[Federal Register Volume 61, Number 250 (Friday, December 27, 1996)]
[Rules and Regulations]
[Pages 68158-68161]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 96-32712]
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GENERAL SERVICES ADMINISTRATION
41 CFR Parts 301-4, 301-7, 301-8, 301-11, and 302-2
[FTR Amendment 54]
RIN 3090-AF98
Federal Travel Regulation; Computation of Per Diem Allowance for
a Partial Day of Travel; Use of Locality-Based Per Diem Rate for
Househunting Trips
AGENCY: Office of Governmentwide Policy, GSA.
ACTION: Final rule.
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SUMMARY: This final rule amends the Federal Travel Regulation (FTR) to
modify per diem allowance computation for a partial day of travel, to
eliminate the requirement for a traveler to record departure and
arrival times on the travel voucher, and to allow per diem
reimbursement for a househunting trip to be based on the locality per
diem rate. This amendment will simplify travel reimbursement, thereby
reducing agency travel costs.
DATES: Effective dates: The provisions of this final rule which amend
part 301-4 of chapter 301 are effective June 7, 1996. The provisions of
this final rule which amend parts 301-7, 301-8, and 301-11 of chapter
301, and part 302-2 of chapter 302 are effective December 27, 1996.
Applicability dates: The provisions of this final rule which amend
part 301-4 of chapter 301 apply for travel performed on or after June
7, 1996. The provisions of this final rule which amend parts 301-7,
301-8, and 301-11 of chapter 301, and part 302-2 of chapter 302 apply
for travel (including travel incident to a change of official station)
performed on or after December 27, 1996.
FOR FURTHER INFORMATION CONTACT: Robert A. Clauson, Travel and
Transportation Management Policy Division (MTT), Washington, DC 20405,
telephone 202-501-1538.
SUPPLEMENTARY INFORMATION: This amendment was developed by the Joint
Financial Management Improvement Program (JFMIP) Travel Reinvention
Task Force to streamline the processing of travel and relocation
reimbursement claims. The General Services Administration (GSA), after
review of the JFMIP recommendations, has determined that the
recommendations are appropriate and is implementing the changes with
certain modifications through this amendment. The amendment modifies
per diem allowance computation for a partial day of travel, and
eliminates the requirement for a traveler to record departure and
arrival times on the travel voucher. This amendment also authorizes the
payment of a locality-based per diem rate when an employee is
performing travel to seek residence quarters. Finally, this amendment
makes a technical correction to the provisions governing reimbursement
when an employee uses a privately owned vehicle to perform official
travel.
Current Per Diem Allowance Computation
The FTR provides for the payment of a per diem allowance based on
the lodgings-plus method, which includes payment for the actual
expenses of lodging up to a maximum amount and payment of a flat amount
for meals and incidental expenses (M&IE). The FTR currently requires
that the M&IE amount be reduced for meals provided by the Government at
no cost or at nominal cost to the employee.
In addition, the FTR requires that the M&IE allowance for a partial
day of travel (e.g., the first or last day of travel) be computed based
on one-fourth of the applicable M&IE rate for each quarter-day the
employee is in a travel status on that day. The quarters are fixed
(i.e., 12:01 a.m.-6:00 a.m., 6:01 a.m.-12:00 noon, 12:01 p.m.-6:00
p.m., and 6:01 p.m.-12:00 midnight) based on local time.
Under current rules, an employee may not be paid a per diem
allowance for travel of 10 hours or less (a special variation of this
rule applies for an employee working a compressed work schedule).
Finally, an employee must record the time of departure from, and
arrival at, the official station or any other place at which official
travel begins or ends to accurately compute the per diem allowance
payable.
Modification of Per Diem Allowance Computation.
This amendment abolishes the quarter-day method of computing the
M&IE allowance for a partial day of travel and replaces it with payment
of a flat three-fourths of the applicable M&IE rate on a partial travel
day. The JFMIP Travel Reinvention Task Force
[[Page 68159]]
found that most travelers begin their first day of official travel in
the second quarter of the day and end the travel in the third quarter
of the day. Under the new rule, agencies must continue to reduce, or
deduct from, the applicable maximum per diem rate or the three-fourths
of the M&IE rate, as appropriate, for Government provided meals.
This amendment also prohibits the payment of a per diem allowance
for travel of 12 hours or less, and establishes three-fourths of the
applicable M&IE rate as the appropriate per diem allowance payment for
travel of more than 12 hours but not exceeding 24 hours when no lodging
is required. For travel of more than 12 hours but not exceeding 24
hours when lodging is required, per diem shall be computed in the same
manner as for travel of more than 24 hours.
Elimination of the Requirement That Employees Record Time of Departure
and Arrival
This amendment eliminates the need for an employee to record
departure and arrival times on the travel voucher. The FTR will
continue to require that an employee record departure and arrival dates
for such travel, however.
Locality-Based Per Diem Rate for Househunting Trips
The FTR allows an agency to authorize payment for travel to seek
permanent residence quarters, i.e., a househunting trip. The agency may
pay transportation expenses and subsistence expenses for the employee
and spouse to perform a househunting trip for a period not to exceed 10
days. The FTR provides that the applicable per diem rate for a
househunting trip inside the continental United States (CONUS) shall be
the standard CONUS rate regardless of locality.
The JFMIP recommended giving agencies discretionary authority to
reimburse per diem for a househunting trip within CONUS based on the
locality per diem rate. This change is necessary since an employee who
transfers to a high cost locality needs to obtain lodging in that
locality when performing a househunting trip.
Further, the employee may not be able to reduce subsistence costs
by lodging at a lower cost extended stay facility. The employee incurs
expenses in the same manner as if he/she were on temporary duty travel,
and it therefore is equitable to provide subsistence reimbursement
based on the locality rate. This amendment maintains agencies' ability
to reimburse househunting trip subsistence expenses based on the
standard CONUS rate when the agency determines that it is advantageous
to the Government.
Technical Correction to the Mileage Reimbursement Rate Provisions
FTR Amendment 48, (61 FR 25802, May 23, 1996) increased mileage
reimbursement rates for the use of a privately owned vehicle. FTR
Amendment 48 revised FTR Sec. 301-4.2(a) to increase the mileage
reimbursement rate for use of a privately owned automobile to 31 cents
per mile, but did not make a corresponding change to FTR Sec. 301-
4.2(c) (1) or (2). This amendment makes the corresponding changes.
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.
List of Subjects in 41 CFR Parts 301-4, 301-7, 301-8, and 301-11
Government employees, Travel, Travel allowances, Travel and
transportation expenses.
List of Subjects in 41 CFR Part 302-2
Government employees, Relocation allowances and entitlements,
Transfers.
For the reasons set out in the preamble, 41 CFR parts 301-4, 301-7,
301-8, 301-11, and 302-2 are amended to read as follows:
PART 301-4--REIMBURSEMENT FOR USE OF PRIVATELY OWNED CONVEYANCES
1. The authority citation for part 301-4 is revised to read as
follows:
Authority: 5 U.S.C. 5701-5709.
Sec. 301-4.2 [Amended]
2. Section 301-4.2 is amended by removing the phrase ``30 cents per
mile'' where it appears in paragraphs (c) (1) and (2), and adding in
its place the phrase ``31 cents per mile''.
PART 301-7--PER DIEM ALLOWANCES
3. The authority citation for part 301-7 is revised to read as
follows:
Authority: 5 U.S.C. 5701-5709.
4. Section 301-7.2 is amended by revising paragraphs (a) (2) and
(3) to read as follows:
Sec. 301-7.2 Employee and agency responsibilities.
(a) * * *
(2) Duty to record pertinent times and/or dates. The date of
departure from and arrival at the official station or any other place
at which travel begins or ends must be shown on the travel voucher.
This same information also must be shown for points at which temporary
duty is performed or for a stopover or official rest stop location when
such arrival or departure affects the per diem allowance or other
travel expenses. Other points visited also should be shown.
(3) Use of standard time. When recording time, an employee shall
use standard time in effect at the place involved. (See 15 U.S.C. 262.)
* * * * *
Sec. 301-7.4 [Amended]
5. Section 301-7.4 is amended by removing the phrase ``Federal
Supply Service, Attn: Transportation Management Division (FBX),
Washington, DC 20406'' in paragraph (a), and by adding in its place the
phrase, ``Office of Governmentwide Policy, Attn: Travel and
Transportation Management Policy Division (MTT), Washington, DC
20405''.
6. Section 301-7.5 is amended by revising paragraph (b), by
removing paragraph (c), and redesignating paragraphs (d) and (e) as
paragraphs (c) and (d) and revising them to read as follows:
Sec. 301-7.5 General rules affecting entitlement to per diem.
* * * * *
(b) No allowance for travel of 12 hours or less. A per diem
allowance shall not be allowed for official travel of 12 hours or less.
(This requirement also applies for travel incident to a change of
official station.)
(c) Beginning and ending of entitlement. For computing per diem
allowances, official travel begins when an employee leaves his/her
home, office, or other authorized point of departure and ends when the
traveler returns to his/her home, office, or other authorized point at
the conclusion of the trip.
(d) International date line. In cases where the traveler crosses
the international date line (180th meridian), the actual elapsed time
in days shall be used to compute the per diem rather than calendar
days.
7. Section 301-7.6 is amended by revising paragraph (b)(2) to read
as follows:
Sec. 301-7.6 Lodgings-plus per diem system.
* * * * *
(b) * * *
* * * * *
(2) Meals and incidental expenses (M&IE) allowance. The maximum per
[[Page 68160]]
diem rates include a fixed allowance for meals and for incidental
expenses (M&IE rate). The M&IE rate, or fraction thereof, is payable to
the traveler without itemization of expenses or receipts. For a partial
day of travel, the M&IE rate shall be prorated as provided in Sec. 301-
7.8 (a) or (c)(3), as appropriate.
8. Section 301-7.7 is revised to read as follows:
Sec. 301-7.7 Computation rules for travel of more than 12 hours, but
not exceeding 24 hours.
When the travel for which per diem has been authorized is more than
12 hours, but does not exceed 24 hours, the per diem allowance for the
trip shall be calculated as follows:
(a) Lodging not required. If lodging is not required, the per diem
allowance shall be three-fourths of the applicable M&IE allowance for
the temporary duty assignment location. If more than one temporary duty
point is involved, the per diem allowance shall be calculated using the
highest of the M&IE rates prescribed for the location where official
business is performed.
(b) Lodging required. If lodging is required, the per diem
allowable shall be the actual cost of lodging incurred by the traveler,
limited to the applicable maximum lodging allowance prescribed for the
location of the lodging, plus three-fourths of the applicable M&IE rate
prescribed for the lodging location.
9. Section 301-7.8 is revised to read as follows:
Sec. 301-7.8 Computation rules for travel of more than 24 hours.
The applicable maximum per diem rate for each calendar day of
travel shall be determined by the travel status and location of the
employee at 12:00 midnight and whether lodging is required at such
location. When lodging is required, the applicable maximum per diem
rate shall be the maximum rate prescribed for the temporary duty
location, or a stopover point where lodging is obtained while en route
to, from, or between temporary duty locations (see Secs. 301-7.9 and
301-7.6(a)(3) for regulations on lodging location and maximum per diem
rates applicable to change of official station travel, respectively).
Only one maximum rate will be applicable to a calendar day or fraction
thereof. Per diem for travel of more than 24 hours shall be calculated
as provided in paragraphs (a) through (e) of this section.
(a) Day travel begins--(1) Lodging required. When lodging is
required on the day travel begins (day of departure from the home,
office, or other authorized point), the per diem allowable shall be the
actual cost of lodging incurred by the traveler, limited to the
applicable maximum lodging allowance prescribed for the location of the
lodging, plus three-fourths of the applicable M&IE rate prescribed for
the lodging location.
(2) Lodging not required. When lodging is not required on the day
travel begins, (day of departure from the home, office, or other
authorized point), the per diem allowable shall be three-fourths of the
destination M&IE rate.
(b) Full calendar days of travel--(1) Lodging required. For each
full calendar day that the employee is in a travel status and lodging
is required (whether en route or at a temporary duty location), the per
diem allowable shall be the actual cost of lodging incurred by the
traveler, limited to the applicable maximum lodging allowance
prescribed for the location of the lodging, plus the applicable M&IE
rate.
(2) Lodging not required. For each full calendar day that the
traveler is in a travel status and lodging is not required (such as
when the traveler is en route overnight to the next temporary duty
location), the per diem allowance shall be the destination M&IE rate.
(c) Returning from travel--(1) Lodging required. For each full
calendar day of travel when lodging is required at an en route location
while the employee is returning to the official station, home, or other
authorized point, the per diem allowable shall be the actual cost of
lodging incurred by the traveler, limited to the applicable maximum
lodging allowance prescribed for the location of the lodging, plus the
applicable M&IE rate.
(2) Lodging not required. For any full calendar day of travel when
lodging is not required while the traveler is en route overnight
returning to the official station, home, or other authorized point, the
per diem allowable shall be the M&IE rate applicable to the preceding
calendar day.
(3) Day travel ends--(i) No lodging required. For the day travel
ends (day traveler returns to the official station, home, or other
authorized point) the per diem allowable shall be three-fourths of the
M&IE rate applicable to the preceding calendar day.
(ii) Lodging required on the day travel ends. When an employee must
perform official business at a temporary duty site en route to the
official station, home, or other authorized point on the day travel
ends and the agency authorizes the employee to obtain lodging, the per
diem allowable shall be the actual cost of lodging incurred by the
traveler, limited to the applicable maximum lodging allowance
prescribed for the en route temporary duty site, plus three-fourths of
the M&IE rate applicable to the en route temporary duty site.
(d) Lodging obtained after midnight. Although per diem generally is
based on the employee's location at midnight, there will be instances
in which he/she is en route and does not arrive at the lodging location
(either temporary duty location or en route stopover point) until after
midnight. In such cases, the lodging shall be claimed for the preceding
calendar day and the applicable maximum per diem for the preceding day
will be determined as if the employee had been at the lodging location
at 12:00 midnight of that day.
(e) Commercial vessel. For vessel travel, except for the day of
arrival on board (day of embarkation) and the day of departure from the
vessel (day of debarkation), the allowable per diem rate will be $6 per
day. When the $6 rate is not sufficient to meet the traveler's per diem
expenses, a per diem rate equal to the anticipated expenses, not to
exceed $9 per day, may be authorized or approved; except that the rate
for travel by the Alaska Ferry System shall not exceed the standard
M&IE rate for CONUS. Per diem will be computed under the lodgings-plus
system on the days of embarkation and debarkation.
10. Section 301-7.12 is amended by revising the fifth sentence of
the introductory text to read as follows:
Sec. 301-7.12 Reductions in maximum per diem rates when appropriate.
* * * When reduced rate situations involve partial days, per diem
for such days may be three-fourths of the reduced rate, a special
reduced rate prescribed for partial days, or an amount determined under
the lodgings-plus system, as considered appropriate by the agency. * *
*
* * * * *
PART 301-8--REIMBURSEMENT OF ACTUAL SUBSISTENCE EXPENSES
11. The authority citation for part 301-8 is revised to read as
follows:
Authority: 5 U.S.C. 5701-5709.
12. Section 301-8.3 is amended by revising paragraph (b)(2) to read
as follows:
Sec. 301-8.3 Maximum daily rates and reimbursement limitations.
* * * * *
(b) * * *
(2) Specific meals and incidental expenses limitation. The agency
may authorize or approve the payment of meals and incidental expenses
on a flat rate basis without the need for receipts
[[Page 68161]]
and/or itemization when such expenses are within the applicable M&IE
rate. On full days of travel, the payment shall not exceed the
applicable M&IE rate. On partial days of travel, the payment shall not
exceed three-fourths of the applicable M&IE rate. The amount of the
maximum daily rate in excess of the actual M&IE payment may be used for
lodging.
PART 301-11--CLAIMS FOR REIMBURSEMENT
13. The authority citation for part 301-11 is revised to read as
follows:
Authority: 5 U.S.C. 5701-5709.
14. Section 301-11.5 is amended by revising paragraph (a) (2) and
(3) to read as follows:
Sec. 301-11.5 Preparation of voucher.
(a) * * *
(2) Leave of absence. When leave of absence of any kind is taken
while an employee is in a travel status, the type of leave and number
of hours of leave for each day shall be recorded on the travel voucher.
(3) Indirect-route travel. The travel voucher should set forth the
details of the expenses actually incurred, the date of departure from
the post of duty, and the date of arrival at the place of duty. Where
leave has been taken while in travel status, the date and time that
leave began and terminated should be shown.
* * * * *
Sec. 301-11.6 [Amended]
15. Section 301-11.6 is amended by removing the reference
``Sec. 301-7.8(g)'' in paragraph (b)(16), and adding in its place the
reference ``Sec. 301-7.8(e)''.
PART 302-2--ALLOWANCES FOR SUBSISTENCE AND TRANSPORTATION
16. The authority citation for part 302-2 continues to read as
follows:
Authority: 5 U.S.C. 5721-5734; 20 U.S.C. 905(a); E.O. 11609, 36
FR 13747, 3 CFR, 1971-1975 Comp., p. 586.
17. Section 302-2.1 is revised to read as follows:
Sec. 302-2.1 For the employee.
(a) Applicability. This part applies to travel of
(1) Transferred employees,
(2) New appointees, and
(3) Employees assigned to posts of duty outside the continental
United States in connection with either overseas tour renewal agreement
travel or return travel to places of residence for the purpose of
separation.
(b) Payment for employee's travel expenses. Except as specifically
provided in this chapter, an agency shall pay per diem, transportation
costs, and other travel expenses of the employee in accordance with the
provisions of 5 U.S.C. 5701-5709 and chapter 301 of this title. The
prohibition in Sec. 301-7.5(b) of this title on paying per diem for
travel of 12 hours or less applies to change of official station
travel.
(c) Maximum per diem rates for relocation travel--(1) Travel when
en route between employee's old and new official stations. The maximum
per diem rate for en route travel within CONUS between the employee's
old and new official stations shall be the standard CONUS rate
prescribed under Sec. 301-7.3 of this title.
(2) Travel to seek residence quarters. The maximum per diem rate
for travel to seek residence quarters shall be the lesser of the
maximum per diem rate prescribed under Sec. 301-7.3 of this title for
the locality where the employee seeks residence quarters or for the
locality where the employee obtains lodging accommodations. An agency
may prescribe the standard CONUS rate as the maximum per diem rate if
it determines that establishment of such lower rate is advantageous to
the Government.
18. Section 302-2.2 is amended by revising the introductory text of
paragraph (b) to read as follows:
Sec. 302-2.2 For members of an employee's immediate family.
* * * * *
(b) Per diem allowance when en route between employee's old and new
official stations. When an employee is transferred, an allowance shall
be paid for per diem expenses incurred by the employee's immediate
family while traveling between the old and new official stations
regardless of where the old and new stations are located. If the actual
travel involves departure and/or destination points other than the old
or new official station, the per diem allowance shall not exceed the
amount to which members of the immediate family would have been
entitled if they had traveled by a usually traveled route between the
old and new official stations. The prohibition in Sec. 301-7.5(b) of
this title on paying per diem for travel of 12 hours or less applies to
change of official station travel. The maximum allowable per diem rates
are as follows:
* * * * *
Dated: September 26, 1996.
David J. Barram,
Acting Administrator of General Services.
[FR Doc. 96-32712 Filed 12-26-96; 8:45 am]
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