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Public Contracts and Property Management
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2011-07-01
2011-07-01
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TEMPORARY DUTY (TDY) TRAVEL ALLOWANCES
301

CHAPTER 301
Public Contracts and Property Management
Federal Travel Regulation System
41 CFR Ch. 301 (7-1-11 Edition)
Temporary Duty (TDY) Travel Allowances

CHAPTER 301—TEMPORARY DUTY (TDY) TRAVEL ALLOWANCES

SUBCHAPTER A—INTRODUCTION
Part
Page
301-1
Applicability
25
301-2
General rules
25

SUBCHAPTER B—ALLOWABLE TRAVEL EXPENSES
301-10
Transportation expenses
27
301-11
Per diem expenses
46
301-12
Miscellaneous expenses
60
301-13
Travel of an employee with special needs
61
301-30
Emergency travel
62
301-31
Threatened law enforcement/investigative employees
63

SUBCHAPTER C—ARRANGING FOR TRAVEL SERVICES, PAYING TRAVEL EXPENSES, AND CLAIMING REIMBURSEMENT
301-50
Arranging for travel services
66
301-51
Paying travel expenses
67
301-52
Claiming reimbursement
71
301-53
Using promotional materials and frequent traveler programs
74
301-54
Collection of undisputed delinquent amounts owed to the contractor issuing the individually billed travel charge card
76

SUBCHAPTER D—AGENCY RESPONSIBILITIES
301-70
Internal policy and procedure requirements
78
301-71
Agency travel accountability requirements
93
301-72
Agency responsibilities related to common carrier transportation
99
301-73
Travel programs
102
301-74
Conference planning
106
301-75
Pre-employment interview travel
110
301-76
Collection of undisputed delinquent amounts owed to the contractor issuing the individually billed travel charge card
113
Appendix A to Chapter 301—Prescribed Maximum Per Diem Rates for CONUS
114
Appendix B to Chapter 301—Allocation of M&IE Rates To Be Used in Making Deductions From the M&IE Allowance
114
Appendix C to Chapter 301—Standard Data Elements for Federal Travel [Traveler Identification]
116
Appendix D to Chapter 301—Glossary of Acronyms
119
Appendix E to Chapter 301—Suggested Guidance for Conference Planning
120

SUBCHAPTER A—INTRODUCTION
Pt. 301-1

PART 301-1—APPLICABILITY
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.
§ 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 U.S.C. 105 (except for Government-Controlled Corporations, i.e. mixed ownership Government Corporation as defined in 31 U.S.C. 9101). | A Government-controlled corporation.
A military department | A Member of Congress.
An office, agency or other establishment in the legislative branch | An office or committee of either House of Congress or of the two Houses.
The Government of the District of Columbia | An office, agency or other 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]
§ 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”).
§ 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.
Pt. 301-2

PART 301-2—GENERAL RULES
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.
§ 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 § 301-2.5 (c), (i), (n), and (o) of this part.
§ 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.
§ 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.
§ 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.
§ 301-2.5
What travel arrangements require specific authorization or prior approval?
You must have a specific authorization or prior approval for:
(a) Use of other than coach-class service on common carrier transportation;
(b) Use of a foreign air carrier;
(c) Use of reduced fares for group or charter arrangements;
(d) Use of cash to pay for common carrier transportation;
(e) Use of extra-fare train service;
(f) Travel by ship;
(g) Use of a rental car;
(h) Use of a Government aircraft;
(i) Payment of a reduced per diem rate;
(j) Payment of actual expense;
(k) Travel expenses related to emergency travel;
(l) Transportation expenses related to threatened law enforcement/investigative employees and members of their families;
(m) Travel expenses related to travel to a foreign area;
(n) Acceptance of payment from a non-Federal source for travel expenses, see chapter 304 of this subtitle;
(o) Travel expenses related to attendance at a conference; and
(p) Due to an employee's medical requirements or religious beliefs, payment of the full M&IE allowance even though meals are furnished by the Government either directly or through a registration fee or other payment for a conference or other event, in accordance with § 301-11.18(b).

Note to § 301-2.5:
Paragraphs (c), (i), (n), and (o) of this section require a written or electronic advance authorization.
[FTR Amdt. 70, 63 FR 15955, Apr. 1, 1998, as amended by FTR Amdt. 2005-03, 70 FR 28459, May 18, 2005; FTR Amdt. 2009-03, 74 FR 16328, Apr. 10, 2009; FTR Amdt. 2009-06, 74 FR 55147, Oct. 27, 2009]

SUBCHAPTER B—ALLOWABLE TRAVEL EXPENSES
Pt. 301-10

PART 301-10—TRANSPORTATION EXPENSES

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 authorized method of transportation?
301-10.7
How should I route my travel?
301-10.8
What is my liability if, for personal convenience I travel by an indirect route or interrupt travel by a direct route?

Subpart B—Common Carrier Transportation
301-10.100
What types of common carrier transportation may I be authorized to use?
301-10.105
What are the basic requirements for using common carrier transportation?

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

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

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

Train
301-10.160
What classes of train accommodations are available?
301-10.161
What class of train accommodations must I use?
301-10.162
When may I use other than coach-class train accommodations?
301-10.163
What is an extra-fare train?
301-10.164
When may I use extra-fare train service?

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

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

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

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

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

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

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

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

Rental Automobiles
301-10.450
When and from whom may I rent a vehicle for official travel when authorized?
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; OMB Circular No. A-126, revised May 22, 1992.

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

Subpart A—General
§ 301-10.1
Am I eligible for payment of transportation expenses?
Yes, you are eligible for payment of transportation expenses when performing official travel, including authorized transportation expenses incurred within the TDY location.
[FTR Amdt. 2010-02, 75 FR 24435, May 5, 2010]
§ 301-10.2
What expenses are payable as transportation?
Fares, rental fees, mileage payments, and other expenses related to transportation.
§ 301-10.3
What methods of transportation may my agency authorize me to use?
Your agency may authorize:
(a) Common carrier transportation (e.g., aircraft, train, bus, ship, or other transit system) under Subpart B;
(b) Government vehicle under Subpart C;
(c) POV under Subpart D; or
(d) Special conveyance (e.g., taxi or commercial automobile) under Subpart E.
[FTR Amdt. 70, 63 FR 15955, Apr. 1, 1998, as amended by FTR Amdt. 2010-02, 75 FR 24435, May 5, 2010]
§ 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.
§ 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.
§ 301-10.6
What is my liability if I do not travel by the authorized method of transportation?
If you do not travel by the method of transportation required by regulation or authorized by your agency, any additional expenses you incur which exceed the cost of the authorized method of transportation will be borne by you.
[FTR Amdt. 70, 63 FR 15955, Apr. 1, 1998, as amended by FTR Amdt. 2010-07, 75 FR 72967, Nov. 29, 2010]
§ 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.
§ 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
§ 301-10.100
What types of common carrier transportation may I be authorized to use?
You may be authorized to use airline, train, ship, bus, or other transit system.
[FTR Amdt. 70, 63 FR 15955, Apr. 1, 1998, as amended by FTR Amdt. 2010-02, 75 FR 24435, May 5, 2010]
§ 301-10.105
What are the basic requirements for using common carrier transportation?
The basic requirements for using common carrier transportation fall into three categories:
(a) Using contract carriers, when available, and if your agency is a mandatory user of GSA's city-pair contracts for air passenger transportation services, unless you have an approved exception (see §§ 301-10.106 through 301-10.108 of this subpart);
(b) Using coach-class service, unless other than coach-class service is authorized under § 301-10.123 or § 301-10.162, and when travelling by ship, using lowest first-class accommodations, unless other than lowest first-class accommodations are authorized under § 301-10.183 of this subpart; and
(c) You must always use U.S. Flag Air Carrier (or ship) service for air passenger transportation or when travelling by ship, unless your travel circumstances meet one of the exceptions in §§ 301-10.135 through 301-10.138 or § 301-10.183 of this subpart.
[FTR Amdt. 2010-05, 75 FR 63103, Oct. 14, 2010]

Use of Contract City-Pair Fares
§ 301-10.106
When must I use a contract city-pair fare?
If you are a civilian employee of an agency as defined in § 301-1.1 of this chapter, you must always use a contract city-pair fare for scheduled air passenger transportation service unless one of the limited exceptions in § 301-10.107 exist. An Internet listing of contract city-pair fares is available at http://www.gsa.gov/citypairs.

Note to § 301-10.106:
Employees of the Government of the District of Columbia, with the exception of the District of Columbia Courts, are not eligible to use contract city-pair fares even though these employees otherwise may be covered by the FTR.
[FTR Amdt. 2006-04, 71 FR 49374, Aug. 23, 2006]
§ 301-10.107
Are there any exceptions to the use of a contract city-pair fare?
Yes, your agency may authorize use of a fare other-than a contract city-pair fare when—
(a) Space on a scheduled contract flight is not available in time to accomplish the purpose of your travel, or use of contract service would require you to incur unnecessary overnight lodging costs which would increase the total cost of the trip;
(b) The contractor's flight schedule is inconsistent with explicit policies of your Federal department or agency with regard to scheduling travel during normal working hours;
(c) A non-contract carrier offers a lower fare to the general public that, if used, will result in a lower total trip cost to the Government (the combined costs of transportation, lodging, meals, and related expenses considered);

Note to paragraph (c):
This exception does not apply if the contract carrier offers the same or lower fare and has seats available at that fare, or if the fare offered by the non-contract carrier is restricted to Government and military travelers performing official business and may be purchased only with a contractor-issued charge card, centrally billed account (e.g., YDG, MDG, QDG, VDG, and similar fares) or GTR where the two previous options are not available;
(d) Cost effective rail service is available and is consistent with mission requirements; or
(e) Smoking is permitted on the contract air carrier and the nonsmoking section of the contract aircraft is not acceptable to you.

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

Note 2 to § 301-10.107:
Contractors are not authorized to use contract city-pair fares to perform travel under their contracts.

Note 3 to § 301-10.107:
If the Government contract city-pair carrier offers a lower cost capacity-controlled coach class contract fare (MCA, QCA, VCA, etc.) in addition to the unrestricted coach class contract fares (YCA), the traveler should use the lower cost capacity-controlled fare when it is available and meet mission needs.
[FTR Amdt. 2006-04, 71 FR 49374, Aug. 23, 2006, as amended by FTR Amdt. 2007-05, 72 FR 61537, Oct. 31, 2007]
§ 301-10.108
What requirements must be met to use a non-contract fare?
(a) Before purchasing a non-contract fare you must meet one of the exception requirements listed in § 301-10.107 and show approval on your travel authorization to use a non-contract fare; and
(b) If the non-contract fare is non-refundable, restricted, or has specific eligibility requirements, you must know or reasonably anticipate, based on your planned trip, that you will use the ticket; and
(c) Your agency must determine that the proposed non-contract transportation is practical and cost effective for the Government.

Note to § 301-10.108:
Carrier preference is not a valid reason for using a non-contract fare.
[FTR Amdt. 2006-04, 71 FR 49374, Aug. 23, 2006]
§ 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.
§ 301-10.110
May I use contract passenger transportation service for personal travel?
No.
§ 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]
§ 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.
§ 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.
§ 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]
§ 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 § 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]
§ 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.
§ 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
§ 301-10.121
What classes of airline accommodations are available?
Airlines are constantly updating their offerings. However, for the purposes of this regulation, the classes of available air accommodations are identified and defined as follows:
(a) Coach-class. The basic class of accommodation by airlines that is normally the lowest fare offered regardless of airline terminology used. For reference purposes only, coach-class may also be referred to by airlines as “tourist class,” “economy class,” or as “single class” when the airline offers only one class of accommodations to all travelers.
(b) Other than coach-class. Any class of accommodations above coach-class, e.g., first-class or business-class.
(1) First-class. The highest class of accommodation offered by the airlines in terms of cost and amenities. This is generally termed “first-class” by airlines and reservation systems.
(2) Business-class. A class of accommodation offered by airlines that is higher than coach and lower than first-class, in both cost and amenities. This class of accommodation is generally referred to as “business, business elite, business first, world business, connoisseur, or envoy” depending on the airline.

Note to § 301-10.121:
If an airline flight has only two classes of accommodations available, i.e., two “cabins”, with two distinctly different seating types (such as girth and pitch) and the front cabin is termed “business-class” or higher by the airline and the tickets are fare-coded as business-class, then the front of the cabin is deemed to be other than coach-class. Alternatively, if an airline flight has only two cabins available but equips both with one type of seating, (i.e., seating girth and pitch are the same in both cabins), and the seats in the front of the airplane are fare coded as full-fare economy class, and only restricted economy fares are available in the back of the aircraft, then the entire aircraft is to be classified as coach-class seating. In this second situation, qualifying for other than coach-class travel is not required to purchase a non-restricted economy fare seat in the front of the aircraft as the entire aircraft is considered “coach-class.”
[FTR Amdt. 2009-06, 74 FR 55147, Oct. 27, 2009]
§ 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 §§ 301-10.123 and 301-10.124.
§ 301-10.123
When may I use other than coach-class airline accommodations?
Government travelers are required to exercise the same care in incurring expenses that a prudent person would exercise if traveling on personal business when making official travel arrangements, and therefore, should consider the least expensive class of travel that meets their needs. You may use the lowest other than coach-class airline accommodations only when your agency specifically authorizes/approves such use as specified in paragraphs (a) and (b) of this section.
(a) Your agency may authorize/approve first class accommodations if any of the following apply:
(1) No coach-class accommodations are reasonably available. “Reasonably available” means available on an airline that is scheduled to leave within 24 hours of your proposed departure time, or scheduled to arrive within 24 hours of your proposed arrival time;
(2) When use of other than coach-class is necessary to accommodate a medical disability or other special need.
(i) A disability must be certified annually in a written statement by a competent medical authority. However, if the disability is a lifelong condition, then a one-time certification statement is required. Certification statements must include at a minimum:
(A) A written statement by a competent medical authority stating that special accommodation is necessary;
(B) An approximate duration of the special accommodation; and
(C) A recommendation as to the suitable class of transportation accommodations based on the disability.
(ii) A special need must be certified annually in writing according to your agency's procedures. However, if the special need is a lifelong condition, then a one-time certification statement is required;
(iii) If you are authorized under § 301-13.3(a) of this Subchapter to have an attendant accompany you, your agency may also authorize the attendant to use other than coach-class accommodations if you require the attendant's services en route;
(3) When exceptional security circumstances require other than coach-class airline accommodations. Exceptional security circumstances are determined by your agency and should only be authorized up to the minimum other than coach-class accommodation necessary. These circumstances include, but are not limited to:
(i) Use of coach-class accommodations would endanger your life or Government property;
(ii) You are an agent on protective detail and you are accompanying an individual authorized to use other than coach-class accommodations; or
(iii) You are a courier or control officer accompanying controlled pouches or packages;
(4) When required because of agency mission, consistent with your agency's internal procedures pursuant to § 301-70.102(i).
(b) Your agency may authorize/approve business-class accommodations if any of the following apply:
(1) When use of other than coach-class is necessary to accommodate a medical disability or other special need.
(i) A disability must be certified annually in a written statement by a competent medical authority. However, if the disability is a lifelong condition, then a one-time certification statement is required. Certification statements must include at a minimum:
(A) A written statement by a competent medical authority stating that special accommodation is necessary;
(B) An approximate duration of the special accommodation; and
(C) A recommendation as to the suitable class of transportation accommodations based on the disability.
(ii) A special need must be certified annually in writing according to your agency's procedures. However, if the special need is a lifelong condition, then a one-time certification statement is required;
(iii) If you are authorized under § 301-13.3(a) of this Subchapter to have an attendant accompany you, your agency may also authorize the attendant to use other than coach-class accommodations if you require the attendant's services en route;
(2) When exceptional security circumstances require other than coach-class airline accommodations. Exceptional security circumstances are determined by your agency and should only be authorized to the minimum other than coach-class accommodation necessary to meet the agency's mission. These circumstances include, but are not limited to:
(i) Use of coach-class accommodations would endanger your life or Government property;
(ii) You are an agent on protective detail and you are accompanying an individual authorized to use other than coach-class accommodations; or
(iii) You are a courier or control officer accompanying controlled pouches or packages;
(3) Coach-class accommodations on an authorized/approved foreign air carrier do not provide adequate sanitation or health standards;
(4) Regularly scheduled flights between origin/destination points (including connecting points) provide only other than coach-class accommodations and you certify such on your voucher;
(5) Your transportation costs are paid in full through agency acceptance of payment from a non-Federal source in accordance with Chapter 304 of this Title;
(6) Where the origin and/or destination are OCONUS, and the scheduled flight time, including stopovers and change of planes, is in excess of 14 hours, in accordance with § 301-10.125;
(7) The use results in an overall cost savings to the Government by avoiding additional subsistence costs, overtime, or lost productive time while awaiting coach-class accommodations;
(8) No space is available in coach-class accommodations in time to accomplish the mission, which is urgent and cannot be postponed; or
(9) When required because of agency mission, consistent with your agency's internal procedures pursuant to § 301-70.102(i).

Note 1 to § 301-10.123:
You may upgrade to other than coach-class accommodations at your personal expense, including through redemption of frequent flyer benefits.

Note 2 to § 301-10.123:
Blanket authorization of other than coach-class transportation accommodations is prohibited and shall be authorized on an individual trip-by-trip basis, unless the traveler has an up-to-date documented disability or special need.
[FTR Amdt. 2009-06, 74 FR 55147, Oct. 27, 2009]
§ 301-10.124
What are coach-class Seating Upgrade Programs?
Sometimes these programs are called “Coach Elite,” “Coach Plus,” “Preferred Coach” or some other identifier. Under these airline programs, a passenger may obtain for a fee a more desirable seat choice within the coach-class cabin. These airline upgrade or preferred seat choices are generally available for an annual fee, at an airport kiosk or gate or as a frequent flier perk. These coach upgrade options are not considered a new or higher class of accommodation since the seating is still in the coach cabin. However, the use of these upgraded/preferred coach seating options is generally a traveler's personal choice and therefore is at the traveler's personal expense. An agency travel authorization approving official or his/her designee (e.g., supervisor of the traveler) may authorize and reimburse the additional seat choice fee according to internal agency policy (see 301-70.102(k)).
[FTR Amdt. 2009-06, 74 FR 55148, Oct. 27, 2009, as amended by FTR Amdt. 2010-07, 75 FR 72967, Nov. 29, 2010]
§ 301-10.125
When may I use the 14-hour rule to travel other than coach-class (see § 301-10.123(b)(6))?
(a) You may use the 14-hour rule to travel via other than coach-class when:
(1) The origin and/or destination are OCONUS; and
(2) The scheduled flight time, including non-overnight stopovers and change of planes, is in excess of 14 hours; and
(3) You are required to report to duty the following day or sooner.
(b) Scheduled flight time is the flight time between the originating departure point and the ultimate arrival point including scheduled non-overnight time spent at airports during plane changes. Scheduled non-overnight time does not include time spent at the originating or ultimate arrival airports.
(c) If other than coach-class accommodation is authorized based on the 14-hour rule then you will not be eligible for a rest stop en route or a rest period upon arrival at your duty site, in accordance with internal agency procedures pursuant to § 301-70.102(j).
[FTR Amdt. 2009-06, 74 FR 55148, Oct. 27, 2009]

Use of United States Flag Air Carriers

Source:
FTR Amdt. 74, 63 FR 63419, Nov. 13, 1998, unless otherwise noted.
§ 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).
§ 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 § 301-10.135, § 301-10.136, and § 301-10.137.
§ 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.
§ 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.
§ 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 § 301-10.136 and § 301-10.137 or when one of the following exceptions applies:
(a) Use of a foreign air carrier is determined to be a matter of necessity in accordance with § 301-10.138; or
(b) The transportation is provided under a bilateral or multilateral air transportation agreement to which the United States Government and the government of a foreign country are parties, and which the Department of Transportation has determined meets the requirements of the Fly America Act.
(1) Information on bilateral or multilateral air transportation agreements impacting United States Government procured transportation can be accessed at http://www.gsa.gov/openskies; and
(2) If determined appropriate, GSA may periodically issue FTR Bulletins providing further guidance on bilateral or multilateral air transportation agreements impacting United States Government procured transportation. These bulletins may be accessed at http://www.gsa.gov/bulletins.
(c) You are an officer or employee of the Department of State, United States Information Agency, United States International Development Cooperation Agency, or the Arms Control Disarmament Agency, and your travel is paid with funds appropriated to one of these agencies, and your travel is between two places outside the United States; or
(d) No U.S. flag air carrier provides service on a particular leg of the route, in which case foreign air carrier service may be used, but only to or from the nearest interchange point on a usually traveled route to connect with U.S. flag air carrier service; or
(e) A U.S. flag air carrier involuntarily reroutes your travel on a foreign air carrier; or
(f) Service on a foreign air carrier would be three hours or less, and use of the U.S. flag air carrier would at least double your en route travel time; or
(g) When the costs of transportation are reimbursed in full by a third party, such as a foreign government, international agency, or other organization.
[FTR Amdt. 74, 63 FR 63419, Nov. 13, 1998, as amended by FTR Amdt. 2009-02, 74 FR 2397, Jan. 15, 2009]
§ 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.
§ 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.
§ 301-10.138
In what circumstances is foreign air carrier service deemed a matter of necessity?
(a) Foreign air carrier service is deemed a necessity when service by a U.S. flag air carrier is available, but
(1) Cannot provide the air transportation needed; or
(2) Will not accomplish the agency's mission.
(b) Necessity includes, but is not limited to, the following circumstances:
(1) When the agency determines that use of a foreign air carrier is necessary for medical reasons, including use of foreign air carrier service to reduce the number of connections and possible delays in the transportation of persons in need of medical treatment; or
(2) When use of a foreign air carrier is required to avoid an unreasonable risk to your safety and is approved by your agency (e.g., terrorist threats). Written approval of the use of foreign air carrier service based on an unreasonable risk to your safety must be approved by your agency on a case by case basis. An agency determination and approval of use of a foreign air carrier based on a threat against a U.S. flag air carrier must be supported by a travel advisory notice issued by the Federal Aviation Administration and the Department of State. An agency determination and approval of use of a foreign air carrier based on a threat against Government employees or other travelers must be supported by evidence of the threat(s) that form the basis of the determination and approval; or
(3) When you cannot purchase a ticket in your authorized class of service on a U.S. flag air carrier, and a seat is available in your authorized class of service on a foreign air carrier.
[FTR Amdt. 74, 63 FR 63419, Nov. 13, 1998, as amended by FTR Amdt. 2007-05, 72 FR 61537, Oct. 31, 2007]
§ 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.
§ 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 § 301-10.135, § 301-10.136, or § 301-10.137 or unless foreign air carrier service is deemed a matter of necessity under § 301-10.138.
§ 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 § 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]
§ 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 § 301-10.135, § 301-10.136, or § 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 § 301-10.138.
§ 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
§ 301-10.160
What classes of train accommodations are available?
(a) Coach-class—The basic class of accommodations offered by a rail carrier to passengers that includes a level of service available to all passengers regardless of the fare paid. Coach-class includes reserved coach accommodations as well as slumber coach accommodations when overnight train travel is involved.
(b) Slumber coach—Includes slumber coach accommodations on trains offering such accommodations, or the lowest level of sleeping accommodations available on a train that does not offer slumber coach accommodations.
(c) Other than coach-class - Any class of accommodations above coach, e.g., first-class or business-class.
(1) First-class—Includes bedrooms, roomettes, club service, parlor car accommodations or other premium accommodations.
(2) Business-class—A class of extra fare train service that is offered above coach class, but is lower than first-class, as described above.

Note to § 301-10.160:
If a train only has two classes of accommodations available, i.e., first and business class, then the business class is deemed to be classified as coach-class for purposes of official travel, as it is the lowest class offered.
[FTR Amdt. 70, 63 FR 15955, Apr. 1, 1998, as amended by FTR Amdt. 108, 67 FR 57965, Sept. 13, 2002; FTR Amdt. 2009-06, 74 FR 55148, Oct. 27, 2009]
§ 301-10.161
What class of train accommodations must I use?
You must use coach-class accommodations for all train travel, except when your agency authorizes other than coach-class service.
[FTR Amdt. 2009-06, 74 FR 55148, Oct. 27, 2009]
§ 301-10.162
When may I use other than coach-class train accommodations?
You may use other than coach-class train accommodations only when your agency specifically authorizes/approves this use under paragraphs (a) through (e) of this section.
(a) No coach-class accommodations are reasonably available on a train that is scheduled to leave within 24 hours of your proposed departure time, or scheduled to arrive within 24 hours of your proposed arrival time;
(b) When use of other than coach-class accommendations is necessary to accommodate a medical disability or other special need.
(1) A disability must be certified annually in a written statement by a competent medical authority. However, if the disability is a lifelong condition, then a one-time certification statement is required. Certification statements must include at a minimum:
(i) A written statement by a competent medical authority stating that special accommodation is necessary;
(ii) An approximate duration of the special accommodation; and
(iii) A recommendation as to the suitable class of transportation accommodations based on the disability.
(2) A special need must be certified annually in writing according to your agency's procedures. However, if the special need is a lifelong condition, then a one-time certification statement is required;
(3) If you are authorized under § 301-13.3(a) of this Subchapter to have an attendant accompany you, your agency may also authorize the attendant to use other than coach-class accommodations if you require the attendant's services en route;
(c) When exceptional security circumstances require other than coach-class rail accommodations. Exceptional security circumstances are determined by your agency and should only be authorized to the minimum other than coach-class accommodation necessary to meet the agency's mission. These circumstances include, but are not limited to:
(1) Use of coach-class accommodations would endanger your life or Government property;
(2) You are an agent on protective detail and you are accompanying an individual authorized to use other than coach-class accommodations; or
(3) You are a courier or control officer accompanying controlled pouches or packages;
(d) Coach-class accommodations on an authorized/approved foreign rail carrier do not provide adequate sanitation or health standards; or
(e) When required because of agency mission, consistent with your agency's internal procedures pursuant to § 301-70.102(i).
[FTR Amdt. 2009-06, 74 FR 55148, Oct. 27, 2009]
§ 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).
§ 301-10.164
When may I use extra-fare train service?
You may use extra-fare train service whenever your agency determines it is more advantageous to the Government or is required for security reasons. Extra-fare train service is considered to be a class above the lowest class offered on any particular train and must be authorized/approved as provided in § 301-10.162.
[FTR Amdt. 2009-06, 74 FR 55149, Oct. 27, 2009]

Ship
§ 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.)
§ 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]
§ 301-10.182
What classes of ship accommodations are available?
Accommodations on ships vary according to deck levels.
(a) Other than lowest first-class—All classes above the lowest first-class, includes but is not limited to a suite.
(b) Lowest first-class—The least expensive class of reserved accommodations available on a ship.
[FTR Amdt. 70, 63 FR 15955, Apr. 1, 1998, as amended by FTR Amdt. 2009-06, 74 FR 55149, Oct. 27, 2009]
§ 301-10.183
What class of ship accommodations must I use?
You must use the lowest first-class accommodations when traveling by ship, except when your agency specifically authorizes/approves your use of other than lowest first-class ship accommodations under paragraphs (a) through (d) of this section.
(a) Lowest first class accommodations are not available on the ship.
(b) When use of other than lowest first-class accommodations is necessary to accommodate a medical disability or other special need.
(1) A disability must be certified annually in a written statement by a competent medical authority. However, if the disability is a lifelong condition, then a one-time certification statement is required. Certification statements must include at a minimum:
(i) A written statement by a competent medical authority stating that special accommodation is necessary;
(ii) An approximate duration of the special accommodation; and
(iii) A recommendation as to the suitable class of transportation accommodations based on the disability.
(2) A special need must be certified annually in writing according to your agency's procedures. However, if the special need is a lifelong condition, then a one-time certification statement is required;
(3) If you are authorized under § 301-13.3(a) of this Subchapter to have an attendant accompany you, your agency may also authorize the attendant to use other than lowest first-class class accommodations if you require the attendant's services en route;
(c) When exceptional security circumstances require other than lowest first-class travel. Exceptional security circumstances are determined by your agency and should only be authorized to the minimum other than lowest first-class travel accommodation necessary to meet the agency's mission. These circumstances include, but are not limited to:
(1) The use of lowest first-class accommodations would endanger your life or Government property; or
(2) You are an agent on protective detail and you are accompanying an individual authorized to use other than lowest first-class accommodations; or
(3) You are a courier or control officer accompanying controlled pouches or packages.
(d) When required because of agency mission, consistent with your agency's internal procedures pursuant to § 301-70.102(i).
[FTR Amdt. 70, 63 FR 15955, Apr. 1, 1998, as amended by FTR Amdt. 2009-06, 74 FR 55149, Oct. 27, 2009]

Transit Systems
§ 301-10.190
When may I use a transit system as a means of transportation in conjunction with official travel?
You may use a transit system as a means of transportation in conjunction with official travel when such transportation is authorized and approved by your agency in the following manner:
(a) At your official station. (1) From your residence or other authorized point of departure, e.g., rail to airport;
(2) To your residence or other authorized point of return, e.g., airport to rail;
(3) From your residence to your office on the day you depart the official station on official TDY that requires at least one night's lodging; or
(4) From your office to your residence on the day you return to the official station from an official TDY assignment that required at least one night's lodging.
(b) At your TDY location. (1) From the TDY transit system station(s) to your place of lodging or place of official business and return;
(2) To, from, and between your places of lodging and official business;
(3) Between places of official business; or
(4) To obtain meals at the nearest available place when the nature and location of the official business or the lodging at a TDY location are such that meals cannot be obtained there. You must attach a statement or include electronic remarks with your travel voucher explaining why such transportation was necessary.
[FTR Amdt. 2010-02, 75 FR 24435, May 5, 2010]

Subpart C—Government Vehicle
§ 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 § 301-10.220;
(b) A Government aircraft in accordance with §§ 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]
§ 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.
§ 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
§ 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
§ 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 § 301-70.808 and § 301-70.910). Because the taxpayers should pay no more than necessary for your transportation, generally you may travel on Government aircraft only when a Government aircraft is the most cost-effective mode of travel.
[FTR Amdt. 2004-02, 69 FR 34304, June 21, 2004]
§ 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 §§ 301-10.262(a) and 301-70.803(a).
(c) For space available travel only when—
(1) The aircraft is already scheduled for use for an official purpose, and your use of the aircraft does not require a larger aircraft or result in more than minor additional cost to the Government; or
(2) You are a Federal traveler or a dependent of a Federal traveler stationed by the Government in a remote location not accessible to commercial airline service and authorized to use Government aircraft; or
(3) You are authorized to travel on a space available basis under 10 U.S.C. 2648 and regulations implementing that statute.
[FTR Amdt. 2004-02, 69 FR 34304, June 21, 2004, as amended by FTR Amdt. 2010-04, 75 FR 59095, Sept. 27, 2010]
§ 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 § 301-10.262(a):
In an emergency situation, prior verbal approval for required-use travel with an after-the-fact written authorization is permitted.
(b) Senior Federal officials. If you are a senior Federal official, your agency's senior legal official or his/her principal deputy must authorize all your travel on Government aircraft in advance and in writing, except for required use travel authorized under paragraphs (a)(1) and (a)(2) of this section. In an emergency situation, prior verbal approval with an after-the-fact written authorization by your agency's senior legal official is permitted. Senior Federal officials who are crewmembers or qualified non-crewmembers on a flight in which they are also traveling (i.e., being transported from point to point) are considered travelers and must be authorized to travel on Government aircraft according to this paragraph.
(c) Non-Federal travelers. If you are a non-Federal traveler, the senior legal official or his/her principal deputy in the agency sponsoring your travel must authorize you to fly on Government aircraft in advance and in writing. In an emergency situation, prior verbal approval with an after-the-fact written authorization by your sponsoring agency's senior legal official is permitted.
(d) All other Federal travelers. Your designated travel-approving official (or anyone to whom he/she delegates this authority), who must be at least one organizational level above you, must authorize your travel on Government aircraft, in advance and in writing. Prior verbal approval with an after-the-fact written authorization by your agency's designated travel approving 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]
§ 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 § 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]
§ 301-10.264
What amount must the Government be reimbursed for travel on Government aircraft?
(a) No reimbursement is required for official travel on a Government aircraft.
(b) For personal travel on Government aircraft, reimbursement depends upon which of the following special cases applies:
(1) For any required use travel, you must reimburse the Government for the excess of the full coach fare for all flights taken over the full coach fare for the flights that you would have taken had you not engaged in personal activities during the trip, i.e., for a wholly personal trip, you must pay the full coach fare for the entire trip;
(2) For travel authorized under 10 U.S.C. 2648 and regulations implementing that statute, or when you or your dependents are stationed by the Government in a remote location with no access to regularly scheduled commercial airline service and are authorized to use Government aircraft, you do not have to reimburse the Government.
(c) For political travel on a Government aircraft (i.e., for any trip or part of a trip during which you engage in political activities), the Government must be reimbursed the excess of the full coach fare for all flights taken on the trip over the full coach fare for the flights that you would have taken had you not engaged in political activities, except if other law or regulation specifies a different amount (see, e.g., 11 CFR 106.3, “Allocation of Expenses between Campaign and Non-campaign Related Travel”), in which case the amount reimbursed is the amount required by such law or regulation.

Note to § 301-10.264:
Except for required use travel, any use of Government aircraft for personal or political activities shall not cause an increase in the actual costs to the Government of operating the aircraft.
[FTR Amdt. 2004-02, 69 FR 34304, June 21, 2004, as amended by FTR Amdt. 2010-04, 75 FR 59095, Sept. 27, 2010]
§ 301-10.265
Will my travel on Government aircraft be reported?
Your travel on Government aircraft will not be reported unless you are a senior Federal official, or a non-Federal traveler. (Travel under 10 U.S.C. 2648 is not reported.) If you are a senior Federal official or a non-Federal traveler, any use you make of Government aircraft, i.e., as a passenger, crewmember, or qualified non-crewmember, will be reported to the General Services Administration (GSA) by the agency that owns or hires the Government aircraft. (Agencies must maintain information on classified trips, but do not report classified trips to GSA.)
[FTR Amdt. 2004-02, 69 FR 34304, June 21, 2004, as amended by FTR Amdt. 2010-04, 75 FR 59095, Sept. 27, 2010]
§ 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)
§ 301-10.300
When may I use a POV for official travel?
When authorized by your agency.
§ 301-10.301
How do I compute my mileage reimbursement?
You compute mileage reimbursement by multiplying the distance traveled, determined under § 301-10.302 of this subpart by the applicable mileage rate.
[FTR Amdt. 70, 63 FR 15955, Apr. 1, 1998, as amended by FTR Amdt. 2010-07, 75 FR 72967, Nov. 29, 2010]
§ 301-10.302
How do I determine distance measurements for my travel?
If you travel by | The distance between your origin and destination is
Privately owned automobile or privately owned motorcycle | As shown in paper or electronic standard highway mileage guides, or the actual miles driven as determined from odometer readings.
Privately owned aircraft | As determined from charts issued by the Federal Aviation Administration (FAA). You may include in your travel claim with an explanation any additional air mileage resulting from a detour necessary due to adverse weather, mechanical difficulty, or other unusual conditions. If a required deviation is such that airway mileage charts are not adequate to determine distance, you may use the formula of flight time multiplied by cruising speed of the aircraft to determine distance. You must convert nautical miles to statute or regular miles when submitting a claim (1 nautical mile equals 1.15077945 statute miles).
[FTR Amdt. 70, 63 fR 15955, Apr, 1998, as amended by FTR Amdt. 108, 67 FR 57965, Sept. 13, 2002; FTR Amdt. 2005-05, 70 FR 61046, Oct. 20, 2005; FTR Amdt. 2010-04, 75 FR 59095, Sept. 27, 2010]
§ 301-10.303
What am I reimbursed when use of POV is determined by my agency to be advantageous to the Government?
You will be reimbursed an applicable mileage rate based on the type of POV you actually use (privately owned airplane, privately owned automobile, privately owned motorcycle). These rates will be published in an FTR bulletin and are also displayed on GSA's Web site (http://www.gsa.gov/mileage).
[FTR Amdt. 2010-07, 75 FR 72967, Nov. 29, 2010]
§ 301-10.304
What expenses are allowable in addition to the POV mileage rate allowances?
Following is a chart listing the reimbursable and non-reimbursable expenses:
Reimbursable expenses in addition to mileage allowance | Non-reimbursable expenses included in the mileage allowance
Parking fees; ferry fees; bridge, road, and tunnel fees; and aircraft or airplane parking, landing, and tie-down fees | Charges for repairs, depreciation, replacements, grease, oil, antifreeze, 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]
§ 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.
§ 301-10.306
What will I be reimbursed if authorized to use a POV between my residence and office and then from my office to a common carrier terminal, or from my residence directly to a common carrier terminal?
If determined advantageous to the Government, you will be reimbursed on a mileage basis plus other allowable costs for round-trip travel on the beginning and/or ending of travel between the points involved.
[FTR Amdt. 70, 63 FR 15955, Apr. 1, 1998, as amended by FTR. Amdt. 2005-05, 70 FR 61047, Oct. 20, 2005]
§ 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 § 301-10.305.
§ 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.
§ 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, 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 § 301-10.310.
[FTR Amdt. 70, 63 FR 15955, Apr. 1, 1998, as amended by FTR Amdt. 2010-07, 75 FR 72967, Nov. 29, 2010]
§ 301-10.310
What will I be reimbursed if I am authorized to use a Government owned automobile and I use a privately owned automobile instead?
You will be reimbursed based on a constructive mileage rate limited to the cost that would be incurred for use of a Government automobile. This rate will be published in an FTR bulletin available at http://www.gsa.gov/ftr. If your agency determines the cost of providing a GOA would be higher because of unusual circumstances, it may allow reimbursement not to exceed the mileage rate for a POA. In addition, you may be reimbursed other allowable expenses as provided in § 301-10.304.
[FTR Amdt. 2010-07, 75 FR 72967, Nov. 29, 2010]

Subpart E—Special Conveyances
§ 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 §§ 301-10.420 through 301-10.421 of this chapter;
(b) Commercial rental automobiles as specified in §§ 301-10.450 through 301-10.453 of this chapter; or
(c) Any other special conveyance when determined to be advantageous to the Government.
§ 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.
§ 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.
§ 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
§ 301-10.420
When may I use a taxi, shuttle service or other courtesy transportation?
(a) When authorized and approved by your agency, your transportation expenses in the performance of official travel are reimbursable for the usual fare plus tip for use of a taxi, shuttle service or other courtesy transportation (if charges result), in the following manner:
(1) At your official station. (i) From your residence or other authorized point of departure, e.g., residence to airport;
(ii) To your residence or other authorized point of return, e.g., airport to residence;
(iii) From your residence to your office on the day you depart the official station on official TDY that requires at least one night's lodging; or
(iv) From your office to your residence on the day you return to the official station from an official TDY assignment that required at least one night's lodging.
(2) At your TDY location. (i) From the TDY transit system station to your place of lodging or place of official business and return;
(ii) To, from, and between your places of lodging and official business;
(iii) Between places of official business; or
(iv) To obtain meals at the nearest available place when the nature and location of the official business or the lodging at a TDY location are such that meals cannot be obtained there. You must attach a statement or include electronic remarks with your travel voucher explaining why such transportation was necessary.
(b) Courtesy transportation. You should use courtesy transportation service furnished by hotels/motels to the maximum extent possible as a first source of transportation between a place of lodging at the TDY station and a common carrier terminal. You will be reimbursed for tips when you use courtesy transportation service.
(c) Restrictions. When appropriate, your agency will restrict or place a monetary limit on the amount of reimbursement for the use of taxicabs under this paragraph when—
(1) Suitable Government or common carrier transportation service, including shuttle service, is available for all or part of the distance involved; or
(2) Courtesy transportation service is provided by hotels/motels between the place of lodging at the TDY station and the common carrier terminal.
[FTR Amdt. 2010-02, 75 FR 24435, May 5, 2010]
§ 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
§ 301-10.450
When and from whom may I rent a vehicle for official travel when authorized?
(a) Your agency must determine that use of a rental vehicle is advantageous to the Government and must specifically authorize such use.
(b) When authorized to use a rental vehicle, you should consider renting a vehicle from a vendor that participates in the Defense Travel Management Office (DTMO) U.S. Government Car Rental Agreement to avail yourself of the Agreement's benefits, including the insurance and damage liability provisions, unless you are OCONUS and no agreement is in place for your TDY location. The advantages of renting a car through the DTMO rental car program are:
(1) Rental car agreements are pre-negotiated;
(2) The agreement includes automatic unlimited mileage and collision damage insurance; and
(3) The rates established by the car rental agreement cannot be exceeded by the vendor.
[FTR Amdt. 70, 63 FR 15955, Apr. 1, 1998, as amended by FTR Amdt. 2010-05, 75 FR 63103, Oct. 14, 2010]
§ 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.
§ 301-10.452
May I be reimbursed for personal accident insurance?
No. That is a personal expense and is not reimbursable.
§ 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.
Pt. 301-11

PART 301-11—PER DIEM EXPENSES

Subpart A—General Rules
Sec.
301-11.1
When am I eligible for an allowance (per diem or actual expense)?
301-11.2
Will I be reimbursed for per diem expenses if my official travel is 12 hours or less?
301-11.3
Must my agency pay an allowance (either a per diem allowance or actual expense)?
301-11.4
May I be reimbursed actual expense and per diem on the same trip?
301-11.5
How will my per diem expenses be reimbursed?
301-11.6
Where do I find maximum per diem and actual expense rates?
301-11.7
What determines my maximum per diem reimbursement rate?
301-11.8
What is the maximum per diem rate I will receive if lodging is not available at my TDY location?
301-11.9
When does per diem or actual expense entitlement start/stop?
301-11.10
Am I required to record departure/arrival dates and times on my travel claim?
301-11.11
How do I select lodging and make lodging reservations?
301-11.12
How does the type of lodging I select affect my reimbursement?
301-11.13
How does sharing a room with another person affect my per diem reimbursement?
301-11.14
How is my daily lodging rate computed when I rent lodging on a long-term basis?
301-11.15
What expenses may be considered part of the daily lodging cost when I rent on a long-term basis?
301-11.16
What reimbursement will I receive if I prepay my lodging expenses and my TDY is curtailed, canceled, or interrupted for official purposes or for other reasons beyond my control that are acceptable to my agency?
301-11.17
If my agency authorizes per diem reimbursement, will it reduce my M&IE allowance for a meal(s) provided by a common carrier or for a complimentary meal(s) provided by a hotel/motel?
301-11.18
What M&IE rate will I receive if a meal(s) is furnished by the Government or is included in the registration fee?
301-11.19
How is my per diem calculated when I travel across the international dateline (IDL)?
301-11.20
May my agency authorize a rest period for me while I am traveling?
301-11.21
Will I be reimbursed for per diem or actual expenses on leave or non-workdays (weekend, legal Federal Government holiday, or other scheduled non-workdays) while I am on official travel?
301-11.22
Am I entitled to per diem or actual expense reimbursement if I am required to return to my official station on a non-workday?
301-11.23
Are there any other circumstances when my agency may reimburse me to return home or to my official station for non-workdays during a TDY assignment?
301-11.24
What reimbursement will I receive if I voluntarily return home or to my official station on non-workdays during my TDY assignment?
301-11.25
Must I provide receipts to substantiate my claimed travel expenses?
301-11.26
How do I 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?
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
§ 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.
§ 301-11.2
Will I be reimbursed for per diem expenses if my official travel is 12 hours or less?
No.
§ 301-11.3
Must my agency pay an allowance (either a per diem allowance or actual expense)?
Yes, unless:
(a) You perform travel to a training event under the Government Employees Training Act (5 U.S.C. 4101-4118), and you agree not to be paid per diem expenses; or
(b) You perform pre-employment interview travel, and the interviewing agency does not authorize payment of per diem expenses.
§ 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 § 301-11.305 or § 301-11.306. Your agency must determine when the transition between the reimbursement methods occurs.
§ 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 §§ 301-74.7 and 301-74.22 of this chapter); or
(d) Actual expense method.
[FTR Amdt. 89, 65 FR 1327, Jan. 10, 2000]
§ 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 travel in | Rates set by | For per diem and actual expense see
(a) Continental United States (CONUS) | General Services Administration | For per diem, see applicable FTR Per Diem Bulletins issued periodically by the Office of Governmentwide Policy, Office of Transportation and Personal Property, Travel Management Policy, and available on the Internet at http://www.gsa.gov/perdiem. For actual expense, see 41 CFR 301-11.303 and 301-11.305.
(b) Non-foreign areas | Department of Defense (Per Diem, Travel and Transportation Allowance Committee (PDTATAC)) | Per Diem Bulletins issued by PDTATAC and published periodically in the Federal Register or Internet at https://secureapp2.hqda.pentagon.mil/perdiem/perdiemrates.html. (Rates also appear in section 925, a per diem supplement to the Department of State Standardized Regulations (Government Civilians-Foreign Areas).)
(c) Foreign areas | Department of State | A per diem supplement to section 925, Department of State Standardized Regulations (Government Civilians-Foreign Areas) and available on the Internet at www.state.gov.
[FTR Amdt. 2003-03, 68 FR 22314, Apr. 28, 2003, as amended by FTR Amdt. 2007-05, 72 FR 61537, Oct. 31, 2007]
§ 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 § 301-11.102.)
[FTR Amdt. 70, 63 FR 15961, Apr. 1, 1998; 63 FR 35537, June 30, 1998]
§ 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.
§ 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.
§ 301-11.10
Am I required to record departure/arrival dates and times on my travel claim?
You must record the date of departure from, and arrival at, the official station or any other place travel begins or ends. You must show this same information for points where you perform TDY or for a stopover or official rest stop location when the arrival or departure affects your per diem allowance or other travel expenses. You also should show the dates for other points visited. You do not have to record departure/arrival times, but you must annotate your travel claim when your travel is more than 12 hours but not exceeding 24 hours to reflect that fact.
§ 301-11.11
How do I select lodging and make lodging reservations?
(a) You must make your lodging reservations through your agency's travel management service.
(b) You should always stay in a “fire safe” facility. This is a facility that meets the fire safety requirements of the Hotel and Motel Fire Safety Act of 1990 (the Act), as amended (see 5 U.S.C. 5707a).
(c) When selecting a commercial lodging facility, first consideration should be given to government lodging agreement programs such as FedRooms® (http://www.fedrooms.com). The advantages of obtaining lodging using the FedRooms® program are:
(1) Lodging rates are set at or below per diem rates;
(2) There are no add-on fees;
(3) The room cancellation deadline is 4 p.m. (or later) on the day of arrival;
(4) Most hotels offer last standard room availability rates;
(5) There are no early departure fees; and
(6) Rates are available using all booking channels (e.g., E-Gov Travel Service, Travel Management Service, FedRooms® Web site, and hotel reservation call centers). The FedRooms® rate code (XVU) must be entered to get the program benefits.

Note to § 301-11.11:
5 U.S.C. 5707a does not apply to the District of Columbia government.
[FTR Amdt. 2010-05, 75 FR 63104, Oct. 14, 2010]
§ 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.
§ 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.
§ 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.
§ 301-11.15
What expenses may be considered part of the daily lodging cost when I rent on a long-term basis?
When you rent a room, apartment, house, or other lodging on a long-term basis (e.g., weekly, monthly), the following expenses may be considered part of the lodging cost:
(a) The rental cost for a furnished dwelling; if unfurnished, the rental cost of the dwelling and the rental cost of appropriate and necessary furniture and appliances (e.g., stove, refrigerator, chairs, tables, bed, sofa, television, or vacuum cleaner);
(b) Cost of connecting/disconnecting and using utilities;
(c) Cost of reasonable maid fees and cleaning charges;
(d) Monthly telephone use fee (does not include installation and long-distance calls); and,
(e) If ordinarily included in the price of a hotel/motel room in the area concerned, the cost of special user fees (e.g., cable TV charges and plug-in charges for automobile head bolt heaters).
[FTR Amdt. 70, 63 FR 15961, Apr. 1, 1998, as amended by FTR Amdt. 2007-05, 72 FR 61537, Oct. 31, 2007]
§ 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.
§ 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.
§ 301-11.18
What M&IE rate will I receive if a meal(s) is furnished by the Government or is included in the registration fee?
(a) Except as provided in § 301-11.17 or in paragraph (b) of this section, your M&IE allowance must be adjusted for meals furnished to you by the Government (including meals furnished under the authority of chapter 304 of this title) by deducting the appropriate amount shown in the chart in this section for travel within CONUS and the chart in appendix B of this chapter for meal deductions for OCONUS and foreign travel. The total amount of deductions made will not cause you to receive less than the amount allowed for incidental expenses.
Total M&IE | $46 | $51 | $56 | $61 | $66 | $71
Continental Breakfast/Breakfast | 7 | 8 | 9 | 10 | 11 | 12
Lunch | 11 | 12 | 13 | 15 | 16 | 18
Dinner | 23 | 26 | 29 | 31 | 34 | 36
Incidentals | 5 | 5 | 5 | 5 | 5 | 5
(b) Your agency, at its discretion, may allow you to claim the full M&IE allowance if:
(1) You are unable to consume the furnished meal(s) because of medical requirements or religious beliefs;
(2) In accordance with administrative procedures prescribed by your agency, you requested specific approval to claim the full M&IE allowance prior to your travel;
(3) In accordance with administrative procedures prescribed by your agency, you have made a reasonable effort to make alternative meal arrangements, but were unable to do so; and
(4) You purchase substitute meals in order to satisfy your medical requirements or religious beliefs.
(c) In your agency's discretion, and in accordance with administrative procedures prescribed by your agency, you may also claim the full M&IE allowance if you were unable to take part in a Government-furnished meal due to the conduct of official business.
[FTR Amdt. 2009-03, 74 FR 16328, Apr. 10, 2009; 74 FR 17437, Apr. 15, 2009, as amended by FTR Amdt. 2009-07, 74 FR 54912, Oct. 26, 2009]
§ 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.
§ 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]
§ 301-11.21
Will I be reimbursed for per diem or actual expenses on leave or non-workdays (weekend, legal Federal Government holiday, or other scheduled non-workdays) while I am on official travel?
(a) In general, you will be reimbursed as long as your travel status requires your stay to include a non-workday, (e.g., if you are on travel through Friday and again starting Monday you will be reimbursed for Saturday and Sunday), however, your agency should determine the most cost effective situation (i.e., remaining in a travel status and paying per diem or actual expenses or permitting your return to your official station).
(b) Your agency will determine whether you will be reimbursed for non-workdays when you take leave immediately (e.g., Friday or Monday) before or after the non-workday(s).

Note to § 301-11.21:
If emergency travel is involved due to an incapacitating illness or injury, the rules in part 301-30 of this chapter govern.
[FTR Amdt. 70, 63 FR 15961, Apr. 1, 1998, as amended by FTR Amdt. 2007-05, 72 FR 61537, Oct. 31, 2007]
§ 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.
§ 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.
§ 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.
§ 301-11.25
Must I provide receipts to substantiate my claimed travel expenses?
Yes. You must provide a lodging receipt and a receipt for every authorized expense over $75, or provide a reason acceptable to your agency explaining why you are unable to furnish the necessary receipt(s) (see § 301-52.4 of this chapter).

Note to 301-11.25:
Hard copy receipts should be electronically scanned and submitted with your electronic travel claim when your agency has fully deployed ETS and notifies you that electronic scanning is available within your agency (see § 301-50.3 of this chapter). You may submit a hard copy receipt, in accordance with your agency's policies, to support a claimed travel expense only when electronic imaging is not available within your agency.
[FTR Amdt. 2006-04, 71 FR 49375, Aug. 23, 2006]
§ 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 CONUS locations | For non-foreign area locations | For foreign area locations
General Services Administration, Office of Governmentwide Policy, Attn: Travel Policy (MTT), 1800 F St. NW., Washington, DC 20405 | Defense Travel Management Office, Attn: SP&P/Allowances Branch, 4601 N. Fairfax Dr, Suite 800, Arlington, VA 22203 | Director, Office of Allowances, Department of State, Annex 1, Suite L-314, Washington, DC 20522-0103.
[FTR Amdt. 70, 63 FR 15961, Apr. 1, 1998, as amended by FTR Amdt. 108, 67 FR 57965, Sept. 13, 2002; FTR Amdt. 2010-04, 75 FR 59095, Sept. 27, 2010]
§ 301-11.27
Are taxes included in the lodging portion of the Government per diem rate?
No. Lodging taxes paid by you are reimbursable as a miscellaneous travel expense limited to the taxes on reimbursable lodging costs. For example, if your agency authorizes you a maximum lodging rate of $50 per night, and you elect to stay at a hotel that costs $100 per night, you can only claim the amount of taxes on $50, which is the maximum authorized lodging amount. This section is effective January 1, 1999, for CONUS locations and effective January 1, 2000, for non-foreign areas. For foreign areas, lodging taxes have not been removed from foreign per diem rates established by the Department of State. Separate claims for lodging taxes incurred in foreign areas are not allowed.
[FTR Amdt. 75, 63 FR 66675, Dec. 2, 1998, as amended by FTR Amdt. 108, 67 FR 57965, Sept. 13, 2002]
§ 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.
§ 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 Per Diem Rates webpage (http://gsa.gov/perdiem) provides more information on State tax exemptions.
[FTR Amdt. 70, 63 FR 15961, Apr. 1, 1998, as amended by FTR Amdt. 2007-05, 72 FR 61537, Oct. 31, 2007]
§ 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 § 301-11.302.)
[FTR Amdt. 75, 63 FR 66675, Dec. 2, 1998]
§ 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]
§ 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
§ 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.
§ 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 24 hours | | 75 percent of the applicable M&IE rate for each calendar day you are in a travel status.
24 hours or more, on | The day of departure | 75 percent of the applicable M&IE rate.
| Full days of travel | 100 percent of the applicable M&IE rate.
| The last day of travel | 75 percent of the applicable M&IE rate.
(b) If you travel by ship, either commercial or Government, your agency will determine an appropriate M&IE rate within the applicable maximum rate allowable.
[FTR Amdt. 70, 63 FR 15961, Apr. 1, 1998, as amended by FTR Amdt. 2009-04, 74 FR 16329, Apr. 10, 2009]
§ 301-11.102
What is the applicable M&IE rate?
For days of travel which | | Your applicable M&IE rate is
Require lodging | | The M&IE rate applicable for the TDY location or stopover point.
Do not require lodging, and | Travel is more than 12 hours but less than 24 hours | The M&IE rate applicable to the TDY site (or the highest M&IE rate applicable when multiple locations are involved).
| Travel is 24 hours or more, and you are traveling to a new TDY site or stopover point at midnight | The M&IE rate applicable to the new TDY site or stopover point.
| Travel is 24 hours or more, and you are returning to your official station | The M&IE rate applicable to the previous day of travel.
[FTR Amdt. 70, 63 FR 15961, Apr. 1, 1998, as amended by FTR Amdt. 2007-05, 72 FR 61538, Oct. 31, 2007]

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?
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
§ 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.
§ 301-11.301
Who in my agency can authorize/approve my request for actual expense?
Any official designated by the head of your agency.
§ 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.
§ 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.
§ 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.
§ 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.
§ 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
§ 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.
§ 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.
§ 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
§ 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.
§ 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.
§ 301-11.523
What documentation must I submit to substantiate my claim?
Your agency will determine what documentation is sufficient. (See § 301-11.531.)
§ 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 § 302-11.7, § 302-11.8, and the appropriate RIT tax table(s) located at www.gsa.gov/ftrbulletin; or
(b) Determine reimbursement as calculated in the illustration shown in § 301-11.535.
[64 FR 32813, June 18, 1999, as amended by FTR Amdt. 2008-04, 73 FR 35953, June 25, 2008]
§ 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 § 301-11.528.
§ 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.
§ 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.
§ 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 § 302-11.8 of this title).

Agency Responsibilities
§ 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 § 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.
§ 301-11.532
How should we compute the employee's ITRA?
You should follow the procedures prescribed for the relocation income tax allowance, see §§ 302-11.7, 302-11.8 and the appropriate RIT tax table(s) located at www.gsa.gov/ftrbulletin or as illustrated in § 301-11.535.
[64 FR 32813, June 18, 1999, as amended by FTR Amdt. 2008-04, 73 FR 35953, June 25, 2008]
§ 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.
§ 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.
§ 301-11.535
How should we calculate the ITRA?
(a) Use the documents prescribed in § 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 §§ 302-11.7, 302-11.8 and the appropriate RIT tax table(s) located at www.gsa.gov/ftrbulletin; 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 the state RIT tax table(s) located at www.gsa.gov/ftrbulletin:
For Tax Years 1993 or 1994 (Married Filing Joint Return)
| Original | Recalculated
1. Adjusted Gross Income (w/ travel reimbursement) | $75,246 | $75,246
2. Subtract travel reimbursement | | (15,482)
3. Subtract personal exemptions and itemized or standard deductions | (12,689) | (12,689)
4. Adjusted taxable Income | 62,557 | 47,075
5. Tax liability on adjusted taxable income:
a. Federal | 17,516 (28%) | $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
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.
[64 FR 32813, June 18, 1999, as amended by FTR Amdt. 2008-04, 73 FR 35953, June 25, 2008]
§ 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.
§ 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.
§ 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 § 301-11.527.)
§ 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 § 302-11.8.)
§ 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
§ 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.
§ 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.
§ 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.

Employee Responsibilities
§ 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.
§ 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.
§ 301-11.623
What documentation must I submit to substantiate my claim?
Your agency will determine what documentation is sufficient. (See § 301-11.631.)
§ 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 §§ 302-11.7, 302-11.8 and the appropriate RIT tax table(s) located at www.gsa.gov/ftrbulletin; or
(b) Determine reimbursement as calculated in the illustration shown in § 301-11.535.
[64 FR 32815, June 18, 1999, as amended by FTR Amdt. 2008-04, 73 FR 35953, June 25, 2008]
§ 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 § 301-11.628.
§ 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.
§ 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.
§ 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 § 302-11.8 of this title).

Agency Responsibilities
§ 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 § 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.
§ 301-11.632
How should we compute the employee's ITRA?
You should follow the procedures prescribed for the relocation income tax allowance, see §§ 302-11.7, 302-11.8 and the appropriate RIT tax table(s) located at www.gsa.gov/ftrbulletin or as illustrated in § 301-11.535.
[64 FR 32815, June 18, 1999, as amended by FTR Amdt. 2008-04, 73 FR 35953, June 25, 2008]
§ 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.
§ 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.
§ 301-11.635
How should we calculate the ITRA?
Use the documents prescribed in § 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 §§ 302-11.7, 302-11.8 and the appropriate RIT tax table(s) located at www.gsa.gov/ftrbulletin, or
(b) As calculated in the following illustration.
Example of calculating an employee's tax return using the marginal tax rate schedules in the state RIT tax table(s) located at www.gsa.gov/ftrbulletin:
For Tax Year 1995 and Thereafter
[Married Filing Joint Return]
| Original | Recalculated
1. Adjusted Gross Income (w/ travel reimbursement): | $75,246 | $75,246
2. Subtract travel reimbursement: | | (15,482)
3. Subtract personal exemptions and itemized or standard deductions | (12,689) | (12,689)
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.
[64 FR 32815, June 18, 1999, as amended by FTR Amdt. 2008-04, 73 FR 35953, June 25, 2008]
§ 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.
§ 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.
§ 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 § 301-11.627.
§ 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 § 302-11.8.)
§ 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.
Pt. 301-12

PART 301-12—MISCELLANEOUS EXPENSES
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.
§ 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:
General expenses | Fees to obtain money | Special expenses of foreign travel
Baggage expenses as described in § 301-12.2. | Fees for travelers checks | Commissions on conversion of foreign currency.
| Services of guides, interpreters, and drivers. | Fees for money orders | Passport and/or visa fees, including fees for a physical examination if one is required to obtain a passport and/or visa and such examination could not be obtained at a Government facility. Reimbursement for such fees may include travel and transportation costs to the passport/visa issuing office if located outside the local commuting area of the employee's official station and the traveler's presence at that office is mandatory.
Services of an attendant as described in § 301-13.3.
Use of computers, printers, faxing machines, and scanners. | Fees for certified checks | Costs of photographs for passports and visas.
Services of typists, data processors, or stenographers. | Transaction fees for use of automated teller machines (ATMs)-Government contractor-issued charge card | Foreign country exit fees.
Services of an attendant as described in § 301-13.3. | | Costs of birth, health, and identity certificates.
Storage of property used on official business. | | Charges for inoculations that cannot be obtained through a Federal dispensary.
Hire of conference center room or hotel room for official business.
Official telephone calls/service (see note).
Faxes, telegrams, cablegrams, or radiograms.
Lodging taxes as prescribed in § 301-11.27.
Laundry, cleaning and pressing of clothing expenses as prescribed in § 301-11.31.
Energy surcharge and lodging resort fee(s) (when such fee(s) is/are not optional).

Note to § 301-12.1:
You should use Government provided services for all official communications. When they are not available, commercial services may be used. Reimbursement may be authorized or approved by your agency.
[FTR Amdt. 75, 63 FR 66675, Dec. 2, 1998, as amended by FTR Amdt. 108, 67 FR 57965, Sept. 13, 2002; FTR Amdt. 2006-03, 71 FR 24596, Apr. 26, 2006; FTR Amdt. 2007-05, 72 FR 61538, Oct. 31, 2007; FTR Amdt. 2010-07, 75 FR 72967, Nov. 29, 2010]
§ 301-12.2
What baggage expenses may my agency pay?
Your agency may reimburse expenses related to baggage as follows:
(a) Transportation charges for authorized excess;
(b) Necessary charges for transferring baggage;
(c) Necessary charges for storage of baggage when such charges are the result of official business;
(d) All fees pertaining to the first checked bag. In addition, charges relating to the second and subsequent bags may be reimbursed when the agency determines those expenses necessary and in the interest of the Government (see §§ 301-70.300, 301-70.301). Travelers should verify their agency's current policies and procedures regarding excess baggage prior to traveling; and
(e) Charges or tips at transportation terminals for handling Government property carried by the traveler.
[FTR Amdt. 70, 63 FR 15965, Apr. 1, 1998, as amended by FTR Amdt. 2010-07, 75 FR 72967, Nov. 29, 2010]
Pt. 301-13

PART 301-13—TRAVEL OF AN EMPLOYEE WITH SPECIAL NEEDS
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.
§ 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.
§ 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.
§ 301-13.3
What additional travel expenses may my agency pay under this part?
Your agency approving official may pay for any expenses deemed necessary by your agency to accommodate an employee with a special need including, but not limited to, the following expenses:
(a) Transportation and per diem expenses incurred by a family member or other attendant who must travel with you to make the trip possible;
(b) Specialized transportation to, from, and/or at the TDY duty location;
(c) Specialized services provided by a common carrier to accommodate your special need;
(d) Costs for handling your baggage that are a direct result of your special need;
(e) Renting and/or transporting a wheelchair;
(f) Other than coach-class accommodations to accommodate your special need, under subpart B of part 301-10 of this subchapter; and
(g) Services of an attendant, when necessary, to accommodate your special need.

Note to § 301-13.3(g):
For limits on the amount that may be paid to an attendant, other than travel expenses, see 5 U.S.C. 3102 and guidance at http://www.opm.gov/disability/mngr_6-01-B.asp.
[FTR Amdt. 70, 63 FR 15966, Apr. 1, 1998, as amended by FTR Amdt. 2005-03, 70 FR 28460, May 18, 2005; FTR Amdt. 2006-03, 71 FR 24596, Apr. 26, 2006; FTR Amdt. 2009-06, 74 FR 55149, Oct. 27, 2009]
Pt. 301-30

PART 301-30—EMERGENCY TRAVEL
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.
§ 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.
§ 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 § 300-3.1. However, your agency may, on a case-by-case basis, expand this definition to include other members of your and/or your spouse's or domestic partner's extended family.
[FTR Amdt. 70, 63 FR 15966, Apr. 1, 1998, as amended by FTR Amdt. 2010-06, 75 FR 67631, Nov. 3, 2010]
§ 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.
§ 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]
§ 301-30.5
Are there any limitations to the payment of these expenses?
Expenses are not payable when:
(a) Confined to:
(1) A medical facility within the proximity of your official station.
(2) The same medical facility you would have been admitted to if your incapacitating illness or injury occurred at your official station.
(b) The Government provides or reimburses you for hospitalization under any Federal statute (including hospitalization in a Department of Veterans Affairs (VA) Medical center or military hospital). However, per diem expenses are payable if your hospitalization is paid under the Federal Employees Health Benefits Program (5 U.S.C. 8901-8913).
[FTR Amdt. 70, 63 FR 15966, Apr. 1, 1998, as amended by FTR Amdt. 2010-07, 75 FR 72967, Nov. 29, 2010]
Pt. 301-31

PART 301-31—THREATENED LAW ENFORCEMENT/INVESTIGATIVE EMPLOYEES
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.
§ 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.
§ 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 § 300-3.1 of this title. However, your agency may, on a case-by-case basis, expand this definition to include other members of you and/or your spouse's or domestic partner's extended family.
[FTR Amdt. 70, 63 FR 15966, Apr. 1, 1998, as amended by FTR Amdt. 2010-06, 75 FR 67631, Nov. 3, 2010]
§ 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.
§ 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.
§ 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.
§ 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.
§ 301-31.7
May my family and I occupy lodging at different locations?
Yes, if authorized by your agency.
§ 301-31.8
What transportation expenses may my agency pay?
Your agency may pay transportation expenses authorized by part 301-10 of this chapter to transport you and/or your family to/from a temporary location.
[FTR Amdt. 70, 63 FR 15966, Apr. 1, 1998, as amended by FTR 108, 67 FR 57966, Sept. 13, 2002]
§ 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.
§ 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:
If your agency authorizes | The “maximum daily amount” of per diem expenses that | You or your unaccompanied spouse, domestic partner or other unaccompanied family member may receive is | Your accompanied spouse, domestic partner or a member of your family who is age 12 or older may receive is | A member of your family who is under age 12 may receive is
Payment of only lodging expenses | The maximum lodging amount applicable to the locality | .75 times the maximum lodging amount applicable to the locality | .5 times the maximum lodging amount applicable to the locality.
Payment for lodging, meals, and other per diem expenses | The maximum per diem rate applicable to the locality | .75 times the maximum per diem rate applicable to the locality. | .5 times the maximum per diem rate applicable to the locality.
[FTR Amdt. 70, 63 FR 15966, Apr. 1, 1998, as amended by FTR Amdt. 2010-06, 75 FR 67631, Nov. 3, 2010]
§ 301-31.11
May my agency pay me a per diem allowance instead of actual expenses?
No.
§ 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]
§ 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.
§ 301-31.14
May I receive a travel advance for transportation and/or subsistence expenses?
Yes, you may receive a travel advance under § 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 § 301-31.10, and you will be required to reimburse your agency for any portion of the advance disallowed or not spent.
§ 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.

SUBCHAPTER C—ARRANGING FOR TRAVEL SERVICES, PAYING TRAVEL EXPENSES, AND CLAIMING REIMBURSEMENT
Pt. 301-50

PART 301-50—ARRANGING FOR TRAVEL SERVICES
Sec.
301-50.1
To whom do the pronouns “I”, “you”, and their variants throughout this part refer?
301-50.2
How must I arrange my travel?
301-50.3
Must I use the ETS or TMS to arrange my travel?
301-50.4
May I be granted an exception to the required use of TMS or ETS once my agency has fully deployed ETS?
301-50.5
What is my liability if I do not use my agency's TMS or the E-Gov Travel Service, and an exception has not been approved?
301-50.6
What is an “online self-service booking tool?”
301-50.7
Should I use the online self-service booking tool once ETS is available within my agency?

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

Source:
FTR Amdt. 2003-07, 68 FR 71029, Dec. 22, 2003, unless otherwise noted.
§ 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.
§ 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.
§ 301-50.3
Must I use the ETS or TMS to arrange my travel?
Yes, if you are an employee of an agency as defined in § 301-1.1 of this chapter, you must use the E-Gov Travel Service when your agency makes it available to you. Until then, you must use your agency's existing Travel Management Service (TMS) to make your travel arrangements. If you are an employee of the Department of Defense (DoD) or of the Government of the District of Columbia, you must arrange your travel in accordance with your agency's TMS. Your agency may grant an exception to required use of TMS/ETS under § 301-50.4, § 301-73.102, or § 301-73.104 of this chapter.
[FTR Amdt. 2003-07, 68 FR 71029, Dec. 22, 2003, as amended by FTR Amdt. 2006-04, 71 FR 49375, Aug. 23, 2006; FTR Amdt. 2007-05, 72 FR 61538, Oct. 31, 2007]
§ 301-50.4
May I be granted an exception to the required use of TMS or ETS once my agency has fully deployed ETS?
Yes, your agency head or his/her designee may grant an individual case exception to required use of your agency's current TMS or to required use of ETS once your agency has fully deployed ETS, but only when your travel meets one of the following conditions:
(a) Such use would result in an unreasonable burden on mission accomplishment (e.g., emergency travel is involved and TMS/ETS is not accessible; you are performing invitational travel; or you have special needs or require disability accommodations under part 301-13 of this chapter).
(b) Such use would compromise a national security interest.
(c) Such use might endanger your life (e.g., you are traveling under the Federal witness protection program, or you are a threatened law enforcement/investigative officer traveling under part 301-31 of this chapter).
[FTR Amdt. 2006-04, 71 FR 49375, Aug. 23, 2006]
§ 301-50.5
What is my liability if I do not use my agency's TMS or the E-Gov Travel Service, and an exception has not been approved?
If you do not have an approved exception under § 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 E-Gov Travel Service, including service fees, cancellation penalties, or other additional costs (e.g., higher airfares, rental car charges, or hotel rates). In addition, your agency may take appropriate disciplinary action.
[FTR Amdt. 2003-07, 68 FR 71029, Dec. 22, 2003, as amended by FTR Amdt. 2007-05, 72 FR 61538, Oct. 31, 2007]
§ 301-50.6
What is an “online self-service booking tool?”
An online self-service booking tool is an Internet based system that permits travelers to make their own reservations for transportation (e.g., air, rail, and car rental) and lodging. ETS and some agency TMS's incorporate a self service booking tool.
[FTR Amdt. 2006-04, 71 FR 49375, Aug. 23, 2006]
§ 301-50.7
Should I use the online self-service booking tool once ETS is available within my agency?
Yes, you should use the online self-service booking tool offered by ETS or your agency's TMS until ETS becomes available to you.

Note to section 301-50.7:
Some extenuating circumstances for which you may not be able to use online self-service booking are (1) when you are attending a conference where the conference sponsor has negotiated with one or more lodging facilities to set aside a specific number of rooms for conference attendees and to ensure that a set aside room is available to you, you are required to book lodging directly with the lodging facility, (2) when your travel is to a remote location and it is not possible to book lodging accommodations through the TMS or ETS, or (3) when such travel arrangements are so complex and circumstance will not allow you to book your travel through an online self-service booking tool.
[FTR Amdt. 2006-04, 71 FR 49375, Aug. 23, 2006]
Pt. 301-51

PART 301-51—PAYING TRAVEL EXPENSES

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
For what purposes may I use the Government contractor-issued travel charge card while on official travel?
301-51.7
May I use the Government contractor-issued travel charge card for personal reasons while on official travel?
301-51.8
What are the consequences if I misuse the Government contractor-issued travel charge card on official travel?

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

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

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

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

Subpart A—General

Source:
FTR Amdt. 90, 65 FR 3055, Jan. 19, 2000, unless otherwise noted.
§ 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.
§ 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) Transit system at a TDY location;
(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 en route 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; FTR Amdt. 2010-02, 75 FR 24436, May 5, 2010]
§ 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.
§ 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.
§ 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 § 301-51.5:
City pair contractors are not required to accept payment by the methods in paragraph (a) or (b) of this section.
§ 301-51.6
For what purposes may I use the Government contractor-issued travel charge card while on official travel?
You are required to use the Government contractor-issued travel charge card for expenses directly related to your official travel.
[FTR Amdt. 2010-02, 75 FR 24436, May 5, 2010]
§ 301-51.7
May I use the Government contractor-issued travel charge card for personal reasons while on official travel?
No, you may not use the Government contractor-issued travel charge card for personal reasons while on official travel.
[FTR Amdt. 2010-02, 75 FR 24436, May 5, 2010]
§ 301-51.8
What are the consequences if I misuse the Government contractor-issued travel charge card on official travel?
Your agency may take appropriate disciplinary action if you misuse the Government contractor-issued travel charge card according to internal agency policies and procedures.
[FTR Amdt. 2010-02, 75 FR 24436, May 5, 2010]

Subpart B—Paying for Common Carrier Transportation
§ 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 excess baggage charges of $15 or less for each leg of a trip | A Government contractor-issued individually billed travel card or centrally billed account | Use of the Government contractor-issued individually billed travel card is not accepted, its use is impracticable or special circumstances justify the use of a GTR.
(b) More than $10, but not more than $100 | A Government contractor-issued individually billed travel card, centrally billed account, or GTR | None of the other methods are practicable, you may use cash.
(c) More than $100 | Only a Government contractor-issued individually billed travel card, centrally billed account, or GTR | Your agency authorizes you to use a reduced fare for group, charter, or excursion arrangements or under emergency circumstances where the use of other methods is not possible.
[FTR Amdt. 70, 63 FR 15968, Apr. 1, 1998; 63 FR 35538, June 30, 1998, as amended by FTR Amdt. 2007-05, 72 FR 61539, Oct. 31, 2007]
§ 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]
§ 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]
§ 301-51.103
What is my liability if I lose a GTR?
You are liable for any Government expenditure that is caused by your negligence in safeguarding the GTR or tickets received in exchange for the GTR. To avoid liability, immediately report a lost or stolen GTR to your administrative office. If the lost or stolen GTR shows the carrier service desired, and point of origin, promptly notify in writing the named carrier and other local initial carriers. Do not use a GTR that is recovered after having been reported as lost or stolen. Instead, report the recovered GTR to your administrative office.
[FTR Amdt. 70, 63 FR 15968, Apr. 1, 1998; 63 FR 35538, June 30, 1998]

Subpart C—Receiving Travel Advances
§ 301-51.200
For what expenses may I receive a travel advance?
For | You may receive an advance
(a) Cash transaction expenses (i.e., expenses that as a general rule cannot be charged and must be paid using cash, a personal check, or travelers check) | Any time you are on official travel.
(1) M&IE covered by the per diem allowance or actual expenses allowance;
(2) Miscellaneous transportation expenses such as transit systems and taxi fares; parking fees; ferry fees; bridge, road, and tunnel fees; and aircraft parking, landing, and tie-down fees;
(3) Gasoline and other variable expenses covered by the mileage allowance for advantageous use of a privately owned automobile for official business; and
(4) Other authorized miscellaneous expenses that cannot be charged using a Government contractor-issued charge card and for which a cost can be estimated.
(b) Non-cash transaction expenses (e.g., lodging, common carrier, advance payment of discounted conference registration fee) | Only in the following 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; FTR Amdt. 2006-02, 71 FR 24598, Apr. 26, 2006; FTR Amdt. 2010-02, 75 FR 24436, May 5, 2010]
§ 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:
For | The maximum amount your agency may 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 (See § 301-51.200(b)) | Generally zero. However, your agency may 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 § 301-51.200(b).
[FTR Amdt. 70, 63 FR 15968, Apr. 1, 1998; 63 FR 35538, June 30, 1998]
§ 301-51.202
When must I account for my advance?
You must file a travel claim which accounts for your advance after completion of your assignment, in accordance with your agency's policy. If you are in a continuous travel status (e.g., an auditor or inspector) or if you submit periodic reimbursement vouchers on an individual trip authorization, your agency may reimburse you the full amount of your travel expenses without any deduction of your advance until such time as you file a final voucher. If the amount advanced is less than the amount of the voucher on which it is deducted, you will be reimbursed the net amount. If the advance exceeds the reimbursable amount, you must immediately refund the excess.
§ 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.
Pt. 301-52

PART 301-52—CLAIMING REIMBURSEMENT
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 § 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.
§ 301-52.1
Must I file a travel claim?
Yes.
§ 301-52.2
What information must I provide in my travel claim?
You must provide the following:
(a) An itemized list of expenses and other information (specified in the listing of required standard data elements contained in appendix C of this chapter, and any additional information your agency may specifically require), except:
(1) You may aggregate official travel-related expenses incurred at the TDY location for authorized telephone calls, transit system fares, and parking meter fees, except any individual expenses costing over $75 must be listed separately;
(2) When you are authorized lodgings-plus per diem, you must state the M&IE allowance on a daily basis;
(3) When you are authorized a reduced per diem, you must state the reduced rate your agency authorizes on a daily basis; and
(4) When your agency limits M&IE reimbursement to the prescribed maximum M&IE for the locality concerned, you must state the reduced rate on a daily basis.
(5) Your agency may or may not require itemization of M&IE when reimbursement is limited to either the maximum M&IE locality rate or a reduced M&IE rate is authorized.
(b) The type of leave and the number of hours of leave for each day;
(c) The date of arrival and departure from the TDY station and any non-duty points visited when you travel by an indirect route other than a stopover to change planes or embark/disembark passengers;
(d) A signed statement, “I hereby assign to the United States any rights I may have against other parties in connection with any reimbursable carrier transportation charges described herein,” when you use cash to pay for common carrier transportation.
[FTR Amdt. 70, 63 FR 15969, Apr. 1, 1998, as amended at FTR Amdt. 2010-02, 75 FR 24436, May 5, 2010]
§ 301-52.3
Am I required to file a travel claim in a specific format and must the claim be signed?
As soon as your agency fully deploys the E-Gov Travel Service (ETS), you must use the ETS to file all your travel claims. (Agencies are required to fully deploy the ETS no later than September 30, 2006.) Until that time, you must file your travel claim in the format prescribed by your agency. If the prescribed travel claim is hardcopy, the claim must be signed in ink. Any alterations or erasures to your hardcopy travel claim must be initialed. If your agency has electronic processing, use your electronic signature where required.
[FTR Amdt. 2003-07, 68 FR 71030, Dec. 22, 2003, as amended by FTR Amdt. 2006-04, 71 FR 49375, Aug. 23, 2006; FTR Amdt. 2007-05, 72 FR 61539, Oct. 31, 2007]
§ 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 number 1 (http://www.archives.gov/records-mgmt/ardor/grs06.html)
[FTR Amdt. 70, 63 FR 15969, Apr. 1, 1998, as amended by 67 FR 57966, Sept. 13, 2002; FTR Amdt. 2007-05, 72 FR 61539, Oct. 31, 2007]
§ 301-52.5
Is there any instance where I am exempt from the receipt requirement in § 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]
§ 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.
§ 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.
§ 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.
§ 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.
§ 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.
§ 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.
§ 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.
§ 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.
§ 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.
§ 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.
§ 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]
§ 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]
§ 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]
§ 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]
§ 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]
§ 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]
§ 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]
§ 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]
§ 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]
Pt. 301-53

PART 301-53—USING PROMOTIONAL MATERIALS AND FREQUENT TRAVELER PROGRAMS
Sec.
301-53.1
To whom do the pronouns “I”, “you”, and their variants refer throughout this part?
301-53.2
What may I do with promotional benefits or materials I receive from a travel service provider?
301-53.3
How may I use promotional materials and frequent traveler benefits?
301-53.4
May I select travel service providers for which my agency is not a mandatory user in order to maximize my frequent traveler benefits?
301-53.5
Are there exceptions to the mandatory use of contract city-pair fares and an agency's travel management service?
301-53.6
Is a denied boarding benefit considered a promotional item for which I may retain compensation received from an airline whether voluntary or involuntary?

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

Source:
FTR Amdt. 104, 67 FR 17947, Apr. 12, 2002, unless otherwise noted.
§ 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.
§ 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 § 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 § 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]
§ 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 § 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]
§ 301-53.4
May I select travel service providers for which my agency is not a mandatory user in order to maximize my frequent traveler benefits?
No, you may not select a traveler service provider based on whether it provides frequent traveler benefits. You must use the travel service provider for which your agency is a mandatory user. This includes contract passenger transportation services and travel management services. You may not choose a travel service provider to gain frequent traveler benefits for personal use. (Also see §§ 301-10.109 and 301-10.110 of this chapter.)
[FTR Amdt. 104, 67 FR 17947, Apr. 12, 2002, as amended by FTR Amdt. 2007-05, 72 FR 61539, Oct. 31, 2007]
§ 301-53.5
Are there exceptions to the mandatory use of contract city-pair fares and an agency's travel management service?
Yes, the exceptions are in accordance with §§ 301-10.107 and 301-10.108 of this chapter for the mandatory use of a contract city-pair fare, and § 301-73.103 of this chapter for the mandatory use of a travel management service.
[FTR Amdt. 104, 67 FR 17947, Apr. 12, 2002, as amended by FTR Amdt. 2007-05, 72 FR 61539, Oct. 31, 2007]
§ 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 § 301-10.116 of this chapter when an airline denies you a seat (involuntary) and § 301-10.117 of this chapter when you vacate your seat (voluntary).
Pt. 301-54

PART 301-54—COLLECTION OF UNDISPUTED DELINQUENT AMOUNTS OWED TO THE CONTRACTOR ISSUING THE INDIVIDUALLY BILLED TRAVEL CHARGE CARD

Subpart A—General Rules
Sec.
301-54.1
Is my agency allowed to collect undisputed delinquent amounts that I owe to a Government travel charge card contractor?
301-54.2
What is disposable pay?

Subpart B—Policies and Procedures
301-54.100
Are there any due process requirements with which my agency must comply before collecting undisputed delinquent amounts on behalf of the charge card contractor?
301-54.101
Can my agency initiate collection of undisputed delinquent amounts if it has not reimbursed me for amounts reimbursable under the applicable travel regulations?
301-54.102
What is the maximum amount my agency may deduct from my disposable pay?

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

Source:
FTR Amdt. 90, 65 FR 3056, Jan. 19, 2000, unless otherwise noted.

Subpart A—General Rules

Note to subpart A:
Use of pronouns “I”, “you”, and their variants throughout this subpart refers to the employee.
§ 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.
§ 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.
§ 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.
§ 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 § 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.
§ 301-54.102
What is the maximum amount my agency may deduct from my disposable pay?
As set forth in Public Law 105-264, 112 Stat. 2350, October 19, 1998, the maximum amount your agency may deduct from your disposable pay is 15 percent a pay period, unless you agree in writing to a larger percentage.

SUBCHAPTER D—AGENCY RESPONSIBILITIES
Pt. 301-70

PART 301-70—INTERNAL POLICY AND PROCEDURE REQUIREMENTS

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?
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
For what purposes may an employee use the Government contractor-issued travel charge card while on official travel?
301-70.707
May an employee use the Government contractor-issued travel charge card for personal use while on official travel?
301-70.708
What actions may we take if an employee misuses the Government contractor-issued travel charge card while on official travel?
301-70.709
What can we do to reduce travel charge card delinquencies?

Subpart I—Policies and Procedures for Agencies That Authorize Travel on Government Aircraft
301-70.800
Whom may we authorize to travel on Government aircraft?
301-70.801
When may we authorize travel on Government aircraft?
301-70.802
Must we ensure that travel on Government aircraft is the most cost-effective alternative?
301-70.803
How must we authorize travel on a Government aircraft?
301-70.804
What amount must the Government be reimbursed for travel on a Government aircraft?
301-70.805
Must we include special information on a travel authorization for a senior Federal official or a non-Federal traveler who travels on Government aircraft?
301-70.806
What documentation must we retain for travel on Government aircraft?
301-70.807
Must we make information available to the public about travel by senior Federal officials and non-Federal travelers on Government aircraft?
301-70.808
Do the rules in this part apply to travel on Government aircraft by the President and Vice President or by individuals traveling in support of the President and Vice President?

Subpart J—Policies and Procedures for Agencies That Own or Hire Government Aircraft for Travel
301-70.900
May we use our Government aircraft to carry passengers?
301-70.901
Who may approve use of our Government aircraft to carry passengers?
301-70.902
Do we have any special responsibilities related to space available travel on our Government aircraft?
301-70.903
What are our responsibilities for ensuring that Government aircraft are the most cost-effective alternative for travel?
301-70.904
Must travelers whom we carry on Government aircraft be authorized to travel?
301-70.905
What documentation must we retain for travel on our Government aircraft?
301-70.906
Must we report use of our Government aircraft to carry senior Federal officials and non-Federal travelers?
301-70.907
What information must we report on the use of Government aircraft to carry senior Federal officials and non-Federal travelers and when must it be reported?
301-70.908
Must we make information available to the public about travel by senior Federal officials and non-Federal travelers on Government aircraft?
301-70.909
What disclosure information must we give to anyone who flies on our Government aircraft?
301-70.910
Do the rules in this part apply to travel on Government aircraft by the President and Vice President or by individuals traveling in support of the President and Vice President?

Authority:
5 U.S.C. 5707; 40 U.S.C. 121(c); Sec. 2, Pub. L. 105-264, 112 Stat. 2350 (5 U.S.C. 5701, note), OMB Circular No. A-126, revised May 22, 1992, and OMB Circular No. A-123, Appendix B, revised January 15, 2009.

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

Subpart A—General Policies and Procedures
§ 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 § 301-73.102 or § 301-73.104 of this chapter.
[FTR Amdt. 2003-07, 68 FR 71030, Dec. 22, 2003, as amended by; FTR Amdt. 2007-05, 72 FR 61539, Oct. 31, 2007]

Subpart B—Policies and Procedures Relating to Transportation
§ 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.
§ 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.
§ 301-70.102
What governing policies must we establish for authorization and payment of transportation expenses?
You must establish policies and procedures governing:
(a) Who will determine what method of transportation is more advantageous to the Government;
(b) Who will approve any of the following:
(1) Use of other than coach-class transportation accommodations for air and rail under §§ 301-10.123 and 301-10.162, and lowest first-class accommodations for ship under § 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 § 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;
(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;
(h) Whether to reimburse the full amount of transportation costs and in conjunction with TDY or only the amount by which transportation costs exceed the employee's normal costs for transportation between:
(1) Office or duty point and another place of business;
(2) Places of business; or
(3) Residence and place of business other than office or duty point;
(i) Develop and issue internal guidance on what specific mission criteria justify approval of the use of other than coach-class transportation under §§ 301-10.123(a)(4), 301-10.123(b)(9), and 301-10.162(e) or the use of other than lowest first-class under § 301-10.183(d). The justification criteria shall be entered in the remarks section of the traveler's travel authorization;
(j) Develop and publish internal guidance regarding what constitutes a rest period upon arrival at a temporary duty location; and
(k) Develop and publish internal guidance regarding Seating Upgrade Programs in coach-class (see § 301-10.124).
[FTR Amdt. 70, 63 FR 15971, Apr. 1, 1998, as amended by FTR Amdt. 2005-03, 70 FR 28460, May 18, 2005; FTR Amdt. 2009-06, 74 FR 55149, Oct. 27, 2009; FTR Amdt. 2010-02, 75 FR 24436, May 5, 2010; FTR Amdt. 2010-07, 75 FR 72967, Nov. 29, 2010]
§ 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.
§ 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.
§ 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
§ 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 § 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) Who will determine, and in what instances, an employee will be able to claim the full M&IE allowance even though meals are furnished to the employee by the Government, in accordance with §§ 301-11.18(b) and 301-11.18(c).
[FTR Amdt. 70, 63 FR 15971, Apr. 1, 1998, as amended by FTR Amdt. 2009-03, 74 FR 16329, Apr. 10, 2009; FTR Amdt. 2010-07, 75 FR 72967, Nov. 29, 2010]

Subpart D—Policies and Procedures Relating to Miscellaneous Expenses
§ 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.
§ 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
§ 301-70.400
How should we authorize and administer the payment of additional travel expenses for an employee with a disability or special need?
You should authorize and administer the payment to reasonably accommodate employee(s) with disabilities in accordance with the Rehabilitation Act of 1973, as amended (29 U.S.C. 701-796l) and 5 U.S.C. 3102 and part 301-13 of this chapter. An employee with a special need should be treated the same as an employee with a disability. You must determine that additional travel expenses are necessary to accommodate the employee's needs.
[FTR Amdt. 2006-03, 71 FR 24597, Apr. 26, 2006]
§ 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 §§ 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
§ 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.
§ 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]
§ 301-70.502
Are there any limitations to the payment of these expenses?
Yes, there are limitations to the payment of these expenses. Per diem is not payable, or if paid, must be collected from the employee when—
(a) The employee is confined to a hospital or medical facility that is within the proximity of the official station or that is the same one the employee would have been admitted to if the illness or injury had occurred while at the official station; and/or
(b) The Government provides or reimburses the employee for hospitalization under any Federal statute (including hospitalization in a Department of Veterans Affairs (VA) medical center or military hospital) other than 5 U.S.C. 8901-8913 (Federal Employees Health Benefits program).
[FTR Amdt. 108, 67 FR 57967, Sept. 13, 2002, as amended by FTR Amdt. 2010-07, 75 FR 72967, Nov. 29, 2010]
§ 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]
§ 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]
§ 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 § 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]
§ 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]
§ 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]
§ 301-70.508
How do we handle reimbursement if the employee travels to an alternate location and returns to the TDY location because of a personal emergency situation?
You may reimburse certain excess travel costs (transportation and en route per diem) to the same extent as provided in § 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]
§ 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
§ 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.
§ 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.
§ 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.
§ 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 § 301-70.704); or
(c) Your agency head or his/her designee has granted an exemption.
§ 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 Homeland Security (for the Coast Guard) requests an exemption for the members of their uniformed services.
(b) The head of a Federal agency or his/her designee(s) may exempt any payment, person, type or class of payments, or type or class of agency personnel if the exemption is determined to be necessary in the interest of the agency.
[FTR Amdt. 70, 63 FR 15971, Apr. 1, 1998, as amended by; FTR Amdt. 2007-05, 72 FR 61539, Oct. 31, 2007]
§ 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.
§ 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.
§ 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) Transit system at a TDY location;
(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 § 301-70.704:
Relocation allowances prescribed in chapter 302 of this title, except en route 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; FTR Amdt. 2010-02, 75 FR 24436, May 5, 2010]
§ 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 § 301-70.705:
City pair contractors are not required to accept payment by the methods in paragraph (a) or (b) of this section.
§ 301-70.706
For what purposes may an employee use the Government contractor-issued travel charge card while on official travel?
An employee is required to use the Government contractor-issued travel charge card for expenses directly related to official travel.
[FTR Amdt. 2010-02, 75 FR 24436, May 5, 2010]
§ 301-70.707
May an employee use the Government contractor-issued travel charge card for personal use while on official travel?
No, an employee may not use the Government contractor-issued travel charge card for personal use while on official travel.
[FTR Amdt. 2010-02, 75 FR 24436, May 5, 2010]
§ 301-70.708
What actions may we take if an employee misuses the Government contractor-issued travel charge card while on official travel?
You may take appropriate disciplinary action if an employee misuses the Government contractor-issued travel charge card. Internal agency policies and procedures should define what the agency considers to be misuses of the travel charge card.
[FTR Amdt. 2010-02, 75 FR 24436, May 5, 2010]
§ 301-70.709
What can we do to reduce travel charge card delinquencies?
To reduce travel charge card delinquencies by your employees, you should consider implementing one or more of the following suggestions (this list is not comprehensive; you may adopt other appropriate procedures):
(a) Agency travel program coordinators must be trained and aware of their responsibilities and the delinquency management tools available under your agreement with the travel charge card contractor (internet training is available for the GSA SmartPay^{(TM)} Travel Charge Card at: http://www.gsa.gov/traveltraining.
(b) Ensure that managers and supervisors are provided monthly delinquency and questionable charges report.
(c) Periodically, but at least once a year, verify that cardholders are still current employees.
(d) For inactive accounts (cards not used within 6 months, one year, etc., reduce card limit to $1, increase dollar limit when necessary.
(e) Work with the charge card contractor to block certain high-risk category codes (e.g., department stores, automobile dealerships, specialty stores), etc.
(f) Review ATM cash withdrawals for reasonableness and association with official travel.
(g) Implement a salary offset program. (See part 301-76 of this chapter).
(h) Implement split disbursement in your travel vouchering system, so that an employee may authorize you to make certain payments directly to the charge card contractor on the employee's behalf.
(i) Refer potential fraud cases to your agency IG for investigation.
(j) For some helpful do's and don'ts for travel cardholders, see GSA publication (Card-F001) entitled “Helpful Hints for Travel Cardholders”. This publication is available on the Internet at http://fss.gsa.gov/services/gsa-smartpay. Click on “Publications and Presentations” and under “Publications,” click on “Helpful Hints for Travel Card Use”.
(k) Ensure that employees turn in their travel charge card when they retire or leave the agency.
[FTR Amdt. 108, 67 FR 57967, Sept. 13, 2002, as amended by FTR Amdt. 2007-05, 72 FR 61539, Oct. 31, 2007. Redesignated by FTR Amdt. 2010-02, 75 FR 24436, May 5, 2010]

Subpart I—Policies and Procedures for Agencies That Authorize Travel on Government Aircraft

Source:
FTR Amdt. 2004-02, 69 FR 34305, June 21, 2004, unless otherwise noted.
§ 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.
§ 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 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 §§ 301-10.262(a) and 301-70.803(a).
(c) For space available travel when—
(1) The aircraft is already scheduled for use for an official purpose and carrying an official traveler(s) on the aircraft does not cause the need for a larger aircraft or result in more than minor additional cost to the Government; or
(2) The Federal traveler or the dependent of a Federal traveler is stationed by the Government in a remote location not accessible to commercial airline service; or
(3) The traveler is authorized to travel space available under 10 U.S.C. 2648 and regulations implementing that statute.
[FTR Amdt. 2004-02, 69 FR 34305, June 21, 2004, as amended by FTR Amdt. 2010-04, 75 FR 59095, Sept. 27, 2010]
§ 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.
§ 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 § 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 or his/her principal deputy must authorize all travel on Government aircraft by senior Federal officials on a trip-by-trip basis, in advance and in writing, except for required use travel authorized under paragraphs (a)(1) or (a)(2) of this section. In an emergency situation, prior verbal approval with an after-the-fact written authorization by your agency's senior legal official is permitted. Senior Federal officials who are crewmembers or qualified non-crewmembers on a flight in which they are also traveling (i.e., being transported from point-to-point) are considered travelers and must be authorized to travel on Government aircraft according to this paragraph.
(c) For travel by non-Federal travelers. If you are the sponsoring agency for a non-Federal traveler, your senior legal official or his/her deputy must authorize all travel on Government aircraft by that non-Federal traveler on a trip-by-trip basis, in advance and in writing. In an emergency situation, prior verbal approval with an after-the-fact written authorization by your agency's senior legal official is permitted.
(d) For all other travel. (1) Your agency's designated travel approving official (or anyone to whom he/she delegates this authority and who is at least one organizational level above the traveler) must authorize, in advance and in writing, all other travel on Government aircraft (i.e., by passengers, crewmembers, or qualified non-crewmembers) that is not covered in paragraphs (a), (b), and (c) of this section. In an emergency situation, prior verbal approval with an after-the-fact written authorization by your agency's designated travel approving official is permitted. If your agency wishes to issue blanket travel authorizations that authorize travel on Government aircraft, such blanket authorizations must define the circumstances that must be met for using Government aircraft in compliance with this regulation and any additional agency policies. Travel on Government aircraft that does not meet the circumstances specified in the blanket travel authorization must be authorized on a trip-by-trip basis in accordance with this regulation and other applicable agency policies.
(2) When authorizing space available travel (except as authorized under 10 U.S.C. 2648 and regulations implementing that statute), you must ensure that the aircraft management office in the agency that owns or hires the aircraft has certified in writing before the flight that the aircraft is scheduled to be used for a bona fide governmental function. Bona fide governmental functions may include support for official travel. The aircraft management office must also certify that carrying a traveler(s) in space available does not cause the need for a larger aircraft or result in more than minor additional cost to the Government. The aircraft management office must retain this certification for two years. In an emergency situation, prior verbal confirmation of this information with an after-the-fact written certification is permitted.
[FTR Amdt. 2004-02, 69 FR 34305, June 21, 2004, as amended by FTR Amdt. 2010-04, 75 FR 59095, Sept. 27, 2010]
§ 301-70.804
What amount must the Government be reimbursed for travel on a Government aircraft?
(a) No reimbursement is required for official travel on a Government aircraft.
(b) For personal travel on Government aircraft, reimbursement depends upon which of the following special cases applies:
(1) You must require a traveler on required-use travel to reimburse the Government for the excess of the full coach fare for all flights taken on a trip over the full coach fare for the flights that he/she would have taken had he/she not engaged in personal activities during the trip; and
(2) No reimbursement is required for travel authorized under 10 U.S.C. 2648 and regulations implementing that statute, or when the traveler and his/her dependents are stationed by the Government in a remote location with no access to regularly scheduled commercial airline service.
(c) For political travel on a Government aircraft (i.e., for any trip or part of a trip during which the traveler engages in political activities), you must require that the Government be reimbursed the excess of the full coach fare for all flights taken on the trip over the full coach fare for the flights that the traveler would have taken had he/she not engaged in political activities, except if other law or regulation specifies a different amount (see, e.g., 11 CFR 106.3, “Allocation of Expenses between Campaign and Non-campaign Related Travel”), in which case the amount reimbursed is the amount required by such law or regulation.
[FTR Amdt. 2004-02, 69 FR 34305, June 21, 2004, as amended by FTR Amdt. 2010-04, 75 FR 59095, Sept. 27, 2010]
§ 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.
§ 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.
§ 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).
§ 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.
§ 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.
§ 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.
§ 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.
§ 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.
§ 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.
§ 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.
§ 301-70.906
Must we report use of our Government aircraft to carry senior Federal officials and non-Federal travelers?
Yes, except when the trips are classified, you must report to GSA's Office of Governmentwide Policy (MTT) all uses of your aircraft for travel by any senior Federal official or non-Federal traveler, by using an electronic reporting tool found at http://www.gsa.gov/sftr, unless travel is authorized under 10 U.S.C. 2648 and regulations implementing that statute.
[FTR Amdt. 2010-04, 75 FR 59095, Sept. 27, 2010]
§ 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 § 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.
§ 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).
§ 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 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.
§ 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.
Pt. 301-71

PART 301-71—AGENCY TRAVEL ACCOUNTABILITY REQUIREMENTS

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?

Subpart B—Travel Authorization
301-71.100
What is the purpose of the travel authorization process?
301-71.101
What travel may we authorize?
301-71.102
May we issue a single authorization for a group of employees?
301-71.103
What information must be included on all travel authorizations?
301-71.104
Who must sign a travel authorization?
301-71.105
Must we issue a written or electronic travel authorization in advance of travel?
301-71.106
Who must sign a trip-by-trip authorization?
301-71.107
When authorizing travel, what factors must the authorizing official consider?
301-71.108
What internal policies and procedures must we establish for travel authorization?

Subpart C—Travel Claims for Reimbursement
301-71.200
Who must review and sign travel claims?
301-71.201
What are the reviewing official's responsibilities?
301-71.202
May we pay a claim when an employee does not include a copy of the corresponding authorization?
301-71.203
Who is responsible for the validity of the travel claim?
301-71.204
Within how many calendar days after the submission of a proper travel claim must we reimburse the employee's allowable expenses?
301-71.205
Under what circumstances may we disallow a claim for an expense?
301-71.206
What must we do if we disallow a travel claim?
301-71.207
What internal policies and procedures must we establish for travel reimbursement?
301-71.208
Within how many calendar days after submission of a proper travel claim must we notify the employee of any errors in the claim?
301-71.209
Must we pay a late payment fee if we fail to reimburse the employee within 30 calendar days after receipt of a proper travel claim?
301-71.210
How do we calculate late payment fees?
301-71.211
Is there a minimum amount the late payment fee must exceed before we will pay it?
301-71.212
Should we report late payment fees as wages on a Form W-2?
301-71.213
Is the additional fee, which is the equivalent to any late payment charge that the card contractor would have been able to charge had the employee not paid the bill, considered income?
301-71.214
Does mandatory use of the Government contractor-issued travel charge card change the employee's obligation to pay his/her travel card bill by the due date?

Subpart D—Accounting for Travel Advances
301-71.300
What is the policy governing the use of travel advances?
301-71.301
In situations where a lodging facility requires the payment of a deposit, may we reimburse an employee for an advance room deposit prior to the beginning of scheduled official travel?
301-71.302
For how long may we issue a travel advance?
301-71.303
What data must we capture in our travel advance accounting system?
301-71.304
Are we responsible for ensuring the collection of outstanding travel advances?
301-71.305
When must an employee account for a travel advance?
301-71.306
Are there exceptions for collecting an advance at the time the employee files a travel claim?
301-71.307
How do we collect the amount of a travel advance in excess of the amount of travel expenses substantiated by the employee?
301-71.308
What should we do if the employee does not pay back a travel advance when the travel claim is filed?
301-71.309
What internal policies and procedures must we establish governing travel advances?

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

Source:
FTR Amdt. 70, 63 FR 15974, Apr. 1, 1998, unless otherwise noted.

Subpart A—General
§ 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.
§ 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.
§ 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
§ 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.
§ 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.
§ 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.
§ 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.
§ 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.
§ 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 §§ 301-2.1 and 301-2.5 for:
(a) Use of other than coach-class service accommodation on common carriers or use of other than lowest first-class accommodation on ships;
(b) Use of a foreign air carrier;
(c) Use of reduced fares for group or charter arrangements;
(d) Use of cash to pay for common carrier transportation;
(e) Use of extra-fare train service;
(f) Travel by ship;
(g) Use of a rental car;
(h) Use of a Government aircraft;
(i) Payment of a reduced rate per diem;
(j) Payment of actual expenses;
(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 § 301-71.105:
You should establish procedures for travel situations where it is not practical or possible to issue a written authorization in advance, except for paragraphs (c), (i), (n), and (o), which always require written or electronic advance authorization.
[FTR Amdt. 70, 63 FR 15974, Apr. 1, 1998, as amended by FTR Amdt. 2005-03, 70 FR 28460, May 18, 2005; FTR Amdt. 2007-05, 72 FR 61539, Oct. 31, 2007; FTR Amdt. 2009-06, 74 FR 55150, Oct. 27, 2009]
§ 301-71.106
Who must sign a trip-by-trip authorization?
The appropriate official is determined as follows:
For | The appropriate official to sign a trip-by-trip authorization is
Use of cash to procure common carrier transportation | An official at as low an administrative level as permitted by 41 CFR 101-203.2 to ensure adequate consideration and review of the circumstances.
Travel on a Government aircraft | Determined under 41 CFR 101-37.405.
Acceptance of payment from a non-Federal source for travel expenses | An official at as low an administrative level as permitted by 41 CFR Chapter 304 to ensure adequate consideration and review of the circumstances surrounding the offer and acceptance of the payment.
Travel expenses related to attendance at a conference | A senior agency official.
All other specific authorizations | An official who may issue the employee a general authorization.
[FTR Amdt. 70, 63 FR 15974, Apr. 1, 1998, as amended by FTR Amdt. 2007-05, 72 FR 61539, Oct. 31, 2007]
§ 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.
§ 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
§ 301-71.200
Who must review and sign travel claims?
The travel authorizing/approving official or his/her designee (e.g., supervisor of the traveler) must review and sign travel claims to confirm the authorized travel.
[FTR Amdt. 70, 63 FR 15974, Apr. 1, 1998, as amended by FTR Amdt. 2007-05, 72 FR 61539, Oct. 31, 2007]
§ 301-71.201
What are the reviewing official's responsibilities?
The reviewing official must have full knowledge of the employee's activities. He/she must ensure:
(a) The claim is properly prepared in accordance with the pertinent regulations and agency procedures;
(b) A copy of authorization for travel is provided;
(c) The types of expenses claimed are authorized and allowable expenses;
(d) The amounts claimed are accurate; and
(e) The required receipts, statements, justifications, etc. are attached to the travel claim, or once the agency fully deploys ETS and implements electronic scanning, the electronic travel claim includes scanned electronic images of such documents.
[FTR Amdt. 70, 63 FR 15974, Apr. 1, 1998, as amended by FTR Amdt. 2006-04, 71 FR 49375, Aug. 23, 2006]
§ 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.
§ 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 § 301-71.203:
You should consider limiting the levels of approval to the lowest level of management.
§ 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]
§ 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.
§ 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.
§ 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 § 301-52.7);
(e) Timeframe for agency to pay a claim (see § 301-71.204);
(f) Process for disallowing a claim; and
(g) Process for resolving a disallowed claim.
§ 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]
§ 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]
§ 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]
§ 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]
§ 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]
§ 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]
§ 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
§ 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.
§ 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]
§ 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]
§ 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]
§ 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]
§ 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]
§ 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]
§ 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]
§ 301-71.308
What should we do if the employee does not pay back a travel advance when the travel claim is filed?
You should take alternative steps to collect the debt including:
(a) Offset against the employee's salary, a retirement credit, or other amount owed the employee;
(b) Deduction from an amount the Government owes the employee; or
(c) Any other legal method of recovery.
[FTR Amdt. 70, 63 FR 15974, Apr. 1, 1998. Redesignated by FTR Amdt. 108, 67 FR 57967, Sept. 13, 2002]
§ 301-71.309
What internal policies and procedures must we establish governing travel advances?
Accountability for cash advances for travel, recovery, and reimbursement shall be in accordance with procedures prescribed by the Government Accountability Office (see Government Accountability Office Policy and Procedures Manual for Guidance of Federal Agencies, Title 7, Fiscal Procedures).
[FTR Amdt. 70, 63 FR 15974, Apr. 1, 1998. Redesignated by FTR Amdt. 108, 67 FR 57967, Sept. 13, 2002, as amended by FTR Amdt. 2007-05, 72 FR 61539, Oct. 31, 2007]
Pt. 301-72

PART 301-72—AGENCY RESPONSIBILITIES RELATED TO COMMON CARRIER TRANSPORTATION

Subpart A—Procurement of Common Carrier Transportation
Sec.
301-72.1
Why is common carrier presumed to be the most advantageous method of transportation?
301-72.2
May we utilize methods of transportation other than common carrier (e.g., POVs, chartered vehicles, etc.)?
301-72.3
What method of payment must we authorize for common carrier transportation?

Subpart B—Accounting for Common Carrier Transportation
301-72.100
What must my travel accounting system do in relation to common carrier transportation?
301-72.101
What information should we provide an employee before authorizing the use of common carrier transportation?

Subpart C—Cash Payments for Procuring Common Carrier Transportation Services
301-72.200
Under what conditions may we authorize cash payments for procuring common carrier transportation services?
301-72.201
What must we do if an employee uses cash in excess of the $100 limit to purchase common carrier transportation?
301-72.202
Who may approve cash payments in excess of the $100 limit?
301-72.203
When may we limit traveler reimbursement for a cash payment?
301-72.204
What must we do to minimize the need for a traveler to use cash to procure common carrier transportation services?

Subpart D—Unused, Partially-Used, Exchanged, Canceled, or Oversold Common Carrier Transportation Services
301-72.300
What procedures must we establish to collect unused, partially used, and exchanged tickets?
301-72.301
How do we process unused, partially used, and exchanged tickets?

Authority:
5 U.S.C. 5707; 31 U.S.C. 3726; 40 U.S.C. 121(c).

Source:
FTR Amdt. 70, 63 FR 15976, Apr. 1, 1998, unless otherwise noted.

Subpart A—Procurement of Common Carrier Transportation
§ 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.
§ 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.
§ 301-72.3
What method of payment must we authorize for common carrier transportation?
You must authorize one or more of the following as appropriate:
(a) GSA's Government contractor-issued individually billed charge card(s);
(b) Agency centrally billed or other established accounts;
(c) Cash payments (personal funds or travel advances in the form of travelers checks or authorized ATM cash withdrawals) when the cost of transportation is less than $100, under § 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
§ 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 § 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.
§ 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
§ 301-72.200
Under what conditions may we authorize cash payments for procuring common carrier transportation services?
In accordance with § 301-51.100.
§ 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.
§ 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.
§ 301-72.203
When may we limit traveler reimbursement for a cash payment?
If you determine that the cash payment was made under a non-emergency circumstance, reimbursement to the traveler must not exceed the cost which would have been properly chargeable to the Government had the traveler used a government provided payment resource, (e.g., individual Government contractor-issued travel charge card, centrally billed account, or GTR). However, an agency can determine to make full payment when circumstances warrant (e.g., invitational travel, infrequent travelers and interviewees).
[FTR Amdt. 70, 63 FR 15976, Apr. 1, 1998; 63 FR 35538, June 30, 1998, as amended by FTR Amdt. 2007-05, 72 FR 61540, Oct. 31, 2007]
§ 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
§ 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.
§ 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]
Pt. 301-73

PART 301-73—TRAVEL PROGRAMS

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 E-Gov Travel Service?
301-73.101
How must we prepare to implement ETS?
301-73.102
May we grant a traveler an exception from required use of TMS or ETS once we have fully deployed ETS within the agency?
301-73.103
What must we do when we approve an exception to the use of the E-Gov Travel Service?
301-73.104
May further exceptions to the required use of the E-Gov Travel Service be approved?
301-73.105
What are the consequences of an employee not using the E-Gov Travel Service or the TMS?
301-73.106
What are the basic services that should be covered by a TMS?

Subpart C—Contract Passenger Transportation Services
301-73.200
Must we require our employees to use GSA's contract passenger transportation services program?
301-73.201
What method of payment may be used for contract passenger transportation service?
301-73.202
Can contract fares be used for personal travel?

Subpart D—Travel Payment System
301-73.300
What is a travel payment system?
301-73.301
How do we obtain travel payment system services?

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

Source:
FTR Amdt. 70, 63 FR 15978, Apr. 1, 1998, unless otherwise noted.

Subpart A—General Rules

Source:
FTR Amdt. 2003-07, 68 FR 71030, Dec. 22, 2003, unless otherwise noted.
§ 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 §§ 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 § 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 §§ 301-73.300 and 301-73.301 of this chapter;
(d) Contracts and similar arrangements, with transportation and lodging providers (e.g., Government-contract air carriers, rental car companies, trains, hotels (e.g., FedRooms properties), etc.) that give preferential rates and other benefits to Federal travelers on official business; and
(e) A Travel Management Reporting System that covers financial and other travel characteristics required by the biennial Travel Survey (see §§ 300-70.1 through 300-70.4 of this title).

Note to § 301-73.1:
The E-Gov Travel Service (ETS) fulfills the requirements of paragraphs (a), (b), and (e) of this section.
[FTR Amdt. 2003-07, 68 FR 71030, Dec. 22, 2003, as amended by FTR Amdt. 2007-05, 72 FR 61540, Oct. 31, 2007]
§ 301-73.2
What are our responsibilities as participants in the Federal travel management program?
As a participant in the Federal travel management program, you must—
(a) Designate an authorized representative to administer the program including leading your agency's migration of ETS;
(b) Ensure that you have internal policies and procedures in place to govern use of the program including a plan and timeline to implement ETS no later than December 31, 2004, with agency-wide migration to ETS completed no later than September 30, 2006;
(c) Establish a plan that will measure direct and indirect cost savings and management efficiencies through the use of ETS once deployed. This plan must include your migration plan and schedule which must be submitted by March 31, 2004 to the E-Gov Travel Program Management Office (PMO) (see § 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 § 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.
[FTR Amdt. 2003-07, 68 FR 71030, Dec. 22, 2003, as amended by FTR Amdt. 2007-05, 72 FR 61540, Oct. 31, 2007]

Subpart B—eTravel Service and Travel Management Service

Source:
FTR Amdt. 2003-07, 68 FR 71030, Dec. 22, 2003, unless otherwise noted.
§ 301-73.100
Must we require employees to use the E-Gov Travel Service?
Yes, unless you have an exception to the use of the ETS (see §§ 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 § 301-73.101). You must implement the ETS no later than December 31, 2004, and require employees to use the ETS as soon as it becomes available in your agency. The Department of Defense and the Government of the District of Columbia are not subject to this requirement.

Notes to § 301-73.100:
(1) You have the option to use the contracted travel agent service(s) of your choice (through the ETS or other contract vehicles). You have the responsibility for ensuring agency-contracted travel agent services complement and support the ETS in an efficient and cost effective manner.
(2) Award of a task order to a vendor on the ETS Master Contract constitutes ETS implementation. Agency-wide use of the ETS for all travel management processes and travel claim submission constitutes complete migration.
[FTR Amdt. 2003-07, 68 FR 71030, Dec. 22, 2003, as amended by FTR Amdt. 2007-05, 72 FR 61540, Oct. 31, 2007]
§ 301-73.101
How must we prepare to implement ETS?
You must prepare to implement ETS as expeditiously as possible by—
(a) Developing a migration plan and schedule to deploy ETS across your agency as early as possible with full deployment required no later than September 30, 2006;
(b) Requiring employees to use your ETS unless you approve an exception under § 301-50.6, § 301-73.102 or § 301-73.104;
(c) Establishing goals, plans and procedures to maximize agency-wide traveler use of your online self-service booking tool once you have fully deployed ETS within your agency. These goals, plans, and procedures should be available for submission to the ETS PMO upon its request.

Note 1 to § 301-73.101:
Your agency should work with the Office of Management and Budget (OMB) to allocate budget and personnel resources to support ETS migration and data exchange. Your agency is responsible for providing the funds required to establish interfaces between the ETS standard data output and applicable business systems (e.g., financial, human resources, etc.).

Note 2 to § 301-73.101:
Best practices show that organizations are able to realize significant benefits once they achieve a 70 percent or greater self-booking rate.
[FTR Amdt. 2006-04, 71 FR 49375, Aug. 23, 2006]
§ 301-73.102
May we grant a traveler an exception from required use of TMS or ETS once we have fully deployed ETS within the agency?
(a) Yes, your agency head or his/her designee may grant an individual case by case exception to required use of your agency's current TMS or to required use of ETS once it is fully deployed within the agency, but only when travel meets one of the following conditions:
(1) Such use would result in an unreasonable burden on mission accomplishment (e.g., emergency travel is involved and TMS/ETS is not accessible; the traveler is performing invitational travel; or the traveler has special needs or requires disability accommodations in accordance with part 301-13 of this chapter).
(2) Such use would compromise a national security interest.
(3) Such use might endanger the traveler's life (e.g., the individual is traveling under the Federal witness protection program, or is a threatened law enforcement/investigative officer traveling under part 301-31 of this chapter).
(b) Any exception granted must be consistent with any contractual terms applicable to your current TMS or ETS, once it is fully deployed, and must not cause a breach of contract terms.
[FTR Amdt. 2006-04, 71 FR 49376, Aug. 23, 2006]
§ 301-73.103
What must we do when we approve an exception to the use of the E-Gov Travel Service?
The head of your agency or his/her designee must approve an exception to the use of the ETS under § 301-73.102 in writing or through electronic means.
[FTR Amdt. 2003-07, 68 FR 71030, Dec. 22, 2003, as amended by FTR Amdt. 2007-05, 72 FR 61540, Oct. 31, 2007]
§ 301-73.104
May further exceptions to the required use of the E-Gov Travel Service be approved?
(a) The Administrator of General Services or his/her designee may grant an agency-wide exception (or exempt a component thereof) from the required use of ETS when requested by the head of a Department (cabinet-level agency) or head of an Independent agency when—
(1) The agency has presented a business case analysis to the General Services Administration that proves that it has an alternative TMS to the ETS that is in the best interest of the Government and the taxpayer (i.e., the agency has evaluated the economic and service values offered by the ETS contractor(s) compared to those offered by the agency's current Travel Management Service (TMS) and has determined that the agency's current TMS is a better value);
(2) The agency has security, secrecy, or protection of information issues that cannot be mitigated through security provided by the ETS contractors;
(3) The agency lacks the technology necessary to access ETS; or
(4) The agency has critical and unique technology or business requirements that cannot be accommodated by the ETS contractors at all or at an acceptable and reasonable price (e.g., majority of travel is group-travel).
(b) As a condition of receiving an exception, the agency must agree to conduct annual business case reviews of its TMS and must provide to the eTravel PMO data elements required by the eTravel PMO in a format prescribed by the eTravel PMO.
(c) Requests for exceptions should be sent to the Administrator, General Services Administration, 1800 F Street, NW., Washington, DC 20405 with full justification and/or analysis addressing paragraphs (a)(1), (a)(2), (a)(3), or (a)(4) of this section.
[FTR Amdt. 2003-07, 68 FR 71030, Dec. 22, 2003, as amended by FTR Amdt. 2007-05, 72 FR 61540, Oct. 31, 2007]
§ 301-73.105
What are the consequences of an employee not using the E-Gov Travel Service or the TMS?
If an employee does not use the ETS (when available) or your agency's designated TMS, he/she is responsible for any additional costs (see § 301-50.5 of this chapter) resulting from the failure to use the ETS or your TMS. In addition, you may take appropriate disciplinary actions.
[FTR Amdt. 2003-07, 68 FR 71030, Dec. 22, 2003, as amended by FTR Amdt. 2007-05, 72 FR 61540, Oct. 31, 2007]
§ 301-73.106
What are the basic services that should be covered by a TMS?
The TMS must, at a minimum—
(a) Include a Travel Management Center (TMC), commercial ticket office (CTO), an in-house system, an electronically available system, or other method(s) of arranging travel, which has the ability to provide the following as appropriate to the agency's travel needs:
(1) Booking and fulfillment of common carrier arrangements (e.g., flight confirmation and seat assignment, compliance with the Fly America Act, Governmentwide travel policies, contract city-pair fares, electronic ticketing, ticket delivery, etc.).
(2) Lodging information (e.g., room availability, reservations and confirmation, compliance with Hotel/Motel Fire Safety Act, availability of FedRooms properties, per diem rate availability, etc.).
(3) Car rental and rail information (e.g., availability of Defense Travel Management Office (DTMO) Government agreement rates where applicable, confirmation of reservations, etc.).
(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 § 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 § 301-73.2).
[FTR Amdt. 2003-07, 68 FR 71030, Dec. 22, 2003, as amended by FTR Amdt. 2007-05, 72 FR 61540, Oct. 31, 2007; FTR Amdt. 2010-05, 75 FR 63104, Oct. 14, 2010]

Subpart C—Contract Passenger Transportation Services
§ 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.
§ 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]
§ 301-73.202
Can contract fares be used for personal travel?
No.

Subpart D—Travel Payment System
§ 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]
§ 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 § 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.
Pt. 301-74

PART 301-74—CONFERENCE PLANNING

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 § 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 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?
301-74.25
May we reimburse travelers for an advanced payment of a conference or training registration fee?
301-74.26
What is the traveler required to do if he/she is unable to attend an event for which they were reimbursed for an advanced discounted payment of a conference or training registration fee?

Authority:
5 U.S.C. 5707.

Source:
FTR Amdt. No. 89, 65 FR 1327, Jan. 10, 2000, unless otherwise noted.

Subpart A—Agency Responsibilities

Note to subpart A:
Use of pronouns “we”, “you”, and their variants throughout this subpart refers to the agency.
§ 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 §§ 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]
§ 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.
§ 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.
§ 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.)
§ 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 § 301-74.3 must be followed. Cost comparisons must cover factors such as those listed in § 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.
§ 301-74.6
What can we do if we cannot find an appropriate conference facility at the chosen locality per diem rate?
While it is always desirable to obtain lodging facilities within the established lodging portion of the per diem rate for the chosen locality, it may not always be possible. In 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 §§ 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 § 301-74.8 for a Government sponsored conference and in § 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.
§ 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.
§ 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.
§ 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.
§ 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.
§ 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.
§ 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 § 301-11.4 of this chapter.
§ 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.
§ 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 § 300-3.1 of this title), except as provided in § 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 non-Federal entity which uses Government funds to sponsor or fund a conference.
§ 301-74.15
May we waive the requirement in § 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.
§ 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 § 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.
§ 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 § 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]
§ 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.
§ 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.
§ 301-74.21
What is the applicable M&IE rate when meals or light refreshments are furnished by the Government or are included in the registration fee?
When meals or light refreshments are furnished by the Government or are included in the registration fee the applicable M&IE will be calculated as follows:
(a) If meals are furnished, the appropriate deduction from the M&IE rate must be made (see § 301-11.18 of this chapter).
(b) If light refreshments are furnished, no deduction of the M&IE allowance is required.
[FTR Amdt. No. 89, 65 FR 1327, Jan. 10, 2000, as amended by FTR Amdt. 2005-06, 70 FR 60222, Oct. 17, 2005]
§ 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 §§ 301-74.8 and 301-74.9.
§ 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.
§ 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 § 301-11.300 of this chapter in lieu of the conference lodging allowance method.
§ 301-74.25
May we reimburse travelers for an advanced payment of a conference or training registration fee?
Yes, you may reimburse travelers for an advanced discounted payment for a conference or training registration fee as soon as you have approved their travel to that event, and they submit a proper claim for the expenses incurred.
[FTR Amdt. 2006-02, 71 FR 24598, Apr. 26, 2006]
§ 301-74.26
What is the traveler required to do if he/she is unable to attend an event for which they were reimbursed for an advanced discounted payment of a conference or training registration fee?
In all cases where a traveler is unable to attend an event for which a discounted registration fee was paid and reimbursed in advance of the event, the traveler must seek a refund of the registration fee and repay the agency with any refund received. If no refund is made, the agency must absorb the advanced payment if the traveler's failure to attend the event was caused either by an agency decision or for reasons beyond the employee's control that are acceptable to the agency, e.g., unforeseen illness or emergency. If no refund is made, and the traveler's failure to attend the scheduled event is due to reasons deemed unexcusable by the agency, the traveler must repay the agency for the amount advanced.
[FTR Amdt. 2006-02, 71 FR 24598, Apr. 26, 2006]
Pt. 301-75

PART 301-75—PRE-EMPLOYMENT INTERVIEW TRAVEL

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
§ 301-75.1
What is the purpose of the allowance for pre-employment interview travel expenses?
To help you recruit highly qualified individuals.
§ 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.
§ 301-75.3
What governing policies and procedures must we establish related to pre-employment interview travel?
You must establish policies and procedures governing:
(a) When you will pay pre-employment interview travel expenses, including the criteria for determining which individuals or positions qualify for payment of such expenses;
(b) Who will determine, in each individual case, that a person qualifies for pre-employment interview travel expenses; and
(c) Who will determine what expenses you will pay for each individual interviewee.
§ 301-75.4
What other responsibilities do we have for pre-employment interview travel?
You must:
(a) Provide your interviewees with a list of FEMA approved accommodations in the vicinity of the interview, and encourage them to stay in an approved accommodation;
(b) Inform the interviewee that he/she is responsible for excess cost and any additional expenses that he/she incurs for personal preference or convenience;
(c) Inform the interviewee that the Government will not pay for excess costs resulting from circuitous routes, delays, or luxury accommodations or services unnecessary or unjustified in the performance of official business;
(d) Assist the interviewee in preparing the travel claim;
(e) Provide the interviewee with instructions on how to submit the claim; and
(f) Inform the interviewee that he/she may subject himself/herself to criminal penalties if he or she knowingly presents a false, fictitious, or fraudulent travel claim (See 18 U.S.C. 287 and 1001).
[FTR Amdt. 70, 63 FR 15980, Apr. 1, 1998; 63 FR 35538, June 30, 1998, as amended by FTR Amdt. 2007-05, 72 FR 61540, Oct. 31, 2007]

Subpart B—Travel Expenses
§ 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.
§ 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.
§ 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.
§ 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
§ 301-75.200
How will we pay for pre-employment interviewee travel expenses?
For | You will
Common carrier transportation expenses other than transit systems at the agency's location | Bill the expenses to a centrally billed or other agency established account or 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, as amended by FTR Amdt. 2010-02, 75 FR 24436, May 5, 2010]
§ 301-75.201
May we allow the interviewee to use individual Government contractor-issued charge cards for pre-employment interview travel?
No.
§ 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 expensive than the ticket you provided | That he/she must pay the difference using personal funds and he/she will not receive reimbursement for the extra amount.
The new ticket is less expensive than the ticket you provided | Provide the interviewee with a credit/refund address by attaching a copy of 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]
§ 301-75.203
May we provide the interviewee with a travel advance?
No.
§ 301-75.204
May we use Government contractor-issued travelers checks to pay for the interviewee's travel expenses?
No.
§ 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.
Pt. 301-76

PART 301-76—COLLECTION OF UNDISPUTED DELINQUENT AMOUNTS OWED TO THE CONTRACTOR ISSUING THE INDIVIDUALLY BILLED TRAVEL CHARGE CARD

Subpart A—General Rules
Sec.
301-76.1
May we collect undisputed delinquent amounts that an employee (including members of the uniformed services) owes to a Government travel charge card contractor?
301-76.2
What is disposable pay?

Subpart B—Policies and Procedures
301-76.100
Are there any due process requirements with which we must comply before collecting undisputed delinquent amounts on behalf of the charge card contractor?
301-76.101
Who is responsible for ensuring that all due process and legal requirements have been met?
301-76.102
Can we collect undisputed delinquent amounts if we have not reimbursed the employee for amounts reimbursable under applicable travel regulations?
301-76.103
What is the maximum amount we may deduct from the employee's disposable pay?

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

Source:
FTR Amdt. 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.
§ 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 § 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.
§ 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.
§ 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.
§ 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.
§ 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 § 301-52.7 of this chapter, and there are no extenuating circumstances, you may collect the undisputed delinquent amounts.
§ 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.
Ch. 301, App. A

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]
Ch. 301, App. B

Appendix B to Chapter 301—Allocation of M&IE Rates To Be Used in Making Deductions From the M&IE Allowance
Deductions to M&IE rates for localities in both nonforeign areas and foreign areas shall be allocated as shown in this table. For information as to where to access per diem rates for various types of Government travel, please consult the table in § 301-11.6.
M&IE Rate | Breakfast | Lunch | Dinner | Incidentals
$1 | $0 | $0 | $0 | $1
2 | 0 | 0 | 1 | 1
3 | 0 | 1 | 1 | 1
4 | 1 | 1 | 1 | 1
5 | 1 | 1 | 2 | 1
6 | 1 | 2 | 2 | 1
7 | 1 | 2 | 3 | 1
8 | 1 | 2 | 3 | 2
9 | 1 | 2 | 4 | 2
10 | 2 | 2 | 4 | 2
11 | 2 | 3 | 4 | 2
12 | 2 | 3 | 5 | 2
13 | 2 | 3 | 5 | 3
14 | 2 | 4 | 5 | 3
15 | 2 | 4 | 6 | 3
16 | 2 | 4 | 7 | 3
17 | 3 | 4 | 7 | 3
18 | 3 | 5 | 7 | 3
19 | 3 | 5 | 8 | 3
20 | 3 | 5 | 8 | 4
21 | 3 | 5 | 9 | 4
22 | 3 | 6 | 9 | 4
23 | 3 | 6 | 9 | 5
24 | 4 | 6 | 9 | 5
25 | 4 | 6 | 10 | 5
26 | 4 | 7 | 10 | 5
27 | 4 | 7 | 11 | 5
28 | 4 | 7 | 11 | 6
29 | 4 | 7 | 12 | 6
30 | 5 | 7 | 12 | 6
31 | 5 | 8 | 12 | 6
32 | 5 | 8 | 13 | 6
33 | 5 | 8 | 13 | 7
34 | 5 | 9 | 13 | 7
35 | 5 | 9 | 14 | 7
36 | 5 | 9 | 15 | 7
37 | 6 | 9 | 15 | 7
38 | 6 | 10 | 15 | 7
39 | 6 | 10 | 16 | 7
40 | 6 | 10 | 16 | 8
41 | 6 | 10 | 17 | 8
42 | 6 | 11 | 17 | 8
43 | 6 | 11 | 17 | 9
44 | 7 | 11 | 17 | 9
45 | 7 | 11 | 18 | 9
46 | 7 | 12 | 18 | 9
47 | 7 | 12 | 19 | 9
48 | 7 | 12 | 19 | 10
49 | 7 | 12 | 20 | 10
50 | 8 | 12 | 20 | 10
51 | 8 | 13 | 20 | 10
52 | 8 | 13 | 21 | 10
53 | 8 | 13 | 21 | 11
54 | 8 | 14 | 21 | 11
55 | 8 | 14 | 22 | 11
56 | 8 | 14 | 23 | 11
57 | 9 | 14 | 23 | 11
58 | 9 | 15 | 23 | 11
59 | 9 | 15 | 24 | 11
60 | 9 | 15 | 24 | 12
61 | 9 | 15 | 25 | 12
62 | 9 | 16 | 25 | 12
63 | 9 | 16 | 25 | 13
64 | 10 | 16 | 25 | 13
65 | 10 | 16 | 26 | 13
66 | 10 | 17 | 26 | 13
67 | 10 | 17 | 27 | 13
68 | 10 | 17 | 27 | 14
69 | 10 | 17 | 28 | 14
70 | 11 | 17 | 28 | 14
71 | 11 | 18 | 28 | 14
72 | 11 | 18 | 29 | 14
73 | 11 | 18 | 29 | 15
74 | 11 | 19 | 29 | 15
| 75 | 11 | 19 | 30 | 15
76 | 11 | 19 | 31 | 15
77 | 12 | 19 | 31 | 15
78 | 12 | 20 | 31 | 15
79 | 12 | 20 | 32 | 15
80 | 12 | 20 | 32 | 16
81 | 12 | 20 | 33 | 16
82 | 12 | 21 | 33 | 16
83 | 12 | 21 | 33 | 17
84 | 13 | 21 | 33 | 17
85 | 13 | 21 | 34 | 17
86 | 13 | 22 | 34 | 17
87 | 13 | 22 | 35 | 17
88 | 13 | 22 | 35 | 18
89 | 13 | 22 | 36 | 18
90 | 14 | 22 | 36 | 18
91 | 14 | 23 | 36 | 18
92 | 14 | 23 | 37 | 18
93 | 14 | 23 | 37 | 19
94 | 14 | 24 | 37 | 19
95 | 14 | 24 | 38 | 19
96 | 14 | 24 | 39 | 19
97 | 15 | 24 | 39 | 19
98 | 15 | 25 | 39 | 19
99 | 15 | 25 | 40 | 19
100 | 15 | 25 | 40 | 20
101 | 15 | 25 | 41 | 20
102 | 15 | 26 | 41 | 20
103 | 15 | 26 | 41 | 21
104 | 16 | 26 | 41 | 21
105 | 16 | 26 | 42 | 21
106 | 16 | 27 | 42 | 21
107 | 16 | 27 | 43 | 21
108 | 16 | 27 | 43 | 22
109 | 16 | 27 | 44 | 22
110 | 17 | 27 | 44 | 22
111 | 17 | 28 | 44 | 22
112 | 17 | 28 | 45 | 22
113 | 17 | 28 | 45 | 23
114 | 17 | 29 | 45 | 23
115 | 17 | 29 | 46 | 23
116 | 17 | 29 | 47 | 23
117 | 18 | 29 | 47 | 23
118 | 18 | 30 | 47 | 23
119 | 18 | 30 | 48 | 23
120 | 18 | 30 | 48 | 24
121 | 18 | 30 | 49 | 24
122 | 18 | 31 | 49 | 24
123 | 18 | 31 | 49 | 25
124 | 19 | 31 | 49 | 25
125 | 19 | 31 | 50 | 25
126 | 19 | 32 | 50 | 25
127 | 19 | 32 | 51 | 25
128 | 19 | 32 | 51 | 26
129 | 19 | 32 | 52 | 26
130 | 20 | 32 | 52 | 26
131 | 20 | 33 | 52 | 26
132 | 20 | 33 | 53 | 26
133 | 20 | 33 | 53 | 27
134 | 20 | 34 | 53 | 27
135 | 20 | 34 | 54 | 27
136 | 20 | 34 | 55 | 27
137 | 21 | 34 | 55 | 27
138 | 21 | 35 | 55 | 27
139 | 21 | 35 | 56 | 27
140 | 21 | 35 | 56 | 28
141 | 21 | 35 | 57 | 28
142 | 21 | 36 | 57 | 28
143 | 21 | 36 | 57 | 29
144 | 22 | 36 | 57 | 29
145 | 22 | 36 | 58 | 29
146 | 22 | 37 | 58 | 29
147 | 22 | 37 | 59 | 29
148 | 22 | 37 | 59 | 30
149 | 22 | 37 | 60 | 30
150 | 23 | 37 | 60 | 30
151 | 23 | 38 | 60 | 30
152 | 23 | 38 | 61 | 30
153 | 23 | 38 | 61 | 31
154 | 23 | 39 | 61 | 31
155 | 23 | 39 | 62 | 31
156 | 23 | 39 | 63 | 31
157 | 24 | 39 | 63 | 31
158 | 24 | 40 | 63 | 31
159 | 24 | 40 | 64 | 31
160 | 24 | 40 | 64 | 32
161 | 24 | 40 | 65 | 32
162 | 24 | 41 | 65 | 32
163 | 24 | 41 | 65 | 33
164 | 25 | 41 | 65 | 33
165 | 25 | 41 | 66 | 33
166 | 25 | 42 | 66 | 33
167 | 25 | 42 | 67 | 33
168 | 25 | 42 | 67 | 34
169 | 25 | 42 | 68 | 34
170 | 26 | 42 | 68 | 34
171 | 26 | 43 | 68 | 34
172 | 26 | 43 | 69 | 34
173 | 26 | 43 | 69 | 35
174 | 26 | 44 | 69 | 35
175 | 26 | 44 | 70 | 35
176 | 26 | 44 | 71 | 35
177 | 27 | 44 | 71 | 35
178 | 27 | 45 | 71 | 35
179 | 27 | 45 | 72 | 35
180 | 27 | 45 | 72 | 36
181 | 27 | 45 | 73 | 36
182 | 27 | 46 | 73 | 36
183 | 27 | 46 | 73 | 37
184 | 28 | 46 | 73 | 37
185 | 28 | 46 | 74 | 37
186 | 28 | 47 | 74 | 37
187 | 28 | 47 | 75 | 37
188 | 28 | 47 | 75 | 38
189 | 28 | 47 | 76 | 38
190 | 29 | 47 | 76 | 38
191 | 29 | 48 | 76 | 38
192 | 29 | 48 | 77 | 38
193 | 29 | 48 | 77 | 39
194 | 29 | 49 | 77 | 39
195 | 29 | 49 | 78 | 39
196 | 29 | 49 | 79 | 39
197 | 30 | 49 | 79 | 39
198 | 30 | 50 | 79 | 39
199 | 30 | 50 | 80 | 39
200 | 30 | 50 | 80 | 40
201 | 30 | 50 | 81 | 40
202 | 30 | 51 | 81 | 40
203 | 30 | 51 | 81 | 41
204 | 31 | 51 | 81 | 41
205 | 31 | 51 | 82 | 41
206 | 31 | 52 | 82 | 41
207 | 31 | 52 | 83 | 41
208 | 31 | 52 | 83 | 42
209 | 31 | 52 | 84 | 42
210 | 32 | 52 | 84 | 42
211 | 32 | 53 | 84 | 42
212 | 32 | 53 | 85 | 42
213 | 32 | 53 | 85 | 43
214 | 32 | 54 | 85 | 43
215 | 32 | 54 | 86 | 43
216 | 32 | 54 | 87 | 43
217 | 33 | 54 | 87 | 43
218 | 33 | 55 | 87 | 43
219 | 33 | 55 | 88 | 43
220 | 33 | 55 | 88 | 44
221 | 33 | 55 | 89 | 44
222 | 33 | 56 | 89 | 44
| 223 | 33 | 56 | 89 | 45
224 | 34 | 56 | 89 | 45
225 | 34 | 56 | 90 | 45
226 | 34 | 57 | 90 | 45
227 | 34 | 57 | 91 | 45
228 | 34 | 57 | 91 | 46
229 | 34 | 57 | 92 | 46
230 | 35 | 57 | 92 | 46
231 | 35 | 58 | 92 | 46
232 | 35 | 58 | 93 | 46
233 | 35 | 58 | 93 | 47
234 | 35 | 59 | 93 | 47
235 | 35 | 59 | 94 | 47
236 | 35 | 59 | 95 | 47
237 | 36 | 59 | 95 | 47
238 | 36 | 60 | 95 | 47
239 | 36 | 60 | 96 | 47
240 | 36 | 60 | 96 | 48
241 | 36 | 60 | 97 | 48
242 | 36 | 61 | 97 | 48
243 | 36 | 61 | 97 | 49
244 | 37 | 61 | 97 | 49
245 | 37 | 61 | 98 | 49
246 | 37 | 62 | 98 | 49
247 | 37 | 62 | 99 | 49
248 | 37 | 62 | 99 | 50
249 | 37 | 62 | 100 | 50
250 | 38 | 62 | 100 | 50
251 | 38 | 63 | 100 | 50
252 | 38 | 63 | 101 | 50
253 | 38 | 63 | 101 | 51
254 | 38 | 64 | 101 | 51
255 | 38 | 64 | 102 | 51
256 | 38 | 64 | 103 | 51
257 | 39 | 64 | 103 | 51
258 | 39 | 65 | 103 | 51
259 | 39 | 65 | 104 | 51
260 | 39 | 65 | 104 | 52
261 | 39 | 65 | 105 | 52
262 | 39 | 66 | 105 | 52
263 | 39 | 66 | 105 | 53
264 | 40 | 66 | 105 | 53
265 | 40 | 66 | 106 | 53
For M&IE rates greater than $265, allocate 15%, 25%, and 40% of the total to breakfast, lunch, and dinner, respectively. The remainder is the incidental expense allowance.
[FTR Amdt. 10, 55 FR 41535, Oct. 12, 1990, as amended by FTR Amdt. 2007-05, 72 FR 61540, Oct. 31, 2007]
Ch. 301, App. C

Appendix C to Chapter 301—Standard Data Elements for Federal Travel [Traveler Identification]
Group name | Data elements | Description
Travel Authorization | Authorization Number | Assigned by the appropriate office.
Employee Name | First Name, Middle Initial, Last Name | Agency guidelines may specify the order, e.g., last name first.
Employee Identification | Employee Number | Must use a number, e.g., SSN, vendor number, or other number that identifies the employee.
Travel Purpose Identifier | Employee Emergency | Travel related to an unexpected occurrence/event or injury/illness that affects the employee personally and/or directly that requires immediate action/attention. Examples: Traveler is incapacitated by illness or injury, death or serious illness of a family member (as defined in § 300-3.1 or § 301-30.2), or catastrophic occurrence or impending disaster that directly affects the employee's home. Emergency travel also includes travel for medical care while employee is TDY away from the official station (part 301-30), death of an employee/immediate family member when performing official duties away from the official station or home of record (part 303-70), medical attendant transportation (part 301-30), assistance travel for an employee with special needs (part 301-13), as well as travel for threatened law enforcement/investigative employees (part 301-31).
| Mission (Operational) | Travel to a particular site in order to perform operational or managerial activities. Travel to attend a meeting to discuss general agency operations, review status reports, or discuss topics of general interest. Examples: Employee's day-to-day operational or managerial activities, as defined by the agency, to include, but not be limited to: hearings, site visit, information meeting, inspections, audits, investigations, and examinations.
| Special Agency Mission | Travel to carry out a special agency mission and/or perform a task outside the agency's normal course of day-to-day business activities that is unique or distinctive. These special missions are defined by the head of agency and are normally not programmed in the agency annual funding authorization. Examples: These agency-defined special missions may include details, security missions, and agency emergency response/recovery such as civil, natural disasters, evacuation, catastrophic events, technical assistance, evaluations or assessments.
| | Conference—Other Than Training | Travel performed in connection with a prearranged meeting, retreat, convention, seminar, or symposium for consultation or exchange of information or discussion. Agencies have to distinguish between conference and training attendance and use the appropriate identifier (see Training below). Examples: To participate in a planned program as a speaker/panelist or other form of presentation, host, planner, or others designated to oversee the conference or attendance with no formal role, or as an exhibitor.
| Training | Travel in conjunction with educational activities to become proficient or qualified in one or more areas of responsibility. 5 USC 4101(4) states that “ `training' means the process of providing for and making available to an employee, and placing or enrolling the employee in a planned, prepared, and coordinated program, course, curriculum, subject, system, or routine of instruction or education, in scientific, professional, technical, mechanical, trade, clerical, fiscal, administrative, or other fields which will improve individual and organizational performance and assist in achieving the agency's mission and performance goals.” The term “conference” may also apply to training activities that are considered to be conferences under 5 CFR 410.404, which states that “agencies may sponsor an employee's attendance at a conference as a developmental assignment under section 4110 of title 5, United States Code, when: (a) The announced purpose of the conference is educational or instructional; (b) More than half of the time is scheduled for a planned, organized exchange of information between presenters and audience which meets the definition of training in section 4101 of title 5, United States Code; (c) The content of the conference is germane to improving individual and/or organizational performance, and (d) Development benefits will be derived through the employee's attendance.” Agencies have to distinguish between conference and training attendance and use the appropriate identifier (see Conference—Other Than Training above). Examples: Job required training, Internships, Intergovernmental Personnel Act, and forums.
| Relocation | Travel performed in connection with a transfer from one official station to another for employees/immediate family members, as applicable. Examples: Permanent change of station (PCS) moves for domestic and international transferees/new appointees, tour renewal, temporary change of station (TCS), and last move home.
Travel Period | Start Date, End Date | Month, Day, Year according to agency guidelines.
Travel Type | CONUS/Domestic | Travel within continental United States.
| OCONUS/Domestic | Travel outside the continental United States.
| Foreign | Travel to other countries.
Leave Indicator | Annual, Sick, Other | Identifies leave type as the reason for an interruption of per diem entitlement.
Official Station | City, State, Zip | The location where the employee regularly performs his or her duties or an invitational traveler's home or regular place of business. If the employee's work involves recurring travel or varies on a recurring basis, the location where the work activities of the employee's position of record are based is considered the employee's official station.
Residence | State, Zip, City | The geographical location where employee resides, if different from official station.
Payment Method | EFT | Direct deposit via electronic funds transfer.
| Treasury Check | Payment made by Treasury check.
| Imprest Fund | Payment made by Imprest Fund.
Mailing Address | Street Address, City, State, Zip | The location designated by the traveler based on agency guidelines.
Commercial Transportation Information
Group name | Data elements | Description
Transportation Payment | | Method employee used to purchase transportation tickets
Method Indicator | GTR | U.S. Government Transportation Request
| Central Billing Account | A contractor centrally billed account
| | Government Charge Card | In accordance with and as provided by agency guidelines
| Cash |
Transportation Payment Identification Number | Payment ID Number | A number that identifies the payment for the transportation tickets, according to agency guidelines, e.g., GTR number, Govt. contractor-issued charge card number
Transportation Method Indicator | Air (other than coach-class) | Common carrier used as transportation to TDY location
| Air (coach-class) |
| Non-contract Air, Train, Other |
Transportation in Performance of TDY or While at the TDY Location | POV, Car rental, Taxi, Other | Identifies transportation used while in the performance of TDY or while at the TDY location
Travel Expense Information
Group name | Data elements | Description
Per Diem | Total Number of Days | The number of days traveler claims to be on per diem status, for each official travel location
| Total Amount Claimed | The amount of money traveler claims as per diem expense
| Lodging, Meals & Incidentals |
Travel Advance | Advance Outstanding | The amount of travel advance outstanding, when the employee files the travel claim
| Remaining Balance | The amount of the travel advance that remains outstanding
Subsistence | Actual Days | Total number of days the employee charged actual subsistence expenses
| | The number of days must be expressed as a whole number
| Total Actual Amount | Total amount of actual subsistence expenses claimed as authorized. Actual subsistence rate, per day, may not exceed the maximum subsistence expense rate established for official travel by the Federal Travel Regulation
Transportation Method Cost | Air (other than coach-class) | The amount of money the transportation actually cost the traveler, entered according to method of transportation
| Air (coach-class) |
| Non-contract Air, Train |
| Other | Bus or other form of transportation
Transportation in Performance of TDY or While at the TDY Location | POV mileage | Total number of miles driven in POV
| POV mileage expense | Total amount claimed as authorized based on mileage rate. Different mileage rates apply based on type and use of the POV
| Car rental, Taxis, Other |
Constructive cost | Constructive cost | The difference between the amount authorized to spend versus the amount claimed
Reclaim | Reclaim amount | An amount of money previously denied as reimbursement for which additional justification is now provided
Total Claim | Total claim | The sum of the amount of money claimed for per diem, actual subsistence, mileage, transportation method cost, and other expenses
Standard Data Elements for Federal Travel
[Accounting & Certification]
Group name | Data elements | Description
Accounting Classification | Accounting Code | Agency accounting code.
Non-Federal Source Indicator | Per Diem, Subsistence, Transportation | Indicates the type of travel expense(s) paid, in part or totally, by a non-Federal source.
Non-Federal Source Payment Method | Check, EFT, Payment “in-kind” | Total payment provided by non-Federal source according to method of payment.
| Signature/Date Fields | Claimant Signature | Traveler's signature, or digital representation. The signature signifies the traveler read the “fraudulent claim/responsibility” statement.
| Date | Date traveler signed “fraudulent claim/responsibility” statement.
| Claimant Signature | Traveler's signature, or digital representation. The signature signifies the traveler read the “Privacy Act” statement.
| Date | Date traveler signed “Privacy Act” statement.
| Approving Officer Signature | Approving Officer's signature, or digital 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 Officer Signature | Certifying Officer's signature, or digital 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; FTR Amdt. 2009-05, 74 FR 35808, July 21, 2009; FTR Amdt. 2009-06, 74 FR 55150, Oct. 27, 2009; FTR Amdt. 2010-02, 75 FR 24436, May 5, 2010; FTR Amdt. 2010-07, 75 FR 72967, Nov. 29, 2010]
Ch. 301, App. D

Appendix D to Chapter 301—Glossary of Acronyms
ATM: Automated Teller Machine
CAS: Commercial Aviation Service(s)
CDW: Collision Damage Waiver
CFR: Code of Federal Regulations
CMTR: Combined Marginal Tax Rate
CONUS: Continental United States
CSRS: Civil Service Retirement System
CTO: Commercial Ticket Office
DOD: Department of Defense
DOJ: Department of Justice
DSSR: Department of State Standardized Regulations
DTMO: Defense Travel Management Office
EFT: Electronic Funds Transfer
ETS: E-Gov Travel Service(s)
FAA: Federal Aviation Administration
FAM: Foreign Affairs Manual
FECA: Federal Employees' Compensation Act
Fedrooms: Enhanced Federal Premier Lodging Program (formally known as FPLP)
FEMA: Federal Emergency Management Agency
FERS: Federal Employees Retirement System
FHA: Federal Housing Administration
FICA: Federal Insurance Contribution Act
FOB: Free On Board
FTR: Federal Travel Regulation
FTS: Federal Telecommunications System
GAO: General Accounting Office
GBL: Government Bill of Lading
GOCO: Government Owned Contractor Operated
GPO: Government Printing Office
GSA: General Services Administration
GTR: Government Transportation Request
HHG: Household Goods
ID: Identification
IDL: International Date Line
IRC: Internal Revenue Code
IRS: Internal Revenue Service
ISSA: Inter-service Support Agreement(s)
ITRA: Income Tax Reimbursement Allowance
JFTR: Joint Federal Travel Regulations
JTR: Joint Travel Regulation
MARS: Military Affiliate Radio System
M&IE: Meals and Incidental Expenses
M&O: Management and Operating
MOU: Memorandum of Understanding
MTR: Marginal Tax Rate
NARA: National Archives and Records Administration
NIST: National Institute of Standards and Technology
NTE: Not to Exceed
OBE: Online Self-service Booking Tool
OCONUS: Outside the Continental United States
OGE: Office of Government Ethics
OMB: Office of Management and Budget
PBP&E: Professional Books, Papers, and Equipment
PCS: Permanent Change of Station
PDS: Permanent Duty Station
PIN: Personal Identification Number
PMO: E-Gov Travel Program Management Office
POV: Privately Owned Vehicle
PTA: Prepaid Ticket Advice
PDTATAC: Per Diem, Travel and Transportation Allowance Committee
Q&A: Question and Answer
RIT: Relocation Income Tax
SES: Senior Executive Service
SIT: Storage in Transit
SSN: Social Security Number
TCS: Temporary Change of Station
TDY: Temporary Duty
TMC: Travel Management Center
TMS: Travel Management Service
TQSE: Temporary Quarters Subsistence Expenses
U.S.: United States
U.S.C.: United States Code
VA: Department of Veterans Affairs
WAE: When Actually Employed
WTA: Withholding Tax Allowance
[FTR Amdt. 70, 63 FR 15983, Apr. 1, 1998; 63 FR 35538, 35539, June 30, 1998, as amended by FTR Amdt. 2007-05, 72 FR 61540, Oct. 31, 2007; FTR Amdt. 2010-05, 75 FR 63104, Oct. 14, 2010]
Ch. 301, App. E

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.
• 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?
• Would it be more economical to bring audio-visual equipment?
• Does the facility want meeting schedules and room layouts in writing in advance of the conference?
• If necessary, can the rooms be entered the evening before for an early setup?
• Will the facility arrange for room setup if given a layout?
• What set-up costs are included?
• What are departure rules?
(e) Exhibits:
• If exhibits are planned, is suitable exhibit space available?
• Are easels available at no cost?
• What are the put-up and takedown times?
• What costs are involved?
• What about pre-delivery and after-conference arrangements?
• If exhibits are shipped, know where and to whom they are to be sent.
• If you are bringing large exhibits, determine location of loading dock, appropriate entrances and elevators.
• Are there additional handling fees?
• Check hotel policy on posting, size and appearance of signs.

Food and Drink

Meals
• You can not generally use appropriated funds to pay for meals for employees at their official stations.
• Employees on TDY travel may be served meals but cannot be reimbursed for those provided at Government expense.
• You should clarify in advance the appropriate per diem reduction(s) of meal(s) allowance(s) for TDY travel.
• You may pay, or reimburse an employee for meals as necessary expenses incident to an authorized training program (under the Government Employees Training Act (GETA) at 5 U.S.C. 4104(4)), if a determination has been made that essential training will be conducted during the meal.
• Work closely with the hotel to plan quality menus that fit within authorized per diem rates.
• Clarify and agree in advance to the number of meal guarantees.
• Ensure that gratuities and service charges are added to the cost of each meal, and determine the method of billing to be used (e.g., signed guarantee, collected meal tickets, or actual quantities consumed).
• Confirm menus.

Breaks and Refreshments
Breaks should last no longer than 30 minutes and take place between meeting sessions. The following should also be considered when planning for refreshments:
• Keep in mind that everyone does not drink coffee or tea.
• You should clarify and agree in advance that coffee and pastries, if appropriate, are purchased by the gallon and dozen.
• Try to avoid a per person charge.
• Negotiate the cost into the contract.
• Be conservative in your estimates. There are seldom 100 percent of the conference participants attending any one function.
• If coffee, soft drinks, and water are not included in the fee, are they available “at cost” to the attendee?

Account Reconciliation
It is important to request that the hotel bill be prepared in a logical and chronological sequence, and that backup data accompany the bill. Generally, the hotel will complete its accounting of the conference within two weeks of the conclusion.

Notification

Announcement and/or Invitations
Announcement of the planned conference should be made as early as possible, even one year in advance; invitation letters, 8 weeks in advance. They should include, but are not limited to:
• Point of contact name and telephone number.
• Registration form, card, or Internet address (include space for identifying handicapped requirements).
• Registration instructions.
• Registration deadline date.
• Detailed area map and driving instructions.
• Information on traffic patterns to avoid rush hour delays.
• Promotional brochures from the facility.
• Layout of facility including telephone numbers.
• Breakdown of costs showing any difference from travel versus training object classes, particularly meal costs, so that proper reimbursement can be made.
• Agenda with a list of speakers and topics.
• Activity schedule for spouses, domestic partners, and guests (all charges or costs attributed to spouses, domestic partners or guests must be borne by the individual attendee (not reimbursable by the Government)).
• Provide a sample travel voucher.
• 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.
• 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.
• Summary to acknowledge the accomplishments, and to convey the information discussed to a wider audience, may be an excellent promotional tool.

Note to Appendix E:
Use of pronouns “we”, “you”, and their variants throughout this appendix refers to the agency.
[FTR Amdt. 89, 65 FR 1329, Jan. 10, 2000, as amended by FTR Amdt. 2010-06, 75 FR 67631, Nov. 3, 2010; FTR Amdt. 2010-07, 75 FR 72968, Nov. 29, 2010]