[Federal Register Volume 63, Number 62 (Wednesday, April 1, 1998)]
[Rules and Regulations]
[Pages 15950-15983]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 98-7725]


      

[[Page 15949]]

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Part III





General Services Administration





_______________________________________________________________________



41 CFR Chapters 300 and 301



Federal Travel Regulation, General Guides and Temporary Duty (TDY) 
Travel Allowances; Final Rule

  Federal Register/Vol. 63, No. 62/Wednesday, April 1, 1998/Rules and 
Regulations  

[[Page 15950]]



GENERAL SERVICES ADMINISTRATION

41 CFR Chapters 300 and 301

[FTR Amendment 70--1998 Edition]
RIN 3090-AG25


Federal Travel Regulation, General Guides and Temporary Duty 
(TDY) Travel Allowances

AGENCY: Office of Governmentwide Policy, GSA.

ACTION: Final rule.

-----------------------------------------------------------------------

SUMMARY: This final rule amends the Federal Travel Regulation (FTR) to 
add new Chapter 300 which contains general guidance on how to use the 
FTR and agency reporting requirements, and a revised Chapter 301 
regarding temporary duty (TDY) travel allowances except Appendixes A 
and B. Chapters 300-301 form the beginning of the plain language FTR 
1998 Edition. Current chapters 302-304 remain in effect until 
superseded by a rule in the plain language format to be published at a 
future date.

EFFECTIVE DATE: This final rule is effective July 1, 1998.

FOR FURTHER INFORMATON CONTACT: Technical Information: Jim Harte, 
telephone (202) 501-1538. FTR ``plain language'' format: Internet GSA, 
[email protected].

SUPPLEMENTARY INFORMATION: This amendment is written in the ``plain 
language'' style of regulation writing as a continuation of the GSA's 
effort to make the FTR easier to understand and use.
    What is the ``plain language'' style of regulation writing?
    The ``plain language'' style of regulation writing is a new, 
simpler to read and understand, question and answer regulatory format. 
Questions are in the first person, and answers are in the second 
person. GSA uses a ``we'' question when referring to an agency, and an 
``I'' question when referring to the employee. However, the rules 
stated in either section apply to both the employee and traveler.
    How does this amendment change the FTR format?
    The FTR is divided into chapters, parts, sections and paragraphs. 
This amendment adds a new Chapter 300 and restructures parts, sections 
and paragraphs in Chapter 301.
    What are the significant changes?
    The significant changes are:
    (a) Adds new Appendix C--Standard Data Elements for Federal Travel.
    (b) Adds new Appendix D--Glossary of Acronyms.
    (c) First Class Travel--
    (1) Clarifies when an airline flight has only two classes of 
service, the highest class designation, regardless of term used, is 
considered to be first class, and
    (2) Allows agencies to consider ``physical characteristic'' and not 
just medical or disability reasons for authorizing first-class travel.
    (d) Special Needs (also see Employee with a Disability)--Defines 
``special need'' as a physical characteristic not necessarily defined 
as a disability.
    (e) Use of a privately owned vehicle (POV) instead of a taxi for 
travel to/from common carrier terminal on a day of travel--Removes the 
requirement for a cost comparison not to exceed taxicab fare and tip 
between points involved when POV is authorized as advantageous to the 
Government.
    (f) Actual expense authorization/approval criteria--Allows agency 
discretion when to authorize/approve actual expense by deleting the 
phrase ``special or unusual circumstances'' and inserts ``when deemed 
warranted.''
    (g) Electronic means--Encourages agencies to use electronic means, 
as opposed to paper, when and where feasible.
    (h) Travel Management System (TMS)--Requires the use of a TMS by 
the year 2001 for arranging air, rail, hotel/motel accommodations and 
car rental reservations. Also provides common data elements that an 
agency should collect through the TMS.
    (i) Travel Claim Forms--Permits each agency to develop, based on 
its needs, their own paper or electronic travel claim form but requires 
that common data elements contained in Appendix C, Chapter 301 be used.
    (j) Travel Payment System--Provides common data elements that 
agencies should include in a travel payment system.
    (k) Hotel Motel Fire Safety Act of 1990--Federal Emergency 
Management Agency (FEMA)--Approved Accommodations--Each agency is 
responsible for encouraging its employees who require commercial 
lodging when performing official travel to stay at a fire safe approved 
accommodation. Lodgings that have met the Government requirements are 
listed on the U.S. Fire Administration's Internet site. The 
introduction to Appendix A, Chapter 301, has been amended to include 
the policy of the Federal Government and U.S. Fire Administration 
Internet site: http://www.usfa.fema.gov/hotel/index.htm.
    (l) Federal Agencies Travel Survey--Requires agencies to respond to 
a travel survey that will be distributed by the GSA, Office of 
Governmentwide Policy, Office of Transportation & Personal Property, 
Travel and Transportation Management Policy Division bi-annually.
    (m) Complimentary Meals--Clarifies that the meal and incidental 
expense (M&IE) rate will not be reduced for a complimentary meal(s) 
provided by common carriers or hotel/motels.
    (n) Interim Rule 5, Use of Government Aircraft. Finalizes the rule 
governing the use of Government aircraft.
    (o) Reimbursement of per diem or actual expenses when leave is 
taken immediately before or after a non-workday. Allows agency to make 
determination whether reimbursement will be allowed for non-workdays.
    (p) Clarifies that a traveler may upgrade his or her transportation 
accommodations to premium-class other than first class solely through 
the redemption of frequent flyer benefits when authorized by agency 
policy or when the requirements for first-class or premium other than 
first class are met.
    (q) Removes the specific definitions of the terms ``conference 
site'' and ``conference facility'' because these are commonly 
understood terms.
    (r) The provisions applying to the ``Fly America Act'', Secs. 301-
10.131 through 301-10.144, will be issued separately as a proposed rule 
with request for comment.
    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 also is 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 300-1 through 300-70 and 301-1 
through 301-76

    Government employees, Travel and transportation expenses.
    For the reasons set out in the preamble, 41 CFR subtitle F is 
amended to read as follows:
    1. 41 CFR chapter 300 is added to read as follows:

CHAPTER 300--GENERAL

Subchapter A--Introduction

Part
300-1  The Federal Travel Regulation (FTR)
300-2  How to use the FTR
300-3  Glossary of terms

Subchapter B--Agency Requirements

Part
300-70  Agency Reporting Requirements

[[Page 15951]]

Subchapter A--Introduction

PART 300-1--THE FEDERAL TRAVEL REGULATION (FTR)

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. 486(c); 49 U.S.C. 40118; 
E.O. 11609, 3 CFR, 1971-1975 Comp., p. 586.


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

Subpart A--General

Sec.
300-2.1  What formats exist in the FTR?

Subpart B--Question and Answer Format

Sec.
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

Sec.
300-2.70  How is the rule expressed in the title and narrative 
format?

PART 300-3--Glossary of Terms

Sec.
300-3.1  What do the following terms mean?

    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. 486(c); 49 U.S.C. 40118; 
E.O. 11609, 3 CFR, 1971-1975 Comp., p. 586.

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 are       provisions are   
                                   contained in         contained in    
------------------------------------------------------------------------
Chapter 301...................  Subchapters A, B,  Subchapter D.        
                                 and C.                                 
------------------------------------------------------------------------

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:

--------------------------------------------------------------------------------------------------------------------------------------------------------
                                                                                                                         And the agency is referred to  
         When you are in the                 And you are looking at a           The employee is referred to using                    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


Sec. 300-3.1  What do the following terms mean?

    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.
    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 U.S. Fire 
Administration's Internet site at http://www.usfa.fema.gov/hotel/
index.htm.
    Automated-Teller-Machine (ATM) services--Contractor-provided ATM 
services that allow cash withdrawals from participating ATMs to be 
charged to a contractor-issued charge card.
    Common carrier--Private-sector supplier of air, rail or bus 
transportation.
    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.

[[Page 15952]]

    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.
    Family (see Immediate family)
    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 Territory of the Pacific Islands, situated both outside CONUS and 
the non-foreign areas.
    Government aircraft--Any aircraft owned, leased, chartered or 
rented and operated by an executive agency.
    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.
    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:
    (a) Spouse;
    (b) Children of the employee or employee's spouse 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 or employee's spouse; and an 
unborn child(ren) born and moved after the employee's effective date of 
transfer.);
    (c) Dependent parents (including step and legally adoptive parents) 
of the employee or employee's spouse; and
    (d) Dependent brothers and sisters (including step and legally 
adoptive brothers and sisters) of the employee or employee's spouse 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.
    Non-foreign area--The States of Alaska and Hawaii, the 
Commonwealths of Puerto Rico, Guam and the Northern Mariana Islands and 
the territories and possessions of the United States (excludes the 
Trust Territories of the Pacific Islands).
    Official station--The official station of an employee or 
invitational traveler (see Sec. 301-1.2) is the location of the 
employee's or invitational traveler's permanent work assignment.
    The geographic limits of the official station are:
    (a) For an employee:
    (1) The corporate limits of the city or town where stationed or if 
not in an incorporated city or town;
    (2) The reservation, station, or other established area (including 
established subdivisions of large reservations) having definite 
boundaries where the employee is stationed.
    (b) For an invitational traveler:
    (1) The corporate limits of the city or town where the home or 
principal place of business exists or if not in an incorporated city or 
town;
    (2) The reservation, station, or other established area (including 
established subdivisions of large reservations) having definite 
boundaries where the

[[Page 15953]]

home or principal place of business is located.
    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, 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, including taxes and service charges where applicable for:
    (a) Lodging. Includes expenses 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. Lodging does not include accommodations on airplanes, trains, 
buses, or ships. Such cost is included in the transportation cost and 
is not considered a lodging expense.
    (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. (1) Fees and tips given to porters, 
baggage carriers, bellhops, hotel maids, stewards or stewardesses and 
others on ships, and hotel servants in foreign countries;
    (2) Laundry, cleaning and pressing of clothing;
    (3) Transportation between places of lodging or business and places 
where meals are taken, if suitable meals cannot be obtained at the TDY 
site; and
    (4) Mailing cost associated with filing travel vouchers and payment 
of Government sponsored charge card billings.
    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.
    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.
    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, including taxes and service charges;
    (b) Meals, including taxes and tips; and
    (c) Incidental expenses (see incidental expenses under 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.
    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 System (TMS)--A system to arrange travel services 
for Federal employees on official travel, including reservation of 
accommodations and ticketing. A TMS includes a travel management 
center, commercial ticket office, electronic travel management system, 
or other commercial method of arranging travel.

SUBCHAPTER B--AGENCY REQUIREMENTS

PART 300-70--AGENCY REPORTING REQUIREMENTS

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?
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 First-Class Transportation 
Accommodations

Sec.
300-70.100  Who must report use of first-class transportation 
accommodations?
300-70.101  What information must we report?
300-70.102  How often must we report the required information?
300-70.103  When will GSA request this information?
300-70.104  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. 486(c); 49 U.S.C. 40118; 
E.O. 11609, 3 CFR, 1971-1975 Comp.,p. 586.

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) that spent more than $5 
million on travel and transportation payments, including relocation, 
during the fiscal year immediately preceding the survey year must 
report this information. Every

[[Page 15954]]

two years GSA will distribute the Federal Agencies Travel Survey which 
is assigned Interagency Control No. 0362-GSA-AN. Copies of the survey 
may be obtained from the Director, Travel and Transportation Management 
Policy Division (MTT), Office of Governmentwide Policy, General 
Services Administration, Washington, DC 20405.


Sec. 300-70.2  What information must we report?

    For the fiscal year reporting period you must report the following 
information:
    (a) Estimated total agency payments for travel and transportation 
of people;
    (b) Average costs and duration of trips;
    (c) Amount of official travel by purpose(s);
    (d) Estimated total agency payments for employee relocation; and
    (e) Any other specific information GSA may require for the 
reporting period.


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 and Transportation Management 
Policy Division (MTT), Office of Governmentwide Policy, General 
Services Administration, Washington, DC 20405.


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
    (c) A consolidated response which covers all components of your 
agency.

Subpart B--Requirement to Report use of First-Class Transportation 
Accommodations


Sec. 300-70.100  Who must report use of first-class transportation 
accommodations?

    An agency as defined in Sec. 301-1.1 of this subtitle.


Sec. 300-70.101  What information must we report?

    All instances in which you authorized/approved the use of first-
class transportation accommodations. This report has been assigned 
Interagency Report Control No. 0411-GSA-AN.


Sec. 300-70.102  How often must we report the required information?

    Once every year.


Sec. 300-70.103  When will GSA request this information?

    Generally, GSA will notify agencies during the summer months that 
this information is required and will indicate the date reports are 
due.


Sec. 300-70.104  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 your cover letter to GSA, the following 
aggregate information unless that information is also protected from 
public disclosure:
    (a) Aggregate number of authorized first-class trips that are 
protected from disclosure;
    (b) Total of actual first-class fares paid; and
    (c) Total of coach-class fares that would have been paid for the 
same travel.

Subpart C [Reserved]

    2. 41 CFR chapter 301 is amended by removing parts 301-1 and 301-2; 
removing Sec. Sec. 301-3.1 through 301-3.5 (Sec. 301-3.6 remains 
unchanged); removing parts 301-4 through 301-17; and adding new parts 
301-1, 301-2, 301-10 through 301-13, 301-30, 301-31, 301-50 through 
301-53, and 301-70 through 301-75, to read as follows:

CHAPTER 301--TEMPORARY DUTY (TDY) TRAVEL ALLOWANCES

Subchapter A--Introduction

Part
301-1  Applicability
301-2  General rules

Subchapter B--Allowable Travel Expenses

Part
301-3  Use of commercial transportation
301-10  Transportation expenses
301-11  Per diem expenses
301-12  Miscellaneous expenses
301-13  Travel of an employee with special needs
301-30  Emergency travel
301-31  Threatened law enforcement/investigative employees

Subchapter C--Arranging for Travel Services, Paying Travel Expenses, 
and Claiming Reimbursement

Part
301-50  Arranging for travel services
301-51  Paying travel expenses
301-52  Claiming reimbursement
301-53  Using promotional materials and frequent traveler programs

Subchapter D--Agency Responsibilities

Part
301-70  Internal policy and procedure requirements
301-71  Agency travel accounting requirements
301-72  Agency responsibilities related to common carrier 
transportation
301-73  Travel programs
301-74  Conference Planning
301-75  Pre-employment interview travel

CHAPTER 301--TEMPORARY DUTY (TDY) TRAVEL ALLOWANCES

Subchapter A--Introduction

PART 301-1--APPLICABILITY

Sec.
301-1.1  What is an ``agency'' for purposes of TDY allowances?
301-1.2  What is an ``employee'' for purposes of TDY allowances?
301-1.3  Who is eligible for TDY allowances?

    Authority: 5 U.S.C. 5707.

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. 101.                              corporation.                  
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.                       
------------------------------------------------------------------------


[[Page 15955]]

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

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.


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.


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 premium-class service on common carrier transportation;
    (b) Use of a foreign air carrier;
    (c) Use of reduced fares for group or charter arrangements;
    (d) Use of cash to pay for common carrier transportation;
    (e) Use of extra-fare train service;
    (f) Travel by ship;
    (g) Use of a rental car;
    (h) Use of a Government aircraft;
    (i) Payment of a reduced per diem rate;
    (j) Payment of actual expense;
    (k) Travel expenses related to emergency travel;
    (l) Transportation expenses related to threatened law enforcement/
investigative employees and members of their families;
    (m) Travel expenses related to travel to a foreign area;
    (n) Acceptance of payment from a non-Federal source for travel 
expenses, see chapter 304 of this subtitle; and
    (o) Travel expenses related to attendance at a conference.

    Note to Sec. 301-2.5: Paragraphs (c), (i), (n), and (o) of this 
section require a written or electronic advance authorization.

SUBCHAPTER B--ALLOWABLE TRAVEL EXPENSES

* * * * *

PART 301-10 TRANSPORTATION EXPENSES

Subpart A--General

Sec.
301-10.1  Am I eligible for payment of transportation expenses?
301-10.2  What expenses are payable as transportation?
301-10.3  What methods of transportation may my agency authorize me 
to use?
301-10.4  How does my agency select the method of transportation to 
be used?
301-10.5  What are the presumptions as to the most advantageous 
method of transportation?
301-10.6  What is my liability if I do not travel by the selected 
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

Sec.
301-10.100  What types of common carrier transportation may I be 
authorized to use?

Airline

301-10.106  What are the basic requirements for using airlines?

Use of Contract City-Pair Fares

301-10.107  When must I use a contract city-pair fare?
301-10.108  Are there other situations when I may 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 first-class airline accommodations?

[[Page 15956]]

301-10.124  When may I use premium-class other than first-class 
airline accommodations?

Train

301-10.160  What classes of train accommodations are available?
301-10.161  What class of train accommodations must I use?
301-10.162  When may I use first-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?

Local Transit System

301-10.190  When may I use a local transit system (bus, subway, or 
streetcar)?

Subpart C--Government Vehicle

Sec.
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?

Government Aircraft

301-10.260  When may I use a Government aircraft for travel?
301-10.261  What requirements must I meet to operate a Government 
aircraft?
301-10.262  What is my liability for unauthorized use of a 
Government aircraft?

Subpart D--Privately Owned Vehicle (POV)

Sec.
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 a POV is determined by 
my agency to be advantageous to the Government?
301-10.304  What expenses are allowable in addition to the 
allowances prescribed in Sec. 301-10.303?
301-10.305  How is reimbursement handled if another person(s) 
travels in a POV with me?
301-10.306  What will be reimbursed if I am authorized to use a POV 
instead of a taxi for round-trip travel between my residence and 
office on a day of travel requiring an overnight stay?
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 automobile and I use a POV instead?

Subpart E--Special Conveyances

Sec.
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 or shuttle service?
301-10.421  How much will my agency reimburse me for a tip to a 
taxi, shuttle service, or courtesy transportation driver?

Rental Automobiles

301-10-450  When can I use a rental vehicle?
301-10.451  May I be reimbursed for the cost of collision damage 
waiver (CDW) or theft insurance?
301-10.452  May I be reimbursed for personal accident insurance?
301-10.453  What is my liability for unauthorized use of a rental 
automobile obtained with Government funds?

    Authority: 5 U.S.C. 5707; 40 U.S.C. 486 (c); 49 U.S.C. 40118.

Subpart A--General


Sec. 301-10.1  Am I eligible for payment of transportation expenses?

    Yes, when performing official travel, including local travel.


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 local 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.


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 selected 
method of transportation?

    If you do not travel by the method of transportation required by 
regulation or selected by your agency, any additional expenses you 
incur will be borne by you.


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.

[[Page 15957]]

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 local 
transit system.

Airline


Sec. 301-10.106  What are the basic requirements for using airlines?

    The requirements for using airlines fall into three categories:
    (a) Using contract carriers, when available;
    (b) Using coach class service, unless premium class, or first class 
service is authorized;
    (c) Using U.S. flag air carrier or (ship) service, unless use of 
foreign air carrier or (ship) is authorized.

Use of Contract City-Pair Fares


Sec. 301-10.107  When must I use a contract city-pair fare?

    You must always use a contract city-pair fare, if such fare is 
available to you unless one or more of the following conditions exist:
    (a) Seating space on the scheduled contract flight is not available 
in time to accomplish the purpose of travel, or use of contract service 
would require you to incur unnecessary overnight lodging costs which 
would increase the total cost of the trip; or
    (b) The contract's flight schedule is inconsistent with explicit 
policies of individual Federal departments and agencies or other 
mandatory users of scheduling employee travel during normal working 
hours; or
    (c) A non-contract carrier offers a lower fare available to the 
general public, the use of which will result in a lower total trip cost 
to the Government or other mandatory user. This determination should be 
based on a cost comparison to include the combined cost of 
transportation, lodging, meals and related expenses.

    Note to paragraph (c). This exception does not apply if a 
contract carrier offers a comparable fare and has seats available at 
that fare, or if the lower fare offered by a non-contract carrier is 
restricted to Government and military travelers on official business 
and may only be purchased with a GTR, contractor issued charge card 
or centrally billed account (e.g., YDG, MDG, ODG, VDG, and similar 
fares).

    (d) Rail service is available, and such service is cost effective 
and is consistent with the mission.


Sec. 301-10.108  Are there other situations when I may use a non-
contract fare?

    You may also use a non-contract fare such as a through fare, 
special fare, commutation fare, excursion fare or reduced-rate round-
trip fare in the following circumstances:
    (a) Your agency determines prior to your travel that this type of 
service is practical and economical to the Government; and
    (b) In the case of a fare that is restricted or has specific 
eligibility requirements, you know or reasonably can anticipate, based 
on the travel as planned, that you will use the ticket.


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 economical to the Government and will not interfere with 
the conduct of official business.


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 coupon(s), or 
refund application(s) to your agency in accordance with your agency's 
procedures.


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. 301-10.115) 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.


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?

    (a) Coach-class--The basic class of accommodations offered to 
travelers that is available to all passengers regardless of fare paid. 
This term applies when an airline offers two or more classes of 
accommodations, which includes tourist or economy.
    (b) Premium-class--Any class of accommodations above coach, e.g., 
first or business.
    (c) First-class--The highest class of accommodations on a multiple-
class airline flight. When an airline flight only has two classes of 
accommodations, the higher-class, regardless of the term used for that 
class, is considered to be first class.
    (d) Premium-class other than first-class--Any class of 
accommodations

[[Page 15958]]

between coach-class and first-class, e.g., business-class.
    (e) Single-class--This term applies when an airline offers only one 
class of accommodation to all travelers.


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 first-class airline accommodations?

    Only when your agency specifically authorizes/approves your use of 
first-class accommodations under paragraph (a) through (d) of this 
section.
    (a) No other coach-class or premium-class other than first-class 
accommodation is 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.
    (b) When use of first-class is necessary to accommodate a 
disability or other special need. A disability must be substantiated in 
writing by a competent medical authority. A special need must be 
substantiated in writing according to your agency's procedures. If you 
are authorized under Sec. 301-13.3(a) of this chapter to have an 
attendant accompany you, your agency also may authorize the attendant 
to use first-class accommodations if you require the attendant's 
services en route.
    (c) When exceptional security circumstances require first-class 
travel. Exceptional security circumstances are determined by your 
agency and include, but are not limited to:
    (1) Use of other than first-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 first-class accommodations; or
    (3) You are a courier or control officer accompanying controlled 
pouches or packages.
    (d) When required because of agency mission.


Sec. 301-10.124  When may I use premium-class other than first-class 
airline accommodations?

    Only when your agency specifically authorizes/approves your use of 
such accommodations under paragraphs (a) through (i) of this section.
    (a) Regularly scheduled flights between origin/destination points 
(including connecting points) provide only premium-class accommodations 
and you certify such on your voucher; or
    (b) No space is available in coach-class accommodations in time to 
accomplish the mission, which is urgent and cannot be postponed; or
    (c) When use of premium-class other than first-class accommodations 
is necessary to accommodate your disability or other special need. 
Disability must be substantiated in writing by a competent medical 
authority. Special need must be substantiated in writing according to 
your agency's procedures. If you are authorized under Sec. 301-13.3(a) 
of this chapter to have an attendant accompany you, your agency also 
may authorize the attendant to use premium-class other than first-class 
accommodations if you require the attendant's services en route; or
    (d) Security purposes or exceptional circumstances as determined by 
your agency make the use of premium-class other than first-class 
accommodations essential to the successful performance of the agency's 
mission; or
    (e) Coach-class accommodations on an authorized/approved foreign 
air carrier do not provide adequate sanitation or health standards; or
    (f) 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; or
    (g) You are able to obtain the accommodations as an upgrade through 
the redemption of frequent traveler benefits in accordance with your 
agency's policies; or
    (h) 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; or
    (i) Where the origin and/or destination is OCONUS and the scheduled 
flight time is in excess of 14 hours. In this instance you will not be 
eligible for a rest stop en route or a rest period upon arrival at your 
duty site.

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) First-class--Includes bedrooms, roomettes, club service, parlor 
car accommodations, or other premium accommodations.


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 first-class service.


Sec. 301-10.162  When may I use first-class train accommodations?

    Only when your agency specifically authorizes/approves your use of 
first-class train accommodations under paragraphs (a) through (d) of 
this section.
    (a) No coach-class accommodations are reasonably available. 
``Reasonably available'' means available and scheduled to leave within 
24 hours of the employee's proposed departure time, or scheduled to 
arrive within 24 hours of the employee's proposed arrival time.
    (b) When use of first-class is necessary to accommodate a 
disability or other special need. A disability must be substantiated in 
writing by competent medical authority. A special need must be 
substantiated in writing according to your agency's procedures. If you 
are authorized under Sec. 301-13.3(a) of this chapter to have an 
attendant accompany you, your agency also may authorize the attendant 
to use first-class accommodations if you require the attendant's 
services en route.
    (c) When exceptional security circumstances require first-class 
travel. Exceptional security circumstances include, but are not limited 
to:
    (1) Use of other than first-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 first-class accommodations; or
    (3) You are a courier or control officer accompanying controlled 
pouches or packages.
    (d) Inadequate foreign coach-class train accommodations. When 
coach-class train accommodations on a foreign rail carrier do not 
provide adequate sanitation or health standards.


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).

[[Page 15959]]

Sec. 301-10.164  When may I use extra-fare train service?

    You may travel coach-class on an extra-fare train whenever your 
agency determines it is more advantageous to the Government or is 
required for security reasons. The use of AMTRAK Metroliner coach 
accommodations is advantageous to the Government; AMTRAK Metroliner 
Club Service, however, is a first-class accommodation and may be 
authorized/approved only as provided in Sec. 301-10.162 of this 
section.

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.


Sec. 301-10.182  What classes of ship accommodations are available?

    Accommodations on ships vary according to deck levels.
    (a) First-class--All classes above the lowest first class, includes 
but is not limited to a suite.
    (b) Lowest first class--The least expensive first class of reserved 
accommodations available on a ship.


Sec. 301-10.183  What class of ship accommodations must I use?

    You must use the lowest first class accommodations when traveling 
by ship, except when your agency specifically authorizes/approves your 
use of first-class ship accommodations under paragraphs (a) through (c) 
of this section.
    (a) Lowest first class accommodations are not available on the 
ship.
    (b) When use of first-class is necessary to accommodate a 
disability or other special need. Disability must be substantiated in 
writing by competent medical authority. Special need must be 
substantiated in writing according to your agency's procedures. If you 
are authorized under Sec. 301-13.3(a) of this chapter to have an 
attendant accompany you, your agency also may authorize the attendant 
to use first-class accommodations if you require the attendant's 
services en route.
    (c) When exceptional security circumstances require first-class 
travel. Exceptional security 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 first-class accommodations; or
    (3) You are a courier or control officer accompanying controlled 
pouches or packages.

Local Transit System


Sec. 301-10.190  When may I use a local transit system (bus, subway, or 
streetcar)?

    (a) To, from, and between places of work. The use of bus, subway, 
or streetcar is an allowable expense for local travel between places of 
business at your official station or a TDY station, and between places 
of lodging and place of business at a TDY station.
    (b) To places where meals can be obtained. Where the nature and 
location of the work at your TDY station are such that meals cannot be 
obtained there, travel to obtain meals at the nearest available place 
is an allowable expense. You must, however, attach a statement to your 
travel voucher explaining why such travel was necessary.

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 of 
this part;
    (b) A Government aircraft in accordance with Sec. 301-10.260 
through Sec. 301-10.262 of this part; and
    (c) Other type of Government vehicle in accordance with any 
Government-issued rules governing its use.


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 paragraphs (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.

Government Aircraft


Sec. 301-10.260  When may I use a Government aircraft for travel?

    Only for official purposes in accordance with 41 CFR 101-37.402.


Sec. 301-10.261  What requirements must I meet to operate a Government 
aircraft?

    You must meet the aircrew qualification and certification 
requirements contained in 41 CFR 101-37.1212.


Sec. 301-10.262  What is my liability for unauthorized use of a 
Government aircraft?

    You will be personally responsible for any additional cost 
resulting from unauthorized use of the aircraft as provided in 41 CFR 
101-37.402 and 101-.37.403, and you may be subject to administrative 
and or criminal liability for misuse of Government property.

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 prescribed in Sec. 301-10.303 of this subpart.


Sec. 301-10.302  How do I determine distance measurements for my 
travel?

[[Page 15960]]



------------------------------------------------------------------------
                                  The distance between your origin and  
       If you travel by                      destination is             
------------------------------------------------------------------------
Privately owned automobile or  As shown in standard highway mileage     
 privately owned motorcycle.    guides, or the actual miles driven as   
                                determined from odometer readings.      
Privately owned aircraft.....  As determined from airway charts issued  
                                by the National Oceanic and Atmospheric 
                                Administration, Department of Commerce. 
                                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.         
------------------------------------------------------------------------

Sec. 301-10.303  What am I reimbursed when use of a POV is determined 
by my agency to be advantageous to the Government?

------------------------------------------------------------------------
                 For use of a                    Your reimbursement is  
------------------------------------------------------------------------
Privately-owned aircraft (e.g., helicopter,    Actual cost of operation 
 except an airplane).                           (i.e., fuel, oil, plus  
                                                the additional expenses 
                                                listed in Sec. 301-     
                                                10.304).                
Privately-owned airplane.....................  85 cents per mile        
Privately-owned automobile...................  31 cents per mile        
Privately-owned motorcycle...................  25 cents per mile        
------------------------------------------------------------------------

Sec. 301-10.304  What expenses are allowable in addition to the 
allowance prescribed in Sec. 301-10.303?

    Following is a chart listing the reimbursable and non-reimbursable 
expenses:

------------------------------------------------------------------------
         Reimbursable expenses              Non-reimbursable expenses   
------------------------------------------------------------------------
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.                     
------------------------------------------------------------------------

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 be reimbursed if I am authorized to use a 
POV instead of a taxi for round-trip travel between my residence and 
office on a day of travel requiring an overnight stay?

    If determined advantageous to the Government, you will be 
reimbursed on a mileage basis plus other allowable costs for round-trip 
travel on the beginning and/or ending of travel between the points 
involved.


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 (see Sec. 301-10.303), 
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.


Sec. 301-10.310  What will I be reimbursed if I am authorized to use a 
Government automobile and I use a privately owned automobile instead?

    (a) Reimbursement based on Government costs--Unless you are 
committed to using a Government vehicle as provided in paragraph (b) of 
this section, your reimbursement will be limited to the cost that would 
be incurred for use of a Government automobile, which in CONUS is 23.5 
cents per mile. If your agency determines the cost of providing a 
Government automobile would be higher because of unusual circumstances, 
it may allow reimbursement not to exceed the mileage rate provided in 
Sec. 301-10.303 for a privately owned automobile.
    In addition, you may be reimbursed other allowable expenses as 
provided in Sec. 301-10.304.
    (b) Partial reimbursement when you are committed to use a 
Government owned automobile--When you are committed to use a Government 
automobile or would not ordinarily be authorized to use a privately 
owned automobile due to the availability of a Government automobile, 
but nevertheless request to use a privately owned automobile, you will 
be reimbursed 10.5 cents per mile. This is the approximate cost of 
operating a Government automobile, fixed costs excluded. In addition, 
parking fees, bridge, road and tunnel fees are reimbursable.

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 Secs. 301-10.420 through 301-10.421 of 
this chapter;
    (b) Commercial rental automobiles as specified in Secs. 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

[[Page 15961]]

    (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.

Taxicabs, Shuttle Services, or Other Courtesy Transportation


Sec. 301-10.420  When may I use a taxi or shuttle service?

    (a) For local travel. When your agency authorizes/approves, the use 
of a taxi for the following local travel is reimbursable:
    (1) Between places of business at an official or TDY station;
    (2) Between a place of lodging and a place of business at a 
temporary duty station; and
    (3) To obtain meals at the nearest available place where the nature 
and location of the work at a TDY station are such that meals cannot be 
obtained there.
    (b) To and from a carrier terminal. (1) General authorization. 
Except as provided in paragraph (b)(2) of this section, you will be 
reimbursed the usual fare plus tip for use of a taxicab or shuttle 
services in the following situations:
    (i) Between a common carrier or other terminal and either your home 
or place of business at your official station, or your place of 
business or lodging at a TDY station; or
    (ii) Between the carrier terminal and shuttle terminal.
    (2) 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.
    (3) 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:
    (i) Suitable Government or common carrier transportation service, 
including shuttle service, is available for all or part of the distance 
involved; or
    (ii) Courtesy transportation service is provided by hotels/motels 
between the place of lodging at the TDY station and the common carrier 
terminal.
    (c) Between residence and office on day you perform official 
travel. In addition to use of a taxi under paragraph (b) of this 
section, your agency may authorize/approve reimbursement of the usual 
taxicab fare plus tip in the following situations:
    (1) From your home to your office on the day you depart the office 
on an official trip requiring at least one night's lodging; and
    (2) From your office to your home on the day you return to the 
office from your trip.
    (d) Between residence and office in cases of necessity. Your agency 
may authorize/approve the usual taxicab fare plus tip for travel 
between your office and home when you perform official business at your 
designated post of duty and:
    (1) You are dependent on public transportation for officially 
ordered work outside regular working hours; and
    (2) The travel between your office and home is during hours of 
infrequently scheduled public transportation or darkness.


Sec. 301-10.421  How much will my agency reimburse me for a tip to a 
taxi, shuttle service, or courtesy transportation driver?

    An amount which your agency determines to be reasonable.

Rental Automobiles


Sec. 301.10.450  When can I use a rental vehicle?

    Your agency must determine that use of a rental vehicle is 
advantageous to the Government and must specifically authorize such 
use.


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 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

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  May I stay in a lodging facility of my choice?
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?

[[Page 15962]]

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 
at nominal or no cost by the Government or is included in the 
registration fee?
301-11.19  How is my per diem calculated when I travel across the 
international dateline (IDL)?
301-11.20  May my agency authorize a rest period for me while I am 
traveling?
301-11.21  Will I be reimbursed for per diem or actual expenses on 
leave or non-workdays (weekend, legal Federal Government holiday, or 
other scheduled non-workdays) while I am on official travel?
301-11.22  Am I entitled to per diem or actual expense reimbursement 
if I am required to return to my official station on a non-workday?
301-11.23  Are there any other circumstances when my agency may 
reimburse me to return home or to my official station for non-
workdays during a TDY assignment?
301-11.24  What reimbursement will I receive if I voluntarily return 
home or to my official station on non-workdays during my TDY 
assignment?
301-11.25  Must I provide receipts to substantiate my claimed travel 
expenses?
301-11.26  How do I get a per diem rate increased?
301-11.27  Are taxes included in the lodging portion of the 
Government per diem rate?
301-11.28  As a traveler on official business, am I required to pay 
applicable lodging taxes?
301-11.29  Are lodging facilities required to accept a generic 
federal, state or local tax exempt certificate?
301-11.30  What is my option if the Government lodging rate plus 
applicable taxes exceeds my lodging reimbursement?

Subpart B--Lodgings-Plus Per Diem

Sec.
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

Sec.
301-11.200  Under what circumstances may my agency prescribe a 
reduced per diem rate lower than the prescribed maximum?

Subpart D--Actual Expense

Sec.
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?

    Authority: 5 U.S.C. 5707.

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?

    Under one of the following methods for each day (or fraction 
thereof) you are in a travel status:
    (a) Lodgings-plus per diem method;
    (b) Reduced per diem method; or
    (c) Actual expense method.


Sec. 301-11.6  Where do I find maximum per diem and actual expense 
rates?

----------------------------------------------------------------------------------------------------------------
           For travel in                     Rates set by               For per diem and actual expense see     
----------------------------------------------------------------------------------------------------------------
Continental United States (CONUS)..  General Services             For Per Diem see Federal Travel Regulation 41 
                                      Administration.              CFR chapter 301, Appendix A, or Internet at  
                                                                   http://Policyworks.gov/perdiem; for actual   
                                                                   expense see 41 CFR 301-11.303 and 301-11.305.
Non-foreign areas..................  Department of Defense (Per   Per Diem Bulletins issued by PDTATAC and      
                                      Diem, Travel and             published periodically in the Federal        
                                      Transportation Allowance     Register or Internet at http://www.dtic.mil/
 Committee (PDTATAC)).        perdiem (Rates also appear in section 925 a  
                                                                   per diem supplement to the Department of     
                                                                   State Standardized Regulations (Government   
                                                                   Civilians-Foreign Areas)).                   
Foreign areas......................  Department of State........  A per diem supplement to section 925,         
                                                                   Department of State Standardized Regulations 
                                                                   (Government Civilians-Foreign Areas).        
----------------------------------------------------------------------------------------------------------------

Sec. 301-11.7  What determines my maximum per diem reimbursement rate?

    Where you obtain lodging determines your maximum per diem 
reimbursement rate. If you arrive at your lodging location after 12 
midnight, you claim lodging cost for the preceding calendar day. If no 
lodging is required, the applicable M&IE reimbursement rate is the rate 
for the TDY location. (See Sec. 301-11.102.)


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

[[Page 15963]]

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  May I stay in a lodging facility of my choice?

    Yes. You are encouraged to stay in lodging facilities that have 
been approved by FEMA as ``approved accommodations''. To ensure that 
you are staying in an approved facility, given the best available 
choices and/or obtaining Government discount rates, you are further 
encouraged to make lodging arrangement through your agency's TMS.


Sec. 301-11.12  How does the type of lodging I select affect my 
reimbursement?

    Your agency will reimburse you for different types of lodging as 
follows:
    (a) Conventional lodgings. (Hotel/motel, boarding house, etc.) You 
will be reimbursed the single occupancy rate.
    (b) Government quarters. You will be reimbursed, as a lodging 
expense, the fee or service charge you pay for use of the quarters.
    (c) Lodging with friend(s) or relative(s) (with or without charge). 
You may be reimbursed for additional costs your host incurs in 
accommodating you only if you are able to substantiate the costs and 
your agency determines them to be reasonable. You will not be 
reimbursed the cost of comparable conventional lodging in the area or a 
flat ``token'' amount.
    (d) Nonconventional lodging. You may be reimbursed the cost of 
other types of lodging when there are no conventional lodging 
facilities in the area (e.g., in remote areas) or when conventional 
facilities are in short supply because of an influx of attendees at a 
special event (e.g., World's Fair or international sporting event). 
Such lodging includes college dormitories or similar facilities or 
rooms not offered commercially but made available to the public by area 
residents in their homes.
    (e) Recreational vehicle (trailer/camper). You may be reimbursed 
for expenses (parking fees, fees for connection, use, and disconnection 
of utilities, electricity, gas, water and sewage, bath or shower fees, 
and dumping fees) which may be considered as a lodging cost.


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 cost of appropriate and necessary 
furniture and appliances (e.g., stove, refrigerator, chairs, tables, 
bed, sofa, television, or vacuum cleaner);
    (b) Cost of connecting/disconnecting and using utilities;
    (c) Cost of reasonable maid fees and cleaning charges;
    (d) Monthly telephone use fee (does not include installation and 
long-distance calls); and,
    (e) If ordinarily included in the price of a hotel/motel room in 
the area concerned, the cost of special user fees (e.g., cable TV 
charges and plug-in charges for automobile head bolt heaters).


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 
at nominal or no cost by the Government or is included in the 
registration fee?

    Your M&IE rate must be adjusted for a meal(s) furnished to you 
(except as provided in Sec. 301-11.17), with or without cost, by 
deducting the appropriate amount shown in the chart in this section for 
CONUS travel, Reference Appendix B of this chapter for OCONUS travel, 
or any method determined by your agency. If you pay for a meal that has 
been previously deducted, your agency will reimburse you up to the 
deduction amount. The total amount of deductions made will not cause 
you to receive less than the amount allowed for incidental expenses.

------------------------------------------------------------------------
                M&IE                    $30      $34      $38      $42  
------------------------------------------------------------------------
Breakfast...........................        6        7        8        9
Lunch...............................        6        7        8        9
Dinner..............................       16       18       20       22
Incidentals.........................        2        2        2        2
------------------------------------------------------------------------

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

[[Page 15964]]

    (4) Travel is by less than premium-class service.
    (b) When a rest stop is authorized the applicable per diem rate is 
the rate for the rest stop location.


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 of 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.


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 either a receipt for 
any authorized expenses incurred costing over $75, or a reason 
acceptable to your agency explaining why you are unable to provide the 
necessary receipt.


Sec. 301-11.26  How do I get a per diem rate increased?

    If you travel to a location where the per diem rate is insufficient 
to meet necessary expenses, you may submit a request, containing 
pertinent lodging & meal cost data, through your agency asking that the 
location be surveyed. Depending on the location in question your agency 
may submit the survey request to:

------------------------------------------------------------------------
                              For non-foreign area    For foreign area  
     For CONUS locations            locations             locations     
------------------------------------------------------------------------
General Services              Department of         Department of State,
 Administration, Office of     Defense, Per Diem,    Director of        
 Governmentwide Policy,        Travel and            Allowances, State  
 Attn: Travel and              Transportation,       Annex 29, Room 262,
 Transportation, Management    Allowance Committee   Washington, DC     
 Policy Division (MTT),        (PDTATAC), Hoffman    20522-2902.        
 Washington, DC 20405.         Building #1, Room                        
                               836, 2461                                
                               Eisenhower Ave,                          
                               Alexandria, VA                           
                               22331-1300.                              
------------------------------------------------------------------------

Sec. 301-11.27  Are taxes included in the lodging portion of the 
Government per diem rate?

    Yes. However, there may be lodging facilities that set their room 
rates at the maximum lodging rate and then add on taxes.


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 Travel Homepage 
(http://policyworks.gov/travel) lists jurisdictions where tax exempt 
certificates should be honored.


Sec. 301-11.30  What is my option if the Government lodging rate plus 
applicable taxes exceeds my lodging reimbursement?

    You may request reimbursement on an actual expense basis, not to 
exceed 300 percent of the maximum per diem allowance. Approval of 
actual expenses is at the discretion of your agency.

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 24 hours...  ..............................  75 percent of the applicable M&IE rate. 
24 hours or more, on..................  The day of departure..........  75 percent of the applicable M&IE rate. 
                                        Full days of travel...........  100 percent of the applicable M&IE rate.
                                        The last day of travel........  75 percent of the applicable M&IE rate. 
----------------------------------------------------------------------------------------------------------------

    (b) If you travel by ship, either commercial or Government, your 
agency will determine an appropriate M&IE rate within the applicable 
maximum rate allowable.

[[Page 15965]]

Sec. 301-11.102  What is the applicable M&IE rate?

----------------------------------------------------------------------------------------------------------------
      For days of travel which                                                  Your applicable M&IE rate is    
----------------------------------------------------------------------------------------------------------------
Require lodging....................  .....................................  The M&IE rate applicable for the TDY
                                                                             location.                          
Do not require lodging, and........  Travel is more than 12 hours but less  The M&IE rate applicable to the TDY 
                                      than 24 hours.                         site (or the highest M&IE rate     
                                                                             applicable when multiple locations 
                                                                             are involved).                     
                                     Travel is 24 hours or more, and you    The M&IE rate applicable to the new 
                                      are traveling to a new TDY site or     TDY site or stopover point.        
                                      stopover point at midnight.                                               
                                     Travel is 24 hours or more, and you    The M&IE rate applicable to the     
                                      are returning to your official         previous day of travel.            
                                      station.                                                                  
----------------------------------------------------------------------------------------------------------------

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 
disasters); lodging and meal expenses within prescribed allowances 
cannot be obtained nearby; and costs to commute to/from the nearby 
location consume most or all of the savings achieved from occupying 
less expensive lodging;
    (c) Because of mission requirements; or
    (d) Any other reason approved within your agency.


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.


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.


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 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. But 
not that 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.

PART 301-12--MISCELLANEOUS EXPENSES

Sec.
301-12.1  What miscellaneous expenses are reimbursable?
301-12.2  What baggage expenses may my agency pay?

    Authority: 5 U.S.C. 5707.


Sec. 301-12.1  What miscellaneous expenses are reimbursable?

    Your agency may authorize or approve reimbursement of miscellaneous 
travel expenses. 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. 301-12.2.   checks.               conversion of      
                                                     foreign currency.  
Services of guides,           Fees for money        Passport and/or visa
 interpreters, drivers.        orders.               fees.              
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                       
                               charge card.                             
Storage of property used on   ....................  Costs of birth,     
 official business.                                  health, and        
                                                     identity           
                                                     certificates.      
Hire of conference center     ....................  Charges for         
 room or hotel room for                              inoculations that  
 official business.                                  cannot be obtained 
                                                     through a Federal  
                                                     dispensary.        
Official telephone calls/                                               
 service (see note).                                                    
Faxes, telegrams,                                                       
 cablegrams, or radiograms.                                             
------------------------------------------------------------------------


[[Page 15966]]

    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.


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) Charges for checking baggage; and
    (e) Charges or tips at transportation terminals for handling 
Government property carried by the traveler.

PART 301-13--TRAVEL OF AN EMPLOYEE WITH SPECIAL NEEDS

Sec.
301-13.1  What is the policy for paying additional travel expenses 
incurred by an employee with a special need?
301-13.2  Under what conditions will my agency pay for my additional 
travel expenses under this part?
301.13-3  What additional travel expenses may my agency pay under 
this part?

    Authority: 5 U.S.C. 5707.


Sec. 301-13.1  What is the policy for paying additional travel expenses 
incurred by an employee with a special need?

    To provide reasonable accommodations to an employee with a special 
need by paying for additional travel expenses incurred.


Sec. 301-13.2  Under what conditions will my agency pay for my 
additional travel expense(s) under this part?

    When an additional travel expense is necessary to accommodate a 
special physical need which is either:
    (a) Clearly visible and discernible; or
    (b) Substantiated in writing by a competent medical authority.


Sec. 301-13.3  What additional travel expenses may my agency pay under 
this part?

    The following expenses:
    (a) Transportation and per diem expenses incurred by a family 
member or other attendant who must travel with you to make the trip 
possible;
    (b) Specialized transportation to, from, and/or at the TDY duty 
location;
    (c) Specialized services provided by a common carrier to 
accommodate your special need;
    (d) Costs for handling your baggage that are a direct result of 
your special need;
    (e) Renting and/or transporting a wheelchair; and
    (f) Premium-class accommodations when necessary to accommodate your 
special need, under Subpart B of Part 301-10 of this chapter.

PART 301-30--EMERGENCY TRAVEL

Sec.
301-30.1  What is emergency travel?
301-30.2  What is considered to be ``family'' with respect to 
emergency travel?
301-30.3  What should I do if I have to interrupt or discontinue my 
TDY travel?
301-30.4  When an illness or injury occurs on TDY, what expenses may 
be allowed?
301-30.5  Are there any limitations to the payment of these 
expenses?

    Authority: 5 U.S.C. 5707.


Sec. 301-30.1  What is emergency travel?

    Travel which results from:
    (a) Your becoming incapacitated by illness or injury not due to 
your own misconduct; or
    (b) The death or serious illness of a member of your family; or
    (c) A catastrophic occurrence or impending disaster, such as fire, 
flood, or act of God, which directly affects your home.


Sec. 301-30.2  What is considered to be ``family'' with respect to 
emergency travel?

    ``Family'' includes any member of your immediate family, as defined 
in Sec. 300-3.1. However, your agency may, on a case-by-case basis, 
expand this definition to include other members of your and/or your 
spouse's extended family.


Sec. 301-30.3  What should I do if I have to interrupt or discontinue 
my TDY travel?

    Contact your travel authorizing/approving official for instructions 
as soon as possible.


Sec. 301-30.4  When an illness or injury occurs on TDY, what expenses 
may be allowed?

    Your agency may pay:
    (a) Per diem at the location where you incurred or were treated for 
incapacitating illness or injury for a reasonable period of time 
(generally 14 calendar days). However, your agency may pay for a longer 
period.
    (b) Transportation and per diem expense for travel to an alternate 
location to receive treatment.
    (c) Transportation and per diem expense to return to your official 
station.


Sec. 301-30.5  Are there any limitations to the payment of these 
expenses?

    Expenses are not payable when:
    (a) Confined to:
    (1) A medical facility within the proximity of your official duty 
station.
    (2) The same medical facility you would have been admitted to if 
your incapacitating illness or injury occurred at your official 
station.
    (b) The Government provides or reimburses you for hospitalization 
under any Federal statute (including hospitalization in a Department of 
Veterans Affairs (VA) Medical center or military hospital). However, 
per diem expenses are payable if your hospitalization is paid under the 
Federal Employees Health Benefits Program (5 U.S.C. 8901-8913).

PART 301-31--THREATENED LAW ENFORCEMENT/INVESTIGATIVE EMPLOYEES

Sec.
301-31.1  Why pay subsistence and transportation expenses for 
threatened law enforcement/investigative employees?
301-31.2  What is ``family'' with respect to threatened law 
enforcement/investigative employees?
301-31.3  Are members of my family and I eligible for payment of 
subsistence and transportation expense?
301-31.4  Must my agency pay transportation and subsistence 
expenses?
301-31.5  Under what conditions may my agency pay for transportation 
and subsistence expenses?
301-31.6  Where must I and/or my family obtain lodging?
301-31.7  May my family and I occupy lodging at different locations?
301-31.8  What transportation expenses may my agency pay?
301-31.9  What subsistence expenses may my agency pay?
301-31.10  How will my agency pay my subsistence expenses?
301-31.11  May my agency pay me a per diem allowance instead of 
actual expenses?
301-31.12  Must I keep track of my expenses?
301-31.13  How long may my agency pay for subsistence expenses under 
this part?
301-31.14  May I receive a travel advance for transportation and/or 
subsistence expenses?
301-31.15  What documentation must I provide for reimbursement?

    Authority: 5 U.S.C. 5707.


Sec. 301-31.1  Why pay subsistence and transportation expenses for 
threatened law enforcement/investigative employees?

    To protect a law enforcement/investigative employee and his/her 
immediate family when their lives are placed in jeopardy as a result of 
the employee's assigned duties.


Sec. 301-31.2  What is ``family'' with respect to threatened law 
enforcement/investigative employees?

    Generally, ``family'' includes any member of your immediate family, 
as defined in Sec. 300-3.1 of this title. However, your agency may, on 
a case-by-case basis, expand this definition to

[[Page 15967]]

include other members of you and/or your spouse's extended family.


Sec. 301-31.3  Are members of my family and I eligible for payment of 
subsistence and transportation expense?

    Yes, if you serve in a law enforcement, investigative, or similar 
capacity for special law enforcement/investigative purposes and your 
agency authorizes such expenses.


Sec. 301-31.4  Must my agency pay transportation and subsistence 
expenses?

    No. Your agency decides when it is appropriate to pay these 
expenses based on the nature of the threat against your life and/or the 
life of a member(s) of your immediate family.


Sec. 301-31.5  Under what conditions may my agency pay for 
transportation and subsistence expenses?

    When your agency determines that a threat against you or a 
member(s) of your immediate family justifies moving you and/or your 
family to temporary living accommodations at or away from your official 
station.


Sec. 301-31.6  Where must I and/or my family obtain lodging?

    Your agency designates the area where you and/or your family should 
obtain lodging. It may be within your official station or at an 
alternate location.


Sec. 301-31.7  May my family and I occupy lodging at different 
locations?

    Yes, if authorized by your agency.


Sec. 301-31.8  What transportation expenses may my agency pay?

    Your agency may pay transportation expenses authorized by part 
Sec. 301-10  of this chapter to transport you and/or your family to/
from a temporary location.


Sec. 301-31.9  What subsistence expense may my agency pay?

    Only your lodging cost may be paid. However, your agency may pay 
for meals and laundry/cleaning expenses if:
    (a) Your temporary living accommodations do not have kitchen or 
laundry facilities; or
    (b) Your agency determines that other extenuating circumstances 
exist which necessitate payment of these expenses.


Sec. 301-31.10  How will my agency pay my subsistence expenses?

    Your agency will pay your actual subsistence expenses not to exceed 
the ``maximum allowable amount'' for the period you or your family 
occupy temporary living accommodations. The ``maximum allowable 
amount'' is the ``maximum daily amount'' multiplied by the number of 
days you or your family occupy temporary living accommodations not to 
exceed the number of days authorized. The ``maximum daily amount'' is 
determined by adding the rates in the following table for you and each 
member of your family authorized to occupy temporary living 
accommodations:

----------------------------------------------------------------------------------------------------------------
                                                 The ``maximum daily amount'' of per diem expenses that         
                                      --------------------------------------------------------------------------
                                             You or your                                                        
      If your agency authorizes        unaccompanied spouse or  Your accompanied spouse  A member of your family
                                         other unaccompanied      or a member of your    who is under age 12 may
                                          family member may     family who is age 12 or         receive is      
                                              receive is          older may receive is                          
----------------------------------------------------------------------------------------------------------------
Payment of only lodging expenses.....  The maximum lodging      .75 times the maximum    .5 times the maximum   
                                        amount applicable to     lodging amount           lodging amount        
                                        the locality.            applicable to the        applicable to the     
                                                                 locality.                locality.             
Payment for lodging, meals, and other  The maximum per diem     .75 times the maximum    .5 times the maximum   
 per diem expenses.                     rate applicable to the   per diem rate            per diem rate         
                                        locality.                applicable to the        applicable to the     
                                                                 locality..               locality.             
----------------------------------------------------------------------------------------------------------------

Sec. 301-31.11  May my agency pay me a per diem allowance instead of 
actual expenses?

    No.


Sec. 301-31.12  Must I keep track of my expenses?

    Yes. You must keep track of your actual expenses as described in 
Sec. 301-11 of this chapter.


Sec. 301-31.13  How long may my agency pay for subsistence expenses 
under this part?

    Your agency may pay for subsistence expenses up to 60 days. 
However, your agency may pay for additional periods if it determines, 
that an extension is justified.


Sec. 301-31.14  May I receive a travel advance for transportation and/
or subsistence expenses?

    Yes, you may receive a travel advance under Sec. 301-51.200 of this 
chapter for up to a 30-day period at a time to cover expenses 
allowable. Your travel advance may not exceed the maximum allowable 
amount authorized under Sec. 301-31.10, and you will be required to 
reimburse your agency for any portion of the advance disallowed or not 
spent.


Sec. 301-31.15  What documentation must I provide for reimbursement?

    You must provide receipts or any other documentation required by 
your agency. However, in instances when documentation might compromise 
the security of the individuals involved, the head of the agency may 
waive these requirements.
SUBCHAPTER C--ARRANGING FOR TRAVEL SERVICES, PAYING TRAVEL EXPENSES, 
AND CLAIMING REIMBURSEMENT

PART 301-50--ARRANGING FOR TRAVEL SERVICES

Sec.
301-50.1  How should I arrange my travel?
301-50.2  What is my liability if I use an unauthorized travel agent 
or unauthorized travel management system?
301-50.3  Are there any limits on the travel arrangements I may 
make?

    Authority: 5 U.S.C. 5707; 40 U.S.C. 486(c).


Sec. 301-50.1  How should I arrange my travel?

    If your agency provides travel management services under a 
Government contract, you must use those services, to arrange for common 
carrier transportation, lodging, and rental car(s). If your agency does 
not provide travel management services under a Government contract, you 
must arrange your travel according to your agency's policy. Services 
under a Government contract may be furnished by a commercial travel 
agent, electronic travel services system, or other travel management 
services provider.


Sec. 301-50.2  What is my liability if I use an unauthorized travel 
agent or unauthorized travel management system?

    You are responsible for any additional costs that result from the 
unauthorized use, and you are subject to any penalties your agency may 
impose.


Sec. 301-50.3  Are there any limits on the travel arrangements I may 
make?

    Yes. If the GSA city-pair fare contract for passenger 
transportation services is available to you, you must use the contract 
carrier. You should also use any preferred value lodging programs and 
rental car arrangements in which your agency participates.

[[Page 15968]]

PART 301-51--PAYING TRAVEL EXPENSES

Subpart A--General

Sec.
301-51.1  How may I pay for official travel expenses?
301-51.2  What is the preferred method of payment for official 
travel expenses?
301-51.3  When must I use excess or near-excess foreign currencies 
owned by the United States?

Subpart B--Paying for Common Carrier Transportation

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

Subpart C--Receiving Travel Advances

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

    Authority: 5 U.S.C. 5707.

Subpart A--General


Sec. 301-51.1  How may I pay for official travel expenses?

    (a) Contractor-issued individually billed travel card;
    (b) Centrally billed account;
    (c) Government Transportation Request (GTR);
    (d) Contractor issued travelers check;
    (e) Cash obtained from an advance;
    (f) Frequent traveler credits; and
    (g) Personal funds, including cash or a personal charge card.

    Note to Sec. 301-51.1: City pair contractors are not required to 
accept payment other than by methods in paragraphs (a) through (c) 
of this section. Also see Sec. 301-51.100 of this part.


Sec. 301-51.2  What is the preferred method of payment for official 
travel expenses?

    When authorized by your agency, use your contractor-issued 
individually billed travel card to the maximum extent possible for all 
official travel expenses, except those billed directly to your agency. 
Cash should be used only to pay for those expenses which, as a general 
rule, cannot be charged; e.g., laundry/dry cleaning, parking, local 
transportation system, taxi, and tips. The ATM feature of your travel 
card should be used, when authorized to obtain cash for official travel 
expenses.


Sec. 301-51.3  When must I use excess or near-excess foreign currencies 
owned by the United States?

    Your agency TMC should have available information from the 
Department of State and Office of Management and Budget Bulletins when 
the use of excess or near excess foreign currency will be required to 
pay for travel expenses.

Subpart B--Paying for common Carrier Transportation


Sec. 301-51.100  What method of payment must I use to procure common 
carrier transportation?

    You must use a contractor-issued individually billed travel card, 
centrally billed account, or GTR to procure contract passenger 
transportation services. For all other common carrier transportation, 
you must use one of the methods specified in the following table:

----------------------------------------------------------------------------------------------------------------
    For passenger transportation                                                                                
          services costing                   You must use                             Unless                    
----------------------------------------------------------------------------------------------------------------
(a) $10 or less, and air excess      A contractor-issued          Use of the contractor-issued individually     
 baggage charges of $15 or less for   individually billed travel   billed travel card is not accepted or its use
 each leg of a trip.                  card, centrally billed       is impracticable, special circum-stances     
                                      account, or.                 justify the use of a GTR or Government excess
                                                                   baggage authorization ticket (GEBAT).        
(b) More than $10, but not more      A contractor-issued          None of the other methods are practicable, you
 than $100.                           individually billed travel   may use cash.                                
                                      card, centrally billed                                                    
                                      account, or GTR.                                                          
(c) More than $100.................  Only a contractor-issued     Your agency authorizes you to use a reduced   
                                      individually billed travel   fare for group, charter, or excursion        
                                      card, centrally billed       arrangements or under emergency circumstances
                                      account, or GTR.             where the use of other methods is not        
                                                                   possible.                                    
----------------------------------------------------------------------------------------------------------------

Sec. 301-51.101  Which payment methods are considered the equivalent of 
cash?

    Use of one of the following payment methods of this section to 
procure common carrier transportation is considered the equivalent of 
cash and you must comply with the rules in 41 CFR 101-41.203-2 that 
limit the use of cash for such purposes.
    (a) Personal credit cards;
    (b) Cash withdrawals obtained from an ATM using a contractor-issued 
individually billed travel card; and
    (c) Checks, both personal and travelers (including those obtained 
through a travel payment system services program).


Sec. 301-51.102  How is my transportation reimbursement affected if I 
make an unauthorized cash purchase of common carrier transportation?

    If you are a new employee or an invitational or infrequent traveler 
who is unaware of proper procedures for purchasing common carrier 
transportation, your agency may allow reimbursement for the full cost 
of the transportation. In all other instances, your reimbursement shall 
be limited to the cost of such transportation using the authorized 
method of payment.


Sec. 301-51.103  What is my liability if I lose a GTR?

    You are liable for any Government expenditure that is caused by 
your negligence in safeguarding the GTR or tickets received in exchange 
for the GTR. To avoid liability, immediately report a lost or stolen 
GTR to your administrative office. If the lost or stolen GTR shows the 
carrier service desired, and point of origin, promptly notify in 
writing the named carrier and other local initial carriers. Do not use 
a GTR that is recovered after having been reported as lost or stolen. 
Instead, report the GTR to your administrative office.

Subpart C--Receiving Travel Advances


Sec. 301-51.200  For what expenses may I receive a travel advance?

[[Page 15969]]



------------------------------------------------------------------------
                  For                       You may receive an advance  
------------------------------------------------------------------------
(a) Cash transaction expenses (i.e.,     Any time you travel.           
 expenses that as a general rule cannot                                 
 be charged and must be paid using                                      
 cash, a personal check, or travelers                                   
 check).                                                                
    (1) M&IE covered by the per diem                                    
     allowance or actual expenses                                       
     allowance;                                                         
    (2) Miscellaneous transportation                                    
     expenses such as local                                             
     transportation system and taxi                                     
     fares; parking fees; ferry fees;                                   
     bridge, road, and tunnel fees; and                                 
     aircraft parking, landing, and tie-                                
     down fees;                                                         
    (3) Gasoline and other variable                                     
     expenses covered by the mileage                                    
     allowance for advantageous use of                                  
     a privately owned automobile for                                   
     official business; and                                             
    (4) Other authorized miscellaneous                                  
     expenses that cannot be charged                                    
     using a charge card and for which                                  
     a cost can be estimated.                                           
(b) Non-cash transaction expenses        Only in the following          
 (i.e., lodging, common carrier).         situations:                   
                                         (1) Charge card not expected to
                                          be accepted.                  
                                         (2) Charge card issuance       
                                          denied. Your agency has       
                                          decided not to provide you a  
                                          contractor-issued individually
                                          billed travel card.           
                                         (3) Official change of station.
                                          Your agency determines that   
                                          use of a contractor-issued    
                                          individually billed travel    
                                          card would not be feasible    
                                          incident to a transfer,       
                                          particu-larly a transfer to   
                                          another agency.               
                                         (4) Financial hardship would be
                                          incurred.                     
------------------------------------------------------------------------

Sec. 301-51.201  What is the maximum amount that my agency may advance?

    The amount your agency advances you may not exceed the following 
amounts:

------------------------------------------------------------------------
                                   The maximum amount your agency may   
             For                               advance is               
------------------------------------------------------------------------
Cash transaction expenses....  The estimated amount of your cash        
                                transaction expenses. (For M&IE, your   
                                advance is limited to the M&IE rate     
                                under the lodgings-plus per diem        
                                method.)                                
Non-cash trans-action          Generally zero. However, your agency may 
 expenses (See Sec. 301-        advance up to the full amount of your   
 51.200(b)).                    expected non-cash transaction expenses  
                                for an individual trip (or not to exceed
                                a 45-day period for an open             
                                authorization) in accordance with Sec.  
                                301-51.200(b).                          
------------------------------------------------------------------------

Sec. 301-51.202  When must I account for my advance?

    You must file a travel claim which accounts for your advance after 
completion of your assignment, in accordance with your agency's policy. 
If you are in a continuous travel status (e.g., an auditor or 
inspector) or if you submit periodic reimbursement vouchers on an 
individual trip authorization, your agency may reimburse you the full 
amount of your travel expenses without any deduction of your advance 
until such time as you file a final voucher. If the amount advanced is 
less than the amount of the voucher on which it is deducted, you will 
be reimbursed the net amount. If the advance exceeds the reimbursable 
amount, you must immediately refund the excess.


Sec. 301-51.203  What must I do about my advance if my trip is canceled 
or postponed indefinitely?

    Promptly notify the appropriate agency officials and refund any 
monies advanced in connection with the authorized travel.

PART 301-52--CLAIMING REIMBURSEMENT

Sec.
301-52.1  Must I file a travel claim?
301-52.2  What information must I provide in my travel claim?
301-52.3  Am I required to file a travel claim in a specific format 
and must the claim be signed?
301-52.4  What must I provide with my travel claim?
301-52.5  Is there any instance where I am exempt from the receipt 
requirements in Sec. 301-52.4?
301-52.6  How do I submit a travel claim?
301-52.7  When must I submit my travel claim?
301-52.8  May my agency disallow payment of a claimed item?
301-52.9  What will my agency do when it disallows an expense?
301-52.10  May I challenge my agency's disallowance of my claim?
301-52.11  What must I do to challenge a disallowed claim?
301-52.12  What happens if I attempt to defraud the Government?
301-52.13  Should I keep itemized records of my expenses while on 
travel?
301-52.14  What must I do with any travel advance outstanding at the 
time I submit my travel claim?
301-52.15  What must I do with any passenger coupon for 
transportation costing over $75, purchased with cash?
301-52.16  What must I do with any unused tickets, coupons, or other 
evidence of refund?

    Authority: 5 U.S.C. 5707.


Sec. 301-52.1  Must I file a travel claim?

    Yes.


Sec. 301-52.2  What information must I provide in my travel claim?

    You must provide the following:
    (a) An itemized list of expenses and other information (specified 
in the listing of required standard data elements contained in Appendix 
C of this chapter, and any additional information your agency may 
specifically require), except:
    (1) You may aggregate expenses for local telephone calls, local 
metropolitan transportation fares, and parking meter fees, except any 
individual expenses costing over $75 must be listed separately;
    (2) When you are authorized lodgings-plus per diem, you must state 
the M&IE allowance on a daily basis;
    (3) When you are authorized a reduced per diem, you must state the 
reduced rate your agency authorizes on a daily basis; and
    (4) When your agency limits M&IE reimbursement to the prescribed 
maximum M&IE for the locality

[[Page 15970]]

concerned, you must state the reduced rate on a daily basis.
    (5) Your agency may or may not require itemization of M&IE when 
reimbursement is limited to either the maximum M&IE locality rate or a 
reduced M&IE rate is authorized.
    (b) The type of leave and the number of hours of leave for each 
day;
    (c) The date of arrival and departure from the TDY station and any 
non-duty points visited when you travel by an indirect route other than 
a stopover to change planes or embark/disembark passengers;
    (d) A signed statement, ``I hereby assign to the United States any 
rights I may have against other parties in connection with any 
reimbursable carrier transportation charges described herein,'' when 
you use cash to pay for common carrier transportation.


Sec. 301-52.3  Am I required to file a travel claim in a specific 
format and must the claim be signed?

    Yes, in a format prescribed by your agency. If the prescribed 
travel claim is hardcopy, the claim must be signed in ink; if your 
agency has electronic processing, use your electronic signature. Any 
alterations or erasures to your travel claim must be initialed.


Sec. 301-52.4  What must I provide with my travel claim?

    You must provide:
    (a) Evidence of your necessary travel authorizations including any 
necessary special authorizations;
    (b) Receipts for:
    (1) Any lodging expense, except when you are authorized a fixed 
reduced per diem allowance; and
    (2) Any other expense costing over $75. If it is impracticable to 
furnish receipts in any instance as required by this subtitle, the 
failure to do so must be fully explained on the travel voucher. Mere 
inconvenience in the matter of taking receipts will not be considered.


Sec. 301-52.5  Is there any instance where I am exempt from the receipt 
requirement in Sec. 301-52.4?

    Yes, your agency may exempt an expenditure for the receipt 
requirement because the expenditure is confidential.


Sec. 301-52.6  How do I submit a travel claim?

    You must submit your travel claim in accordance with administrative 
procedures prescribed by your agency.


Sec. 301-52.7  When must I submit my travel claim?

    Unless your agency administratively requires you to submit your 
travel claim within a shorter timeframe, you must submit your travel 
claim as follows:
    (a) Within 5 working days after you complete your trip or period of 
travel; or
    (b) Every 30 days if you are on continuous travel status.


Sec. 301-52.8  May my agency disallow payment of a claimed item?

    Yes, if you do not:
    (a) Provide proper itemization of an expense;
    (b) Provide receipt or other documentation required to support your 
claim; and
    (c) Claim an expense which is not authorized.


Sec. 301-52.9  What will my agency do when it disallows an expense?

    Your agency will disallow your claim for that expense, issue you a 
notice of disallowance, and pay your claim for those items which are 
not disallowed.


Sec. 301-52.10  May I challenge my agency's disallowance of my claim?

    Yes, you may request reconsideration of your claim if you have 
additional facts or documentation to support your request for 
reconsideration.


Sec. 301-52.11  What must I do to challenge a disallowed claim?

    You must:
    (a) File a new claim.
    (b) Provide full itemization for all disallowed items reclaimed.
    (c) Provide receipts for all disallowed items reclaimed that 
require receipts, except that you do not have to provide a receipt if 
your agency already has the receipt.
    (d) Provide a copy of the notice of disallowance.
    (e) State the proper authority for your claim if you are 
challenging your agency's application of the law or statute.
    (f) Follow your agency's procedures for challenging disallowed 
claims.
    (g) If after reconsideration by your agency your claim is still 
denied, you may submit your claim for adjudication to the GSA Board of 
Contract Appeals in accordance with 48 CFR part 6104.


Sec. 301-52.12  What happens if I attempt to defraud the Government?

    (a) You forfeit reimbursement pursuant to 28 U.S.C. 2514; and
    (b) You may be subject under 18 U.S.C. 287 and 1001 to one, or 
both, of the following:
    (1) A fine of not more than $10,000, or
    (2) Imprisonment for not more than 5 years.


Sec. 301-52.13  Should I keep itemized records of my expenses while on 
travel?

    Yes. You will find it helpful to keep a record of your expenses by 
date of the expense to aid you in preparing your travel claim or for 
tax purposes.


Sec. 301-52.14  What must I do with any travel advance outstanding at 
the time I submit my travel claim?

    You must account for the travel advance in accordance with your 
agency's procedures.


Sec. 301-52.15  What must I do with any passenger coupon for 
transportation costing over $75, purchased with cash?

    You must submit the passenger coupons to your agency in accordance 
with your agency's procedures.


Sec. 301-52.16  What must I do with any unused tickets, coupons, or 
other evidence of refund?

    You must submit the ticket coupons to your agency in accordance 
with your agency's procedures.

PART 301-53--USING PROMOTIONAL MATERIALS AND FREQUENT TRAVELER 
PROGRAMS

Sec.
301-53.1  What must I do with promotional benefits or materials I 
receive from a travel service provider?
301-53.2  Should I join a frequent traveler program?
301-53.3  May my agency reimburse membership fees in a frequent 
traveler program?
301-53.4  How may I use frequent traveler benefits?
301-53.5  Under what circumstances may I use frequent traveler 
benefits to upgrade my transportation class of service?
301-53.6  When my agency participates in a mandatory travel 
management program, may I select a travel service provider based on 
whether it provides frequent travel credits?
301-53.7  How should I handle frequent traveler credits when I 
accumulate both personal and official credits from a single travel 
service provider?
301-53.8  What are my options if I cannot establish separate 
frequent traveler accounts?
301-53.9  What is my liability for improper use of frequent traveler 
benefits?
301-53.10  Is there any instance when I may make personal use of 
benefits furnished by a travel service provider?

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


Sec. 301-53.1  What must I do with promotional benefits or materials I 
receive from a travel service provider?

    Any promotional benefits or material you receive from a private 
source in connection with official travel are considered property of 
the Government. You must:
    (a) Accept the benefits or materials on behalf of the Federal 
Government; and
    (b) Turn the benefits or material over to your agency in accordance 
with your

[[Page 15971]]

agency's procedures established under 41 CFR 101-25.103.


Sec. 301-53.2  Should I join a frequent traveler program?

    Yes. You are encouraged to join frequent traveler programs to 
realize cost savings or reduce official travel cost.


Sec. 301-53.3  May my agency reimburse membership fees in a frequent 
traveler program?

    Yes, if the benefits of membership are expected to exceed the cost 
of membership.


Sec. 301-53.4  How may I use frequent traveler benefits?

    You may use frequent traveler benefits earned on official travel to 
obtain travel services for a subsequent official travel assignment(s).


Sec. 301-53.5  Under what circumstances may I use frequent traveler 
benefits to upgrade my transportation class of service?

    You may use frequent travel benefits earned on official travel to 
upgrade your transportation class of service when your agency's 
policies authorize you to upgrade to premium-class other than first-
class airline accommodations, solely through redemption of frequent 
traveler benefits or when the requirements for first-class or premium 
other than first class airline accommodations are met in accordance 
with Sec. Sec. 301-10.123 and 301-10.124.


Sec. 301-53.6  When my agency participates in a mandatory travel 
management program, may I select a travel service provider based on 
whether it provides frequent travel credits?

    No. You must use the travel management program for which your 
agency is a mandatory user, including contract passenger transportation 
service when such programs are available.


Sec. 301-53.7  How should I handle frequent traveler credits when I 
accumulate both personal and official credits from a single travel 
service provider?

    You should establish separate accounts for personal and official 
use.


Sec. 301-53.8  What are my options if I cannot establish separate 
frequent traveler accounts?

    You must be able to account for every credit and debit in your 
frequent traveler account, and submit an accounting to your agency upon 
request. The accounting must specify:
    (a) The date and amount of all credits you receive for both 
personal and official travel, including credits (e.g., credits from a 
travel service vendor credit card).
    (b) The date and amount of any debit to your account for both 
personal and official travel.


Sec. 301-53.9  What is my liability for improper use of frequent 
traveler benefits?

    You may be subject to:
    (a) Disciplinary action by your agency, which may include repayment 
of the cost of the ticket; and
    (b) Criminal sanctions, including a fine and/or imprisonment.


Sec. 301-53.10  Is there any instance when I may make personal use of 
benefits furnished by a travel service provider?

    Yes, you may use benefits (e.g., free meals, check-cashing 
privileges, or memberships in executive clubs) only if:
    (a) The Government can not use the benefit;
    (b) To receive the immediate benefit, you do not forfeit a future 
benefit the Government could use; and
    (c) The benefit can not be redeemed for cash value.

SUBCHAPTER D--AGENCY RESPONSIBILITIES

PART 301-70--INTERNAL POLICY AND PROCEDURE REQUIREMENTS

Subpart A--General Policies and Procedures

Sec.
301-70.1  How must we administer the authorization and payment of 
travel expenses?

Subpart B--Policies and Procedures Relating to Transportation

Sec.
301-70.100  How must we administer the authorization and payment of 
transportation expenses?
301-70.101  What factors must we consider in determining which 
method of transportation results in the greatest advantage to the 
Government?
301-70.102  What governing policies must we establish for 
authorization and payment of transportation expenses?
301-70.103  In what circumstance may we authorize use of ship 
service?
301-70.104  What factors should we consider in determining whether 
to require an employee to commit to the use of a Government 
automobile?
301-70.105  May we prohibit an employee from using a POV on official 
travel?

Subpart C--Policies and Procedures Relating to Per Diem Expenses

Sec.
301-70.200  What governing policies must we establish for 
authorization and payment of per diem expenses?

Subpart D--Policies and Procedures Relating to Miscellaneous Expenses

Sec.
301-70.300  How should we administer the authorization and payment 
of miscellaneous expenses?
301-70.301  What governing policies must we establish for payment of 
miscellaneous expenses?

Subpart E--Policies and Procedures Relating to Travel of an Employee 
With a Disability or Special Need

Sec.
301-70.400  How should we authorize and administer the payment of 
additional travel expenses for an employee with a disability or 
special need?
301-70.401  What governing policies and procedures must we establish 
regarding travel of an employee with a disability or special need?

Subpart F--Policies and Procedures for Emergency Travel of Employee Due 
to Illness or Injury

Sec.
301-70.500  What governing policies and procedures should we 
establish relating to emergency travel?
301-70.501  Does per diem continue when an employee interrupts a 
travel assignment because of an incapacitating illness or injury?
301-70.502  What additional emergency expenses should we allow for?
301-70.503  When the employee is able to travel, should we continue 
the use of the existing travel authorization?
301-70.504  May any travel costs be reimbursed if the employee 
travels to an alternate location for medical treatment?
301-70.505  How do we define actual cost and constructive cost when 
an employee interrupts a travel assignment because of an 
incapacitating illness or injury?
301-70.506  Should we authorize per diem if an employee discontinues 
a TDY assignment because of a personal emergency situation?
301-70.507  How do we handle reimbursement if the employee travels 
to an alternate location and returns to the TDY location because of 
a personal emergency situation?
301-70.508  What factors must we consider in expanding the 
definition of family for emergency travel purposes?

[[Page 15972]]

Subpart G--Policies and Procedures Relating to Threatened Law 
Enforcement/Investigative Employees

Sec.
301-70.600  What governing policies and procedures must we establish 
related to threatened law enforcement/investigative employees?
301-70.601  What factors should we consider in determining whether 
to authorize payment of transportation and subsistence expenses for 
threatened law enforcement/investigative employees?
301-70.602  How often must we reevaluate the payment of 
transportation and subsistence expenses to a threatened law 
enforcement/investigative employee?

    Authority: 5 U.S.C. 5707.

Subpart A--General Policies and Procedures


Sec. 301-70.1  How must we administer the authorization and payment of 
travel expenses?

    You must limit the authorization and payment of travel expenses to 
travel that is necessary to accomplish your mission in the most 
economical and effective manner, in accordance with the rules stated 
throughout this chapter. Consideration should be given, but not 
limited, to budget constraints, adherence to travel policies, and 
reasonableness of expenses. You should always consider alternatives, 
including teleconferencing, prior to authorizing travel.

SUBPART B--POLICIES AND PROCEDURES RELATING TO TRANSPORTATION


Sec. 301-70.100  How must we administer the authorization and payment 
of transportation expenses?

    You must:
    (a) Limit authorization and payment of transportation expenses to 
those expenses that result in the greatest advantage to the Government;
    (b) Ensure that travel is by the most expeditious means 
practicable.


Sec. 301-70.101  What factors must we consider in determining which 
method of transportation results in the greatest advantage to the 
Government?

    In selecting a particular method of transportation you must 
consider:
    (a) The total cost to the Government, including per diem, overtime, 
lost worktime, actual transportation cost, total distance of travel, 
number of points visited, the number of travelers and energy 
conservation. As stated in 5 U.S.C. 5733, ``travel of an employee shall 
be by the most expeditious means of transportation practicable and 
shall be commensurate with the nature and purpose of the duties of the 
employee requiring such travel.''
    (b) Travel by common carrier (air, rail, bus) is considered the 
most advantageous method to perform official travel. Other methods of 
transportation may be authorized as advantageous only when the use of 
common carrier transportation would interfere with the performance of 
official business or impose an undue hardship upon the traveler, or 
when the total cost by common carrier exceeds the cost by another 
method of transportation. A determination that another method of 
transportation is more advantageous to the Government than common 
carrier will not be made on the basis of personal preference or 
inconvenience to the traveler.


Sec. 301-70.102  What governing policies must we establish for 
authorization and payment of transportation expenses?

    You must establish policies and procedures governing:
    (a) Who will determine what method of transportation is more 
advantageous to the Government;
    (b) Who will approve any of the following:
    (1) Use of premium class service under Sec. 301-10.123, Sec. 301-
10.124, Sec. 301-10.162 and Sec. 301-10.183 of this chapter;
    (2) Use of a special-reduced fare or reduced group or charter fare;
    (3) Use of an extra-fare train service under Sec. 301-10.164;
    (4) Use of ship service;
    (5) Use of a foreign ship;
    (6) Use of a foreign air carrier;
    (c) When you will:
    (1) Require the use of a Government vehicle;
    (2) Allow the use of a Government vehicle; and
    (3) Prohibit the use of a Government vehicle;
    (d) When you will consider use of a POV advantageous to the 
Government, such as travel to/from common carrier terminals, or 
transportation to a TDY location;
    (e) Procedures for claiming POV reimbursement;
    (f) When you will allow use of a special conveyance (e.g. 
commercially rented vehicles);
    (g) What procedures an employee must follow when he/she travels by 
an indirect route or interrupts travel by a direct route; and
    (h) For local transportation whether to reimburse the full amount 
of transportation costs or only the amount by which transportation 
costs exceed the employee's normal costs for transportation between:
    (1) Office or duty point and another place of business;
    (2) Places of business; or
    (3) Residence and place of business other than office or duty 
point.


Sec. 301-70.103  In what circumstance may we authorize use of ship 
service?

    Travel by ship is not generally regarded as advantageous. You must 
determine that the advantages accruing from the use of ocean 
transportation offset the higher costs associated with ship travel, 
i.e., per diem, transportation, and lost worktime.


Sec. 301-70.104  What factors should we consider in determining whether 
to require an employee to commit to the use of a Government automobile?

    You should consider:
    (a) The advantages of using a Government automobile. Such 
advantages may include, but are not limited to:
    (1) Full utilization or availability of fleet vehicles;
    (2) Lower cost;
    (3) Official presence.
    (b) The type of travel the employee performs. You should require 
such a commitment when an employee or group of employees requires the 
use of an automobile for official travel on a frequent or repetitive 
basis.


Sec. 301-70.105  May we prohibit an employee from using a POV on 
official travel?

    No, but if the employee elects to use a POV instead of an 
alternative form of transportation you authorize, you must:
    (a) Limit reimbursement to the constructive cost of the authorized 
method of transportation, which is the sum of per diem and 
transportation expenses the employee would reasonably have incurred 
when traveling by the authorized method of transportation; and
    (b) Charge leave for any duty hours that are missed as a result of 
travel by POV.

Subpart C--Policies and Procedures Relating to Per Diem Expenses


Sec. 301-70.200  What governing policies must we establish for 
authorization and payment of per diem expenses?

    You must establish policies and procedures governing:
    (a) Who will authorize a rest period;
    (b) Circumstances allowing a rest period during prolonged travel 
(see Sec. 301-11.20 for minimum standards);
    (c) If, and in what instances, you will allow an employee to return 
to his/her official station on non-workdays;
    (d) Who will determine if an employee will be allowed to return to 
his/her official station on a case by case basis.

[[Page 15973]]

    (e) Who will determine in what instances you will pay a reduced per 
diem rate;
    (f) Who will determine, and in what instances, actual expenses are 
appropriate in each individual case; and
    (g) If you will define a radius broader than the official station 
in which per diem or actual expense will not be authorized.

Subpart D--Policies and Procedures Relating to Miscellaneous 
Expenses


Sec. 301-70.300  How should we administer the authorization and payment 
of miscellaneous expenses?

    You should limit payment of miscellaneous expenses to only those 
expenses that are necessary and in the interest of the Government.


Sec. 301-70.301  What governing policies must we establish for payment 
of miscellaneous expenses?

    You must establish policies and procedures governing:
    (a) Who will determine when excess baggage is necessary for 
official travel;
    (b) When you will pay for communications services, including 
whether you will pay for a telephone call to the employee's home or 
place where the employee's dependent children are;
    (c) Who will determine if other miscellaneous expenses are 
appropriate for reimbursement in connection with official travel.

Subpart E--Policies and Procedures Relating to Travel of an 
Employee with a Disability or Special Need


Sec. 301-70.400  How should we authorize and administer the payment of 
additional travel expenses for an employee with a disability or special 
need?

    You should authorize and administer the payment to reasonably 
accommodate employee(s) with disabilities in accordance with the 
Rehabilitation Act of 1973, as amended, 29 U.S.C. 701-797(b) and 5 
U.S.C. 3102 and Part 301-13 of this chapter. A employee with a special 
need should be treated the same as an employee with a disability. The 
additional travel expenses must be necessary to accommodate the 
employee's needs.


Sec. 301-70.401  What governing policies and procedures must we 
establish regarding travel of an employee with a disability or special 
need?

    You must establish the policies and procedures governing:
    (a) Who will determine if an employee has a disability or special 
need which requires accommodation, including when documentation is 
necessary under Sec. Sec. 301-10.123, 301-10.124, 301-10.162, and 301-
10.183, and when a determination may be based on a clearly visible 
physical condition; and
    (b) Who will determine how to reasonably accommodate the employee 
and what expenses you will pay.

Subpart F--Policies and Procedures for Emergency Travel of Employee 
Due to Illness or Injury


Sec. 301-70.500  What governing policies and procedures should we 
establish relating to emergency travel?

    Each agency must determine:
    (a) When you will authorize emergency travel under part 301-30;
    (b) Who will determine if the employee's situation warrants payment 
for emergency travel expenses;
    (c) When and by whom travel to an alternate location other than 
official station or point of interruption will be authorized; and
    (d) Who will determine when and if the definition of family may be 
extended and to whom.


Sec. 301-70.501  Does per diem continue when an employee interrupts a 
travel assignment because of an incapacitating illness or injury?

    Yes. Such an employee who takes leave of any kind will be allowed a 
per diem allowance not to exceed the maximum rates for the location 
where the interruption occurs. Per diem may be continued for a 
reasonable period, normally not to exceed 14 calendar days (including 
fractional days) for any one period of absence. However, per diem will 
not be paid if the employee is confined to a hospital or medical 
facility at the official duty station or medical facility which the 
employee would have selected for treatment if the illness or injury had 
occurred at the official station.


Sec. 301-70.502  What additional emergency expenses should we allow 
for?

    When an employee discontinues a TDY assignment before its 
completion due to an incapacitating illness or injury, transportation 
and per diem expenses are allowed for return travel to the official 
station or to receive medical attention.


Sec. 301-70.503  When the employee is able to travel, should we 
continue the use of the existing travel authorization?

    Not if the interrupted trip was authorized under a trip by trip 
authorization. If, when the employee's health has been restored, the 
agency decides that it is in the Government's interest to return the 
employee to the TDY location, such return is considered to be a new 
travel assignment at Government expense. An interrupted trip authorized 
under an open or limited open authorization may be continued without 
further authorization.


Sec. 301-70.504  May any travel costs be reimbursed if the employee 
travels to an alternate location for medical treatment?

    Yes. When an employee, interrupts a TDY assignment because of an 
incapacitating illness or injury and takes leave of absence for travel 
to an alternate location to obtain medical services and returns to the 
TDY assignment, you may reimburse certain excess travel costs provided 
in this section. Specifically, you may reimburse the excess (if any) of 
actual costs of travel from the point of interruption to the alternate 
location and return to the TDY assignment, over the constructive costs 
of round-trip travel between the official station and the alternate 
location. The nearest hospital or medical facility capable of treating 
the employee's illness or injury will not, however, be considered an 
alternate location.

    Note to Sec. 301-70.504: An alternate location is a destination 
other than the employee's official station or the point of 
interruption.


Sec. 301-70.505  How do we define actual cost and constructive cost 
when an employee interrupts a travel assignment because of an 
incapacitating illness or injury?

    (a) Actual cost of travel will be the transportation expenses 
incurred and en route per diem for the travel as actually performed 
from the point of interruption to the alternate location and from the 
alternate location to the TDY assignment. No per diem is allowed for 
time spent at the alternate location if confined to a medical facility.
    (b) Constructive cost is the sum of transportation expenses the 
employee would reasonably have incurred for round-trip travel between 
the official station and the alternate location plus per diem 
calculated for the appropriate en route travel time.


Sec. 301-70.506  May we authorize per diem if an employee discontinues 
a TDY assignment because of a personal emergency situation?

    Yes. Expenses of appropriate transportation and per diem while en 
route may be allowed, with the approval of an appropriate agency 
official, for return travel from the point of interruption to the 
official station.

[[Page 15974]]

Sec. 301-70.507  How do we handle reimbursement if the employee travels 
to an alternate location and returns to the TDY location because of a 
personal emergency situation?

    You may reimburse certain excess travel costs (transportation and 
en route per diem) to the same extent as provided in Sec. 301-70.501 
for incapacitating illness or injury to the employee.


Sec. 301-70.508  What factors must we consider in expanding the 
definition of family for emergency travel purposes?

    Agencies must consider on a case by case basis:
    (a) The extent of the emergency;
    (b) The employee's relationship to the individual involved in the 
emergency; and
    (c) The degree of the employee's responsibility for the individual 
involved in the emergency.

Subpart G--Policies and Procedures Relating to Threatened Law 
Enforcement/Investigative Employees


Sec. 301-70.600  What governing policies and procedures must we 
establish related to threatened law enforcement/investigative 
employees?

    You must establish policies and procedures governing:
    (a) When you will pay transportation and subsistence expenses of 
threatened law enforcement/investigative employees, under part 301-31 
of this chapter;
    (b) Who will determine the degree and seriousness of threat in each 
individual case;
    (c) Who will determine what protective action should be taken, 
including the location and duration of temporary lodging;
    (d) Who will reevaluate the situation to determine whether 
protective action should be continued or discontinued and how often;
    (e) What procedures must be followed to obtain authorization of 
transportation and subsistence expenses for threatened law enforcement/
investigative employees; and
    (f) What special procedures must an employee follow to claim 
expenses.


Sec. 301-70.601  What factors should we consider in determining whether 
to authorize payment of transportation and subsistence expenses for 
threatened law enforcement/investigative employees?

    You should consider:
    (a) The degree and seriousness of the threat. You should pay 
transportation and subsistence expenses only if a situation poses a 
legitimate serious threat to life.
    (b) The option of relocating the employee. You should consider 
whether relocating the employee permanently would be advantageous given 
the specific nature of the threat, the continued disruption of the 
family, and the alternative costs of a change of official station.


Sec. 301-70.602  How often must we reevaluate the payment of 
transportation and subsistence expenses to a threatened law 
enforcement/investigative employee?

    You must reevaluate the situation every 30 days based on the same 
factors you considered when you first authorized the payment of the 
expenses.

PART 301-71--AGENCY TRAVEL ACCOUNTABILITY REQUIREMENTS

Subpart A--General

Sec.
301-71.1  What is the purpose of an agency travel accounting system?
301-71.2  What are the standard data elements and when must they be 
captured on a travel accounting system?
301-71.3  May we use electronic signature on travel documents?

Subpart B--Travel Authorization

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

Subpart C--Travel Claims for Reimbursement

Sec.
301-71.200  Who must review and sign travel claims?
301-71.201  What are the reviewing official's responsibilities?
301-71.202  May we pay a claim when an employee does not include a 
copy of the corresponding authorization?
301-71.203  Who is responsible for the validity of the travel claim?
301-71.204  When must we pay a travel claim?
301-71.205  Under what circumstances may we disallow a claim for an 
expense?
301-71.206  What must we do if we disallow a travel claim?
301-71.207  What internal policies and procedures must we establish 
for travel reimbursement?

Subpart D--Accounting for Travel Advances

Sec.
301-71.300  What is the policy governing the use of travel advances?
301-71.301  For how long may we issue a travel advance?
301-71.302  What data must we capture in our travel advance 
accounting system?
301-71.303  Are we responsible for ensuring the collection of 
outstanding travel advances?
301-71.304  When must an employee account for a travel advance?
301-71.305  Are there exceptions for collecting an advance at the 
time the employee files a travel claim?
301-71.306  How do we collect the amount of a travel advance in 
excess of the amount of travel expenses substantiated by the 
employee?
301-71.307  What should we do if the employee does not pay back a 
travel advance when the travel claim is filed?
301-71.308  What internal policies and procedures must we establish 
governing travel advances?

    Authority: 5 U.S.C. 5707.

Subpart A--General


Sec. 301-71.1  What is the purpose of an agency travel accounting 
system?

    To:
    (a) Pay authorized and allowable travel expenses of employees;
    (b) Provide standard data necessary for the management of official 
travel; and
    (c) Ensure adequate accounting for all travel and transportation 
expenses for official travel.


Sec. 301-71.2  What are the standard data elements and when must they 
be captured on a travel accounting system?

    The data elements are listed in appendix C of this chapter and must 
be on any travel claim form authorized for use by your employees.


Sec. 301-71.3  May we use electronic signatures on travel documents?

    Yes, if you meet the security and privacy requirements established 
by the National Institute of Standards and Technology (NIST) for 
electronic data interchange.

Subpart B--Travel Authorization


Sec. 301-71.100  What is the purpose of the travel authorization 
process?

    The purpose is to:
    (a) Provide the employee information regarding what expenses you 
will pay;
    (b) Provide travel service vendors with necessary documentation for 
the use of travel programs;
    (c) Provide financial information necessary for budgetary planning; 
and
    (d) Identify purpose of travel.

[[Page 15975]]

Sec. 301-71.101  What travel may we authorize?

    You may authorize only travel which is necessary to accomplish the 
purposes of the Government effectively and economically. This must be 
communicated to any official who has the authority to authorize travel.


Sec. 301-71.102  May we issue a single authorization for a group of 
employees?

    Yes. You may issue a single authorization for a group of employees 
when they are traveling together on a single trip. However, you must 
attach a list of all travelers to the authorization.


Sec. 301-71.103  What information must be included on all travel 
authorizations?

    You must include:
    (a) The name of the employee(s);
    (b) The signature of the proper authorizing official;
    (c) Purpose of travel;
    (d) Any conditions of or limitations on that authorization;
    (e) An estimate of the travel costs (for open authorizations it 
should include an estimate of the travel costs over the period 
covered); and
    (f) A statement that the employee(s) is (are) authorized to travel.


Sec. 301-71.104  Who must sign a travel authorization?

    Your agency head or an official to whom such authority has been 
delegated. This authority may be delegated to any person(s) who is 
aware of how the authorized travel will support the agency's mission, 
who is knowledgeable of the employee's travel plans and/or responsible 
for the travel funds paying for the travel involved.


Sec. 301-71.105  Must we issue a written or electronic travel 
authorization in advance of travel?

    Yes, except when advance written or electronic authorization is not 
possible or practical and approval is in accordance with Sec. Sec. 301-
2.1 and 301-2.5 for:
    (a) Use of premium-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 reduced rate per diem;
    (j) Payment of actual expenses;
    (k) Travel expenses related to emergency travel;
    (l) Transportation expenses related to threatened law enforcement/
investigative employees and members of their immediate families;
    (m) Travel expenses related to travel to a foreign area, except as 
provided by agency mission;
    (n) Acceptance of payment from a non-Federal source for travel 
expenses (see chapter 304 of this title); and
    (o) Travel expenses related to attendance at a conference.

    Note to Sec. 301-71.105: You should establish procedures for 
travel situations where it is not practical or possible to issue a 
written authorization in advance, except for paragraphs (c), (i), 
(n), and (o), which always require written or electronic advance 
authorization.


Sec. 301-71.106  Who must sign a trip-by-trip authorization?

    The appropriate official is determined as follows:

------------------------------------------------------------------------
                                The appropriate official to sign a trip-
             For                        by-trip authorization is        
------------------------------------------------------------------------
Use of cash to procure common  An official at as low an administrative  
 carrier transportation.        level as permitted by 41 CFR 101-203.2  
                                to ensure adequate consideration and    
                                review of the circumstances.            
Travel on a Government         Determined under 41 CFR 101-37.405.      
 aircraft.                                                              
Acceptance of payment from a   An official at as low an administrative  
 non-Federal source for         level as permitted by 41 CFR part 304 to
 travel expenses.               ensure adequate consideration and review
                                of the circumstances surrounding the    
                                offer and acceptance of the payment.    
Travel expenses related to     A senior agency official.                
 attendance at a conference.                                            
All other specific             An official who may issue the employee a 
 authorizations.                general authorization.                  
------------------------------------------------------------------------

Sec. 301-71.107  When authorizing travel, what factors must the 
authorizing official consider?

    The following factors must be considered:
    (a) The need for the travel;
    (b) The use of travel substitutes (e.g., mail, teleconferencing, 
etc.);
    (c) The most cost effective routing and means of accomplishing 
travel; and
    (d) The employee's travel plans, including plans to take leave in 
conjunction with travel.


Sec. 301-71.108  What internal policies and procedures must we 
establish for travel authorization?

    You must establish the following:
    (a) The circumstances under which different types of travel 
authorization will be used, consistent with the guidelines in this 
subpart;
    (b) Who will be authorized to sign travel authorizations; and
    (c) What format you will use for travel authorizations.

Subpart C--Travel Claims for Reimbursement


Sec. 301-71.200  Who must review and sign travel claims?

    The travel authorizing/approving official or his/her designee 
(e.g., supervisor of the traveler), must review and sign travel claims 
to confirm the authorized travel.


Sec. 301-71.201  What are the reviewing official's responsibilities?

    The reviewing official must have full knowledge of the employee's 
activities. He/she must ensure:
    (a) The claim is properly prepared in accordance with the pertinent 
regulations and agency procedures;
    (b) A copy of authorization for travel is provided;
    (c) The types of expenses claimed are authorized and allowable 
expenses;
    (d) The amounts claimed are accurate; and
    (e) The required receipts, statements, justifications, etc. are 
attached to the travel claim.


Sec. 301-71.202  May we pay a claim when an employee does not include a 
copy of the corresponding authorization?

    Yes, as long as the travel claim was signed by the approving/
authorizing official, except for the following, which require advance 
authorization:
    (a) Use of reduced fares for group or charter arrangements;
    (b) Payment of a reduced rate of per diem for subsistence expenses;
    (c) Acceptance of payment from a non-Federal source for travel 
expenses; and
    (d) Travel expenses related to attendance at a conference.


Sec. 301-71.203  Who is responsible for the validity of the travel 
claim?

    The certifying officer assumes ultimate responsibility under 31 
U.S.C.

[[Page 15976]]

3528 for the validity of the claim; however:
    (a) The traveler must ensure all travel expenses are prudent and 
necessary and submit the expenses in the form of a proper claim;
    (b) The authorizing/approving official shall review the completed 
claim to ensure that the claim is properly prepared in accordance with 
regulations and agency procedures prior to authorizing it for payment.

    Note to Sec. 301-71.203: You should consider limiting the levels 
of approval to the lowest level of management.


Sec. 301-71.204  When must we pay a travel claim?

    You must pay a travel claim as soon as practical after submission 
of a proper travel claim.


Sec. 301-71.205  Under what circumstances may we disallow a claim for 
an expense?

    If the employee:
    (a) Does not properly itemize his/her expenses;
    (b) Does not provide required receipts or other documentation to 
support the claim; or
    (c) Claims an expense which is not authorized.


Sec. 301-71.206  What must we do if we disallow a travel claim?

    You must:
    (a) Pay the employee the amount of the travel claim which is not in 
dispute;
    (b) Notify the employee that the claim was disallowed with a 
detailed explanation of why; and
    (c) Tell the employee how to appeal the disallowance if he/she 
desires an appeal, and your process and schedule for deciding the 
appeal.


Sec. 301-71.207  What internal policies and procedures must we 
establish for travel reimbursement?

    You must establish policies and procedures governing:
    (a) Who are the proper officials to review, approve, and certify 
travel claims (including travel claims requiring special 
authorization);
    (b) How an employee should submit a travel claim (including whether 
to use a standard form or an agency form and whether the form should be 
written or electronic);
    (c) When you will exempt employees from the requirement for a 
receipt;
    (d) Timeframes for employee to submit a claim (see Sec. 301-52.7);
    (e) Timeframe for agency to pay a claim (see Sec. 301-71.204);
    (f) Process for disallowing a claim; and
    (g) Process for resolving a disallowed claim.

Subpart D--Accounting for Travel Advances


Sec. 301-71.300  What is the policy governing the use of travel 
advances?

    You should minimize the use of cash travel advances. However, you 
should not require an employee to pay travel expenses using personal 
funds unless the employee has elected not to use alternative resources 
provided by the Government, such as a Government contractor-issued 
charge card.


Sec. 301-71.301  For how long may we issue a travel advance?

    You may issue a travel advance for a reasonable period not to 
exceed 45 days.


Sec. 301-71.302  What data must we capture in our travel advance 
accounting system?

    You must capture the following data:
    (a) The name and social security number of each employee who has an 
advance;
    (b) The amount of the advance;
    (c) The date of issuance; and
    (d) The date of reconciliation for unused portions of travel 
advances


Sec. 301-71.303  Are we responsible for ensuring the collection of 
outstanding travel advances?

    Yes.


Sec. 301-71.304  When must an employee account for a travel advance?

    An employee must account for an outstanding travel advance each 
time a travel claim is filed. If the employee receives a travel advance 
but determines that the related travel will not be performed, then the 
employee must inform you that the travel will not be performed and 
repay the advance at that time.


Sec. 301-71.305  Are there exceptions to collecting an advance at the 
time the employee files a travel claim?

    Yes, when the employee is in a continuous travel status and
    (a) You review each outstanding travel advance on a periodic basis 
(the period will be for a reasonable time of 45 days or less); and
    (b) You determine the amount, if any, of the outstanding balance 
exceeds the amount of estimated travel expenses for the authorized 
period and collect the excess amount from the employee.


Sec. 301-71.306  How do we collect the amount of a travel advance in 
excess of the amount of travel expenses substantiated by the employee?

    When the outstanding advance exceeds what you owe the employee, 
then the employee must submit cash or a check for the difference in 
accordance with your policy. Your failure to collect the amount in 
excess of substantiated expenses will cause a violation of the 
accountable plan rules contained in the Internal Revenue Code (title 26 
of the United States Code).


Sec. 301-71.307  What should we do if the employee does not pay back a 
travel advance when the travel claim is filed?

    You should take alternative steps to collect the debt including:
    (a) Offset against the employee's salary, a retirement credit, or 
other amount owed the employee;
    (b) Deduction from an amount the Government owes the employee; or
    (c) Any other legal method of recovery.


Sec. 301-71.308  What internal policies and procedures must we 
establish governing travel advances?

    Accounting for cash advances for travel, recovery, and 
reimbursement shall be in accordance with procedures prescribed by the 
General Accounting Office (see General Accounting Office Policy and 
Procedures Manual for Guidance of Federal Agencies, Title 7, Fiscal 
Procedures).

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

Subpart A--Procurement of Common Carrier Transportation

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

Subpart B--Accounting for Common Carrier Transportation

Sec.
301-72.100  What must my travel accounting system do in relation to 
common carrier transportation?
301-72.101  What information should we provide an employee before 
authorizing the use of common carrier transportation?

Subpart C--Cash Payments for Procuring Common Carrier Transportation 
Services

Sec.
301-72.200  Under what conditions may we authorize cash payments for 
procuring common carrier transportation services?
301-72.201  What must we do if an employee uses cash in excess of 
the $100 limit to purchase common carrier transportation?
301-72.202  Who may approve cash payments in excess of the $100 
limit?

[[Page 15977]]

301-72.203  When may we limit traveler reimbursement for a cash 
payment?
301-72.204  What must we do to minimize the need for a traveler to 
use cash to procure common carrier transportation services?

Subpart D--Unused, Partially-Used, Exchanged, Canceled, or Oversold 
Common Carrier Transportation Services

Sec.
301-72.300  What procedures must we establish to collect unused, 
partially used, and exchanged tickets?
301-72.301  How do we process unused, partially used, and exchanged 
tickets?

    Authority: 5 U.S.C. 5707; 31 U.S.C. 3726; 40 U.S.C. 486.

Subpart A--Procurement of Common Carrier Transportation


Sec. 301-72.1  Why is common carrier presumed to be the most 
advantageous method of transportation?

    Travel by common carrier is presumed to be the most advantageous 
method of transportation because it generally results in the most 
efficient, least costly, most expeditious means of transportation and 
the most efficient use of energy resources.


Sec. 301-72.2  May we utilize methods of transportation other than 
common carrier (e.g. POVs, chartered vehicles, etc.)?

    Yes, but only when use of common carrier transportation:
    (a) Would interfere with the performance of official business;
    (b) Would impose an undue hardship upon the traveler; or
    (c) When the total cost by common carrier would exceed the cost of 
the other method of transportation.


Sec. 301-72.3  What method of payment must we authorize for common 
carrier transportation?

    You must authorize one or more of the following as appropriate:
    (a) GSA's contractor issued individually billed charge card(s);
    (b) Agency centrally billed or other established accounts;
    (c) Cash payments (personal funds or travel advances in the form of 
travelers checks or authorized ATM cash withdrawals) when the cost of 
transportation is less than $100, under section 301-51.100 of this 
chapter (cash may or may not be accepted by the carrier for the 
purchase of city pair fares); or
    (d) GTR(s) when no other option is available or feasible.

Subpart B--Accounting for Common Carrier Transportation


Sec. 301-72.100  What must my travel accounting system do in relation 
to common carrier transportation?

    Your system must:
    (a) Authorize the use of cash in accordance with Sec. 301-51.100 or 
as otherwise required;
    (b) Correlate travel data accumulated by your authorization and 
claims accounting systems with common carrier transportation documents 
and data for audit purposes;
    (c) Identify unused tickets for refund;
    (d) Collect unused, partially used, or downgraded/exchanged 
tickets, from travelers upon completion of travel;
    (e) Track denied boarding compensation from employees;
    (f) Identify and collect refunds due from carriers for 
overpayments, or unused, partially used, or downgraded/exchanged 
tickets; and
    (g) Reconcile all centrally billed travel expenses (e.g. airline, 
lodging, car rentals, etc.) with travel authorizations and claims to 
assure that only authorized charges are paid.


Sec. 301-72.101  What information should we provide an employee before 
authorizing the use of common carrier transportation?

    You should provide the employee:
    (a) Notice that he/she is accountable for all tickets, GTRs and 
other transportation documents;
    (b) Your procedures for the control and accounting of common 
carrier transportation documents, including the procedures for 
submitting unused, partially used, downgraded/exchanged tickets, refund 
receipts or ticket refund applications, and denied boarding 
compensation; and
    (c) A credit/refund address so the carrier can credit/refund the 
agency for unused tickets (when the tickets have been issued using an 
agency centrally billed account or by GTR).

Subpart C--Cash Payments for Procuring Common Carrier 
Transportation Services


Sec. 301-72.200  Under what conditions may we authorize cash payments 
for procuring common carrier transportation services?

    In accordance with Sec. 301-51.100.


Sec. 301-72.201  What must we do if an employee uses cash in excess of 
the $100 limit to purchase common carrier transportation?

    To justify the use of cash in excess of $100, both the agency and 
traveler must certify on the travel claim the necessity for such use. 
See 41 CFR 101-41.203-2.


Sec. 301-72.202  Who may approve cash payments in excess of the $100 
limit?

    You must ensure the delegation of authority for the authorization 
or approval of cash payments over the $100 limit is in accordance with 
41 CFR 101-41.203-2.


Sec. 301-72.203  When may we limit traveler reimbursement for a cash 
payment?

    If you determine that the cash payment was made under a non-
emergency circumstance, reimbursement to the traveler must not exceed 
the cost which would have been properly chargeable to the Government 
had the traveler used a government provided payment resource, (e.g. 
individual contractor-issued travel charge card, centrally billed 
account, or GTR). However, an agency can determine to make full payment 
when circumstances warrant (e.g. invitational travel, infrequent 
travelers and interviewees).


Sec. 301-72.204  What must we do to minimize the need for a traveler to 
use cash to procure common carrier transportation services?

    You must establish procedures to encourage travelers to use the GSA 
individual contractor-issued travel charge card(s), or your agency's 
centrally billed or other established account, or a GTR (when no other 
option is available or feasible).

Subpart D--Unused, Partially Used, Exchanged, Canceled, or Oversold 
Common Carrier Transportation Services


Sec. 301-72.300  What procedures must we establish to collect unused, 
partially used, and exchanged tickets?

    You must establish administrative procedures providing:
    (a) Written instructions explaining traveler liability for the 
value of tickets issued until all ticket coupons are used or properly 
accounted for on the travel voucher;
    (b) Instructions for submitting payments received from carriers for 
failure to provide confirmed reserved space;
    (c) The traveler with a ``bill charges to'' address, so that the 
traveler can provide this information to the carrier for returned or 
exchanged tickets.
    (d) Procedures for promptly identifying any unused tickets, 
coupons, or other evidence of refund due the Government.


Sec. 301-72.301  How do we process unused, partially used, and 
exchanged tickets?

    (a) For unused or partially used tickets purchased with GTRs: You 
must

[[Page 15978]]

obtain the unused or partially used ticket from the traveler, issue a 
form SF 1170 ``Redemption of Unused Ticket'' to the airline that issued 
the ticket, maintain a suspense file to monitor the airline refund, and 
record and deposit the airline refund upon receipt. See 41 CFR 101-
41.210 for policies and procedures regarding the use of the SF 1170.
    (b) For unused or partially used tickets purchased under centrally 
billed accounts: You must obtain the unused ticket from the traveler, 
return it to the issuing office that furnished the airline ticket, 
obtain a receipt indicating a credit is due, and confirm that the value 
of the unused ticket has been credited to the centrally billed account.
    (c) For exchanged tickets purchased with GTRs: You must obtain the 
airline refund application or receipt from the traveler, maintain a 
suspense file to monitor the airline refund. For additional guidance 
see 41 CFR 101-41.210.
    (d) For exchanged tickets purchased under centrally billed 
accounts: You must obtain the airline receipt from the traveler showing 
a credit is due the agency, and ensure that the unused portion of the 
exchanged ticket coupon is credited to the centrally billed account.

PART 301-73--TRAVEL PROGRAMS

Subpart A--General Rules

Sec.
301-73.1  What are the elements of the Federal travel management 
program?
301-73.2  What are our responsibilities when we participate in a 
Federal travel management program? 0

Subpart B--Travel Management Services (TMS)

Sec.
301-73.100  Should we use a travel management service?
301-73.101  What are the basic services that should be covered by a 
travel arrangement system?
301-73.102  Must we require travelers to use a travel management 
system?
301-73.103  Are there any exceptions to this requirement?

Subpart C--Contract Passenger Transportation Services

Sec.
301-73.200  Must we require our employees to use GSA's contract 
passenger transportation services program?
301-73.201  What method of payment may be used for contract 
passenger transportation service?
301-73.202  Can contract fares be used for personal travel?

Subpart D--Travel Payment System

Sec.
301-73.300  What is a travel payment system?
301-73.301  How do we obtain travel payment system services?

    Authority: 5 U.S.C. 5707; 40 U.S.C. 486(c).

Subpart A--General Rules

    Note to Sec. 301-73.101: For purposes of this subpart, GSA uses 
a ``we'' question when referring to an agency, and an ``I'' question 
when referring to the employee.


Sec. 301-73.1  What are the elements of a Federal travel management 
program?

    They are:
    (a) Travel management services, including electronic travel 
management services and commercial travel agents under contract to GSA 
or another Federal agency;
    (b) Commercial passenger transportation services (e.g. airlines, 
rental cars, trains, and etc.);
    (c) Travel payment system services such as contractor-issued 
individually billed cards, centrally billed accounts, travelers checks, 
and automated-teller-machine (ATM) services.


Sec. 301-73.2  What are our responsibilities to participate in a 
Federal travel management program?

    You must:
    (a) Ensure that you have internal policies and procedures in place 
to govern use of the program; and
    (b) Designate an authorized representative to administer the 
program.

Subpart B--Travel Management Services (TMS)


Sec. 301-73.100  Should we use a travel management service?

    Yes.


Sec. 301-73.101  What are the basic services that should be covered by 
a travel management system?

    The travel management system selected should, as a minimum include:
    (a) The ability to provide the following as appropriate to the 
agency's travel needs:
    (1) Common carrier information (e.g., flight confirmation and seat 
assignment; compliance with the Fly America Act, governmentwide travel 
policies, and contract city-pair fares, electronic ticketing and ticket 
delivery);
    (2) Lodging information (e.g., room availability and confirmation, 
compliance with Hotel/Motel Fire Safety Act, per diem rate 
acceptability);
    (3) Car rental information (e.g. availability of Government rate 
and confirmation of reservations).
    (b) Provide basic management information, such as:
    (1) Number of reservations by type of service (common carrier, 
lodging, and car rental);
    (2) Policy compliance and reasons for exceptions;
    (3) Origin and destination points of common carrier use;
    (4) Destination points for lodging accommodations;
    (5) Number of lodging nights in approved accommodations;
    (6) City or location where car rentals are obtained.
    (7) Other tasks, e.g., reconciliation of charges on centrally 
billed accounts, processing ticket refunds.

    Note to Sec. 301-73.101: The government of the District of 
Columbia is excluded from collecting the data required by the Hotel/
Motel Fire Safety Act, as amended.


Sec. 301-73.102  Must we require travelers to use a travel management 
system?

    Yes, starting January 1, 2001, to implement the Hotel/Motel Fire 
Safety Act, as amended (see 5 U.S.C. 5707c). Until that time, you 
should encourage your travelers to use the travel management system 
selected by you for all common carrier, lodging, and car rental 
arrangements. Beginning January 1, 2001, you must require travelers to 
use the travel management system selected by you.


Sec. 301-73.103  Are there any exceptions to this requirement?

    An agency head, or his/her designee, may exempt certain types of 
travel arrangements from the mandatory use of the travel management 
system. In certain situations, it may be impractical to make advance 
reservations, and therefore no reason exists to use a TMS.

Subpart C--Contract Passenger Transportation Services


Sec. 301-73.200  Must we require our employees to use GSA's contract 
passenger transportation services program?

    Yes, if such services are available to your agency.


Sec. 301-73.201  What method of payment may be used for contract 
passenger transportation service?

    GSA individual contractor-issued travel charge card(s), or your 
agency centrally billed or other established account, or a GTR (when no 
other option is available or feasible).


Sec. 301-73.202  Can contract fares be used for personal travel?

    No.

[[Page 15979]]

SUBPART D--TRAVEL PAYMENT SYSTEM


Sec. 301-73.300  What is a travel payment system?

    A system to facilitate the payment of official travel and 
transportation expenses which includes, but is not limited to:
    (a) Issuance and maintenance of contractor-issued individually 
billed charge cards;
    (b) Establishment of centrally billed accounts for the purchase of 
travel and transportation services;
    (c) Issuance of travelers checks; and
    (d) Provision of automated-teller-machine (ATM) services worldwide.


Sec. 301-73.301  How do we obtain travel payment system services?

    You may participate in GSA's or another Federal agency's travel 
payment system services program or you may contract directly with a 
travel payment system service if your agency has contracting authority 
and you are not a mandatory user of GSA's charge card program.

    Note to Sec. 301-73.301: Under the new GSA charge card program 
effective November 30, 1998, it will be your responsibility to 
select the vendor that will be most beneficial to your agency's 
travel and transportation needs.

PART 301-74--CONFERENCE PLANNING

Sec.
301-74.1  What is a conference?
301-74.2  What are ``conference costs''?
301-74.3  What are ``conference attendees' travel costs''?
301-74.4  What are ``conference attendees' time costs''?
301-74.5  Who must authorize employee attendance at conferences and 
the Government sponsorship or funding, in whole or in part, of 
conferences?
301-74.6  Are there any requirements for sponsoring or funding a 
conference at a place of public accommodation?
301-74.7  May we waive the requirement?
301-74.8  What must be included in any advertisement or application 
form for conference attendance?
301-74.9  What policies must we establish governing the selection of 
a conference site?
301-74.10  What records must we maintain to document the selection 
of a conference site?
301-74.11  What special rules apply when we conduct a conference in 
the District of Columbia?
301-74.12  What policies and procedures must we establish to govern 
the selection of conference attendees?
301-74.13  May we include conference administrative costs in an 
employee's per diem allowance payment for attendance at a 
conference?

    Authority: 5 U.S.C. 5707.


Sec. 301-74.1  What is a conference?

    A meeting, retreat, seminar, symposium or event that involves 
attendee travel. The term also applies to training activities that are 
considered to be conferences under 5 CFR 410.404.


Sec. 301-74.2  What are ``conference costs''?

    Conference costs are all costs paid by the government for a 
conference, whether paid directly by agencies or reimbursed by agencies 
to travelers or others associated with the conference, e.g., speakers, 
contractors, etc. Such costs include, but are not limited to: travel to 
and from the conference, ground transportation, lodging, meals and 
incidental costs, meeting room and audiovisual costs, registration 
fees, speaker fees, other conference-related administrative fees, and 
the cost of employees' time spent at the conference and traveling to 
and from the conference.


Sec. 301-74.3  What are ``conference attendees' travel costs''?

    ``Conference attendees' travel costs'' are authorized 
transportation and per diem expenses incurred in attending a conference 
at Government expense.


Sec. 301-74.4  What are ``conference attendees' time costs''?

    ``Conference attendees' time costs'' are the costs of employee's 
time spent at a conference (including en route travel time during 
normal duty hours).


Sec. 301-74.5  Who must authorize employee attendance at conferences 
and the Government sponsorship or funding, in whole or in part, of 
conferences?

    A senior agency official, other than attendee.


Sec. 301-74.6  Are there any requirements for sponsoring or funding a 
conference at a place of public accommodation?

    Yes. When you sponsor or fund, in whole or in part, a conference at 
a place of public accommodation in the U.S., you must use a FEMA 
approved accommodation, except as provided in Sec. 301-74.7 of this 
subpart. This provision also applies:
    (a) To the government of the District of Columbia only when it 
expends Federal funds for a conference; and
    (b) To a non Federal entity to which Government funds are provided 
for the conference.


Sec. 301-74.7  May we waive the requirement?

    Yes, if the head of your agency makes a written determination on an 
individual case basis that waiver of the requirement to use FEMA 
approved accommodation is necessary in the public interest for a 
particular event. Your agency head may delegate this waiver authority 
to a senior agency official who is given all authority with respect to 
conferences sponsored or funded, in whole or in part, by your agency.


Sec. 301-74.8  What must be included in any advertisement or 
application form for conference attendance?

    Any advertisement or application for attendance at the conference 
must include notice that agencies are prohibited from using a non-FEMA 
approved place of public accommodation for conferences. In addition, 
any executive agency as defined in 5 U.S.C. 105 shall notify all non-
federal entities to which it provides federal funds of this 
prohibition.


Sec. 301-74.9  What policies must we establish governing the selection 
of a conference site?

    You must establish policies that will:
    (a) Minimize conference administrative costs, conference attendees' 
travel costs, and conference attendees' time costs; and
    (b) Maximize the use of Government-owned or Government provided 
conference facilities as much as possible.
    (c) Identify opportunities to save costs in selecting a particular 
conference site (e.g., through the availability of attractive and 
competitive rates during the off-season at a site having seasonal 
rates).


Sec. 301-74.10  What records must we maintain to document the selection 
of a conference site?

    For each conference you sponsor or fund, in whole or in part, that 
involves travel by 30 or more employees, you must maintain a record of 
the cost of each alternative conference site. You must make these 
records available for inspection by your Office of the Inspector 
General or other interested parties.


Sec. 301-74.11  What special rules apply when we conduct a conference 
in the District of Columbia?

    (a) In addition to the general rules provided in Sec. 301-74.6, the 
following special rules apply:
    (1) You may not directly procure lodging facilities in the District 
of Columbia without specific authorization and appropriation from 
Congress (see 40 U.S.C. 34); and
    (2) Any short-term conference meeting space you obtain in the 
District of Columbia must be procured under 41 CFR 101-17.101-4.
    (b) The provisions of paragraph (a) of this section do not prohibit 
payment of

[[Page 15980]]

per diem to an employee authorized to obtain lodging in the District of 
Columbia while performing official business travel.


Sec. 301-74.12  What policies and procedures must we establish to 
govern the selection of conference attendees?

    You must establish polices that reduce the overall cost of 
attending a conference. The policies and procedures must:
    (a) Limit your agency's representation to the minimum number of 
attendees necessary to accomplish your agency's mission; and
    (b) Provide for the consideration of travel expenses when selecting 
attendees.


Sec. 301-74.13  May we include conference administrative costs in an 
employee's per diem allowance payment for attendance at a conference?

    No. Per diem is intended only to reimburse the attendee's 
subsistence expenses. You must pay conference administrative costs 
separately.

PART 301-75--PRE-EMPLOYMENT INTERVIEW TRAVEL

Subpart A--General Rules

Sec.
301-75.1  What is the purpose of the allowance for pre-employment 
interview travel expenses?
301-75.2  May we pay pre-employment interview travel expenses?
301-75.3  What governing policies and procedures must we establish 
related to pre-employment interview travel?
301-75.4  What other responsibilities do we have for pre -employment 
interview travel?

Subpart B--Travel Expenses

Sec.
301-75.100  Must we pay all of the interviewee's pre-employment 
interview travel expenses?
301-75.101  What pre-employment interview travel expenses may we 
pay?
301-75.102  What pre-employment interview travel expenses are not 
payable?
301-75.103  What are our responsibilities when we authorize an 
interviewee to use common carrier transportation to perform pre-
employment interview travel?

Subpart C--Obtaining Travel Services and Claiming Reimbursement

Sec.
301-75.200  How will we pay for pre-employment interviewee travel 
expenses?
301-75.201  May we allow the interviewee to use individual
    Government contractor-issued charge cards for pre-employment 
interview travel?
301-75.202  What must we do if the interviewee exchanges the ticket 
he or she has been issued?
301-75.203  May we provide the interviewee with a travel advance?
301-75.204  May we use Government contract issued travelers checks 
to pay for the interviewee's travel expenses?
301-75.205  Is the interviewee required to submit a travel claim to 
us?

    Authority: 5 U.S.C. 5707.

Subpart A--General Rules

Sec.


Sec. 301-75.1  What is the purpose of the allowance for pre-employment 
interview travel expenses?

    To help you recruit highly qualified individuals.


Sec. 301-75.2  May we pay pre-employment interview travel expenses?

    Yes, if you determine it is in the best interest of the Government 
to do so. However, pre-employment travel expenses may not be authorized 
to offset or defray other expenses not allowable under this subpart.


Sec. 301-75.3  What governing policies and procedures must we establish 
related to pre-employment interview travel?

    You must establish policies and procedures governing:
    (a) When you will pay pre-employment interview travel expenses, 
including the criteria for determining which individuals or positions 
qualify for payment of such expenses;
    (b) Who will determine, in each individual case, that a person 
qualifies for pre-employment interview travel expenses; and
    (c) Who will determine what expenses you will pay for each 
individual interviewee.


Sec. 301-75.4  What other responsibilities do we have for pre-
employment interview travel?

    You must:
    (a) Provide your interviewees with a list of FEMA approved 
accommodations in the vicinity of the interview, and encourage them to 
stay in an approved accommodation;
    (b) Inform the interviewee that he or she is responsible for excess 
cost and any additional expenses that he or she incurs for personal 
preference or convenience;
    (c) Inform the interviewee that the Government will not pay for 
excess costs resulting from circuitous routes, delays, or luxury 
accommodations or services unnecessary or unjustified in the 
performance of official business;
    (d) Assist the interviewee in preparing the travel claim;
    (e) Provide the interviewee with instructions on how to submit the 
claim; and
    (f) Inform the interviewee that he or she may subject himself or 
herself to criminal penalties if he or she knowingly presents a false, 
fictitious, or fraudulent travel claim 18 U.S.C. 287 and 1001.

Subpart B--Travel Expenses


Sec. 301-75.100  Must we pay all of the interviewee's pre-employment 
interview travel expenses?

    If you decide to pay the interviewee per diem or common carrier 
transportation costs, you must pay the full amount of such cost to 
which the interviewee would be entitled if the interviewee were a 
Government employee traveling on official business.


Sec. 301-75.101  What pre-employment interview travel expenses may we 
pay?

    You may pay the following expenses:
    (a) Transportation expenses as provided in part 301-10 of this 
chapter;
    (b) Per diem expenses as provided in part 301-11 of this chapter;
    (c) Miscellaneous expenses as provided in part 301-12 of this 
chapter; and
    (d) Travel expenses of an individual with a disability or special 
need as provided in part 301-13 of this chapter.


Sec. 301-75.102  What pre-employment interview travel expenses are not 
payable?

    You may not pay expenses for:
    (a) Use of communication services for purposes other than 
communication directly related to travel arrangement for the Government 
interview.
    (b) Hire of a room at a hotel or other place to transact official 
business.


Sec. 301-75.103  What are our responsibilities when we authorize an 
interviewee to use common carrier transportation to perform pre-
employment interview travel?

    You must provide the interviewee with one of the following: 1(a) A 
common carrier ticket;
    (b) A GTR; or
    (c) A point of contact with your travel management center to 
arrange the common carrier transportation. In this instance, you must 
notify the travel management center that the interviewee is authorized 
to receive a ticket for the trip;
    (d) Written instructions explaining your procedures and the 
liability of the interviewee for controlling and accounting for 
passenger transportation documents, if common carrier transportation is 
required;

[[Page 15981]]

    (e) A credit/refund address for any common carrier transportation 
provided for unused government furnished tickets.

Subpart C--Obtaining Travel Services and Claiming Reimbursement


Sec. 301-75.200  How will we pay for pre-employment interviewee travel 
expenses?

------------------------------------------------------------------------
             For                                You will                
------------------------------------------------------------------------
Common carrier transportation  Bill the expenses to a centrally billed  
 expenses other than local      or other agency established account or  
 transportation.                provide the traveler with a GTR when no 
                                other option is available or feasible.  
Other expenses...............  Require payment by the interviewee and   
                                reimburse the interviewee for allowable 
                                travel expenses upon submission and     
                                approval of his or her travel claim.    
------------------------------------------------------------------------

Sec. 301-75.201  May we allow the interviewee to use individual 
Government contractor-issued charge cards for pre-employment interview 
travel?

    No.


Sec. 301-75.202  What must we do if the interviewee exchanges the 
ticket he or she has been issued?

------------------------------------------------------------------------
              If                      You will inform the traveler      
------------------------------------------------------------------------
The new ticket is more         That he or she must pay the difference   
 expensive than the ticket      using personal funds and he or she will 
 you provided.                  not receive reimbursement for the extra 
                                amount.                                 
The new ticket is less         Provide the interviewee with a credit/   
 expensive than the ticket      refund address by attaching a copy of   
 you provided.                  the GTR, or some other document         
                                containing this information, to either  
                                the ticket or the travel authorization  
                                as provided in 41 CFR 101-41.210.       
------------------------------------------------------------------------

Sec. 301-75.203  May we provide the interviewee with a travel advance?

    No.


Sec. 301-75.204  May we use Government contract issued travelers checks 
to pay for the interviewee's travel expenses?

    No.


Sec. 301-75.205  Is the interviewee required to submit a travel claim 
to us?

    No. Only if the interviewee wants to be reimbursed, then he or she 
must submit a travel claim in accordance with your agency procedures in 
order to receive reimbursement for pre-employment interview travel 
expense.
    3. Appendix C and D are added to Chapter 301 to read as follows:

         Appendix C to Chapter 301--Standard Data Elements for Federal Travel [Traveler Identification]         
----------------------------------------------------------------------------------------------------------------
             Group name                     Data elements                           Description                 
----------------------------------------------------------------------------------------------------------------
Travel Authorization...............  Authorization Number.......  Assigned by the appropriate office.           
Employee Name......................  First Name, Middle Initial,  Agency guidelines may specify the order, e.g.,
                                      Last Name.                   last name first.                             
Employee Identification............  Employee Number............  Must use a number, e.g., SSN, vendor number,  
                                                                   or other number that identifies the employee.
Travel Purpose Identifier..........  Site visit                                                                 
                                     Information meeting                                                        
                                     Training attendance                                                        
                                     Speech or presentation                                                     
                                     Conference attendance                                                      
                                     Relocation.................  Same as change of official station.           
                                     Entitlement travel.........                                                
Travel Period......................  Start Date, End Date.......  Month, Day, Year according to agency          
                                                                   guidelines.                                  
Travel Type........................  CONUS/Domestic.............  Travel within Continental United States.      
                                     OCONUS/Domestic............  Travel within noncontiguous United States.    
                                     Foreign....................  Travel to other countries.                    
Leave Indicator....................  Annual, Sick, Other........  Identifies leave type as the reason for an    
                                                                   interruption of per diem entitlement.        
Official Duty Station..............  City, State, Zip...........  Either the corporate limits of city/town or   
                                                                   the reservation, station, established area   
                                                                   where stationed.                             
Residence City,....................  State, Zip.................  The geographical location where employee      
                                                                   resides, if different from official duty     
                                                                   station.                                     
Payment Method.....................  EFT........................  Direct deposit via electronic funds transfer. 
                                     Treasury Check                                                             
                                     Imprest Fund                                                               
Mailing Address....................  Street Address, City,        The location designated by the traveler based 
                                      State, Zip.                  on agency guidelines.                        
----------------------------------------------------------------------------------------------------------------


                                    Standard Data Elements for Federal Travel                                   
                                     [Commercial Transportation Information]                                    
----------------------------------------------------------------------------------------------------------------
             Group name                     Data elements                           Description                 
----------------------------------------------------------------------------------------------------------------
Transportation Payment.............  ...........................  Method employee used to purchase              
                                                                   transportation tickets.                      
Method Indicator...................  GTR........................  U. S. Government Transportation Request.      
                                     Central Billing Account....  A Contractor centrally billed account.        
                                     Government Charge Card.....  In accordance with and as provided by agency  
                                                                   guidelines.                                  
                                     Cash                                                                       
Transportation Payment               Payment ID Number..........  A number that identifies the payment for the  
 Identification Number.                                            transportation tickets, according to agency  
                                                                   guidelines, e.g., GTR number, Govt. credit   
                                                                   card number.                                 
Transportation Method Indicator....  Air (Premium Class)........  Common carrier used as transportation to TDY  
                                                                   location.                                    
                                     Air (Non-premium Class)                                                    
                                     Non-contract Air, Train,                                                   
                                      Other                                                                     
Local Transportation Indicator.....  POV, Car rental, Taxi,       Identifies local transportation used while on 
                                      Other.                       TDY.                                         
----------------------------------------------------------------------------------------------------------------


                                           Travel Expense Information                                           
                                   [Standard Data Elements for Federal Travel]                                  
----------------------------------------------------------------------------------------------------------------
             Group name                     Data elements                           Description                 
----------------------------------------------------------------------------------------------------------------
Per Diem...........................  Total Number of Days.......  The number of days traveler claims to be on   
                                                                   per diem status, for each official travel    
                                                                   location.                                    
                                     Total Amount Claimed.......  The amount of money traveler claims as per    
                                                                   diem expense.                                
                                     Lodging, Meals &                                                           
                                      Incidentals.                                                              
Travel Advance.....................  Advance Outstanding........  The amount of travel advance outstanding, when
                                                                   the employee files the travel claim.         
                                     Remaining Balance..........  The amount of the travel advance that remains 
                                                                   outstanding.                                 
Subsistence........................  Actual Days................  Total number of days the employee charged     
                                                                   actual subsistence expenses.                 
                                       .........................  The number of days must be expressed as a     
                                                                   whole number.                                
                                     Total Actual Amount........  Total amount of actual subsistence expenses   
                                                                   claimed as authorized. Actual subsistence    
                                                                   rate, per day, may not exceed the maximum    
                                                                   subsistence expense rate established for     
                                                                   official travel by the Federal Travel        
                                                                   Regulation.                                  
Transportation Method Cost.........  Air (Premium Class)........  The amount of money the transportation        
                                                                   actually cost the traveler, entered according
                                                                   to method of transportation.                 
                                     Air (Non-premium class) Non-                                               
                                      contract Air, Train.                                                      
                                     Other......................  Bus or other form of transportation.          
Local Transportation...............  POV mileage................  Total number of miles driven in POV.          
                                     POV mileage expense........  Total amount claimed as authorized based on   
                                                                   mileage rate. Different mileage rates apply  
                                                                   based on type and use of the POC.            
                                     Car rental, Taxis, Other...                                                
Constructive cost..................  Constructive cost..........  The difference between the amount authorized  
                                                                   to spend versus the amount claimed.          
Reclaim............................  Reclaim amount.............  An amount of money previously denied as       
                                                                   reimbursement for which additional           
                                                                   justification is now provided.               
Total Claim........................  Total claim................  The sum of the amount of money claimed for per
                                                                   diem, actual subsistence, mileage,           
                                                                   transportation method cost, and other        
                                                                   expenses.                                    
----------------------------------------------------------------------------------------------------------------


[[Page 15982]]


                                    Standard Data Elements for Federal Travel                                   
                                          [Accounting & Certification]                                          
----------------------------------------------------------------------------------------------------------------
             Group name                     Data elements                           Description                 
----------------------------------------------------------------------------------------------------------------
Accounting Classification..........  Accounting Code............  Agency accounting code.                       
Non-Federal Source Indicator.......  Per Diem, Subsistence,       Indicates the type of travel expense(s) paid, 
                                      Transportation.              in part or totally, by a non-Federal source. 
Non-Federal Source Payment Method..  Check, EFT, Payment ``in-    Total payment provided by non-Federal source  
                                      kind''.                      according to method of payment.              
Signature/Date Fields..............  Claimant Signature.........  Traveler's signature, or digital              
                                                                   representation. The signature signifies the  
                                                                   traveler read the ``fraudulent claim/        
                                                                   responsibility'' statement.                  
                                     Date.......................  Date traveler signed ``fraudulent claim/      
                                                                   responsibility'' statement.                  
                                     Claimant Signature.........  Traveler's signature, or digital              
                                                                   representation. The signature signifies the  
                                                                   traveler read the ``Privacy Act'' statement. 
                                     Date.......................  Date traveler signed ``Privacy Act''          
                                                                   statement.                                   
                                     Approving Officer Signature  Approving Officer's signature, or digital     
                                                                   representation. The signature signifies the  
                                                                   travel claim is approved for payment based on
                                                                   authorized travel.                           
                                     Date.......................  Date Approving Officer approved and signed the
                                                                   travel claim.                                

[[Page 15983]]

                                                                                                                
                                     Certifying Officer           Certifying Officer's signature, or digital    
                                      Signature.                   representation. The signature signifies the  
                                                                   travel claim is certified correct and proper 
                                                                   for payment.                                 
                                     Date.......................  Date Certifying Officer signed the travel     
                                                                   claim.                                       
----------------------------------------------------------------------------------------------------------------
Note: Agencies must ensure that a purpose code is captured for those individuals traveling under unlimited open 
  authorizations.                                                                                               

APPENDIX D TO CHAPTER 301--GLOSSARY OF ACRONYMS

ATM: Automated Teller Machine
CFR: Code of Federal Regulations
CMTR: Combined Marginal Tax Rate
CONUS: Continental United States
CSRS: Civil Service Retirement System
DOD: Department of Defense
DOJ: Department of Justice
DSSR: Department of State Standardized Regulations
FAM: Foreign Affairs Manual
FEMA: Federal Emergency Management Agency
FERS: Federal Employees Retirement System
FHA: Federal Housing Administration
FOB: Free On Board
FTR: Federal Travel Regulation
FTS: Federal Telecommunications System
GAO: General Accounting Office
GBL: Government Bill of Lading
GEBAT: Government Excess Baggage Authorization Ticket
GOCO: Government Owned Contractor Operated
GPO: Government Printing Office
GSA: General Services Administration
GTR: Government Transportation Request
IRC: Internal Revenue Code
IRS: Internal Revenue Service
JFTR: Joint Federal Travel Regulations
M&IE: Meals and Incidental Expenses
M&O: Management and Operating
MOU: Memorandum of Understanding
MTR: Marginal Tax Rate
NIST: National Institute of Standards and Technology
OCONUS: Outside the Continental United States
OGE: Office of Government Ethics
OMB: Office of Management and Budget
PCS: Permanent Change of Station
PDS: Permanent Duty Station
PIN: Personal Identification Number
POV: Privately Owned Vehicle
PTA: Prepaid Ticket Advice
PDTATAC: Per Diem, Travel and Transportation Allowance Committee
Q&A: Question and Answer
RIT: Relocation Income Tax
SES: Senior Executive Service
TCS: Temporary Change of Station
TDY: Temporary Duty
TMC: Travel Management Center
TMS: Travel Management System
TQSE: Temporary Quarters Subsistence Expenses
U.S.C.: United States Code
VA: Department of Veterans Affairs
WAE: When Actually Employed
WTA: Withholding Tax Allowance

    Dated: March 19, 1998.
David J. Barram,
Administrator of General Services.
[FR Doc. 98-7725 Filed 3-31-98; 8:45 am]
BILLING CODE 6820-34-P