[Federal Register Volume 64, Number 9 (Thursday, January 14, 1999)]
[Rules and Regulations]
[Pages 2432-2436]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 99-832]


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GENERAL SERVICES ADMINISTRATION

41 CFR Parts 300-2, 300-3 and 303-70

[FTR Amendment 76--1998 Edition]
RIN 3090-AG76


Federal Travel Regulation, Payment of Expenses Connected With the 
Death of Certain Employees

AGENCY: Office of Governmentwide Policy, GSA.

ACTION: Final rule.

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SUMMARY: This final rule amends the Federal Travel Regulation (FTR), 
chapter 303, provisions pertaining to payment by the government of 
expenses connected with the death of certain employees and their 
immediate family members. This amendment implements the Administrator's 
authority under 5 U.S.C. 5721-5738 and 5741-5742 to require agencies to 
pay certain expenses in connection with the death of certain employees 
and/or their immediate family members.

DATES: This final rule is effective March 1, 1999, and applies to 
payment of expenses in connection with the death of certain employees 
and their immediate family members on or after March 1, 1999.

FOR FURTHER INFORMATION CONTACT: Sandra Batton, telephone (202) 501-
1538.

SUPPLEMENTARY INFORMATION: This final rule amends FTR parts 300-2 and 
300-

[[Page 2433]]

3 to incorporate FTR chapter 303 changes and implements the 
Administrator of General Services' authority under 5 U.S.C. 5721-5738 
and 5741-5742 to require agencies to pay certain expenses in connection 
with the death of certain employees and/or their immediate family 
members.
    This final rule sets forth the allowable expenses authorized by 5 
U.S.C. 5742 for the preparation and transportation of the remains of 
certain deceased employees, for the transportation of the immediate 
family and household goods of certain deceased employees, and for the 
transportation of the remains of a member of the employee's immediate 
family who dies while residing with the employee outside the 
continental United States (CONUS) or in transit thereto or therefrom.

A. Background

    A proposed rule with request for comments was published in the 
Federal Register on August 27, 1998 (63 FR 45781). All comments 
received were considered in the formulation of the final rule. The 
Small Business Administration provided comments requesting provisions 
for reimbursement of expenses for the escort (based on religious 
beliefs) of remains, and transportation of the remains of an immediate 
family member residing within CONUS. The United States Secret Service 
provided comments requesting provisions for reimbursement of travel 
expenses for the escort of remains when the employee dies while away 
from his/her official duty station or assigned overseas in the interest 
of the government. The Administrator of General Services does not have 
authority under 5 U.S.C. 5721-5738 and 5741-5742 to authorize agencies 
to pay these expenses.
    The United States Secret Service also provided comments regarding 
extension of the time provisions of Sec. 303-70.305. These comments 
were not adopted because the General Services Administration (GSA) 
believes that the benefits provided in Sec. 303-70.305 are adequate for 
meeting the needs of the families.
    This amendment is written in the ``plain language'' style of 
regulation writing as a continuation of GSA's effort to make the FTR 
easier to understand and use. 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. Throughout these chapters, the 
pronouns ``we'', ``you'', and their variants are used to refer to the 
agency.

What are the significant changes?

    There are significant changes for payment of death-related 
expenses. The final rule:
    (a) Removes the $250 limit for preparation and transportation of 
remains to allow payment of actual costs;
    (b) Removes restrictions concerning the return of baggage;
    (c) Allows continued payment of the relocation expenses of the 
employee's immediate family when the employee dies before completion of 
relocation; and
    (d) Requires payment of allowable death-related expenses.

B. Executive Order 12866

    GSA has determined that this final rule is not a significant 
regulatory action for the purposes of Executive Order 12866 of 
September 30, 1993.

C. Regulatory Flexibility Act

    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.

D. Paperwork Reduction Act

    The Paperwork Reduction Act does not apply because the revisions do 
not impose recordkeeping or information collection requirements, or the 
collection of information from offerors, contractors, or members of the 
public which require the approval of the Office of Management and 
Budget (OMB) under 44 U.S.C. 501 et seq.

E. Small Business Reform Act

    This final rule is also exempt from congressional review prescribed 
under 5 U.S.C. 801 since it relates solely to agency management and 
personnel.

List of Subjects in 41 CFR Parts 300-2, 300-3 and 303-70

    Government employees, Travel and transportation expenses.

    For the reasons set forth in the preamble, 41 CFR parts 300-2, 300-
3 and 303-70 are amended to read as follows:

PART 300-2--HOW TO USE THE FTR

    1. The authority citation for 41 CFR part 300-2 continues to read 
as follows:

    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.

    2. Section 300-2.22 is amended by revising the table to read as 
follows:


Sec. 300-2.22  Who is subject to the FTR?

* * * * *

------------------------------------------------------------------------
                                  The employee         And the agency
             For                 provisions are        provisions are
                                  contained in          contained in
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Chapter 301,................  Subchapters A, B,     Subchapter D.
                               and C,.
Chapter 303,................  N/A.................  Subparts A, B, C, D,
                                                     E and F.
------------------------------------------------------------------------


[[Page 2434]]

PART 300-3--GLOSSARY OF TERMS

    3. The authority citation for 41 CFR part 300-3 continues to read 
as follows:

    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.

    4. Section 300-3.1 is amended by adding in alphabetical order the 
definition ``Mandatory mobility agreement'' to read as follows:


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

* * * * *
    Mandatory mobility agreement--Agreement requiring employee 
relocation to enhance career development and progression and/or achieve 
mission effectiveness.
* * * * *
    5. 41 CFR chapter 303 is amended by removing parts 303-1 and 303-2; 
and by adding new part 303-70 to read as follows:

Chapter 303--Payment of Expenses Connected With the Death of 
Certain Employees

PARTS 303-1 and 303-2--[REMOVED]

PART 303-70--AGENCY REQUIREMENTS FOR PAYMENT OF EXPENSES CONNECTED 
WITH THE DEATH OF CERTAIN EMPLOYEES

Subpart A--General Policies

Sec.
303-70.1  When must we authorize payment of expenses related to an 
employee's death?
303-70.2  Must we pay death-related expenses when the employee's 
death is not work-related?
303-70.3  Must we pay death-related expenses for an employee who 
dies while on leave, or who dies on a nonworkday while on TDY or 
stationed outside CONUS?
303-70.4  May we pay death-related expenses under this chapter if 
the same expenses are payable under other laws of the United States?

Subpart B--General Procedures

303-70.100  May we pay the travel expenses of an escort for the 
remains of the decedent?
303-70.101  Must we provide assistance in arranging for preparation 
and transportation of employee remains?

Subpart C--Allowances for Preparation and Transportation of Remains

303-70.200  What costs must we pay for preparation and 
transportation of remains?

Subpart D--Transportation of Immediate Family Members, Baggage, and 
Household Goods

303-70.300  Must we pay transportation costs to return the deceased 
employee's baggage?
303-70.301  Are there any limitations on the baggage we may 
transport?
303-70.302  When the employee dies at or while in transit to or from 
his/her official station outside CONUS, must we return the 
employee's immediate family, baggage and household goods to the 
residence or alternate destination?
303-70.303  Must we continue payment of relocation expenses for an 
employee's immediate family if the employee dies while in transit to 
his/her new duty station within CONUS?
303-70.304  Must we continue payment of relocation expenses for an 
employee's immediate family if the employee dies after reporting to 
the new duty station within CONUS, but the family was in transit to 
the new duty station or had not begun its en route travel?
303-70.305  What relocation expenses must we authorize for the 
immediate family under Secs. 303-70.303 and 303-70.304?

Subpart E--Preparation and Transportation Expenses for Remains of 
Immediate Family Members

303-70.400  When an immediate family member, residing with the 
employee, dies while the employee is stationed outside CONUS, must 
we furnish mortuary services?
303-70.401  When an immediate family member, residing with the 
employee, dies while the employee is stationed outside CONUS, must 
we pay expenses to transport the remains?
303-70.402  When an immediate family member, residing with the 
employee, dies while the employee is stationed outside CONUS, may we 
pay burial expenses?
303-70.403  When a family member, residing with the employee, dies 
while in transit to the employee's duty station outside CONUS must 
we furnish mortuary services, and/or transportation of remains?

Subpart F--Policies and Procedures for Payment of Expenses

303-70.500  Are receipts required for claims for reimbursement?
303-70.501  To whom should we make payment?

    Authority: 5 U.S.C. 5721-5738; 5741-5742; E.O. 11609, 3 CFR, 
1971-1975 Comp., p. 586.

Subpart A--General Policies


Sec. 303-70.1  When must we authorize payment of expenses related to an 
employee's death?

    When, at the time of death, the employee was:
    (a) On official travel; or
    (b) Performing official duties outside CONUS; or
    (c) Absent from duty as provided in Sec. 303-70.3; or
    (d) Reassigned away from his/her home of record under a mandatory 
mobility agreement.


Sec. 303-70.2  Must we pay death-related expenses when the employee's 
death is not work-related?

    Yes, provided the requirements in Sec. 303-70.1 are met.


Sec. 303-70.3  Must we pay death-related expenses for an employee who 
dies while on leave, or who dies on a nonworkday while on TDY or 
stationed outside CONUS?

    Yes. However, payment cannot exceed the amount allowed if death had 
occurred at the temporary duty station or at the official station 
outside CONUS.


Sec. 303-70.4  May we pay death-related expenses under this chapter if 
the same expenses are payable under other laws of the United States?

    No.

    Note to Subpart A: When an employee dies from injuries sustained 
while performing official duty, death-related expenses are payable 
under the Federal Employees' Compensation Act (FECA), 5 U.S.C. 8134. 
For further information contact the Department of Labor, Federal 
Employees' Compensation Division, 200 Constitution Avenue, NW, 
Washington, DC 20210.

Subpart B--General Procedures


Sec. 303-70.100  May we pay the travel expenses of an escort for the 
remains of the decedent?

    No.


Sec. 303-70.101  Must we provide assistance in arranging for 
preparation and transportation of employee remains?

    Yes.

Subpart C--Allowances for Preparation and Transportation of Remains


Sec. 303-70.200  What costs must we pay for preparation and 
transportation of remains?

    All actual costs including but not limited to:
    (a) Preparation of remains:
    (1) Embalming or cremation;
    (2) Necessary clothing;
    (3) A casket or container suitable for shipment to place of burial;

[[Page 2435]]

    (4) Expenses necessary to comply with local laws at the port of 
entry in the United States; and
    (b) Transportation of remains by common carrier (that is normally 
used for transportation of remains), hearse, other means, or a 
combination thereof, from the temporary duty station or official 
station outside CONUS to the employee's residence, official station, or 
place of burial, including but not limited to:
    (1) Movement from place of death to a mortuary and/or cemetery;
    (2) Shipping permits;
    (3) Outside case for shipment and sealing of the case if necessary;
    (4) Removal to and from the common carrier; and
    (5) Ferry fares, bridge tolls, and similar charges.

    Note to Sec. 303-70.200: Costs for an outside case are not 
authorized for transportation by hearse. Costs for transportation by 
hearse or other means cannot exceed the cost of common carrier (that 
is normally used for transportation of remains). Transportation 
costs to the place of burial cannot exceed the actual cost of 
transportation to the employee's residence.

Subpart D--Transportation of Immediate Family Members, Baggage, and 
Household Goods


Sec. 303-70.300  Must we pay transportation costs to return the 
deceased employee's baggage?

    Yes, you must pay transportation costs to return the deceased 
employee's baggage to his/her official duty station or residence. 
However, you may not pay insurance of or reimbursement for loss or 
damage to baggage.


Sec. 303-70.301  Are there any limitations on the baggage we may 
transport?

    Yes. You may only transport government property and the employee's 
personal property.


Sec. 303-70.302  When the employee dies at or while in transit to or 
from his/her official station outside CONUS, must we return the 
employee's immediate family, baggage and household goods to the 
residence or alternate destination?

    Yes. However, your agency head or his/her designated representative 
must approve the family's election to return to an alternate 
destination, and the allowable expenses cannot exceed the cost of 
transportation to the decedent's residence. Travel and transportation 
must begin within one year from the date of the employee's death. A 
one-year extension may be granted if requested by the family prior to 
the expiration of the one-year limit.


Sec. 303-70.303  Must we continue payment of relocation expenses for an 
employee's immediate family if the employee dies while in transit to 
his/her new duty station within CONUS?

    Yes, if the immediate family chooses to continue the relocation, 
you must continue payment of relocation expenses for the immediate 
family if the immediate family was included on the employee's 
relocation travel orders. (See Sec. 303-70.305.)


Sec. 303-70.304  Must we continue payment of relocation expenses for an 
employee's immediate family if the employee dies after reporting to the 
new duty station within CONUS, but the family was in transit to the new 
duty station or had not begun its en route travel?

    Yes, if the immediate family chooses to continue the relocation, 
you must continue payment of relocation expenses for the immediate 
family if the immediate family was included on the employee's 
relocation travel orders. (See Sec. 303-70.305.)


Sec. 303-70.305  What relocation expenses must we authorize for the 
immediate family under Sec. Sec. 303-70.303 and 303-70.304?

    When the immediate family chooses to continue the relocation, the 
following expenses must be authorized:
    (a) Travel to the new duty station; or
    (b) Travel to an alternate destination, selected by the immediate 
family, not to exceed the remaining constructive cost of travel to the 
new duty station.
    (c) Temporary quarters not to exceed 60 days, to be paid at the per 
diem rate for an unaccompanied spouse and immediate family.
    (d) Shipment of household goods to the new or old duty station, or 
to an alternate destination selected by the immediate family. However, 
the cost may not exceed the constructive cost of transportation between 
the old and the new duty stations.
    (e) Storage of household goods not to exceed 90 days.
    (f) Reimbursement of real estate expenses incident to the 
relocation.
    (g) Shipment of POV to the new or old duty station, or to an 
alternate destination, selected by the immediate family. However, the 
cost may not exceed the constructive cost of transportation between the 
old and the new duty stations.

Subpart E--Preparation and Transportation Expenses for Remains of 
Immediate Family Members


Sec. 303-70.400  When an immediate family member, residing with the 
employee, dies while the employee is stationed outside CONUS, must we 
furnish mortuary services?

    Yes, if requested by the employee and when:
    (a) Local commercial mortuary facilities or supplies are not 
available; or
    (b) The cost of available mortuary facilities or supplies are 
prohibitive as determined by your agency head.

    Note to Sec. 303-70.400: The employee must reimburse you for all 
furnished mortuary facilities and supplies.


Sec. 303-70.401  When an immediate family member, residing with the 
employee, dies while the employee is stationed outside CONUS, must we 
pay expenses to transport the remains?

    Yes, if requested by the employee, payment must be made to 
transport the remains to the residence of the immediate family member. 
The employee may elect an alternate destination, which must be approved 
by your agency head or his/her designated representative. In that case, 
the allowable expenses cannot exceed the cost of transportation to the 
decedent's residence.


Sec. 303-70.402  When an immediate family member, residing with the 
employee, dies while the employee is stationed outside CONUS, may we 
pay burial expenses?

    No.


Sec. 303-70.403  When a family member, residing with the employee, dies 
while in transit to the employee's duty station outside CONUS must we 
furnish mortuary services, and/or transportation of remains?

    You must furnish transportation if requested by the employee. You 
must follow the guidelines in Sec. 303-70.401 for transportation 
expenses. You must furnish mortuary services only if the conditions in 
Sec. 303-70.400 are met.

Subpart F--Policies and Procedures for Payment of Expenses


Sec. 303-70.500  Are receipts required for claims for reimbursement?

    Yes.


Sec. 303-70.501  To whom should we make payment?

    You should pay:
    (a) The person performing the service; or
    (b) Reimburse the person who made the original payment.

[[Page 2436]]

    Dated: January 6, 1999.
David J. Barram,
Administrator of General Services.
[FR Doc. 99-832 Filed 1-13-99; 8:45 am]
BILLING CODE 6820-34-P