[Federal Register Volume 61, Number 209 (Monday, October 28, 1996)]
[Rules and Regulations]
[Pages 55577-55578]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 96-27398]
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GENERAL SERVICES ADMINISTRATION
41 CFR Parts 301-3, 301-5, 301-6, 301-8, 301-10, and 301-11
[FTR Amendment 50]
RIN 3090-AF96
Federal Travel Regulation; Streamlining Reimbursement Claim
Review and Elimination of Requirement for Receipts, Regardless of
Amount, for Certain Travel Expense Items
AGENCY: Office of Governmentwide Policy, GSA.
ACTION: Final rule.
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SUMMARY: This final rule amends the Federal Travel Regulation (FTR) to
streamline the review of travel reimbursement claims and to eliminate
the requirement for a receipt, regardless of amount, for certain travel
expense items. This document will ease the processing of reimbursement
claims, thereby reducing agency administrative costs.
DATES: This final rule is effective October 28, 1996. This final rule
applies for travel (including travel incident to a change of official
station) performed on or after October 28, 1996.
FOR FURTHER INFORMATION CONTACT: Robert A. Clauson, Travel and
Transportation Management Policy Division (MTT), Washington, DC 20405,
telephone 202-501-0299.
SUPPLEMENTARY INFORMATION: This amendment was developed by the Joint
Financial Management Improvement Program (JFMIP) Travel Reinvention
Task Force to streamline the processing of travel reimbursement claims.
The General Services Administration (GSA), after review of the JFMIP
recommendations, has determined that such changes are appropriate and
is implementing the changes through this amendment. The amendment
allows agencies to shift responsibility for travel voucher review from
the voucher examiner to the travel authorizing/approving official or
his/her designee (e.g., supervisor), and eliminates the requirement to
provide receipts, regardless of amount, for certain travel expense
items.
Receipt Requirements Removed
On December 6, 1995, GSA published in the Federal Register (60 FR
62332) FTR Amendment 45 which raised from $25 to $75 the maximum travel
expense amount which may be claimed without requirement for a
supporting receipt. The FTR, however, has continued to contain a list
of 18 travel expense items which require a receipt regardless of
amount. These items include excess baggage; baggage transfer and
checking charges; clerical assistance; fees relating to travel outside
the continental United States; hire of a special conveyance;
miscellaneous expenses allowable under FTR Sec. 301-9.1(e); operating
expenses of a privately owned conveyance; rental of rooms for official
business; rental of typewriters; personal services, such as guides,
interpreters, packers and drivers of vehicles; stenographic and typing
services; freight or express shipments; steamer chairs, steamer
cushions, and steamer rugs; storage of baggage or property; telegrams,
cablegrams, and radiograms; long-distance telephone calls; copies of
records; and cash payments for passenger transportation services. This
amendment eliminates the requirement for a traveler to furnish a
receipt, regardless of amount, for these items. The traveler will be
required to furnish a receipt for these items only if the individual
expense exceeds the $75 receipts threshold established in FTR Amendment
45. Additionally, this amendment makes a change to FTR part 301-8,
inadvertently omitted in FTR Amendment 45, to increase to $75 the
maximum amount that may be claimed without a supporting receipt for a
meal under the actual expense method of subsistence reimbursement.
Supervisory Responsibilities Expanded
FTR Sec. 301-11.4, in effect prior to this amendment, provided for
supervisory review of travel vouchers primarily to confirm that travel
for which expenses were claimed was performed as authorized. Voucher
examiners historically have been responsible for ensuring that vouchers
are properly prepared according to pertinent regulations and agency
procedures before being certified for payment.
The JFMIP recommends placing this responsibility with the
supervisor or other agency-designated official. Such individual should
be closer to the employee both in proximity and in knowledge of the
employee's need to perform official travel, and therefore better able
to determine if the claimed expenses are reasonable and were necessary.
This amendment will allow agencies to shift responsibility for thorough
review of travel reimbursement claims from the voucher examiner to the
travel authorizing/approving official or his/her designee (e.g.,
supervisor), as appropriate, so that the individual responsible for the
travel budget also is responsible for ensuring that directed travel was
performed as authorized and that travel dollars are spend wisely and
properly.
GSA has determined that this rule is not a significant regulatory
action for the purposes of Executive Order 12866 of September 30, 1993.
This final rule is not required to be published in the Federal Register
for notice and comment. Therefore, the Regulatory Flexibility Act does
not apply. This rule is also exempt from Congressional review
prescribed under 5 U.S.C. 801 since it relates solely to agency
management and personnel.
List of Subjects in 41 CFR Parts 301-3, 301-5, 301-6, 301-8, 301-10,
and 301-11
Government employees, Travel, Travel allowances, Travel and
transportation expenses.
For the reasons set out in the preamble, 41 CFR parts 301-3, 301-5,
301-6, 301-8, 301-10, and 301-11 are amended as follows:
PART 301-3--USE OF COMMERCIAL TRANSPORTATION
1. The authority citation for part 301-3 is revised to read as
follows:
Authority: 5 U.S.C. 5707.
Sec. 301-3.4 [Amended]
2. Section 301-3.4 is amended by adding after the phrase ``shall
obtain a receipt'' where it appears in the second sentence of paragraph
(b)(2)(i), the parenthetical phrase, ``(when required under Sec. 301-
11.3(c))''.
[[Page 55578]]
PART 301-5--BAGGAGE
3. The authority citation for part 301-5 is revised to read as
follows:
Authority: 5 U.S.C. 5707.
Sec. 301-5.5 [Amended]
4. Section 301-5.5 is amended by removing paragraph (c).
PART 301-6--COMMUNICATIONS SERVICES
5. The authority citation for part 301-6 is revised to read as
follows:
Authority: 5 U.S.C. 5707.
Sec. 301-6.6 [Amended]
6. Section 301-6.6 is amended by adding after the phrase ``and a
receipted copy'' where it appears in the last sentence of paragraph
(b), the parenthetical phrase, ``(when required under Sec. 301-
11.3(c))''.
PART 301-8--REIMBURSEMENT OF ACTUAL SUBSISTENCE EXPENSES
7. The authority citation for part 301-8 is revised to read as
follows:
Authority: 5 U.S.C. 5707.
Sec. 301-8.5 [Amended]
8. Section 301-8.5 is amended by removing the amount ``$25'' in
paragraph (a)(2), and by adding in its place, the amount ``$75''.
PART 301-10--SOURCES OF FUNDS
9. Authority citation for part 301-10 is revised to read as
follows:
Authority: 5 U.S.C. 5707.
Sec. 301.10.2 [Amended]
10. Section 301-10.2 is amended by removing and reserving paragraph
(b)(3)(ii).
PART 301-11--CLAIMS FOR REIMBURSEMENT
11. The authority citation for part 301-11 is revised to read as
follows:
Authority: 5 U.S.C. 5707.
12. Section 301-11.3 is amended by revising paragraph (c) to read
as follows:
Sec. 301-11.3 Travel vouchers and attachments.
* * * * *
(c) Receipts required. Receipts are required for allowable cash
expenditures in amounts in excess of $75. Lodging receipts are required
as specified in Sec. 301-7.9(b) and Sec. 301-8.5(a) of this chapter.
When receipts are not available, the expenditures shall be explained on
the voucher.
* * * * *
13. Section 301-11.4 is amended by revising the heading of
paragraph (a), by revising paragraphs (b) and (c), and by adding
paragraph (d) to read as follows:
Sec. 301-11.4 Submission and review of travel vouchers.
(a) Submission procedures. * * *
(b) Review to confirm travel was performed as authorized. The
travel authorizing/approving official or his/her designee (e.g.,
supervisor) shall review the completed travel voucher to confirm that
the travel for which expenses are being claimed was performed as
authorized. The individual who performs the voucher review should have
full knowledge of the employee's activities. Administrative approval of
the voucher shall be in accordance with Sec. 301-11.6.
(c) Administrative voucher review responsibilities. The travel
authorizing/approving official or his/her designee (e.g., supervisor)
shall ensure that the voucher is properly prepared according to
pertinent regulations and agency procedures before it is certified for
payment. This agency official shall review the claim to:
(1) Ascertain accuracy of the amounts claimed;
(2) Determine whether the types of expenses claimed are authorized
and allowable expenses; and
(3) Ensure that required receipts, statements, justifications, etc.
are attached to the voucher in support of the claimed expenses.
(d) Finance office responsibilities--(1) Accounting
responsibilities. The agency office which has accounting
responsibilities pertaining to the payment of travel and transportation
reimbursement claims shall carry out its responsibilities in accordance
with procedures prescribed by the General Accounting Office (GAO) in
the GAO Policy and Procedures Manual for Guidance of Federal Agencies,
Title 7, Fiscal Procedures.\1\ Additionally, agencies shall establish
procedures for collecting unused passenger tickets and transportation
refund applications and for initiating the refund process in accordance
with 41 CFR 101-41.209 and 101-41.210 (see Sec. 301-3.5).
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\1\ The GAO Policy and Procedures Manual for Guidance of Federal
Agencies is available from the Distribution Section, Room 1100, U.S.
General Accounting Office, 710 4th Street, NW (corner of
4th and G Streets), Washington, DC 20548.
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(2) Certifying officer responsibilities. The certifying officer
assumes ultimate responsibility under 31 U.S.C. 3528 for the validity
of the voucher, irrespective of review of the voucher under paragraph
(b) or (c) of this section.
Sec. 301-11.5 [Amended]
14. Section 301-11.5 is amended by adding after the phrase
``furnishing pertinent receipts'' where it appears in the first
sentence of paragraph (c)(3), the parenthetical phrase, ``(when
required under Sec. 301-11.3(c))''.
Dated: October 21, 1996.
David J. Barram,
Acting Administrator of General Services.
[FR Doc. 96-27398 Filed 10-25-96; 8:45 am]
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