[Title 41 CFR ]
[Code of Federal Regulations (annual edition) - July 1, 2012 Edition]
[From the U.S. Government Printing Office]
[[Page i]]
Title 41
Public Contracts and Property Management
________________________
Chapter 201 to End
Revised as of July 1, 2012
Containing a codification of documents of general
applicability and future effect
As of July 1, 2012
Published by the Office of the Federal Register
National Archives and Records Administration as a
Special Edition of the Federal Register
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U.S. GOVERNMENT OFFICIAL EDITION NOTICE
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Table of Contents
Page
Explanation................................................. v
Title 41:
SUBTITLE E--Federal Information Resources Management
Regulations System
Chapter 201 [Reserved]
SUBTITLE F--Federal Travel Regulation System
Chapter 300--General 7
Chapter 301--Temporary Duty (TDY) Travel Allowances 23
Chapter 302--Relocation Allowances 125
Chapter 303--Payment of Expenses Connected With the
Death of Certain Employees 241
Chapter 304--Payment of Travel Expenses From a Non-
Federal Source 249
Finding Aids:
Table of CFR Titles and Chapters........................ 267
Alphabetical List of Agencies Appearing in the CFR...... 287
List of CFR Sections Affected........................... 297
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----------------------------
Cite this Code: CFR
To cite the regulations in
this volume use title,
part and section number.
Thus, 41 CFR 300-1.1
refers to title 41, part
300-1, section 1.
----------------------------
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EXPLANATION
The Code of Federal Regulations is a codification of the general and
permanent rules published in the Federal Register by the Executive
departments and agencies of the Federal Government. The Code is divided
into 50 titles which represent broad areas subject to Federal
regulation. Each title is divided into chapters which usually bear the
name of the issuing agency. Each chapter is further subdivided into
parts covering specific regulatory areas.
Each volume of the Code is revised at least once each calendar year
and issued on a quarterly basis approximately as follows:
Title 1 through Title 16.................................as of January 1
Title 17 through Title 27..................................as of April 1
Title 28 through Title 41...................................as of July 1
Title 42 through Title 50................................as of October 1
The appropriate revision date is printed on the cover of each
volume.
LEGAL STATUS
The contents of the Federal Register are required to be judicially
noticed (44 U.S.C. 1507). The Code of Federal Regulations is prima facie
evidence of the text of the original documents (44 U.S.C. 1510).
HOW TO USE THE CODE OF FEDERAL REGULATIONS
The Code of Federal Regulations is kept up to date by the individual
issues of the Federal Register. These two publications must be used
together to determine the latest version of any given rule.
To determine whether a Code volume has been amended since its
revision date (in this case, July 1, 2012), consult the ``List of CFR
Sections Affected (LSA),'' which is issued monthly, and the ``Cumulative
List of Parts Affected,'' which appears in the Reader Aids section of
the daily Federal Register. These two lists will identify the Federal
Register page number of the latest amendment of any given rule.
EFFECTIVE AND EXPIRATION DATES
Each volume of the Code contains amendments published in the Federal
Register since the last revision of that volume of the Code. Source
citations for the regulations are referred to by volume number and page
number of the Federal Register and date of publication. Publication
dates and effective dates are usually not the same and care must be
exercised by the user in determining the actual effective date. In
instances where the effective date is beyond the cut-off date for the
Code a note has been inserted to reflect the future effective date. In
those instances where a regulation published in the Federal Register
states a date certain for expiration, an appropriate note will be
inserted following the text.
OMB CONTROL NUMBERS
The Paperwork Reduction Act of 1980 (Pub. L. 96-511) requires
Federal agencies to display an OMB control number with their information
collection request.
[[Page vi]]
Many agencies have begun publishing numerous OMB control numbers as
amendments to existing regulations in the CFR. These OMB numbers are
placed as close as possible to the applicable recordkeeping or reporting
requirements.
OBSOLETE PROVISIONS
Provisions that become obsolete before the revision date stated on
the cover of each volume are not carried. Code users may find the text
of provisions in effect on a given date in the past by using the
appropriate numerical list of sections affected. For the period before
January 1, 2001, consult either the List of CFR Sections Affected, 1949-
1963, 1964-1972, 1973-1985, or 1986-2000, published in eleven separate
volumes. For the period beginning January 1, 2001, a ``List of CFR
Sections Affected'' is published at the end of each CFR volume.
``[RESERVED]'' TERMINOLOGY
The term ``[Reserved]'' is used as a place holder within the Code of
Federal Regulations. An agency may add regulatory information at a
``[Reserved]'' location at any time. Occasionally ``[Reserved]'' is used
editorially to indicate that a portion of the CFR was left vacant and
not accidentally dropped due to a printing or computer error.
INCORPORATION BY REFERENCE
What is incorporation by reference? Incorporation by reference was
established by statute and allows Federal agencies to meet the
requirement to publish regulations in the Federal Register by referring
to materials already published elsewhere. For an incorporation to be
valid, the Director of the Federal Register must approve it. The legal
effect of incorporation by reference is that the material is treated as
if it were published in full in the Federal Register (5 U.S.C. 552(a)).
This material, like any other properly issued regulation, has the force
of law.
What is a proper incorporation by reference? The Director of the
Federal Register will approve an incorporation by reference only when
the requirements of 1 CFR part 51 are met. Some of the elements on which
approval is based are:
(a) The incorporation will substantially reduce the volume of
material published in the Federal Register.
(b) The matter incorporated is in fact available to the extent
necessary to afford fairness and uniformity in the administrative
process.
(c) The incorporating document is drafted and submitted for
publication in accordance with 1 CFR part 51.
What if the material incorporated by reference cannot be found? If
you have any problem locating or obtaining a copy of material listed as
an approved incorporation by reference, please contact the agency that
issued the regulation containing that incorporation. If, after
contacting the agency, you find the material is not available, please
notify the Director of the Federal Register, National Archives and
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or call 202-741-6010.
CFR INDEXES AND TABULAR GUIDES
A subject index to the Code of Federal Regulations is contained in a
separate volume, revised annually as of January 1, entitled CFR Index
and Finding Aids. This volume contains the Parallel Table of Authorities
and Rules. A list of CFR titles, chapters, subchapters, and parts and an
alphabetical list of agencies publishing in the CFR are also included in
this volume.
An index to the text of ``Title 3--The President'' is carried within
that volume.
[[Page vii]]
The Federal Register Index is issued monthly in cumulative form.
This index is based on a consolidation of the ``Contents'' entries in
the daily Federal Register.
A List of CFR Sections Affected (LSA) is published monthly, keyed to
the revision dates of the 50 CFR titles.
REPUBLICATION OF MATERIAL
There are no restrictions on the republication of material appearing
in the Code of Federal Regulations.
INQUIRIES
For a legal interpretation or explanation of any regulation in this
volume, contact the issuing agency. The issuing agency's name appears at
the top of odd-numbered pages.
For inquiries concerning CFR reference assistance, call 202-741-6000
or write to the Director, Office of the Federal Register, National
Archives and Records Administration, 8601 Adelphi Road, College Park, MD
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register.
Charles A. Barth,
Director,
Office of the Federal Register.
July 1, 2012.
[[Page ix]]
THIS TITLE
Title 41--Public Contracts and Property Management consists of
Subtitle A--Federal Procurement Regulations System [Note]; Subtitle B--
Other Provisions Relating to Public Contracts; Subtitle C--Federal
Property Management Regulations System; Subtitle D is reserved for other
provisions relating to property management, Subtitle E--Federal
Information Resources Management Regulations System and Subtitle F--
Federal Travel Regulation System.
As of July 1, 1985, the text of subtitle A is no longer published in
the Code of Federal Regulations. For an explanation of the status of
subtitle A, see 41 CFR chapters 1-100 (page 3).
Other government-wide procurement regulations relating to public
contracts appear in chapters 50 through 100, subtitle B.
The Federal property management regulations in chapter 101 of
subtitle C are government-wide property management regulations issued by
the General Services Administration. In the remaining chapters of
subtitle C are the implementing and supplementing property management
regulations issued by individual Government agencies. Those regulations
which implement chapter 101 are numerically keyed to it.
The Federal Travel Regulation System in chapters 300-304 of subtitle
F is issued by the General Services Administration.
Title 41 is composed of four volumes. The chapters in these volumes
are arranged as follows: Chapters 1-100, chapter 101, chapters 102-200,
and chapter 201 to end. These volumes represent all current regulations
codified under this title of the CFR as of July 1, 2012.
For this volume, Cheryl E. Sirofchuck was Chief Editor. The Code of
Federal Regulations publication program is under the direction of
Michael L. White, assisted by Ann Worley.
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TITLE 41--PUBLIC CONTRACTS AND PROPERTY MANAGEMENT
(This book contains chapter 201 to End)
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SUBTITLE E--Federal Information Resources Management Regulations System
Part
chapter 201 [Reserved]
SUBTITLE F--Federal Travel Regulation System
chapter 300--General........................................ 300-1
chapter 301--Temporary Duty (TDY) Travel Allowances......... 301-1
chapter 302--Relocation Allowances.......................... 302-1
chapter 303--Payment of Expenses Connected With the Death of
Certain Employees......................................... 303-1
chapter 304--Payment of Travel Expenses From a Non-Federal
Source.................................................... 304-1
[[Page 3]]
Subtitle E--Federal Information Resources Management Regulations System
CHAPTER 201 [RESERVED]
[[Page 5]]
Subtitle F--Federal Travel Regulation System
[[Page 7]]
CHAPTER 300--GENERAL
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SUBCHAPTER A--INTRODUCTION
Part Page
300-1 The Federal Travel Regulation (FTR)......... 9
300-2 How to use the FTR.......................... 9
300-3 Glossary of terms........................... 10
SUBCHAPTER B--AGENCY REQUIREMENTS
300-70 Agency reporting requirements............... 19
300-80 Relocation expenses test programs........... 20
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SUBCHAPTER A_INTRODUCTION
PART 300 1_THE FEDERAL TRAVEL REGULATION (FTR)--Table of Contents
Sec.
300-1.1 What is the FTR?
300-1.2 What is the purpose of the FTR?
Authority: 5 U.S.C. 5707; 5 U.S.C. 5738; 5 U.S.C. 5741-5742; 20
U.S.C. 905(a); 31 U.S.C. 1353; 40 U.S.C. 121(c); 49 U.S.C. 40118; E.O.
11609, 3 CFR, 1971-1975 Comp., p. 586.
Source: FTR Amdt. 70, 63 FR 15951, Apr. 1, 1998, unless otherwise
noted.
Sec. 300-1.1 What is the FTR?
The FTR is the regulation contained in 41 Code of Federal
Regulations (CFR), Chapters 300 through 304, which implements statutory
requirements and Executive branch policies for travel by Federal
civilian employees and others authorized to travel at Government
expense.
Sec. 300-1.2 What is the purpose of the FTR?
There are two principal purposes:
(a) To interpret statutory and other policy requirements in a manner
that balances the need to assure that official travel is conducted in a
responsible manner with the need to minimize administrative costs;
(b) To communicate the resulting policies in a clear manner to
Federal agencies and employees.
PART 300 2_HOW TO USE THE FTR--Table of Contents
Subpart A_General
Sec.
300-2.1 What formats exist in the FTR?
Subpart B_Question and Answer Format
300-2.20 What is the purpose of the question & answer format?
300-2.21 How is the rule expressed in the question & answer format?
300-2.22 Who is subject to the FTR?
300-2.23 How is the user addressed in the FTR?
Subpart C_Title and Narrative Format
300-2.70 How is the rule expressed in the title and narrative format?
Authority: 5 U.S.C. 5707; 5 U.S.C. 5738; 5 U.S.C. 5741-5742; 20
U.S.C. 905(a); 31 U.S.C. 1353; 40 U.S.C. 121(c); 49 U.S.C. 40118; E.O.
11609, 3 CFR, 1971-1975 Comp., p. 586.
Source: FTR Amdt. 70, 63 FR 15951, Apr. 1, 1998, unless otherwise
noted.
Subpart A_General
Sec. 300-2.1 What formats exist in the FTR?
The FTR is written in two formats--the question & answer format and
the title and narrative format.
Subpart B_Question & Answer Format
Sec. 300-2.20 What is the purpose of the question & answer format?
The Q&A format is an effective way to engage the reader and to break
the information into manageable pieces.
Sec. 300-2.21 How is the rule expressed in the question and answer format?
The rule is expressed in both the question and answer.
Sec. 300-2.22 Who is subject to the FTR?
Employees and agencies. Since the user may be an employee or an
agency, portions of the FTR have been separated into employee and agency
sections. However, while the employee provisions are addressed to the
employee, the rules expressed in those provisions apply to the agency as
well. The following lists the relevant employee and agency sections of
the FTR:
------------------------------------------------------------------------
The employee And the agency
For provisions provisions are
contained in contained in
------------------------------------------------------------------------
Chapter 301................... Subchapters A, B, Subchapter D.
and C.
Chapter 302................... Subchapters A, B, Subchapters A, B, C,
C, D, E, and F. D, E, and F.
Chapter 303................... N/A.............. Part 303-70.
Chapter 304................... Subchapter A..... Subchapters B and C.
------------------------------------------------------------------------
[FTR Amdt. 70, 63 FR 15951, Apr. 1, 1998, as amended by FTR Amdt. 76, 64
FR 2433, Jan. 14, 1999; FTR Amdt. 98, 66 FR 58195, Nov. 20, 2001; 67 FR
7219, Feb. 15, 2002; FTR Amdt. 2003-02, 68 FR 12604, Mar. 17, 2003]
[[Page 10]]
Sec. 300-2.23 How is the user addressed in the FTR?
The FTR asks questions in the first person, as the user would. It
then answers the questions in the second and third person. In the
employee sections, the employee is addressed in the singular, and in the
agency sections, the agency is addressed in the plural. The following
describes how employee and agency are addressed in both sections:
----------------------------------------------------------------------------------------------------------------
The employee is referred to And the agency is
When you are in the And you are looking at a using referred to using
----------------------------------------------------------------------------------------------------------------
Employee section............. Question................ I, me, or my................. Agency.
Answer.................. You or your.................. Agency.
Agency section............... Question................ Employee..................... We, us, or our.
Answer.................. Employee..................... You or your.
----------------------------------------------------------------------------------------------------------------
Subpart C_Title and Narrative Format
Sec. 300-2.70 How is the rule expressed in the title and narrative format?
The rule is in the narrative. The title serves only as a tool to
determine the subject of the rule.
PART 300 3_GLOSSARY OF TERMS--Table of Contents
Authority: 5 U.S.C. 5707; 40 U.S.C. 121(c); 49 U.S.C. 40118; 5
U.S.C. 5738; 5 U.S.C. 5741-5742; 20 U.S.C. 905(a); 31 U.S.C. 1353; E.O
11609, as amended, 3 CFR, 1971-1975 Comp., p. 586, Office of Management
and Budget Circular No. A-126, revised May 22, 1992.
Sec. 300-3.1 What do the following terms mean?
Accompanied baggage--Government property and personal property of
the traveler necessary for official travel.
Actual expense--Payment of authorized actual expenses incurred, up
to the limit prescribed by the Administrator of GSA or agency, as
appropriate. Entitlement to reimbursement is contingent upon entitlement
to per diem, and is subject to the same definitions and rules governing
per diem.
Agency--For purposes of chapter 302 agency means:
(1) An executive agency as defined in Title 5 U.S.C. 105 (an
executive department, an independent establishment, the Government
Accountability Office, or a wholly owned Government corporation as
defined in section 101 of the Government Corporation Control Act, as
amended (31 U.S.C. 9101), but excluding a Government controlled
corporation);
(2) A military department;
(3) A court of the United States;
(4) The Administrative Office of the United States Courts;
(5) The Federal Judicial Center;
(6) The Library of Congress;
(7) The United States Botanic Garden;
(8) The Government Printing Office; and
(9) The District of Columbia.
Aircraft management office--An agency component that has management
control of Federal aircraft used by the agency or of aircraft hired as
commercial aviation services (CAS).
Amended value sale--Type of home sale transaction that occurs when
the relocating employee receives a bona fide offer from a qualified
buyer before the employee has accepted an appraised value offer from the
relocation services company (RSC). The RSC amends its offer to match the
outside sale price. An amended value sale is different from an amended
from zero sale because an amended value sale occurs after an appraised
value offer while an amended from zero sale occurs before an appraised
value offer.
Appraised value sale--Type of home sale transaction that occurs when
the relocating employee accepts the offer from the RSC to buy the
employee's home based upon the average of a specific number of
appraisals conducted by designated certified appraisers.
Approved accommodation--Any place of public lodging that is listed
on the national master list of approved accommodations. The national
master list of all approved accommodations is compiled, periodically
updated, and published in the Federal Register by FEMA. Additionally,
the approved accommodation list is available on the
[[Page 11]]
U.S. Fire Administration's Internet site at http://www.usfa.fema.gov/
hotel/index.htm.
Automated-Teller-Machine (ATM) services--Government contractor-
provided ATM services that allow cash withdrawals from participating
ATMs to be charged to a Government contractor-issued charge card.
Buyer value option (BVO)--Type of home sale program with procedures
the same as the amended value program, except that the RSC does not
initially appraise the employee's home or make a guaranteed buy-out
offer. The buy-out offer from the contractor is based on a bona fide
offer received by the employee from a qualified buyer after marketing by
the employee. Once a bona fide offer is received by the employee, the
contractor offers to buy the home from the employee at a price based on
the outside sale price.
Commercial Aviation Services (CAS)--Commercial aviation services
(CAS) include, for the exclusive use of an executive agency--
(1) Leased aircraft;
(2) Chartered or rented aircraft;
(3) Commercial contracts for full aviation services (i.e., aircraft
plus related aviation services) or acquisition of full services through
inter-service support agreements (ISSA) with other agencies; or
(4) Related services (i.e., services but not aircraft) obtained by
commercial contract or ISSA, except those services acquired to support
Federal aircraft.
Common carrier--Private-sector supplier of air, rail or bus
transportation.
Commuted rate--A price rate used to calculate a set amount to be
paid to an employee for the transportation and temporary storage of his/
her household goods. It includes cost of line-haul transportation,
packing/unpacking, crating/uncrating, drayage incident to transportation
and other accessorial charges and costs of temporary storage within
applicable weight limit for storage including handling in/out charges
and necessary drayage.
Conference--A meeting, retreat, seminar, symposium or event that
involves attendee travel. The term ``conference'' also applies to
training activities that are considered to be conferences under 5 CFR
410.404.
Continental United States (CONUS)--The 48 contiguous States and the
District of Columbia.
Contract carriers--U.S. certificated air carriers which are under
contract with the government to furnish Federal employees and other
persons authorized to travel at Government expense with passenger
transportation service. This also includes GSA's scheduled airline
passenger service between selected U.S. cities/airports and between
selected U.S. and international cities/airports at reduced fares.
Crewmember--A person assigned to operate or assist in operating an
aircraft. Performs duties directly related to the operation of the
aircraft (e.g., as pilots, co-pilots, flight engineers, navigators) or
duties assisting in operation of the aircraft (e.g., as flight
directors, crew chiefs, electronics technicians, mechanics). If a
crewmember is onboard for the purpose of travel, (i.e., being
transported from point to point) he/she must be authorized to travel in
accordance with rules in 41 CFR 301-10.260 through 301-10.266 and 41 CFR
301-70.800 through 301-70.903.
Dependent--An immediate family member of the employee.
Domestic partner--An adult in a domestic partnership with an
employee of the same-sex.
Domestic partnership--A committed relationship between two adults of
the same sex, in which they--
(1) Are each other's sole domestic partner and intend to remain so
indefinitely;
(2) Maintain a common residence, and intend to continue to do so (or
would maintain a common residence but for an assignment abroad or other
employment-related, financial, or similar obstacle);
(3) Are at least 18 years of age and mentally competent to consent
to contract;
(4) Share responsibility for a significant measure of each other's
financial obligations;
(5) Are not married or joined in a civil union to anyone else;
(6) Are not a domestic partner of anyone else;
[[Page 12]]
(7) Are not related in a way that, if they were of opposite sex,
would prohibit legal marriage in the U.S. jurisdiction in which the
domestic partnership was formed;
(8) Are willing to certify, if required by the agency, that they
understand that willful falsification of any documentation required to
establish that an individual is in a domestic partnership may lead to
disciplinary action and the recovery of the cost of benefits received
related to such falsification, as well as constitute a criminal
violation under 18 U.S.C. 1001, and that the method for securing such
certification, if required, shall be determined by the agency; and
(9) Are willing promptly to disclose, if required by the agency, any
dissolution or material change in the status of the domestic
partnership.
Note to definition of ``Domestic partnership'': The definition of
``Domestic partnership'' requires that the partners ``share
responsibility for a significant measure of each other's financial
obligations.'' This criterion requires only that there be financial
interdependence between the partners and should not be interpreted to
exclude partnerships in which one partner stays at home while the other
is the primary breadwinner.
E-Gov Travel Service (ETS)--The Government-contracted, end-to-end
travel management service that automates and consolidates the Federal
travel process in a self-service Web-centric environment, covering all
aspects of official travel, including travel planning, authorization,
reservations, ticketing, expense reimbursement, and travel management
reporting. The eTS provides the services of a Federal travel management
program as specified in Sec. 301-73.1(a), (b), and (e) of this title.
Employee with a disability (also see Special Needs)--
(a) An employee who has a disability as defined in paragraph (b) of
this definition and is otherwise generally covered under the
Rehabilitation Act of 1973, as amended (29 U.S.C. 701-797b).
(b) ``Disability,'' with respect to an employee, means:
(1) Having a physical or mental impairment that substantially limits
one or more major life activities;
(2) Having a record of such an impairment;
(3) Being regarded as having such an impairment; but
(4) Does not include an individual who is currently engaging in the
illegal use of drugs, when the covered entity acts on the basis of such
use.
(c) ``Physical or mental impairment'' means:
(1) Any physiological disorder or condition, cosmetic disfigurement,
or anatomical loss affecting one or more of the following body systems:
neurological, musculoskeletal, special sense organ, respiratory
(including speech organs), cardiovascular, reproductive, digestive,
genitourinary, hemic and lymphatic, skin, and endocrine; or
(2) Any mental or psychological disorder (e.g., mental retardation,
organic brain syndrome, emotional or mental illness and specific
learning disabilities).
(3) The term ``physical or mental impairment'' includes, but is not
limited to, such diseases and conditions as cerebral palsy, epilepsy,
muscular dystrophy, multiple sclerosis, cancer, heart disease, diabetes,
mental retardation, emotional illness, and orthopedic, visual, speech
and hearing impairments.
(d) ``Major life activities'' means functions such as caring for
oneself, performing manual tasks, walking, seeing, hearing, speaking,
breathing, learning and working.
(e) ``Has a record of such an impairment'' means the employee has a
history of, or has been classified as having, a mental or physical
impairment that substantially limits one or more major life activities.
(f) ``Is regarded as having such an impairment'' means the employee
has:
(1) A physical or mental impairment that does not substantially
limit major life activities but the impairment is treated by the agency
as constituting such a limitation;
(2) A physical or mental impairment that substantially limits major
life activities as a result of the attitudes of others toward such an
impairment; or
(3) None of the impairments defined under ``physical or mental
impairment'', but is treated by the employing agency as having a
substantially limiting impairment.
[[Page 13]]
Executive agency--An entity of the executive branch that is an
``executive agency'' as defined in section 105 of title 5 U.S.C.
Extended storage--Storage of household goods while an employee is
assigned to an official station or post of duty to which he/she is not
authorized to take or unable to use the household goods or is authorized
in the public interest. Also referred to as nontemporary storage.
Family (see Immediate family)
Federal traveler--For the purposes of 41 CFR 301-10.260-266 and 301-
70.800-910, a person who travels on a Government aircraft and who is
either--
(1) A civilian employee in the Government service;
(2) A member of the uniformed or foreign services of the United
States Government; or
(3) A contractor working under a contract with an executive agency.
Foreign air carrier--An air carrier who is not holding a certificate
issued by the United States under 49 U.S.C. 41102.
Foreign area (see also non-foreign area)--Any area, including the
Trust Territories of the Pacific Islands, situated both outside CONUS
and the non-foreign areas.
Full coach fare--The price of a coach fare available to the general
public on a scheduled air carrier between the day that the travel was
planned and the day the travel occurred.
Furnished meal--A meal provided to an employee, either directly from
the Government or as a result of the Government paying a registration
fee or other cost which allows the employee to attend a conference or
other event. If the Government has already paid for a meal, the employee
must deduct the allocated amount when filing their travel voucher.
Government aircraft--An aircraft that is operated for the exclusive
use of an executive agency and is a--
(a) Federal aircraft, which an executive agency owns (i.e., holds
title to) or borrows for any length of time under a bailment or
equivalent loan agreement. See 41 CFR 102-33.20 for definition of all
terms related to Federal aircraft, or
(b) Commercial aircraft hired as commercial aviation services (CAS),
which an executive agency--
(1) Leases or lease-purchases with the intent to take title,
(2) Charters or rents, or
(3) Hires as part of a full-service contract or inter-service
support agreement (ISSA).
Government contractor-issued individually billed charge card--A
Government contractor-issued charge card used by authorized individuals
to pay for official travel and transportation related expenses for which
the contractor bills the employee.
Government-furnished automobile--An automobile (or ``light truck,''
as defined in 41 CFR 101-38 including vans and pickup trucks) that is:
(a) Owned by an agency,
(b) Assigned or dispatched to an agency from the GSA Interagency
Fleet Management System, or
(c) Leased by the Government for a period of 60 days or longer from
a commercial source.
Government-furnished vehicle--A Government-furnished automobile or a
Government aircraft.
Government Transportation Request (GTR) (Standard Form 1169)--A
Government document used to procure common carrier transportation
services. The document obligates the Government to pay for
transportation services provided.
Household Goods (HHG)--Property, unless specifically excluded,
associated with the home and all personal effects belonging to an
employee and immediate family members on the effective date of the
employee's change of official station orders (the day the employee
reports for duty at the new official station) that legally may be
accepted and transported by a commercial HHG carrier.
(1) HHG also includes:
(i) Professional Books, papers and equipment (PBP&E);
(ii) Spare parts of a POV (see definition of POV) and a pickup truck
tailgate when removed;
(iii) Integral or attached vehicle parts that must be removed due to
high vulnerability to pilferage or damage, (e.g., seats, tops, wench,
spare tire,
[[Page 14]]
portable auxiliary gasoline can(s) and miscellaneous associated
hardware);
(iv) Consumable goods for employees assigned to locations where the
Department of State has determined that such goods are necessary;
(v) Vehicles other than POVs (such as motorcycles, mopeds, jet
skies, snowmobiles, golf carts, boats (e.g., boat, sailboat, canoe,
skiff, rowboat, dinghies, sculls and kayak, mounted or unmounted on
trailers)) of reasonable size.
(vi) Ultralight Vehicles (defined in 14 CFR part 103 as being single
occupant, for recreation or sport purposes, weighing less than 155
pounds if unpowered or less than 254 pounds if powered, having a fuel
capacity NTE 5 gallons, airspeed NTE 55 knots, and power-off stall speed
NTE 24 knots).
(vii) Unaccompanied Air Baggage (UAB)--Unaccompanied air baggage
includes personal items and equipment (e.g., pots, pans, light
housekeeping items, collapsible items such as cribs, playpens, and baby
carriages, and other articles required for the care of the family) that
may be shipped by air in accordance with Chapter 302 of this Subtitle.
Household items (i.e., refrigerators, washing machines, and other major
appliances or furniture) are not eligible as UAB.
(2) HHG does not include:
(i) Personal baggage when carried free on tickets;
(ii) Automobiles, trucks, vans and similar motor vehicles, mobile
homes, camper trailers, and farming vehicles;
(iii) Live animals including birds, fish, reptiles;
(iv) Cordwood and building materials;
(v) HHG for resale, disposal or commercial use rather than for use
by employee and immediate family members;
(vi) Privately owned live ammunition; and
(vii) Propane gas tanks.
(3) Federal, State and local laws or carrier regulations may
prohibit commercial shipment of certain articles not included in
paragraph (2) of this definition. These articles frequently include:
(i) Property liable to impregnate or otherwise damage equipment or
other property (e.g., hazardous articles including explosives, flammable
and corrosive material, poisons);
(ii) Articles that cannot be taken from the premises without damage
to the article or premises;
(iii) Perishable articles (including frozen foods) articles
requiring refrigeration, or perishable plants unless;
(a) Shipment is to be transported not more than 150 miles and/or
delivery accomplished within 24 hours from the time of loading,
(b) No storage is required, and
(c) No preliminary or en route services (e.g., watering or other
preservative method) is required of the carrier.
Household Goods-weight additive--A weight, per linear foot of a
specific item, added to the net weight of the household goods shipment
to compensate for the excessive van space used by the item. The item
must be stated in the Household Goods tariff as qualifying for a weight
additive before a charge can be assessed. Weight additives do not apply
if an article is capable of being conveniently hand-carried by one
person and/or transported in a standard moving carton.
Immediate family--Any of the following named members of the
employee's household at the time he/she reports for duty at the new
permanent duty station or performs other authorized travel involving
family members:
(1) Spouse;
(2) Domestic partner;
(3) Children of the employee, of the employee's spouse, or of the
employee's domestic partner, who are unmarried and under 21 years of age
or who, regardless of age, are physically or mentally incapable of self-
support. (The term ``children'' shall include natural offspring;
stepchildren; adopted children; grandchildren, legal minor wards or
other dependent children who are under legal guardianship of the
employee, of the employee's spouse, or of the domestic partner; and an
unborn child(ren) born and moved after the employee's effective date of
transfer.);
(4) Dependent parents (including step and legally adoptive parents)
of the employee, of the employee's spouse, or of the employee's domestic
partner; and
(5) Dependent brothers and sisters (including step and legally
adoptive
[[Page 15]]
brothers and sisters) of the employee, of the employee's spouse, or of
the employee's domestic partner, who are unmarried and under 21 years of
age or who, regardless of age, are physically or mentally incapable of
self-support.
Interviewee--An individual who is being considered for employment by
an agency. The individual may currently be a Government employee.
Invitational travel--Authorized travel of individuals either not
employed or employed (under 5 U.S.C. 5703) intermittently in the
Government service as consultants or experts and paid on a daily when-
actually-employed basis and for individuals serving without pay or at $1
a year when they are acting in a capacity that is directly related to,
or in connection with, official activities of the Government. Travel
allowances authorized for such persons are the same as those normally
authorized for employees in connection with TDY.
Lodgings-plus per diem system--The method of computing per diem
allowances for official travel in which the per diem allowance for each
travel day is established on the basis of the actual amount the traveler
pays for lodging, plus an allowance for meals and incidental expenses
(M&IE), the total of which does not exceed the applicable maximum per
diem rate for the location concerned.
Mandatory mobility agreement--Agreement requiring employee
relocation to enhance career development and progression and/or achieve
mission effectiveness.
Mobile home--Any type of house trailer or mobile dwelling
constructed for use as a residence and designed to be moved overland,
either by self-propulsion or towing. Also, a boat (houseboat, yacht,
sailboat, etc.) when used as the employee's primary residence.
Non-Federal traveler--For the purposes of 41 CFR 301-10.260 through
301-10.266 and 41 CFR 301-70.800 through 301-70.910, an individual who
travels on a Government aircraft, but is not a Federal traveler.
Dependents and other family members of Federal travelers who travel on
Government aircraft are considered to be non-Federal travelers within
this regulation.
Non-foreign area--The states of Alaska and Hawaii, the Commonwealths
of Puerto Rico and the Northern Mariana Islands, Guam, the U.S. Virgin
Islands, and the territories and possessions of the United States
(excludes the former Trust Territories of the Pacific Islands, which are
considered foreign areas for the purposes of the FTR).
Official station--An area defined by the agency that includes the
location where the employee regularly performs his or her duties or an
invitational traveler's home or regular place of business (see Sec.
301-1.2). The area may be a mileage radius around a particular point, a
geographic boundary, or any other definite domain, provided no part of
the area is more than 50 miles from where the employee regularly
performs his or her duties or from an invitational traveler's home or
regular place of business. If the employee's work involves recurring
travel or varies on a recurring basis, the location where the work
activities of the employee's position of record are based is considered
the regular place of work.
Official travel--Travel under an official travel authorization from
an employee's official station or other authorized point of departure to
a temporary duty location and return from a temporary duty location,
between two temporary duty locations, or relocation at the direction of
a Federal agency.
Passenger--In relation to use of Government aircraft, a passenger is
any person who flies onboard a Government aircraft, but who is not a
crewmember or qualified non-crewmember.
Per diem allowance--The per diem allowance (also referred to as
subsistence allowance) is a daily payment instead of reimbursement for
actual expenses for lodging (excluding taxes), meals, and related
incidental expenses. The per diem allowance is separate from
transportation expenses and other miscellaneous expenses. The per diem
allowance covers all charges and services, including any service charges
where applicable. Lodging taxes in the United States are excluded from
the per diem allowance and are reimbursed as a miscellaneous expense. In
foreign locations, lodging taxes are part of the per diem allowance and
are not a miscellaneous expense. The per diem allowance covers the
following:
[[Page 16]]
(a) Lodging. Includes expenses, except lodging taxes in the United
States, for overnight sleeping facilities, baths, personal use of the
room during daytime, telephone access fee, and service charges for fans,
air conditioners, heaters and fires furnished in the room when such
charges are not included in the room rate.
(b) Meals. Expenses for breakfast, lunch, dinner and related tips
and taxes (specifically excluded are alcoholic beverage and
entertainment expenses, and any expenses incurred for other persons).
(c) Incidental expenses. Fees and tips given to porters, baggage
carriers, hotel staff, and staff on ships.
Place of public accommodation--Any inn, hotel, or other
establishment within a State that provides lodging to transient guests,
excluding:
(a) An establishment owned by the Federal Government;
(b) An establishment treated as an apartment building by State or
local law or regulation; or
(c) An establishment containing not more than 5 rooms for rent or
hire that is also occupied as a residence by the proprietor of that
establishment.
Post of duty--An official station outside CONUS.
Privately owned aircraft--An aircraft that is owned or leased by an
employee for personal use. It is not owned, leased, chartered, or rented
by a Government agency, nor is it rented or leased by an employee for
use in carrying out official Government business.
Privately owned automobile--A car or light truck (including vans and
pickup trucks) that is owned or leased for personal use by an
individual.
Privately Owned Vehicle (POV)--Any vehicle such as an automobile,
motorcycle, aircraft, or boat operated by an individual that is not
owned or leased by a Government agency, and is not commercially leased
or rented by an employee under a Government rental agreement for use in
connection with official Government business.
Professional Books, Papers and Equipment (PBP&E)--Includes, but is
not limited to, the following items in the employee's possession when
needed by the employee in the performance of his/her official duties:
(1) Reference material;
(2) Instruments, tools, and equipment peculiar to technicians,
mechanics and members of the professions;
(3) Specialized clothing (e.g., diving suits, flying suits, helmets,
band uniforms, religious vestments and other special apparel); and
(4) Communications equipment used by the employee in association
with the MARS (see DoD 4650.2, Military Affiliate Radio System (MARS)
which is available electronically from the world wide web at http://
web7.whs.osd.mil).
Qualified non-crewmember--A person flying onboard a Government
aircraft whose skills or expertise are required to perform or are
associated with performing the non-travel related Governmental function
for which the aircraft is being operated (qualified non-crewmembers may
be researchers, law enforcement agents, firefighters, agricultural
engineers, biologists, etc.). If a qualified non-crewmember is onboard
for the purpose of travel (i.e., being transported from point to point)
in addition to performing his/her duties related to the non-travel
related Governmental function for which the aircraft is being operated
(e.g., when a scientist conducts an experiment at the same time he/she
is also on the aircraft for the purpose of traveling from point to
point), he/she must be authorized to travel in accordance with rules in
41 CFR parts 301-10 and 301-70.
Reduced per diem--Your agency may authorize a reduced per diem rate
when there are known reductions in lodging and meal costs or when your
subsistence costs can be determined in advance and are lower than the
prescribed per diem rate.
Relocation service company (RSC)--A third-party supplier under
contract with an agency to assist a transferred employee in relocating
to the new official station. Services may include: Homesale programs,
home inspection, home marketing assistance, home finding assistance,
property management services, shipment and storage of household goods,
voucher review and payment, relocation counseling, and similar items.
[[Page 17]]
Required use travel--Travel by Federal travelers that requires use
of a Government aircraft to meet bona fide communications needs (e.g.,
24-hour secure communications), security requirements (e.g., highly
unusual circumstances that present a clear and present danger), or
exceptional scheduling requirements (e.g., a national emergency or other
compelling operational considerations) of an executive agency. Required
use travel must be approved according to Sec. 301-10.262(a) and Sec.
301-70.803(a) of this title.
Senior Federal official--An individual who is paid according to the
Executive Schedule established by 5 U.S.C. 53, Subchapter II, including
Presidential appointees who are confirmed by the Senate; employed in the
U.S. Government's Senior Executive Service or an equivalent ``senior''
service; who is a civilian employee of the Executive Office of the
President; who is appointed by the President to a position under section
105(a)(2)(A), (B), or (C) of title 3 U.S.C. or by the Vice President to
a position under section 106(a)(1)(A), (B), or (C) of title 3 U.S.C; or
who is a contractor working under a contract with an executive agency,
is paid at a rate equal to or more than the minimum rate for the Senior
Executive Service, and has senior executive responsibilities. The term
senior Federal official, as used in the Federal Travel Regulation does
not mean an active duty military officer.
Space available travel--Travel in space available on a Government
aircraft that is already scheduled for an official purpose.
Special conveyance--Commercially rented or hired vehicles other than
a privately owned vehicle and other than those owned or under contract
to an agency.
Special needs (also see Employee with a disability)--Physical
characteristics of a traveler not necessarily defined under disability.
Such physical characteristics could include, but are not limited to, the
weight or height of the traveler.
Subsistence expenses--Expenses such as:
(a) Lodging and service charges;
(b) Meals, including taxes and tips; and
(c) Incidental expenses (see incidental expenses under the
definition of per diem allowance).
Temporary duty (TDY) location--A place, away from an employee's
official station, where the employee is authorized to travel.
Temporary storage--Storage of HHG for a limited period of time at
origin, destination or en route in connection with transportation to,
from, or between official station or post of duty or authorized
alternate points. Also referred to as storage-in-transit (SIT).
Transit system--A form of transportation (e.g., air, rail, bus,
ship, etc.) used between authorized locations in the performance of
official travel.
Travel advance--Prepayment of estimated travel expenses paid to an
employee.
Travel authorization (Orders)--Written permission to travel on
official business. There are three basic types of travel authorizations
(orders):
(a) Unlimited open. An authorization allowing an employee to travel
for any official purpose without further authorization.
(b) Limited open. An authorization allowing an employee to travel on
official business without further authorization under certain specific
conditions, i.e., travel to specific geographic area(s) for specific
purpose(s), subject to trip cost ceilings, or for specific periods of
time.
(c) Trip-by-trip. An authorization allowing an individual or group
of individuals to take one or more specific official business trips,
which must include specific purpose, itinerary, and estimated costs.
Travel claim (Voucher)--A written request, supported by
documentation and receipts where applicable, for reimbursement of
expenses incurred in the performance of official travel, including
permanent change of station (PCS) travel.
Travel Management Service (TMS)--A service for booking common
carrier (e.g., air, rail, and bus confirmations and seat assignments),
lodging accommodations, and car rental services; fulfilling (i.e.
ticketing) reservations; providing basic management information on those
activities; and meeting other requirements as specified in Sec. 301-
73.106
[[Page 18]]
of this title. A TMS may include a travel management center (TMC),
Commercial Ticket Office (CTO), an electronically available system,
other commercial methods of arranging travel, or an in-house system.
United States--The 48 contiguous States, the District of Columbia
and the States and areas defined under the term ``Non-Foreign Area.''
[FTR Amdt. 70, 63 FR 15951, Apr. 1, 1998]
Editorial Note: For Federal Register citations affecting Sec. 300-
3.1, see the List of CFR Sections Affected, which appears in the Finding
Aids section of the printed volume and at www.fdsys.gov.
[[Page 19]]
SUBCHAPTER B_AGENCY REQUIREMENTS
PART 300 70_AGENCY REPORTING REQUIREMENTS--Table of Contents
Subpart A_Requirement To Report Agency Payments for Employee Travel and
Relocation
Sec.
300-70.1 What are the requirements for reporting payments for employee
travel and relocation?
300-70.2 What information must we report, and when must we report it?
300-70.3 How long will we have to respond to the travel survey?
300-70.4 How do we respond to the travel survey if we have major
suborganizations?
Subpart B_Requirement To Report Use of Other Than Coach-Class
Transportation Accommodations
300-70.100 Who must report use of other than coach-class transportation
accommodations?
300-70.101 Where can we find what information we are required to report?
300-70.102 How often must we report the required information?
300-70.103 Are there any exceptions to the reporting requirement?
Subpart C [Reserved]
Authority: 5 U.S.C. 5707; 5 U.S.C. 5738; 5 U.S.C. 5741-5742; 20
U.S.C. 905(a); 31 U.S.C. 1353; 40 U.S.C. 121(c); 49 U.S.C. 40118; E.O.
11609, as amended, 3 CFR, 1971-1975 Comp., p. 586.
Source: FTR Amdt. 70, 63 FR 15953, Apr. 1, 1998, unless otherwise
noted.
Subpart A_Requirement To Report Agency Payments for Employee Travel and
Relocation
Sec. 300-70.1 What are the requirements for reporting payments for
employee travel and relocation?
Agencies (as defined in Sec. 301-1.1 of this subtitle) that spent
more than $5 million on travel and transportation payments, including
relocation, during the fiscal year immediately preceding the survey year
must report such total agency payments annually, as described in this
part:
(a) Specific information on reporting payments for temporary duty
travel are in this subpart.
(b) Specific information on reporting payments for employee
relocation are in part 302-1 of this subtitle.
[FTR Amdt. 2011-01, 76 FR 18335, Apr. 1, 2011]
Sec. 300-70.2 What information must we report, and when must we report it?
GSA provides the list of data elements, the report formats, and the
due dates in a series of FTR Bulletins. GSA coordinates these FTR
Bulletins with the affected agencies and updates them as necessary. FTR
Bulletins are available through: http://www.gsa.gov/ftr.
[FTR Amdt. 2011-01, 76 FR 18335, Apr. 1, 2011]
Sec. 300-70.3 How long will we have to respond to the travel survey?
The survey will specify the due date. The head of your agency must
appoint a designee at the headquarters level responsible for ensuring
that the survey is completed and returned to GSA by the due date. Upon
receiving a survey, you must submit the designee's name, address, and
telephone number to the Director, Travel Management Policy Division
(MTT), Office of Governmentwide Policy, General Services Administration,
Washington, DC 20405.
[FTR Amdt. 70, 63 FR 15953, Apr. 1, 1998, as amended by FTR Amdt. 2007-
05, 72 FR 61537, Oct. 31, 2007]
Sec. 300-70.4 How do we respond to the travel survey if we have major
suborganizations?
If you have major suborganizations, you must submit responses as
follows:
(a) A separate response from each suborganization which spent more
than $5 million for travel and relocation during the fiscal year
immediately preceding the survey year;
(b) A consolidated response covering all your suborganizations which
did not spend more than $5 million for travel and relocation during the
fiscal year immediately preceding the survey year; and
[[Page 20]]
(c) A consolidated response which covers all components of your
agency.
Subpart B_Requirement To Report Use of Other Than Coach- Class
Transportation Accommodations
Sec. 300-70.100 Who must report use of other than coach-class
transportation accommodations?
An agency as defined in Sec. 301-1.1 of this subtitle.
Sec. 300-70.101 Where can we find what information we are required
to report?
GSA will issue a Bulletin which will inform agencies of the required
information and reporting format(s) for any trip in which the agency
authorized and paid for transportation that exceeded the use of coach-
class or lowest first-class accommodations. Negative submissions are
required. Bulletins regarding the Federal Travel Regulation are located
on the Internet at www.gsa.gov/bulletin.
[FTR Amdt. 2009-06, 74 FR 55146, Oct. 27, 2009]
Sec. 300-70.102 How often must we report the required information?
You must annually submit the required information to GSA no later
than 60 days after the end of each fiscal year.
[FTR Amdt. 2009-06, 74 FR 55146, Oct. 27, 2009]
Sec. 300-70.103 Are there any exceptions to the reporting
requirement?
Yes. You are not required to report data that is protected from
public disclosure by statute or Executive Order. However, you are
required to submit, in a cover letter to GSA, the following aggregate
information.
(a) Aggregate number of authorized other than coach-class trips that
are protected from disclosure;
(b) Total cost of actual other than coach-class fares paid that
exceeded the coach-class fare; and
(c) Total cost of coach class fares that would have been paid for
the same travel.
Note to Sec. 300-70.103: If the aggregate information is also
protected from public disclosure then a negative report must be
submitted to GSA.
[FTR Amdt. 2009-06, 74 FR 55146, Oct. 27, 2009]
Subpart C [Reserved]
PART 300 80_RELOCATION EXPENSES TEST PROGRAMS--Table of Contents
Sec.
300-80.1 What is a relocation expenses test program?
300-80.2 Who may authorize test programs?
300-80.3 What must be done to apply for test program authority?
300-80.4 How many test programs may be authorized by GSA throughout the
Government?
300-80.5 What factors will GSA consider in approving a request for a
relocation expenses test program?
300-80.6 What limits are there to test programs?
300-80.7 How long is the duration of test programs?
300-80.8 What must we do to apply for a test program extension?
300-80.9 What reports are required for a test program?
Authority: 5 U.S.C. 5707, 5738, and 5739.
Source: FTR Amdt. 83, 64 FR 28881, May 27, 1999, unless otherwise
noted.
Sec. 300-80.1 What is a relocation expenses test program?
It is a program to permit agencies to test new and innovative
methods of reimbursing relocation expenses without seeking a waiver of
current rules or authorizing legislation.
[FTR Amdt. 83, 64 FR 28881, May 27, 1999, as amended by FTR Amdt. 2007-
04, 72 FR 51374, Sept. 7, 2007]
Sec. 300-80.2 Who may authorize test programs?
The Administrator of General Services may authorize an agency to
conduct tests when the Administrator determines such tests to be in the
interest of the Government.
[FTR Amdt. 83, 64 FR 28881, May 27, 1999, as amended by FTR Amdt. 2007-
04, 72 FR 51374, Sept. 7, 2007]
Sec. 300-80.3 What must be done to apply for test program authority?
The head of the agency or designee must design the test program to
enhance cost savings or other efficiencies
[[Page 21]]
to the Government and submit in writing to the Administrator of General
Services (Attention: MTT), 1800 F Street, NW, Washington, DC 20405:
(a) An explanation of the test program;
(b) If applicable, the specific provisions of the FTR from which the
agency is deviating;
(c) An analysis of the expected costs and benefits; and
(d) A set of criteria for evaluating the effectiveness of the
program.
[FTR Amdt. 83, 64 FR 28881, May 27, 1999, as amended by FTR Amdt. 2007-
04, 72 FR 51374, Sept. 7, 2007]
Sec. 300-80.4 How many test programs may be authorized by GSA
throughout the government?
No more than 12 relocation expense test programs may be conducted at
the same time.
[FTR Amdt. 83, 64 FR 28881, May 27, 1999, as amended by FTR Amdt. 2007-
04, 72 FR 51374, Sept. 7, 2007; FTR Amdt. 2010-03, 75 FR 58330, Sept.
24, 2010]
Sec. 300-80.5 What factors will GSA consider in approving a request for
a relocation expenses test program?
The following factors will be considered:
(a) Potential savings to the Government.
(b) Application of results to other agencies.
(c) Feasibility of successful implementation.
(d) Number of tests, if any, already authorized to the same
activity.
(e) Whether the request meets the requirements of Sec. 300-80.3.
(f) Other agency requests under consideration at the time of
submission.
(g) Uniqueness of proposed test.
Sec. 300-80.6 What limits are there to test programs?
When authorized by the Administrator of General Services, the agency
may pay any necessary relocation expenses in lieu of payments authorized
or required under 5 U.S.C. chapter 57, subchapter II.
[FTR Amdt. 2007-04, 72 FR 51374, Sept. 7, 2007, as amended by FTR Amdt.
2010-03, 75 FR 58330, Sept. 24, 2010]
Sec. 300-80.7 How long is the duration of test programs?
The duration of a test program is up to four years from the date of
authorization unless terminated prior to that time by the Administrator
of General Services. The agency conducting a test program may also
terminate the test program at any time by providing written notice of
the termination to the Administrator of General Services. The
Administrator of General Services may grant test program extensions of
up to an additional four years (see Sec. 300-80.8).
[FTR Amdt. 2010-03, 75 FR 58330, Sept. 24, 2010]
Sec. 300-80.8 What must we do to apply for a test program extension?
The head of the agency or designee must submit a request to extend
the test program to the Administrator of General Services (Attention:
MTT), 1800 F Street, NW., Washington, DC 20405, not later than 120 days
prior to the expiration of the test period. The request for extension
must contain the test program results to that date and clearly enumerate
the benefits, qualitatively or quantitatively or both, of granting a
test program extension and must specify the duration of time for which
an extension is requested.
[FTR Amdt. 2010-03, 75 FR 58330, Sept. 24, 2010]
Sec. 300-80.9 What reports are required for a test program?
(a) The Administrator of General Services must submit a copy of any
test program approved or extended to Congress at least 30 days before
the effective date of the authorized test program.
(b) The agency authorized to conduct the test program must submit
the following reports:
(1) An annual report on the progress of the test, submitted to the
General Services Administration, Office of Governmentwide Policy, Office
of Travel, Transportation and Asset Management (Attention MTT),
Washington, DC 20405. The Administrator or designee may terminate the
test program approval for failure to comply with these reporting
requirements; and
[[Page 22]]
(2) A final report on the results of the test program must be
submitted to the General Services Administration, Office of
Governmentwide Policy, Office of Travel, Transportation and Asset
Management (Attention MTT), Washington, DC 20405, and to the appropriate
committees of Congress within 3 months after completion of the program.
(c) All reports must include quantitative or qualitative
assessments, or both, clearly evaluating the results of the test program
and enumerating benefits and costs.
[FTR Amdt. 83, 64 FR 28881, May 27, 1999. Redesignated and amended by
FTR Amdt. 2007-04, 72 FR 51374, Sept. 7, 2007. Further redesignated and
amended by FTR Amdt. 2010-03, 75 FR 58330, Sept. 24, 2010]
[[Page 23]]
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...................... 61
301-13 Travel of an employee with special needs.... 62
301-30 Emergency travel............................ 63
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.................. 100
301-73 Travel programs............................. 102
301-74 Conference planning......................... 106
301-75 Pre-employment interview travel............. 111
[[Page 24]]
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
[[Page 25]]
SUBCHAPTER A_INTRODUCTION
PART 301 1_APPLICABILITY--Table of Contents
Sec.
301-1.1 What is an ``agency'' for purposes of TDY allowances?
301-1.2 What is an ``employee'' for purposes of TDY allowances?
301-1.3 Who is eligible for TDY allowances?
Authority: 5 U.S.C. 5707.
Source: FTR Amdt. 70, 63 FR 15954, Apr. 1, 1998, unless otherwise
noted.
Sec. 301-1.1 What is an ``agency'' for purposes of TDY allowances?
------------------------------------------------------------------------
An agency includes But does not include
------------------------------------------------------------------------
An Executive agency, as defined in 5 A Government-controlled
U.S.C. 105 (except for Government- corporation.
Controlled Corporations, i.e. mixed
ownership Government Corporation as
defined in 31 U.S.C. 9101)..
A military department.................. A Member of Congress.
An office, agency or other An office or committee of
establishment in the legislative either House of Congress or of
branch. the two Houses.
The Government of the District of An office, agency or other
Columbia. establishment in the judicial
branch.
------------------------------------------------------------------------
[FTR Amdt. 70, 63 FR 15954, Apr. 1, 1998, as amended by FTR Amdt. 108,
67 FR 57964, Sept. 13, 2002]
Sec. 301-1.2 What is an ``employee'' for purposes of TDY allowances?
An ``employee'' is:
(a) An individual employed by an agency, regardless of status or
rank; or
(b) An individual employed intermittently in Government service as
an expert or consultant and paid on a daily when-actually-employed (WAE)
basis; or
(c) An individual serving without pay or at $1 a year (also referred
to as ``invitational traveler'').
Sec. 301-1.3 Who is eligible for TDY allowances?
This chapter covers the following individuals:
(a) Employees traveling on official business;
(b) Interviewees performing pre-employment interview travel;
(c) Employees who must interrupt official business travel to perform
emergency travel as a result of an incapacitating illness or injury or a
personal emergency situation; and
(d) Threatened law enforcement/investigative employees and members
of their family temporarily relocated to safeguard their lives because
of a threat resulting from the employee's assigned duties.
PART 301 2_GENERAL RULES--Table of Contents
Sec.
301-2.1 Must I have authorization to travel?
301-2.2 What travel expenses may my agency pay?
301-2.3 What standard of care must I use in incurring travel expenses?
301-2.4 For what travel expenses am I responsible?
301-2.5 What travel arrangements require specific authorization or prior
approval?
Authority: 5 U.S.C. 5707; 31 U.S.C. 1353; 49 U.S.C. 40118.
Source: FTR Amdt. 70, 63 FR 15955, Apr. 1, 1998, unless otherwise
noted.
Sec. 301-2.1 Must I have authorization to travel?
Yes, generally you must have written or electronic authorization
prior to incurring any travel expense. If it is not practicable or
possible to obtain such authorization prior to travel, your agency may
approve a specific authorization for reimbursement of travel expenses
after travel is completed. However, written or electronic advance
authorization is required for items in Sec. 301-2.5 (c), (i), (n), and
(o) of this part.
[[Page 26]]
Sec. 301-2.2 What travel expenses may my agency pay?
Your agency may pay only those expenses essential to the transaction
of official business, which include:
(a) Transportation expenses as provided in part 301-10 of this
chapter;
(b) Per diem expenses as provided in part 301-11 of this chapter;
(c) Miscellaneous expenses as provided in part 301-12 of this
chapter; and
(d) Travel expenses of an employee with special needs as provided in
part 301-13 of this chapter.
Sec. 301-2.3 What standard of care must I use in incurring travel
expenses?
You must exercise the same care in incurring expenses that a prudent
person would exercise if traveling on personal business.
Sec. 301-2.4 For what travel expenses am I responsible?
You are responsible for expenses over the reimbursement limits
established in this chapter. Your agency will not pay for excess costs
resulting from circuitous routes, delays, or luxury accommodations or
services unnecessary or unjustified in the performance of official
business.
Sec. 301-2.5 What travel arrangements require specific authorization
or prior approval?
You must have a specific authorization or prior approval for:
(a) Use of other than coach-class service on common carrier
transportation;
(b) Use of a foreign air carrier;
(c) Use of reduced fares for group or charter arrangements;
(d) Use of cash to pay for common carrier transportation;
(e) Use of extra-fare train service;
(f) Travel by ship;
(g) Use of a rental car;
(h) Use of a Government aircraft;
(i) Payment of a reduced per diem rate;
(j) Payment of actual expense, unless your agency has issued a
blanket actual expense authorization under Sec. 301-70.201;
(k) Travel expenses related to emergency travel;
(l) Transportation expenses related to threatened law enforcement/
investigative employees and members of their families;
(m) Travel expenses related to travel to a foreign area;
(n) Acceptance of payment from a non-Federal source for travel
expenses, see chapter 304 of this subtitle;
(o) Travel expenses related to attendance at a conference; and
(p) Due to an employee's medical requirements or religious beliefs,
payment of the full M&IE allowance even though meals are furnished by
the Government either directly or through a registration fee or other
payment for a conference or other event, in accordance with Sec. 301-
11.18(b).
Note to Sec. 301-2.5: Paragraphs (c), (i), (n), and (o) of this
section require a written or electronic advance authorization.
[FTR Amdt. 70, 63 FR 15955, Apr. 1, 1998, as amended by FTR Amdt. 2005-
03, 70 FR 28459, May 18, 2005; FTR Amdt. 2009-03, 74 FR 16328, Apr. 10,
2009; FTR Amdt. 2009-06, 74 FR 55147, Oct. 27, 2009; FTR Amdt. 2011-03,
76 FR 55274, Sept. 7, 2011]
[[Page 27]]
SUBCHAPTER B_ALLOWABLE TRAVEL EXPENSES
PART 301 10_TRANSPORTATION EXPENSES--Table of Contents
Subpart A_General
Sec.
301-10.1 Am I eligible for payment of transportation expenses?
301-10.2 What expenses are payable as transportation?
301-10.3 What methods of transportation may my agency authorize me to
use?
301-10.4 How does my agency select the method of transportation to be
used?
301-10.5 What are the presumptions as to the most advantageous method of
transportation?
301-10.6 What is my liability if I do not travel by the authorized
method of transportation?
301-10.7 How should I route my travel?
301-10.8 What is my liability if, for personal convenience I travel by
an indirect route or interrupt travel by a direct route?
Subpart B_Common Carrier Transportation
301-10.100 What types of common carrier transportation may I be
authorized to use?
301-10.105 What are the basic requirements for using common carrier
transportation?
Use of Contract City-Pair Fares
301-10.106 When must I use a contract city-pair fare?
301-10.107 Are there any exceptions to the use of a contract city-pair
fare?
301-10.108 What requirements must be met to use a non-contract fare?
301-10.109 What is my liability for unauthorized use of a non-contract
carrier when contract service is available and I do not meet
one of the exceptions for required use?
301-10.110 May I use contract passenger transportation service for
personal travel?
301-10.111 When may I use a reduced group or charter fare?
301-10.112 What must I do when different airlines furnish the same
service at different fares?
301-10.113 What must I do if I change or do not use a common carrier
reservation?
301-10.114 What must I do with unused Government Transportation
Request(s) (GTR(s)), ticket(s) or refund application(s)?
301-10.115 Am I authorized to receive a refund or credit for unused
transportation?
301-10.116 What must I do with compensation an airline gives me if it
denies me a seat on a plane?
301-10.117 May I keep compensation an airline gives me for voluntarily
vacating my seat on my scheduled airline flight when the
airline asks for volunteers?
Airline Accommodations
301-10.121 What classes of airline accommodations are available?
301-10.122 What class of airline accommodations must I use?
301-10.123 When may I use other than coach-class airline accommodations?
301-10.124 What are coach-class Seating Upgrade Programs?
301-10.125 When may I use the 14-hour rule to travel other than coach-
class (see Sec. 301-10.123(b)(6))?
Use of United States Flag Air Carriers
301-10.131 What does United States mean?
301-10.132 Who is required to use a U.S. flag air carrier?
301-10.133 What is a U.S. flag air carrier?
301-10.134 What is U.S. flag air carrier service?
301-10.135 When must I travel using U.S. flag air carrier service?
301-10.136 What exceptions to the Fly America Act requirements apply
when I travel between the United States and another country?
301-10.137 What exceptions to the Fly America Act requirements apply
when I travel solely outside the United States, and a U.S.
flag air carrier provides service between my origin and
destination?
301-10.138 In what circumstances is foreign air carrier service deemed a
matter of necessity?
301-10.139 May I travel by a foreign air carrier if the cost of my
ticket is less than traveling by a U.S. flag air carrier?
301-10.140 May I use a foreign air carrier if the service is preferred
by or more convenient for my agency or me?
301-10.141 Must I provide any special certification or documents if I
use a foreign air carrier?
301-10.142 What must the certification include?
301-10.143 What is my liability if I improperly use a foreign air
carrier?
Train
301-10.160 What classes of train accommodations are available?
301-10.161 What class of train accommodations must I use?
[[Page 28]]
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, courtesy transportation driver, or valet
parking attendant?
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?
[[Page 29]]
Authority: 5 U.S.C. 5707, 40 U.S.C. 121(c); 49 U.S.C. 40118; OMB
Circular No. A-126, revised May 22, 1992.
Source: FTR Amdt. 70, 63 FR 15955, Apr. 1, 1998, unless otherwise
noted.
Subpart A_General
Sec. 301-10.1 Am I eligible for payment of transportation expenses?
Yes, you are eligible for payment of transportation expenses when
performing official travel, including authorized transportation expenses
incurred within the TDY location.
[FTR Amdt. 2010-02, 75 FR 24435, May 5, 2010]
Sec. 301-10.2 What expenses are payable as transportation?
Fares, rental fees, mileage payments, and other expenses related to
transportation.
Sec. 301-10.3 What methods of transportation may my agency authorize
me to use?
Your agency may authorize:
(a) Common carrier transportation (e.g., aircraft, train, bus, ship,
or other transit system) under Subpart B;
(b) Government vehicle under Subpart C;
(c) POV under Subpart D; or
(d) Special conveyance (e.g., taxi or commercial automobile) under
Subpart E.
[FTR Amdt. 70, 63 FR 15955, Apr. 1, 1998, as amended by FTR Amdt. 2010-
02, 75 FR 24435, May 5, 2010]
Sec. 301-10.4 How does my agency select the method of transportation
to be used?
Your agency must select the method most advantageous to the
Government, when cost and other factors are considered. Under 5 U.S.C.
5733, travel must be by the most expeditious means of transportation
practicable and commensurate with the nature and purpose of your duties.
In addition, your agency must consider energy conservation, total cost
to the Government (including costs of per diem, overtime, lost worktime,
and actual transportation costs), total distance traveled, number of
points visited, and number of travelers.
Sec. 301-10.5 What are the presumptions as to the most advantageous
method of transportation?
(a) Common carrier. Travel by common carrier is presumed to be the
most advantageous method of transportation and must be used when
reasonably available.
(b) Government automobile. When your agency determines that your
travel must be performed by automobile, a Government automobile is
presumed to be the most advantageous method of transportation.
Sec. 301-10.6 What is my liability if I do not travel by the authorized
method of transportation?
If you do not travel by the method of transportation required by
regulation or authorized by your agency, any additional expenses you
incur which exceed the cost of the authorized method of transportation
will be borne by you.
[FTR Amdt. 70, 63 FR 15955, Apr. 1, 1998, as amended by FTR Amdt. 2010-
07, 75 FR 72967, Nov. 29, 2010]
Sec. 301-10.7 How should I route my travel?
You must travel to your destination by the usually traveled route
unless your agency authorizes or approves a different route as
officially necessary.
Sec. 301-10.8 What is my liability if, for personal convenience, I
travel by an indirect route or interrupt travel by a direct route?
Your reimbursement will be limited to the cost of travel by a direct
route or on an uninterrupted basis. You will be responsible for any
additional costs.
Subpart B_Common Carrier Transportation
Sec. 301-10.100 What types of common carrier transportation may I be
authorized to use?
You may be authorized to use airline, train, ship, bus, or other
transit system.
[FTR Amdt. 70, 63 FR 15955, Apr. 1, 1998, as amended by FTR Amdt. 2010-
02, 75 FR 24435, May 5, 2010]
[[Page 30]]
Sec. 301-10.105 What are the basic requirements for using common
carrier transportation?
The basic requirements for using common carrier transportation fall
into three categories:
(a) Using contract carriers, when available, and if your agency is a
mandatory user of GSA's city-pair contracts for air passenger
transportation services, unless you have an approved exception (see
Sec. Sec. 301-10.106 through 301-10.108 of this subpart);
(b) Using coach-class service, unless other than coach-class service
is authorized under Sec. 301-10.123 or Sec. 301-10.162, and when
travelling by ship, using lowest first-class accommodations, unless
other than lowest first-class accommodations are authorized under Sec.
301-10.183 of this subpart; and
(c) You must always use U.S. Flag Air Carrier (or ship) service for
air passenger transportation or when travelling by ship, unless your
travel circumstances meet one of the exceptions in Sec. Sec. 301-10.135
through 301-10.138 or Sec. 301-10.183 of this subpart.
[FTR Amdt. 2010-05, 75 FR 63103, Oct. 14, 2010]
Use of Contract City-Pair Fares
Sec. 301-10.106 When must I use a contract city-pair fare?
If you are a civilian employee of an agency as defined in Sec. 301-
1.1 of this chapter, you must always use a contract city-pair fare for
scheduled air passenger transportation service unless one of the limited
exceptions in Sec. 301-10.107 exist. An Internet listing of contract
city-pair fares is available at http://www.gsa.gov/citypairs.
Note to Sec. 301-10.106: Employees of the Government of the
District of Columbia, with the exception of the District of Columbia
Courts, are not eligible to use contract city-pair fares even though
these employees otherwise may be covered by the FTR.
[FTR Amdt. 2006-04, 71 FR 49374, Aug. 23, 2006]
Sec. 301-10.107 Are there any exceptions to the use of a contract
city-pair fare?
Yes, your agency may authorize use of a fare other-than a contract
city-pair fare when--
(a) Space on a scheduled contract flight is not available in time to
accomplish the purpose of your travel, or use of contract service would
require you to incur unnecessary overnight lodging costs which would
increase the total cost of the trip;
(b) The contractor's flight schedule is inconsistent with explicit
policies of your Federal department or agency with regard to scheduling
travel during normal working hours;
(c) A non-contract carrier offers a lower fare to the general public
that, if used, will result in a lower total trip cost to the Government
(the combined costs of transportation, lodging, meals, and related
expenses considered);
Note to paragraph (c): This exception does not apply if the contract
carrier offers the same or lower fare and has seats available at that
fare, or if the fare offered by the non-contract carrier is restricted
to Government and military travelers performing official business and
may be purchased only with a contractor-issued charge card, centrally
billed account (e.g., YDG, MDG, QDG, VDG, and similar fares) or GTR
where the two previous options are not available;
(d) Cost effective rail service is available and is consistent with
mission requirements; or
(e) Smoking is permitted on the contract air carrier and the
nonsmoking section of the contract aircraft is not acceptable to you.
Note 1 to Sec. 301-10.107: Any group of 10 or more passengers
traveling together on the same day, on the same flight, for the same
mission, requiring group integrity and identified as a group by the
travel management service upon booking is not a mandatory user of the
Government's contract city-pair fares. For group travel, agencies are
expected to obtain air passenger transportation service that is
practical and cost effective to the Government.
Note 2 to Sec. 301-10.107: Contractors are not authorized to use
contract city-pair fares to perform travel under their contracts.
Note 3 to Sec. 301-10.107: If the Government contract city-pair
carrier offers a lower cost capacity-controlled coach class contract
fare (MCA, QCA, VCA, etc.) in addition to the unrestricted coach class
contract fares (YCA), the traveler should use the lower cost capacity-
controlled fare when it is available and meet mission needs.
[FTR Amdt. 2006-04, 71 FR 49374, Aug. 23, 2006, as amended by FTR Amdt.
2007-05, 72 FR 61537, Oct. 31, 2007]
[[Page 31]]
Sec. 301-10.108 What requirements must be met to use a non-contract fare?
(a) Before purchasing a non-contract fare you must meet one of the
exception requirements listed in Sec. 301-10.107 and show approval on
your travel authorization to use a non-contract fare; and
(b) If the non-contract fare is non-refundable, restricted, or has
specific eligibility requirements, you must know or reasonably
anticipate, based on your planned trip, that you will use the ticket;
and
(c) Your agency must determine that the proposed non-contract
transportation is practical and cost effective for the Government.
Note to Sec. 301-10.108: Carrier preference is not a valid reason
for using a non-contract fare.
[FTR Amdt. 2006-04, 71 FR 49374, Aug. 23, 2006]
Sec. 301-10.109 What is my liability for unauthorized use of a
non-contract carrier when contract service is available and I do not
meet one of the exceptions for required use?
Any additional costs or penalties incurred by you resulting from
unauthorized use of non-contract service are borne by you.
Sec. 301-10.110 May I use contract passenger transportation service
for personal travel?
No.
Sec. 301-10.111 When may I use a reduced group or charter fare?
You may use a reduced group or charter fare when your agency has
determined, on an individual case basis prior to your travel, that use
of such a fare is cost effective. Chartered aircraft are subject to the
same rules as Government aircraft, and agencies in the executive branch
of the Federal Government are subject to the requirements of Office of
Management and Budget (OMB) Circular A-126 and 41 CFR part 101-37 in
making such cost effectiveness determinations.
[FTR Amdt. 108, 67 FR 57964, Sept. 13, 2002]
Sec. 301-10.112 What must I do when different airlines furnish the
same service at different fares?
When there is no contract fare, and common carriers furnish the same
service at different fares between the same points for the same type of
accommodations, you must use the lowest cost service unless your agency
determines that the use of higher cost service is more advantageous to
the Government.
Sec. 301-10.113 What must I do if I change or do not use a common
carrier reservation?
If you know you will change or not use your reservation, you must
take action to change or cancel it as prescribed by your agency. Also,
you must report all changes of your reservation according to your
agency's procedures in an effort to prevent losses to the Government.
Failure to do so may subject you to liability for any resulting losses.
Sec. 301-10.114 What must I do with unused Government Transportation
Request(s) (GTR(s)), ticket(s) or refund application(s)?
You must submit any unused GTR(s), unused ticket coupons, unused e-
tickets, or refund applications to your agency in accordance with your
agency's procedures.
[FTR Amdt. 108, 67 FR 57964, Sept. 13, 2002]
Sec. 301-10.115 Am I authorized to receive a refund or credit for
unused transportation?
No. You are not authorized to receive a refund, credit, or any other
negotiable document from a carrier for unfurnished services (except as
provided in Sec. 301-10.117) or any portion of an unused ticket issued
in exchange for a GTR or billed to an agency's centrally 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]
[[Page 32]]
Sec. 301-10.116 What must I do with compensation an airline gives me
if it denies me a seat on a plane?
If you are performing official travel and a carrier denies you a
confirmed reserved seat on a plane, you must give your agency any
payment you receive for liquidated damages. You must ensure the carrier
shows the ``Treasurer of the United States'' as payee on the
compensation check and then forward the payment to the appropriate
agency official.
Sec. 301-10.117 May I keep compensation an airline gives me for
voluntarily vacating my seat on my scheduled airline flight when the
airline asks for volunteers?
Yes:
(a) If voluntarily vacating your seat will not interfere with
performing your official duties; and
(b) If additional travel expenses, incurred as a result of vacating
your seat, are borne by you and are not reimbursed; but
(c) If volunteering delays your travel during duty hours, your
agency will charge you with annual leave for the additional hours.
Airline Accommodations
Sec. 301-10.121 What classes of airline accommodations are available?
Airlines are constantly updating their offerings. However, for the
purposes of this regulation, the classes of available air accommodations
are identified and defined as follows:
(a) Coach-class. The basic class of accommodation by airlines that
is normally the lowest fare offered regardless of airline terminology
used. For reference purposes only, coach-class may also be referred to
by airlines as ``tourist class,'' ``economy class,'' or as ``single
class'' when the airline offers only one class of accommodations to all
travelers.
(b) Other than coach-class. Any class of accommodations above coach-
class, e.g., first-class or business-class.
(1) First-class. The highest class of accommodation offered by the
airlines in terms of cost and amenities. This is generally termed
``first-class'' by airlines and reservation systems.
(2) Business-class. A class of accommodation offered by airlines
that is higher than coach and lower than first-class, in both cost and
amenities. This class of accommodation is generally referred to as
``business, business elite, business first, world business, connoisseur,
or envoy'' depending on the airline.
Note to Sec. 301-10.121: If an airline flight has only two classes
of accommodations available, i.e., two ``cabins'', with two distinctly
different seating types (such as girth and pitch) and the front cabin is
termed ``business-class'' or higher by the airline and the tickets are
fare-coded as business-class, then the front of the cabin is deemed to
be other than coach-class. Alternatively, if an airline flight has only
two cabins available but equips both with one type of seating, (i.e.,
seating girth and pitch are the same in both cabins), and the seats in
the front of the airplane are fare coded as full-fare economy class, and
only restricted economy fares are available in the back of the aircraft,
then the entire aircraft is to be classified as coach-class seating. In
this second situation, qualifying for other than coach-class travel is
not required to purchase a non-restricted economy fare seat in the front
of the aircraft as the entire aircraft is considered ``coach-class.''
[FTR Amdt. 2009-06, 74 FR 55147, Oct. 27, 2009]
Sec. 301-10.122 What class of airline accommodations must I use?
For official business travel, both domestic and international, you
must use coach-class accommodations, except as provided under Sec. Sec.
301-10.123 and 301-10.124.
Sec. 301-10.123 When may I use other than coach-class airline
accommodations?
Government travelers are required to exercise the same care in
incurring expenses that a prudent person would exercise if traveling on
personal business when making official travel arrangements, and
therefore, should consider the least expensive class of travel that
meets their needs. You may use the 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:
[[Page 33]]
(1) No coach-class accommodations are reasonably available.
``Reasonably available'' means available on an airline that is scheduled
to leave within 24 hours of your proposed departure time, or scheduled
to arrive within 24 hours of your proposed arrival time;
(2) When use of other than coach-class is necessary to accommodate a
medical disability or other special need.
(i) A disability must be certified annually in a written statement
by a competent medical authority. However, if the disability is a
lifelong condition, then a one-time certification statement is required.
Certification statements must include at a minimum:
(A) A written statement by a competent medical authority stating
that special accommodation is necessary;
(B) An approximate duration of the special accommodation; and
(C) A recommendation as to the suitable class of transportation
accommodations based on the disability.
(ii) A special need must be certified annually in writing according
to your agency's procedures. However, if the special need is a lifelong
condition, then a one-time certification statement is required;
(iii) If you are authorized under Sec. 301-13.3(a) of this
Subchapter to have an attendant accompany you, your agency may also
authorize the attendant to use other than coach-class accommodations if
you require the attendant's services en route;
(3) When exceptional security circumstances require other than
coach-class airline accommodations. Exceptional security circumstances
are determined by your agency and should only be authorized up to the
minimum other than coach-class accommodation necessary. These
circumstances include, but are not limited to:
(i) Use of coach-class accommodations would endanger your life or
Government property;
(ii) You are an agent on protective detail and you are accompanying
an individual authorized to use other than coach-class accommodations;
or
(iii) You are a courier or control officer accompanying controlled
pouches or packages;
(4) When required because of agency mission, consistent with your
agency's internal procedures pursuant to Sec. 301-70.102(i).
(b) Your agency may authorize/approve business-class accommodations
if any of the following apply:
(1) When use of other than coach-class is necessary to accommodate a
medical disability or other special need.
(i) A disability must be certified annually in a written statement
by a competent medical authority. However, if the disability is a
lifelong condition, then a one-time certification statement is required.
Certification statements must include at a minimum:
(A) A written statement by a competent medical authority stating
that special accommodation is necessary;
(B) An approximate duration of the special accommodation; and
(C) A recommendation as to the suitable class of transportation
accommodations based on the disability.
(ii) A special need must be certified annually in writing according
to your agency's procedures. However, if the special need is a lifelong
condition, then a one-time certification statement is required;
(iii) If you are authorized under Sec. 301-13.3(a) of this
Subchapter to have an attendant accompany you, your agency may also
authorize the attendant to use other than coach-class accommodations if
you require the attendant's services en route;
(2) When exceptional security circumstances require other than
coach-class airline accommodations. Exceptional security circumstances
are determined by your agency and should only be authorized to the
minimum other than coach-class accommodation 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
[[Page 34]]
(iii) You are a courier or control officer accompanying controlled
pouches or packages;
(3) Coach-class accommodations on an authorized/approved foreign air
carrier do not provide adequate sanitation or health standards;
(4) Regularly scheduled flights between origin/destination points
(including connecting points) provide only other than coach-class
accommodations and you certify such on your voucher;
(5) Your transportation costs are paid in full through agency
acceptance of payment from a non-Federal source in accordance with
Chapter 304 of this Title;
(6) Where the origin and/or destination are OCONUS, and the
scheduled flight time, including stopovers and change of planes, is in
excess of 14 hours, in accordance with Sec. 301-10.125;
(7) The use results in an overall cost savings to the Government by
avoiding additional subsistence costs, overtime, or lost productive time
while awaiting coach-class accommodations;
(8) No space is available in coach-class accommodations in time to
accomplish the mission, which is urgent and cannot be postponed; or
(9) When required because of agency mission, consistent with your
agency's internal procedures pursuant to Sec. 301-70.102(i).
Note 1 to Sec. 301-10.123: You may upgrade to other than coach-
class accommodations at your personal expense, including through
redemption of frequent flyer benefits.
Note 2 to Sec. 301-10.123: Blanket authorization of other than
coach-class transportation accommodations is prohibited and shall be
authorized on an individual trip-by-trip basis, unless the traveler has
an up-to-date documented disability or special need.
[FTR Amdt. 2009-06, 74 FR 55147, Oct. 27, 2009]
Sec. 301-10.124 What are coach-class Seating Upgrade Programs?
Sometimes these programs are called ``Coach Elite,'' ``Coach Plus,''
``Preferred Coach'' or some other identifier. Under these airline
programs, a passenger may obtain for a fee a more desirable seat choice
within the coach-class cabin. These airline upgrade or preferred seat
choices are generally available for an annual fee, at an airport kiosk
or gate or as a frequent flier perk. These coach upgrade options are not
considered a new or higher class of accommodation since the seating is
still in the coach cabin. However, the use of these upgraded/preferred
coach seating options is generally a traveler's personal choice and
therefore is at the traveler's personal expense. An agency travel
authorization approving official or his/her designee (e.g., supervisor
of the traveler) may authorize and reimburse the additional seat choice
fee according to internal agency policy (see 301-70.102(k)).
[FTR Amdt. 2009-06, 74 FR 55148, Oct. 27, 2009, as amended by FTR Amdt.
2010-07, 75 FR 72967, Nov. 29, 2010]
Sec. 301-10.125 When may I use the 14-hour rule to travel other than
coach-class (see Sec. 301-10.123(b)(6))?
(a) You may use the 14-hour rule to travel via other than coach-
class when:
(1) The origin and/or destination are OCONUS; and
(2) The scheduled flight time, including non-overnight stopovers and
change of planes, is in excess of 14 hours; and
(3) You are required to report to duty the following day or sooner.
(b) Scheduled flight time is the flight time between the originating
departure point and the ultimate arrival point including scheduled non-
overnight time spent at airports during plane changes. Scheduled non-
overnight time does not include time spent at the originating or
ultimate arrival airports.
(c) If other than coach-class accommodation is authorized based on
the 14-hour rule then you will not be eligible for a rest stop en route
or a rest period upon arrival at your duty site, in accordance with
internal agency procedures pursuant to Sec. 301-70.102(j).
[FTR Amdt. 2009-06, 74 FR 55148, Oct. 27, 2009]
Use of United States Flag Air Carriers
Source: FTR Amdt. 74, 63 FR 63419, Nov. 13, 1998, unless otherwise
noted.
Sec. 301-10.131 What does United States mean?
For purposes of the use of United States flag air carriers, United
States
[[Page 35]]
means the 50 states, the District of Columbia, and the territories and
possessions of the United States (49 U.S.C. 40102).
Sec. 301-10.132 Who is required to use a U.S. flag air carrier?
Anyone whose air travel is financed by U.S. Government funds, except
as provided in Sec. 301-10.135, Sec. 301-10.136, and Sec. 301-10.137.
Sec. 301-10.133 What is a U.S. flag air carrier?
An air carrier which holds a certificate under 49 U.S.C. 41102 but
does not include a foreign air carrier operating under a permit.
Sec. 301-10.134 What is U.S. flag air carrier service?
U.S. flag air carrier service is service provided on an air carrier
which holds a certificate under 49 U.S.C. 41102 and which service is
authorized either by the carrier's certificate or by exemption or
regulation. U.S. flag air carrier service also includes service provided
under a code share agreement with a foreign air carrier in accordance
with Title 14, Code of Federal Regulations when the ticket, or
documentation for an electronic ticket, identifies the U.S. flag air
carrier's designator code and flight number.
Sec. 301-10.135 When must I travel using U.S. flag air carrier service?
You are required by 49 U.S.C. 40118, commonly referred to as the
``Fly America Act,'' to use U.S. flag air carrier service for all air
travel funded by the U.S. Government, except as provided in Sec. 301-
10.136 and Sec. 301-10.137 or when one of the following exceptions
applies:
(a) Use of a foreign air carrier is determined to be a matter of
necessity in accordance with Sec. 301-10.138; or
(b) The transportation is provided under a bilateral or multilateral
air transportation agreement to which the United States Government and
the government of a foreign country are parties, and which the
Department of Transportation has determined meets the requirements of
the Fly America Act.
(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]
Sec. 301-10.136 What exceptions to the Fly America Act requirements
apply when I travel between the United States and another country?
The exceptions are:
(a) If a U.S. flag air carrier offers nonstop or direct service (no
aircraft change) from your origin to your destination, you must use the
U.S. flag air carrier service unless such use would extend your travel
time, including delay at origin, by 24 hours or more.
[[Page 36]]
(b) If a U.S. flag air carrier does not offer nonstop or direct
service (no aircraft change) between your origin and your destination,
you must use a U.S. flag air carrier on every portion of the route where
it provides service unless, when compared to using a foreign air
carrier, such use would:
(1) Increase the number of aircraft changes you must make outside of
the U.S. by 2 or more; or
(2) Extend your travel time by at least 6 hours or more; or
(3) Require a connecting time of 4 hours or more at an overseas
interchange point.
Sec. 301-10.137 What exceptions to the Fly America Act requirements
apply when I travel solely outside the United States, and a U.S. flag
air carrier provides service between my origin and my destination?
You must always use a U.S. flag carrier for such travel, unless,
when compared to using a foreign air carrier, such use would:
(a) Increase the number of aircraft changes you must make en route
by 2 or more; or
(b) Extend your travel time by 6 hours or more; or
(c) Require a connecting time of 4 hours or more at an overseas
interchange point.
Sec. 301-10.138 In what circumstances is foreign air carrier service
deemed a matter of necessity?
(a) Foreign air carrier service is deemed a necessity when service
by a U.S. flag air carrier is available, but
(1) Cannot provide the air transportation needed; or
(2) Will not accomplish the agency's mission.
(b) Necessity includes, but is not limited to, the following
circumstances:
(1) When the agency determines that use of a foreign air carrier is
necessary for medical reasons, including use of foreign air carrier
service to reduce the number of connections and possible delays in the
transportation of persons in need of medical treatment; or
(2) When use of a foreign air carrier is required to avoid an
unreasonable risk to your safety and is approved by your agency (e.g.,
terrorist threats). Written approval of the use of foreign air carrier
service based on an unreasonable risk to your safety must be approved by
your agency on a case by case basis. An agency determination and
approval of use of a foreign air carrier based on a threat against a
U.S. flag air carrier must be supported by a travel advisory notice
issued by the Federal Aviation Administration and the Department of
State. An agency determination and approval of use of a foreign air
carrier based on a threat against Government employees or other
travelers must be supported by evidence of the threat(s) that form the
basis of the determination and approval; or
(3) When you cannot purchase a ticket in your authorized class of
service on a U.S. flag air carrier, and a seat is available in your
authorized class of service on a foreign air carrier.
[FTR Amdt. 74, 63 FR 63419, Nov. 13, 1998, as amended by FTR Amdt. 2007-
05, 72 FR 61537, Oct. 31, 2007]
Sec. 301-10.139 May I travel by a foreign air carrier if the cost of
my ticket is less than traveling by a U.S. flag air carrier?
No. Foreign air carrier service may not be used solely based on the
cost of your ticket.
Sec. 301-10.140 May I use a foreign air carrier if the service is
preferred by or more convenient for my agency or me?
No. You must use U.S. flag air carrier service, unless you meet one
of the exceptions in Sec. 301-10.135, Sec. 301-10.136, or Sec. 301-
10.137 or unless foreign air carrier service is deemed a matter of
necessity under Sec. 301-10.138.
Sec. 301-10.141 Must I provide any special certification or documents
if I use a foreign air carrier?
Yes, you must provide a certification, as required in Sec. 301-
10.142 and any other documents required by your agency. Your agency
cannot pay your foreign air carrier fare if you do not provide the
required certification.
[FTR Amdt. 74, 63 FR 63419, Nov. 13, 1998, as amended by FTR Amdt. 108,
67 FR 57964, Sept. 13, 2002]
[[Page 37]]
Sec. 301-10.142 What must the certification include?
The certification must include:
(a) Your name;
(b) The dates that you traveled;
(c) The origin and the destination of your travel;
(d) A detailed itinerary of your travel, name of the air carrier and
flight number for each leg of the trip; and
(e) A statement explaining why you met one of the exceptions in
Sec. 301-10.135, Sec. 301-10.136, or Sec. 301-10.137 or a copy of
your agency's written approval that foreign air carrier service was
deemed a matter of necessity in accordance with Sec. 301-10.138.
Sec. 301-10.143 What is my liability if I improperly use a foreign air
carrier?
You will not be reimbursed for any transportation cost for which you
improperly use foreign air carrier service. If you are authorized by
your agency to use U.S. flag air carrier service for your entire trip,
and you improperly use a foreign air carrier for any part of or the
entire trip (i.e., when not permitted under this regulation), your
transportation cost on the foreign air carrier will not be payable by
your agency. If your agency authorizes you to use U.S. flag air carrier
service for part of your trip and foreign air carrier service for
another part of your trip, and you improperly use a foreign air carrier
(i.e., when neither authorized to do so nor otherwise permitted under
this regulation), your agency will pay the transportation cost on the
foreign air carrier for only the portion(s) of the trip for which you
were authorized to use foreign air carrier service. The agency must
establish internal procedures for denying reimbursement to travelers
when use of a foreign air carrier was neither authorized nor otherwise
permitted under this regulation.
Train
Sec. 301-10.160 What classes of train accommodations are available?
(a) Coach-class--The basic class of accommodations offered by a rail
carrier to passengers that includes a level of service available to all
passengers regardless of the fare paid. Coach-class includes reserved
coach accommodations as well as slumber coach accommodations when
overnight train travel is involved.
(b) Slumber coach--Includes slumber coach accommodations on trains
offering such accommodations, or the lowest level of sleeping
accommodations available on a train that does not offer slumber coach
accommodations.
(c) Other than coach-class - Any class of accommodations above
coach, e.g., first-class or business-class.
(1) First-class--Includes bedrooms, roomettes, club service, parlor
car accommodations or other premium accommodations.
(2) Business-class--A class of extra fare train service that is
offered above coach class, but is lower than first-class, as described
above.
Note to Sec. 301-10.160: If a train only has two classes of
accommodations available, i.e., first and business class, then the
business class is deemed to be classified as coach-class for purposes of
official travel, as it is the lowest class offered.
[FTR Amdt. 70, 63 FR 15955, Apr. 1, 1998, as amended by FTR Amdt. 108,
67 FR 57965, Sept. 13, 2002; FTR Amdt. 2009-06, 74 FR 55148, Oct. 27,
2009]
Sec. 301-10.161 What class of train accommodations must I use?
You must use coach-class accommodations for all train travel, except
when your agency authorizes other than coach-class service.
[FTR Amdt. 2009-06, 74 FR 55148, Oct. 27, 2009]
Sec. 301-10.162 When may I use other than coach-class train
accommodations?
You may use other than coach-class train accommodations only when
your agency specifically authorizes/approves 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.
[[Page 38]]
(1) A disability must be certified annually in a written statement
by a competent medical authority. However, if the disability is a
lifelong condition, then a one-time certification statement is required.
Certification statements must include at a minimum:
(i) A written statement by a competent medical authority stating
that special accommodation is necessary;
(ii) An approximate duration of the special accommodation; and
(iii) A recommendation as to the suitable class of transportation
accommodations based on the disability.
(2) A special need must be certified annually in writing according
to your agency's procedures. However, if the special need is a lifelong
condition, then a one-time certification statement is required;
(3) If you are authorized under Sec. 301-13.3(a) of this Subchapter
to have an attendant accompany you, your agency may also authorize the
attendant to use other than coach-class accommodations if you require
the attendant's services en route;
(c) When exceptional security circumstances require other than
coach-class rail accommodations. Exceptional security circumstances are
determined by your agency and should only be authorized to the minimum
other than coach-class accommodation necessary to meet the agency's
mission. These circumstances include, but are not limited to:
(1) Use of coach-class accommodations would endanger your life or
Government property;
(2) You are an agent on protective detail and you are accompanying
an individual authorized to use other than coach-class accommodations;
or
(3) You are a courier or control officer accompanying controlled
pouches or packages;
(d) Coach-class accommodations on an authorized/approved foreign
rail carrier do not provide adequate sanitation or health standards; or
(e) When required because of agency mission, consistent with your
agency's internal procedures pursuant to Sec. 301-70.102(i).
[FTR Amdt. 2009-06, 74 FR 55148, Oct. 27, 2009]
Sec. 301-10.163 What is an extra-fare train?
A train that operates at an increased fare due to the extra
performance of the train (i.e., faster speed or fewer stops).
Sec. 301-10.164 When may I use extra-fare train service?
You may use extra-fare train service whenever your agency determines
it is more advantageous to the Government or is required for security
reasons. Extra-fare train service is considered to be a class above the
lowest class offered on any particular train and must be authorized/
approved as provided in Sec. 301-10.162.
[FTR Amdt. 2009-06, 74 FR 55149, Oct. 27, 2009]
Ship
Sec. 301-10.180 Must I travel by a U.S. flag ship?
Yes, when a U.S. flag ship is available unless the necessity of the
mission requires the use of a foreign ship. (See 46 U.S.C. App. Sec.
1241.)
Sec. 301-10.181 What is my liability if I improperly use a foreign
ship?
You are required to travel by U.S. flag ship for the entire trip,
unless use of a foreign ship has been authorized by your agency. Any
cost that is attributed to improper or unauthorized use of a foreign
ship is your responsibility.
[FTR Amdt. 70, 63 FR 15955, Apr. 1, 1998; 63 FR 35537, June 30, 1998]
Sec. 301-10.182 What classes of ship accommodations are available?
Accommodations on ships vary according to deck levels.
(a) Other than lowest first-class--All classes above the lowest
first-class, includes but is not limited to a suite.
(b) Lowest first-class--The least expensive class of reserved
accommodations available on a ship.
[FTR Amdt. 70, 63 FR 15955, Apr. 1, 1998, as amended by FTR Amdt. 2009-
06, 74 FR 55149, Oct. 27, 2009]
Sec. 301-10.183 What class of ship accommodations must I use?
You must use the lowest first-class accommodations when traveling by
[[Page 39]]
ship, except when your agency specifically authorizes/approves your use
of other than lowest first-class ship accommodations under paragraphs
(a) through (d) of this section.
(a) Lowest first class accommodations are not available on the ship.
(b) When use of other than lowest first-class accommodations is
necessary to accommodate a medical disability or other special need.
(1) A disability must be certified annually in a written statement
by a competent medical authority. However, if the disability is a
lifelong condition, then a one-time certification statement is required.
Certification statements must include at a minimum:
(i) A written statement by a competent medical authority stating
that special accommodation is necessary;
(ii) An approximate duration of the special accommodation; and
(iii) A recommendation as to the suitable class of transportation
accommodations based on the disability.
(2) A special need must be certified annually in writing according
to your agency's procedures. However, if the special need is a lifelong
condition, then a one-time certification statement is required;
(3) If you are authorized under Sec. 301-13.3(a) of this Subchapter
to have an attendant accompany you, your agency may also authorize the
attendant to use other than lowest first-class class accommodations if
you require the attendant's services en route;
(c) When exceptional security circumstances require other than
lowest first-class travel. Exceptional security circumstances are
determined by your agency and should only be authorized to the minimum
other than lowest first-class travel accommodation necessary to meet the
agency's mission. These circumstances include, but are not limited to:
(1) The use of lowest first-class accommodations would endanger your
life or Government property; or
(2) You are an agent on protective detail and you are accompanying
an individual authorized to use other than lowest first-class
accommodations; or
(3) You are a courier or control officer accompanying controlled
pouches or packages.
(d) When required because of agency mission, consistent with your
agency's internal procedures pursuant to Sec. 301-70.102(i).
[FTR Amdt. 70, 63 FR 15955, Apr. 1, 1998, as amended by FTR Amdt. 2009-
06, 74 FR 55149, Oct. 27, 2009]
Transit Systems
Sec. 301-10.190 When may I use a transit system as a means of
transportation in conjunction with official travel?
You may use a transit system as a means of transportation in
conjunction with official travel when such transportation is authorized
and approved by your agency in the following manner:
(a) At your official station. (1) From your residence or other
authorized point of departure, e.g., rail to airport;
(2) To your residence or other authorized point of return, e.g.,
airport to rail;
(3) From your residence to your office on the day you depart the
official station on official TDY that requires at least one night's
lodging; or
(4) From your office to your residence on the day you return to the
official station from an official TDY assignment that required at least
one night's lodging.
(b) At your TDY location. (1) From the TDY transit system station(s)
to your place of lodging or place of official business and return;
(2) To, from, and between your places of lodging and official
business;
(3) Between places of official business; or
(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]
[[Page 40]]
Subpart C_Government Vehicle
Sec. 301-10.200 What types of Government vehicles may my agency
authorize me to use?
You may be authorized to use:
(a) A Government automobile in accordance with Sec. 301-10.220;
(b) A Government aircraft in accordance with Sec. Sec. 301-10.260
through 301-10.262 of this part; and
(c) Other type of Government vehicle in accordance with any
Government-issued rules governing its use.
[FTR Amdt. 70, 63 FR 15955, Apr. 1, 1998; 63 FR 35537, June 30, 1998]
Sec. 301-10.201 For what purposes may I use a Government vehicle other
than a Government aircraft?
Only for official purposes which include transportation:
(a) Between places of official business;
(b) Between such places and places of temporary lodging when public
transportation is unavailable or its use is impractical;
(c) Between either paragraph (a) or (b) of this section and
restaurants, drug stores, barber shops, places of worship, cleaning
establishments, and similar places necessary for the sustenance,
comfort, or health of the employee to foster the continued efficient
performance of Government business; or
(d) As otherwise authorized by your agency under 31 U.S.C. 1344.
Sec. 301-10.202 What is my liability for unauthorized use of a
Government vehicle?
You are responsible for any additional cost resulting from
unauthorized use of a Government vehicle and you may be subject to
administrative and/or criminal liability for misuse of Government
property.
Government Automobiles
Sec. 301-10.220 What requirements must I meet to operate a Government
automobile for official travel?
You must possess a valid State, District of Columbia, or territorial
motor vehicle operator's license and have a travel authorization
specifically authorizing the use of a Government-furnished automobile.
Travel on Government Aircraft
Sec. 301-10.260 May I use a Government aircraft for travel?
You may use Government aircraft for travel only if you have
authorization from an executive agency under the rules specified in this
part (except with regard to travel under Sec. 301-70.808 and Sec. 301-
70.910). Because the taxpayers should pay no more than necessary for
your transportation, generally you may travel on Government aircraft
only when a Government aircraft is the most cost-effective mode of
travel.
[FTR Amdt. 2004-02, 69 FR 34304, June 21, 2004]
Sec. 301-10.261 When may I use a Government aircraft for travel?
You may use Government aircraft--
(a) For official travel only when--
(1) No scheduled commercial airline service is reasonably available
(i.e., able to meet your departure and/or arrival requirements within a
24-hour period, unless you demonstrate that extraordinary circumstances
require a shorter period) to fulfill your agency's travel requirement;
or
(2) The cost of using a Government aircraft is less than the cost of
the city-pair fare for scheduled commercial airline service or the cost
of the lowest available full coach fare if a city-pair fare is not
available to you. The cost of non-productive or lost work time while in
travel status and certain other costs should be considered when
comparing the cost of using a Government aircraft in lieu of scheduled
commercial airline service. Additional information on costs included in
this cost comparison may be found in the ``U.S. Government Aircraft Cost
Accounting Guide,'' available from the General Services Administration,
Office of Governmentwide Policy, MTA, 1800 F Street, N.W., Washington,
DC 20405.
(b) For required-use travel only when you are required to use
Government aircraft for bona fide communications (e.g., 24-hour secure
communications) or security reasons (e.g., highly unusual circumstances
that present a
[[Page 41]]
clear and present danger) or exceptional scheduling requirements (e.g.,
a national emergency or other compelling operational considerations).
Required use travel may include travel for official, personal, or
political purposes, but must be approved in accordance with Sec. Sec.
301-10.262(a) and 301-70.803(a).
(c) For space available travel only when--
(1) The aircraft is already scheduled for use for an official
purpose, and your use of the aircraft does not require a larger aircraft
or result in more than minor additional cost to the Government; or
(2) You are a Federal traveler or a dependent of a Federal traveler
stationed by the Government in a remote location not accessible to
commercial airline service and authorized to use Government aircraft; or
(3) You are authorized to travel on a space available basis under 10
U.S.C. 2648 and regulations implementing that statute.
[FTR Amdt. 2004-02, 69 FR 34304, June 21, 2004, as amended by FTR Amdt.
2010-04, 75 FR 59095, Sept. 27, 2010]
Sec. 301-10.262 How will my agency authorize travel on Government
aircraft?
Your agency will authorize your travel on Government aircraft as
follows:
(a) Required use travelers. Your agency's senior legal official or
his/her principal deputy must authorize your required-use travel on a
trip-by-trip basis, in advance, in writing, and in compliance with the
agency's written policies describing the special circumstances under
which the agency will require a traveler to use Government aircraft,
unless--
(1) You are an agency head and the President has determined that all
your travel (or your travel in specified categories) qualifies as
required-use travel; or
(2) You are not an agency head, and your agency head has determined
in writing that all of your travel, or your travel in specified
categories, qualifies as required-use travel. Such written explanation
must state the specific basis for the determination.
Note to Sec. 301-10.262(a): In an emergency situation, prior verbal
approval for required-use travel with an after-the-fact written
authorization is permitted.
(b) Senior Federal officials. If you are a senior Federal official,
your agency's senior legal official or his/her principal deputy must
authorize all your travel on Government aircraft in advance and in
writing, except for required use travel authorized under paragraphs
(a)(1) and (a)(2) of this section. In an emergency situation, prior
verbal approval with an after-the-fact written authorization by your
agency's senior legal official is permitted. Senior Federal officials
who are crewmembers or qualified non-crewmembers on a flight in which
they are also traveling (i.e., being transported from point to point)
are considered travelers and must be authorized to travel on Government
aircraft according to this paragraph.
(c) Non-Federal travelers. If you are a non-Federal traveler, the
senior legal official or his/her principal deputy in the agency
sponsoring your travel must authorize you to fly on Government aircraft
in advance and in writing. In an emergency situation, prior verbal
approval with an after-the-fact written authorization by your sponsoring
agency's senior legal official is permitted.
(d) All other Federal travelers. Your designated travel-approving
official (or anyone to whom he/she delegates this authority), who must
be at least one organizational level above you, must authorize your
travel on Government aircraft, in advance and in writing. Prior verbal
approval with an after-the-fact written authorization by your agency's
designated travel approving 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
[[Page 42]]
your designated travel approving official for information on your
agency's policy.
[FTR Amdt. 2004-02, 69 FR 34304, June 21, 2004]
Sec. 301-10.263 What travel authorization documents must I present
to the aircraft management office that operates the Government aircraft?
You must present to the aircraft management office that operates the
Government aircraft--
(a) A copy of your written travel authorization, including a blanket
travel authorization, if applicable, approved in accordance with Sec.
301-10.262; and
(b) Valid picture identification, such as a Government
identification card or a state-issued driver's license.
[FTR Amdt. 2004-02, 69 FR 34304, June 21, 2004]
Sec. 301-10.264 What amount must the Government be reimbursed for
travel on Government aircraft?
(a) No reimbursement is required for official travel on a Government
aircraft.
(b) For personal travel on Government aircraft, reimbursement
depends upon which of the following special cases applies:
(1) For any required use travel, you must reimburse the Government
for the excess of the full coach fare for all flights taken over the
full coach fare for the flights that you would have taken had you not
engaged in personal activities during the trip, i.e., for a wholly
personal trip, you must pay the full coach fare for the entire trip;
(2) For travel authorized under 10 U.S.C. 2648 and regulations
implementing that statute, or when you or your dependents are stationed
by the Government in a remote location with no access to regularly
scheduled commercial airline service and are authorized to use
Government aircraft, you do not have to reimburse the Government.
(c) For political travel on a Government aircraft (i.e., for any
trip or part of a trip during which you engage in political activities),
the Government must be reimbursed the excess of the full coach fare for
all flights taken on the trip over the full coach fare for the flights
that you would have taken had you not engaged in political activities,
except if other law or regulation specifies a different amount (see,
e.g., 11 CFR 106.3, ``Allocation of Expenses between Campaign and Non-
campaign Related Travel''), in which case the amount reimbursed is the
amount required by such law or regulation.
Note to Sec. 301-10.264: Except for required use travel, any use of
Government aircraft for personal or political activities shall not cause
an increase in the actual costs to the Government of operating the
aircraft.
[FTR Amdt. 2004-02, 69 FR 34304, June 21, 2004, as amended by FTR Amdt.
2010-04, 75 FR 59095, Sept. 27, 2010]
Sec. 301-10.265 Will my travel on Government aircraft be reported?
Your travel on Government aircraft will not be reported unless you
are a senior Federal official, or a non-Federal traveler. (Travel under
10 U.S.C. 2648 is not reported.) If you are a senior Federal official or
a non-Federal traveler, any use you make of Government aircraft, i.e.,
as a passenger, crewmember, or qualified non-crewmember, will be
reported to the General Services Administration (GSA) by the agency that
owns or hires the Government aircraft. (Agencies must maintain
information on classified trips, but do not report classified trips to
GSA.)
[FTR Amdt. 2004-02, 69 FR 34304, June 21, 2004, as amended by FTR Amdt.
2010-04, 75 FR 59095, Sept. 27, 2010]
Sec. 301-10.266 Is information available to the public about travel
on Government aircraft by senior Federal officials and non-Federal
travelers?
Yes, an agency that authorizes travel on Government aircraft and an
agency that owns or hires Government aircraft must make records about
travelers on those aircraft available to the public in response to
written requests under the Freedom of Information Act (5 U.S.C. 552),
except for portions exempt from disclosure under that Act (such as
classified information).
[FTR Amdt. 2004-02, 69 FR 34304, June 21, 2004]
[[Page 43]]
Subpart D_Privately Owned Vehicle (POV)
Sec. 301-10.300 When may I use a POV for official travel?
When authorized by your agency.
Sec. 301-10.301 How do I compute my mileage reimbursement?
You compute mileage reimbursement by multiplying the distance
traveled, determined under Sec. 301-10.302 of this subpart by the
applicable mileage rate.
[FTR Amdt. 70, 63 FR 15955, Apr. 1, 1998, as amended by FTR Amdt. 2010-
07, 75 FR 72967, Nov. 29, 2010]
Sec. 301-10.302 How do I determine distance measurements for my travel?
------------------------------------------------------------------------
The distance between your origin and
If you travel by destination is
------------------------------------------------------------------------
Privately owned automobile or As shown in paper or electronic standard
privately owned motorcycle. highway mileage guides, or the actual
miles driven as determined from odometer
readings.
Privately owned aircraft..... As determined from charts issued by the
Federal Aviation Administration (FAA).
You may include in your travel claim
with an explanation any additional air
mileage resulting from a detour
necessary due to adverse weather,
mechanical difficulty, or other unusual
conditions. If a required deviation is
such that airway mileage charts are not
adequate to determine distance, you may
use the formula of flight time
multiplied by cruising speed of the
aircraft to determine distance. You must
convert nautical miles to statute or
regular miles when submitting a claim (1
nautical mile equals 1.15077945 statute
miles).
------------------------------------------------------------------------
[FTR Amdt. 70, 63 fR 15955, Apr, 1998, as amended by FTR Amdt. 108, 67
FR 57965, Sept. 13, 2002; FTR Amdt. 2005-05, 70 FR 61046, Oct. 20, 2005;
FTR Amdt. 2010-04, 75 FR 59095, Sept. 27, 2010]
Sec. 301-10.303 What am I reimbursed when use of POV is determined by
my agency to be advantageous to the Government?
You will be reimbursed an applicable mileage rate based on the type
of POV you actually use (privately owned airplane, privately owned
automobile, privately owned motorcycle). These rates will be published
in an FTR bulletin and are also displayed on GSA's Web site (http://
www.gsa.gov/mileage).
[FTR Amdt. 2010-07, 75 FR 72967, Nov. 29, 2010]
Sec. 301-10.304 What expenses are allowable in addition to the POV
mileage rate allowances?
Following is a chart listing the reimbursable and non-reimbursable
expenses:
------------------------------------------------------------------------
Non-reimbursable expenses
Reimbursable expenses in addition to included in the mileage
mileage allowance allowance
------------------------------------------------------------------------
Parking fees; ferry fees; bridge, road, Charges for repairs,
and tunnel fees; and aircraft or depreciation, replacements,
airplane parking, landing, and tie- grease, oil, antifreeze,
down fees. towage and similar speculative
expenses, gasoline, insurance,
state and Federal taxes.
------------------------------------------------------------------------
[FTR Amdt. 70, 63 FR 15955, Apr. 1, 1998, as amended by FTR Amdt. 108,
67 FR 57965, Sept. 13, 2002]
Sec. 301-10.305 How is reimbursement handled if another person(s)
travels in a POV with me?
If another employee(s) travels with you on the same trip in the same
POV, mileage is payable to only one of you. No deduction will be made
from your mileage allowance if other passengers contribute to defraying
your expenses.
Sec. 301-10.306 What will I be reimbursed if authorized to use a POV
between my residence and office and then from my office to a common
carrier terminal, or from my residence directly to a common carrier
terminal?
If determined advantageous to the Government, you will be reimbursed
on
[[Page 44]]
a mileage basis plus other allowable costs for round-trip travel on the
beginning and/or ending of travel between the points involved.
[FTR Amdt. 70, 63 FR 15955, Apr. 1, 1998, as amended by FTR. Amdt. 2005-
05, 70 FR 61047, Oct. 20, 2005]
Sec. 301-10.307 What will I be reimbursed if I use a POV to transport
other employees?
Using a POV to transport other employees is strictly voluntary and
you may be reimbursed in accordance with Sec. 301-10.305.
Sec. 301-10.308 What will I be reimbursed if I park my POV at a common
carrier terminal while I am away from my official station?
Your agency may reimburse your parking fee as an allowable
transportation expense not to exceed the cost of taxi fare to/from the
terminal.
Sec. 301-10.309 What will I be reimbursed if I am authorized to use
common carrier transportation 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 Sec. 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]
Sec. 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 Sec. 301-
10.304.
[FTR Amdt. 2010-07, 75 FR 72967, Nov. 29, 2010]
Subpart E_Special Conveyances
Sec. 301-10.400 What types of special conveyances may my agency
authorize me to use?
Your agency may authorize/approve use of:
(a) Taxicabs as specified in Sec. Sec. 301-10.420 through 301-
10.421 of this chapter;
(b) Commercial rental automobiles as specified in Sec. Sec. 301-
10.450 through 301-10.453 of this chapter; or
(c) Any other special conveyance when determined to be advantageous
to the Government.
Sec. 301-10.401 What types of charges are reimbursable for use of a
special conveyance?
Actual expenses that your agency determines are necessary,
including, but not limited to:
(a) Gasoline and oil;
(b) Rental of a garage, hangar, or boathouse;
(c) Feeding and stabling of horses;
(d) Per diem of operator; and
(e) Ferriage, tolls, etc.
Sec. 301-10.402 What will I be reimbursed if I am authorized to use a
special conveyance and I use a POV instead?
You will be reimbursed the mileage cost for the use of your POV, and
additional expenses such as parking fees, bridge, road and tunnel fees,
not to exceed the constructive cost of the special conveyance.
Sec. 301-10.403 What is the difference between a Government aircraft
and an aircraft hired as a special conveyance?
A Government aircraft is any aircraft owned, leased, chartered, or
rented and operated by the Government. An aircraft hired as a special
conveyance is an aircraft that you, in your private capacity, rent,
lease, or charter and operate.
[[Page 45]]
Taxicabs, Shuttle Services, or Other Courtesy Transportation
Sec. 301-10.420 When may I use a taxi, shuttle service or other
courtesy transportation?
(a) When authorized and approved by your agency, your transportation
expenses in the performance of official travel are reimbursable for the
usual fare plus tip for use of a taxi, shuttle service or other courtesy
transportation (if charges result), in the following manner:
(1) At your official station. (i) From your residence or other
authorized point of departure, e.g., residence to airport;
(ii) To your residence or other authorized point of return, e.g.,
airport to residence;
(iii) From your residence to your office on the day you depart the
official station on official TDY that requires at least one night's
lodging; or
(iv) From your office to your residence on the day you return to the
official station from an official TDY assignment that required at least
one night's lodging.
(2) At your TDY location. (i) From the TDY transit system station to
your place of lodging or place of official business and return;
(ii) To, from, and between your places of lodging and official
business;
(iii) Between places of official business; or
(iv) To obtain meals at the nearest available place when the nature
and location of the official business or the lodging at a TDY location
are such that meals cannot be obtained there. You must attach a
statement or include electronic remarks with your travel voucher
explaining why such transportation was necessary.
(b) Courtesy transportation. You should use courtesy transportation
service furnished by hotels/motels to the maximum extent possible as a
first source of transportation between a place of lodging at the TDY
station and a common carrier terminal. You will be reimbursed for tips
when you use courtesy transportation service.
(c) Restrictions. When appropriate, your agency will restrict or
place a monetary limit on the amount of reimbursement for the use of
taxicabs under this paragraph when--
(1) Suitable Government or common carrier transportation service,
including shuttle service, is available for all or part of the distance
involved; or
(2) Courtesy transportation service is provided by hotels/motels
between the place of lodging at the TDY station and the common carrier
terminal.
[FTR Amdt. 2010-02, 75 FR 24435, May 5, 2010]
Sec. 301-10.421 How much will my agency reimburse me for a tip to a
taxi, shuttle service, courtesy transportation driver, or valet parking
attendant?
An amount which your agency determines to be reasonable.
Rental Automobiles
Sec. 301-10.450 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]
Sec. 301-10.451 May I be reimbursed for the cost of collision damage
waiver (CDW) or theft insurance?
(a) General rule--no. You will not be reimbursed for CDW or theft
insurance
[[Page 46]]
for travel within CONUS for the following reasons:
(1) The Government is a self-insurer.
(2) Rental vehicles available under agreement(s) with the Government
includes full coverage insurance for damages resulting from an accident
while performing official travel.
(3) Any deductible amount paid by you may be reimbursed directly to
you or directly to the rental agency if the damage occurred while you
were performing official business.
(b) Exception. You will be reimbursed for collision damage waiver or
theft insurance when you travel outside CONUS and such insurance is
necessary because the rental or leasing agency requirements, foreign
statute, or legal procedures could cause extreme difficulty for an
employee involved in an accident.
Sec. 301-10.452 May I be reimbursed for personal accident insurance?
No. That is a personal expense and is not reimbursable.
Sec. 301-10.453 What is my liability for unauthorized use of a rental
automobile obtained with Government funds?
You are responsible for any additional cost resulting from the
unauthorized use of a commercial rental automobile for other than
official travel-related purposes.
PART 301 11_PER DIEM EXPENSES--Table of Contents
Subpart A_General Rules
Sec.
301-11.1 When am I eligible for an allowance (per diem or actual
expense)?
301-11.2 Will I be reimbursed for per diem expenses if my official
travel is 12 hours or less?
301-11.3 Must my agency pay an allowance (either a per diem allowance or
actual expense)?
301-11.4 May I be reimbursed actual expense and per diem on the same
trip?
301-11.5 How will my per diem expenses be reimbursed?
301-11.6 Where do I find maximum per diem and actual expense rates?
301-11.7 What determines my maximum per diem reimbursement rate?
301-11.8 What is the maximum per diem rate I will receive if lodging is
not available at my TDY location?
301-11.9 When does per diem or actual expense entitlement start/stop?
301-11.10 Am I required to record departure/arrival dates and times on
my travel claim?
301-11.11 How do I select lodging and make lodging reservations?
301-11.12 How does the type of lodging I select affect my reimbursement?
301-11.13 How does sharing a room with another person affect my per diem
reimbursement?
301-11.14 How is my daily lodging rate computed when I rent lodging on a
long-term basis?
301-11.15 What expenses may be considered part of the daily lodging cost
when I rent on a long-term basis?
301-11.16 What reimbursement will I receive if I prepay my lodging
expenses and my TDY is curtailed, canceled, or interrupted for
official purposes or for other reasons beyond my control that
are acceptable to my agency?
301-11.17 If my agency authorizes per diem reimbursement, will it reduce
my M&IE allowance for a meal(s) provided by a common carrier
or for a complimentary meal(s) provided by a hotel/motel?
301-11.18 What M&IE rate will I receive if a meal(s) is furnished by the
Government or is included in the registration fee?
301-11.19 How is my per diem calculated when I travel across the
international dateline (IDL)?
301-11.20 May my agency authorize a rest period for me while I am
traveling?
301-11.21 Will I be reimbursed for per diem or actual expenses on leave
or non-workdays (weekend, legal Federal Government holiday, or
other scheduled non-workdays) while I am on official travel?
301-11.22 Am I entitled to per diem or actual expense reimbursement if I
am required to return to my official station on a non-workday?
301-11.23 Are there any other circumstances when my agency may reimburse
me to return home or to my official station for non-workdays
during a TDY assignment?
301-11.24 What reimbursement will I receive if I voluntarily return home
or to my official station on non-workdays during my TDY
assignment?
301-11.25 Must I provide receipts to substantiate my claimed travel
expenses?
301-11.26 How do I request a review of the per diem in a location?
301-11.27 Are taxes included in the lodging portion of the Government
per diem rate?
301-11.28 As a traveler on official business, am I required to pay
applicable lodging taxes?
301-11.29 Are lodging facilities required to accept a generic federal,
state or local tax exempt certificate?
[[Page 47]]
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?
[[Page 48]]
301-11.624 What steps must my agency take to determine my ITRA?
301-11.625 Is the ITRA I receive taxable income?
301-11.626 May I receive a lump sum payment of the additional tax
liability on the covered ITRA in lieu of submitting another
claim?
301-11.627 If I elect a lump sum payment, how is the ITRA paid?
301-11.628 If I do not elect lump sum payment is there any additional
reimbursement?
Agency Responsibilities
301-11.631 What documentation must the employee submit to substantiate a
claim?
301-11.632 How should we compute the employee's ITRA?
301-11.633 Are tax penalty and interest payments reimbursable?
301-11.634 What tax tables should we use to calculate the amount of
allowable reimbursement?
301-11.635 How should we calculate the ITRA?
301-11.636 Is the ITRA reimbursement considered to be income to the
employee?
301-11.637 Are income taxes to be withheld from the ITRA?
301-11.638 May we offer a lump sum payment to cover the income tax
liability on the covered ITRA?
301-11.639 If the employee does not elect a lump sum payment, how is the
tax on the ITRA reimbursement calculated?
301-11.640 How do we handle any excess payment?
Authority: 5 U.S.C. 5707.
Source: FTR Amdt. 70, 63 FR 15961, Apr. 1, 1998, unless otherwise
noted.
Subpart A_General Rules
Sec. 301-11.1 When am I eligible for an allowance (per diem or actual
expense)?
When:
(a) You perform official travel away from your official station, or
other areas defined by your agency;
(b) You incur per diem expenses while performing official travel;
and
(c) You are in a travel status for more than 12 hours.
Sec. 301-11.2 Will I be reimbursed for per diem expenses if my official
travel is 12 hours or less?
No.
Sec. 301-11.3 Must my agency pay an allowance (either a per diem
allowance or actual expense)?
Yes, unless:
(a) You perform travel to a training event under the Government
Employees Training Act (5 U.S.C. 4101-4118), and you agree not to be
paid per diem expenses; or
(b) You perform pre-employment interview travel, and the
interviewing agency does not authorize payment of per diem expenses.
Sec. 301-11.4 May I be reimbursed actual expense and per diem on the
same trip?
Yes, you may be reimbursed both actual expense and per diem during a
single trip, but only one method of reimbursement may be authorized for
any given calendar day except as provided in Sec. 301-11.305 or Sec.
301-11.306. Your agency must determine when the transition between the
reimbursement methods occurs.
Sec. 301-11.5 How will my per diem expenses be reimbursed?
Per diem expenses will be reimbursed by the:
(a) Lodgings-plus per diem method;
(b) Reduced per diem method;
(c) Conference lodging allowance method (see Sec. Sec. 301-74.7 and
301-74.22 of this chapter); or
(d) Actual expense method.
[FTR Amdt. 89, 65 FR 1327, Jan. 10, 2000]
Sec. 301-11.6 Where do I find maximum per diem and actual expense rates?
Consult this table to find out where to access per diem rates for
various types of Government travel:
[[Page 49]]
------------------------------------------------------------------------
For per diem and
For travel in Rates set by actual expense see
------------------------------------------------------------------------
(a) Continental United States General Services For per diem, see
(CONUS). Administration. applicable FTR Per
Diem Bulletins
issued periodically
by the Office of
Governmentwide
Policy, Office of
Transportation and
Personal Property,
Travel Management
Policy, and
available on the
Internet at http://
www.gsa.gov/perdiem.
For actual expense,
see 41 CFR 301-
11.300--301-11.306.
(b) Non-foreign areas......... Department of Per Diem Bulletins
Defense (Per issued by PDTATAC
Diem, Travel and and published
Transportation periodically in the
Allowance Federal Register or
Committee Internet at http://
(PDTATAC)). www.defensetravel.do
d.mil/site/
perdiemCalc.cfm.
(Rates also appear
in section 925, a
per diem supplement
to the Department of
State Standardized
Regulations
(Government
Civilians-Foreign
Areas).)
(c) Foreign areas............. Department of A per diem supplement
State. to section 925,
Department of State
Standardized
Regulations
(Government
Civilians-Foreign
Areas) and available
on the Internet at
www.state.gov.
------------------------------------------------------------------------
[FTR Amdt. 2003-03, 68 FR 22314, Apr. 28, 2003, as amended by FTR Amdt.
2007-05, 72 FR 61537, Oct. 31, 2007; FTR Amdt. 2011-03, 76 FR 55275,
Sept. 7, 2011]
Sec. 301-11.7 What determines my maximum per diem reimbursement rate?
Your TDY location determines your maximum per diem reimbursement
rate. If you arrive at your lodging facility after 12 midnight, you
claim lodging cost for the preceding calendar day. If no lodging is
required, the applicable M&IE reimbursement rate is the rate for the TDY
location. (See Sec. 301-11.102.)
[FTR Amdt. 70, 63 FR 15961, Apr. 1, 1998; 63 FR 35537, June 30, 1998, as
amended by FTR Amdt. 2011-03, 76 FR 55275, Sept. 7, 2011]
Sec. 301-11.8 What is the maximum per diem rate I will receive if
lodging is not available at my TDY location?
If lodging is not available at your TDY location, your agency may
authorize or approve the maximum per diem rate for the location where
lodging is obtained.
Sec. 301-11.9 When does per diem or actual expense entitlement
start/stop?
Your per diem or actual expense entitlement starts on the day you
depart your home, office, or other authorized point and ends on the day
you return to your home, office or other authorized point.
Sec. 301-11.10 Am I required to record departure/arrival dates and
times on my travel claim?
You must record the date of departure from, and arrival at, the
official station or any other place travel begins or ends. You must show
this same information for points where you perform TDY or for a stopover
or official rest stop location when the arrival or departure affects
your per diem allowance or other travel expenses. You also should show
the dates for other points visited. You do not have to record departure/
arrival times, but you must annotate your travel claim when your travel
is more than 12 hours but not exceeding 24 hours to reflect that fact.
Sec. 301-11.11 How do I select lodging and make lodging reservations?
(a) You must make your lodging reservations through your agency's
travel management service.
(b) You should always stay in a ``fire safe'' facility. This is a
facility that meets the fire safety requirements of the Hotel and Motel
Fire Safety Act of 1990 (the Act), as amended (see 5 U.S.C. 5707a).
(c) When selecting a commercial lodging facility, first
consideration should be given to government lodging agreement programs
such as FedRooms[supreg] (http://www.fedrooms.com). The advantages of
obtaining lodging using the FedRooms[supreg] program are:
(1) Lodging rates are set at or below per diem rates;
(2) There are no add-on fees;
(3) The room cancellation deadline is 4 p.m. (or later) on the day
of arrival;
(4) Most hotels offer last standard room availability rates;
(5) There are no early departure fees; and
[[Page 50]]
(6) Rates are available using all booking channels (e.g., E-Gov
Travel Service, Travel Management Service, FedRooms[supreg] Web site,
and hotel reservation call centers). The FedRooms[supreg] rate code
(XVU) must be entered to get the program benefits.
Note to Sec. 301-11.11: 5 U.S.C. 5707a does not apply to the
District of Columbia government.
[FTR Amdt. 2010-05, 75 FR 63104, Oct. 14, 2010]
Sec. 301-11.12 How does the type of lodging I select affect my
reimbursement?
(a) Your agency will reimburse you for different types of lodging as
follows:
(1) Conventional lodgings (hotel/motel, boarding house, etc.). You
will be reimbursed the single occupancy rate.
(2) Government quarters. You will be reimbursed, as a lodging
expense, the fee or service charge you pay for use of the quarters.
(3) Lodging with friend(s) or relative(s) (with or without charge).
You may be reimbursed for additional costs your host incurs in
accommodating you only if you are able to substantiate the costs and
your agency determines them to be reasonable. You will not be reimbursed
the cost of comparable conventional lodging in the area or a flat
``token'' amount.
(4) Nonconventional lodging. You may be reimbursed the cost of other
types of lodging when there are no conventional lodging facilities in
the area (e.g., in remote areas) or when conventional facilities are in
short supply because of an influx of attendees at a special event (e.g.,
World's Fair or international sporting event). Such lodging includes
college dormitories or similar facilities or rooms not offered
commercially but made available to the public by area residents in their
homes.
(5) Recreational vehicle (trailer/camper). You may be reimbursed for
expenses (parking fees, fees for connection, use, and disconnection of
utilities, electricity, gas, water and sewage, bath or shower fees, and
dumping fees) which may be considered as a lodging cost.
(b) Your agency will not reimburse you for:
(1) Personally-owned residence. You will not be reimbursed for any
lodging expenses for staying at your personally-owned residence or for
any real estate expenses associated with the purchase or sale of a
personal residence at the TDY location, except in conjunction with an
authorized relocation pursuant to Chapter 302 of this Title.
(2) Personally-owned recreational vehicle (trailer/camper). You will
not be reimbursed any expenses associated with the purchase, sale or
payment of a recreational vehicle or camper at the TDY location.
[76 FR 63845, Oct. 14, 2011]
Sec. 301-11.13 How does sharing a room with another person affect my
per diem reimbursement?
Your reimbursement is limited to one-half of the double occupancy
rate if the person sharing the room is another Government employee on
official travel. If the person sharing the room is not a Government
employee on official travel, your reimbursement is limited to the single
occupancy rate.
Sec. 301-11.14 How is my daily lodging rate computed when I rent
lodging on a long-term basis?
When you obtain lodging on a long-term basis (e.g., weekly or
monthly) your daily lodging rate is computed by dividing the total
lodging cost by the number of days of occupancy for which you are
entitled to per diem, provided the cost does not exceed the daily rate
of conventional lodging. Otherwise the daily lodging cost is computed by
dividing the total lodging cost by the number of days in the rental
period. Reimbursement, including an appropriate amount for M&IE, may not
exceed the maximum daily per diem rate for the TDY location.
Sec. 301-11.15 What expenses may be considered part of the daily
lodging cost when I rent on a long-term basis?
When you rent a room, apartment, house, or other lodging on a long-
term basis (e.g., weekly, monthly), the following expenses may be
considered part of the lodging cost:
(a) The rental cost for a furnished dwelling; if unfurnished, the
rental cost of the dwelling and the rental cost of appropriate and
necessary furniture
[[Page 51]]
and appliances (e.g., stove, refrigerator, chairs, tables, bed, sofa,
television, or vacuum cleaner);
(b) Cost of connecting/disconnecting and using utilities;
(c) Cost of reasonable maid fees and cleaning charges;
(d) Monthly telephone use fee (does not include installation and
long-distance calls); and,
(e) If ordinarily included in the price of a hotel/motel room in the
area concerned, the cost of special user fees (e.g., cable TV charges
and plug-in charges for automobile head bolt heaters).
[FTR Amdt. 70, 63 FR 15961, Apr. 1, 1998, as amended by FTR Amdt. 2007-
05, 72 FR 61537, Oct. 31, 2007]
Sec. 301-11.16 What reimbursement will I receive if I prepay my lodging
expenses and my TDY is curtailed, canceled or interrupted for official
purposes or for other reasons beyond my control that are acceptable to my
agency?
If you sought to obtain a refund or otherwise took steps to minimize
the cost, your agency may reimburse expenses that are not refundable,
including a forfeited rental deposit.
Sec. 301-11.17 If my agency authorizes per diem reimbursement, will
it reduce my M&IE allowance for a meal(s) provided by a common carrier
or for a complimentary meal(s) provided by a hotel/motel?
No. A meal provided by a common carrier or a complimentary meal
provided by a hotel/motel does not affect your per diem.
Sec. 301-11.18 What M&IE rate will I receive if a meal(s) is furnished
by the Government or is included in the registration fee?
(a) Except as provided in Sec. 301-11.17 or in paragraph (b) of
this section, your M&IE allowance must be adjusted for meals furnished
to you by the Government (including meals furnished under the authority
of chapter 304 of this title) by deducting the appropriate amount shown
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. For meals provided on the day of departure and the last day of
travel, you must deduct the entire allocated meal cost from the
decreased M&IE rate (see Sec. 301-11.101). The total amount of
deductions made will not cause you to receive less than the amount
allowed for incidental expenses.
----------------------------------------------------------------------------------------------------------------
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; FTR
Amdt. 2011-03, 76 FR 55275, Sept. 7, 2011]
[[Page 52]]
Sec. 301-11.19 How is my per diem calculated when I travel across the
international dateline (IDL)?
When you cross the IDL your actual elapsed travel time will be used
to compute your per diem entitlement rather than calendar days.
Sec. 301-11.20 May my agency authorize a rest period for me while I am
traveling?
(a) Your agency may authorize a rest period not in excess of 24
hours at either an intermediate point or at your destination if:
(1) Either your origin or destination point is OCONUS;
(2) Your scheduled flight time, including stopovers, exceeds 14
hours;
(3) Travel is by a direct or usually traveled route; and
(4) Travel is by coach-class.
(b) When a rest stop is authorized the applicable per diem rate is
the rate for the rest stop location.
[FTR Amdt. 70, 63 FR 15961, Apr. 1, 1998, as amended by FTR Amdt. 2005-
03, 70 FR 28460, May 18, 2005]
Sec. 301-11.21 Will I be reimbursed for per diem or actual expenses on
leave or non-workdays (weekend, legal Federal Government holiday, or
other scheduled non-workdays) while I am on official travel?
(a) In general, you will be reimbursed as long as your travel status
requires your stay to include a non-workday, (e.g., if you are on travel
through Friday and again starting Monday you will be reimbursed for
Saturday and Sunday), however, your agency should determine the most
cost effective situation (i.e., remaining in a travel status and paying
per diem or actual expenses or permitting your return to your official
station).
(b) Your agency will determine whether you will be reimbursed for
non-workdays when you take leave immediately (e.g., Friday or Monday)
before or after the non-workday(s).
Note to Sec. 301-11.21: If emergency travel is involved due to an
incapacitating illness or injury, the rules in part 301-30 of this
chapter govern.
[FTR Amdt. 70, 63 FR 15961, Apr. 1, 1998, as amended by FTR Amdt. 2007-
05, 72 FR 61537, Oct. 31, 2007]
Sec. 301-11.22 Am I entitled to per diem or actual expense
reimbursement if I am required to return to my official station on a
non-workday?
If required by your agency to return to your official station on a
non-workday, you will be reimbursed the amount allowable for return
travel.
Sec. 301-11.23 Are there any other circumstances when my agency may
reimburse me to return home or to my official station for non-workdays
during a TDY assignment?
Your agency may authorize per diem or actual expense and round-trip
transportation expenses for periodic return travel on non-workdays to
your home or official station under the following circumstances:
(a) The agency requires you to return to your official station to
perform official business; or
(b) The agency will realize a substantial cost savings by returning
you home; or
(c) Periodic return travel home is justified incident to an extended
TDY assignment.
Sec. 301-11.24 What reimbursement will I receive if I voluntarily
return home or to my official station on non-workdays during my TDY
assignment?
If you voluntarily return home or to your official station on non-
workdays during a TDY assignment, the maximum reimbursement for round
trip transportation and per diem or actual expense is limited to what
would have been allowed had you remained at the TDY location.
Sec. 301-11.25 Must I provide receipts to substantiate my claimed
travel expenses?
Yes. You must provide a lodging receipt and a receipt for every
authorized expense over $75, or provide a reason acceptable to your
agency explaining why you are unable to furnish the necessary receipt(s)
(see Sec. 301-52.4 of this chapter).
Note to 301-11.25: Hard copy receipts should be electronically
scanned and submitted with your electronic travel claim when your agency
has fully deployed ETS and notifies you that electronic scanning is
available within your agency (see Sec. 301-50.3 of
[[Page 53]]
this chapter). You may submit a hard copy receipt, in accordance with
your agency's policies, to support a claimed travel expense only when
electronic imaging is not available within your agency.
[FTR Amdt. 2006-04, 71 FR 49375, Aug. 23, 2006]
Sec. 301-11.26 How do I request a review of the per diem in a location?
If you travel to a location where the per diem rate is insufficient
to meet necessary expenses, you may submit a request, containing
pertinent lodging & meal cost data, through your agency's Travel Manager
asking that the location be reviewed. Depending on the location in
question your agency's Travel Manager may submit the review request to:
------------------------------------------------------------------------
For non-foreign area For foreign area
For CONUS locations locations locations
------------------------------------------------------------------------
General Services Defense Travel Director, Office of
Administration, Office of Management Office, Allowances,
Governmentwide Policy, Attn: SP&P/ Department of
Attn: Travel Policy (MTT), Allowances Branch, State, Annex 1,
1800 F St. NW., Washington, 4601 N. Fairfax Dr, Suite L-314,
DC 20405. Suite 800, Washington, DC
Arlington, VA 22203. 20522-0103.
------------------------------------------------------------------------
[FTR Amdt. 70, 63 FR 15961, Apr. 1, 1998, as amended by FTR Amdt. 108,
67 FR 57965, Sept. 13, 2002; FTR Amdt. 2010-04, 75 FR 59095, Sept. 27,
2010; FTR Amdt. 2011-03, 76 FR 55275, Sept. 7, 2011]
Sec. 301-11.27 Are taxes included in the lodging portion of the
Government per diem rate?
No. Lodging taxes paid by you are reimbursable as a miscellaneous
travel expense limited to the taxes on reimbursable lodging costs. For
example, if your agency authorizes you a maximum lodging rate of $50 per
night, and you elect to stay at a hotel that costs $100 per night, you
can only claim the amount of taxes on $50, which is the maximum
authorized lodging amount. This section is effective January 1, 1999,
for CONUS locations and effective January 1, 2000, for non-foreign
areas. For foreign areas, lodging taxes have not been removed from
foreign per diem rates established by the Department of State. Separate
claims for lodging taxes incurred in foreign areas are not allowed.
[FTR Amdt. 75, 63 FR 66675, Dec. 2, 1998, as amended by FTR Amdt. 108,
67 FR 57965, Sept. 13, 2002]
Sec. 301-11.28 As a traveler on official business, am I required to
pay applicable lodging taxes?
Yes, unless exempted by the State or local jurisdiction.
Sec. 301-11.29 Are lodging facilities required to accept a generic
federal, state or local tax exempt certificate?
Exemptions from taxes for Federal travelers, and the forms required
to claim them, vary from location to location. The GSA SmartPay[reg]
Program Support office provides more information regarding state tax
exemptions on its Web site (https://smartpay.gsa.gov/about-gsa-smartpay/
tax-information/state-response-letter) and by e-mail (gsa--
[email protected]).
[FTR Amdt. 70, 63 FR 15961, Apr. 1, 1998, as amended by FTR Amdt. 2007-
05, 72 FR 61537, Oct. 31, 2007; FTR Amdt. 2011-03, 76 FR 55275, Sept. 7,
2011]
Sec. 301-11.30 What is my option if the Government lodging rate exceeds
my lodging reimbursement?
(a) You may request reimbursement on an actual expense basis, not to
exceed 300 percent of the maximum per diem allowance.
(b) Approval of actual expenses is usually in advance of travel and
at the discretion of your agency. (See Sec. 301-11.302.) Also, see
Sec. 301-70.201 for when an agency can issue a blanket actual expense
authorization.
[FTR Amdt. 75, 63 FR 66675, Dec. 2, 1998, as amended by FTR Amdt. 2011-
03, 76 FR 55275, Sept. 7, 2011]
[[Page 54]]
Sec. 301-11.31 Are laundry, cleaning and pressing of clothing expenses
reimbursable?
Yes. The expenses incurred for laundry, cleaning and pressing of
clothing at a TDY location are reimbursable as a miscellaneous travel
expense. However, you must incur a minimum of 4 consecutive nights
lodging on official travel to qualify for this reimbursement. Laundry
and dry cleaning expenses have not been removed from foreign per diem
rates established by the Department of State, or from non-foreign area
per diem rates established by the Department of Defense. Separate claims
for laundry and dry cleaning expenses incurred in foreign areas and non-
foreign areas are not allowed.
[FTR Amdt. 75, 63 FR 66675, Dec. 2, 1998, as amended by FTR Amdt. 108,
67 FR 57965, Sept. 13, 2002]
Sec. 301-11.32 May I be reimbursed for an advance room deposit in
situations where a lodging facility requires the payment of a deposit,
prior to the beginning of my scheduled official travel?
Yes, your agency may reimburse you for an advance room deposit, when
such a deposit is required by the lodging facility to secure a room
reservation, prior to the beginning of your scheduled official travel.
However, if you are reimbursed the advance room deposit, but fail to
perform the scheduled official travel for reasons not acceptable to your
agency, resulting in forfeit of the deposit, you are indebted to the
Government for that amount and must repay it in a manner prescribed by
your agency.
[FTR Amdt. 108, 67 FR 57965, Sept. 13, 2002]
Subpart B_Lodgings-Plus Per Diem
Sec. 301-11.100 What will I be paid for lodging under Lodgings-plus per
diem?
When travel is more than 12 hours and overnight lodging is required
you are reimbursed your actual lodging cost not to exceed the maximum
lodging rate for the TDY location or stopover point.
Sec. 301-11.101 What allowance will I be paid for M&IE?
(a) Except as provided in paragraph (b) of this section, your
allowance is as shown in the following table:
------------------------------------------------------------------------
When travel is Your allowance is
------------------------------------------------------------------------
More than 12 but less than .................... 75 percent of the
24 hours. applicable M&IE
rate for each
calendar day you
are in a travel
status.
24 hours or more, on........ The day of departure 75 percent of the
applicable M&IE
rate.
Full days of travel. 100 percent of the
applicable M&IE
rate.
The last day of 75 percent of the
travel. applicable M&IE
rate.
------------------------------------------------------------------------
(b) If you travel by ship, either commercial or Government, your
agency will determine an appropriate M&IE rate within the applicable
maximum rate allowable.
[FTR Amdt. 70, 63 FR 15961, Apr. 1, 1998, as amended by FTR Amdt. 2009-
04, 74 FR 16329, Apr. 10, 2009]
[[Page 55]]
Sec. 301-11.102 What is the applicable M&IE rate?
------------------------------------------------------------------------
Your applicable M&IE
For days of travel which rate is
------------------------------------------------------------------------
Require lodging............. .................... The M&IE rate
applicable for the
TDY location or
stopover point.
Do not require lodging, and. Travel is more than The M&IE rate
12 hours but less applicable to the
than 24 hours. TDY site (or the
highest M&IE rate
applicable when
multiple locations
are involved).
Travel is 24 hours The M&IE rate
or more, and you applicable to the
are traveling to a new TDY site or
new TDY site or stopover point.
stopover point at
midnight.
Travel is 24 hours The M&IE rate
or more, and you applicable to the
are returning to previous day of
your official travel.
station.
------------------------------------------------------------------------
[FTR Amdt. 70, 63 FR 15961, Apr. 1, 1998, as amended by FTR Amdt. 2007-
05, 72 FR 61538, Oct. 31, 2007]
Subpart C_Reduced Per Diem
Sec. 301-11.200 Under what circumstances may my agency prescribe a
reduced per diem rate lower than the prescribed maximum?
Under the following circumstances:
(a) When your agency can determine in advance that lodging and/or
meal costs will be lower than the per diem rate; and
(b) The lowest authorized per diem rate must be stated in your
travel authorization in advance of your travel.
Subpart D_Actual Expense
Sec. 301-11.300 When is actual expense reimbursement warranted?
When:
(a) Lodging and/or meals are procured at a prearranged place such as
a hotel where a meeting, conference or training session is held;
(b) Costs have escalated because of special events (e.g., missile
launching periods, sporting events, World's Fair, conventions, natural
or manmade disasters); lodging and meal expenses within prescribed
allowances cannot be obtained nearby; and costs to commute to/from the
nearby location consume most or all of the savings achieved from
occupying less expensive lodging;
(c) The TDY location is subject to a Presidentially-Declared
Disaster and your agency has issued a blanket actual expense
authorization for the location (see Sec. 301-70.201);
(d) Because of mission requirements; or
(e) Any other reason approved within your agency.
[FTR Amdt. 70, 63 FR 15961, Apr. 1, 1998, as amended by FTR Amdt. 2011-
03, 76 FR 55275, Sept. 7, 2011]
Sec. 301-11.301 Who in my agency can authorize/approve my request for
actual expense?
Any official designated by the head of your agency (see Sec. 301-
70.201 for when an agency can issue a blanket actual expense
authorization).
[FTR Amdt. 70, 63 FR 15961, Apr. 1, 1998, as amended by FTR Amdt. 2011-
03, 76 FR 55275, Sept. 7, 2011]
Sec. 301-11.302 When should I request authorization for reimbursement
under actual expense?
Request for authorization for reimbursement under actual expense
should be made in advance of travel. However, subject to your agency's
policy, after the fact approvals may be granted when supported by an
explanation acceptable to your agency. Also, your agency can issue a
blanket actual expense authorization under Sec. 301-70.201.
[FTR Amdt. 70, 63 FR 15961, Apr. 1, 1998, as amended by FTR Amdt. 2011-
03, 76 FR 55275, Sept. 7, 2011]
Sec. 301-11.303 What is the maximum amount that I may be reimbursed
under actual expense?
The maximum amount that you may be reimbursed under actual expense
is limited to 300 percent (rounded to the next higher dollar) of the
applicable
[[Page 56]]
maximum per diem rate. However, subject to your agency's policy, a
lesser amount may be authorized.
Sec. 301-11.304 What if my expenses are less than the authorized
amount?
When authorized actual expense and your expenses are less than the
locality per diem rate or the authorized amount, reimbursement is
limited to the expenses incurred.
Sec. 301-11.305 What if my actual expenses exceed the 300 percent
ceiling?
Your reimbursement is limited to the 300 percent ceiling. There is
no authority to exceed this ceiling.
Sec. 301-11.306 What expenses am I required to itemize under actual
expense?
You must itemize all expenses, including meals, (each meal must be
itemized separately) for which you will be reimbursed under actual
expense. However, expenses that do not accrue daily (e.g., laundry, dry
cleaning, etc.) may be averaged over the number of days your agency
authorizes/approves actual expenses. Receipts are required for lodging,
regardless of amount and any individual meal when the cost exceeds $75.
Your agency may require receipts for other allowable per diem expenses,
but it must inform you of this requirement in advance of travel. When
your agency limits M&IE reimbursement to either the prescribed maximum
M&IE rate for the locality concerned or a reduced M&IE rate, it may or
may not require M&IE itemization at its discretion.
[FTR Amdt. 70, 63 FR 15961, Apr. 1, 1998; 63 FR 35537, June 30, 1998]
Subpart E_Income Tax Reimbursement Allowance (ITRA), Tax Years 1993 and
1994
Source: 64 FR 32813, June 18, 1999, unless otherwise noted.
General
Sec. 301-11.501 What is the Income Tax Reimbursement Allowance (ITRA)?
The ITRA is an allowance designed to reimburse Federal, State and
local income taxes incurred incident to an extended TDY assignment at
one location.
Sec. 301-11.502 Who is eligible to receive the ITRA?
An employee (and spouse, if filing jointly) who was in a TDY status
for an extended period at one location, and who incurred Federal, State,
or local income taxes on amounts received as reimbursement for official
travel expenses.
Sec. 301-11.503 Are Federal Insurance Contribution Act (FICA) and
Medicare deductions included in any reimbursement under this part?
No. Reimbursement is limited to income taxes.
Employee Responsibilities
Sec. 301-11.521 Must I file a claim to be reimbursed for the additional
income taxes incurred?
Yes. A claim must be submitted in accordance with your agency's
policy.
Sec. 301-11.522 If I was assessed an income tax penalty and/or interest
payment due to incorrect income tax withholdings, are those payments
reimbursable?
Yes, for the total amount of the income tax penalty and/or interest
assessed by the IRS for tax years 1993 and 1994 only.
Sec. 301-11.523 What documentation must I submit to substantiate my claim?
Your agency will determine what documentation is sufficient. (See
Sec. 301-11.531.)
Sec. 301-11.524 What steps must my agency take to determine my ITRA?
Your agency should:
(a) Determine Federal, State and local marginal tax rates by using
the procedures and the marginal tax tables established for the
relocation income tax allowance in Sec. 302-11.7, Sec. 302-11.8, and
the appropriate RIT tax table(s) located at www.gsa.gov/ftrbulletin; or
(b) Determine reimbursement as calculated in the illustration shown
in Sec. 301-11.535.
[64 FR 32813, June 18, 1999, as amended by FTR Amdt. 2008-04, 73 FR
35953, June 25, 2008]
[[Page 57]]
Sec. 301-11.525 Is the ITRA I receive taxable income?
Yes. The amount received must be reported as taxable income in the
year in which received, but you are eligible to receive an allowance to
cover the taxes assessed on the ITRA under Sec. 301-11.528.
Sec. 301-11.526 May I receive a lump sum payment of the additional tax
liability on the covered ITRA in lieu of submitting another claim?
Yes, if agreed to in writing by your agency and with the
understanding that you will be responsible for any income taxes due
without further reimbursement.
Sec. 301-11.527 If I elect a lump sum payment, how is the ITRA paid?
(a) Reimbursement is as illustrated:
Lump Sum ITRA Tax Paid to Employee
------------------------------------------------------------------------
------------------------------------------------------------------------
ITRA reimbursement for tax year 1993.......................... $14,435
Federal Tax liability on ITRA Reimbursement (@ 28%)........... 4,042
VA State tax liability (@ 5.75%).............................. 830
Local tax liability........................................... 0
---------
Total reimbursement......................................... 19,307
------------------------------------------------------------------------
(b) Reimbursement of the ITRA and the tax on the ITRA is a final
lump sum payment with no further reimbursement. You will be responsible
for any income taxes due on $19,307.
Sec. 301-11.528 If I do not elect lump sum payment is there any
additional reimbursement?
Yes. You are reimbursed for the tax on the tax reimbursement
received. Your agency will calculate the tax on the tax reimbursement
using the formulas developed for the Year 2 reimbursements of the
relocation income tax allowance (see Sec. 302-11.8 of this title).
Agency Responsibilities
Sec. 301-11.531 What documentation must the employee submit to
substantiate a claim?
You must determine what documentation you require to be submitted
with the employee's claim. It can include:
(a) A certified statement as prescribed in Sec. 302-11.10 of this
title or copies of completed Federal, State and local tax return for the
tax year in which the taxes were withheld and paid.
(b) Copies of W-2's and Form 1099's.
(c) Any documentation received from the IRS identifying any interest
or penalty payment (tax years 1993 and 1994 only).
(d) Any other documentation necessary to substantiate the claim.
Sec. 301-11.532 How should we compute the employee's ITRA?
You should follow the procedures prescribed for the relocation
income tax allowance, see Sec. Sec. 302-11.7, 302-11.8 and the
appropriate RIT tax table(s) located at www.gsa.gov/ftrbulletin or as
illustrated in Sec. 301-11.535.
[64 FR 32813, June 18, 1999, as amended by FTR Amdt. 2008-04, 73 FR
35953, June 25, 2008]
Sec. 301-11.533 Are tax penalty and interest payments reimbursable?
Yes, the total amount of any penalty and interest assessed by the
IRS (for tax years 1993 and 1994 only) due to the failure of the
Government to withhold the appropriate income taxes are reimbursable.
Sec. 301-11.534 What tax tables should we use to calculate the amount
of allowable reimbursement?
The tax tables for the year the tax was incurred are to be used.
Sec. 301-11.535 How should we calculate the ITRA?
(a) Use the documents prescribed in Sec. 301-11.531 to calculate
the ITRA as follows:
(1) Determine Federal, State and local marginal tax rates by using
the procedures and the marginal tax tables established for the
relocation income tax allowance in Sec. Sec. 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:
[[Page 58]]
For Tax Years 1993 or 1994 (Married Filing Joint Return)
------------------------------------------------------------------------
Original Recalculated
------------------------------------------------------------------------
1. Adjusted Gross Income (w/ travel $75,246 $75,246
reimbursement).........................
2. Subtract travel reimbursement........ .............. (15,482)
3. Subtract personal exemptions and (12,689) (12,689)
itemized or standard deductions........
4. Adjusted taxable Income.............. 62,557 47,075
5. Tax liability on adjusted taxable
income:
a. Federal.......................... 17,516 $7,061*
(28%) (15%)
b. State, VA (5.75% tax bracket).... 3,597 2,707
c. Local: Not applicable............ 0 0
-------------------------------
d. Total............................ 21,113 9,768
6. Difference of total of column 1 minus
total of column 2:
Additional Taxes Incurred due to
travel reimbursement--$11,345
7. Add to the tax difference:
a. Penalty Payment imposed by IRS
tax year 1993--1,500
b. Interest Payment imposed by IRS
tax year 1993--1,500
Total 6 and 7a and b = ITRA--$14,345**
------------------------------------------------------------------------
* Adjusted taxable income places employee in lower tax bracket.
** The ITRA reimbursement is taxable income for the year in which paid
at the appropriate Federal, State and local income tax rates.
[64 FR 32813, June 18, 1999, as amended by FTR Amdt. 2008-04, 73 FR
35953, June 25, 2008]
Sec. 301-11.536 Is the ITRA reimbursement considered to be income to
the employee?
Yes. The ITRA reimbursement is considered taxable income in the year
paid and is subject to tax withholding as any other income.
Sec. 301-11.537 Are income taxes to be withheld from the ITRA?
Yes, as determined by your internal tax withholding procedures
established for your agency pursuant to IRS procedures.
Sec. 301-11.538 May we offer a lump sum payment to cover the income
tax liability on the covered ITRA?
Yes, if the employee mutually agrees in writing to the lump sum
payment and understands that he/she is responsible for any income taxes
without further reimbursement. (See the illustration in Sec. 301-
11.527.)
Sec. 301-11.539 If the employee does not elect a lump sum payment,
how is the tax on the ITRA calculated?
The tax on the ITRA reimbursement should be calculated using the
Year 2 formulas developed for the relocation income tax allowance. (See
Sec. 302-11.8.)
Sec. 301-11.540 How do we handle any excess payment?
You must collect any excess payments, which includes issuing
corrected W-2's or 1099's.
Subpart F_Income Tax Reimbursement Allowance (ITRA), Tax Years 1995 and
Thereafter
Source: 64 FR 32815, June 18, 1999, unless otherwise noted.
General
Sec. 301-11.601 What is the Income Tax Reimbursement Allowance (ITRA)?
The ITRA is an allowance designed to reimburse Federal, State and
local income taxes incurred incident to an extended TDY assignment at
one location.
Sec. 301-11.602 Who is eligible to receive the ITRA?
An employee (and spouse, if filing jointly) who was in a TDY status
for an extended period at one location and who incurred Federal, State,
or local income taxes on amounts received as reimbursement for official
travel expenses.
[[Page 59]]
Sec. 301-11.603 Are Federal Insurance Contribution Act (FICA) and
Medicare deductions included in any reimbursement under this part?
No. Reimbursement is limited to income taxes.
Employee Responsibilities
Sec. 301-11.621 Must I file a claim to be reimbursed for the additional
income taxes incurred?
Yes, a claim must be submitted in accordance with your agency's
policy.
Sec. 301-11.622 If I was assessed an income tax penalty and/or interest
payment due to incorrect income tax withholdings, are those payments
reimbursable?
No. The reimbursement of tax penalty and/or interest payment
assessed by the IRS is limited by law to tax years 1993 and 1994 only.
Sec. 301-11.623 What documentation must I submit to substantiate my claim?
Your agency will determine what documentation is sufficient. (See
Sec. 301-11.631.)
Sec. 301-11.624 What steps must my agency take to determine my ITRA?
Your agency should:
(a) Determine Federal, State and local marginal tax rates by using
the procedures and the marginal tax tables established for the
relocation income tax allowance in Sec. Sec. 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 Sec. 301-11.535.
[64 FR 32815, June 18, 1999, as amended by FTR Amdt. 2008-04, 73 FR
35953, June 25, 2008]
Sec. 301-11.625 Is the ITRA I receive taxable income?
Yes. The amount received must be reported as taxable income in the
year in which received, but you are eligible to receive an allowance to
cover the taxes assessed on the ITRA under Sec. 301-11.628.
Sec. 301-11.626 May I receive a lump sum payment of the additional tax
liability on the covered ITRA in lieu of submitting another claim?
Yes, if agreed to in writing by your agency and with the
understanding that you will be responsible for any income taxes due
without further reimbursement.
Sec. 301-11.627 If I elect a lump sum payment, how is the ITRA paid?
(a) Reimbursement is as illustrated:
Lump Sum ITRA Tax Paid to Employee
------------------------------------------------------------------------
------------------------------------------------------------------------
ITRA reimbursement for tax year 1995.......................... $14,435
Federal Tax liability on ITRA Reimbursement (@ 28%)........... 4,042
VA State tax liability (@ 5.75%).............................. 830
Local tax liability........................................... 0
---------
Total reimbursement......................................... 19,307
------------------------------------------------------------------------
(b) Reimbursement of the ITRA and tax on the ITRA is a final lump
sum payment with no further reimbursement. You will be responsible for
any income taxes due on $19,307.
Sec. 301-11.628 If I do not elect lump sum payment is there any
additional reimbursement?
Yes. You are reimbursed for the tax on the tax reimbursement
received. Your agency will calculate the tax on the tax reimbursement
using the formulas developed for the Year 2 reimbursements of the
relocation income tax allowance (see Sec. 302-11.8 of this title).
Agency Responsibilities
Sec. 301-11.631 What documentation must the employee submit to
substantiate a claim?
You must determine what documentation you require to be submitted
with the employee's claim. It may include:
(a) A certified statement as prescribed in Sec. 302-11.10 of this
title or a copy of the employee's completed Federal, State and local tax
return for the tax year in which the taxes were withheld and paid.
(b) Copies of W-2's and Form 1099's; and
(c) Any other documentation necessary to substantiate your claim.
[[Page 60]]
Sec. 301-11.632 How should we compute the employee's ITRA?
You should follow the procedures prescribed for the relocation
income tax allowance, see Sec. Sec. 302-11.7, 302-11.8 and the
appropriate RIT tax table(s) located at www.gsa.gov/ftrbulletin or as
illustrated in Sec. 301-11.535.
[64 FR 32815, June 18, 1999, as amended by FTR Amdt. 2008-04, 73 FR
35953, June 25, 2008]
Sec. 301-11.633 Are tax penalty and interest payments reimbursable?
No. The reimbursement of penalty and/or interest payments assessed
by the IRS is limited by law to tax years 1993 and 1994 only.
Sec. 301-11.634 What tax tables should we use to calculate the amount
of allowable reimbursement?
The tax tables for the year the tax was incurred are to be used.
Sec. 301-11.635 How should we calculate the ITRA?
Use the documents prescribed in Sec. 301-11.631 to calculate the
ITRA as follows:
(a) Determine Federal, State and local marginal tax rates by using
the procedures and the marginal tax tables established for the
relocation income tax allowance in Sec. Sec. 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 $75,246 $75,246
reimbursement):........................
2. Subtract travel reimbursement:....... .............. (15,482)
3. Subtract personal exemptions and (12,689) (12,689)
itemized or standard deductions........
4. Adjusted taxable income.............. 62,557 47,075
5. Tax liability on adjusted taxable
income:
a. Federal (28%).................... 17,516 *7,061
(15%)
b. State, VA (5.75% tax bracket).... 3,597 2,707
c. Local: Not applicable............ 0 0
-------------------------------
d. Total............................ 21,113 9,768
6. Difference of total of column 1 minus
total of column 2: Additional Taxes
Incurred due to travel reimbursement--
$11,345
Total = ITRA--$11,345**
------------------------------------------------------------------------
*Adjusted taxable income places employee in lower tax bracket.
**The ITRA reimbursement is taxable income for the year in which paid at
the appropriate Federal, State and local income tax rates.
[64 FR 32815, June 18, 1999, as amended by FTR Amdt. 2008-04, 73 FR
35953, June 25, 2008]
Sec. 301-11.636 Is the ITRA reimbursement considered to be income to
the employee?
Yes. The ITRA reimbursement is considered taxable income in the year
paid and is subject to tax withholding as any other income.
Sec. 301-11.637 Are income taxes to be withheld from the ITRA?
Yes, as determined by your internal tax withholding procedures
established for your agency pursuant to IRS procedures.
Sec. 301-11.638 May we offer a lump sum payment to cover the income
tax liability on the covered ITRA?
Yes, if the employee mutually agrees in writing to the lump sum
payment and understands that he/she is responsible for any income taxes
without further reimbursement. See the illustration in Sec. 301-11.627.
[[Page 61]]
Sec. 301-11.639 If the employee does not elect a lump sum payment,
how is the tax on the ITRA reimbursement calculated?
The tax on the tax reimbursement should be calculated using the Year
2 formulas developed for the relocation income tax allowance. (See Sec.
302-11.8.)
Sec. 301-11.640 How do we handle any excess payment?
You must collect any excess payments, which includes issuing
corrected W-2's or 1099's.
PART 301 12_MISCELLANEOUS EXPENSES--Table of Contents
Sec.
301-12.1 What miscellaneous expenses are reimbursable?
301-12.2 What baggage expenses may my agency pay?
Authority: 5 U.S.C. 5707.
Source: FTR Amdt. 70, 63 FR 15965, Apr. 1, 1998, unless otherwise
noted.
Sec. 301-12.1 What miscellaneous expenses are reimbursable?
When the following items have been authorized or approved by your
agency, they will be reimbursed as a miscellaneous expense. Taxes for
reimbursable lodging are deemed approved when lodging is authorized.
Examples of such expenses include, but are not limited to the following:
------------------------------------------------------------------------
Special expenses of
General expenses Fees to obtain money foreign travel
------------------------------------------------------------------------
Baggage expenses as Fees for travelers Commissions on
described in Sec. 301- checks. conversion of
12.2.. foreign currency.
Services of guides, Fees for money Passport and/or visa
interpreters, and drivers.. orders. fees, including
fees for a physical
examination if one
is required to
obtain a passport
and/or visa and
such examination
could not be
obtained at a
Government
facility.
Reimbursement for
such fees may
include travel and
transportation
costs to the
passport/visa
issuing office if
located outside the
local commuting
area of the
employee's official
station and the
traveler's presence
at that office is
mandatory.
Services of an attendant as
described in Sec. 301-
13.3..
Use of computers, printers, Fees for certified Costs of photographs
faxing machines, and checks. for passports and
scanners.. visas.
Services of typists, data Transaction fees for Foreign country exit
processors, or use of automated fees.
stenographers.. teller machines
(ATMs)-Government
contractor-issued
charge card.
Services of an attendant as Costs of birth,
described in Sec. 301- health, and
13.3.. identity
certificates.
Storage of property used on Charges for
official business.. inoculations that
cannot be obtained
through a Federal
dispensary.
Hire of conference center
room or hotel room for
official business..
Official telephone calls/
service (see note)..
Faxes, telegrams,
cablegrams, or radiograms..
Lodging taxes as prescribed
in Sec. 301-11.27..
Laundry, cleaning and
pressing of clothing
expenses as prescribed in
Sec. 301-11.31..
Energy surcharge and lodging
resort fee(s) (when such
fee(s) is/are not
optional)..
------------------------------------------------------------------------
[[Page 62]]
Note to Sec. 301-12.1: You should use Government provided services
for all official communications. When they are not available, commercial
services may be used. Reimbursement may be authorized or approved by
your agency.
[FTR Amdt. 75, 63 FR 66675, Dec. 2, 1998, as amended by FTR Amdt. 108,
67 FR 57965, Sept. 13, 2002; FTR Amdt. 2006-03, 71 FR 24596, Apr. 26,
2006; FTR Amdt. 2007-05, 72 FR 61538, Oct. 31, 2007; FTR Amdt. 2010-07,
75 FR 72967, Nov. 29, 2010]
Sec. 301-12.2 What baggage expenses may my agency pay?
Your agency may reimburse expenses related to baggage as follows:
(a) Transportation charges for authorized excess;
(b) Necessary charges for transferring baggage;
(c) Necessary charges for storage of baggage when such charges are
the result of official business;
(d) All fees pertaining to the first checked bag. In addition,
charges relating to the second and subsequent bags may be reimbursed
when the agency determines those expenses necessary and in the interest
of the Government (see Sec. Sec. 301-70.300, 301-70.301). Travelers
should verify their agency's current policies and procedures regarding
excess baggage prior to traveling; and
(e) Charges or tips at transportation terminals for handling
Government property carried by the traveler.
[FTR Amdt. 70, 63 FR 15965, Apr. 1, 1998, as amended by FTR Amdt. 2010-
07, 75 FR 72967, Nov. 29, 2010]
PART 301 13_TRAVEL OF AN EMPLOYEE WITH SPECIAL NEEDS--Table of
Contents
Sec.
301-13.1 What is the policy for paying additional travel expenses
incurred by an employee with a special need?
301-13.2 Under what conditions will my agency pay for my additional
travel expenses under this part?
301-13.3 What additional travel expenses may my agency pay under this
part?
Authority: 5 U.S.C. 5707.
Source: FTR Amdt. 70, 63 FR 15966, Apr. 1, 1998, unless otherwise
noted.