112, 68 FR 494, Jan. 6, 2003; 68 FR 2402, Jan. 16, 2003; FTR 
Amdt. 2003-06, 68 FR 69619, Dec. 15, 2003; FTR Amdt. 2005-01, 70 FR 
5933, Feb. 4, 2005]

[[Page 39]]



Sec. 301-10.304  What expenses are allowable in addition to the 
allowances prescribed in Sec. 301-10.303?

    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]



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

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



Sec. 301-10.306  What will be reimbursed if I am authorized to use a 

POV instead of a taxi for round-trip travel between my residence and 
office on a day of 
          travel requiring an overnight stay?

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



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

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



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

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



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

    You will be reimbursed on a mileage basis (see Sec. 301-10.303), 
plus per diem, not to exceed the total constructive cost of the 
authorized method of common carrier transportation plus per diem. Your 
agency must determine the constructive cost of transportation and per 
diem by common carrier under the rules in Sec. 301-10.310.



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

    (a) Reimbursement based on Government costs--Unless you are 
committed to using a Government vehicle as provided in paragraph (b) of 
this section, your reimbursement will be limited to the cost that would 
be incurred for use of a Government automobile, which in CONUS is 27.0 
cents per mile. If your agency determines the cost of providing a 
Government automobile would be higher because of unusual circumstances, 
it may allow reimbursement not to exceed the mileage rate provided in 
Sec. 301-10.303 for a privately owned automobile.
    In addition, you may be reimbursed other allowable expenses as 
provided in Sec. 301-10.304.
    (b) Partial reimbursement when you are committed to use a Government 
owned automobile--When you are committed to use a Government automobile 
or would not ordinarily be authorized to use a privately owned 
automobile due to the availability of a Government automobile, but 
nevertheless request to use a privately owned automobile, you will be 
reimbursed 10.5 cents per mile. This is the approximate cost of 
operating a Government automobile,

[[Page 40]]

fixed costs excluded. In addition, parking fees, bridge, road and tunnel 
fees are reimbursable.

[FTR Amdt. 70, 63 FR 15955, Apr. 1, 1998, as amended by FTR Amdt. 95, 66 
FR 6482, Jan. 22, 2001; FTR Amdt. 2003-06, 68 FR 69619, Dec. 15, 2003]



                      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 Sec. Sec. 301-10.420 through 301-
10.421 of this chapter;
    (b) Commercial rental automobiles as specified in Sec. Sec. 301-
10.450 through 301-10.453 of this chapter; or
    (c) Any other special conveyance when determined to be advantageous 
to the Government.



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

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



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

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



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

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

      Taxicabs, Shuttle Services, or Other Courtesy Transportation



Sec. 301-10.420  When may I use a taxi or shuttle service?

    (a) For local travel. When your agency authorizes/approves the use 
of a taxi for the following, local travel is reimbursable:
    (1) Between places of business at an official or TDY station;
    (2) Between a place of lodging and a place of business at a 
temporary duty station; and
    (3) To obtain meals at the nearest available place where the nature 
and location of the work at a TDY station are such that meals cannot be 
obtained there.
    (b) To and from a carrier terminal. (1) General authorization. 
Except as provided in paragraph (b)(2) of this section, you will be 
reimbursed the usual fare plus tip for use of a taxicab or shuttle 
services in the following situations:
    (i) Between a common carrier or other terminal and either your home 
or place of business at your official station, or your place of business 
or lodging at a TDY station; or
    (ii) Between the carrier terminal and shuttle terminal.
    (2) Courtesy transportation. You should use courtesy transportation 
service furnished by hotels/motels to the maximum extent possible as a 
first source of transportation between a place of lodging at the TDY 
station and a common carrier terminal. You will be reimbursed for tips 
when you use courtesy transportation service.
    (3) Restrictions. When appropriate, your agency will restrict or 
place a monetary limit on the amount of reimbursement for the use of 
taxicabs under this paragraph when:
    (i) Suitable Government or common carrier transportation service, 
including shuttle service, is available for all or part of the distance 
involved; or
    (ii) Courtesy transportation service is provided by hotels/motels 
between the place of lodging at the TDY station and the common carrier 
terminal.
    (c) Between residence and office on day you perform official travel. 
In addition to use of a taxi under paragraph (b) of this

[[Page 41]]

section, your agency may authorize/approve reimbursement of the usual 
taxicab fare plus tip in the following situations:
    (1) From your home to your office on the day you depart the office 
on an official trip requiring at least one night's lodging; and
    (2) From your office to your home on the day you return to the 
office from your trip.
    (d) Between residence and office in cases of necessity. Your agency 
may authorize/approve the usual taxicab fare plus tip for travel between 
your office and home when you perform official business at your official 
station and:
    (1) You are dependent on public transportation for officially 
ordered work outside regular working hours; and
    (2) The travel between your office and home is during hours of 
infrequently scheduled public transportation or darkness.

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



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

    An amount which your agency determines to be reasonable.

                           Rental Automobiles



Sec. 301-10.450  When can I use a rental vehicle?

    Your agency must determine that use of a rental vehicle is 
advantageous to the Government and must specifically authorize such use.



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

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



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

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



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

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



PART 301-11_PER DIEM EXPENSES--Table of Contents




                         Subpart A_General Rules

Sec.
301-11.1 When am I eligible for an allowance (per diem or actual 
          expense)?
301-11.2 Will I be reimbursed for per diem expenses if my official 
          travel is 12 hours or less?
301-11.3 Must my agency pay an allowance (either a per diem allowance or 
          actual expense)?
301-11.4 May I be reimbursed actual expense and per diem on the same 
          trip?
301-11.5 How will my per diem expenses be reimbursed?
301-11.6 Where do I find maximum per diem and actual expense rates?
301-11.7 What determines my maximum per diem reimbursement rate?
301-11.8 What is the maximum per diem rate I will receive if lodging is 
          not available at my TDY location?
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 make my 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?

[[Page 42]]

301-11.14 How is my daily lodging rate computed when I rent lodging on a 
          long-term basis?
301-11.15 What expenses may be considered part of the daily lodging cost 
          when I rent on a long-term basis?
301-11.16 What reimbursement will I receive if I prepay my lodging 
          expenses and my TDY is curtailed, canceled, or interrupted for 
          official purposes or for other reasons beyond my control that 
          are acceptable to my agency?
301-11.17 If my agency authorizes per diem reimbursement, will it reduce 
          my M&IE allowance for a meal(s) provided by a common carrier 
          or for a complimentary meal(s) provided by a hotel/motel?
301-11.18 What M&IE rate will I receive if a meal(s) is furnished at 
          nominal or no cost by the Government or is included in the 
          registration fee?
301-11.19 How is my per diem calculated when I travel across the 
          international dateline (IDL)?
301-11.20 May my agency authorize a rest period for me while I am 
          traveling?
301-11.21 Will I be reimbursed for per diem or actual expenses on leave 
          or non-workdays (weekend, legal Federal Government holiday, or 
          other scheduled non-workdays) while I am on official travel?
301-11.22 Am I entitled to per diem or actual expense reimbursement if I 
          am required to return to my official station on a non-workday?
301-11.23 Are there any other circumstances when my agency may reimburse 
          me to return home or to my official station for non-workdays 
          during a TDY assignment?
301-11.24 What reimbursement will I receive if I voluntarily return home 
          or to my official station on non-workdays during my TDY 
          assignment?
301-11.25 Must I provide receipts to substantiate my claimed travel 
          expenses?
301-11.26 How do I get a per diem rate increased?
301-11.27 Are taxes included in the lodging portion of the Government 
          per diem rate?
301-11.28 As a traveler on official business, am I required to pay 
          applicable lodging taxes?
301-11.29 Are lodging facilities required to accept a generic federal, 
          state or local tax exempt certificate?
301-11.30 What is my option if the Government lodging rate exceeds my 
          lodging reimbursement?
301-11.31 Are laundry, cleaning and pressing of clothing expenses 
          reimbursable?
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?

                       Subpart C_Reduced Per Diem

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

                        Subpart D_Actual Expense

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

Subpart E_Income Tax Reimbursement Allowance (ITRA), Tax Years 1993 and 
                                  1994

                                 General

301-11.501 What is the Income Tax Reimbursement Allowance (ITRA)?
301-11.502 Who is eligible to receive the ITRA?
301-11.503 Are Federal Insurance Contribution Act (FICA) and Medicare 
          deductions included in any reimbursement under this part?

                        Employee Responsibilities

301-11.521 Must I file a claim to be reimbursed for the additional 
          income taxes incurred?
301-11.522 If I was assessed an income tax penalty and/or interest 
          payment due to incorrect income tax withholdings, are those 
          payments reimbursable?
301-11.523 What documentation must I submit to substantiate my claim?
301-11.524 What steps must my agency take to determine my ITRA?
301-11.525 Is the ITRA I receive taxable income?
301-11.526 May I receive a lump sum payment of the additional tax 
          liability on the covered ITRA in lieu of submitting another 
          claim?

[[Page 43]]

301-11.527 If I elect a lump sum payment, how is the ITRA paid?
301-11.528 If I do not elect lump sum payment is there any additional 
          reimbursement?

                         Agency Responsibilities

301-11.531 What documentation must the employee submit to substantiate a 
          claim?
301-11.532 How should we compute the employee's ITRA?
301-11.533 Are tax penalty and interest payments reimbursable?
301-11.534 What tax tables should we use to calculate the amount of 
          allowable reimbursement?
301-11.535 How should we calculate the ITRA?
301-11.536 Is the ITRA reimbursement considered to be income to the 
          employee?
301-11.537 Are income taxes to be withheld from the ITRA?
301-11.538 May we offer a lump sum payment to cover the income tax 
          liability on the covered ITRA?
301-11.539 If the employee does not elect a lump sum payment, how is the 
          tax on the ITRA calculated?
301-11.540 How do we handle any excess payment?

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

                                 General

301-11.601 What is the Income Tax Reimbursement Allowance (ITRA)?
301-11.602 Who is eligible to receive the ITRA?
301-11.603 Are Federal Insurance Contribution Act (FICA) and Medicare 
          deductions included in any reimbursement under this part?

                        Employee Responsibilities

301-11.621 Must I file a claim to be reimbursed for the additional 
          income taxes incurred?
301-11.622 If I was assessed an income tax penalty and/or interest 
          payment due to incorrect income tax withholdings, are those 
          payments reimbursable?
301-11.623 What documentation must I submit to substantiate my claim?
301-11.624 What steps must my agency take to determine my ITRA?
301-11.625 Is the ITRA I receive taxable income?
301-11.626 May I receive a lump sum payment of the additional tax 
          liability on the covered ITRA in lieu of submitting another 
          claim?
301-11.627 If I elect a lump sum payment, how is the ITRA paid?
301-11.628 If I do not elect lump sum payment is there any additional 
          reimbursement?

                         Agency Responsibilities

301-11.631 What documentation must the employee submit to substantiate a 
          claim?
301-11.632 How should we compute the employee's ITRA?
301-11.633 Are tax penalty and interest payments reimbursable?
301-11.634 What tax tables should we use to calculate the amount of 
          allowable reimbursement?
301-11.635 How should we calculate the ITRA?
301-11.636 Is the ITRA reimbursement considered to be income to the 
          employee?
301-11.637 Are income taxes to be withheld from the ITRA?
301-11.638 May we offer a lump sum payment to cover the income tax 
          liability on the covered ITRA?
301-11.639 If the employee does not elect a lump sum payment, how is the 
          tax on the ITRA reimbursement calculated?
301-11.640 How do we handle any excess payment?

    Authority: 5 U.S.C. 5707.

    Source: 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

[[Page 44]]

    (b) You perform pre-employment interview travel, and the 
interviewing agency does not authorize payment of per diem expenses.



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

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



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

    Per diem expenses will be reimbursed by the:
    (a) Lodgings-plus per diem method;
    (b) Reduced per diem method;
    (c) Conference lodging allowance method (see Sec. Sec. 301-74.7 and 
301-74.22 of this chapter); or
    (d) Actual expense method.

[FTR Amdt. 89, 65 FR 1327, Jan. 10, 2000]



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

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

------------------------------------------------------------------------
                                                      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
                                                    PersonalProperty,
                                                    Travel Management
                                                    Policy, and
                                                    available on the
                                                    Internet at http://
                                                    www.gsa.gov/perdiem.
                                                    For actual expense,
                                                    see 41 CFR 301-
                                                    11.303 and 301-
                                                    11.305.
(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.dtic.mil/perdiem/
                                                    . (Ratesalso 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).
------------------------------------------------------------------------


[FTR Amdt. 2003-03, 68 FR 22314, Apr. 28, 2003]



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

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

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



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

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



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

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



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

    You must record the date of departure from, and arrival at, the 
official station or any other place travel begins or ends. You must show 
this same information for points where you perform TDY or for a stopover 
or official

[[Page 45]]

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 make my lodging reservations?

    You must make your lodging reservations through your agency travel 
management system as required by part 301-50 of this chapter.

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



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

    Your agency will reimburse you for different types of lodging as 
follows:
    (a) Conventional lodgings. (Hotel/motel, boarding house, etc.) You 
will be reimbursed the single occupancy rate.
    (b) Government quarters. You will be reimbursed, as a lodging 
expense, the fee or service charge you pay for use of the quarters.
    (c) Lodging with friend(s) or relative(s) (with or without charge). 
You may be reimbursed for additional costs your host incurs in 
accommodating you only if you are able to substantiate the costs and 
your agency determines them to be reasonable. You will not be reimbursed 
the cost of comparable conventional lodging in the area or a flat 
``token'' amount.
    (d) Nonconventional lodging. You may be reimbursed the cost of other 
types of lodging when there are no conventional lodging facilities in 
the area (e.g., in remote areas) or when conventional facilities are in 
short supply because of an influx of attendees at a special event (e.g., 
World's Fair or international sporting event). Such lodging includes 
college dormitories or similar facilities or rooms not offered 
commercially but made available to the public by area residents in their 
homes.
    (e) Recreational vehicle (trailer/camper). You may be reimbursed for 
expenses (parking fees, fees for connection, use, and disconnection of 
utilities, electricity, gas, water and sewage, bath or shower fees, and 
dumping fees) which may be considered as a lodging cost.



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

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



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

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



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

    When you rent a room, apartment, house, or other lodging on a long-
term basis (e.g., weekly, monthly), the following expenses may be 
considered part of the lodging cost:
    (a) The rental cost for a furnished dwelling; if unfurnished, the 
rental cost of the dwelling and the cost of appropriate and necessary 
furniture and appliances (e.g., stove, refrigerator, chairs, tables, 
bed, sofa, television, or vacuum cleaner);
    (b) Cost of connecting/disconnecting and using utilities;
    (c) Cost of reasonable maid fees and cleaning charges;
    (d) Monthly telephone use fee (does not include installation and 
long-distance calls); and,
    (e) If ordinarily included in the price of a hotel/motel room in the 
area concerned, the cost of special user fees

[[Page 46]]

(e.g., cable TV charges and plug-in charges for automobile head bolt 
heaters).



Sec. 301-11.16  What reimbursement will I receive if I prepay my lodging 

expenses and my TDY is curtailed, canceled or interrupted for official 
purposes or for 
          other reasons beyond my control that are acceptable to my 
          agency?

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



Sec. 301-11.17  If my agency authorizes per diem reimbursement, will 

it reduce my M&IE allowance for a meal(s) provided by a common carrier 
or for a 
          complimentary meal(s) provided by a hotel/motel?

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



Sec. 301-11.18  What M&IE rate will I receive if a meal(s) is furnished 

at nominal or no cost by the Government or is included in the registration 
fee?

    Your M&IE rate must be adjusted for a meal(s) furnished to you 
(except as provided in Sec. 301-11.17), with or without cost, by 
deducting the appropriate amount shown in the chart in this section for 
CONUS travel, reference Appendix B of this chapter for OCONUS travel, or 
any method determined by your agency. If you pay for a meal that has 
been previously deducted, your agency will reimburse you up to the 
deduction amount. The total amount of deductions made will not cause you 
to receive less than the amount allowed for incidental expenses.

----------------------------------------------------------------------------------------------------------------
                     M&IE                          $31        $35        $39        $43        $47        $51
----------------------------------------------------------------------------------------------------------------
Breakfast.....................................          6          7          8          9          9         10
Lunch.........................................          6          7          8          9         11         12
Dinner........................................         16         18         20         22         24         26
Incidentals...................................          3          3          3          3          3          3
----------------------------------------------------------------------------------------------------------------


[FTR Amdt. 70, 63 FR 15961, Apr. 1, 1998; 63 FR 35537, June 30, 1998, as 
amended by FTR Amdt. 75, 63 FR 66675, Dec. 2, 1998; FTR Amdt. 109, 67 FR 
56160, Aug. 30, 2002; FTR Amdt. 2003-05, 68 FR 51911, Aug. 29, 2003]



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

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



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

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

[[Page 47]]

or permitting your return to your official station).
    (b) Your agency will determine whether you will be reimbursed for 
non-workdays when you take leave immediately (e.g., Friday or Monday) 
before of after the non-workday(s).

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



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

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



Sec. 301-11.23  Are there any other circumstances when my agency may 

reimburse me to return home or to my official station for non-workdays 
during a TDY 
          assignment?

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



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

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



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

    Yes, you must provide a lodging receipt and either a receipt for any 
authorized expenses incurred costing over $75, or a reason acceptable to 
your agency explaining why you are unable to provide the necessary 
receipt.



Sec. 301-11.26  How do I get a per diem rate increased?

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

------------------------------------------------------------------------
                              For non-foreign area    For foreign area
     For CONUS locations            locations             locations
------------------------------------------------------------------------
General Services              Department of         Department of State,
 Administration, Office of     Defense, Per Diem,    Director of
 Governmentwide Policy,        Travel and            Allowances, State
 Attn: Travel Management       Transportation,       Annex 29, Room 262,
 Division (MTT), Washington,   Allowance Committee   Washington, DC
 DC 20405.                     (PDTATAC), Hoffman    20522-2902.
                               Building 1, Room 836, 2461
                               Eisenhower Ave.,
                               Alexandria, VA
                               22331-1300.
------------------------------------------------------------------------


[FTR Amdt. 70, 63 FR 15961, Apr. 1, 1998, as amended by FTR Amdt. 108, 
67 FR 57965, Sept. 13, 2002]



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.

[[Page 48]]

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 Travel Homepage 
(http://policyworks.gov/travel) lists jurisdictions where tax exempt 
certificates should be honored.



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

    You may request reimbursement on an actual expense basis, not to 
exceed 300 percent of the maximum per diem allowance.
    Approval of actual expenses is usually in advance of travel and at 
the discretion of your agency. (See Sec. 301-11.302.)

[FTR Amdt. 75, 63 FR 66675, Dec. 2, 1998]



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

    Yes. The expenses incurred for laundry, cleaning and pressing of 
clothing at a TDY location are reimbursable as a miscellaneous travel 
expense. However, you must incur a minimum of 4 consecutive nights 
lodging on official travel to qualify for this reimbursement. 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. 75, 63 FR 66675, Dec. 2, 1998, as amended by FTR Amdt. 108, 
67 FR 57965, Sept. 13, 2002]



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.
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.
------------------------------------------------------------------------


[[Page 49]]

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



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

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



                       Subpart C_Reduced Per Diem



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

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



                        Subpart D_Actual Expense



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

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



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

    Any official designated by the head of your agency.



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

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



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

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



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

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

[[Page 50]]



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

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



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

    You must itemize all expenses, including meals, (each meal must be 
itemized separately) for which you will be reimbursed under actual 
expense. However, expenses that do not accrue daily (e.g., laundry, dry 
cleaning, etc.) may be averaged over the number of days your agency 
authorizes/approves actual expenses. Receipts are required for lodging, 
regardless of amount and any individual meal when the cost exceeds $75. 
Your agency may require receipts for other allowable per diem expenses, 
but it must inform you of this requirement in advance of travel. When 
your agency limits M&IE reimbursement to either the prescribed maximum 
M&IE rate for the locality concerned or a reduced M&IE rate, it may or 
may not require M&IE itemization at its discretion.

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



Subpart E_Income Tax Reimbursement Allowance (ITRA), Tax Years 1993 and 
                                  1994

    Source: 64 FR 32813, June 18, 1999, unless otherwise noted.

                                 General



Sec. 301-11.501  What is the Income Tax Reimbursement Allowance (ITRA)?

    The ITRA is an allowance designed to reimburse Federal, State and 
local income taxes incurred incident to an extended TDY assignment at 
one location.



Sec. 301-11.502  Who is eligible to receive the ITRA?

    An employee (and spouse, if filing jointly) who was in a TDY status 
for an extended period at one location, and who incurred Federal, State, 
or local income taxes on amounts received as reimbursement for official 
travel expenses.



Sec. 301-11.503  Are Federal Insurance Contribution Act (FICA) and 
Medicare deductions included in any reimbursement under this part?

    No. Reimbursement is limited to income taxes.

                        Employee Responsibilities



Sec. 301-11.521  Must I file a claim to be reimbursed for the additional 
income taxes incurred?

    Yes. A claim must be submitted in accordance with your agency's 
policy.



Sec. 301-11.522  If I was assessed an income tax penalty and/or interest 

payment due to incorrect income tax withholdings, are those payments 
reimbursable?

    Yes, for the total amount of the income tax penalty and/or interest 
assessed by the IRS for tax years 1993 and 1994 only.



Sec. 301-11.523  What documentation must I submit to substantiate my 
claim?

    Your agency will determine what documentation is sufficient. (See 
Sec. 301-11.531.)



Sec. 301-11.524  What steps must my agency take to determine my ITRA?

    Your agency should:
    (a) Determine Federal, State and local marginal tax rates by using 
the procedures and the marginal tax tables established for the 
relocation income tax allowance in Sec. 302-11.7, Sec. 302-11.8, and 
Appendices A, B, C and D to part 302-11 of this title; or
    (b) Determine reimbursement as calculated in the illustration shown 
in Sec. 301-11.535.



Sec. 301-11.525  Is the ITRA I receive taxable income?

    Yes. The amount received must be reported as taxable income in the 
year in which received, but you are eligible to receive an allowance to 
cover the taxes assessed on the ITRA under Sec. 301-11.528.

[[Page 51]]



Sec. 301-11.526  May I receive a lump sum payment of the additional 
tax liability on the covered ITRA in lieu of submitting another claim?

    Yes, if agreed to in writing by your agency and with the 
understanding that you will be responsible for any income taxes due 
without further reimbursement.



Sec. 301-11.527  If I elect a lump sum payment, how is the ITRA paid?

    (a) Reimbursement is as illustrated:

                   Lump Sum ITRA Tax Paid to Employee
------------------------------------------------------------------------
 
------------------------------------------------------------------------
ITRA reimbursement for tax year 1993..........................   $14,435
Federal Tax liability on ITRA Reimbursement (@ 28%)...........     4,042
VA State tax liability (@ 5.75%)..............................       830
Local tax liability...........................................         0
                                                               ---------
  Total reimbursement.........................................    19,307
------------------------------------------------------------------------

    (b) Reimbursement of the ITRA and the tax on the ITRA is a final 
lump sum payment with no further reimbursement. You will be responsible 
for any income taxes due on $19,307.



Sec. 301-11.528  If I do not elect lump sum payment is there any 
additional reimbursement?

    Yes. You are reimbursed for the tax on the tax reimbursement 
received. Your agency will calculate the tax on the tax reimbursement 
using the formulas developed for the Year 2 reimbursements of the 
relocation income tax allowance (see Sec. 302-11.8 of this title).

                         Agency Responsibilities



Sec. 301-11.531  What documentation must the employee submit to 
substantiate a claim?

    You must determine what documentation you require to be submitted 
with the employee's claim. It can include:
    (a) A certified statement as prescribed in Sec. 302-11.10 of this 
title or copies of completed Federal, State and local tax return for the 
tax year in which the taxes were withheld and paid.
    (b) Copies of W-2's and Form 1099's.
    (c) Any documentation received from the IRS identifying any interest 
or penalty payment (tax years 1993 and 1994 only).
    (d) Any other documentation necessary to substantiate the claim.



Sec. 301-11.532  How should we compute the employee's ITRA?

    You should follow the procedures prescribed for the relocation 
income tax allowance, see Sec. 302-11.7, Sec. 302-11.8 and Appendices 
A, B, C, and D to part 302-11 of this title or as illustrated in Sec. 
301-11.535.



Sec. 301-11.533  Are tax penalty and interest payments reimbursable?

    Yes, the total amount of any penalty and interest assessed by the 
IRS (for tax years 1993 and 1994 only) due to the failure of the 
Government to withhold the appropriate income taxes are reimbursable.



Sec. 301-11.534  What tax tables should we use to calculate the amount 
of allowable reimbursement?

    The tax tables for the year the tax was incurred are to be used.



Sec. 301-11.535  How should we calculate the ITRA?

    (a) Use the documents prescribed in Sec. 301-11.531 to calculate 
the ITRA as follows:
    (1) Determine Federal, State and local marginal tax rates by using 
the procedures and the marginal tax tables established for the 
relocation income tax allowance in Sec. 302-11.7, Sec. 302-11.8 and 
Appendices A, B, C and D to part 302-11 of this title; and
    (2) Add any penalty or interest for tax years 1993 or 1994 only to 
determine the full ITRA payment; or
    (b) As calculated in the following illustration.
    Example of calculating an employee's tax return using the marginal 
tax rate schedules in Appendix B to part 302-11 of this title:

        For Tax Years 1993 or 1994 (Married Filing Joint Return)
------------------------------------------------------------------------
                                             Original      Recalculated
------------------------------------------------------------------------
1. Adjusted Gross Income (w/ travel              $75,246         $75,246
 reimbursement).........................

[[Page 52]]

 
2. Subtract travel reimbursement........  ..............        (15,482)
3. Subtract personal exemptions and             (12,689)        (12,689)
 itemized or standard deductions........
4. Adjusted taxable Income..............          62,557          47,075
5. Tax liability on adjusted taxable
 income:
    a. Federal..........................          17,516         $7,061*
                                                   (28%)           (15%)
    b. State, VA (5.75% tax bracket)....           3,597           2,707
    c. Local: Not applicable............               0               0
                                         -----------------
    d. Total............................          21,113           9,768
6. Difference of total of column 1 minus
 total of column 2:
    Additional Taxes Incurred due to
     travel reimbursement--$11,345
7. Add to the tax difference:
    a. Penalty Payment imposed by IRS
     tax year 1993--1,500
    b. Interest Payment imposed by IRS
     tax year 1993--1,500
Total 6 and 7a and b = ITRA--$14,345**
------------------------------------------------------------------------
* Adjusted taxable income places employee in lower tax bracket.
** The ITRA reimbursement is taxable income for the year in which paid
  at the appropriate Federal, State and local income tax rates.



Sec. 301-11.536  Is the ITRA reimbursement considered to be income to 
the employee?

    Yes. The ITRA reimbursement is considered taxable income in the year 
paid and is subject to tax withholding as any other income.



Sec. 301-11.537  Are income taxes to be withheld from the ITRA?

    Yes, as determined by your internal tax withholding procedures 
established for your agency pursuant to IRS procedures.



Sec. 301-11.538  May we offer a lump sum payment to cover the income 
tax liability on the covered ITRA?

    Yes, if the employee mutually agrees in writing to the lump sum 
payment and understands that he/she is responsible for any income taxes 
without further reimbursement. (See the illustration in Sec. 301-
11.527.)



Sec. 301-11.539  If the employee does not elect a lump sum payment, 
how is the tax on the ITRA calculated?

    The tax on the ITRA reimbursement should be calculated using the 
Year 2 formulas developed for the relocation income tax allowance. (See 
Sec. 302-11.8.)



Sec. 301-11.540  How do we handle any excess payment?

    You must collect any excess payments, which includes issuing 
corrected W-2's or 1099's.



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

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

                                 General



Sec. 301-11.601  What is the Income Tax Reimbursement Allowance (ITRA)?

    The ITRA is an allowance designed to reimburse Federal, State and 
local income taxes incurred incident to an extended TDY assignment at 
one location.



Sec. 301-11.602  Who is eligible to receive the ITRA?

    An employee (and spouse, if filing jointly) who was in a TDY status 
for an extended period at one location and who incurred Federal, State, 
or local income taxes on amounts received as reimbursement for official 
travel expenses.



Sec. 301-11.603  Are Federal Insurance Contribution Act (FICA) and 
Medicare deductions included in any reimbursement under this part?

    No. Reimbursement is limited to income taxes.

[[Page 53]]

                        Employee Responsibilities



Sec. 301-11.621  Must I file a claim to be reimbursed for the additional 
income taxes incurred?

    Yes, a claim must be submitted in accordance with your agency's 
policy.



Sec. 301-11.622  If I was assessed an income tax penalty and/or interest 

payment due to incorrect income tax withholdings, are those payments 
reimbursable?

    No. The reimbursement of tax penalty and/or interest payment 
assessed by the IRS is limited by law to tax years 1993 and 1994 only.



Sec. 301-11.623  What documentation must I submit to substantiate my 
claim?

    Your agency will determine what documentation is sufficient. (See 
Sec. 301-11.631.)



Sec. 301-11.624  What steps must my agency take to determine my ITRA?

    Your agency should:
    (a) Determine Federal, State and local marginal tax rates by using 
the procedures and the marginal tax tables established for the 
relocation income tax allowance in Sec. 302-11.7, Sec. 302-11.8 and 
Appendices A, B, C and D to part 302-11 of this title; or
    (b) Determine reimbursement as calculated in the illustration shown 
in Sec. 301-11.535.



Sec. 301-11.625  Is the ITRA I receive taxable income?

    Yes. The amount received must be reported as taxable income in the 
year in which received, but you are eligible to receive an allowance to 
cover the taxes assessed on the ITRA under Sec. 301-11.628.



Sec. 301-11.626  May I receive a lump sum payment of the additional 
tax liability on the covered ITRA in lieu of submitting another claim?

    Yes, if agreed to in writing by your agency and with the 
understanding that you will be responsible for any income taxes due 
without further reimbursement.



Sec. 301-11.627  If I elect a lump sum payment, how is the ITRA paid?

    (a) Reimbursement is as illustrated:

                   Lump Sum ITRA Tax Paid to Employee
------------------------------------------------------------------------
 
------------------------------------------------------------------------
ITRA reimbursement for tax year 1995..........................   $14,435
Federal Tax liability on ITRA Reimbursement (@ 28%)...........     4,042
VA State tax liability (@ 5.75%)..............................       830
Local tax liability...........................................         0
                                                               ---------
  Total reimbursement.........................................    19,307
------------------------------------------------------------------------

    (b) Reimbursement of the ITRA and tax on the ITRA is a final lump 
sum payment with no further reimbursement. You will be responsible for 
any income taxes due on $19,307.



Sec. 301-11.628  If I do not elect lump sum payment is there any 
additional reimbursement?

    Yes. You are reimbursed for the tax on the tax reimbursement 
received. Your agency will calculate the tax on the tax reimbursement 
using the formulas developed for the Year 2 reimbursements of the 
relocation income tax allowance (see Sec. 302-11.8 of this title).

                         Agency Responsibilities



Sec. 301-11.631  What documentation must the employee submit to 
substantiate a claim?

    You must determine what documentation you require to be submitted 
with the employee's claim. It may include:
    (a) A certified statement as prescribed in Sec. 302-11.10 of this 
title or a copy of the employee's completed Federal, State and local tax 
return for the tax year in which the taxes were withheld and paid.
    (b) Copies of W-2's and Form 1099's; and
    (c) Any other documentation necessary to substantiate your claim.



Sec. 301-11.632  How should we compute the employee's ITRA?

    You should follow the procedures prescribed for the relocation 
income tax allowance, see Sec. 302-11.7, Sec. 302-11.8 and Appendices 
A, B, C, and D to part 302-11 of this title or as illustrated in Sec. 
301-11.535.

[[Page 54]]



Sec. 301-11.633  Are tax penalty and interest payments reimbursable?

    No. The reimbursement of penalty and/or interest payments assessed 
by the IRS is limited by law to tax years 1993 and 1994 only.



Sec. 301-11.634  What tax tables should we use to calculate the amount 
of allowable reimbursement?

    The tax tables for the year the tax was incurred are to be used.



Sec. 301-11.635  How should we calculate the ITRA?

    Use the documents prescribed in Sec. 301-11.631 to calculate the 
ITRA as follows:
    (a) Determine Federal, State and local marginal tax rates by using 
the procedures and the marginal tax tables established for the 
relocation income tax allowance in Sec. 302-11.7, Sec. 302-11.8 and 
Appendices A, B, C and D to part 302-11 of this title, or
    (b) As calculated in the following illustration.

    Example of calculating an employee's tax return using the marginal 
tax rate schedules in Appendix B to part 302-11 of this title:

                    For Tax Year 1995 and Thereafter
                      [Married Filing Joint Return]
------------------------------------------------------------------------
                                             Original      Recalculated
------------------------------------------------------------------------
1. Adjusted Gross Income (w/ travel              $75,246         $75,246
 reimbursement):........................
2. Subtract travel reimbursement:.......  ..............        (15,482)
3. Subtract personal exemptions and             (12,689)        (12,689)
 itemized or standard deductions........
4. Adjusted taxable income..............          62,557          47,075
5. Tax liability on adjusted taxable
 income:
    a. Federal (28%)....................          17,516          *7,061
                                                                   (15%)
    b. State, VA (5.75% tax bracket)....           3,597           2,707
    c. Local: Not applicable............               0               0
                                         -----------------
    d. Total............................          21,113           9,768
6. Difference of total of column 1 minus
 total of column 2: Additional Taxes
 Incurred due to travel reimbursement--
 $11,345
Total = ITRA--$11,345**
------------------------------------------------------------------------
*Adjusted taxable income places employee in lower tax bracket.
**The ITRA reimbursement is taxable income for the year in which paid at
  the appropriate Federal, State and local income tax rates.



Sec. 301-11.636  Is the ITRA reimbursement considered to be income to 
the employee?

    Yes. The ITRA reimbursement is considered taxable income in the year 
paid and is subject to tax withholding as any other income.



Sec. 301-11.637  Are income taxes to be withheld from the ITRA?

    Yes, as determined by your internal tax withholding procedures 
established for your agency pursuant to IRS procedures.



Sec. 301-11.638  May we offer a lump sum payment to cover the income 
tax liability on the covered ITRA?

    Yes, if the employee mutually agrees in writing to the lump sum 
payment and understands that he/she is responsible for any income taxes 
without further reimbursement. See the illustration in Sec. 301-11.627.



Sec. 301-11.639  If the employee does not elect a lump sum payment, 
how is the tax on the ITRA reimbursement calculated?

    The tax on the tax reimbursement should be calculated using the Year 
2 formulas developed for the relocation income tax allowance. (See Sec. 
302-11.8.)



Sec. 301-11.640  How do we handle any excess payment?

    You must collect any excess payments, which includes issuing 
corrected W-2's or 1099's.

[[Page 55]]



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.
Services of guides,           Fees for money        Passport and/or visa
 interpreters, and drivers..   orders.               fees.
Use of computers, printers,   Fees for certified    Costs of photographs
 faxing machines, and          checks.               for passports and
 scanners..                                          visas.
Services of typists, data     Transaction fees for  Foreign country exit
 processors, or                use of automated      fees.
 stenographers..               teller machines
                               (ATMs)-Government
                               contractor-issued
                               charge card.
Storage of property used on                         Costs of birth,
 official business..                                 health, and
                                                     identity
                                                     certificates.
Hire of conference center                           Charges for
 room or hotel room for                              inoculations that
 official business..                                 cannot be obtained
                                                     through a Federal
                                                     dispensary.
Official telephone calls/
 service (see note)..
Faxes, telegrams,
 cablegrams, or radiograms..
Lodging taxes as prescribed
 in Sec. 301-11.27..
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]



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

    Your agency may reimburse expenses related to baggage as follows:
    (a) Transportation charges for authorized excess;
    (b) Necessary charges for transferring baggage;
    (c) Necessary charges for storage of baggage when such charges are 
the result of official business;
    (d) Charges for checking baggage; and
    (e) Charges or tips at transportation terminals for handling 
Government property carried by the traveler.



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




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

    Authority: 5 U.S.C. 5707.

    Source: 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.

[[Page 56]]



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

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



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

    The following expenses:
    (a) Transportation and per diem expenses incurred by a family member 
or other attendant who must travel with you to make the trip possible;
    (b) Specialized transportation to, from, and/or at the TDY duty 
location;
    (c) Specialized services provided by a common carrier to accommodate 
your special need;
    (d) Costs for handling your baggage that are a direct result of your 
special need;
    (e) Renting and/or transporting a wheelchair; and
    (f) First-class accommodations under Sec. 301-10.123(b) and 
business-class accommodations under Sec. 301-10.124(c) of this chapter 
when necessary to accommodate your special need.

[FTR Amdt. 70, 63 FR 15966, Apr. 1, 1998, as amended by FTR Amdt. 2005-
03, 70 FR 28460, May 18, 2005]



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 extended family.



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.



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 duty 
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

[[Page 57]]

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).



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 extended family.



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

[[Page 58]]

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
      If your agency authorizes        unaccompanied spouse or  Your accompanied spouse  A member of your family
                                         other unaccompanied      or a member of your    who is under age 12 may
                                          family member may     family who is age 12 or         receive is
                                              receive is          older may receive 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.
----------------------------------------------------------------------------------------------------------------



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 59]]



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 eTravel Service to arrange my travel?
301-50.4 May I be granted an exception to the required use of the 
          eTravel Service?
301-50.5 What is my liability if I do not use my agency's TMS or the 
          eTravel Service, and an exception has not been approved?
301-50.6 Are there any limits on travel arrangements I may make?

    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 eTravel Service 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 eTravel Service when your agency makes 
it available to you. Until then, you must use your agency's existing 
Travel Management System (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.



Sec. 301-50.4  May I be granted an exception to the required use of 
the eTravel Service?

    Your agency head or designee(s) may grant case-by-case exceptions to 
the use of eTS when it--
    (a) Causes an unreasonable burden on your agency mission 
accomplishment(s) (e.g., emergency travel (and eTS is not accessible), 
invitational travel, necessity of disability accommodations or special 
needs (in accordance with part 301-13 of this chapter));
    (b) Compromises a national security interest; or
    (c) May endanger the life of the traveler (e.g., an individual 
traveling under the Federal witness protection program, or threatened 
law enforcement/investigative personnel traveling in accordance with 
part 301-31 of this chapter).



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

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



Sec. 301-50.6  Are there any limits on travel arrangements I may make?

    Yes, there are limits on travel arrangements you may make for common 
carrier, commercial lodging, and car rental accommodations. Such 
limitations include, but are not limited to the following:
    (a) Common carrier accommodations. (1) If your agency is a mandatory 
user of the General ServicesAdministration's city-pair contracts for air 
passenger transportation services, you must use the contract carrier, 
unless you have an approved exception (see Sec. Sec. 301-10.107 and 
301-10.108 of this chapter);

[[Page 60]]

    (2) You may use first-class accommodations only under Sec. Sec. 
301-10.123, 301-10.162, and 301-10.183 and business-class accommodations 
only under Sec. 301-10.124 of this chapter; and
    (3) You must always use a U.S. Flag Air Carrier unless your travel 
circumstances meet one of the exceptions in Sec. Sec. 301-10.131 
through 301-10.143 of this chapter.
    (b) Lodging accommodations. (1) You should always stay in a ``fire 
safe'' facility. This is a facility that meets the fire safety 
requirements of the Hotel and MotelFire Safety Act of 1990, as amended 
(see 5 U.S.C. 5707a).
    (2) When selecting a commercial lodging facility, first 
consideration must be given to the commercial lodging facilities 
contracted by GSA under the Federal PremierLodging Program (FPLP) (a 
list of FPLP facilities may be found on the Internet at http://
www.gsa.gov), all of which meet fire safety requirements, unless one or 
more of the following conditions exist:
    (i) An FPLP facility is not available at the location you need 
(e.g., there are no FPLP facilities under contract within a reasonable 
proximity of your temporary duty station, or there are no vacancies at 
the FPLP facilities at that location). (Your agency's TMS or 
eTravelService (eTS) must provide you with a list of alternative 
facilities that meet the fire safety requirements of the Act).
    (ii) Your agency has other contractual arrangements with commercial 
lodging facilities that meet the FEMA fire safety requirements at a 
lower cost than FPLP properties.
    (iii) Your agency determines on an individual case-by-case basis 
that it is not practical to use FPLP facilities to meet mission 
requirements.
    (iv) You are attending a conference with prearranged lodging 
accommodations and are required to book lodging directly with the 
lodging facility.
    (v) Your travel is OCONUS.
    (c) Car rental accommodations. When authorized to use a rental 
vehicle under Sec. 301-10.450 of this chapter, you must rent a vehicle 
from a vendor that participates in the Military Traffic Management 
Command (MTMC) U.S. GovernmentCar Rental Agreement, unless you are 
OCONUS and no agreement is in place for your TDY location. MTMC has 
negotiated rental car agreements that include automatic unlimited 
mileage, collision damage insurance, and ceiling rates.

[FTR Amdt. 2003-07, 68 FR 71029, Dec. 22, 2003, as amended by FTR Amdt. 
2005-03, 70 FR 28460, May 18, 2005]



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?

[[Page 61]]

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. 
486(c).

    Source: FTR Amdt. 70, 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;
    (k) New appointees;
    (l) Relocation allowances prescribed in chapter 302 of this title, 
except enroute travel and househunting trip expenses; and
    (m) Employees who travel 5 times or less a year. Even though exempt, 
agencies have the discretion to issue a travel charge card to such an 
employee.

[FTR Amdt. 90, 65 FR 3055, Jan. 19, 2000, as amended by, FTR Amdt. 92, 
65 FR 21365, Apr. 21, 2000; FTR Amdt. 108, 67 FR 57966, Sept. 13, 2002]



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.

[[Page 62]]



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.



           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.
------------------------------------------------------------------------


[FTR Amdt. 70, 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 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 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

[[Page 63]]

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 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
 (e.g., 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.
------------------------------------------------------------------------


[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. 301-51.201  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]



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

[[Page 64]]

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 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. 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 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;

[[Page 65]]

    (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?

    As soon as your agency migrates to the eTravel Service(eTS), you 
must use the eTS to file all your travel claims.(Agencies are required 
to migrate to the eTS no later thanSeptember 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]



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;
    (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 1 (http://ardor.nara.gov/grs/grs06.html.)

[FTR Amdt. 70, 63 FR 15969, Apr. 1, 1998, as amended by 67 FR 57966, 
Sept. 13, 2002]



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.



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.

[[Page 66]]



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:
    (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]

[[Page 67]]



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]



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?

[[Page 68]]

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.

    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 
systems. You may not choose a travel service provider to gain frequent 
traveler benefits for personal use. (Also see Sec. Sec. 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 Sec. Sec. 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).

[[Page 69]]



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
    (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

[[Page 70]]

from your disposable pay is 15 percent a pay period, unless you agree in 
writing to a larger percentage.

[[Page 71]]



                  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?

  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 72]]

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 expenses and/or classes of employees are exempt from the 
          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 May an employee use the Government contractor-issued travel 
          charge card for purposes other than those associated with 
          official travel?
301-70.707 What are the consequences of using the Government contractor-
          issued travel charge card for non-official travel purposes?
301-70.708 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), Office of Management and Budget 
Circular No. A-126, ``Improving the Management and Use of Government 
Aircraft.'' Revised May 22, 1992

    Source: FTR Amdt. 70, 63 FR 15971, Apr. 1, 1998, unless otherwise 
noted.

[[Page 73]]



                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. Sec. 301-73.102 or 301-73.104 of this chapter.

[FTR Amdt. 2003-07, 68 FR 71030, Dec. 22, 2003]



      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.



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 business-class service for airlines under Sec. 301-
10.124 and first-class service for air, rail, and ship under Sec. Sec. 
301-10.123, 301-10.162, and 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/from common carrier terminals, or 
transportation to a TDY location;

[[Page 74]]

    (e) Procedures for claiming POV reimbursement;
    (f) When you will allow use of a special conveyance (e.g. 
commercially rented vehicles);
    (g) What procedures an employee must follow when he/she travels by 
an indirect route or interrupts travel by a direct route; and
    (h) For local transportation whether to reimburse the full amount of 
transportation costs 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.

[FTR Amdt. 70, 63 FR 15971, Apr. 1, 1998, as amended by FTR Amdt. 2005-
03, 70 FR 28460, May 18, 2005]



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 automobile?

    You should consider:
    (a) The advantages of using a Government 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.



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 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, actual expenses are 
appropriate in each individual case; and
    (g) If you will define a radius broader than the official station in 
which per diem or actual expense will not be authorized.



  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.

[[Page 75]]



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.



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. 701-797(b) 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. The 
additional travel expenses must be necessary to accommodate the 
employee's needs.

[FTR Amdt. 70, 63 FR 15971, Apr. 1, 1998; 63 FR 35538, June 30, 1998]



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 Sec. Sec. 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 duty 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 duty 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.

[[Page 76]]

8901-8913 (Federal Employees Health Benefits program).

[FTR Amdt. 108, 67 FR 57967, Sept. 13, 2002]



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;
    (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

[[Page 77]]

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]



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.

[[Page 78]]



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--
    (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 Transportation (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.



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: MTT), 1800 F Street, NW, Washington, DC 20405, in writing 
within 30 days after granting the exemption, stating the reasons for the 
exemption.



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 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 (only when use of the card is impractical, i.e., 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.
    Note to Sec. 301-70.704: Relocation allowances prescribed in 
chapter 302 of this title, except enroute travel and househunting trip 
expenses are not covered by this requirement.

[FTR Amdt. 90, 65 FR 3056, Jan. 19, 2000, as amended by FTR Amdt. 92, 65 
FR 21366, Apr. 21, 2000]



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  May an employee 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.

[[Page 79]]



Sec. 301-70.707  What are the consequences of using the Government 
contractor-issued travel charge card for non-official travel purposes?

    If one of your employees uses the Government contractor-issued 
travel charge card for purposes other than official travel, you may take 
appropriate disciplinary action.



Sec. 301-70.708  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://fss.gsa.gov/training/transtrav.
    (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 ``But I didn't know * * * --Helpful 
Hints for Travel Cardholders''. This publication is available on the 
internet at http://fss.gsa.gov/services/gsa-smartpay, click on GSA 
SmartPay Agency Information, click on ``But I didn't know * * * --
Helpful Hints for Travel Cardholders''. You may print or call for 
telephone numbers listed for copies.
    (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]



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 the lowest available full coach fare if a

[[Page 80]]

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 Sec. 301-
10.262(a) and Sec. 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. 4744 and regulations implementing that statute.



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-use travel with an after-the-fact written 
authorization is permitted.
    (b) For travel by senior Federal officials. Your agency's senior 
legal official

[[Page 81]]

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. 4744 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.



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. 4744 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 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/

[[Page 82]]

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.



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.



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.

[[Page 83]]



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 the 
U.S. General Services Administration, Office of Governmentwide Policy 
(MTT), 1800 F Street, N.W., all uses of your aircraft for travel by any 
senior Federal official or non-Federal traveler, except travel 
authorized under 10 U.S.C. 4744 and regulations implementing that 
statute.

[[Page 84]]



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 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

[[Page 85]]

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?
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?

[[Page 86]]

                     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. 486(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 87]]



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 Sec. Sec. 
301-2.1 and 301-2.5 for:
    (a) Use of first-class or business-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 reduced rate per diem;
    (j) Payment of actual expenses;
    (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.

    Note to Sec. 301-71.105: You should establish procedures for travel 
situations where it is not practical or possible to issue a written

[[Page 88]]

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, FTR Amdt. 2005-03, 70 FR 
28460, May 18, 2005]



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 part 304 to
 travel expenses.               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.
------------------------------------------------------------------------



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.



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.



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.

[[Page 89]]



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:
    (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.

[[Page 90]]



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]



                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.

[[Page 91]]



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 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;

[[Page 92]]

    (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?

    Accounting for cash advances for travel, recovery, and reimbursement 
shall be in accordance with procedures prescribed by the General 
Accounting Office (see General Accounting Office Policy and Procedures 
Manual for Guidance of Federal Agencies, Title 7, Fiscal Procedures).

[FTR Amdt. 70, 63 FR 15974, Apr. 1, 1998. Redesignated by FTR Amdt. 108, 
67 FR 57967, Sept. 13, 2002]



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. 486.

    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.



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

[[Page 93]]

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.



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]

[[Page 94]]



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?

         Subpart B_eTravel Service and Travel Management Service

301-73.100 Must we require employees to use the eTravel Service?
301-73.101 How must we prepare to implement the eTravel Service?
301-73.102 May we grant a traveler an exception from the use of the 
          eTravel Service?
301-73.103 What must we do when we approve an exception to the use of 
          the eTravel Service?
301-73.104 May further exceptions to the required use of the eTravel 
          Service be approved?
301-73.105 What are the consequences of an employee not using the 
          eTravel Service or the TMS?
301-73.106 What are the basic services that should be covered by a TMS?

[[Page 95]]

          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 Sec. Sec. 
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 Sec. Sec. 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., Federal Premier Lodging Program (FPLP) 
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 
Sec. Sec. 300-70.1 through 300-70.4 of this title).
    Note to Sec. 301-73.1: The eTravel Service (eTS) fulfills the 
requirements of paragraphs (a), (b), and (e) of this section.



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 eTravel 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. Sec. 301-73.102 or 301-73.104), but no later 
than September 30, 2006; and
    (e) Ensure that any agency-contracted travel agency services (TMS) 
complement and support eTS in an efficient and cost effective manner.



         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 eTravel Service?

    Yes, unless you have an exception to the use of the eTS(see 
Sec. Sec. 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

[[Page 96]]

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.



Sec. 301-73.101  How must we prepare to implement the eTravel Service?

    You must prepare to implement the 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; and
    (b) Submitting your eTS migration plan and schedule by March 31, 
2004 to the U.S. General Services Administration,Attention: eTravel PMO.
    Note to Sec. 301-73.101: Your agency should work with the Office of 
Management and Budget 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.).



Sec. 301-73.102  May we grant a traveler an exception from the use of 
the eTravel Service?

    Your agency head or his/her designee may grant individual case-by-
case exceptions to the use of eTS when such use--
    (a) Causes an unreasonable burden on mission accomplishment(s) 
(e.g., emergency travel (and eTS is not accessible), invitational 
travel, necessity of disability accommodations or special needs in 
accordance with part 301-13 of this chapter);
    (b) Compromises a national security interest;
    (c) May endanger the life of the traveler (e.g., an individual 
traveling under the Federal witness protection program or threatened law 
enforcement/investigative personnel traveling in accordance with part 
301-31 of this chapter); or
    (d) Is consistent with any contractual terms applicable to your 
agency (i.e., you must insure that any exceptions do not cause a breach 
of contract).



Sec. 301-73.103  What must we do when we approve an exception to the 
use of the eTravel 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.



Sec. 301-73.104  May further exceptions to the required use of the 
eTravel 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 System (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

[[Page 97]]

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.



Sec. 301-73.105  What are the consequences of an employee not using 
the eTravel 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.



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 Federal Premier Lodging Program properties, per diem rate 
availability, etc.).
    (3) Car rental and rail information (e.g., availability of Military 
Traffic Management Command (MTMC) Government agreement rates where 
applicable, confirmation of reservations, etc.).
    (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).



          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.

[[Page 98]]



                     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 What is the conference lodging allowance?
301-74.8 Who may authorize reimbursement of the conference lodging 
          allowance for a Government sponsored conference?
301-74.9 Who may authorize reimbursement of the conference lodging 
          allowance for a non-Government sponsored conference?
301-74.10 May the conference lodging allowance ever exceed 25 percent 
          above the lodging per diem rate?
301-74.11 May we provide light refreshments at an official conference?
301-74.12 May we use both the conference lodging allowance method and 
          the actual expense method of reimbursement concurrently?
301-74.13 May we include conference administrative costs in an 
          employee's per diem allowance payment for attendance at a 
          conference?
301-74.14 Are there any special requirements for sponsoring or funding a 
          conference at a hotel, motel or other place of public 
          accommodation?
301-74.15 May we waive the requirement in Sec. 301-74.14?
301-74.16 What must be included in any advertisement or application form 
          relating to conference attendance?
301-74.17 What special rules apply when a conference is held in the 
          District of Columbia?
301-74.18 What policies and procedures must we establish to govern the 
          selection of conference attendees?
301-74.19 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 at nominal or no cost by the 
          Government or are included in the registration fee?
301-74.22 When may an employee, attending a conference, be authorized 
          the conference lodging allowance?
301-74.23 Is the conference lodging allowance an actual expense 
          reimbursement?
301-74.24 When should actual expense reimbursement be authorized for 
          conference attendees?

    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.

[[Page 99]]



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 
Sec. Sec. 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. No. 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
    (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

[[Page 100]]

rate for the chosen locality, it may not always be possible. In 
negotiating lodging rates with the properties in the chosen location, 
you may exceed the established lodging portion of the per diem rate by 
up to 25 percent under Sec. Sec. 301-74.8 and 301-74.9, if necessary. 
This will provide flexibility in selecting an appropriate property at 
the most advantageous location. It will also permit agencies to 
reimburse their employees' subsistence expenses by using the conference 
lodging allowance method as prescribed in Sec. 301-74.8 for a 
Government sponsored conference and in Sec. 301-74.9 for non-Government 
sponsored conferences, rather than the actual expense method prescribed 
in subpart D of part 301-11 of this chapter.



Sec. 301-74.7  What is the conference lodging allowance?

    The conference lodging allowance is a pre-determined maximum 
allowance of up to 25 percent greater than the applicable locality 
lodging portion of the per diem rate. Under this reimbursement method, 
employees will be reimbursed the actual amount incurred for lodging up 
to the conference lodging allowance.



Sec. 301-74.8  Who may authorize reimbursement of the conference lodging 
allowance for a Government sponsored conference?

    The approval authority for the conference lodging allowance is the 
Government agency sponsoring the conference. The sponsoring agency will 
determine the appropriate conference lodging allowance, up to 25 percent 
above the established lodging allowance for the chosen location, and 
that rate shall be allowable for all employees of any agency authorized 
to attend the conference. The determination must be made by a senior 
agency official at the sponsoring agency.



Sec. 301.74.9  Who may authorize reimbursement of the conference lodging 
allowance for a non-Government sponsored conference?

    The travel approving official of a Government employee authorized to 
attend a non-Government sponsored conference may authorize the employee 
to be reimbursed for lodging expenses incurred up to the conference 
lodging allowance rate.



Sec. 301-74.10  May the conference lodging allowance ever exceed 25 
percent above the lodging per diem rate?

    No, the conference lodging allowance may not exceed 25 percent above 
the applicable locality lodging per diem rate.



Sec. 301-74.11  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.



Sec. 301-74.12  May we use both the conference lodging allowance method 
and the actual expense method of reimbursement concurrently?

    No. You must only use one reimbursement method per day in accordance 
with Sec. 301-11.4 of this chapter.



Sec. 301-74.13  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.



Sec. 301-74.14  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. 301-74.15. This provision also 
applies to the government of the District of Columbia when it expends 
Federal funds for a conference and any

[[Page 101]]

non-Federal entity which uses Government funds to sponsor or fund a 
conference.



Sec. 301-74.15  May we waive the requirement in Sec. 301-74.14?

    Yes, if the head of your agency makes a written determination on an 
individual case basis that waiver of the 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.



Sec. 301-74.16  What must be included in any advertisement or application 
form relating to conference attendance?

    (a) Any advertisement or application for attendance at a conference 
described in Sec. 301-74.14 must include:
    (1) Notice of the prohibition against using a non-FEMA approved 
place of public accommodation for conferences; and
    (2) Notice that the conference lodging allowance applies to Federal 
attendees, if applicable.
    (b) 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.



Sec. 301-74.17  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. 301-74.17 (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. No. 89, 65 FR 1327, Jan. 10, 2000, as amended by FTR Amdt. 
108, 67 FR 57968, Sept. 13, 2002]



Sec. 301-74.18  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.



Sec. 301-74.19  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.



                     Subpart B_Conference Attendees

    Note to subpart B: Use of pronouns ``we'', ``you'', and their 
variants throughout this subpart refers to the agency.

[[Page 102]]



Sec. 301-74.21  What is the applicable M&IE rate when meals or light 

refreshments are furnished at nominal or no cost by the Government or 
are included in the 
          registration fee?

    When meals or light refreshments are furnished at nominal or no cost 
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.



Sec. 301-74.22  When may an employee, attending a conference, be 
authorized the conference lodging allowance?

    An employee, authorized to attend a conference, may be authorized 
the conference lodging allowance as prescribed in Sec. Sec. 301-74.8 
and 301-74.9.



Sec. 301-74.23  Is the conference lodging allowance an actual expense 
reimbursement?

    No. The conference lodging allowance is a separate method of 
reimbursement for lodgings expenses.



Sec. 301-74.24  When should actual expense reimbursement be authorized 
for conference attendees?

    If the conference lodging allowance still is inadequate, you may 
authorize actual expense reimbursement under Sec. 301-11.300 of this 
chapter in lieu of the conference lodging allowance method.



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?

    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

[[Page 103]]

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 18 U.S.C. 287 and 1001.

[FTR Amdt. 70, 63 FR 15980, Apr. 1, 1998; 63 FR 35538, June 30, 1998]



                        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.



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

[[Page 104]]



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 local      or other agency established account or
 transportation.                provide the traveler with a GTR when no
                                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]



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.



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

[[Page 105]]

          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. 486(c); Sec. 2, Pub. L. 105-264, 
112 Stat. 2350 (5 U.S.C. 5701 note).

    Source: FTR Amdt. No. 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. No. 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. 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.

 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]

[[Page 106]]

Appendix B to Chapter 301--Allocation of M&IE Rates To Be Used in Making 
                   Deductions From the M&IE Allowance

    M&IE rates for localities in nonforeign areas (prescribed in 
Civilian Personnel Per Diem Bulletins published periodically in the 
Federal Register by the Secretary of Defense) and for localities in 
foreign areas (established by the Secretary of State in section 925, a 
per diem supplement to the Standardized Regulations (Government 
Civilians, Foreign Areas)) shall be allocated as shown in this table 
(Sec. 301-7.12(a)(2)(ii) of this chapter) when making deductions from 
nonforeign or foreign area per diem rates.

----------------------------------------------------------------------------------------------------------------
                             M&IE Rate                              Breakfast    Lunch      Dinner   Incidentals
----------------------------------------------------------------------------------------------------------------
$1................................................................      $0         $0         $0          $1
2.................................................................      0          0          1           1
3.................................................................      0          1          1           1
4.................................................................      1          1          1           1
5.................................................................      1          1          2           1
6.................................................................      1          2          2           1
7.................................................................      1          2          3           1
8.................................................................      1          2          3           2
9.................................................................      1          2          4           2
10................................................................      2          2          4           2
11................................................................      2          3          4           2
12................................................................      2          3          5           2
13................................................................      2          3          5           3
14................................................................      2          4          5           3
15................................................................      2          4          6           3
16................................................................      2          4          7           3
17................................................................      3          4          7           3
18................................................................      3          5          7           3
19................................................................      3          5          8           3
20................................................................      3          5          8           4
21................................................................      3          5          9           4
22................................................................      3          6          9           4
23................................................................      3          6          9           5
24................................................................      4          6          9           5
25................................................................      4          6          10          5
26................................................................      4          7          10          5
27................................................................      4          7          11          5
28................................................................      4          7          11          6
29................................................................      4          7          12          6
30................................................................      5          7          12          6
31................................................................      5          8          12          6
32................................................................      5          8          13          6
33................................................................      5          8          13          7
34................................................................      5          9          13          7
35................................................................      5          9          14          7
36................................................................      5          9          15          7
37................................................................      6          9          15          7
38................................................................      6          10         15          7
39................................................................      6          10         16          7
40................................................................      6          10         16          8
41................................................................      6          10         17          8
42................................................................      6          11         17          8
43................................................................      6          11         17          9
44................................................................      7          11         17          9
45................................................................      7          11         18          9
46................................................................      7          12         18          9
47................................................................      7          12         19          9
48................................................................      7          12         19          10
49................................................................      7          12         20          10
50................................................................      8          12         20          10
51................................................................      8          13         20          10
52................................................................      8          13         21          10
53................................................................      8          13         21          11
54................................................................      8          14         21          11
55................................................................      8          14         22          11
56................................................................      8          14         23          11
57................................................................      9          14         23          11
58................................................................      9          15         23          11
59................................................................      9          15         24          11
60................................................................      9          15         24          12
61................................................................      9          15         25          12
62................................................................      9          16         25          12
63................................................................      9          16         25          13
64................................................................      10         16         25          13
65................................................................      10         16         26          13
66................................................................      10         17         26          13
67................................................................      10         17         27          13
68................................................................      10         17         27          14
69................................................................      10         17         28          14
70................................................................      11         17         28          14
71................................................................      11         18         28          14
72................................................................      11         18         29          14
73................................................................      11         18         29          15
74................................................................      11         19         29          15
75................................................................      11         19         30          15
76................................................................      11         19         31          15
77................................................................      12         19         31          15
78................................................................      12         20         31          15
79................................................................      12         20         32          15
80................................................................      12         20         32          16
81................................................................      12         20         33          16
82................................................................      12         21         33          16
83................................................................      12         21         33          17
84................................................................      13         21         33          17
85................................................................      13         21         34          17
86................................................................      13         22         34          17
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----------------------------------------------------------------------------------------------------------------

    For M&IE rates greater than $265, allocate 15%, 25%, and 40% of the 
total to breakfast, lunch, and dinner, respectively. The remainder is 
the incidental expense allowance.

[FTR Amdt. 10, 55 FR 41535, Oct. 12, 1990]

[[Page 108]]

  Appendix C to Chapter 301--Standard Data Elements for Federal Travel 
                        [Traveler Identification]

------------------------------------------------------------------------
          Group name            Data elements          Description
------------------------------------------------------------------------
Travel Authorization.........  Authorization    Assigned by the
                                Number.          appropriate office.
Employee Name................  First Name,      Agency guidelines may
                                Middle           specify the order,
                                Initial, Last    e.g., last name first.
                                Name.
Employee Identification......  Employee Number  Must use a number, e.g.,
                                                 SSN, vendor number, or
                                                 other number that
                                                 identifies the
                                                 employee.
Travel Purpose Identifier....  Site visit
                               Information
                                meeting
                               Training
                                attendance
                               Speech or
                                presentation
                               Conference
                                attendance
                               Relocation.....  Same as change of
                                                 official station.
                               Entitlement
                                travel.
Travel Period................  Start Date, End  Month, Day, Year
                                Date.            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,    Identifies leave type as
                                Other.           the reason for an
                                                 interruption of per
                                                 diem entitlement.
Official Duty Station........  City, State,     Either the corporate
                                Zip.             limits of city/town or
                                                 the reservation,
                                                 station, established
                                                 area where stationed.
Residence....................  State, Zip,      The geographical
                                City.            location where employee
                                                 resides, if different
                                                 from official duty
                                                 station.
Payment Method...............  EFT............  Direct deposit via
                                                 electronic funds
                                                 transfer.
                               Treasury Check
                               Imprest Fund
Mailing Address..............  Street Address,  The location designated
                                City, State,     by the traveler based
                                Zip.             on agency guidelines.
------------------------------------------------------------------------


                Standard Data Elements for Federal Travel
                 [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  A Contractor centrally
                                Account.         billed account.
                               Government       In accordance with and
                                Charge Card.     as provided by agency
                                                 guidelines.
                               Cash
Transportation Payment         Payment ID       A number that identifies
 Identification Number.         Number.          the payment for the
                                                 transportation tickets,
                                                 according to agency
                                                 guidelines, e.g., GTR
                                                 number, Govt. credit
                                                 card number.
Transportation Method          Air (First-      Common carrier used as
 Indicator.                     class and        transportation to TDY
                                Business-        location.
                                class).
                               Air (Non-first-
                                class and Non-
                                business-
                                class)
                               Non-contract
                                Air, Train,
                                Other
Local Transportation           POV, Car         Identifies local
 Indicator.                     rental, Taxi,    transportation used
                                Other.           while on TDY.
------------------------------------------------------------------------


                       Travel Expense Information
               [Standard Data Elements for Federal Travel]
------------------------------------------------------------------------
          Group name            Data elements          Description
------------------------------------------------------------------------
Per Diem.....................  Total Number of  The number of days
                                Days.            traveler claims to be
                                                 on per diem status, for
                                                 each official travel
                                                 location.
                               Total Amount     The amount of money
                                Claimed.         traveler claims as per
                                                 diem expense.
                               Lodging, Meals
                                & Incidentals.
Travel Advance...............  Advance          The amount of travel
                                Outstanding.     advance outstanding,
                                                 when the employee files
                                                 the travel claim.
                               Remaining        The amount of the travel
                                Balance.         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     Total amount of actual
                                Amount.          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 (First-      The amount of money the
                                class and        transportation actually
                                Business-        cost the traveler,
                                class).          entered according to
                                                 method of
                                                 transportation.

[[Page 109]]

 
                               Air (Non-first-
                                class and Non-
                                business-
                                class) Non-
                                contract Air,
                                Train.
                               Other..........  Bus or other form of
                                                 transportation.
Local Transportation.........  POV mileage....  Total number of miles
                                                 driven in POV.
                               POV mileage      Total amount claimed as
                                expense.         authorized based on
                                                 mileage rate. Different
                                                 mileage rates apply
                                                 based on type and use
                                                 of the POV.
                               Car rental,
                                Taxis, Other.
Constructive cost............  Constructive     The difference between
                                cost.            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.


[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]

             Appendix D to Chapter 301--Glossary of Acronyms

ATM: Automated Teller Machine
CFR: Code of Federal Regulations
CMTR: Combined Marginal Tax Rate
CONUS: Continental United States
CSRS: Civil Service Retirement System
DOD: Department of Defense
DOJ: Department of Justice
DSSR: Department of State Standardized Regulations
EFT: Electronic Funds Transfer
FAM: Foreign Affairs Manual
FEMA: Federal Emergency Management Agency
FERS: Federal Employees Retirement System
FHA: Federal Housing Administration
FOB: Free On Board
FTR: Federal Travel Regulation
FTS: Federal Telecommunications System
GAO: General Accounting Office
GBL: Government Bill of Lading
GEBAT: Government Excess Baggage Authorization Ticket
GOCO: Government Owned Contractor Operated
GPO: Government Printing Office

[[Page 110]]

GSA: General Services Administration
GTR: Government Transportation Request
ID: Identification
IDL: International Date Line
IRC: Internal Revenue Code
IRS: Internal Revenue Service
JFTR: Joint Federal Travel Regulations
JTR: Joint Travel Regulation
M&IE: Meals and Incidental Expenses
M&O: Management and Operating
MOU: Memorandum of Understanding
MTR: Marginal Tax Rate
NIST: National Institute of Standards and Technology
OCONUS: Outside the Continental United States
OGE: Office of Government Ethics
OMB: Office of Management and Budget
PCS: Permanent Change of Station
PDS: Permanent Duty Station
PIN: Personal Identification Number
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
SSN: Social Security Number
TCS: Temporary Change of Station
TDY: Temporary Duty
TMC: Travel Management Center
TMS: Travel Management Services/System
TQSE: Temporary Quarters Subsistence Expenses
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]

  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.
    Conference lodging allowance: The rate that is up to 25 percent 
above the established lodging per diem rate.
    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 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.

[[Page 111]]

     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.
     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?

[[Page 112]]

     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 duty 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.
     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 and guests (all 
charges or costs attributed to spouses or guests must be borne by the 
individual attendee (not reimbursable by the Government)).
     Provide a sample travel voucher.
     Notice that conference lodging allowance applies 
if applicable.

                              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.

[[Page 113]]

     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 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.

[[Page 114]]

     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]

[[Page 115]]



                   CHAPTER 302--RELOCATION ALLOWANCES




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

                       SUBCHAPTER A--INTRODUCTION
Part                                                                Page
302-1           General rules...............................         117
302-2           Employees eligibility requirements..........         118
                   SUBCHAPTER B--RELOCATION ALLOWANCES
302-3           Relocation allowance by specific type.......         123
     SUBCHAPTER C--PERMANENT CHANGE OF STATION (PCS) ALLOWANCES FOR 
                 SUBSISTENCE AND TRANSPORTATION EXPENSES
302-4           Allowances for subsistence and 
                    transportation..........................         144
302-5           Allowance for househunting trip expenses....         148
302-6           Allowance for temporary quarters subsistence 
                    expenses................................         151
          SUBCHAPTER D--TRANSPORTATION AND STORAGE OF PROPERTY
302-7           Transportation and temporary storage of 
                    household goods and professional books, 
                    papers, and equipment (PBP&E)...........         158
302-8           Allowances for extended storage of household 
                    goods(HHG)..............................         165
302-9           Allowances for transportation and emergency 
                    storage of a privately owned vehicle....         169
302-10          Allowances for transportation of mobile 
                    homes and boats used as a primary 
                    residence...............................         178
             SUBCHAPTER E--RESIDENCE TRANSACTION ALLOWANCES
302-11          Allowances for expenses incurred in 
                    connection with residence transactions..         182
302-12          Use of a relocation services company........         192
302-14          Home marketing incentive payments...........         195
302-15          Allowance for property management services..         197
                 SUBCHAPTER F--MISCELLANEOUS ALLOWANCES
302-16          Allowance for miscellaneous expenses........         201
302-17          Relocation income tax (RIT) allowance.......         204

[[Page 117]]



                        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 [Reserved]

    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 duty 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 Sec. Sec. 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]



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
    (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 [Reserved]

[[Page 118]]



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 duty 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 is less than 50 miles from my old 
          official duty station?

                               Time Limits

302-2.7 When may I begin my travel and transportation after receiving 
          authorization to do so?
302-2.8 When must I complete all aspects of my relocation?
302-2.9 If I am furloughed to perform active military duty, will I have 
          to complete all aspects of the relocation within the time 
          limitation?
302-2.10 Does the 2-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?
302-2.11 May the 2-year time limitation for completing all aspects of a 
          relocation be extended?

                           Service Agreements

302-2.12 What is a service agreement?
302-2.13 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?
302-2.14 Will I be penalized for violation of my service agreement?
302-2.15 Must I provide my agency with my actual place of residence as 
          soon as I accept a transfer/appointment OCONUS?
302-2.16 Must I sign a service agreement for a ``last move home'' 
          relocation?
302-2.17 What happens if I fail to sign a service agreement?
302-2.18 Can my service agreement be voided by a subsequent service 
          agreement?
302-2.19 If I have more than one service agreement, must I adhere to 
          each agreement separately?

                          Advancement of Funds

302-2.20 May I receive an advance of funds for my travel and 
          transportation expenses?
302-2.21 What requirements must I meet to receive a travel advance?
302-2.22 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 duty 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 duty station.

[[Page 119]]



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 Sec. Sec. 302-2.7 through 30-2.11.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, as amended by FTR Amdt. 108, 
67 FR 57968, Sept. 13, 2002]



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 is less than 50 miles from my old official 
duty station?

    Generally no; you may not be reimbursed for relocation expenses if 
you relocate to a new official station that is less than 50 miles from 
your old official station, unless the head of the agency or designee 
authorizes an exception. On a case-by-case basis and having considered 
the following criteria, the head of your agency or designee may 
authorize the reimbursement of relocation expenses of less than 50 miles 
when he/she determines that it is in the interest of the Government: and
    (a) The one way commuting pattern between the old and new official 
station increases by at least 10 miles but no more than 50 miles; or
    (b) There is an increase in the commuting time to the new official 
station; or
    (c) A financial hardship is imposed due to increased commuting 
costs.

                               Time Limits



Sec. 302-2.7  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.



Sec. 302-2.8  When must I complete all aspects my relocation?

    You and your immediate family member(s) must complete all aspects of 
your relocation within two years from the effective date of your 
transfer or appointment, except as provided in Sec. 302-2.9 or Sec. 
302-2.10.



Sec. 302-2.9  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 2-
year period to complete all aspects of relocation is exclusive of time 
spent on furlough for active military service.



Sec. 302-2.10  Does the 2-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 2-year time period in Sec. 302-2.8 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.



Sec. 302-2.11  May the 2-year time limitation for completing all 
aspects of a relocation be extended?

    Yes, the 2-year time limitation for completing all aspects of a 
relocation may be extended by your Agency for up to 2 additional years, 
but only if you have received an extension under Sec. 302-11.22.

[[Page 120]]

                           Service Agreements



Sec. 302-2.12  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. 302-2.13, after you have relocated.



Sec. 302-2.13  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.



Sec. 302-2.14  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.



Sec. 302-2.15  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.



Sec. 302-2.16  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.



Sec. 302-2.17  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.



Sec. 302-2.18  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.



Sec. 302-2.19  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.

                          Advancement of Funds



Sec. 302-2.20  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.



Sec. 302-2.21  What requirements must I meet to receive a travel advance?

    Your relocation travel authorization must authorize you to receive a 
travel advance.

[[Page 121]]



Sec. 302-2.22  May I receive a travel advance for separation relocation?

    Yes, you may receive a travel advance if approved by your agency.



                    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; and
    (f) Who is required to sign a service agreement.



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. 302-2.13; and
    (c) When you have determined that the employee's relocation is 
incident to his/her change of official station.



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; 
and
    (d) Provide new employees with the applicable limitations of their 
travel benefits.



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.

[[Page 122]]

                               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 2-year period 
from his/her effective date of transfer or appointment, unless the 
employee's 2-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).

[[Page 123]]



                   SUBCHAPTER B_RELOCATION ALLOWANCES





PART 302-3_RELOCATION ALLOWANCE BY SPECIFIC TYPE--Table of Contents




Sec.

                         Subpart A_New Appointee

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 me for incident to a permanent change 
          of station?

                      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.)?

[[Page 124]]

302-3.223 What happens if I violate my new service agreement under a 
          tour renewal assignment?
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 while OCONUS will I 
          receive reimbursement to return my former spouse 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 
          duty 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 on 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 125]]

          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 Will my agency pay for property management services when I am 
          authorized a TCS?
302-3.419 For what property will my agency pay property management 
          services?
302-3.420 How long will my agency pay for property management services?
302-3.421 What are the income tax consequences when my agency pays for 
          property management services?

  Expenses Paid Upon Completion of Assignment or Upon Separation From 
                           Government Service

302-3.422 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 126]]



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 a
                                          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 127]]



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 me for incident to a permanent change of station?

    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 128]]


     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 a 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 129]]


                 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 302-9
 of this chapter).                        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 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).
5. Transportation of a privately owned
 vehicle (POV)(part 302-9, subpart B of
 this chapter).
6. Relocation income tax allowance
 (RITA) (part 302-17 of this chapter).
7. Property management services (part
 302-15 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]

[[Page 130]]



                      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 131]]

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 132]]

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 Sec. Sec. 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 133]]



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 while OCONUS will 

I receive reimbursement to return my former spouse and dependents to 
the U.S.?

    Yes, if you become divorced from your spouse while OCONUS, you will 
receive reimbursement to return your former spouse and dependents to 
their place of actual residence within or outside CONUS.



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.



                     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.

[[Page 134]]



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.



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

[[Page 135]]

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 duty 
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.



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.

[[Page 136]]



Sec. 302-3.315  May I be granted an extension on beginning my separation 
travel?

    Your agency may grant you or your family member (in case of your 
death) an extension on beginning your separation travel, not to exceed 2 
years from your effective date of separation or death if you died before 
separating.



            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 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:

[[Page 137]]

    (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; and
    (c) Reimbursement for Property Management Services under part 302-15 
of this chapter.

                     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.

[[Page 138]]



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  Will my agency pay for property management services 
when I am authorized a TCS?

    Yes, your agency will reimburse you directly for expenses you incur 
or make payments on your behalf to a relocation services company, if you 
so choose. The term ``property management services'' refers to a program 
provided by a private company for a fee, which assists you in managing 
your residence at your previous official station as a rental property. 
Services provided by the company may include, but are not limited to, 
obtaining a tenant, negotiating a lease, inspecting the property 
regularly, managing repairs and maintenance, enforcing lease terms, 
collecting 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.



Sec. 302-3.419  For what property will my agency pay property 
management services?

    Your agency will only pay for the property from which you commuted 
to/from work on a daily basis at your previous official station.



Sec. 302-3.420  How long will my agency pay for property management 
services?

    Your agency will pay for property management services for the 
duration of your TCS.



Sec. 302-3.421  What are the income tax consequences when 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 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 storage of your household good 
under part 302-7 of this chapter;
    (c) Transportation of a mobile home instead of transportation of our 
household goods under part 302-10 of this chapter;
    (d) Temporary quarters subsistence expenses under part 302-6 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 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 part for your relocation expenses.

[[Page 139]]



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 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. 302-9.6 of 
this chapter.



Sec. 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?

    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

[[Page 140]]

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; 
and
    (h) What relocation allowances you will and will not pay when an 
employee is permanently assigned to a temporary official station.



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 Income Tax 
Reimbursement Allowance (ITRA) allows for the reimbursement of Federal, 
State and local income taxes incurred as a result of an extended 
temporary duty assignment (see Sec. Sec. 301-11.501 through 301-11.640 
of this title). An employee who is authorized and performs a TCS also 
will be subject to income taxation

[[Page 141]]

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.

                           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
    (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.

[[Page 142]]

                     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
    (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.

[[Page 143]]

                      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 144]]



     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 receive if he/she accompanies 
          me while I am performing PCS travel?
302-4.204 If my spouse 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 and I travel on the same days along the same 
          general route by using more than one POV, is my spouse 
          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?

              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.

    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.

[[Page 145]]



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 Sec. Sec. 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 Sec. 302-4.202, 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.



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 Sec. Sec. 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).

                       Transferred Employees Only



Sec. 302-4.203  How much per diem will my spouse receive if he/she 
accompanies me while I am performing PCS travel?

    The maximum amount your spouse may receive if he/she accompanies you 
while you are performing PCS travel is three-fourths of your daily per 
diem rate.

[[Page 146]]



Sec. 302-4.204  If my spouse does not accompany me but travels 
unaccompanied at a different time, what per diem rate will he/she receive?

    If your spouse 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.



Sec. 302-4.205  If my spouse and I travel on the same days along the 

same general route by using more than one POV, is my spouse considered 
unaccompanied?

    No; for per diem purposes, you and your spouse are considered to be 
traveling together if you travel on the same days along the same general 
route by using more than one POV.



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?

    When PCS travel by POV is approved, rates for payment of mileage 
allowances are taken from the following table:

------------------------------------------------------------------------
                    Occupants of POV                       Mileage rate
------------------------------------------------------------------------
Employee only; or one member of immediate family........           $0.15
Employee and one member; or two members of immediate                0.17
 family.................................................
Employee and two members; or three members of immediate             0.19
 family.................................................
Employee and three or more members; or four or more                 0.20
 members of immediate family............................
------------------------------------------------------------------------



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.



              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.

[[Page 147]]



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 Sec. Sec. 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.



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 
Sec. Sec. 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

[[Page 148]]

    (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 fixed amount 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 factors must we consider in determining whether to offer 
          an employee the fixed amount househunting trip subsistence 
          expense reimbursement option?

    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.

    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

[[Page 149]]

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.



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

[[Page 150]]

 
                                         (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:
 expenses..
                                         (a) A per diem allowance for
                                          you and/or your spouse as
                                          prescribed under Sec. Sec.
                                          301-11.100 through 301-11.102
                                          of this chapter 301; or
                                         (b) If you accept your agency's
                                          offer of the fixed amount
                                          option, and:
                                         (1) Both you and your spouse
                                          perform a househunting trip
                                          either together or separately,
                                          a single amount determined by
                                          multiplying the applicable
                                          locality rate (listed in
                                          appendix A to chapter 301 of
                                          this subtitle) by 6.25 or
                                         (2) Only one of you performs a
                                          househunting trip, an amount
                                          determined by multiplying the
                                          applicable locality rate
                                          (listed in appendix A to
                                          chapter 301 of this subtitle)
                                          by 5.
------------------------------------------------------------------------


[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, as amended by FTR Amdt. 108, 
67 FR 57969, Sept. 13, 2002]



Sec. 302-5.14  What transportation expenses will my agency pay?

    Your agency will authorize you to travel by the transportation 
mode(s) (e.g., airline, train, or privately owned automobile) 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 any other mode(s), your agency will pay your transportation 
expenses not to exceed the cost of transportation by the authorized 
mode(s).



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 Sec. Sec. 301-11.25, 301-11.306 and 301-52.4(b) 
of chapter 301. For fixed amount 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 Sec. Sec. 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]



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 
Sec. 302-2.20 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 fixed amount househunting trip 
subsistence expenses payment, whichever applies.



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 fixed amount is more than adequate to cover my 
househunting trip?

    Yes, if your fixed househunting amount is more than adequate to 
cover your househunting expenses any balance belongs to you.



                    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

[[Page 151]]

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 fixed amount 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.



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 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. Fixed amount 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 fixed 
amount househunting trip subsistence expenses reimbursement when you 
offer the fixed amount reimbursement method. You therefore should weigh 
employee morale and productivity considerations against actual cost 
considerations in determining which method to offer.



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 local transportation expenses incurred 
          while I am occupying temporary quarters?

[[Page 152]]

              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_Fixed Amount Reimbursement

302-6.200 What am I paid under the fixed amount reimbursement method?
302-6.201 How do I determine the amount of my payment under the fixed 
          amount reimbursement method?
302-6.202 Will I receive additional TQSE reimbursement if my fixed 
          amount is not adequate to cover my TQSE?
302-6.203 May I retain any balance left over from my TQSE reimbursement 
          if my fixed amount is more than adequate?

                    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 the fixed amount TQSE reimbursement option?
302-6.305 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, 36 FR 13474, 
3 CFR, 1971-1973 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 local 
transportation expenses incurred during occupancy of temporary quarters 
(see Sec. 302-6.18 for details).



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
    (b) Your old and new official stations are 50 miles or more apart 
(as measured by map distance) via a usually traveled surface route.

[[Page 153]]



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 ``fixed amount'' reimbursement method as an 
alternative. If your agency makes both methods available to you, you may 
select the one you prefer.



Sec. 302-6.12  Must I document my TQSE to receive reimbursement?

    For fixed amount 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 Sec. Sec. 301-11.25, 
301-11.306 and 301-52.4(b) of this title.



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 Sec. 302-2.20 of this 
chapter, your agency may advance the amount of funds necessary to cover 
your estimated TQSE expenses for up to 30 days. Your agency subsequently 
may advance additional funds for periods up to 30 days.

[[Page 154]]



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 local transportation expenses 
incurred while I am occupying temporary quarters?

    Generally no; local transportation expenses are not TQSE, and there 
is no authority to pay such expenses under TQSE. You may, however, be 
reimbursed under part 301-4 of this subtitle for necessary 
transportation expenses if you perform local official business travel 
while you are occupying temporary quarters.



              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 spouse
                                           You and/or your        or a member of your        A member of your
                                        unaccompanied spouse 1  immediate family who is  immediate family who is
                                            may receive is        age 12 or older may        under age 12 may
                                                                       receive is               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 necessarily occupies temporary quarters in lieu of the employee or in a location
  separate from the employee.)



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.



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. 302-2.8.

[[Page 155]]



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.



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.

[[Page 156]]



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_Fixed Amount Reimbursement



Sec. 302-6.200  What am I paid under the fixed amount reimbursement 
method?

    If your agency offers and you select the fixed amount TQSE 
reimbursement method, you are paid a fixed amount for up to 30 days. No 
extensions are allowed under the fixed amount method.



Sec. 302-6.201  How do I determine the amount of my payment under the 
fixed amount reimbursement method?

    Multiply the number of days your agency authorizes TQSE by .75 times 
the maximum per diem rate (i.e., lodging plus meals and incidental 
expenses) prescribed in chapter 301 of this subtitle for the locality of 
the new official station. Then for each member of your immediate family, 
multiply the same number of days by .25 times the same per diem rate. 
Your payment will be the sum of this calculation.



Sec. 302-6.202  Will I receive additional TQSE reimbursement if my 
fixed amount is not adequate to cover my TQSE?

    No, you will not receive additional TQSE reimbursement if the fixed 
amount is not adequate to cover your TQSE.



Sec. 302-6.203  May I retain any balance left over from my TQSE 
reimbursement if my fixed amount is more than adequate?

    Yes, if your fixed TQSE amount is more than adequate to cover your 
TQSE expenses any balance belongs to you.



                    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 fixed amount 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.



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:

[[Page 157]]

    (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 the fixed amount TQSE reimbursement option?

    The factors you should consider include:
    (a) Ease of administration. Actual TQSE reimbursement requires an 
agency to review claims for the validity, accuracy, and reasonableness 
of each expense amount. Fixed amount TQSE reimbursement does not require 
review of expense amounts and is therefore easier to administer.
    (b) Cost considerations. You must weigh the cost of each 
alternative. Actual TQSE reimbursement may extend up to 120 consecutive 
days, while fixed amount TQSE reimbursement is limited to 30 days. 
Actual TQSE reimbursement may be less expensive, since its ceiling is 
based on the standard CONUS rate, while fixed amount TQSE reimbursement 
is based on the locality per diem rate. However, fixed amount TQSE 
reimbursement may be less expensive because the maximum daily rate under 
actual TQSE reimbursement is a higher percentage of the applicable per 
diem rate than fixed amount TQSE reimbursement.
    (c) Treatment of employee. The employee is allowed to choose between 
actual TQSE reimbursement and fixed amount TQSE reimbursement when you 
offer the fixed amount TQSE reimbursement method. You therefore should 
weigh employee morale and productivity considerations against actual 
cost considerations in determining which method to offer.



Sec. 302-6.305  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.

[[Page 158]]



           SUBCHAPTER D_TRANSPORTATION AND STORAGE OF PROPERTY





PART 302-7_TRANSPORTATION AND TEMPORARY STORAGE OF HOUSEHOLD GOODS AND 
PROFESSIONAL BOOKS, PAPERS, AND EQUIPMENT (PBP&E)--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 Does the weight of any professional books, papers and equipment 
          (PBP&E) count against the 18,000 pound HHG weight limitation?
302-7.5 May the 18,000 pound HHG weight limitation be increased if PBP&E 
          are transported as an administrative expense to the agency?
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 Is there a time limit for the temporary storage of an authorized 
          HHG shipment?
302-7.9 What are some reasons that would justify the additional storage 
          beyond the initial 90-day limit?
302-7.10 Is property acquired en route eligible for transportation at 
          Government expense?
302-7.11 What is the Government's liability for loss or damage to HHG?
302-7.12 What are the various methods of shipping HHG and how is the 
          weight determined for each type of shipment?
302-7.13 What methods of transporting and paying for the movement of 
          HHG, PBP&E and temporary storage are authorized?
302-7.14 Are there any disadvantages to using the commuted rate method 
          for transporting HHG, PBP&E and temporary storage?
302-7.15 Must I use the method selected by my agency for transporting my 
          HHG, PBP&E and temporary storage?
302-7.16 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?
302-7.17 May PBP&E be transported at Government expense upon returning 
          to CONUS for separation from Government service, after 
          completion of an OCONUS assignment?
302-7.18 Who is liable for any loss or damage to HHG incident to a 
          authorized relocation?
302-7.19 Should I include items that are irreplaceable or of extremely 
          high monetary or sentimental value in my HHG shipment?
302-7.20 If my HHG shipment includes an item (e.g. boat, trailer, 
          ultralight vehicle) for which a weight additive is assessed by 
          the HHG carrier, 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 goods and services payable at Government expense?

[[Page 159]]

                    Subpart D_Agency Responsibilities

302-7.300 What policies and procedures must we establish for this part?
302-7.301 What method of transporting HHG should we authorize?
302-7.302 What method of transporting should we authorize for PBP&E?
302-7.303 What guidelines must we follow when authorizing transportation 
          of PBP&E as an administrative expense?
302-7.304 When HHG are shipped under the actual expense method, and 
          PBP&E as an administrative expense, in the same lot, are 
          separate weight certificates required?

    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.

    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 duty stations, within 
or outside the continental United States (CONUS);
    (b) A new appointee to his/her first official duty 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 Sec. 
302-3.304 of this chapter;
    (e) An employee authorized a temporary change of station (TCS).



Sec. 302-7.2  What is the maximum weight of HHG that may be transported 
or stored at Government expense?

    The maximum weight allowance of HHG that may be shipped or stored at 
Government expense is 18,000 pounds net weight.



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.



Sec. 302-7.4  Does the weight of any professional books, papers and 
equipment (PBP&E) count against the 18,000 pound HHG weight limitation?

    Yes, the weight on any PBP&E is generally part of and not in 
addition to the 18,000 pound HHG weight limitation. However, if the 
weight of any PBP&E causes the lot to exceed 18,000 pounds, the PBP&E 
may be transported to the new duty station as an administrative expense 
of the agency. Authorization for such shipment is granted solely at the 
discretion of the agency and subject to its policies governing such 
shipment.



Sec. 302-7.5  May the 18,000 pound HHG weight limitation be increased 
if PBP&E are transported as an administrative expense to the agency?

    No, the 18,000 pound HHG weight limitation is mandated by statute 
and cannot be exceeded. Shipments of PBP&E as an administrative expense 
to the agency are not subject to the HHG maximum weight allowance.



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 varies by category of employee and are as follows:

                     Transportation of HHG and PBP&E
------------------------------------------------------------------------
                                                 Authorized origin/
           Category of employee                      destination
------------------------------------------------------------------------
(a) Employee transferred between official   Between the old and new
 stations.                                   official station.
(b) New appointee.........................  From place of actual
                                             residence to New official
                                             station.
(c) Employee returning from outside CONUS   Last official station to
 assignment for separation from Government   place of actual residence.
 service.
(d) SES last move home benefits...........  From last official station
                                             to place of Selection.

[[Page 160]]

 
Temporary change of official station (TCS)  From current official
                                             station to TCS location and
                                             return.
------------------------------------------------------------------------



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 from the authorized origin to the authorized destination.



Sec. 302-7.8  Is there a time limit for the temporary storage of an 
authorized HHG shipment?

    The initial period of temporary storage at Government expense shall 
not exceed 90 days in connection with any authorized HHG shipment. The 
HHG may be placed in temporary storage at origin, in transit, at 
destination, or any combination thereof. However, upon your written 
request, an additional 90 days may be authorized by the designated 
agency official. In no case may the maximum time limit for temporary 
storage exceed 180 days.



Sec. 302-7.9  What are some reasons that would justify the additional 
storage beyond the initial 90-day limit?

    Reasons for justifying temporary storage beyond the initial 90-day 
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;
    (e) Strikes, acts of God, or other circumstances beyond the control 
of the employee; or
    (f) Similar reasons.



Sec. 302-7.10  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.



Sec. 302-7.11  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.



Sec. 302-7.12  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        The net weight will be shown on the
 movers van or similar conveyance).  bill of lading or weight
                                     certificate attached and includes
                                     the weight of barrels, boxes,
                                     cartons, and similar material used
                                     in packing, but does not include
                                     pads, chains, dollies and other
                                     equipment to load and secure the
                                     shipment.
(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.

[[Page 161]]

 
(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.
------------------------------------------------------------------------



Sec. 302-7.13  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.



Sec. 302-7.14  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.



Sec. 302-7.15  Must I use the method selected by my agency for 
transporting my HHG, PBP&E and temporary storage?

    No, you do not have to use the method selected (Sec. 302-7.301) by 
your agency, and you may pursue other methods, however, your 
reimbursement is limited to the actual cost incurred, not to exceed what 
the Government would have incurred under the commuted rate system within 
CONUS and the actual expense method OCONUS.



Sec. 302-7.16  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.



Sec. 302-7.17  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

[[Page 162]]

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.



Sec. 302-7.18  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.



Sec. 302-7.19  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.



Sec. 302-7.20  If my HHG shipment includes an item (e.g. boat, trailer, 

ultralight vehicle) for which a weight additive is assessed by the 
HHG carrier, am I 
          responsible for payment?

    If your HHG shipment includes an item (e.g. boat or trailer of 
reasonable size) for which a weight additive is assessed by the HHG 
carrier (as prescribed in applicable tariffs), and your shipment exceeds 
the maximum weight prescribed in Sec. 302-7.2, you are responsible for 
all excess charges and any special packing, crating, and handling of the 
weight additive item. See Sec. 302-7.200 on how charges are paid and 
who makes the shipping arrangements.

[FTR Amdt. 108, 67 FR 57969, Sept. 13, 2002]



                         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 Household Goods 
Carriers Mileage Guide (issued by the Household Goods Carriers' Bureau, 
1611 Duke Street, Alexandria, VA 22314-3482), 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.



Sec. 302-7.101  Where can the commuted rate schedules for the 
transportation of HHG, and temporary storage be found?

    The charges for the line-haul transportation, packing, crating, 
unpacking, drayage incident to transportation, and other accessorial 
charges for HHG, and temporary storage can be found in the Household 
Goods Carrier Bureau tariff (issued by the Household Goods Carriers' 
Bureau, 1611 Duke Street, Alexandria, VA 22314-3482) or by contacting 
the GSA travel management center or the appropriate office designated in 
your agency.



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

[[Page 163]]

destination, the Household Goods Carriers Standard Mileage Guide, or a 
standard road atlas issued by The Household Goods Carrier's Bureau, or 
any other mileage guide authorized by your agency.
    Note to Sec. Sec. 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.



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.



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 rates published in the 
Nationwide Household Goods Commercial Relocation Tariff (issued by the 
Household Goods Carriers' Bureau, 1611 Duke Street, Alexandria, VA 
22314-3482), supplements thereto and reissues thereof.

[[Page 164]]



                     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_Agency Responsibilities

    Note to subpart D: Use of pronouns ``we'', ``you'', and their 
variants throughout this subpart refers to the agency.



Sec. 302-7.300  What policies and procedures must we establish for 
this part?

    You must establish policies and procedures as required for this 
part, including who will:
    (a) Administer your household goods program;
    (b) Authorize PBP&E to be transported as an agency administrative 
expense;
    (c) Authorize temporary storage in excess of the initial 90-day 
limit;
    (d) Collect any excess cost or charges;
    (e) Advise the employee on the Government's liability for any loss 
and damage claims under 31 U.S.C. 3721-3723; and
    (f) Ensure that international HHG shipments by water are made on 
ships registered under the laws of the United States whenever such ships 
are available.



Sec. 302-7.301  What method of transporting HHG should we authorize?

    You should authorize one of the following methods, of transporting 
an employee's HHG, PBP&E and temporary storage. The selected method 
should be stated on the relocation travel authorization.
    (a) Commuted rate system. For relocation or first duty station 
assignment within CONUS. This method will be used without regard to the 
actual expense method, unless that method is more economical to the 
Government and results in a savings of $100 or more. Under this system 
the employee assumes 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 the agency, all arrangements (e.g., 
packing/unpacking, pickup/delivery, weighing, temporary storage, etc.) 
will be handled and paid for by you the agency.
    (b) Actual expense method. For all shipments OCONUS and where deemed 
economical to the Government within CONUS. Under the actual expense 
method, the Government 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 
the employee's HHG, PBP&E.

[[Page 165]]



Sec. 302-7.302  What method of transporting should we authorize for 
PBP&E?

    You should authorize the actual expense method for transporting an 
employee's PBP&E only when the weight of the PBP&E causes the employee's 
shipment to exceed the maximum 18,000 pound HHG weight limitation. PBP&E 
should be weighed prior to shipment, if necessary, so the weight can 
easily be deducted from the 18,000 pound weight allowance. The PBP&E 
shipment should then be made separately from the HHG shipment and is an 
administrative expense to your agency.



Sec. 302-7.303  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 
provided that:
    (a) An itemized inventory of PBP&E is provided for review by the 
authorizing official at the new official station;
    (b) The authorizing official has certified that the PBP&E are 
necessary for performance of the employee's duties at the new duty 
station, and 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; and
    (c) You have acquired evidence that transporting the PBP&E would 
cause the employee's HHG to exceed 18,000 pound maximum weight 
allowances.
    Note to Sec. 302-7.303: PBP&E transported as an agency 
administrative expense to an OCONUS location may be returned to CONUS as 
an agency administrative expense for an employee separating from 
Government service.



Sec. 302-7.304  When HHG are shipped under the actual expense method, 

and PBP&E as an administrative expense, in the same lot, are 
separate weight certificates 
          required?

    Yes, the weight of the PBP&E and the administrative appropriation 
chargeable must be listed as separate items on the bill of lading or 
other shipping document.



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?
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?

[[Page 166]]

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.



 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.

[[Page 167]]



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.



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

[[Page 168]]

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 
Sec. Sec. 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) 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

[[Page 169]]

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 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 is the purpose of the allowance for emergency storage of a 
          POV?
302-9.6 What POV transportation and emergency storage may my agency 
          authorize at Government expense?
302-9.7 Must my agency authorize transportation or emergency storage of 
          my POV?
302-9.8 What type of POV may I be authorized to transport, and if 
          necessary, store under emergency circumstances?
302-9.9 For what transportation expenses will my agency pay?
302-9.10 For what POV emergency storage expenses will my agency pay?
302-9.11 May I receive an advance of funds for transportation and 
          emergency storage of my POV?
302-9.12 May my agency determine that driving my POV is more 
          advantageous 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

[[Page 170]]

          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 newPOV 
          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 whenI 
          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 transport within CONUS?
302-9.303 If I am authorized to transport my POV withinCONUS, where must 
          the transportation originate?
302-9.304 If I am authorized to transport my POV within CONUS, what must 
          the destination be?

                  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_Agency Responsibilities

302-9.500 What means of transportation may we authorize for POV's?
302-9.501 How should we administer the allowances for transportation and 
          emergency storage of a POV?
302-9.502 What governing policies must we establish for the allowances 
          for transportation and emergency storage of a POV?
302-9.503 Under what condition may we authorize transportation of a POV 
          to a post of duty?
302-9.504 What factors must we consider in deciding whether to authorize 
          transportation of a POV to a post of duty?
302-9.505 What must we consider in determining whether transportation of 
          a POV within CONUS is cost effective?

    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.

[[Page 171]]



                         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 is the purpose of the allowance for emergency storage 
of a POV?

    The purpose of the allowance for emergency 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.



Sec. 302-9.6  What POV transportation and emergency storage may my 
agency authorize at Government expense?

    Your agency may authorize the following POV transportation and 
emergency 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.



Sec. 302-9.7  Must my agency authorize transportation or emergency 
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 storage and the procedures a transferred employee must follow.



Sec. 302-9.8  What type of POV may I be authorized to transport, and 
if necessary, store under emergency 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 
circumstances. You may not transport or store a trailer, airplane, or 
any vehicle intended for commercial use.



Sec. 302-9.9  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.

[[Page 172]]



Sec. 302-9.10  For what POV emergency storage expenses will my agency pay?

    Your agency will pay all necessary storage expenses, including but 
not limited to readying the POV for storage, local transportation to 
point of storage, storage, readying the POV for use after storage, and 
local 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.



Sec. 302-9.11  May I receive an advance of funds for transportation 
and emergency storage of my POV?

    Yes, you may receive advance funds in accordance with Sec. 302-2.20 
of this chapter and not to exceed the estimated amount of the expenses 
authorized under this part for transportation and emergency storage of 
your POV.



Sec. 302-9.12  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.



                        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

[[Page 173]]

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. 302-9.503 that it is 
in the interest 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.



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. 302-9.503 
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.



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

[[Page 174]]

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.



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;

[[Page 175]]

    (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 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 transport 
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.

[[Page 176]]



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.



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; and
    (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.



Sec. 302-9.302  How many POV's may I transport within CONUS?

    You may transport any number of POV's within CONUS under this 
subpart, provided your agency determines such transportation is 
advantageous and cost effective to the Government.



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.
------------------------------------------------------------------------



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.

[[Page 177]]



                  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_Agency Responsibilities

    Note to subpart F: Use of pronouns ``we'', ``you'', and their 
variants throughout this subpart refers to the agency.



Sec. 302-9.500  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.



Sec. 302-9.501  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.



Sec. 302-9.502  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.



Sec. 302-9.503  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-
9.504, that it is in the interest of the Government for the employee to 
have use of a POV at the post of duty.



Sec. 302-9.504  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; and
    (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.

[[Page 178]]



Sec. 302-9.505  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.



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

[[Page 179]]

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.



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;

[[Page 180]]

    (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.
    (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 Sec. Sec. 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:

[[Page 181]]

    (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
    (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 182]]



              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 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 2-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 183]]

                    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 duty station, 
and/or the purchase of a residence at your new official duty 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.



Sec. 302-11.2  Am I eligible to receive an allowance for expenses 
incurred in connection with my residence transactions?

    You are eligible to receive an allowance for expenses incurred in 
connection with your residence transactions under this subpart if you 
have signed a service agreement as specified in Sec. 302-3, subpart D 
of this chapter, and you are performing a permanent change of station 
where:
    (a) Your old and new official stations are within the United States; 
or
    (b) You transferred from an official station in the United States to 
a foreign area, and you are now transferring back to the United States 
and;
    (1) You have completed your service agreement time period for your 
overseas tour of duty; and
    (2) You are assigned to an official station in the United States 
that is more than 50 miles from your last official station in the United 
States, unless authorized otherwise in accordance with Sec. 302-2.6 of 
this chapter.

[[Page 184]]



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 2 years after 
the day you report for duty at your new official station. (See Sec. 
302-11.23.)



Sec. 302-11.22  May the 2-year time limitation be extended by my agency?

    Yes, your agency may extend the 2-year limitation for up to two 
additional years for reason beyond your control and acceptable to the 
agency.

[[Page 185]]



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 an foreign  2. Prior to the date
 tour of duty to a different official        notified that you would be
 station in the United States, which is 50   transferred to a different
 miles distance from the official station    location in the United
 from which transferred to the foreign       States, which is 50 miles
 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
    (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:

[[Page 186]]

    (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 that they are customarily paid by the seller of a residence 
at the old official station or by the purchaser of a residence at the 
new official station, your agency will pay the following expenses:
    (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;

[[Page 187]]

    (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.



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

[[Page 188]]

    (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 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

[[Page 189]]

    (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 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

[[Page 190]]

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 2-year 
limitation for completing sales and purchase or lease termination 
transactions, under Sec. Sec. 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.



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
    (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.

[[Page 191]]



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 2 
years, for completion of the sale and purchase or lease termination 
transactions.



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 two years; and
    (b) Employee's residence transactions are reasonably related to his/
her transfer of official station.

                             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.



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

[[Page 192]]

    (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 Am I eligible to use a relocation services company?
302-12.2 Who determines if I may use a relocation services company?
302-12.3 Under what conditions may I use a relocation services company?
302-12.4 For what relocation services expenses will my agency pay?
302-12.5 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?
302-12.6 What expenses will my agency pay if I use a relocation services 
          company to ship household goods in excess of the maximum 
          weight allowance?
302-12.7 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?
302-12.8 If my agency authorizes me to enter a homesale program, must I 
          accept a buyout offer from the relocation services company?
302-12.9 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 How must we administer a relocation services contract?
302-12.106 What policies must we establish when offering our employees 
          the services of a relocation services company?
302-12.107 What rules must we follow when contracting for relocation 
          services?
302-12.108 What are the income tax consequences that we must consider 
          when offering relocation services?
302-12.109 What must we consider in deciding whether to use the fixed-
          fee or cost-reimbursable contracting method?
302-12.110 May we take title to an employee's residence?
302-12.111 Under a homesale program, may we establish a maximum home 
          value above which we will not pay for homesale services?
302-12.112 Under a homesale program, may we pay an employee for losses 
          he/she incurs on the sale of a residence?
302-12.113 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?
302-12.114 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  Am I eligible to use a relocation services company?

    Yes, if you are an employee who is authorized to transfer and such 
transfer includes residence transaction.



Sec. 302-12.2  Who determines if I may use a relocation services company?

    Your agency must determine if you may use a relocation services 
company.



Sec. 302-12.3  Under what conditions may I use a relocation services 
company?

    You may use a relocation services company if you:
    (a) Meet all conditions required for you to be eligible for an 
allowance contained in this chapter for which a service provided by the 
relocation services company would serve as a substitute, and you are 
authorized to use a specific relocation service provided by the company 
as a substitute;
    (b) Have signed a service agreement; and
    (c) Meet any specific conditions your agency has established.

[[Page 193]]



Sec. 302-12.4  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.



Sec. 302-12.5  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.



Sec. 302-12.6  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.



Sec. 302-12.7  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.



Sec. 302-12.8  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.



Sec. 302-12.9  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.



         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

[[Page 194]]

the company to provide relocation services.



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  How must we administer a relocation services contract?

    You must balance the positive effects that availability of 
relocation services has on employee mobility and morale with any 
increased costs your agency may experience as a result of providing 
relocation services.



Sec. 302-12.106  What policies must we establish when offering our 
employees the services of a relocation services company?

    When offering your employees the services of a relocation services 
company, you must establish policies governing:
    (a) The conditions under which you will authorize an employee to use 
a relocation services company;
    (b) Which employees you will allow to use a relocation services 
company;
    (c) What relocation services you will offer an employee; and
    (d) Who will determine in each case if an employee may use a 
relocation services company and what services will be offered.



Sec. 302-12.107  What rules must we follow when contracting for 
relocation services?

    You must follow the rules contained in the Federal Acquisition 
Regulations (FAR) (48 CFR) and/or other procurement regulations 
applicable to your agency.



Sec. 302-12.108  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.



Sec. 302-12.109  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

[[Page 195]]

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 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.



Sec. 302-12.110  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.



Sec. 302-12.111  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.



Sec. 302-12.112  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.



Sec. 302-12.113  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.



Sec. 302-12.114  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.



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?
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?

[[Page 196]]

                    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.



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

[[Page 197]]

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 allowance for property management 
          services?
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?
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

[[Page 198]]

          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, 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 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 allowance for property 
management services?

    The purpose of the allowance for property management services is 
reduce overall Government relocation costs when used instead of sale of 
the employee's residence at Government expense. When authorized in 
connection with an employee's transfer to a foreign area post of duty, 
relieve the employee of the costs of maintaining a home in the United 
States while stationed at a foreign area post of duty.



Sec. 302-15.3  Am I eligible for payment for property management 
services under this part?

    Yes, you are eligbile 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.



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.

[[Page 199]]



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 2 years from your effective date of transfer, with up to a 2-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.



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).

[[Page 200]]



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. 302-2.13 of this 
chapter) to continue to this benefit.



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) Who will determine, for relocations to official 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;
    (c) If and when you will allow an employee who was offered and 
accepted payment for property management services to change his/her mind 
and elect instead to sell his/her residence at Government expense in 
accordance with paragraph (d) of this section; and
    (d) 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.

[[Page 201]]



                  SUBCHAPTER F_MISCELLANEOUS ALLOWANCES





PART 302-16_ALLOWANCE FOR MISCELLANEOUS EXPENSES--Table of Contents




                            Subpart A_General

Sec.
302-16.1 What are miscellaneous expenses?
302-16.2 What is the purpose of the miscellaneous expenses allowance 
          (MEA)?
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, 36 FR 13747, 
3 CFR 1971-1973 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 are miscellaneous expenses?

    (a) Miscellaneous expenses are costs associated with:
    (1) Discontinuing your residence at your old official station, and/
or
    (2) Establishing a residence at your new official station.
    (b) Expenses allowable under paragraphs(a)(1) or (a)(2) of this 
section include, but are not limited to the following:

------------------------------------------------------------------------
       General expenses              Fees/deposits           Losses
------------------------------------------------------------------------
Appliances....................  For disconnecting/
                                 connecting
                                 appliances,
                                 equipment, utilities
                                 (except for mobile
                                 homes see Sec. 302-
                                 10.20), conversion of
                                 appliances for
                                 operation on
                                 available utilities.
Rugs, draperies, and curtains.  For cutting and
                                 fitting such items,
                                 moved from
                                 oneresidence quarters
                                 to another.
Utilities (See Sec. 302-      Deposits or fees not
 10.20 for mobile homes).        offset by eventual
                                 refunds.
Medical, dental, and food       ......................  Forfeiture
 locker contracts.                                       losses not
                                                         transferable or
                                                         refundable.
Private Institutional care      ......................  Forfeiture
 contracts (such as that                                 losses not
 provided for handicapped or                             transferable or
 invalid dependents only).                               refundable.
Privately-owned automobiles...  Registration, Driver's
                                 license, and use
                                 taxes imposed when
                                 bringing into certain
                                 jurisdictions.
Transportations of pets.......  Only costs associated
                                 with dogs, cats and
                                 other house pets are
                                 included. Other
                                 animals (horses,
                                 fish, birds, various
                                 rodents,etc.) are
                                 excluded because of
                                 their size, exotic
                                 nature, or
                                 restrictions on
                                 shipping, host
                                 country restrictions
                                 and special handling
                                 difficulties. Costs
                                 are limited to
                                 transportation and
                                 handling costs,
                                 required to meet the
                                 more stringent rules
                                 of air carriers, not
                                 included are
                                 inoculations,
                                 examinations,
                                 boarding quarantine
                                 or other costs in the
                                 moving process.
------------------------------------------------------------------------


[[Page 202]]


[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001, as amended by FTR Amdt. 108, 
67 FR 57969, Sept. 13, 2002]



Sec. 302-16.2  What is the purpose of the miscellaneous expenses 
allowance (MEA)?

    The miscellaneous expenses allowance (MEA) is to help defray some of 
the costs incurred due to relocating. The MEA is related to expenses 
that are common to living quarters, furnishings, household appliances, 
and to other general types of costs inherent in relocation of a place of 
residence. (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.)



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 $500 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) $1,000 or the equivalent of two weeks' basic gross pay, 
whichever is the lesser amount, if you have immediate family members 
relocating with you.



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.



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. 302-16.101.

[[Page 203]]



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 Sec. Sec. 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;
    (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).

[[Page 204]]



PART 302-17_RELOCATION INCOME TAX (RIT) ALLOWANCE--Table of Contents




Sec.
302-17.1 Authority.
302-17.2 Coverage.
302-17.3 Types of moving expenses or allowances covered and general 
          limitations.
302-17.4 Exclusions from coverage.
302-17.5 Definitions and discussion of terms.
302-17.6 Procedures in general.
302-17.7 Procedures for determining the WTA in Year 1.
302-17.8 Rules and procedures for determining the RIT allowance in Year 
          2.
302-17.9 Responsibilities.
302-17.10 Claims for payment and supporting documentation and 
          verification.
302-17.11 Violation of service agreement.
302-17.12 Advance of funds.
302-17.13 Source references.

Appendix A to Part 302-17--Federal Tax Tables for RIT Allowance
Appendix B to Part 302-17--State Tax Tables for RIT Allowance
Appendix C to Part 302-17--Federal Tax Tables for RIT Allowance--Year 2
Appendix D to Part 302-17--Puerto Rico Tax Tables for RIT Allowance

    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.



Sec. 302-17.1  Authority.

    Payment of a relocation income tax (RIT) allowance is authorized to 
reimburse eligible transferred employees for substantially all of the 
additional Federal, State, and local income taxes incurred by the 
employee, or by the employee and spouse if a joint tax return is filed, 
as a result of certain travel and transportation expense and relocation 
allowances which are furnished in kind, or for which reimbursement or an 
allowance is provided by the Government. Payment of the RIT allowance 
also is authorized for income taxes paid to the Commonwealth of Puerto 
Rico, the Commonwealth of the Northern Mariana Islands, and the U.S. 
possessions in accordance with a decision of the Comptroller General of 
the United States (67 Comp. Gen. 135 (1987)). The RIT allowance shall be 
calculated and paid as provided in this part.



Sec. 302-17.2  Coverage.

    (a) Eligible employees. Payment of a RIT allowance is authorized for 
employees transferred on or after November 14, 1983, in the interest of 
the Government from one official station to another for permanent duty. 
The effective date of an employee's transfer is the date the employee 
reports for duty at the new official station as provided in part 300.3 
of this title.
    (b) Individuals not covered. The provisions of this part are not 
applicable to the following individuals or employees:
    (1) New appointees;
    (2) Employees assigned under the Government Employees Training Act 
(see 5 U.S.C. 4109); or
    (3) Employees returning from overseas assignments for the purpose of 
separation.



Sec. 302-17.3  Types of moving expenses or allowances covered and general 
limitations.

    The RIT allowance is limited by law as to the types of moving 
expenses that can be covered. The law authorizes reimbursement of 
additional income taxes resulting from certain moving expenses furnished 
in kind or for which reimbursement or an allowance is provided to the 
transferred employee by the Government. However, such moving expenses 
are covered by the RIT allowance only to the extent that they are 
actually paid or incurred, and are not allowable as a moving expense 
deduction for tax purposes. The types of expenses or allowances listed 
in paragraphs (a) through (i) of this section, are covered by the RIT 
allowance within the limitations discussed.
    (a) En route travel. Travel (including per diem) and transportation 
expenses of the transferred employee and immediate family for en route 
travel from the old official station to the new official station. (See 
part 302-4 of this chapter.)
    (b) Household goods shipment. Transportation (including temporary 
storage) expenses for movement of household goods from the old official 
station to the new official station. (See part 302-7 of this chapter.)
    (c) Extended storage expenses. Allowable expenses for extended 
storage of

[[Page 205]]

household goods belonging to an employee transferred on or after 
November 14, 1983, through October 11, 1984, to an isolated location in 
the continental United States. (See part 302-8, of this chapter extended 
storage expenses are not covered by the RIT allowance for transfers on 
or after October 12, 1984.) (See Sec. 302-17.4(c) of this chapter.)
    (d) Mobile home movement. Expenses for the movement of a mobile home 
for use as a residence when movement is authorized instead of shipment 
and temporary storage of household goods. (See part 302-10 of this 
chapter.)
    (e) Househunting trip. Travel (including per diem) and 
transportation expenses of the employee and spouse for one round trip to 
the new official station to seek permanent residence quarters. (See part 
302-5 of this chapter.)
    (f) Temporary quarters. Subsistence expenses of the employee and 
immediate family during occupancy of temporary quarters. (See part 302-6 
of this chapter.)
    (g) Real estate expenses. Allowable expenses for the sale of the 
residence (or expenses of settlement of an unexpired lease) at the old 
official station and for purchase of a home at the new official station 
for which reimbursement is received by the employee. (See part 302-11 of 
this chapter.)
    (h) Miscellaneous expense allowance. A miscellaneous expense 
allowance for the purpose of defraying certain expenses associated with 
discontinuing a residence at one location and establishing a residence 
at the new location in connection with an authorized or approved 
permanent change of station. (See part 302-16 of this chapter.)
    (i) Relocation services. Payments, or portions thereof, made to a 
relocation service company for services provided to a transferred 
employee (see part 302-12 of this chapter), subject to the conditions 
stated in this paragraph and within the general limitations of this 
section applicable to other covered expenses.
    (1) For employees transferred on or after November 14, 1983, through 
October 11, 1984. The amount of a broker's fee or real estate 
commission, or other real estate sales transaction expenses which 
normally are reimbursable to the employee under Sec. 302-11.200 of this 
chapter, but have been paid by a relocation service company incident to 
an assigned sale from the employee, provided that such payments 
constitute income to the employee. For the purposes of this regulation, 
an assigned sale occurs when an employee obtains a binding agreement for 
the sale of his/her residence and assigns the inherent rights and 
obligations of that agreement to a relocation company that is providing 
services under contract with the employing agency. For example, if the 
employee incurs an obligation to pay a specified broker's fee or real 
estate commission under the terms of the sales agreement, this 
obligation along with the sales agreement is assigned to the relocation 
company and may, upon payment of the obligation by the relocation 
company, constitute income to the employee. (See Sec. 302-12.7 of this 
chapter entitled ``Income tax consequences of using relocation 
companies.'')
    (2) For employees transferred on or after October 12, 1984. Expenses 
paid by a relocation company providing relocation services to the 
transferred employee pursuant to a contract with the employing agency to 
the extent such payments constitute income to the employee. (See Sec. 
302-12.7 of this chapter.)
    Note: See reference shown in parentheses for reimbursement 
provisions for each allowance listed in paragraphs (a) through (i) of 
this section. See section 217 of the Internal Revenue Code (IRC) and 
Internal Revenue Service (IRS) Publication 521 entitled ``Moving 
Expenses'' and appropriate State and local tax authority publications 
for additional information on the taxability of moving expense 
reimbursements and the allowable tax deductions for moving expenses.



Sec. 302-17.4  Exclusions from coverage.

    The provisions of this part are not applicable to the following:
    (a) Any tax liability that may result from payments by the 
Government to relocation companies on behalf of employees transferred on 
or after November 14, 1983, through October 11, 1984, other than the 
payments for those expenses specified in Sec. 302-17.3(i)(1).
    (b) Any tax liability incurred for local income taxes other than 
city income tax as a result of moving expense reimbursements for 
employees transferred on or after November 14, 1983,

[[Page 206]]

through October 11, 1984. (See definition in Sec. 302-17.5(b).)
    (c) Any tax liability resulting from reimbursed expenses for any 
extended storage of household goods except as specifically provided for 
in Sec. 302-17.3(c).
    (d) Any tax liability resulting from paid or reimbursed expenses for 
shipment of a privately owned automobile.
    (e) Any tax liability resulting from an excess of reimbursed amounts 
over the actual expense paid or incurred. For instance, if an employee's 
reimbursement for the movement of household goods is based on the 
commuted rate schedule and his/her actual moving expenses are less than 
the reimbursement, the tax liability resulting from the difference is 
not covered by the RIT allowance. (See Sec. 302-17.8(c)(2)(i).)
    (f) Any tax liability resulting from an employee's decision not to 
deduct moving expenses for which a tax deduction is allowable under the 
Internal Revenue Code or appropriate State and local tax codes. (See 
Sec. Sec. 302-17.8(b)(1) and 302-17.8(c)(2).)
    (g) Any tax liability resulting from the payment of recruitment, 
retention, or relocation bonuses authorized by the Office of Personnel 
Management pursuant to 5 U.S.C. 5753 and 5754, or any other provisions 
which allow relocation payments that are not reimbursements for travel, 
transportation, and other expenses incurred in relocation.



Sec. 302-17.5  Definitions and discussion of terms.

    For purposes of this part, the following definitions will apply:
    (a) State income tax. A tax, imposed by a State tax authority, that 
is deductible for Federal income tax purposes as a State income tax 
under section 164(a)(3) of the IRC. ``State'' means any one of the 
several States of the United States and the District of Columbia.
    (b) Local income tax. A tax, imposed by a recognized city or county 
tax authority, that is deductible for Federal income tax purposes as a 
local (city or county) income tax under section 164(a)(3) of the IRC; 
except, that for employees transferred on or after November 14, 1983, 
through October 11, 1984, local income tax shall be construed to mean 
only city income tax. For purposes of this regulation:
    (1) City means any unit of general local government which is 
classified as a municipality by the Bureau of the Census, or which is a 
town or township that in the determination of the Secretary of the 
Treasury possesses powers and performs functions comparable to those 
associated with municipalities, is closely settled, and contains within 
its boundaries no incorporated places as defined by the Bureau of the 
Census (31 CFR 215.2(b)(1)).
    (2) County means any unit of local general government which is 
classified as a county by the Bureau of the Census (31 CFR 215.2(e)).
    (c) Covered moving expense reimbursements or covered reimbursements. 
As used herein, these terms include those moving expenses listed in 
Sec. 302-17.3 as being covered by the RIT allowance and which may be 
furnished in kind, or for which reimbursement or an allowance is 
provided by the Government.
    (d) Covered taxable reimbursements. Covered moving expense 
reimbursements minus the tax deductions allowable under the IRC and IRS 
regulations for moving expenses. (See determination in Sec. 302-
17.8(c).)
    (e) Year 1 or reimbursement year. The calendar year in which 
reimbursement or payment for moving expenses is made to, or for, the 
employee under the provisions of this part. All or part of these 
reimbursements (see Sec. 302-17.6) are reported to the IRS as income 
(wages, salary, or other compensation) to the employee for that tax year 
under the provisions of the IRC and IRS regulations, and are subject to 
Federal tax withholding. The withholding tax allowance (WTA) (see 
paragraph (f)(1) of this section) is calculated in Year 1, to cover the 
employee's Federal tax withholding obligations each time covered moving 
expense reimbursements are made that result in a Federal tax withholding 
obligation. For purposes of this part, an advance of funds for any of 
the covered moving expenses is not considered to be a reimbursement or a 
payment until the travel voucher settlement for such expenses takes 
place. If an employee's reimbursement for moving expenses is

[[Page 207]]

spread over more than one year, he/she will have more than one Year 1.
    (f) Year 2. The calendar year in which a claim for the RIT allowance 
is paid.
    (1) Generally, Year 2 will be the calendar year immediately 
following Year 1 and in which the employee files a tax return reflecting 
his/her tax liability for income received in Year 1. However, there may 
be instances where the employee's claims submission and/or payment of 
the RIT allowance is delayed beyond the calendar year immediately 
following Year 1. (Year 1 will always be the calendar year that 
reimbursements are received; see paragraph (e) of this section.) Year 2 
will be the calendar year in which the RIT allowance is actually paid.
    (2) The RIT allowance is calculated in Year 2 and paid to cover the 
additional tax liability (resulting from moving expense reimbursements 
received in Year 1) not covered by the WTA paid in Year 1. If an 
employee's covered taxable reimbursements are spread over more than one 
year, he/she will have more than one Year 2.
    (g) Federal withholding tax rate (FWTR). The tax rate applied to 
incremental income to determine the amount to be withheld for Federal 
income tax from salary or other compensation such as moving expense 
reimbursements. Because moving expense reimbursements constitute 
supplemental wages for Federal income tax purposes, the 20 percent flat 
rate of withholding is generally applicable to such reimbursements. (See 
Sec. 302-17.7(c).) Agencies should refer to the Treasury Financial 
Manual, TFM 3-5000, and applicable IRS regulations for complete and up-
to-date information on this subject.
    (h) Earned income. For purposes of the RIT allowance, ``earned 
income'' shall include only the gross compensation (salary, wages, or 
other compensation such as reimbursement for moving expenses and the 
related WTA (see paragraph (n) of this section) and any RIT allowance 
(see paragraph (m) of this section) paid for moving expense 
reimbursement in a prior year) that is reported as income on IRS Form W-
2 for the employee (employee and spouse, if filing jointly), and if 
applicable, the net earnings (or loss) for self-employment income shown 
on Schedule SE of the IRS Form 1040. Earned income may be from more than 
one source. (See Sec. 302-17.8(d).)
    (i) Marginal tax rate (MTR). The tax rate (for example, 33 percent) 
applicable to a specific increment of income. The Federal, Puerto Rico, 
and State marginal tax rates to be used in calculating the RIT allowance 
are provided in appendices A through D of this part. (See Sec. 302-
17.8(e)(3) for instructions on local marginal tax rate determinations.)
    (j) Combined marginal tax rate (CMTR). A single rate determined by 
combining the applicable marginal tax rates for Federal (or Puerto Rico, 
when applicable), State, and local income taxes, using formulas provided 
in Sec. 302-17.8(e)(5).
    (k) Gross-up. Payment for the estimated additional income tax 
liability incurred by an employee as a result of reimbursements or 
payments by the Government for the covered moving expenses listed in 
Sec. 302-17.3.
    (l) Gross-up formulas. The formulas used to determine the amount of 
the gross-up for the WTA and the RIT allowance. The gross-up formulas 
used herein compensate the employee for the initial tax, the tax on tax, 
etc. Note that the WTA gross-up formula in Sec. 302-17.7(d) is 
different than the RIT gross-up formula prescribed in Sec. 302-17.8(f).
    (m) RIT allowance. The amount of payment computed and paid in Year 2 
to cover substantially all of the estimated additional tax liability 
incurred as a result of the covered moving expense reimbursements 
received in Year 1.
    (n) Withholding tax allowance (WTA). The withholding tax allowance 
(WTA), paid in Year 1, covers the employee's Federal income tax 
withholding liability on covered taxable reimbursements received in Year 
1. The amount is computed by applying the withholding gross-up formula 
prescribed in Sec. 302-17.7(d) (using the Federal withholding tax rate) 
each time that a Federal withholding obligation is incurred on covered 
moving expense reimbursements received in Year 1. Grossing-up the 
Federal withholding amount protects the employee from using part of

[[Page 208]]

his/her moving expense reimbursement to pay Federal withholding taxes. 
(See Sec. 302-17.7.)
    (o) State gross-up. Payment for the estimated additional State 
income tax liability incurred by an employee as a result of 
reimbursements or payments by the Government for the covered moving 
expenses listed in Sec. 302-17.3 that are deductible for Federal income 
tax but not for State income tax purposes.
    (p) State gross-up formula. The formula prescribed in Sec. 302-
17.8(f)(3) to be used in determining the amount to be included in the 
RIT allowance to compensate an employee for the additional State income 
tax incurred in States that do not allow the deduction of moving 
expenses.



Sec. 302-17.6  Procedures in general.

    (a) This regulation sets forth procedures for the computation and 
payment of the RIT allowance and defines agency and employee 
responsibilities. This part does not require changes to those internal 
fiscal procedures established by the individual agencies pursuant to IRS 
regulations, or the Treasury Financial Manual, provided that the intent 
of the statute authorizing the RIT allowance and this part are not 
disturbed.
    (b) The total amount reimbursed or paid to the employee, or on his/
her behalf, for travel, transportation, and other relocation expenses 
and allowances is includable in the employee's gross income pursuant to 
the IRC and certain State or local government tax codes. Some moving 
expenses for which reimbursements are received may be deducted from 
income by the employee as moving expense deductions, subject to certain 
limitations prescribed by the IRS or pertinent State or local tax 
authorities. Reimbursements for nondeductible moving expenses are 
subject to income tax. (See IRS Publication 521 entitled ``Moving 
Expenses'' and the appropriate State and local tax codes for detailed 
information.)
    (c) Usually, if the employee is reimbursed for nondeductible moving 
expenses, the amount of these reimbursements is subject to withholding 
of Federal income tax in accordance with IRS regulations at the time of 
reimbursement. Under existing fiscal procedures, the amount of the 
employee's withholding obligation is usually deducted either from 
reimbursements for the moving expenses at the time of reimbursement or 
from the employee's salary. (See Treasury Financial Manual.)
    (d) Payment of a WTA established herein will offset deductions for 
the Federal income tax withholding on moving expense reimbursements, and 
on the WTA itself, from the employee's moving expense reimbursements or 
from salary.
    (e) The total amount of the RIT allowance can be computed after the 
end of Year 1 as soon as the earned income level, income tax filing 
status, total covered taxable reimbursements, and the applicable 
marginal tax rates can be determined. Employee claims for the RIT 
allowance should be submitted in accordance with this part and the 
employing agency's procedures.
    (f) Procedures are prescribed in Sec. Sec. 302-17.7 and 302-17.8 
for computation and payment of the WTA and the RIT allowance. These 
procedures are built on existing fiscal procedures and IRS regulations 
regarding reporting of employee income from reimbursements and 
withholding of taxes on supplemental wages.



Sec. 302-17.7  Procedures for determining the WTA in Year 1.

    (a) General rules. The WTA is designed to cover only the employee's 
withholding tax obligation for Federal income taxes on income resulting 
from covered moving expense reimbursements. (See definition in Sec. 
302-17.5(c).) Other withholding tax obligations, if any, such as for 
social security taxes or for State and/or local income taxes on income 
resulting from moving expense reimbursements shall not be included in 
the calculation of the WTA payment. The amount of the WTA is equal to 
the Federal income tax withholding obligation incurred by the employee 
on covered moving expense reimbursements (which are not offset by 
deductible moving expenses) and on the WTA itself. Each time covered 
moving expense reimbursements are paid to or on behalf of the employee, 
the WTA shall be calculated, accounted for, and reported as provided in 
paragraphs (b) through (g) of this section.

[[Page 209]]

    (b) Determination of amount of reimbursement subject to withholding. 
Under IRS regulations, income resulting from reimbursements for 
nondeductible moving expenses is subject to withholding of Federal 
income taxes. (See IRS Publication 521, ``Moving Expenses.'') There are 
some moving expenses which may be reimbursed but are not covered taxable 
reimbursements (see definition in Sec. 302-17.5(d)) for purposes of the 
WTA and RIT allowance calculations, such as extended storage of 
household goods. (See exclusions in Sec. 302-17.4.) Therefore, the 
actual amount of the covered taxable reimbursements may be different 
than the amount of nondeductible moving expenses subject to Federal 
income tax withholding. The difference in these amounts should not be 
substantial; therefore, the amount of nondeductible moving expenses 
subject to Federal income tax withholding, as determined by the agency 
pursuant to IRS regulations, may be used in calculating the WTA. (Note 
that the RIT calculation procedure in Sec. 302-17.8 requires 
determination of covered taxable reimbursements.)
    (c) Determination of Federal withholding tax rate (FWTR). Moving 
expense reimbursements constitute supplemental wages for Federal income 
tax purposes. Therefore, an agency must withhold at the withholding rate 
applicable to supplemental wages. Currently, the supplemental wages 
withholding rate is 28 percent. The supplemental wages withholding rate 
should be used in calculating the WTA unless under an agency's 
withholding procedures a different withholding rate is used pursuant to 
IRS tax regulations. In such cases, the applicable withholding rate 
shall be substituted for the supplemental wages withholding rate in the 
calculation shown in paragraph (d) of this section.
    (d) Calculation of the WTA. The WTA is calculated by substituting 
the amounts determined in paragraphs (b) and (c) of this section into 
the following WTA gross-up formula:

Formula:
[GRAPHIC] [TIFF OMITTED] TR20NO01.000

Where:

Y = WTA
X = FWTR (generally, 28 percent)
N = nondeductible moving expenses/covered taxable reimbursements

Example:
If:

X = 28 percent
N = $20,000

Then:
[GRAPHIC] [TIFF OMITTED] TR20NO01.001

Y = .3889 ($20,000)
Y = $7778.00

    (e) WTA payment and employee agreement for repayment. (1) The WTA 
may be calculated several times within Year 1 if reimbursements for 
moving expenses are made on more than one travel voucher. Each time an 
employee is reimbursed for moving expenses which are subject to Federal 
tax withholding in accordance with the IRS regulations, the WTA will be 
calculated and paid unless the employee fails to comply with the 
requirements in paragraph (e)(2) of this section.
    (2) The employee shall be required to agree in writing to repay any 
excess amount paid to him/her in Year 1 (see Sec. Sec. 302-17.8(f)(5) 
and 302-17.9(b)(3)), and submit the required certified tax information 
and claim for his/her RIT allowance within a reasonable length of time 
(as determined by the agency) after the close of Year 1. Failure of the 
employee to comply with this requirement will preclude the agency's 
payment of the WTA. The entire WTA will be considered an excess payment 
if the RIT allowance claim is not submitted in a timely manner to settle 
the RIT allowance account.
    (f) Determination of employee's withholding tax on WTA. Since the 
amount of the WTA is considered income to the employee, it is subject to 
the same tax withholding requirements as all other moving expense 
reimbursements. (See Treasury Financial Manual, Section 4080, Moving 
Expense Reimbursements, for withholding requirements.)
    (g) End of year reporting. At the end of the year, agencies 
generally are required to issue IRS Form(s) W-2 for each employee 
showing total gross

[[Page 210]]

compensation (including moving expense reimbursements) and the 
applicable amount of Federal taxes withheld. For tax reporting purposes, 
the WTA is to be treated as a moving expense reimbursement. The total 
amount of the employee's WTA's paid during the year as well as the 
amount of moving expense reimbursements should be included as income on 
the employee's Form W-2. The Federal tax withholding amount applicable 
to the moving expense reimbursements and the WTA should also be included 
on the employee's Form W-2. The amount of the WTA's also will be 
furnished to the employee along with the amount of moving expense 
reimbursements on IRS Form 4782 or another itemized listing provided for 
the employee's use in preparing his/her tax return (see IRS regulations 
for further guidance) and in claiming the RIT allowance as provided in 
Sec. 302-17.8.



Sec. 302-17.8  Rules and procedures for determining the RIT allowance 
in Year 2.

    (a) Summary/overview of procedures. The RIT allowance will be 
calculated and claimed in Year 2. This can be accomplished as soon as 
the employee can determine earned income (as defined herein), income tax 
filing status, covered taxable reimbursements for Year 1, and the 
applicable marginal tax rates. The RIT allowance is then calculated 
using the gross-up formula under procedures prescribed herein. Since the 
RIT allowance is considered income, appropriate withholding taxes on the 
RIT allowance are deducted and the balance constitutes the net payment 
to the employee. Rules, procedures, and the prescribed tax tables for 
these calculations are provided in paragraphs (b) through (g) of this 
section, and in appendices A, B, and C of this part.
    (b) General rules and assumptions. (1) The procedures prescribed 
herein for calculations and payment of the RIT allowance are based on 
certain assumptions jointly developed by GSA and IRS, and tax tables 
developed by IRS. This approach avoids a potentially controversial and 
administratively burdensome procedure requiring the employee to furnish 
extensive documentation, such as certified copies of actual tax returns 
and reconstructed returns, in support of a claim for a RIT allowance 
payment. Specifically, the following assumptions have been made:
    (i) The employee will claim allowable moving expense deductions for 
the same tax year in which the corresponding moving expense 
reimbursements are included in income;
    (ii) Changes to the IRC, applicable to the 1987 and subsequent tax 
years, require that allowable moving expense deductions must be taken as 
an itemized deduction from gross income rather than as an adjustment to 
gross income as in previous tax years. It is assumed that employees will 
receive the benefit of allowable moving expense deductions to offset 
income either by itemizing their moving expense deductions or through 
the increased standard deductions.
    (iii) Prior to the Tax Reform Act of 1986, it was assumed that the 
employee's (and spouse's, if a joint return is filed) earned income, 
filing status, and CMTR determined for Year 1 (and used in determining 
the RIT allowance in Year 2) would remain the same or would not be 
substantially different in the second and subsequent tax years. However, 
the Tax Reform Act of 1986 substantially changed the Federal tax 
structure making it necessary to compute a separate CMTR for Year 1 and 
for Year 2. (See paragraph (e) of this section.) The formula for 
calculating the RIT allowance to be paid in 1988 and subsequent years is 
shown in paragraph (f) of this section. It is assumed that within the 
accuracy of the calculation, the State and local tax rates for Year 1 
and Year 2 will remain the same or will not be substantially different. 
Therefore, the State and local tax rates for Year 1 shall be used in 
calculating the CMTR for Year 2.
    (2) The prescribed procedures, which yield an estimate of an 
employee's additional tax liability due to moving expense 
reimbursements, are to be used uniformly. They are not to be adjusted to 
accommodate an employee's unique circumstance which may differ from the 
assumed circumstances stated in paragraph (b)(1) of this section.

[[Page 211]]

    (3) An adjustment of the RIT allowance paid in Year 2 for the 
covered taxable reimbursements received in Year 1 is required if the tax 
information certified to on the RIT allowance claim is different than 
that shown on the actual Federal tax return filed with IRS for Year 1 or 
changed for any reason after filing of the tax return, so as to affect 
the CMTR's used in the RIT allowance calculation. (See Sec. 302-17.10 
for claims procedures.)
    (c) Determination of covered taxable reimbursements. (1) Generally, 
the amount of the covered taxable reimbursements is the difference 
between (i) the amount of covered moving expense reimbursements for the 
allowances listed in Sec. 302-17.3 that was included in the employee's 
income in Year 1, and (ii) the maximum amount of allowable moving 
expenses that may be claimed as a moving expense deduction by the 
employee on his/her Federal tax return under IRS tax regulations to 
offset the income resulting from moving expense reimbursements for Year 
1. The covered taxable reimbursements will be determined as if the 
employee had itemized and deducted all allowable moving expense 
deductions. (See assumption made in paragraph (b)(1)(ii) of this 
section.) If the employee is precluded from claiming moving expense 
deductions because he/she does not meet IRS requirements for the 
distance test, then the amount of covered taxable reimbursements is the 
same as the amount of covered moving expense reimbursements. (See Sec. 
302-17.5(d).)
    (2) For purposes of calculating the RIT allowance, the following 
special rules apply to the determination of moving expense deductions to 
offset moving expense reimbursements reported as income:
    (i) The total amount of reimbursement (which was reported as income) 
for the expenses of en route travel for the employee and family (see 
Sec. 302-17.3(a)) and transportation (including up to 30 days temporary 
storage) of household goods (see Sec. 302-17.3(b)) to the new official 
station shall be used as a moving expense deduction. (See also Sec. 
302-17.4(e) and (f).)
    (ii) The total amount of reimbursement for a househunting trip, 
temporary quarters (up to 30 days at new station) and real estate 
transaction expenses (see Sec. 302-17.3(e), (f), (g), and (i)), up to 
the maximum allowable deduction under IRS tax regulations, shall be used 
as a moving expense deduction. For example, an employee and spouse 
filing a joint return and residing in the same household at the end of 
the tax year may deduct up to $3,000 for these expenses. (No more than 
$1,500 of the $3,000 may be claimed for a househunting trip and 
temporary quarters expenses combined.) If the employee was reimbursed 
$1,350 for a househunting trip and temporary quarters expenses and 
$9,000 for real estate expenses, the moving expense deductions would be 
$1,350 for the househunting trip and temporary quarters expenses and 
$1,650 for real estate expenses. If the employee's reimbursement was 
$1,850 for the househunting trip and temporary quarters expenses and 
$9,000 for real estate expenses, the moving expense deductions would be 
$1,500 for the househunting trip and temporary quarters expenses and 
$1,500 for real estate expenses. If the employee had no reimbursement 
for a househunting trip and temporary quarters, the full $3,000 would be 
applied to the $9,000 reimbursement for real estate expenses. (See IRS 
Publication 521, ``Moving Expenses,'' for these and other maximums which 
vary by situation and filing status.)
    (3) Procedures and examples are provided herein as if all moving 
expense reimbursements are received in one year with all moving expense 
deductions applied in that same year to arrive at the covered taxable 
reimbursements. However, when reimbursements span more than one year, 
the amount of covered taxable reimbursements must be determined 
separately for each reimbursement year (Year 1). The maximum moving 
expense deductions apply to the entire move. Under IRS tax regulations, 
the employee has some discretion as to when he/she claims these 
deductions (e.g., in the year of the move when the expense was paid or 
in the year of reimbursement, if these actions do not occur in the same 
year). However, for purposes of the RIT allowance procedures, the moving 
expense deductions will be applied in the year that the corresponding 
reimbursement

[[Page 212]]

is made. For example, if an employee incurred and was reimbursed $1,000 
for a househunting trip and temporary quarters in 1989 and an additional 
$1,000 for temporary quarters in 1990, this employee, according to his/
her particular situation and tax filing status, may deduct $1,500 of 
these expenses in moving expense deductions. In calculating the RIT 
allowance for 1989, $1,000 of the $1,500 deduction is used to offset the 
$1,000 reimbursement in 1989 resulting in zero covered taxable 
reimbursements for the househunting trip and temporary quarters for 
1989. The remaining $500 (balance of the $1,500 not used in determining 
covered taxable reimbursements for 1989) will be used to offset the 
$1,000 temporary quarters reimbursement in 1990 (second Year 1), leaving 
$500 of the temporary quarters reimbursement as a covered taxable 
reimbursement for 1990.
    (4) Although the WTA amount is included in income (see Sec. 302-
17.7), it shall not be included in the amount of covered taxable 
reimbursements. Under the procedures and formulas established herein, 
the proper amount of the RIT allowance is calculated using the RIT 
gross-up formula with the WTA and any prior RIT allowance payments 
excluded from covered taxable reimbursements.
    (5) Agencies are cautioned that there may be moving expenses 
reimbursed to the employee that are not covered by the RIT allowance. 
(See exclusions in Sec. 302-17.4; also see discussion in Sec. 302-17.7 
regarding covered taxable reimbursements versus nondeductible expenses.)
    (d) Determination of income level and filing status. In order to 
determine the CMTR's needed to calculate the RIT allowance, the employee 
must determine the appropriate amount of earned income (as prescribed 
herein) that was or will be reported on his/her Federal tax return for 
the tax year in which the covered taxable reimbursements were received 
(Year 1). Such amount will also include the spouse's earned income if a 
joint filing status is claimed. For purposes of this regulation, 
appropriate earned income shall include only the amount of gross 
compensation reported on IRS Form(s) W-2, and, if applicable, the net 
earnings (or loss) from self-employment income as shown on Schedule SE 
of IRS Form 1040. (See Sec. 302-17.5(h).) (Note that moving expense 
reimbursements including the WTA amounts and any RIT allowance paid for 
a prior Year 1 are to be included in earned income and should be shown 
as income on the Form W-2; if they are not, other appropriate 
documentation shall be furnished by the agency.) (See Sec. 302-
17.7(g).) The amount of earned income as determined under this paragraph 
and the tax filing status (for example, from lines 1 through 5 on the 
1987 IRS Form 1040) shall be contained in a certified statement on, or 
attached to, the voucher claiming the RIT allowance. (See Sec. 302-
17.10.) If a joint filing status is claimed and the spouse's earned 
income is included, the spouse must sign the certified statement. If the 
spouse does not sign the statement, earned income will include only the 
employee's earned income and the RIT allowance will be calculated on 
that basis. This condition will not apply if an employee is allowed, 
under IRS rules, to file a joint return as a surviving spouse.
    (e) Determination of the CMTR's. The gross-up formula used to 
calculate the RIT allowance in paragraph (f) of this section, requires 
the use of two CMTR's--one for Year 1 in which reimbursements were 
received and the other for Year 2 in which the RIT allowance is paid. 
CMTR's are single tax rates calculated to represent the Federal, State, 
and/or local income tax rates applicable to the earned income determined 
for Year 1. (See paragraph (d) of this section.) The CMTR's will be 
determined as follows:
    (1) Federal marginal tax rates. The Federal marginal tax rates for 
Year 1 and Year 2 are determined by using the income level and filing 
status determined under paragraph (d) of this section and contained in 
the certified statement by the employee (or employee and spouse) on the 
RIT allowance claim, and applying the prescribed Federal tax tables 
contained in appendices A and C of this part. For example, if the income 
level for the 1989 tax year (Year 1) was $84,100 for a married employee 
filing a Federal joint return, the Federal marginal tax rate would be 33 
percent for Year 1 (1989)

[[Page 213]]

(see appendix A of this part) and 28 percent for Year 2 (1990) (see 
appendix C of this part). These rates would be used regardless of how 
much of the $84,100 was attributable to reimbursement for the employee's 
relocation expenses. (Note that these marginal rates are different from 
the withholding tax rate used for the WTA.) If the employee incurs only 
Federal income tax (i.e., there are no State or local taxes), the 
Federal marginal tax rates determined from appendices A and C of this 
part are the CMTR's to be used in the RIT gross-up formula provided in 
Sec. 302-17.8(f). In such cases, the provisions of paragraphs (e)(2) 
and (3) of this section, do not apply.
    (2) State marginal tax rate. (i) If the employee incurs an 
additional State income tax (see definition in Sec. 302-17.5(a)) 
liability as a result of moving expense reimbursements, the appropriate 
State tax table in appendix B of this part is to be used to determine 
the applicable State marginal tax rate that will be substituted into the 
formula for determining the CMTR for both Year 1 and Year 2. The 
appropriate State tax table will be the one that corresponds to the tax 
year in which the reimbursements are paid to the employee (Year 1). The 
income level determined in paragraph (d) of this section for Federal 
taxes shall be used to identify the appropriate income bracket in the 
State tax table. The applicable State marginal tax rate is obtained from 
the selected income bracket column for the State where the employee is 
required to pay State income tax on moving expense reimbursements. The 
tax rates shown in the table apply to all employees regardless of their 
filing status, except where a separate rate is shown for a single filing 
status.
    (ii) The lowest income bracket shown in the State tax tables in 
appendix B of this part is $20,000-$24,999. In cases where the 
employee's (employee's and spouse's, if filing jointly) earned income as 
determined under paragraph (d) of this section is less than this income 
bracket, an appropriate State marginal tax rate shall be established by 
the employing agency from the applicable State tax code or regulations 
issued pursuant thereto. Such State marginal tax rate shall be 
representative of the earned income level in question but in no case 
more than the marginal tax rate established in appendix B of this part 
for the $20,000-$24,999 income bracket for the particular State in which 
an additional tax obligation has been incurred.
    (iii) The prescribed State marginal tax rates generally are 
expressed as a percent of taxable income. However, if the applicable 
State marginal tax rate is stated as a percentage of the Federal income 
tax liability, the State tax rate must be converted to a percent of 
taxable income to be used in the CMTR formulas in paragraph (e)(5) of 
this section. This is accomplished by multiplying the applicable Federal 
tax rate for Year 1 by the applicable State tax rate. For example, if 
the Federal tax rate is 33 percent for Year 1 and the State tax rate is 
25 percent of the Federal income tax liability, the State tax rate 
stated as a percent of taxable income would be 8.25 percent. The State 
tax rate thus determined for Year 1 will be used in determining the CMTR 
for both Year 1 and Year 2.
    (iv) An employee may incur a State income tax liability on moving 
expense reimbursements in more than one State at the same or different 
marginal tax rates (i.e., double taxation). For example, an employee may 
incur taxes on moving expense reimbursements in one State because of 
residency in that State, and in another State because that particular 
State taxes income earned within its jurisdiction irrespective of 
whether the employee is a resident. In such cases, a single State 
marginal tax rate must be determined for use in the CMTR formulas in 
paragraph (e)(5) of this section. The general rules in paragraph 
(e)(2)(iv) (A) through (C) of this section apply in determining the 
applicable single State marginal tax rate in such cases.
    (A) If two or more States impose an income tax on an employee's 
moving expense reimbursement, but no two States tax the same portion of 
the reimbursement, then the reimbursement is not subject to double 
taxation. In this situation, the average of the applicable State 
marginal tax rates, as determined under paragraphs (e)(2) (i) through 
(iii) of this section, shall be treated as being imposed on the entire

[[Page 214]]

reimbursement, and shall be used in the CMTR formula.
    (B) If two or more States impose an income tax on the moving expense 
reimbursement, and more than one State taxes the same portion of the 
reimbursement, but those States allow an adjustment or credit for income 
taxes paid to the other State(s), then the reimbursement is not subject 
to double taxation. In this situation, the highest of the applicable 
State marginal tax rates, as determined under paragraphs (e)(2) (i) 
through (iii) of this section, shall be used in the CMTR formula.
    (C) If two or more States impose an income tax on the moving expense 
reimbursement, and more than one State taxes the same portion of the 
reimbursement without allowing an adjustment or credit for income taxes 
paid to the other, then the reimbursement is subject to double taxation. 
In this situation, the sum of the applicable State marginal tax rates, 
as determined under paragraphs (e)(2) (i) through (iii) of this section, 
shall be used in the CMTR formula.
    (3) Local marginal tax rate. Because of the impracticality of 
establishing a single marginal tax rate table for local income taxes 
that could be applied uniformly on a nationwide basis, appropriate local 
marginal tax rates shall be determined as provided in paragraphs 
(e)(3)(i) through (iii) of this section.
    (i) If the employee incurs an additional local income tax (see 
definition Sec. 302-17.5(b)) liability as a result of moving expense 
reimbursements, he/she shall certify to such fact when claiming the RIT 
allowance (see certification statement in Sec. 302-17.10) by specifying 
the name of the locality imposing the income tax and the applicable 
marginal tax rate determined from the actual marginal tax rate table or 
schedule prescribed by the taxing locality. The marginal tax rate shall 
be the one applicable to the taxable income portion of the amount of 
earned income determined under paragraph (d) of this section for the 
employee (and spouse, if filing jointly). The same tax rate shall be 
used in calculating the CMTR for both Year 1 and Year 2. The employing 
agency shall establish procedures to determine whether the employee-
certified local marginal tax rate is appropriate for the employee's 
income level and filing status and approve its use in the CMTR formulas. 
(See also Sec. 302-17.10(b)(2).)
    (ii) If the local marginal tax rate is stated as a percentage of 
Federal or State income tax liability, such rate must be converted to a 
percent of taxable income for use in the CMTR formulas. This is 
accomplished by multiplying the applicable Federal or State tax rate for 
Year 1 as determined in paragraph (e) (1) or (2) of this section by the 
applicable local tax rate. For example, if the State tax rate for Year 1 
is 6 percent and the local tax rate is 50 percent of State income tax 
liability, the local tax rate stated as a percentage of taxable income 
would be 3 percent. The local tax rate thus determined for Year 1 will 
be used in determining the CMTR for both Year 1 and Year 2.
    (iii) The situations described in paragraph (e)(2)(iv) of this 
section with respect to State income taxes may also be encountered with 
local income taxes. If such situations do occur, the rules prescribed 
for determining the single State marginal tax rate shall also be applied 
to determine the single local marginal tax rate for use in the CMTR 
formulas.
    (4) Marginal tax rates for the Commonwealth of Puerto Rico, the 
Commonwealth of the Northern Mariana Islands, and the U.S. possessions--
(i) 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 on the employee's salary (including 
moving expense reimbursements) by both the U.S. Government and the 
government of Puerto Rico. However, under the current law of Puerto 
Rico, such employee receives a credit on his/her Puerto Rico income tax 
for the amount of taxes paid to the United States. The rules in 
paragraphs (e)(4)(i)(A) through (C) apply in determining the marginal 
tax rate applicable for transfers to, from, or between points in Puerto 
Rico.
    (A) The applicable Puerto Rico marginal tax rate shall be determined 
by using the income level determined in paragraph (d) of this section 
for Federal taxes and the employee's filing

[[Page 215]]

status. The Puerto Rico marginal tax rate for Year 1 will be used in 
computing the CMTR for both Year 1 and Year 2. The Puerto Rico tax 
tables are contained in appendix D of this part.
    (B) If the applicable Puerto Rico marginal tax rate is higher than 
the applicable Federal marginal tax rate, then the total amount of taxes 
paid by the employee to both jurisdictions is equal to the employee's 
total income tax liability to the Commonwealth of Puerto Rico before any 
credit is given for taxes paid to the United States. The Federal 
marginal tax rate, therefore, is of no consequence and will be 
disregarded. In such cases, the formula in paragraph (e)(5)(iii) of this 
section will be used to compute the CMTR. The CMTR formula shall include 
only the Puerto Rico marginal tax rate, the State marginal tax rate as 
determined under paragraph (e)(2) of this section (when applicable), and 
the local marginal tax rate as determined under paragraph (e)(3) of this 
section. For purposes of applying the Puerto Rico CMTR formula in 
paragraph (e)(5)(iii) of this section, the State marginal tax rate will 
be applicable if both Puerto Rico and one or more of the States impose 
an income tax on the moving expense reimbursement, and more than one of 
these entities taxes the same portion of the reimbursement without 
allowing an adjustment or credit for income taxes paid to the other. In 
this situation, the S component of the CMTR formula will be the 
applicable State marginal tax rate as determined under paragraph (e)(2) 
of this section.
    (C) If the applicable Puerto Rico marginal tax rate is equal to or 
lower than the applicable Federal marginal tax rate, then the total 
amount of taxes paid by the employee to both jurisdictions is equal to 
the employee's total Federal income tax liability. The Puerto Rico 
marginal tax rate, therefore, is of no consequence in such cases and 
will be disregarded. The CMTR will be computed using the formula in 
paragraphs (e)(5) (i) and (ii) of this section. This formula will 
include the Federal marginal tax rate as determined under paragraph 
(e)(1) of this section, the State marginal tax rate as determined under 
paragraph (e)(2) of this section (when applicable), and the local 
marginal tax rate as determined under paragraph (e)(3) of this section. 
The State marginal tax rate will be applicable if one or more States 
impose tax on the moving expense reimbursement.
    (ii) The Commonwealth of the Northern Mariana Islands and the U.S. 
possessions. A Federal employee who is relocated to or from a point, or 
between points, in the Commonwealth of the Northern Mariana Islands or 
the U.S. possessions (Guam, American Samoa, and the U.S. Virgin Islands) 
is subject to both Federal income tax and income tax assessed by the 
Commonwealth of the Northern Mariana Islands or the U.S. possession, as 
applicable. However, the income tax system and rates for the 
Commonwealth of the Northern Mariana Islands and for the U.S. 
possessions are identical to the U.S. Federal income tax system and 
rates. This constitutes a ``mirror tax'' system. A tax credit or 
exclusion is provided by one of the taxing jurisdictions (either the 
U.S., the Commonwealth of the Northern Mariana Islands, or the U.S. 
possession, as appropriate) to prevent double taxation. The marginal tax 
rate for the Commonwealth of the Northern Mariana Islands or the U.S. 
possession, therefore, is of no consequence since it is identical to the 
Federal marginal income tax rate and is completely offset by a 
corresponding credit or exclusion. Thus, the Commonwealth's or the 
possession's tax rate will not be factored into the CMTR formula. The 
CMTR will be computed as provided in paragraphs (e)(5) (i) and (ii) 
based solely on the Federal marginal tax rate; when applicable, the 
State(s) marginal tax rate; and the local marginal tax rate.
    (5) Calculation of the CMTR's. As stated above, the gross-up formula 
for calculating the RIT allowance requires the use of two CMTR's. 
However, the required CMTR's 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 for Federal 
income tax purposes. The State tax tables prescribed in appendix B of 
this part are designed to use the same income amount as that determined 
for the Federal taxes, which reflects, among other things, State and

[[Page 216]]

local tax deductions. The formulas prescribed below for calculating the 
CMTR's are designed to adjust the State and local tax rates to 
compensate for their deductibility from income for Federal tax purposes.
    (i) Calculation of the CMTR for Year 1. The following formula shall 
be used to calculate the CMTR for Year 1.

CMTR Formula: X = F + (1-F)S + (1-F)L

Where:

X = CMTR for Year 1
F = Federal tax rate for Year 1
S = State tax rate for Year 1
L = local tax rate for Year 1

    (A) Federal, State, and local taxes incurred. If the employee incurs 
Federal, State, and local income taxes on moving expense reimbursements, 
the CMTR formula may be solved as follows:

Example:
If:

F = 33 percent of income
S = 6 percent of income
L = 3 percent of income

Then:

X = .33 + (1.00-.33).06 + (1.00-.33).03
X = .3903

    (B) Federal and State income taxes only. If the employee incurs tax 
liability on moving expense reimbursements for Federal and State income 
taxes but none for local income tax, the value of ``L'' is zero and the 
CMTR formula may be solved as follows:

Example:
If:

F = 33 percent of income
S = 6 percent of income
L = Zero

Then:

X = .33 + (1.00-.33).06
X = .3702

    (C) Federal and local income taxes only. If the employee incurs a 
tax liability on moving expense reimbursements for Federal and local 
income taxes but none for State income tax, the value of ``S'' is zero 
and the CMTR formula may be solved as follows:

Example:
If:

F = 33 percent of income
S = Zero
L = 3 percent of income

Then:

X = .33 + (1.00-.33).03
X = .3501

    (ii) Calculation of the CMTR for Year 2. The calculation of the CMTR 
for Year 2 is the same as described for Year 1, except that the Federal 
tax rate for Year 2 is used in place of the Federal tax rate for Year 1. 
State and local tax rates remain the same as for Year 1. The following 
formula shall be used to determine the CMTR for Year 2:

CMTR Formula: W = F + (1-F)S + (1-F)L

Where:

W = CMTR for Year 2
F = Federal tax rate for Year 2
S = State tax rate for Year 1
L = local tax rate for Year 1

    (iii) Calculation of CMTR's for Puerto Rico. The following formula 
shall be used to calculate the CMTR for transfers to, from, or between 
points in Puerto Rico. (This formula is different from the formulas 
provided in paragraphs (e)(5) (i) and (ii) of this section since the 
Federal marginal tax rate is disregarded.)

CMTR Formula: X = P + S + L

Where:

X = CMTR for Year 1 and Year 2
P = Puerto Rico tax rate for Year 1
S = State tax rate for Year 1, when applicable (See Sec. 302-
17.8(e)(4)(i)(B).)
L = Local tax rate for Year 1

    (f) Determination of the RIT allowance. The RIT allowance to cover 
the tax liability on additional income resulting from the covered 
taxable reimbursements received in Year 1 is calculated in Year 2 as 
provided below:
    (1) The RIT allowance is calculated by substituting the amount of 
covered taxable reimbursements for Year 1, the CMTR's for Year 1 and 
Year 2, and the total amount of the WTA's paid in Year 1 into the gross-
up formula as follows:
Formula:
[GRAPHIC] [TIFF OMITTED] TR20NO01.002

Where:

Z = RIT allowance payable in Year 2
X = CMTR for Year 1

[[Page 217]]

W = CMTR for Year 2
R = covered taxable reimbursements
Y = total WTA's paid in Year 1

Example:
If:

X = .3903
W = .3448
R = $21,800
Y = $5,450

Then:
[GRAPHIC] [TIFF OMITTED] TN27FE02.000

Z = .5957($21,800)-.9306($5,450)
Z = $12,986.26-$5,071.77
Z = $7,914.49''

    (2) There may be instances when a WTA was not paid in Year 1 at the 
time moving expense reimbursements were made. In cases where there is no 
WTA to be deducted, the value of ``Y'' is zero and the formula stated in 
paragraph (f)(1) of this section, for calculating the amount of the RIT 
allowance (Z) due the employee in Year 2 may be solved as shown in the 
following example:
Example:
If:
X = .3903
W = .3448
R = $21,800
Y = Zero

Then:
[GRAPHIC] [TIFF OMITTED] TR20NO01.004

Z = .5957 ($21,800)
Z = $12,986.26

    (3) Certain States do not allow the deduction of all or part of the 
covered moving expenses that are deductible for Federal income tax 
purposes. The State gross-up to cover the additional State income tax 
liability resulting from the covered moving expense reimbursements 
received in Year 1 that are deductible for Federal income tax purposes 
but not for State income tax purposes is calculated in Year 2 as 
follows:
    (i) The State gross-up is calculated by substituting the amount of 
covered moving expense reimbursements that are deductible for Federal 
income tax purposes but not for State income tax purposes, the Federal 
tax rate for Year 1, the State tax rate for Year 1, and the combined 
marginal tax rate for Year 2 into the State gross-up formula as follows:

Formula:
[GRAPHIC] [TIFF OMITTED] TR20NO01.005

Where:

A = State gross-up
F = Federal tax rate for Year 1
S = State tax rate for Year 1
W = CMTR for Year 2
N = covered moving expense reimbursements that are deductible for 
Federal income tax purposes but not for State income tax purposes

Example:
If:

F = .33
S = .06
W = .3448
N = $9,250

Then:
[GRAPHIC] [TIFF OMITTED] TR20NO01.006

A = .0614 ($9,250)
A = $567.95

    (ii) Add the State gross-up to the RIT allowance as calculated using 
the formula in paragraph (f)(1) of this section. The result is the RIT 
allowance adjusted for those States that do not allow moving expense 
deductions. Example:

RIT allowance payable in Year..............................    $7,914.49
Plus adjustment factor.....................................      +567.95
                                                            ------------
  Total....................................................    $8,482.44
 

    (4) If the amount of the RIT allowance is greater than zero, it is 
payable to the employee on the travel voucher as a relocation or moving 
expense allowance. The RIT allowance amount is included in the 
employee's gross income for Year 2 and, therefore, subject to 
appropriate withholding taxes. (See net payment to employee in paragraph

[[Page 218]]

(g) of this section.) The RIT allowance amount will be reported on IRS 
Form W-2 for Year 2 (including applicable income tax withholding 
amounts) and on IRS Form 4782 for the employee's information.
    (5) If the calculation of the RIT allowance results in a negative 
amount, the employee is obligated to repay this amount as a debt due the 
Government. (See Sec. Sec. 302-17.7(e)(2) and 302-17.9(b).)
    (6) Any changes to the employee's income level or filing status for 
Year 1 that would affect the marginal tax rates (Federal, State, or 
local) used in calculating the RIT allowance must be reported to the 
agency by the employee as provided in Sec. 302-17.9(b)(2). (See also 
Sec. 302-17.10 for certified statement regarding these changes.)
    (g) Determination of the net payment due employee in Year 2. Since 
the amount of the RIT allowance is income to the employee in Year 2, it 
is subject to the same tax withholding requirements as all other moving 
expense reimbursements. Agencies should determine the appropriate 
amounts for withholding taxes under their internal tax withholding 
procedures. The amount of withholding taxes is deducted from the RIT 
allowance to arrive at the net payment to the employee.

[FTR Amdt. 98, 66 FR 58196, Nov. 20, 2001; 67 FR 7219, Feb. 15, 2002; 67 
FR 9045, Feb. 27, 2002]



Sec. 302-17.9  Responsibilities.

    (a) Agency. Finance offices will calculate the amount of the gross-
up for the WTA in Year 1 in accordance with procedures outlined herein 
and credit this amount to the employee at the time of reimbursement as 
provided in Sec. 302-17.7(e). The WTA will be reflected on the 
employee's Form W-2 for Year 1. The RIT allowance may be calculated in 
Year 2 either by the employee or by the agency finance office based on 
information provided by the employee on the voucher, as directed by the 
agency's implementing policies and procedures. In addition, agencies 
shall prescribe appropriate and necessary implementing procedures as 
provided elsewhere in this part.
    (b) Employee. (1) The employee is required to submit a claim for the 
RIT allowance and to file the tax information for Year 1 specified in 
Sec. 302-17.10 with his/her agency in Year 2, regardless of whether any 
additional reimbursement for the RIT allowance is owed the employee. 
(See Sec. 302-17.7(e) for employee agreement.)
    (2) If any action occurs (i.e., amended tax return, tax audit, etc.) 
that would change the information provided in Year 2 by the employee to 
his/her agency for use in calculating the RIT allowance due the employee 
for Year 1 taxes, this information must be provided by the employee to 
his/her agency under procedures prescribed by the agency. (See Sec. 
302-17.10.)
    (3) If the calculation of the RIT allowance results in a negative 
amount, the employee is obligated to repay this amount as a debt due the 
Government. (See Sec. Sec. 302-17.7(e)(2) and 302-17.8(f)(5).)



Sec. 302-17.10  Claims for payment and supporting documentation and 
verification.

    (a) Claims forms. Claims for payment of the RIT allowance shall be 
submitted by the employee in Year 2 on SF 1012 (Travel Voucher) or other 
authorized travel voucher form. When claiming payment for the RIT 
allowance, the employee shall furnish and certify to certain tax 
information that has been or will be shown on his/her actually prepared 
tax returns. The spouse must also sign statement if joint filing status 
is claimed and spouse's income is included on statement. This 
information shall be contained in a certified statement on, or attached 
to, the SF 1012 reading essentially as follows:

                           Certified Statement

    I certify that the following information, which is to be used in 
calculating the RIT allowance to which I am entitled, has been (or will 
be) shown on the income tax returns filed (or to be filed) by me (or by 
my spouse and me) with the applicable Federal, State, and local (specify 
which) tax authorities for the 19----tax year.

    --Gross compensation as shown on attached IRS Form(s) W-2 and, if 
applicable, net earnings (or loss) from self-employment income shown on 
attached Schedule SE (Form 1040):

----------------------------------------------------------------------------------------------------------------
                                                                  Form(s)  W-
                                                                       2       Schedule SE
------------------------------------------------------------------------------------------
Employee........................................................            $            $

[[Page 219]]

 
Spouse (if filing jointly\1\)...................................            $            $
Total (Both columns)............................................  ...........            $
----------------------------------------------------------------------------------------------------------------

--Filing status: ------------ (Specify one of the filing status items 
that was (or will be) claimed on IRS Form 1040.)
--Marginal tax rates from appendices A, B, and C of 41 CFR part 302-17 
and local tax tables derived under procedures prescribed in 41 CFR part 
302-17:

 Federal for Year 1_____________________________________________________
 Federal for Year 2_____________________________________________________
 State (specify which):_________________________________________________
 Local (specify which):_________________________________________________

    The above information is true and accurate to the best of my 
knowledge. I (we) agree to notify the appropriate agency official of any 
changes to the above (i.e., from amended tax returns, tax audit, etc.) 
so that appropriate adjustments to the RIT allowance can be made. The 
required supporting documents are attached. Additional documentation 
will be furnished if requested.
    I (we) further agree that if the 12-month service agreement required 
by 41 CFR 302-2.13 is violated, the total amount of the RIT allowance 
will become a debt due the United States Government and will be repaid 
according to agency procedures.
________________________________________________________________________
Employee's signature

________________________________________________________________________
Date

________________________________________________________________________
Spouse's signature (if filing jointly)\1\
________________________________________________________________________
Date

    \1\ If a joint filing status is claimed and spouse's income is 
included, the spouse must sign the statement. If the spouse does not 
sign the document, earned income will include only the employee's earned 
income as provided in 41 CFR 302-17.8(d). This condition will not apply 
if an employee is allowed, under IRS rules, to file a joint return as a 
surviving spouse.

    (b) Supporting documentation/verification. The claim for the RIT 
allowance shall be supported by documentation attached to the voucher 
and by verification of State and local tax obligations as provided 
below:
    (1) Copies of the appropriate IRS Forms W-2 and, if applicable, the 
completed IRS Schedule SE (Form 1040) shall be attached to the voucher 
to substantiate the income amounts shown in the certified statement. 
Employee (and spouse, if filing jointly) must agree to provide 
additional documentation to verify income amounts, filing status, and 
State and local income tax obligations if requested by the agency.
    (2) In order to determine or verify whether a particular State or 
local tax authority imposes a tax on moving expense reimbursements, it 
is incumbent upon the appropriate agency officials to become familiar 
with the State and local tax laws that affect their transferring 
employees. In cases where the taxability of moving expense 
reimbursements is not clear, an agency may pay a RIT allowance which 
reflects only those State and local tax obligations that are clearly 
imposed under State and local tax law. Once the questionable State or 
local tax obligations are resolved, agencies may recompute the RIT 
allowance and make appropriate payment adjustments.
    (c) Fraudulent claims. A claim against the United States is 
forfeited if the claimant defrauds or attempts to defraud the Government 
in connection therewith (28 U.S.C. 2514). In addition, there are two 
criminal provisions under which severe penalties may be imposed on an 
employee who knowingly presents a false, fictitious, or fraudulent claim 
against the United States (18 U.S.C. 287 and 1001). The employee's claim 
for payment of the RIT allowance shall accurately reflect the facts 
involved in every instance so that any violation of these provisions 
will be avoided.



Sec. 302-17.11  Violation of service agreement.

    In the event the employee violates the terms of the service 
agreement required under Sec. 302-2.13, no part of the RIT allowance or 
the WTA will be paid, and any amounts paid prior to such violation shall 
be a debt due the United States until they are repaid by the employee.



Sec. 302-17.12  Advance of funds.

    No advance of funds is authorized in connection with the allowance 
provided in this part.



Sec. 302-17.13  Source references.

    The following references or publications have been used as source 
material for this part.

[[Page 220]]

    (a) Internal Revenue Code (IRC), section 164(a)(3) (26 U.S.C. 
164(a)(3)) pertaining to the deductibility of State and local income 
taxes, and section 217 (26 U.S.C. 217), pertaining to moving expenses.
    (b) Internal Revenue Service Publication 521, ``Moving Expenses.''
    (c) Internal Revenue Service, Circular E, ``Employer's Tax Guide.''
    (d) Department of the Treasury Financial Manual, TFM 3-5000.
    (e) 31 CFR 215.2 (5 U.S.C. 5516, 5517, and 5520).

     Appendix A to Part 302-17--Federal Tax Tables for RIT Allowance

                                   Federal Marginal Tax Rates by Earned Income Level and Filing Status--Tax Year 2004
   [The following table is to be used to determine the Federal marginal tax rate for Year 1 for computation of the RIT allowance as prescribed in Sec.
                    302-17.8(e)(1). This table is to be used for employees in which their Year 1 occurred during calendar year 2004.]
--------------------------------------------------------------------------------------------------------------------------------------------------------
                                                       Single taxpayer          Head of household      Married filing jointly/       Married  filing
                                                 ----------------------------------------------------   qualifying widows and          separately
                                                                                                              widowers         -------------------------
           Marginal tax rate  percent                            But not                   But not   --------------------------
                                                      Over         over         Over         over                    But not        Over       But not
                                                                                                          Over         over                      over
--------------------------------------------------------------------------------------------------------------------------------------------------------
10..............................................       $8,486      $15,852      $15,539      $25,991      $22,763      $36,688      $10,614      $17,891
15..............................................       15,852       39,093       25,991       56,668       36,688       82,625       17,891       41,386
25..............................................       39,093       84,081       56,668      123,629       82,625      147,439       41,386       74,492
28..............................................       84,081      166,123      123,629      193,801      147,439      212,158       74,492      108,134
33..............................................      166,123      341,553      193,801      354,536      212,158      352,775      108,134      179,237
35..............................................      341,553  ...........      354,536  ...........      352,775  ...........      179,237  ...........
--------------------------------------------------------------------------------------------------------------------------------------------------------


[FTR Amdt. 2005-02, 70 FR 12598, Mar. 15, 2005; 70 FR 14561, Mar. 23, 
2005]

      Appendix B to Part 302-17--State Tax Tables For RIT Allowance

                         State Marginal Tax Rates by Earned Income Level--Tax Year 2004
     [The following table is to be used to determine the State marginal tax rates for calculation of the RIT
  allowance as prescribed in Sec. 302-17.8(e)(2). This table is to be used for employees who received covered
  taxable reimbursements during calendar year 2004. (The rates shown below are married filing jointly.) If the
 state has a specific single rate, it is shown. If an employee is in a different filing status, please see 2005
                            State Tax Handbook, CCH Inc., at http://tax.cchgroup.com]
----------------------------------------------------------------------------------------------------------------
       Marginal tax rates (stated in percents) for the earned income amounts specified in each column. 1 2
-----------------------------------------------------------------------------------------------------------------
     State (or district)        $20,000-$24,999      $25,000-$49,999      $50,000-$74,999     $75,000 & Over \3\
----------------------------------------------------------------------------------------------------------------
Alabama.....................                5                    5                    5                    5
Alaska......................                0                    0                    0                    0
Arizona.....................                3.20                 3.20                 3.74                 3.74
    If single status \4\....                3.20                 3.74                 4.72                 4.72
Arkansas....................                6                    7                    7                    7
California..................                2                    4                    6                    9.3
    If single status \4\....                4                    8                    9.3                  9.3
Colorado....................                4.63                 4.63                 4.63                 4.63
Connecticut.................                5                    5                    5                    5
Delaware....................                5.2                  5.55                 5.95                 5.95
District of Columbia........                7.5                  9.3                  9.3                  9.3
Florida.....................                0                    0                    0                    0
Georgia.....................                6                    6                    6                    6
Hawaii......................                6.4                  7.2                  7.6                  8.25
    If single status \4\....                7.6                  7.9                  8.25                 8.25
Idaho.......................                7.4                  7.4                  7.8                  7.8
    If single status \4\....                7.4                  7.8                  7.8                  7.8
Illinois....................                3                    3                    3                    3
Indiana.....................                3.4                  3.4                  3.4                  3.4
Iowa........................                6.48                 7.92                 8.98                 8.98
Kansas......................                3.5                  6.25                 6.45                 6.45
    If single status \4\....                6.25                 6.45                 6.45                 6.45
Kentucky....................                6                    6                    6                    6
Louisiana...................                4                    4                    6                    6
    If single status \4\....                4                    6                    6                    6
Maine.......................                7                    8.5                  8.5                  8.5
    If single status \4\....                8.5                  8.5                  8.5                  8.5
Maryland....................                4.75                 4.75                 4.75                 4.75
Massachusetts...............                5.3                  5.3                  5.3                  5.3
Michigan....................                3.9                  3.9                  3.9                  3.9

[[Page 221]]

 
Minnesota...................                5.35                 7.05                 7.05                 7.05
    If single status \4\....                7.05                 7.05                 7.85                 7.85
Mississippi.................                5                    5                    5                    5
Missouri....................                6                    6                    6                    6
Montana.....................                8                    9                   10                   11
Nebraska....................                3.57                 5.12                 6.84                 6.84
    If single status \4\....                5.12                 6.84                 6.84                 6.84
Nevada......................                0                    0                    0                    0
New Hampshire...............                0                    0                    0                    0
New Jersey..................                1.75                 1.75                 2.45                 5.525
    If single status \4\....                1.75                 3.5                  5.525                6.37
New Mexico..................                4.7                  6                    6.8                  6.8
    If single status \4\....                6                    6.8                  6.8                  6.8
New York....................                5.25                 5.9                  6.85                 6.85
    If single status \4\....                6.85                 6.85                 6.85                 6.85
North Carolina..............                7                    7                    7                    7
    If single status \4\....                7                    7                    7.75                 7.75
North Dakota................                2.1                  2.1                  3.92                 3.92
    If single status \4\....                2.1                  3.92                 3.92                 4.34
Ohio........................                4.457                4.457                5.201                5.943
Oklahoma....................                6.65                 6.65                 6.65                 6.65
Oregon......................                9                    9                    9                    9
Pennsylvania................                3.07                 3.07                 3.07                 3.07
Rhode Island \5\............               25                   25                   25                   25
South Carolina..............                7                    7                    7                    7
South Dakota................                0                    0                    0                    0
Tennessee...................                0                    0                    0                    0
Texas.......................                0                    0                    0                    0
Utah........................                7                    7                    7                    7
Vermont.....................                3.6                  3.6                  7.2                  7.20
    If single status \4\....                3.6                  7.2                  8.5                  8.5
Virginia....................                5.75                 5.75                 5.75                 5.75
Washington..................                0                    0                    0                    0
West Virginia...............                4                    4.5                  6                    6.5
Wisconsin...................                6.5                  6.5                  6.5                  6.5
Wyoming.....................                0                    0                    0                    0
----------------------------------------------------------------------------------------------------------------
(The above table headings established by IRS.)
\1\ Earned income amounts that fall between the income brackets shown in this table (e.g., $24,999.45,
  $49,999.75) should be rounded to the nearest dollar to determine the marginal tax rate to be used in
  calculating the RIT allowance.
\2\ If the earned income amount is less than the lowest income bracket shown in this table, the employing agency
  shall establish an appropriate marginal tax rate as provided in Sec. 302-17.8(e)(2)(ii).
\3\ This is an estimate. For earnings over $100,000, and for filing statuses other than those above, please
  consult actual tax tables. (See 2005 State Tax Handbook, CCH, Inc.)
\4\ This rate applies only to those individuals certifying that they will file under a single status within the
  States where they will pay income taxes.
\5\ The income tax rate for Rhode Island is 25 percent of Federal income tax liability for all employees. Rates
  shown as a percent of Federal income tax liability must be converted to a percent of income as provided in
  Sec. 302-17.8(e)(2)(iii).


[FTR Amdt. 2005-02, 70 FR 12598, Mar. 15, 2005; 70 FR 14561, Mar. 23, 
2005]

 Appendix C to Part 302-17--Federal Tax Tables for RIT Allowance--Year 2

            Estimated Ranges of Wage and Salary Income Corresponding to Federal Statutory Marginal Income Tax Rates by Filing Status in 2005
   [The following table is to be used to determine the Federal marginal tax rate for Year 2 for computation of the RIT allowance as prescribed in Sec.
302-17.8(e)(1). This table is to be used for employees whose Year 1 occurred during calendar years 1995, 1996, 1997, 1998, 1999, 2000, 2001, 2002, 2003,
                                                                        or 2004.]
--------------------------------------------------------------------------------------------------------------------------------------------------------
                                                       Single taxpayer          Head of household      Married filing jointly/       Married  filing
                                                 ----------------------------------------------------   qualifying widows and          separately
                                                                                                              widowers         -------------------------
           Marginal tax rate  percent                            But not                   But not   --------------------------
                                                      Over         over         Over         over                    But not        Over       But not
                                                                                                          Over         over                      over
--------------------------------------------------------------------------------------------------------------------------------------------------------
10..............................................       $8,712      $16,201      $15,989      $26,630      $23,519      $37,568      $10,897      $18,242
15..............................................       16,201       39,898       26,630       58,079       37,568       84,110       18,242       42,410
25..............................................       39,898       85,748       58,079      125,252       84,110      150,301       42,410       76,165

[[Page 222]]

 
28..............................................       85,748      169,230      125,252      195,589      150,301      216,710       76,165      109,970
33..............................................      169,230      348,318      195,589      360,009      216,710      360,571      109,970      182,419
35..............................................      348,318  ...........      360,009  ...........      360,571  ...........      182,419  ...........
--------------------------------------------------------------------------------------------------------------------------------------------------------


[FTR Amdt. 2005-02, 70 FR 12598, Mar. 15, 2005; 70 FR 14561, Mar. 23, 
2005]

   Appendix D to Part 302-17--Puerto Rico Tax Tables for RIT Allowance

  Puerto Rico Marginal Tax Rates by Earned Income Level--Tax Year 2004

    The following table is to be used to determine the PuertoRico 
marginal tax rate for computation of the RIT allowance as prescribed in 
Sec. 302-17.8(e)(4)(i).

----------------------------------------------------------------------------------------------------------------
                      Marginal tax rate                         Single filing status     Any other filing status
----------------------------------------------------------------------------------------------------------------
                                                                             But not                   But not
                           Percent                                Over         over         Over         over
----------------------------------------------------------------------------------------------------------------
10..........................................................  ...........  ...........  ...........      $25,000
15..........................................................  ...........      $25,000  ...........  ...........
28..........................................................      $25,000       50,000      $25,000       50,000
33..........................................................       50,000  ...........      $50,000  ...........
----------------------------------------------------------------------------------------------------------------


[FTR Amdt. 2003-01, 68 FR 7942, Feb. 19, 2003, as amended by FTR Amdt. 
2004-01, 69 FR 12081, Mar. 15, 2004; FTR Amdt. 2005-02, 70 FR 12600, 
Mar. 15, 2005]

[[Page 223]]



  CHAPTER 303--PAYMENT OF EXPENSES CONNECTED WITH THE DEATH OF CERTAIN 
                                EMPLOYEES




  --------------------------------------------------------------------
Part                                                                Page
303-70          Agency requirements for payment of expenses 
                    connected with the death of certain 
                    employees...............................         225

[[Page 225]]



PART 303-70_AGENCY REQUIREMENTS FOR PAYMENT OF EXPENSES CONNECTED WITH 
THE DEATH OF CERTAIN EMPLOYEES--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 nonworkday while on TDY or 
          stationed outside CONUS?
303-70.4 May we pay death-related expenses under this chapter if the 
          same expenses are payable under other laws of the United 
          States?

                      Subpart B_General Procedures

303-70.100 May we pay the travel expenses for an escort for the remains 
          of a deceased employee?
303-70.101 Must we provide assistance in arranging for preparation and 
          transportation of employee remains?

   Subpart C_Allowances for Preparation and Transportation of Remains

303-70.200 What costs must we pay for preparation and transportation of 
          remains?

   Subpart D_Transportation of Immediate Family Members, Baggage, and 
                             Household Goods

303-70.300 Must we pay transportation costs to return the deceased 
          employee's baggage?
303-70.301 Are there any limitations on the baggage we may transport?
303-70.302 When the employee dies at or while in transit to or from his/
          her official station outside CONUS, must we return the 
          employee's immediate family, baggage and household goods to 
          the residence or alternate destination?
303-70.303 Must we continue payment of relocation expenses for an 
          employee's immediate family if the employee dies while in 
          transit to his/her new duty station within CONUS?
303-70.304 Must we continue payment of relocation expenses for an 
          employee's immediate family if the employee dies after 
          reporting to the new duty station within CONUS, but the family 
          was in transit to the new duty station or had not begun its en 
          route travel?
303-70.305 What relocation expenses must we authorize for the immediate 
          family under Sec. Sec. 303-70.303 and 303-70.304?

    Subpart E_Preparation and Transportation Expenses for Remains of 
                        Immediate Family Members

303-70.400 When an immediate family member, residing with the employee, 
          dies while the employee is stationed outside CONUS, must we 
          furnish mortuary services?
303-70.401 When an immediate family member, residing with the employee, 
          dies while the employee is stationed outside CONUS, must we 
          pay expenses to transport the remains?
303-70.402 When an immediate family member, residing with the employee, 
          dies while the employee is stationed outside CONUS, may we pay 
          burial expenses?
303-70.403 When a family member, residing with the employee, dies while 
          in transit to or from the employee's duty station outside 
          CONUS, must we furnish mortuary services and/or transportation 
          of the remains?

        Subpart F_Policies and Procedures for Payment of Expenses

303-70.500 Are receipts required for claims for reimbursement?
303-70.501 To whom should we make payment?

                       Subpart G_Escort of Remains

303-70.600 How many persons may we authorize travel expenses for to 
          escort the remains of a deceased employee?
303-70.601 Under what circumstances may we authorize the escort of 
          remains?
303-70.602 What travel expenses may we authorize for the escort of 
          remains?

    Authority: 5 U.S.C. 5721-5738; 5741-5742; E.O. 11609, 3 CFR, 1971-
1975 Comp., p. 586.

    Source: FTR Amdt. 76, 64 FR 2434, Jan. 14, 1999, unless otherwise 
noted.



                       Subpart A_General Policies



Sec. 303-70.1  When must we authorize payment of expenses related to 
an employee's death?

    When, at the time of death, the employee was:
    (a) On official travel; or
    (b) Performing official duties outside CONUS; or
    (c) Absent from duty as provided in Sec. 303-70.3; or

[[Page 226]]

    (d) Reassigned away from his/her home of record under a mandatory 
mobility agreement.



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 nonworkday while on TDY or 
stationed outside CONUS?

    Yes. However, payment cannot exceed the amount allowed if death had 
occurred at the temporary duty station or at the official station 
outside CONUS.



Sec. 303-70.4  May we pay death-related expenses under this chapter 
if the same expenses are payable under other laws of the United States?

    No.

    Note to subpart A: When an employee dies from injuries sustained 
while performing official duty, death-related expenses are payable under 
the Federal Employees' Compensation Act (FECA), 5 U.S.C. 8134. For 
further information contact the Department of Labor, Federal Employees' 
Compensation Division, 200 Constitution Avenue, NW, Washington, DC 
20210.



                      Subpart B_General Procedures



Sec. 303-70.100  May we pay the travel expenses for an escort for 
the remains of a deceased employee?

    Yes, in accordance with Sec. Sec. 303-70.600 through 303-70.602.

[FTR Amdt. 86, 64 FR 45891, Aug. 23, 1999]



Sec. 303-70.101  Must we provide assistance in arranging for preparation 
and transportation of employee remains?

    Yes.



   Subpart C_Allowances for Preparation and Transportation of Remains



Sec. 303-70.200  What costs must we pay for preparation and 
transportation of remains?

    All actual costs including but not limited to:
    (a) Preparation of remains:
    (1) Embalming or cremation;
    (2) Necessary clothing;
    (3) A casket or container suitable for shipment to place of burial;
    (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 temporary duty station or official station 
outside CONUS to the employee's residence, official station, or place of 
burial, 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. 303-70.200: 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). Transportation costs to 
the place of burial cannot exceed the actual cost of transportation to 
the employee's residence.



   Subpart D_Transportation of Immediate Family Members, Baggage, and 
                             Household Goods



Sec. 303-70.300  Must we pay transportation costs to return the deceased 
employee's baggage?

    Yes, you must pay transportation costs to return the deceased 
employee's baggage to his/her official duty station or residence. 
However, you may not pay insurance of or reimbursement for loss or 
damage to baggage.



Sec. 303-70.301  Are there any limitations on the baggage we may 
transport?

    Yes. You may only transport government property and the employee's 
personal property.

[[Page 227]]



Sec. 303-70.302  When the employee dies at or while in transit to or 

from his/her official station outside CONUS, must we return the 
employee's immediate 
          family, baggage and household goods to the residence or 
          alternate destination?

    Yes. However, your agency head or his/her designated representative 
must approve the family's election to return to an alternate 
destination, and the allowable expenses cannot exceed the cost of 
transportation to the decedent's residence. 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 the family prior to the 
expiration of the one-year limit.



Sec. 303-70.303  Must we continue payment of relocation expenses for 

an employee's immediate family if the employee dies while in transit 
to his/her new duty 
          station within CONUS?

    Yes, if the immediate family chooses to continue the relocation, you 
must continue payment of relocation expenses for the immediate family if 
the immediate family was included on the employee's relocation travel 
orders. (See Sec. 303-70.305.)



Sec. 303-70.304  Must we continue payment of relocation expenses for 

an employee's immediate family if the employee dies after reporting 
to the new duty 
          station within CONUS, but the family was in transit to the new 
          duty 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 if 
the immediate family was included on the employee's relocation travel 
orders. (See Sec. 303-70.305.)



Sec. 303-70.305  What relocation expenses must we authorize for the 
immediate family under Sec. Sec. 303-70.303 and 303-70.304?

    When the immediate family chooses to continue the relocation, the 
following expenses must be authorized:
    (a) Travel to the new duty station; or
    (b) Travel to an alternate destination, selected by the immediate 
family, not to exceed the remaining constructive cost of travel to the 
new duty station.
    (c) Temporary quarters not to exceed 60 days, to be paid at the per 
diem rate for an unaccompanied spouse and immediate family.
    (d) Shipment of household goods to the new or old duty station, or 
to an alternate destination selected by the immediate family. However, 
the cost may not exceed the constructive cost of transportation between 
the old and the new duty stations.
    (e) Storage of household goods not to exceed 90 days.
    (f) Reimbursement of real estate expenses incident to the 
relocation.
    (g) Shipment of POV to the new or old duty station, or to an 
alternate destination, selected by the immediate family. However, the 
cost may not exceed the constructive cost of transportation between the 
old and the new duty stations.



    Subpart E_Preparation and Transportation Expenses for Remains of 
                        Immediate Family Members



Sec. 303-70.400  When an immediate family member, residing with the 

employee, dies while the employee is stationed outside CONUS, 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 are 
prohibitive as determined by your agency head.

    Note to Sec. 303-70.400: The employee must reimburse you for all 
furnished mortuary facilities and supplies.



Sec. 303-70.401  When an immediate family member, residing with the 

employee, dies while the employee is stationed outside CONUS, must 
we pay expenses to 
          transport the remains?

    Yes, if requested by the employee, payment must be made to transport 
the remains to the residence of the immediate family member. The 
employee may elect an alternate destination,

[[Page 228]]

which must be approved by your agency head or his/her designated 
representative. In that case, the allowable expenses cannot exceed the 
cost of transportation to the decedent's residence.



Sec. 303-70.402  When an immediate family member, residing with the 

employee, dies while the employee is stationed outside CONUS, may we 
pay burial expenses?

    No.



Sec. 303-70.403  When a family member, residing with the employee, dies 

while in transit to or from the employee's duty station outside CONUS, 
must we furnish 
          mortuary services and/or transportation of the remains?

    You must furnish transportation if requested by the employee. You 
must follow the guidelines in Sec. 303-70.401 for transportation 
expenses. You must furnish mortuary services only if the conditions in 
Sec. 303-70.400 are met.



        Subpart F_Policies and Procedures for Payment of Expenses



Sec. 303-70.500  Are receipts required for claims for reimbursement?

    Yes.



Sec. 303-70.501  To whom should we make payment?

    You should pay:
    (a) The person performing the service; or
    (b) Reimburse the person who made the original payment.



                       Subpart G_Escort of Remains

    Source: FTR Amdt. 86, 64 FR 45891, Aug. 23, 1999, unless otherwise 
noted.



Sec. 303-70.600  How many persons may we authorize travel expenses 
for to escort the remains of a deceased employee?

    Travel expenses may be authorized for no more than two persons.



Sec. 303-70.601  Under what circumstances may we authorize the escort 
of remains?

    Escort of remains may be authorized when the employee's death 
occurs:
    (a) While in a travel status away from his/her official station in 
the United States; or
    (b) While performing official duties outside the United States or in 
transit thereto or therefrom.



Sec. 303-70.602  What travel expenses may we authorize for the escort 
of 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 229]]



    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...................................         231
304-2           Definitions.................................         231
304-3           Employee responsibility.....................         232
                    SUBCHAPTER B--AGENCY REQUIREMENTS
304-4           Authority...................................         237
304-5           Agency responsibilities.....................         237
304-6           Payment guidelines..........................         239
            SUBCHAPTER C--ACCEPTANCE OF PAYMENT FOR TRAINING
304-7           Authority/applicability.....................         242
304-8           Definitions.................................         242
304-9           Contributions and awards....................         242

[[Page 231]]



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 232]]

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 business-class accommodations when a non-Federal 
          source pays in full for my transportation expenses to attend a 
          meeting?
304-3.10 May I use first-class common carrier accommodations when a non-
          Federal source pays in full for my transportation expenses to 
          attend a meeting?
304-3.11 Am I limited to the maximum subsistence allowances (per diem, 
          actual expense, or conference lodging) 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 233]]

                            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 Sec. Sec. 301-
10.131 through 301-10.143 of this title for the regulations implementing 
the Fly America Act.)

[[Page 234]]



Sec. 304-3.9  May I use business-class accommodations when a non-Federal 
source pays in full for my transportation expenses to attend a meeting?

    Yes, you may use business-class accommodations if your agency 
authorizes you to do so in accordance with Sec. 304-5.5 of this 
chapter.

[FTR Amdt. 2005-03, 70 FR 28460, May 18, 2005]



Sec. 304-3.10  May I use first-class common carrier accommodations when 

a non-Federal source pays in full for my transportation expenses to attend 
a meeting?

    Generally no. You may not use first-class common carrier 
accommodations unless you meet one of the criteria for first class 
travel contained in Sec. Sec. 301-10.123, 301-10.162 and 301-10.183 of 
this title and are authorized to do so by your agency in accordance with 
Sec. 304-5.6 of this chapter.



Sec. 304-3.11  Am I limited to the maximum subsistence allowances (per 

diem, actual expense, or conference lodging) 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, actual expenses or conference 
lodging) 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.



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);

[[Page 235]]

    (2) You must request your agency's authorization for acceptance from 
the 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. Sec. 304-5.4, 304-5.5 or 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 236]]



                           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 237]]



                    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, actual expense, or conference lodging) 
          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 business-class common 
          carrier accommodations if we accept payment in full from a 
          non-Federal source for such transportation expenses?
304-5.6 May we authorize an employee to travel by first-class common 
          carrier accommodations if we accept payment in full from a 
          non-Federal source for such transportation expenses?
304-5.7 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;

[[Page 238]]

    (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
    (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, actual expense, or conference lodging) 
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, actual expense, or 
conference lodging) 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.



Sec. 304-5.5  May we authorize an employee to travel by business-class 

common carrier accommodations if we accept payment in full from a 
non-Federal source for 
          such transportation expenses?

    Yes, you may authorize an employee to travel by business-class 
common carrier accommodations 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.

[FTR Amdt. 2003-02, 68 FR 12604, Mar. 17, 2003, as amended by FTR Amdt. 
2005-03, 70 FR 28461, May 18, 2005]

[[Page 239]]



Sec. 304-5.6  May we authorize an employee to travel by first-class 

common carrier accommodations if we accept payment in full from a 
non-Federal source for 
          such transportation expenses?

    Generally, no; however, you may authorize an employee to travel by 
first-class common carrier accommodations if the--
    (a) Travel meets at least one of the conditions in Sec. Sec. 301-
10.123, 301-10.162 and 301-10.183 of this title; and
    (b) Transportation accommodations furnished are comparable in value 
to those offered to, or purchased by, other similarly situated meeting 
attendees.



Sec. 304-5.7  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.



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.

[[Page 240]]



                            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 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

[[Page 241]]

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.



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 242]]



            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 243]]


    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. 304-9.5  What if the employee is compensated by a donor and by 
us for the same expenses?

    If you reimburse an employee for expenses that are also paid by a 
donor, you must establish and carry out policy in accordance with 5 
U.S.C. 5514 and the Federal Claims Collection Standards (31 CFR parts 
900-904) to recover any excess amount paid to the employee.



Sec. 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?

    No, when a donor pays for travel expenses that the Government is not 
authorized to pay (such as travel expenses for an employee's family) no 
reduction in reimbursement to the employee is required.



Sec. 304-9.7  Must we obtain data from employees or donors for all 
expenses received?

    Yes, you must set agency policy to ensure collection of expense data 
in such detail as you deem necessary to carry out this part.


[[Page 245]]



                              FINDING AIDS




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

  A list of CFR titles, subtitles, chapters, subchapters and parts and 
an alphabetical list of agencies publishing in the CFR are included in 
the CFR Index and Finding Aids volume to the Code of Federal Regulations 
which is published separately and revised annually.

  Table of CFR Titles and Chapters
  Alphabetical List of Agencies Appearing in the CFR
  List of CFR Sections Affected

[[Page 247]]



                    Table of CFR Titles and Chapters




                      (Revised as of July 1, 2005)

                      Title 1--General Provisions

         I  Administrative Committee of the Federal Register 
                (Parts 1--49)
        II  Office of the Federal Register (Parts 50--299)
        IV  Miscellaneous Agencies (Parts 400--500)

                    Title 2--Grants and Agreements

            Subtitle A--Office of Management and Budget Guidance 
                for Grants and Agreements
         I  [Reserved]
        II  Office of Management and Budget Circulars and Guidance
            Subtitle B--Federal Agency Regulations for Grants and 
                Agreements [Reserved]


                        Title 3--The President

         I  Executive Office of the President (Parts 100--199)

                           Title 4--Accounts

         I  General Accounting Office (Parts 1--99)

                   Title 5--Administrative Personnel

         I  Office of Personnel Management (Parts 1--1199)
        II  Merit Systems Protection Board (Parts 1200--1299)
       III  Office of Management and Budget (Parts 1300--1399)
         V  The International Organizations Employees Loyalty 
                Board (Parts 1500--1599)
        VI  Federal Retirement Thrift Investment Board (Parts 
                1600--1699)
      VIII  Office of Special Counsel (Parts 1800--1899)
        IX  Appalachian Regional Commission (Parts 1900--1999)
        XI  Armed Forces Retirement Home (Part 2100)
       XIV  Federal Labor Relations Authority, General Counsel of 
                the Federal Labor Relations Authority and Federal 
                Service Impasses Panel (Parts 2400--2499)

[[Page 248]]

        XV  Office of Administration, Executive Office of the 
                President (Parts 2500--2599)
       XVI  Office of Government Ethics (Parts 2600--2699)
       XXI  Department of the Treasury (Parts 3100--3199)
      XXII  Federal Deposit Insurance Corporation (Part 3201)
     XXIII  Department of Energy (Part 3301)
      XXIV  Federal Energy Regulatory Commission (Part 3401)
       XXV  Department of the Interior (Part 3501)
      XXVI  Department of Defense (Part 3601)
    XXVIII  Department of Justice (Part 3801)
      XXIX  Federal Communications Commission (Parts 3900--3999)
       XXX  Farm Credit System Insurance Corporation (Parts 4000--
                4099)
      XXXI  Farm Credit Administration (Parts 4100--4199)
    XXXIII  Overseas Private Investment Corporation (Part 4301)
      XXXV  Office of Personnel Management (Part 4501)
        XL  Interstate Commerce Commission (Part 5001)
       XLI  Commodity Futures Trading Commission (Part 5101)
      XLII  Department of Labor (Part 5201)
     XLIII  National Science Foundation (Part 5301)
       XLV  Department of Health and Human Services (Part 5501)
      XLVI  Postal Rate Commission (Part 5601)
     XLVII  Federal Trade Commission (Part 5701)
    XLVIII  Nuclear Regulatory Commission (Part 5801)
         L  Department of Transportation (Part 6001)
       LII  Export-Import Bank of the United States (Part 6201)
      LIII  Department of Education (Parts 6300--6399)
       LIV  Environmental Protection Agency (Part 6401)
        LV  National Endowment for the Arts (Part 6501)
       LVI  National Endowment for the Humanities (Part 6601)
      LVII  General Services Administration (Part 6701)
     LVIII  Board of Governors of the Federal Reserve System (Part 
                6801)
       LIX  National Aeronautics and Space Administration (Part 
                6901)
        LX  United States Postal Service (Part 7001)
       LXI  National Labor Relations Board (Part 7101)
      LXII  Equal Employment Opportunity Commission (Part 7201)
     LXIII  Inter-American Foundation (Part 7301)
       LXV  Department of Housing and Urban Development (Part 
                7501)
      LXVI  National Archives and Records Administration (Part 
                7601)
     LXVII  Institute of Museum and Library Services (Part 7701)
      LXIX  Tennessee Valley Authority (Part 7901)
      LXXI  Consumer Product Safety Commission (Part 8101)
    LXXIII  Department of Agriculture (Part 8301)
     LXXIV  Federal Mine Safety and Health Review Commission (Part 
                8401)
     LXXVI  Federal Retirement Thrift Investment Board (Part 8601)

[[Page 249]]

    LXXVII  Office of Management and Budget (Part 8701)
     XCVII  Department of Homeland Security Human Resources 
                Management System (Department of Homeland 
                Security--Office of Personnel Management) (Part 
                9701)

                      Title 6--Homeland Security

         I  Department of Homeland Security, Office of the 
                Secretary (Parts 0--99)

                         Title 7--Agriculture

            Subtitle A--Office of the Secretary of Agriculture 
                (Parts 0--26)
            Subtitle B--Regulations of the Department of 
                Agriculture
         I  Agricultural Marketing Service (Standards, 
                Inspections, Marketing Practices), Department of 
                Agriculture (Parts 27--209)
        II  Food and Nutrition Service, Department of Agriculture 
                (Parts 210--299)
       III  Animal and Plant Health Inspection Service, Department 
                of Agriculture (Parts 300--399)
        IV  Federal Crop Insurance Corporation, Department of 
                Agriculture (Parts 400--499)
         V  Agricultural Research Service, Department of 
                Agriculture (Parts 500--599)
        VI  Natural Resources Conservation Service, Department of 
                Agriculture (Parts 600--699)
       VII  Farm Service Agency, Department of Agriculture (Parts 
                700--799)
      VIII  Grain Inspection, Packers and Stockyards 
                Administration (Federal Grain Inspection Service), 
                Department of Agriculture (Parts 800--899)
        IX  Agricultural Marketing Service (Marketing Agreements 
                and Orders; Fruits, Vegetables, Nuts), Department 
                of Agriculture (Parts 900--999)
         X  Agricultural Marketing Service (Marketing Agreements 
                and Orders; Milk), Department of Agriculture 
                (Parts 1000--1199)
        XI  Agricultural Marketing Service (Marketing Agreements 
                and Orders; Miscellaneous Commodities), Department 
                of Agriculture (Parts 1200--1299)
       XIV  Commodity Credit Corporation, Department of 
                Agriculture (Parts 1400--1499)
        XV  Foreign Agricultural Service, Department of 
                Agriculture (Parts 1500--1599)
       XVI  Rural Telephone Bank, Department of Agriculture (Parts 
                1600--1699)
      XVII  Rural Utilities Service, Department of Agriculture 
                (Parts 1700--1799)
     XVIII  Rural Housing Service, Rural Business-Cooperative 
                Service, Rural Utilities Service, and Farm Service 
                Agency, Department of Agriculture (Parts 1800--
                2099)

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        XX  Local Television Loan Guarantee Board (Parts 2200--
                2299)
      XXVI  Office of Inspector General, Department of Agriculture 
                (Parts 2600--2699)
     XXVII  Office of Information Resources Management, Department 
                of Agriculture (Parts 2700--2799)
    XXVIII  Office of Operations, Department of Agriculture (Parts 
                2800--2899)
      XXIX  Office of Energy Policy and New Uses, Department of 
                Agriculture (Parts 2900--2999)
       XXX  Office of the Chief Financial Officer, Department of 
                Agriculture (Parts 3000--3099)
      XXXI  Office of Environmental Quality, Department of 
                Agriculture (Parts 3100--3199)
     XXXII  Office of Procurement and Property Management, 
                Department of Agriculture (Parts 3200--3299)
    XXXIII  Office of Transportation, Department of Agriculture 
                (Parts 3300--3399)
     XXXIV  Cooperative State Research, Education, and Extension 
                Service, Department of Agriculture (Parts 3400--
                3499)
      XXXV  Rural Housing Service, Department of Agriculture 
                (Parts 3500--3599)
     XXXVI  National Agricultural Statistics Service, Department 
                of Agriculture (Parts 3600--3699)
    XXXVII  Economic Research Service, Department of Agriculture 
                (Parts 3700--3799)
   XXXVIII  World Agricultural Outlook Board, Department of 
                Agriculture (Parts 3800--3899)
       XLI  [Reserved]
      XLII  Rural Business-Cooperative Service and Rural Utilities 
                Service, Department of Agriculture (Parts 4200--
                4299)

                    Title 8--Aliens and Nationality

         I  Department of Homeland Security (Immigration and 
                Naturalization) (Parts 1--499)
         V  Executive Office for Immigration Review, Department of 
                Justice (Parts 1000--1399)

                 Title 9--Animals and Animal Products

         I  Animal and Plant Health Inspection Service, Department 
                of Agriculture (Parts 1--199)
        II  Grain Inspection, Packers and Stockyards 
                Administration (Packers and Stockyards Programs), 
                Department of Agriculture (Parts 200--299)
       III  Food Safety and Inspection Service, Department of 
                Agriculture (Parts 300--599)

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                           Title 10--Energy

         I  Nuclear Regulatory Commission (Parts 0--199)
        II  Department of Energy (Parts 200--699)
       III  Department of Energy (Parts 700--999)
         X  Department of Energy (General Provisions) (Parts 
                1000--1099)
      XVII  Defense Nuclear Facilities Safety Board (Parts 1700--
                1799)
     XVIII  Northeast Interstate Low-Level Radioactive Waste 
                Commission (Part 1800)

                      Title 11--Federal Elections

         I  Federal Election Commission (Parts 1--9099)

                      Title 12--Banks and Banking

         I  Comptroller of the Currency, Department of the 
                Treasury (Parts 1--199)
        II  Federal Reserve System (Parts 200--299)
       III  Federal Deposit Insurance Corporation (Parts 300--399)
        IV  Export-Import Bank of the United States (Parts 400--
                499)
         V  Office of Thrift Supervision, Department of the 
                Treasury (Parts 500--599)
        VI  Farm Credit Administration (Parts 600--699)
       VII  National Credit Union Administration (Parts 700--799)
      VIII  Federal Financing Bank (Parts 800--899)
        IX  Federal Housing Finance Board (Parts 900--999)
        XI  Federal Financial Institutions Examination Council 
                (Parts 1100--1199)
       XIV  Farm Credit System Insurance Corporation (Parts 1400--
                1499)
        XV  Department of the Treasury (Parts 1500--1599)
      XVII  Office of Federal Housing Enterprise Oversight, 
                Department of Housing and Urban Development (Parts 
                1700--1799)
     XVIII  Community Development Financial Institutions Fund, 
                Department of the Treasury (Parts 1800--1899)

               Title 13--Business Credit and Assistance

         I  Small Business Administration (Parts 1--199)
       III  Economic Development Administration, Department of 
                Commerce (Parts 300--399)
        IV  Emergency Steel Guarantee Loan Board, Department of 
                Commerce (Parts 400--499)
         V  Emergency Oil and Gas Guaranteed Loan Board, 
                Department of Commerce (Parts 500--599)

                    Title 14--Aeronautics and Space

         I  Federal Aviation Administration, Department of 
                Transportation (Parts 1--199)

[[Page 252]]

        II  Office of the Secretary, Department of Transportation 
                (Aviation Proceedings) (Parts 200--399)
       III  Commercial Space Transportation, Federal Aviation 
                Administration, Department of Transportation 
                (Parts 400--499)
         V  National Aeronautics and Space Administration (Parts 
                1200--1299)
        VI  Air Transportation System Stabilization (Parts 1300--
                1399)

                 Title 15--Commerce and Foreign Trade

            Subtitle A--Office of the Secretary of Commerce (Parts 
                0--29)
            Subtitle B--Regulations Relating to Commerce and 
                Foreign Trade
         I  Bureau of the Census, Department of Commerce (Parts 
                30--199)
        II  National Institute of Standards and Technology, 
                Department of Commerce (Parts 200--299)
       III  International Trade Administration, Department of 
                Commerce (Parts 300--399)
        IV  Foreign-Trade Zones Board, Department of Commerce 
                (Parts 400--499)
       VII  Bureau of Industry and Security, Department of 
                Commerce (Parts 700--799)
      VIII  Bureau of Economic Analysis, Department of Commerce 
                (Parts 800--899)
        IX  National Oceanic and Atmospheric Administration, 
                Department of Commerce (Parts 900--999)
        XI  Technology Administration, Department of Commerce 
                (Parts 1100--1199)
      XIII  East-West Foreign Trade Board (Parts 1300--1399)
       XIV  Minority Business Development Agency (Parts 1400--
                1499)
            Subtitle C--Regulations Relating to Foreign Trade 
                Agreements
        XX  Office of the United States Trade Representative 
                (Parts 2000--2099)
            Subtitle D--Regulations Relating to Telecommunications 
                and Information
     XXIII  National Telecommunications and Information 
                Administration, Department of Commerce (Parts 
                2300--2399)

                    Title 16--Commercial Practices

         I  Federal Trade Commission (Parts 0--999)
        II  Consumer Product Safety Commission (Parts 1000--1799)

             Title 17--Commodity and Securities Exchanges

         I  Commodity Futures Trading Commission (Parts 1--199)

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        II  Securities and Exchange Commission (Parts 200--399)
        IV  Department of the Treasury (Parts 400--499)

          Title 18--Conservation of Power and Water Resources

         I  Federal Energy Regulatory Commission, Department of 
                Energy (Parts 1--399)
       III  Delaware River Basin Commission (Parts 400--499)
        VI  Water Resources Council (Parts 700--799)
      VIII  Susquehanna River Basin Commission (Parts 800--899)
      XIII  Tennessee Valley Authority (Parts 1300--1399)

                       Title 19--Customs Duties

         I  Bureau of Customs and Border Protection, Department of 
                Homeland Security; Department of the Treasury 
                (Parts 0--199)
        II  United States International Trade Commission (Parts 
                200--299)
       III  International Trade Administration, Department of 
                Commerce (Parts 300--399)
        IV  Bureau of Immigration and Customs Enforcement, 
                Department of Homeland Security (Parts 400--599)

                     Title 20--Employees' Benefits

         I  Office of Workers' Compensation Programs, Department 
                of Labor (Parts 1--199)
        II  Railroad Retirement Board (Parts 200--399)
       III  Social Security Administration (Parts 400--499)
        IV  Employees Compensation Appeals Board, Department of 
                Labor (Parts 500--599)
         V  Employment and Training Administration, Department of 
                Labor (Parts 600--699)
        VI  Employment Standards Administration, Department of 
                Labor (Parts 700--799)
       VII  Benefits Review Board, Department of Labor (Parts 
                800--899)
      VIII  Joint Board for the Enrollment of Actuaries (Parts 
                900--999)
        IX  Office of the Assistant Secretary for Veterans' 
                Employment and Training, Department of Labor 
                (Parts 1000--1099)

                       Title 21--Food and Drugs

         I  Food and Drug Administration, Department of Health and 
                Human Services (Parts 1--1299)
        II  Drug Enforcement Administration, Department of Justice 
                (Parts 1300--1399)
       III  Office of National Drug Control Policy (Parts 1400--
                1499)

[[Page 254]]

                      Title 22--Foreign Relations

         I  Department of State (Parts 1--199)
        II  Agency for International Development (Parts 200--299)
       III  Peace Corps (Parts 300--399)
        IV  International Joint Commission, United States and 
                Canada (Parts 400--499)
         V  Broadcasting Board of Governors (Parts 500--599)
       VII  Overseas Private Investment Corporation (Parts 700--
                799)
        IX  Foreign Service Grievance Board Regulations (Parts 
                900--999)
         X  Inter-American Foundation (Parts 1000--1099)
        XI  International Boundary and Water Commission, United 
                States and Mexico, United States Section (Parts 
                1100--1199)
       XII  United States International Development Cooperation 
                Agency (Parts 1200--1299)
       XIV  Foreign Service Labor Relations Board; Federal Labor 
                Relations Authority; General Counsel of the 
                Federal Labor Relations Authority; and the Foreign 
                Service Impasse Disputes Panel (Parts 1400--1499)
        XV  African Development Foundation (Parts 1500--1599)
       XVI  Japan-United States Friendship Commission (Parts 
                1600--1699)
      XVII  United States Institute of Peace (Parts 1700--1799)

                          Title 23--Highways

         I  Federal Highway Administration, Department of 
                Transportation (Parts 1--999)
        II  National Highway Traffic Safety Administration and 
                Federal Highway Administration, Department of 
                Transportation (Parts 1200--1299)
       III  National Highway Traffic Safety Administration, 
                Department of Transportation (Parts 1300--1399)

                Title 24--Housing and Urban Development

            Subtitle A--Office of the Secretary, Department of 
                Housing and Urban Development (Parts 0--99)
            Subtitle B--Regulations Relating to Housing and Urban 
                Development
         I  Office of Assistant Secretary for Equal Opportunity, 
                Department of Housing and Urban Development (Parts 
                100--199)
        II  Office of Assistant Secretary for Housing-Federal 
                Housing Commissioner, Department of Housing and 
                Urban Development (Parts 200--299)
       III  Government National Mortgage Association, Department 
                of Housing and Urban Development (Parts 300--399)
        IV  Office of Housing and Office of Multifamily Housing 
                Assistance Restructuring, Department of Housing 
                and Urban Development (Parts 400--499)
         V  Office of Assistant Secretary for Community Planning 
                and Development, Department of Housing and Urban 
                Development (Parts 500--599)

[[Page 255]]

        VI  Office of Assistant Secretary for Community Planning 
                and Development, Department of Housing and Urban 
                Development (Parts 600--699) [Reserved]
       VII  Office of the Secretary, Department of Housing and 
                Urban Development (Housing Assistance Programs and 
                Public and Indian Housing Programs) (Parts 700--
                799)
      VIII  Office of the Assistant Secretary for Housing--Federal 
                Housing Commissioner, Department of Housing and 
                Urban Development (Section 8 Housing Assistance 
                Programs, Section 202 Direct Loan Program, Section 
                202 Supportive Housing for the Elderly Program and 
                Section 811 Supportive Housing for Persons With 
                Disabilities Program) (Parts 800--899)
        IX  Office of Assistant Secretary for Public and Indian 
                Housing, Department of Housing and Urban 
                Development (Parts 900--1699)
         X  Office of Assistant Secretary for Housing--Federal 
                Housing Commissioner, Department of Housing and 
                Urban Development (Interstate Land Sales 
                Registration Program) (Parts 1700--1799)
       XII  Office of Inspector General, Department of Housing and 
                Urban Development (Parts 2000--2099)
        XX  Office of Assistant Secretary for Housing--Federal 
                Housing Commissioner, Department of Housing and 
                Urban Development (Parts 3200--3899)
       XXV  Neighborhood Reinvestment Corporation (Parts 4100--
                4199)

                           Title 25--Indians

         I  Bureau of Indian Affairs, Department of the Interior 
                (Parts 1--299)
        II  Indian Arts and Crafts Board, Department of the 
                Interior (Parts 300--399)
       III  National Indian Gaming Commission, Department of the 
                Interior (Parts 500--599)
        IV  Office of Navajo and Hopi Indian Relocation (Parts 
                700--799)
         V  Bureau of Indian Affairs, Department of the Interior, 
                and Indian Health Service, Department of Health 
                and Human Services (Part 900)
        VI  Office of the Assistant Secretary-Indian Affairs, 
                Department of the Interior (Parts 1000--1199)
       VII  Office of the Special Trustee for American Indians, 
                Department of the Interior (Part 1200)

                      Title 26--Internal Revenue

         I  Internal Revenue Service, Department of the Treasury 
                (Parts 1--899)

           Title 27--Alcohol, Tobacco Products and Firearms

         I  Alcohol and Tobacco Tax and Trade Bureau, Department 
                of the Treasury (Parts 1--399)

[[Page 256]]

        II  Bureau of Alcohol, Tobacco, Firearms, and Explosives, 
                Department of Justice (Parts 400--699)

                   Title 28--Judicial Administration

         I  Department of Justice (Parts 0--299)
       III  Federal Prison Industries, Inc., Department of Justice 
                (Parts 300--399)
         V  Bureau of Prisons, Department of Justice (Parts 500--
                599)
        VI  Offices of Independent Counsel, Department of Justice 
                (Parts 600--699)
       VII  Office of Independent Counsel (Parts 700--799)
      VIII  Court Services and Offender Supervision Agency for the 
                District of Columbia (Parts 800--899)
        IX  National Crime Prevention and Privacy Compact Council 
                (Parts 900--999)
        XI  Department of Justice and Department of State (Parts 
                1100--1199)

                            Title 29--Labor

            Subtitle A--Office of the Secretary of Labor (Parts 
                0--99)
            Subtitle B--Regulations Relating to Labor
         I  National Labor Relations Board (Parts 100--199)
        II  Office of Labor-Management Standards, Department of 
                Labor (Parts 200--299)
       III  National Railroad Adjustment Board (Parts 300--399)
        IV  Office of Labor-Management Standards, Department of 
                Labor (Parts 400--499)
         V  Wage and Hour Division, Department of Labor (Parts 
                500--899)
        IX  Construction Industry Collective Bargaining Commission 
                (Parts 900--999)
         X  National Mediation Board (Parts 1200--1299)
       XII  Federal Mediation and Conciliation Service (Parts 
                1400--1499)
       XIV  Equal Employment Opportunity Commission (Parts 1600--
                1699)
      XVII  Occupational Safety and Health Administration, 
                Department of Labor (Parts 1900--1999)
        XX  Occupational Safety and Health Review Commission 
                (Parts 2200--2499)
       XXV  Employee Benefits Security Administration, Department 
                of Labor (Parts 2500--2599)
     XXVII  Federal Mine Safety and Health Review Commission 
                (Parts 2700--2799)
        XL  Pension Benefit Guaranty Corporation (Parts 4000--
                4999)

[[Page 257]]

                      Title 30--Mineral Resources

         I  Mine Safety and Health Administration, Department of 
                Labor (Parts 1--199)
        II  Minerals Management Service, Department of the 
                Interior (Parts 200--299)
       III  Board of Surface Mining and Reclamation Appeals, 
                Department of the Interior (Parts 300--399)
        IV  Geological Survey, Department of the Interior (Parts 
                400--499)
       VII  Office of Surface Mining Reclamation and Enforcement, 
                Department of the Interior (Parts 700--999)

                 Title 31--Money and Finance: Treasury

            Subtitle A--Office of the Secretary of the Treasury 
                (Parts 0--50)
            Subtitle B--Regulations Relating to Money and Finance
         I  Monetary Offices, Department of the Treasury (Parts 
                51--199)
        II  Fiscal Service, Department of the Treasury (Parts 
                200--399)
        IV  Secret Service, Department of the Treasury (Parts 
                400--499)
         V  Office of Foreign Assets Control, Department of the 
                Treasury (Parts 500--599)
        VI  Bureau of Engraving and Printing, Department of the 
                Treasury (Parts 600--699)
       VII  Federal Law Enforcement Training Center, Department of 
                the Treasury (Parts 700--799)
      VIII  Office of International Investment, Department of the 
                Treasury (Parts 800--899)
        IX  Federal Claims Collection Standards (Department of the 
                Treasury--Department of Justice) (Parts 900--999)

                      Title 32--National Defense

            Subtitle A--Department of Defense
         I  Office of the Secretary of Defense (Parts 1--399)
         V  Department of the Army (Parts 400--699)
        VI  Department of the Navy (Parts 700--799)
       VII  Department of the Air Force (Parts 800--1099)
            Subtitle B--Other Regulations Relating to National 
                Defense
       XII  Defense Logistics Agency (Parts 1200--1299)
       XVI  Selective Service System (Parts 1600--1699)
     XVIII  National Counterintelligence Center (Parts 1800--1899)
       XIX  Central Intelligence Agency (Parts 1900--1999)
        XX  Information Security Oversight Office, National 
                Archives and Records Administration (Parts 2000--
                2099)
       XXI  National Security Council (Parts 2100--2199)
      XXIV  Office of Science and Technology Policy (Parts 2400--
                2499)
     XXVII  Office for Micronesian Status Negotiations (Parts 
                2700--2799)

[[Page 258]]

    XXVIII  Office of the Vice President of the United States 
                (Parts 2800--2899)

               Title 33--Navigation and Navigable Waters

         I  Coast Guard, Department of Homeland Security (Parts 
                1--199)
        II  Corps of Engineers, Department of the Army (Parts 
                200--399)
        IV  Saint Lawrence Seaway Development Corporation, 
                Department of Transportation (Parts 400--499)

                          Title 34--Education

            Subtitle A--Office of the Secretary, Department of 
                Education (Parts 1--99)
            Subtitle B--Regulations of the Offices of the 
                Department of Education
         I  Office for Civil Rights, Department of Education 
                (Parts 100--199)
        II  Office of Elementary and Secondary Education, 
                Department of Education (Parts 200--299)
       III  Office of Special Education and Rehabilitative 
                Services, Department of Education (Parts 300--399)
        IV  Office of Vocational and Adult Education, Department 
                of Education (Parts 400--499)
         V  Office of Bilingual Education and Minority Languages 
                Affairs, Department of Education (Parts 500--599)
        VI  Office of Postsecondary Education, Department of 
                Education (Parts 600--699)
        XI  National Institute for Literacy (Parts 1100--1199)
            Subtitle C--Regulations Relating to Education
       XII  National Council on Disability (Parts 1200--1299)

                          Title 35 [Reserved]

             Title 36--Parks, Forests, and Public Property

         I  National Park Service, Department of the Interior 
                (Parts 1--199)
        II  Forest Service, Department of Agriculture (Parts 200--
                299)
       III  Corps of Engineers, Department of the Army (Parts 
                300--399)
        IV  American Battle Monuments Commission (Parts 400--499)
         V  Smithsonian Institution (Parts 500--599)
       VII  Library of Congress (Parts 700--799)
      VIII  Advisory Council on Historic Preservation (Parts 800--
                899)
        IX  Pennsylvania Avenue Development Corporation (Parts 
                900--999)
         X  Presidio Trust (Parts 1000--1099)
        XI  Architectural and Transportation Barriers Compliance 
                Board (Parts 1100--1199)
       XII  National Archives and Records Administration (Parts 
                1200--1299)
        XV  Oklahoma City National Memorial Trust (Part 1501)

[[Page 259]]

       XVI  Morris K. Udall Scholarship and Excellence in National 
                Environmental Policy Foundation (Parts 1600--1699)

             Title 37--Patents, Trademarks, and Copyrights

         I  United States Patent and Trademark Office, Department 
                of Commerce (Parts 1--199)
        II  Copyright Office, Library of Congress (Parts 200--299)
       III  Copyright Royalty Board, Library of Congress (Parts 
                301--399)
        IV  Assistant Secretary for Technology Policy, Department 
                of Commerce (Parts 400--499)
         V  Under Secretary for Technology, Department of Commerce 
                (Parts 500--599)

           Title 38--Pensions, Bonuses, and Veterans' Relief

         I  Department of Veterans Affairs (Parts 0--99)

                       Title 39--Postal Service

         I  United States Postal Service (Parts 1--999)
       III  Postal Rate Commission (Parts 3000--3099)

                  Title 40--Protection of Environment

         I  Environmental Protection Agency (Parts 1--1099)
        IV  Environmental Protection Agency and Department of 
                Justice (Parts 1400--1499)
         V  Council on Environmental Quality (Parts 1500--1599)
        VI  Chemical Safety and Hazard Investigation Board (Parts 
                1600--1699)
       VII  Environmental Protection Agency and Department of 
                Defense; Uniform National Discharge Standards for 
                Vessels of the Armed Forces (Parts 1700--1799)

          Title 41--Public Contracts and Property Management

            Subtitle B--Other Provisions Relating to Public 
                Contracts
        50  Public Contracts, Department of Labor (Parts 50-1--50-
                999)
        51  Committee for Purchase From People Who Are Blind or 
                Severely Disabled (Parts 51-1--51-99)
        60  Office of Federal Contract Compliance Programs, Equal 
                Employment Opportunity, Department of Labor (Parts 
                60-1--60-999)
        61  Office of the Assistant Secretary for Veterans' 
                Employment and Training Service, Department of 
                Labor (Parts 61-1--61-999)
            Subtitle C--Federal Property Management Regulations 
                System
       101  Federal Property Management Regulations (Parts 101-1--
                101-99)
       102  Federal Management Regulation (Parts 102-1--102-299)

[[Page 260]]

       105  General Services Administration (Parts 105-1--105-999)
       109  Department of Energy Property Management Regulations 
                (Parts 109-1--109-99)
       114  Department of the Interior (Parts 114-1--114-99)
       115  Environmental Protection Agency (Parts 115-1--115-99)
       128  Department of Justice (Parts 128-1--128-99)
            Subtitle D--Other Provisions Relating to Property 
                Management [Reserved]
            Subtitle E--Federal Information Resources Management 
                Regulations System
       201  Federal Information Resources Management Regulation 
                (Parts 201-1--201-99) [Reserved]
            Subtitle F--Federal Travel Regulation System
       300  General (Parts 300-1--300-99)
       301  Temporary Duty (TDY) Travel Allowances (Parts 301-1--
                301-99)
       302  Relocation Allowances (Parts 302-1--302-99)
       303  Payment of Expenses Connected with the Death of 
                Certain Employees (Part 303-1--303-99)
       304  Payment of Travel Expenses from a Non-Federal Source 
                (Parts 304-1--304-99)

                        Title 42--Public Health

         I  Public Health Service, Department of Health and Human 
                Services (Parts 1--199)
        IV  Centers for Medicare & Medicaid Services, Department 
                of Health and Human Services (Parts 400--499)
         V  Office of Inspector General-Health Care, Department of 
                Health and Human Services (Parts 1000--1999)

                   Title 43--Public Lands: Interior

            Subtitle A--Office of the Secretary of the Interior 
                (Parts 1--199)
            Subtitle B--Regulations Relating to Public Lands
         I  Bureau of Reclamation, Department of the Interior 
                (Parts 200--499)
        II  Bureau of Land Management, Department of the Interior 
                (Parts 1000--9999)
       III  Utah Reclamation Mitigation and Conservation 
                Commission (Parts 10000--10010)

             Title 44--Emergency Management and Assistance

         I  Federal Emergency Management Agency, Department of 
                Homeland Security (Parts 0--399)
        IV  Department of Commerce and Department of 
                Transportation (Parts 400--499)

[[Page 261]]

                       Title 45--Public Welfare

            Subtitle A--Department of Health and Human Services 
                (Parts 1--199)
            Subtitle B--Regulations Relating to Public Welfare
        II  Office of Family Assistance (Assistance Programs), 
                Administration for Children and Families, 
                Department of Health and Human Services (Parts 
                200--299)
       III  Office of Child Support Enforcement (Child Support 
                Enforcement Program), Administration for Children 
                and Families, Department of Health and Human 
                Services (Parts 300--399)
        IV  Office of Refugee Resettlement, Administration for 
                Children and Families, Department of Health and 
                Human Services (Parts 400--499)
         V  Foreign Claims Settlement Commission of the United 
                States, Department of Justice (Parts 500--599)
        VI  National Science Foundation (Parts 600--699)
       VII  Commission on Civil Rights (Parts 700--799)
      VIII  Office of Personnel Management (Parts 800--899)
         X  Office of Community Services, Administration for 
                Children and Families, Department of Health and 
                Human Services (Parts 1000--1099)
        XI  National Foundation on the Arts and the Humanities 
                (Parts 1100--1199)
       XII  Corporation for National and Community Service (Parts 
                1200--1299)
      XIII  Office of Human Development Services, Department of 
                Health and Human Services (Parts 1300--1399)
       XVI  Legal Services Corporation (Parts 1600--1699)
      XVII  National Commission on Libraries and Information 
                Science (Parts 1700--1799)
     XVIII  Harry S. Truman Scholarship Foundation (Parts 1800--
                1899)
       XXI  Commission on Fine Arts (Parts 2100--2199)
     XXIII  Arctic Research Commission (Part 2301)
      XXIV  James Madison Memorial Fellowship Foundation (Parts 
                2400--2499)
       XXV  Corporation for National and Community Service (Parts 
                2500--2599)

                          Title 46--Shipping

         I  Coast Guard, Department of Homeland Security (Parts 
                1--199)
        II  Maritime Administration, Department of Transportation 
                (Parts 200--399)
       III  Coast Guard (Great Lakes Pilotage), Department of 
                Homeland Security (Parts 400--499)
        IV  Federal Maritime Commission (Parts 500--599)

                      Title 47--Telecommunication

         I  Federal Communications Commission (Parts 0--199)

[[Page 262]]

        II  Office of Science and Technology Policy and National 
                Security Council (Parts 200--299)
       III  National Telecommunications and Information 
                Administration, Department of Commerce (Parts 
                300--399)

           Title 48--Federal Acquisition Regulations System

         1  Federal Acquisition Regulation (Parts 1--99)
         2  Department of Defense (Parts 200--299)
         3  Department of Health and Human Services (Parts 300--
                399)
         4  Department of Agriculture (Parts 400--499)
         5  General Services Administration (Parts 500--599)
         6  Department of State (Parts 600--699)
         7  United States Agency for International Development 
                (Parts 700--799)
         8  Department of Veterans Affairs (Parts 800--899)
         9  Department of Energy (Parts 900--999)
        10  Department of the Treasury (Parts 1000--1099)
        12  Department of Transportation (Parts 1200--1299)
        13  Department of Commerce (Parts 1300--1399)
        14  Department of the Interior (Parts 1400--1499)
        15  Environmental Protection Agency (Parts 1500--1599)
        16  Office of Personnel Management, Federal Employees 
                Health Benefits Acquisition Regulation (Parts 
                1600--1699)
        17  Office of Personnel Management (Parts 1700--1799)
        18  National Aeronautics and Space Administration (Parts 
                1800--1899)
        19  Broadcasting Board of Governors (Parts 1900--1999)
        20  Nuclear Regulatory Commission (Parts 2000--2099)
        21  Office of Personnel Management, Federal Employees 
                Group Life Insurance Federal Acquisition 
                Regulation (Parts 2100--2199)
        23  Social Security Administration (Parts 2300--2399)
        24  Department of Housing and Urban Development (Parts 
                2400--2499)
        25  National Science Foundation (Parts 2500--2599)
        28  Department of Justice (Parts 2800--2899)
        29  Department of Labor (Parts 2900--2999)
        30  Department of Homeland Security, Homeland Security 
                Acquisition Regulation (HSAR) (Parts 3000--3099)
        34  Department of Education Acquisition Regulation (Parts 
                3400--3499)
        35  [Reserved]
        44  Federal Emergency Management Agency (Parts 4400--4499)
        51  Department of the Army Acquisition Regulations (Parts 
                5100--5199)
        52  Department of the Navy Acquisition Regulations (Parts 
                5200--5299)

[[Page 263]]

        53  Department of the Air Force Federal Acquisition 
                Regulation Supplement (Parts 5300--5399)
        54  Defense Logistics Agency, Department of Defense (Parts 
                5400--5499)
        57  African Development Foundation (Parts 5700--5799)
        61  General Services Administration Board of Contract 
                Appeals (Parts 6100--6199)
        63  Department of Transportation Board of Contract Appeals 
                (Parts 6300--6399)
        99  Cost Accounting Standards Board, Office of Federal 
                Procurement Policy, Office of Management and 
                Budget (Parts 9900--9999)

                       Title 49--Transportation

            Subtitle A--Office of the Secretary of Transportation 
                (Parts 1--99)
            Subtitle B--Other Regulations Relating to 
                Transportation
         I  Pipeline and Hazardous Materials Safety 
                Administration, Department of Transportation 
                (Parts 100--199)
        II  Federal Railroad Administration, Department of 
                Transportation (Parts 200--299)
       III  Federal Motor Carrier Safety Administration, 
                Department of Transportation (Parts 300--399)
        IV  Coast Guard, Department of Homeland Security (Parts 
                400--499)
         V  National Highway Traffic Safety Administration, 
                Department of Transportation (Parts 500--599)
        VI  Federal Transit Administration, Department of 
                Transportation (Parts 600--699)
       VII  National Railroad Passenger Corporation (AMTRAK) 
                (Parts 700--799)
      VIII  National Transportation Safety Board (Parts 800--999)
         X  Surface Transportation Board, Department of 
                Transportation (Parts 1000--1399)
        XI  Research and Innovative Technology Administration, 
                Department of Transportation (Parts 1400--1499)
       XII  Transportation Security Administration, Department of 
                Homeland Security (Parts 1500--1699)

                   Title 50--Wildlife and Fisheries

         I  United States Fish and Wildlife Service, Department of 
                the Interior (Parts 1--199)
        II  National Marine Fisheries Service, National Oceanic 
                and Atmospheric Administration, Department of 
                Commerce (Parts 200--299)
       III  International Fishing and Related Activities (Parts 
                300--399)

[[Page 264]]

        IV  Joint Regulations (United States Fish and Wildlife 
                Service, Department of the Interior and National 
                Marine Fisheries Service, National Oceanic and 
                Atmospheric Administration, Department of 
                Commerce); Endangered Species Committee 
                Regulations (Parts 400--499)
         V  Marine Mammal Commission (Parts 500--599)
        VI  Fishery Conservation and Management, National Oceanic 
                and Atmospheric Administration, Department of 
                Commerce (Parts 600--699)

                      CFR Index and Finding Aids

            Subject/Agency Index
            List of Agency Prepared Indexes
            Parallel Tables of Statutory Authorities and Rules
            List of CFR Titles, Chapters, Subchapters, and Parts
            Alphabetical List of Agencies Appearing in the CFR

[[Page 265]]





           Alphabetical List of Agencies Appearing in the CFR




                      (Revised as of July 1, 2005)

                                                  CFR Title, Subtitle or 
                     Agency                               Chapter

Administrative Committee of the Federal Register  1, I
Advanced Research Projects Agency                 32, I
Advisory Council on Historic Preservation         36, VIII
African Development Foundation                    22, XV
  Federal Acquisition Regulation                  48, 57
Agency for International Development, United      22, II
     States
  Federal Acquisition Regulation                  48, 7
Agricultural Marketing Service                    7, I, IX, X, XI
Agricultural Research Service                     7, V
Agriculture Department                            5, LXXIII
  Agricultural Marketing Service                  7, I, IX, X, XI
  Agricultural Research Service                   7, V
  Animal and Plant Health Inspection Service      7, III; 9, I
  Chief Financial Officer, Office of              7, XXX
  Commodity Credit Corporation                    7, XIV
  Cooperative State Research, Education, and      7, XXXIV
       Extension Service
  Economic Research Service                       7, XXXVII
  Energy, Office of                               7, XXIX
  Environmental Quality, Office of                7, XXXI
  Farm Service Agency                             7, VII, XVIII
  Federal Acquisition Regulation                  48, 4
  Federal Crop Insurance Corporation              7, IV
  Food and Nutrition Service                      7, II
  Food Safety and Inspection Service              9, III
  Foreign Agricultural Service                    7, XV
  Forest Service                                  36, II
  Grain Inspection, Packers and Stockyards        7, VIII; 9, II
       Administration
  Information Resources Management, Office of     7, XXVII
  Inspector General, Office of                    7, XXVI
  National Agricultural Library                   7, XLI
  National Agricultural Statistics Service        7, XXXVI
  Natural Resources Conservation Service          7, VI
  Operations, Office of                           7, XXVIII
  Procurement and Property Management, Office of  7, XXXII
  Rural Business-Cooperative Service              7, XVIII, XLII
  Rural Development Administration                7, XLII
  Rural Housing Service                           7, XVIII, XXXV
  Rural Telephone Bank                            7, XVI
  Rural Utilities Service                         7, XVII, XVIII, XLII
  Secretary of Agriculture, Office of             7, Subtitle A
  Transportation, Office of                       7, XXXIII
  World Agricultural Outlook Board                7, XXXVIII
Air Force Department                              32, VII
  Federal Acquisition Regulation Supplement       48, 53
Air Transportation Stabilization Board            14, VI
Alcohol and Tobacco Tax and Trade Bureau          27, I
Alcohol, Tobacco, Firearms, and Explosives,       27, II
     Bureau of
AMTRAK                                            49, VII
American Battle Monuments Commission              36, IV
American Indians, Office of the Special Trustee   25, VII
Animal and Plant Health Inspection Service        7, III; 9, I
Appalachian Regional Commission                   5, IX

[[Page 266]]

Architectural and Transportation Barriers         36, XI
     Compliance Board
Arctic Research Commission                        45, XXIII
Armed Forces Retirement Home                      5, XI
Army Department                                   32, V
  Engineers, Corps of                             33, II; 36, III
  Federal Acquisition Regulation                  48, 51
Benefits Review Board                             20, VII
Bilingual Education and Minority Languages        34, V
     Affairs, Office of
Blind or Severely Disabled, Committee for         41, 51
     Purchase From People Who Are
Broadcasting Board of Governors                   22, V
  Federal Acquisition Regulation                  48, 19
Census Bureau                                     15, I
Centers for Medicare & Medicaid Services          42, IV
Central Intelligence Agency                       32, XIX
Chief Financial Officer, Office of                7, XXX
Child Support Enforcement, Office of              45, III
Children and Families, Administration for         45, II, III, IV, X
Civil Rights, Commission on                       45, VII
Civil Rights, Office for                          34, I
Coast Guard                                       33, I; 46, I; 49, IV
Coast Guard (Great Lakes Pilotage)                46, III
Commerce Department                               44, IV
  Census Bureau                                   15, I
  Economic Affairs, Under Secretary               37, V
  Economic Analysis, Bureau of                    15, VIII
  Economic Development Administration             13, III
  Emergency Management and Assistance             44, IV
  Federal Acquisition Regulation                  48, 13
  Fishery Conservation and Management             50, VI
  Foreign-Trade Zones Board                       15, IV
  Industry and Security, Bureau of                15, VII
  International Trade Administration              15, III; 19, III
  National Institute of Standards and Technology  15, II
  National Marine Fisheries Service               50, II, IV, VI
  National Oceanic and Atmospheric                15, IX; 50, II, III, IV, 
       Administration                             VI
  National Telecommunications and Information     15, XXIII; 47, III
       Administration
  National Weather Service                        15, IX
  Patent and Trademark Office, United States      37, I
  Productivity, Technology and Innovation,        37, IV
       Assistant Secretary for
  Secretary of Commerce, Office of                15, Subtitle A
  Technology, Under Secretary for                 37, V
  Technology Administration                       15, XI
  Technology Policy, Assistant Secretary for      37, IV
Commercial Space Transportation                   14, III
Commodity Credit Corporation                      7, XIV
Commodity Futures Trading Commission              5, XLI; 17, I
Community Planning and Development, Office of     24, V, VI
     Assistant Secretary for
Community Services, Office of                     45, X
Comptroller of the Currency                       12, I
Construction Industry Collective Bargaining       29, IX
     Commission
Consumer Product Safety Commission                5, LXXI; 16, II
Cooperative State Research, Education, and        7, XXXIV
     Extension Service
Copyright Office                                  37, II
Corporation for National and Community Service    45, XII, XXV
Cost Accounting Standards Board                   48, 99
Council on Environmental Quality                  40, V
Court Services and Offender Supervision Agency    28, VIII
     for the District of Columbia
Customs and Border Protection Bureau              19, I
Defense Contract Audit Agency                     32, I
Defense Department                                5, XXVI; 32, Subtitle A; 
                                                  40, VII

[[Page 267]]

  Advanced Research Projects Agency               32, I
  Air Force Department                            32, VII
  Army Department                                 32, V; 33, II; 36, III, 
                                                  48, 51
  Defense Intelligence Agency                     32, I
  Defense Logistics Agency                        32, I, XII; 48, 54
  Engineers, Corps of                             33, II; 36, III
  Federal Acquisition Regulation                  48, 2
  National Imagery and Mapping Agency             32, I
  Navy Department                                 32, VI; 48, 52
  Secretary of Defense, Office of                 32, I
Defense Contract Audit Agency                     32, I
Defense Intelligence Agency                       32, I
Defense Logistics Agency                          32, XII; 48, 54
Defense Nuclear Facilities Safety Board           10, XVII
Delaware River Basin Commission                   18, III
District of Columbia, Court Services and          28, VIII
     Offender Supervision Agency for the
Drug Enforcement Administration                   21, II
East-West Foreign Trade Board                     15, XIII
Economic Affairs, Under Secretary                 37, V
Economic Analysis, Bureau of                      15, VIII
Economic Development Administration               13, III
Economic Research Service                         7, XXXVII
Education, Department of                          5, LIII
  Bilingual Education and Minority Languages      34, V
       Affairs, Office of
  Civil Rights, Office for                        34, I
  Educational Research and Improvement, Office    34, VII
       of
  Elementary and Secondary Education, Office of   34, II
  Federal Acquisition Regulation                  48, 34
  Postsecondary Education, Office of              34, VI
  Secretary of Education, Office of               34, Subtitle A
  Special Education and Rehabilitative Services,  34, III
       Office of
  Vocational and Adult Education, Office of       34, IV
Educational Research and Improvement, Office of   34, VII
Elementary and Secondary Education, Office of     34, II
Emergency Oil and Gas Guaranteed Loan Board       13, V
Emergency Steel Guarantee Loan Board              13, IV
Employee Benefits Security Administration         29, XXV
Employees' Compensation Appeals Board             20, IV
Employees Loyalty Board                           5, V
Employment and Training Administration            20, V
Employment Standards Administration               20, VI
Endangered Species Committee                      50, IV
Energy, Department of                             5, XXIII; 10, II, III, X
  Federal Acquisition Regulation                  48, 9
  Federal Energy Regulatory Commission            5, XXIV; 18, I
  Property Management Regulations                 41, 109
Energy, Office of                                 7, XXIX
Engineers, Corps of                               33, II; 36, III
Engraving and Printing, Bureau of                 31, VI
Environmental Protection Agency                   5, LIV; 40, I, IV, VII
  Federal Acquisition Regulation                  48, 15
  Property Management Regulations                 41, 115
Environmental Quality, Office of                  7, XXXI
Equal Employment Opportunity Commission           5, LXII; 29, XIV
Equal Opportunity, Office of Assistant Secretary  24, I
     for
Executive Office of the President                 3, I
  Administration, Office of                       5, XV
  Environmental Quality, Council on               40, V
  Management and Budget, Office of                5, III, LXXVII; 14, VI; 
                                                  48, 99
  National Drug Control Policy, Office of         21, III
  National Security Council                       32, XXI; 47, 2
  Presidential Documents                          3
  Science and Technology Policy, Office of        32, XXIV; 47, II

[[Page 268]]

  Trade Representative, Office of the United      15, XX
       States
Export-Import Bank of the United States           5, LII; 12, IV
Family Assistance, Office of                      45, II
Farm Credit Administration                        5, XXXI; 12, VI
Farm Credit System Insurance Corporation          5, XXX; 12, XIV
Farm Service Agency                               7, VII, XVIII
Federal Acquisition Regulation                    48, 1
Federal Aviation Administration                   14, I
  Commercial Space Transportation                 14, III
Federal Claims Collection Standards               31, IX
Federal Communications Commission                 5, XXIX; 47, I
Federal Contract Compliance Programs, Office of   41, 60
Federal Crop Insurance Corporation                7, IV
Federal Deposit Insurance Corporation             5, XXII; 12, III
Federal Election Commission                       11, I
Federal Emergency Management Agency               44, I
  Federal Acquisition Regulation                  48, 44
Federal Employees Group Life Insurance Federal    48, 21
     Acquisition Regulation
Federal Employees Health Benefits Acquisition     48, 16
     Regulation
Federal Energy Regulatory Commission              5, XXIV; 18, I
Federal Financial Institutions Examination        12, XI
     Council
Federal Financing Bank                            12, VIII
Federal Highway Administration                    23, I, II
Federal Home Loan Mortgage Corporation            1, IV
Federal Housing Enterprise Oversight Office       12, XVII
Federal Housing Finance Board                     12, IX
Federal Labor Relations Authority, and General    5, XIV; 22, XIV
     Counsel of the Federal Labor Relations 
     Authority
Federal Law Enforcement Training Center           31, VII
Federal Management Regulation                     41, 102
Federal Maritime Commission                       46, IV
Federal Mediation and Conciliation Service        29, XII
Federal Mine Safety and Health Review Commission  5, LXXIV; 29, XXVII
Federal Motor Carrier Safety Administration       49, III
Federal Prison Industries, Inc.                   28, III
Federal Procurement Policy Office                 48, 99
Federal Property Management Regulations           41, 101
Federal Railroad Administration                   49, II
Federal Register, Administrative Committee of     1, I
Federal Register, Office of                       1, II
Federal Reserve System                            12, II
  Board of Governors                              5, LVIII
Federal Retirement Thrift Investment Board        5, VI, LXXVI
Federal Service Impasses Panel                    5, XIV
Federal Trade Commission                          5, XLVII; 16, I
Federal Transit Administration                    49, VI
Federal Travel Regulation System                  41, Subtitle F
Fine Arts, Commission on                          45, XXI
Fiscal Service                                    31, II
Fish and Wildlife Service, United States          50, I, IV
Fishery Conservation and Management               50, VI
Food and Drug Administration                      21, I
Food and Nutrition Service                        7, II
Food Safety and Inspection Service                9, III
Foreign Agricultural Service                      7, XV
Foreign Assets Control, Office of                 31, V
Foreign Claims Settlement Commission of the       45, V
     United States
Foreign Service Grievance Board                   22, IX
Foreign Service Impasse Disputes Panel            22, XIV
Foreign Service Labor Relations Board             22, XIV
Foreign-Trade Zones Board                         15, IV
Forest Service                                    36, II
General Accounting Office                         4, I
General Services Administration                   5, LVII; 41, 105
  Contract Appeals, Board of                      48, 61
  Federal Acquisition Regulation                  48, 5

[[Page 269]]

  Federal Management Regulation                   41, 102
  Federal Property Management Regulations         41, 101
  Federal Travel Regulation System                41, Subtitle F
  General                                         41, 300
  Payment From a Non-Federal Source for Travel    41, 304
       Expenses
  Payment of Expenses Connected With the Death    41, 303
       of Certain Employees
  Relocation Allowances                           41, 302
  Temporary Duty (TDY) Travel Allowances          41, 301
Geological Survey                                 30, IV
Government Ethics, Office of                      5, XVI
Government National Mortgage Association          24, III
Grain Inspection, Packers and Stockyards          7, VIII; 9, II
     Administration
Harry S. Truman Scholarship Foundation            45, XVIII
Health and Human Services, Department of          5, XLV; 45, Subtitle A
  Centers for Medicare & Medicaid Services        42, IV
  Child Support Enforcement, Office of            45, III
  Children and Families, Administration for       45, II, III, IV, X
  Community Services, Office of                   45, X
  Family Assistance, Office of                    45, II
  Federal Acquisition Regulation                  48, 3
  Food and Drug Administration                    21, I
  Human Development Services, Office of           45, XIII
  Indian Health Service                           25, V; 42, I
  Inspector General (Health Care), Office of      42, V
  Public Health Service                           42, I
  Refugee Resettlement, Office of                 45, IV
Homeland Security, Department of                  6, I
  Coast Guard                                     33, I; 46, I; 49, IV
  Coast Guard (Great Lakes Pilotage)              46, III
  Customs and Border Protection Bureau            19, I
  Federal Emergency Management Agency             44, I
  Immigration and Customs Enforcement Bureau      19, IV
  Immigration and Naturalization                  8, I
  Transportation Security Administration          49, XII
Housing and Urban Development, Department of      5, LXV; 24, Subtitle B
  Community Planning and Development, Office of   24, V, VI
       Assistant Secretary for
  Equal Opportunity, Office of Assistant          24, I
       Secretary for
  Federal Acquisition Regulation                  48, 24
  Federal Housing Enterprise Oversight, Office    12, XVII
       of
  Government National Mortgage Association        24, III
  Housing--Federal Housing Commissioner, Office   24, II, VIII, X, XX
       of Assistant Secretary for
  Housing, Office of, and Multifamily Housing     24, IV
       Assistance Restructuring, Office of
  Inspector General, Office of                    24, XII
  Public and Indian Housing, Office of Assistant  24, IX
       Secretary for
  Secretary, Office of                            24, Subtitle A, VII
Housing--Federal Housing Commissioner, Office of  24, II, VIII, X, XX
     Assistant Secretary for
Housing, Office of, and Multifamily Housing       24, IV
     Assistance Restructuring, Office of
Human Development Services, Office of             45, XIII
Immigration and Customs Enforcement Bureau        19, IV
Immigration and Naturalization                    8, I
Immigration Review, Executive Office for          8, V
Independent Counsel, Office of                    28, VII
Indian Affairs, Bureau of                         25, I, V
Indian Affairs, Office of the Assistant           25, VI
     Secretary
Indian Arts and Crafts Board                      25, II
Indian Health Service                             25, V; 42, I
Industry and Security, Bureau of                  15, VII
Information Resources Management, Office of       7, XXVII
Information Security Oversight Office, National   32, XX
     Archives and Records Administration
Inspector General

[[Page 270]]

  Agriculture Department                          7, XXVI
  Health and Human Services Department            42, V
  Housing and Urban Development Department        24, XII
Institute of Peace, United States                 22, XVII
Inter-American Foundation                         5, LXIII; 22, X
Interior Department
  American Indians, Office of the Special         25, VII
       Trustee
  Endangered Species Committee                    50, IV
  Federal Acquisition Regulation                  48, 14
  Federal Property Management Regulations System  41, 114
  Fish and Wildlife Service, United States        50, I, IV
  Geological Survey                               30, IV
  Indian Affairs, Bureau of                       25, I, V
  Indian Affairs, Office of the Assistant         25, VI
       Secretary
  Indian Arts and Crafts Board                    25, II
  Land Management, Bureau of                      43, II
  Minerals Management Service                     30, II
  National Indian Gaming Commission               25, III
  National Park Service                           36, I
  Reclamation, Bureau of                          43, I
  Secretary of the Interior, Office of            43, Subtitle A
  Surface Mining and Reclamation Appeals, Board   30, III
       of
  Surface Mining Reclamation and Enforcement,     30, VII
       Office of
Internal Revenue Service                          26, I
International Boundary and Water Commission,      22, XI
     United States and Mexico, United States 
     Section
International Development, United States Agency   22, II
     for
  Federal Acquisition Regulation                  48, 7
International Development Cooperation Agency,     22, XII
     United States
International Fishing and Related Activities      50, III
International Investment, Office of               31, VIII
International Joint Commission, United States     22, IV
     and Canada
International Organizations Employees Loyalty     5, V
     Board
International Trade Administration                15, III; 19, III
International Trade Commission, United States     19, II
Interstate Commerce Commission                    5, XL
James Madison Memorial Fellowship Foundation      45, XXIV
Japan-United States Friendship Commission         22, XVI
Joint Board for the Enrollment of Actuaries       20, VIII
Justice Department                                5, XXVIII; 28, I, XI; 40, 
                                                  IV
  Alcohol, Tobacco, Firearms, and Explosives,     27, II
       Bureau of
  Drug Enforcement Administration                 21, II
  Federal Acquisition Regulation                  48, 28
  Federal Claims Collection Standards             31, IX
  Federal Prison Industries, Inc.                 28, III
  Foreign Claims Settlement Commission of the     45, V
       United States
  Immigration Review, Executive Office for        8, V
  Offices of Independent Counsel                  28, VI
  Prisons, Bureau of                              28, V
  Property Management Regulations                 41, 128
Labor Department                                  5, XLII
  Benefits Review Board                           20, VII
  Employee Benefits Security Administration       29, XXV
  Employees' Compensation Appeals Board           20, IV
  Employment and Training Administration          20, V
  Employment Standards Administration             20, VI
  Federal Acquisition Regulation                  48, 29
  Federal Contract Compliance Programs, Office    41, 60
       of
  Federal Procurement Regulations System          41, 50
  Labor-Management Standards, Office of           29, II, IV
  Mine Safety and Health Administration           30, I
  Occupational Safety and Health Administration   29, XVII
  Public Contracts                                41, 50
  Secretary of Labor, Office of                   29, Subtitle A

[[Page 271]]

  Veterans' Employment and Training Service,      41, 61; 20, IX
       Office of the Assistant Secretary for
  Wage and Hour Division                          29, V
  Workers' Compensation Programs, Office of       20, I
Labor-Management Standards, Office of             29, II, IV
Land Management, Bureau of                        43, II
Legal Services Corporation                        45, XVI
Library of Congress                               36, VII
  Copyright Office                                37, II
Local Television Loan Guarantee Board             7, XX
Management and Budget, Office of                  5, III, LXXVII; 14, VI; 
                                                  48, 99
Marine Mammal Commission                          50, V
Maritime Administration                           46, II
Merit Systems Protection Board                    5, II
Micronesian Status Negotiations, Office for       32, XXVII
Mine Safety and Health Administration             30, I
Minerals Management Service                       30, II
Minority Business Development Agency              15, XIV
Miscellaneous Agencies                            1, IV
Monetary Offices                                  31, I
Morris K. Udall Scholarship and Excellence in     36, XVI
     National Environmental Policy Foundation
National Aeronautics and Space Administration     5, LIX; 14, V
  Federal Acquisition Regulation                  48, 18
National Agricultural Library                     7, XLI
National Agricultural Statistics Service          7, XXXVI
National and Community Service, Corporation for   45, XII, XXV
National Archives and Records Administration      5, LXVI; 36, XII
  Information Security Oversight Office           32, XX
National Bureau of Standards                      15, II
National Capital Planning Commission              1, IV
National Commission for Employment Policy         1, IV
National Commission on Libraries and Information  45, XVII
     Science
National Council on Disability                    34, XII
National Counterintelligence Center               32, XVIII
National Credit Union Administration              12, VII
National Crime Prevention and Privacy Compact     28, IX
     Council
National Drug Control Policy, Office of           21, III
National Foundation on the Arts and the           45, XI
     Humanities
National Highway Traffic Safety Administration    23, II, III; 49, V
National Imagery and Mapping Agency               32, I
National Indian Gaming Commission                 25, III
National Institute for Literacy                   34, XI
National Institute of Standards and Technology    15, II
National Labor Relations Board                    5, LXI; 29, I
National Marine Fisheries Service                 50, II, IV, VI
National Mediation Board                          29, X
National Oceanic and Atmospheric Administration   15, IX; 50, II, III, IV, 
                                                  VI
National Park Service                             36, I
National Railroad Adjustment Board                29, III
National Railroad Passenger Corporation (AMTRAK)  49, VII
National Science Foundation                       5, XLIII; 45, VI
  Federal Acquisition Regulation                  48, 25
National Security Council                         32, XXI
National Security Council and Office of Science   47, II
     and Technology Policy
National Telecommunications and Information       15, XXIII; 47, III
     Administration
National Transportation Safety Board              49, VIII
National Weather Service                          15, IX
Natural Resources Conservation Service            7, VI
Navajo and Hopi Indian Relocation, Office of      25, IV
Navy Department                                   32, VI
  Federal Acquisition Regulation                  48, 52
Neighborhood Reinvestment Corporation             24, XXV
Northeast Interstate Low-Level Radioactive Waste  10, XVIII
   Commission
[[Page 272]]

Nuclear Regulatory Commission                     5, XLVIII; 10, I
  Federal Acquisition Regulation                  48, 20
Occupational Safety and Health Administration     29, XVII
Occupational Safety and Health Review Commission  29, XX
Offices of Independent Counsel                    28, VI
Oklahoma City National Memorial Trust             36, XV
Operations Office                                 7, XXVIII
Overseas Private Investment Corporation           5, XXXIII; 22, VII
Patent and Trademark Office, United States        37, I
Payment From a Non-Federal Source for Travel      41, 304
     Expenses
Payment of Expenses Connected With the Death of   41, 303
     Certain Employees
Peace Corps                                       22, III
Pennsylvania Avenue Development Corporation       36, IX
Pension Benefit Guaranty Corporation              29, XL
Personnel Management, Office of                   5, I, XXXV; 45, VIII
  Federal Acquisition Regulation                  48, 17
  Federal Employees Group Life Insurance Federal  48, 21
       Acquisition Regulation
  Federal Employees Health Benefits Acquisition   48, 16
       Regulation
Pipeline and Hazardous Materials Safety           49, I
     Administration
Postal Rate Commission                            5, XLVI; 39, III
Postal Service, United States                     5, LX; 39, I
Postsecondary Education, Office of                34, VI
President's Commission on White House             1, IV
     Fellowships
Presidential Documents                            3
Presidio Trust                                    36, X
Prisons, Bureau of                                28, V
Procurement and Property Management, Office of    7, XXXII
Productivity, Technology and Innovation,          37, IV
     Assistant Secretary
Public Contracts, Department of Labor             41, 50
Public and Indian Housing, Office of Assistant    24, IX
     Secretary for
Public Health Service                             42, I
Railroad Retirement Board                         20, II
Reclamation, Bureau of                            43, I
Refugee Resettlement, Office of                   45, IV
Regional Action Planning Commissions              13, V
Relocation Allowances                             41, 302
Research and Innovative Technology                49, XI
     Administration
Rural Business-Cooperative Service                7, XVIII, XLII
Rural Development Administration                  7, XLII
Rural Housing Service                             7, XVIII, XXXV
Rural Telephone Bank                              7, XVI
Rural Utilities Service                           7, XVII, XVIII, XLII
Saint Lawrence Seaway Development Corporation     33, IV
Science and Technology Policy, Office of          32, XXIV
Science and Technology Policy, Office of, and     47, II
     National Security Council
Secret Service                                    31, IV
Securities and Exchange Commission                17, II
Selective Service System                          32, XVI
Small Business Administration                     13, I
Smithsonian Institution                           36, V
Social Security Administration                    20, III; 48, 23
Soldiers' and Airmen's Home, United States        5, XI
Special Counsel, Office of                        5, VIII
Special Education and Rehabilitative Services,    34, III
     Office of
State Department                                  22, I; 28, XI
  Federal Acquisition Regulation                  48, 6
Surface Mining and Reclamation Appeals, Board of  30, III
Surface Mining Reclamation and Enforcement,       30, VII
     Office of
Surface Transportation Board                      49, X
Susquehanna River Basin Commission                18, VIII
Technology Administration                         15, XI
Technology Policy, Assistant Secretary for        37, IV
Technology, Under Secretary for                   37, V

[[Page 273]]

Tennessee Valley Authority                        5, LXIX; 18, XIII
Thrift Supervision Office, Department of the      12, V
     Treasury
Trade Representative, United States, Office of    15, XX
Transportation, Department of                     5, L
  Commercial Space Transportation                 14, III
  Contract Appeals, Board of                      48, 63
  Emergency Management and Assistance             44, IV
  Federal Acquisition Regulation                  48, 12
  Federal Aviation Administration                 14, I
  Federal Highway Administration                  23, I, II
  Federal Motor Carrier Safety Administration     49, III
  Federal Railroad Administration                 49, II
  Federal Transit Administration                  49, VI
  Maritime Administration                         46, II
  National Highway Traffic Safety Administration  23, II, III; 49, V
  Pipeline and Hazardous Materials Safety         49, I
       Administration
  Saint Lawrence Seaway Development Corporation   33, IV
  Secretary of Transportation, Office of          14, II; 49, Subtitle A
  Surface Transportation Board                    49, X
  Transportation Statistics Bureau                49, XI
Transportation, Office of                         7, XXXIII
Transportation Security Administration            49, XII
Transportation Statistics Bureau                  49, XI
Travel Allowances, Temporary Duty (TDY)           41, 301
Treasury Department                               5, XXI; 12, XV; 17, IV; 
                                                  31, IX
  Alcohol and Tobacco Tax and Trade Bureau        27, I
  Community Development Financial Institutions    12, XVIII
       Fund
  Comptroller of the Currency                     12, I
  Customs and Border Protection Bureau            19, I
  Engraving and Printing, Bureau of               31, VI
  Federal Acquisition Regulation                  48, 10
  Federal Law Enforcement Training Center         31, VII
  Fiscal Service                                  31, II
  Foreign Assets Control, Office of               31, V
  Internal Revenue Service                        26, I
  International Investment, Office of             31, VIII
  Monetary Offices                                31, I
  Secret Service                                  31, IV
  Secretary of the Treasury, Office of            31, Subtitle A
  Thrift Supervision, Office of                   12, V
Truman, Harry S. Scholarship Foundation           45, XVIII
United States and Canada, International Joint     22, IV
     Commission
United States and Mexico, International Boundary  22, XI
     and Water Commission, United States Section
Utah Reclamation Mitigation and Conservation      43, III
     Commission
Veterans Affairs Department                       38, I
  Federal Acquisition Regulation                  48, 8
Veterans' Employment and Training Service,        41, 61; 20, IX
     Office of the Assistant Secretary for
Vice President of the United States, Office of    32, XXVIII
Vocational and Adult Education, Office of         34, IV
Wage and Hour Division                            29, V
Water Resources Council                           18, VI
Workers' Compensation Programs, Office of         20, I
World Agricultural Outlook Board                  7, XXXVIII

[[Page 275]]



List of CFR Sections Affected



All changes in this volume of the Code of Federal Regulations that were 
made by documents published in the Federal Register since January 1, 
2001, are enumerated in the following list. Entries indicate the nature 
of the changes effected. Page numbers refer to Federal Register pages. 
The user should consult the entries for chapters and parts as well as 
sections for revisions.
For the period before January 1, 2001, see the ``List of CFR Sections 
Affected, 1949-1963, 1964-1972, 1973-1985, and 1986-2000,'' published in 
11 separate volumes.

                                  2001

41 CFR
                                                                   66 FR
                                                                    Page
Chapter 300
300-2.22 Table revised.............................................58195
300-3.1 Amended....................................................58195
300-70.2 (d) amended; (e) redesignated as (f); new (e) added.......58196
Chapter 301
301-10.303 Table amended............................................6482
301-10.310 (a) amended..............................................6482
Chapter 301 Appendix A revised.....................................46070
    Appendix A amended.............................................66795
Chapter 302
Chapter 302 Revised................................................58196
302-11 Appendixes A through D amended..............................23178

                                  2002

41 CFR
                                                                   67 FR
                                                                    Page
Chapter 300
300-2.22 Table corrected............................................7219
300-3.1 Amended....................................................57964
Chapter 301
301-1.1 Table amended..............................................57964
301-10.107 Introductory text revised; Notes 1 and 2 added..........57964
301-10.108 Revised.................................................57964
301-10.111 Revised.................................................57964
301-10.114 Revised.................................................57964
301-10.123 Note added..............................................17947
301-10.124 Introductory text amended; (g) removed; (h), (i) and 
        (j) redesignated as new (g), (h) and (i); note added.......17947
    (h) revised....................................................57964
301-10.141 Amended.................................................57964
301-10.160 (d) added...............................................57965
301-10.164 Revised.................................................57965
301-10.302 Table amended...........................................57965
301-10.303 Amended..................................................1902
301-10.304 Table revised...........................................57965
301-11.11 Revised..................................................57965
301-11.18 Table revised............................................56160
301-11.26 Table revised............................................57965
301-11.27 Amended..................................................57965
301-11.31 Amended..................................................57965
301-11.32 Added....................................................57965
301-12.1 Table amended.............................................57965
301-30.4 (b) revised; (d) added....................................57966
301-31.8 Amended...................................................57966
301-50.3 Revised...................................................57966
301-51.2 (j), (k) and (l) amended; (m) added.......................57966
301-51.101 Introductory text amended...............................57966
301-51.200 (b) amended.............................................57966
301-52.4 (b)(1) and (2) amended; (b)(3) added......................57966
301-53 Revised.....................................................17947
301-70.501 Revised.................................................57967
301-70.502 Redesignated as 301-70.503; new 301-70.502 added........57967
301-70.503 Redesignated as 301-70.504; new 301-70.503 redesignated 
        from 301-70.502 and revised................................57967
301-70.504 Redesignated as 301-70.505; new 301-70.504 redesignated 
        from 301-70.503............................................57967

[[Page 276]]

301-70.505 Redesignated as 301-70.506; new 301-70.505 redesignated 
        from 301-70.504............................................57967
301-70.506 Redesignated as 301-70.507; new 301-70.506 redesignated 
        from 301-70.505............................................57967
301-70.507 Redesignated as 301-70.508; new 301-70.507 redesignated 
        from 301-70.506............................................57967
301-70.508 Redesignated as 301-70.509; new 301-70.508 redesignated 
        from 301-70.507............................................57967
301-70.509 Redesignated from 301-70.508............................57967
301-70.708 Added...................................................57967
301-71.301 Redesignated as 301-71.302; new 301-71.301 added........57967
301-71.302 Redesignated as 301-71.303; new 301-71.302 redesignated 
        from 301-71.301............................................57967
301-71.303 Redesignated as 301-71.304; new 301-71.303 redesignated 
        from 301-71.302............................................57967
301-71.304 Redesignated as 301-71.305; new 301-71.304 redesignated 
        from 301-71.303............................................57967
301-71.305 Redesignated as 301-71.306; new 301-71.305 redesignated 
        from 301-71.304............................................57967
301-71.306 Redesignated as 301-71.307; new 301-71.306 redesignated 
        from 301-71.305............................................57967
301-71.307 Redesignated as 301-71.308; new 301-71.307 redesignated 
        from 301-71.306............................................57967
301-71.308 Redesignated as 301-71.309; new 301-71.308 redesignated 
        from 301-71.307............................................57967
301.71-309 Redesignated from 301.71-308............................57967
301-72.301 (a) and (c) revised.....................................57967
301-73.102 Revised.................................................57968
301-73.103 Revised.................................................57968
301-74.17 (b) revised..............................................57968
301-75.202 Table amended...........................................57968
Chapter 301 Appendix A amended....1900, 7283, 38604, 47458, 57170, 69634
    Appendix A revised.............................................56160
Chapter 302
302-1.1 (e) revised................................................57968
302-1.2 (d) revised................................................57968
302-2 Authority citation revised...................................57968
302-2.3 Amended....................................................57968
302-3 Authority citation revised...................................57968
302-3.2 Table A amended; Table B revised...........................57968
302-3.101 Table B corrected.........................................7219
    Tables A and B amended.........................................57969
    Tables A and B corrected.......................................65321
302-3.300--302-3.315 (Subpart D) Heading corrected..................7219
302-3.300 Heading corrected.........................................7219
302-4.200 Revised..................................................57969
302-5 Authority citation revised...................................57969
302-5.13 Table amended.............................................57969
302-5.15 Amended...................................................57969
302-7.20 Added.....................................................57969
302-7.200 Amended..................................................57969
302-9.205 Table corrected...........................................7219
302-11 Heading corrected............................................6790
302-11.104 Table corrected..........................................7219
302-11 Appendixes A through D amended...............................4923
    Appendix B corrected............................................6790
302-16 Authority citation revised..................................57969
302-16.1 (b) table amended.........................................57969
302-17.8 Corrected............................................7219, 9045
302-17.10 Table corrected...........................................7219
302-17 Appendix C corrected.........................................7219

                                  2003

41 CFR
                                                                   68 FR
                                                                    Page
Chapter 300
300-2.22 Table revised.............................................12604
300-3 Authority citation revised...................................71029
300-3.1 Amended....................................................71029
Chapter 301
301-10 Authority citation revised.............................494, 69619
301-10.303 Revised...................................................494
    Corrected.......................................................2402
    Table amended..................................................69619
301-10.310 (a) amended.............................................69619
301-11.6 Revised...................................................22314
301-11.18 Table revised............................................51911
301-50 Revised.....................................................71029
301-52 Authority citation revised..................................71030
301-52.3 Revised...................................................71030
301-53.2 Note added................................................27936
301-53.3 Revised...................................................27937
301-70 Authority citation revised..................................71030
301-70.1 Revised...................................................71030

[[Page 277]]

301-73 Authority citation revised..................................71030
301-73.1--301-73.2 (Subpart A) Revised.............................71030
301-73.100--301-73.106 (Subpart B) Revised.........................71030
301-74.1 (d) redesignated as (e); new (d) added....................27937
Chapter 301 Appendix A amended.......................................196
    Appendix A revised.............................................22314
Chapter 302
302-4.200 Revised..................................................22314
302-17 Appendixes A through D revised...............................7942
Chapter 304
Chapter 304 Revised................................................12604

                                  2004

41 CFR
                                                                   69 FR
                                                                    Page
Chapter 300
300-3 Authority citation revised; eff. 9-20-04.....................34303
300-3.1 Amended; eff. 9-20-04......................................34303
Chapter 301
301-10 Authority citation revised; eff. 9-20-04....................34304
301-10.260 Undesignated center heading and section revised; eff. 
        9-20-04....................................................34304
301-10.261 Revised; eff. 9-20-04...................................34304
301-10.262 Revised; eff. 9-20-04...................................34304
301-10.263 Added; eff. 9-20-04.....................................34304
301-10.264 Added; eff. 9-20-04.....................................34304
301-10.265 Added; eff. 9-20-04.....................................34304
301-10.266 Added; eff. 9-20-04.....................................34304
301-70 Authority citation revised; eff. 9-20-04....................34305
301-70.800--301-70.808 (Subpart I) Added; eff. 9-20-04.............34305
301-70.900--301-70.910 (Subpart J) Added; eff. 9-20-04.............34305
Chapter 302
302-17 Appendixes A, B and C revised...............................12079
    Appendix D amended.............................................12081

                                  2005

    (Regulations published from January 1, 2005 through July 1, 2005)

41 CFR
                                                                   70 FR
                                                                    Page
Chapter 301
301-2.5 (a) amended................................................28459
301-10 Authority citation revised............................5933, 28459
301-10.106 (b) amended.............................................28460
301-10.121 Revised.................................................28460
301-10.123 Introductory text revised; (a) amended..................28460
301-10.124 Heading and introductory text revised; (a), (c), (d) 
        and Note amended...........................................28460
301-10.303 Table amended............................................5933
301-11.20 (a)(4) amended...........................................28460
301-13.3 (f) revised...............................................28460
301-50.6 (a)(2) revised............................................28460
301-70.102 (b)(1) revised..........................................28460
301-71.105 (a) amended.............................................28460
301 Appendix C amended.............................................28460
Chapter 302
302-17 Appendixes A, B and C revised...............................12598
    Appendix D amended.............................................12600
    Appendixes A, B and C corrected................................14561
Chapter 304
304-3.9 Revised....................................................28460
304-5.5 Heading and introductory text amended......................28461


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