[Federal Register Volume 59, Number 13 (Thursday, January 20, 1994)]
[Unknown Section]
[Page 0]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 94-1345]


[[Page Unknown]]

[Federal Register: January 20, 1994]


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DEPARTMENT OF THE TREASURY

[Treasury Directive Number: 12-26]

 

Delegation of Authority To Approve the Use of Cash for Official 
Travel

    Date: January 6, 1994.

    1. Delegation. This Directive delegates to heads of bureaus, the 
Deputy Assistant Secretary (Administration), and the Inspector General, 
the authority to approve all cash purchases of passenger transportation 
services costing more than $100, including instances where a Federal 
traveler has failed to use a Government Transportation Request (GTR), a 
Government Travel Account (GTA), or contractor-issued Government 
employee charge card. This delegation is in accordance with Federal 
Property Management Regulation (FPMR) Temporary Regulation G-37, as 
published in the Federal Register on July 26, 1993 (58 FR 39664).
    2. Scope. This Directive applies to all bureaus, the Departmental 
Offices (DO), and the Office of Inspector General (OIG). For the 
purposes of this directive, the term ``bureau'' includes DO and the 
OIG.
    3. Redelegation. Authority may be redelegated to the Bureau Chief 
Financial Officer, or the equivalent management official at regional 
locations, to approve the use of cash in excess of $100 for the 
procurement of transportation services. No other redelegation shall be 
permitted. Redelegations from bureau heads shall be in writing, and 
copies of the redelegation shall be retained to permit examination by 
GSA auditors.
    4. Background.
    a. FPMR Amendment G-43, July 6, 1977, transmitted part 101-41 to 
establish the policy and procedures governing documentation and audit 
of payments for domestic and foreign freight and passenger 
transportation services furnished for the account of the United States. 
Section 101-41.203 pertains to procurement of transportation services. 
The GTR, Government contractor-issued charge card, and the GTA are the 
preferred means for procuring transportation services. Bureaus have had 
authority to approve emergency cash payments exceeding the $100 limit 
but were required to request a written exemption from GSA for 
nonemergency use of cash payments exceeding $100.
    b. On July 26, 1993, GSA published a temporary regulation (FPMR 
Temp. Reg. G-57) which amends 41 CFR 101-41.203 and eliminates the 
requirement for agencies to request a written exemption from the GSA 
for approval of cash purchases of nonemergency transportation services 
exceeding the $100 limit. FPMR Temporary Regulation G-57 expires July 
31, 1994.
    5. Procedures.
    a. As long as the conditions set out in FPMR Temp. Reg. G-57 are 
met, bureau heads, or the Bureau Chief Financial Officers, may approve 
the use of cash to procure emergency or nonemergency transportation 
services costing more than $100. In the interest of promoting good cash 
management, all other methods of disbursement should be considered 
before providing cash. Approval shall be granted prior to travel only 
when sufficient justification has been documented.
    b. To justify the use of cash in excess of $100 instead of a 
Government provided method of payment when procuring passenger 
transportation services, both the bureau head, or designated 
representative, and the traveler shall certify on the travel voucher 
the reasons for such use.
    c. Cash purchases of transportation services in excess of $100 in 
non- emergency circumstances shall be discouraged and kept to a 
minimum. Cash shall not be used to circumvent the use of city-pair 
contracts. DO, bureaus and OIG shall establish procedures to encourage 
travelers to use a GTR, Government contractor-issued charge card, or 
GTA instead of cash to purchase passenger transportation services. Use 
of a credit card other than the GSA contractor-issued Government 
employee charge card, or use of travelers checks shall be considered 
the equivalent of cash and subject to the $100 limitation.
    d. Travelers using cash to purchase individual passenger 
transportation services shall procure such services directly from 
carriers or from travel agents under GSA contract and shall account for 
those expenses on their travel vouchers, furnishing passenger coupons 
or other evidence as appropriate. Furthermore, travelers shall assign 
to the Government the right to recover any excess payments involving 
carriers' use of improper rates. That assignment must be preprinted or 
otherwise annotated on the travel voucher and shall be initialed by the 
traveler.
    e. Each bureau shall apprise travelers using cash to procure 
passenger transportation services of the provision of FPMR 101-41.209-4 
concerning a carrier's liability for liquidated damages because of 
failure to provide confirmed reserved space.
    f. Travelers using cash to procure passenger transportation 
services shall adhere to the regulations of the General Accounting 
Office (4 CFR 52.2) regarding the use of U.S. flag vessels and air 
carriers.
    g. Should a traveler make repeated cash purchases without just 
cause or deliberately attempt to circumvent use of GSA contract air or 
rail service for personal convenience, the bureau may send all 
documents related to the travel to the General Accounting Office, 
Claims Section, Washington, DC, 20548, for a decision on the traveler's 
right to reimbursement as provided in 31 U.S.C. 3702.
    6. Recordkeeping. Travel vouchers shall be maintained in the bureau 
to be available for site audit by GSA auditors. General Records 
Schedule 9, ``Travel and Transportation Records,'' provides 
instructions for the disposal of travel vouchers. Suspected travel 
management errors and/or misroutings which result in higher travel 
costs to the Government will be reported by GSA (FWP) to the 
appropriate bureau travel manager for appropriate action.
    7. Reporting Requirements. After the traveler has been reimbursed 
for a cash purchase, copies of the travel authorization, ticket 
coupons, and any ticket refund applications, or Standard Form 1170, 
``Redemption of Unused Tickets,'' shall be forwarded within three 
working days for audit to the GSA, Transportation Audit Division (FWA), 
Attention: Code E, Washington, DC 20405.
    8. Expiration Date. This Directive expires on July 31, 1994, unless 
superseded or canceled prior to that date.
    9. Authority. 41 CFR 101-41.203, as amended by FPMR Temp. Reg. G-
57.
    10. Office of Primary Interest. Office of Management Support 
Systems, Management Programs Directorate, Office of the Deputy 
Assistant Secretary (Management), Office of the Assistant Secretary 
(Management)/Chief Financial Officer.
George Munoz,
Assistant Secretary (Management)/Chief Financial Officer.
[FR Doc. 94-1345 Filed 1-19-94; 8:45 am]
BILLING CODE 4810-25-P