[Federal Register Volume 67, Number 178 (Friday, September 13, 2002)]
[Rules and Regulations]
[Pages 57963-57969]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 02-22414]


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GENERAL SERVICES ADMINISTRATION

41 CFR Parts 300-3, 301-1, 301-10, 301-11, 301-12, 301-30, 301-31, 
301-50, 301-51, 301-52, 301-70, 301-71, 301-72, 301-73, 301-74, 
301-75, 302-1, 302-2, 302-3, 302-4, 302-5, 302-7 and 302-16

[FTR Amendment 108]
RIN 3090-AH61


Federal Travel Regulation (FTR); Corrections and Additions

AGENCY: Office of Governmentwide Policy, GSA.

ACTION: Final rule.

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

SUMMARY: This final rule amends the Federal Travel Regulation (FTR) by 
clarifying various provisions regarding temporary duty (TDY) travel and 
relocation allowances and makes certain grammatical corrections where 
applicable.

EFFECTIVE DATE: This final rule is effective September 13, 2002.

FOR FURTHER INFORMATION CONTACT: Jim Harte, Program Analyst, Office of 
Transportation and Personal Property at (202) 501-0483. For information 
pertaining to status or publication schedules, contact the Regulatory 
Secretariat, Room 4035, GS Bldg., 1800 F Street, NW., Washington, DC 
20405, 202-208-7312.

SUPPLEMENTARY INFORMATION:

A. Background

    This final rule amends the FTR as follows:
    [sbull] Corrects inaccurate citations and grammatical inaccuracies.
    [sbull] Section 300-3.1(v) clarifies the definition of household 
goods relating to the shipment of boats, removes the 14-foot 
restriction and allows for a boat (mounted or unmounted on a trailer) 
of reasonable size that can fit into a van to be included in household 
goods, and adds a definition for the term ``weight additive''.
    [sbull] Section 300-3.1 adds a definition for the United States.
    [sbull] Section 301-10.107 clarifies when the use of a non-contract 
city-pair fare may be used and that employees of the District of 
Columbia are not entitled to use the contract city-pair fares.
    [sbull] Section 301-10.124 clarifies that the 14-hour rule for 
determining when premium class other than first class may be authorized 
includes change of planes and any en-route stopovers.
    [sbull] Section 301-10.164 clarifies and permits the use of Amtrak 
Acela and Metroliner train service and permits the use of business 
class on Acela and Metroliner train service.
    [sbull] Section 301-11.11 question and answer revised to require 
that lodging reservations be made through agencies Travel Management 
System (TMS).
    [sbull] Clarifies that lodging taxes in foreign areas (Section 301-
11.27) and laundry and dry cleaning expenses (Section 301-11.31) for 
travel in foreign and non-foreign areas remain part of the per diem 
rates established by the Department of State and Department of Defense, 
respectively, and are not considered a separate reimbursable expense 
for travel to foreign and non-foreign areas.
    [sbull] Adds new section 301-11.32 allowing for the payment of a 
lodging expense prior to completion of travel when advance payment is 
necessary to reserve a room.
    [sbull] Section 301-12.1 clarifies that energy surcharges and 
lodging resort fees (when not optional) are considered reimbursable as 
a miscellaneous travel expense.
    [sbull] Section 301-50.3 provides that when selecting lodging 
facilities that first consideration must be given to lodging facilities 
contracted by GSA under the Federal Premier Lodging Program (FPLP).
    [sbull] Section 301-51.2 exempts employees who travel 5 times or 
less a year from the mandatory use of the Government travel charge 
card, with agency discretion to issue cards to such employees.
    [sbull] Section 301-52.4 requires that receipts must be retained 
for 6 years and 3 months.
    [sbull] Section 301-70.707 provides guidance on what agencies can 
do to reduce travel charge delinquencies.
    [sbull] Section 301-73.103 clarifies that a traveler may make 
lodging accommodations directly with a property for (a) attendance at a 
conference where a block of rooms has been set aside, and (b) lodging 
is required outside the continental United States.
    [sbull] Section 301-74.17 removes the mandatory requirement to 
contact GSA to obtain meeting or conference space in the District of 
Columbia.
    [sbull] Section 302-1.1 clarifies that relocation expenses are 
allowable for an employee who has completed a prescribed tour of duty 
and is returning to the place of actual residence for separation from 
Government service or for reassignment to the same or different 
Government agency.
    [sbull] Section 302-3.1 clarifies that the Relocation Income Tax 
Allowance is not authorized for new appointees by deleting that 
allowance from the appropriate tables.
    [sbull] Section 302-5.13 clarifies that the applicable per diem 
rate for an authorized househunting trip is the locality rate.
    [sbull] Section 302-7.20 clarifies that when a shipment of 
household goods (HHG) includes an item (e.g. boat or trailer of 
reasonable size) for which the HHG carrier assesses a weight additive, 
and the shipment exceeds the maximum weight allowance, the employee is 
responsible for all excess charges and any special packing, crating and 
handling of the weight additive item.
    [sbull] Section 302-7.200 clarifies that when an employee's HHG is 
shipped by the Government on a Bill of Lading or other shipping 
document, the Government is responsible for paying the carrier for that 
shipment even if the shipment exceeds the 18,000 maximum weight 
allowance. In such a situation the employee is indebted to the 
Government and must reimburse the agency for the excess charges 
involved.
    [sbull] Section 302-16.1 clarifies that the transportation of cats, 
dogs and other house pets are included under the Miscellaneous Expense 
Allowance.

B. Executive Order 12866

    The General Services Administration (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 final rule 
does 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 under 44 U.S.C. 501 et seq.

[[Page 57964]]

E. Small Business Regulatory Enforcement Fairness Act

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

List of Subjects in 41 CFR Parts 300-3, 301-1, 301-10, 301-11, 301-
12, 301-30, 301-31, 301-50, 301-51, 301-52, 301-70, 301-71, 301-72, 
301-73, 301-74, 301-75, 302-1, 302-2, 302-3, 302-4, 302-5, 302-7 
and 302-16

    Government employees, Travel and transportation expenses.

    For the reasons set out in the preamble 41 CFR parts 300-3, 301-1, 
301-10, 301-11, 301-12, 301-30, 301-31, 301-50, 301-51, 301-52, 301-70, 
301-71, 301-72, 301-73, 301-74, 301-75, 302-1, 302-2, 302-3, 302-4, 
302-5, 302-7, and 302-16 are amended as set forth below:
    1. 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.

PART 300-3--GLOSSARY OF TERMS

    2. Amend Sec.  300-3.1 by revising paragraph (1)(v) of the 
definition ``Household Goods (HHG)''; adding in alphabetical order, the 
definition ``Household Goods-Weight Additive''; revising the last 
sentence of the definition of Travel Management System (TMS); and 
adding in alphabetical order the definition ``United States'' to read 
as follows:


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

* * * * *
    Household Goods (HHG) * * *
    (v) Vehicles other than POVs (such as motorcycles, mopeds, jet 
skies, snowmobiles, golf carts, boats (e.g., boat, sailboat, canoe, 
skiff, rowboat, dinghies, sculls and kayak, mounted or unmounted on 
trailers) of reasonable size that can fit into a moving van.
* * * * *
    Household Goods-Weight Additive--A weight, per linear foot of a 
specific item, added to the net weight of the household goods shipment 
to compensate for the excessive van space used by the item. The item 
must be stated in the Household Goods tariff as qualifying for a weight 
additive before a charge can be assessed. Weight additives do not apply 
if an article is capable of being conveniently hand-carried by one 
person and/or transported in a standard moving carton.
* * * * *
    Travel Management System (TMS)--* * * A TMS may be an in-house 
system, a commercially available system (e.g., contract travel agency), 
or an electronically available system that provides such services as 
booking common carrier, lodging, and car rental reservations and 
ticketing as specified in 301-73.101 of this subtitle.
    United States--The 48 contiguous States, the District of Columbia 
and the States and areas defined under the term ``Non-Foreign Area.''

PART 301-1--APPLICABILITY

    3. The authority citation for 41 CFR part 301-1 continues to read 
as follows:

    Authority: 5 U.S.C. 5707.


Sec.  301-1.1  [Amended]

    4. Amend Sec.  301-1.1, in the table, in the first column under the 
heading ``An agency includes'', by removing ``5 U.S.C. 101'' and 
inserting ``5 U.S.C. 105 (except for Government-Controlled 
Corporations, i.e. mixed ownership Government Corporation as defined in 
31 U.S.C. 9101).'';

PART 301-10--TRANSPORTATION EXPENSES

    5. The authority citation for 41 CFR part 301-10 continues to read 
as follows:

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

    6. Revise the introductory paragraph of Sec.  301-10.107 and add 
notes 1 and 2 at the end of this section to read as follows:


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

    You must always use a contract city-pair fare for scheduled air 
passenger transportation service, (an Internet list of city-pairs is 
available at http://pub.fss.gsa.gov/services/citypairs), if you are a 
civilian employee of an agency (see Sec.  301-1.1 of this chapter), 
unless one or more of the following conditions exist(s):
* * * * *

    Note 1 to Sec.  301-10.107: Employees of the Government of the 
District of Columbia are not eligible to use the contract city-pair 
fares, even though they may otherwise be covered by the Federal 
Travel Regulation.


    Note 2 to Sec.  301-10.107: Department of Defense (DoD) groups 
of 21 or more passengers may request contract service on an optional 
basis. Contract carriers may, but are not required, to furnish 
service to such groups.


    7. Revise Sec.  301-10.108 to read as follows:


Sec.  301-10.108  What requirements must be met to use a non-contract 
fare?

    Before purchasing a non-contract fare--
    (a) You must--
    (1) Meet one of the requirements for exceptions listed in Sec.  
301-10.107; and
    (2) If the non-contract fare is non-refundable, restricted or has 
specific eligibility requirements, you must know or reasonably 
anticipate, based on your planned trip, that you will use the ticket.
    (b) Your agency must determine that the proposed non-contract 
transportation is practical and cost effective for the Government.

    8. Revise Sec.  301-10.111 to read as follows:


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 cost effective. Chartered aircraft are subject to the 
same rules as Government aircraft, and agencies in the executive branch 
of the Federal Government are subject to the requirements of Office of 
Management and Budget (OMB) Circular A-126 and 41 CFR part 101-37 in 
making such cost effectiveness determinations.

    9. Revise Sec.  301-10.114 to read as follows:


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 coupons, unused e-
tickets, or refund applications to your agency in accordance with your 
agency's procedures.

    10. Revise paragraph (h) of Sec. 301-10.124 to read as follows:


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

* * * * *
    (h) Where the origin and/or destination are OCONUS, and the 
scheduled flight time, including stopovers and change of planes, 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.); 
or
* * * * *


Sec.  301-10.141  [Amended]

    11. Amend Sec. 301-10.141 by removing from the first sentence 
``Sec.  301-10.143'' and adding ``Sec.  301-10.142'' in its place.

[[Page 57965]]


    12. Amend Sec. 301-10.160 by adding paragraph (d) to read as 
follows:


Sec.  301-10.160  What classes of train accommodations are available?

* * * * *
    (d) Business-class--A class of service offered on Amtrak Acela or 
Metroliner extra fare train service.

    13. Amend Sec. 301-10.164 to read as follows:


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

    You may use extra fare train service whenever your agency 
determines it is more advantageous to the Government or is required for 
security reasons. The use of the lowest class of service available on 
any AMTRAK Acela or Metroliner train service (including Acela Express) 
is deemed advantageous to the Government and no further agency approval 
is needed. On the Amtrak Acela Express or Metroliner train service, the 
lowest available class is business and on the Amtrak Regional train 
service the lowest available class of service is coach. AMTRAK Acela 
and Metroliner first-class accommodations may be authorized/approved 
only as provided in Sec.  301-10.162.

    14. Amend Sec.  301-10.302, in the table, in the second column 
under the heading ``The distance between your origin and destination 
is'', by revising the first sentence to read, ``As determined from 
aeronautical charts issued by the Federal Aviation Administration 
(FAA).''.

    15. Amend Sec. 301-10.304, by revising the table to read as 
follows:


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

* * * * *

------------------------------------------------------------------------
 Reimbursable expenses in addition    Non-reimbursable expenses included
        to mileage allowance               in the mileage allowance
------------------------------------------------------------------------
Parking fees; ferry fees; bridge,    Charges for repairs, depreciation,
 road, and tunnel fees; and           replacements, grease, oil,
 aircraft or airplane parking,        antifreeze, towage and similar
 landing, and tie-down fees.          speculative expenses, gasoline,
                                      insurance, state and Federal
                                      taxes.
------------------------------------------------------------------------

PART 301-11--PER DIEM EXPENSES

    16. The authority citation for 41 CFR part 301-11 continues to read 
as follows:

    Authority: 5 U.S.C. 5707.

    17. Revise Sec.  301-11.11 to read as follows:


Sec.  301-11.11  How do I make my lodging reservations?

    You must make your lodging reservations through your agency travel 
management system as required by part 301-50 of this chapter.

    18. Amend Sec.  301-11.26, by revising the table to read as 
follows:


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

* * * * *

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

    19. Amend Sec. 301-11.27 by adding three sentences to the end of 
the paragraph to read as follows:


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

    * * * This section is effective January 1, 1999, for CONUS 
locations and effective January 1, 2000, for non-foreign areas. For 
foreign areas, lodging taxes have not been removed from foreign per 
diem rates established by the Department of State. Separate claims for 
lodging taxes incurred in foreign areas are not allowed.

    20. Amend Sec. 301-11.31 by adding two sentences to the end of the 
paragraph to read as follows:


Sec.  301-11.31  Are laundry, cleaning and pressing of clothing 
expenses reimbursable?

    * * * Laundry and dry cleaning expenses have not been removed from 
foreign per diem rates established by the Department of State, or from 
non-foreign area per diem rates established by the Department of 
Defense. Separate claims for laundry and dry cleaning expenses incurred 
in foreign areas and non-foreign areas are not allowed.

    21. Add Sec. 301-11.32 to read as follows:


Sec.  301-11.32  May I be reimbursed for an advance room deposit in 
situations where a lodging facility requires the payment of a deposit, 
prior to the beginning of my scheduled official travel?

    Yes, your agency may reimburse you for an advance room deposit, 
when such a deposit is required by the lodging facility to secure a 
room reservation, prior to the beginning of your scheduled official 
travel. However, if you are reimbursed the advance room deposit, but 
fail to perform the scheduled official travel for reasons not 
acceptable to your agency, resulting in forfeit of the deposit, you are 
indebted to the Government for that amount and must repay it in a 
manner prescribed by your agency.

PART 301-12--MISCELLANEOUS EXPENSES

    22. The authority citation in 41 CFR part 301-12 continues to read 
as follows:

    Authority: 5 U.S.C. 5707.

    23. Amend Sec. 301-12.1, by adding an entry at the end of the table 
to read as follows:


Sec.  301-12.1  What miscellaneous expenses are reimbursable?

* * * * *

[[Page 57966]]



------------------------------------------------------------------------
                                                        Special expenses
          General expenses             Fees to obtain      of foreign
                                            money            travel
------------------------------------------------------------------------
 
                              * * * * * * *
Energy surcharge and lodging resort   ................  ................
 fee(s) (when such fee(s) is/are not
 optional)..........................
------------------------------------------------------------------------

PART 301-30--EMERGENCY TRAVEL

    24. The authority citation in 41 CFR part 301-30 continues to read 
as follows:

    Authority: 5 U.S.C. 5707.

    25. Amend Sec. 301-30.4 by revising paragraph (b) and adding 
paragraph (d) as follows:


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

* * * * *
    (b) Transportation and per diem expense for travel to an alternate 
location to receive medical treatment.
* * * * *
    (d) Transportation costs of a medically necessary attendant.

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

    26. The authority citation in 41 CFR part 301-31 continues to read 
as follows:

    Authority: 5 U.S.C. 5707.


Sec.  301-31.8  [Amended]

    27. Amend Sec. 301-31.8 by removing ``Sec. '' before ``301-10''.

PART 301-50--ARRANGING FOR TRAVEL SERVICES

    28. The authority citation in 41 CFR part 301-50 continues to read 
as follows:

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

    29. Revise Sec. 301-50.3, to read as follows:


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

    Yes, there are limits on the travel arrangements you may make for 
common carrier, commercial lodging, and car rental accommodations.
    (a) Common carrier accommodations. If your agency is a mandatory 
user of the GSA city-pair fare contract for air passenger 
transportation, you must use the contract carrier, unless you have an 
approved exemption as cited in Sec. Sec. 301-10.107 and 301-10.108 of 
this chapter.
    (b) Lodging accommodations. You should always stay in a ``fire 
safe'' facility. This is a facility that meets the fire safety 
requirements of the Hotel and Motel Fire Safety Act of 1990, as amended 
(see 5 U.S.C. 5707a). When selecting a commercial lodging facility, 
first consideration must be given to the commercial lodging facilities 
contracted by GSA under the Federal Premier Lodging Program (FPLP) that 
meet the fire safety requirements, where available, unless one or more 
of the following conditions exist. (A list of FPLP facilities may be 
found at http://policyworks.gov/perdiem). If a FPLP facility is not 
available in the location you need, your agency's designated TMS must 
provide you with a list of alternative facilities that meet the fire 
safe requirements of the Act.
    (1) There are no FPLP facilities under contract within a reasonable 
proximity of your temporary duty location;
    (2) There are no vacancies at the available FPLP facilities;
    (3) Your agency has other contractual arrangements with commercial 
lodging facilities that meet the FEMA fire safe requirements;
    (4) Your agency determines on a case-by-case basis that it is not 
practical to use FPLP facilities to meet mission requirements;
    (5) You are attending a conference with prearranged lodging 
accommodations and to ensure that the set aside rooms are used 
attendees are required to book lodging directly with the lodging 
facility; or
    (6) Your travel is OCONUS.
    (c) Rental vehicles. When authorized to use a rental vehicle under 
Sec.  301-10.450 of this chapter, you must rent a vehicle from a vendor 
that participates in the Military Traffic Management Command (MTMC) 
Government Car Rental Agreement, unless you are OCONUS, and no 
agreement is in place for your TDY location. MTMC has negotiated rental 
car agreements that include automatic unlimited mileage, collision 
damage insurance and fixed rates.

PART 301-51--PAYING TRAVEL EXPENSES

    30. The authority citation in 41 CFR part 301-51 continues to read 
as follows:

    Authority: 5 U.S.C. 5707, Subpart A is issued under the 
authority of Sec. 2, Pub. L. 105-264, 112 Stat. 2350 (5 U.S.C. 5701 
note); 40 U.S.C. 486(c).

    31. Amend Sec. 301-51.2 by removing the word ``and'' at the end of 
paragraph (j); removing the period at the end of paragraph (k) and 
inserting a semicolon in its place; removing the period at the end of 
paragraph (l) and inserting ``; and''; in its place; and adding 
paragraph (m) to read as follows:


Sec.  301-51.2  What official travel expenses and/or classes of 
employees are exempt from the mandatory use of the Government 
contractor-issued travel charge card?

* * * * *
    (m) Employees who travel 5 times or less a year. Even though 
exempt, agencies have the discretion to issue a travel charge card to 
such an employee.


Sec.  301-51.101  [Amended]

    32. Amend Sec. 301-51.101, in the introductory text, by removing 
``41 CFR 101-41.203-2'' and inserting ``41 CFR 102-118.50'' in its 
place.


Sec.  301-51.200  [Amended]

    33. Amend in Sec. 301-51.200, in paragraph (b) of the first column 
of the table, under the heading ``For'', by removing ``i.e.'' and 
inserting ``e.g.'' in its place.

PART 301-52--CLAIMING REIMBURSEMENT

    34. The authority citation in 41 CFR part 301-52 continues to read 
as follows:

    Authority: 5 U.S.C. 5707; 40 U.S.C. 486(c); Sec. 2., Pub. L. 
105-264, 112 Stat. 2350 (5 U.S.C. 5701 note).

    35. Amend Sec. 301-52.4 by removing the word ``and'' at the end of 
paragraph (b)(1); removing the period at the end of paragraph (b)(2) 
and inserting ``; and''; and adding paragraph (b)(3) to read as 
follows:


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

* * * * *
    (b) * * *
    (3) Receipts must be retained for 6 years and 3 months as 
prescribed by the National Archives and Records Administration (NARA) 
under General Records Schedule 6, paragraph 1 (http://ardor.nara.gov/grs/grs06.html).

[[Page 57967]]

PART 301-70--INTERNAL POLICY AND PROCEDURE REQUIREMENTS

    36. The authority citation in 41 CFR part 301-70 continues to read 
as follows:

    Authority: 5 U.S.C. 5707; 40 U.S.C. 486(c); Sec. 2., Pub. L. 
105-264, 112 Stat. 2350 (5 U.S.C. 5701 note).

    37. Revise Sec. 301-70.501 to read as follows:


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

    Yes, when an employee interrupts a travel assignment because of an 
incapacitating illness or injury and takes leave (annual or sick), per 
diem will be allowed, not to exceed the maximum rate for the location 
where the interruption occurs, for a reasonable period, normally not to 
exceed 14 calendar days (including fractional days) for any one period 
of absence. You may approve a longer period if justified.


Sec. Sec.  301-70.502 through 301-70.508  [Redesignated as 
Sec. Sec. 301-70.503 through 301-70.509]

    38. Redesignate Sec. Sec.  301-70.502 through 301-70.508 as 
Sec. Sec.  301-70.503 through 301-70.509.

    38a. Add a new Sec. 301-70.502 to read as follows:


Sec.  301-70.502  Are there any limitations to the payment of these 
expenses?

    Yes, there are limitations to the payment of these expenses. Per 
diem is not payable, or if paid, must be collected from the employee 
when--
    (a) The employee is confined to a hospital or medical facility that 
is within the proximity of the official duty station or that is the 
same one the employee would have been admitted to if the illness or 
injury had occurred while at the official duty station; and/or
    (b) The Government provides or reimburses the employee for 
hospitalization under any Federal statute (including hospitalization in 
a Department of Veterans Affairs (VA) medical center or military 
hospital) other than 5 U.S.C. 8901-8913 (Federal Employees Health 
Benefits program).

    38b. Revise newly fesignated Sec. 301-70.503 to read as follows:


Sec.  301-70.503  What additional emergency expenses should we allow?

    When an employee discontinues a TDY assignment before its 
completion due to an incapacitating illness or injury, you may pay--
    (a) Transportation and per diem expenses for travel to an alternate 
location to receive medical treatment;
    (b) Transportation and per diem expenses to return to the official 
station; and
    (c) Transportation costs of a medically necessary attendant.

    39. Add Sec. 301-70.708 to read as follows:


Sec.  301-70.708  What can we do to reduce travel charge card 
delinquencies?

    To reduce travel charge card delinquencies by your employees, you 
should consider implementing one or more of the following suggestions 
(this list is not comprehensive; you may adopt other appropriate 
procedures):
    (a) Agency travel program coordinators must be trained and aware of 
their responsibilities and the delinquency management tools available 
under your agreement with the travel charge card contractor (internet 
training is available for the GSA SmartPay(TM) Travel Charge 
Card at: http://fss.gsa.gov/training/transtrav.
    (b) Ensure that managers and supervisors are provided monthly 
delinquency and questionable charges report.
    (c) Periodically, but at least once a year, verify that cardholders 
are still current employees.
    (d) For inactive accounts (cards not used within 6 months, one 
year, etc., reduce card limit to $1, increase dollar limit when 
necessary.
    (e) Work with the charge card contractor to block certain high-risk 
category codes (e.g. department stores, automobile dealerships, 
specialty stores), etc.
    (f) Review ATM cash withdrawals for reasonableness and association 
with official travel.
    (g) Implement a salary offset program. (See part 301-76 of this 
chapter).
    (h) Implement split disbursement in your travel vouchering system, 
so that an employee may authorize you to make certain payments directly 
to the charge card contractor on the employee's behalf.
    (i) Refer potential fraud cases to your agency IG for 
investigation.
    (j) For some helpful do's and don'ts for travel cardholders see GSA 
publication (Card-F001) entitled ``But I didn't know * * * --Helpful 
Hints for Travel Cardholders''. This publication is available on the 
internet at http://fss.gsa.gov/services/gsa-smartpay, click on GSA 
SmartPay Agency Information, click on ``But I didn't know * * * --
Helpful Hints for Travel Cardholders''. You may print or call for 
telephone numbers listed for copies.
    (k) Ensure that employees turn in their travel charge card when 
they retire or leave the agency.

PART 301-71--AGENCY TRAVEL ACCOUNTABILITY REQUIREMENTS

    40. The authority citation for 41 CFR part 301-71 continues to read 
as follows:

    Authority: 5 U.S.C. 5707; 40 U.S.C. 486(c); Sec. 2, Pub. L. 105-
264, 112 Stat. 2350 (5 U.S.C. 5701 note).


Sec. Sec.  301-71.301 through 301-71.308  [Redesignated as 
Sec. Sec. 301-71.302 through 301-71.309]

    41. Redesignate Sec. Sec. 301-71.301 through 301-71.308 as 
Sec. Sec. 301-71.302 through 301-71.309.
    41a. Add a new Sec. 301-71.301 to read as follows:


Sec.  301-71.301  In situations where a lodging facility requires the 
payment of a deposit, may we reimburse an employee for an advance room 
deposit prior to the beginning of scheduled official travel?

    Yes, you may reimburse an employee an advance room deposit, when 
such a deposit is required by the lodging facility to secure a room 
reservation, prior to the beginning of an employee's scheduled official 
travel. However, if the employee is reimbursed the advance room 
deposit, but fails to perform the scheduled official travel for reasons 
not acceptable to the agency, resulting in the forfeit of the deposit, 
the employee is indebted to the Government and must repay that amount 
in a timely manner as prescribed by you.

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

    42. The authority citation for 41 CFR part 301-72 continues to read 
as follows:

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

    43. Amend Sec. 301-72.301 by revising paragraphs (a) and (c) to 
read as follows:


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 obtain the unused or partially used ticket from the traveler, 
issue Standard Form 1170 (SF 1170) ``Redemption of Unused Ticket'' to 
the airline and or travel agency that issued the ticket, maintain a 
suspense file to monitor the airline/travel agency refund, and record 
and deposit the airline/travel agency refund upon receipt. See 41 CFR 
102-118.145 and the U.S. Government

[[Page 57968]]

Passenger Transportation Handbook (http://fss.gsa.gov/transtrav/usgpth.pdf) for policies and procedures regarding the use of SF 1170.
* * * * *
    (c) For exchanged tickets purchased with GTRs: You must obtain the 
airline/travel agency refund application or receipt from the traveler, 
and maintain a suspense file to monitor the airline/travel agency 
refund. For additional guidance see 41 CFR 102-118.145 and the U.S. 
Government Passenger Transportation Handbook (http://fss.gsa.gov/transtrav/usgpth.pdf).
* * * * *

PART 301-73--TRAVEL PROGRAMS

    44. The authority citation for 41 CFR part 301-73 continues to read 
as follows:

    Authority: 5 U.S.C. 5707; 40 U.S.C. 486(c).
    45. Revise Sec. 301-73.102 to read as follows:


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

    Yes, you must use a TMS selected by you for all common carrier, 
lodging, and car rental accommodations to ensure compliance with the 
Hotel and Motel Fire Safety Act of 1990, as amended (see 5 U.S.C. 
5707a). A TMS, as defined in Sec.  300-3.1 of this chapter, provides 
the services required by Sec.  301-73.101 of this part. You must 
require that travelers use the TMS selected by you to make common 
carrier, lodging, and car rental reservations, unless an exemption is 
granted under Sec.  301-73.103 of this part.

    46. Revise Sec. 301-73.103 to read as follows:


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

    Yes, exceptions to this requirement may be made as follows:
    (a) An agency head, or his/her designee, may exempt certain types 
of travel arrangements from the mandatory use of the TMS. In certain 
situations, it may be impractical to make advance reservations, and 
therefore no reason exists to use a TMS.
    (b) Attending a conference where the conference sponsor has 
negotiated with one or more lodging facilities to set aside a specific 
number of rooms for conference attendees. To ensure that the set aside 
rooms are used attendees are required to book lodging directly with the 
lodging facility.
    (c) When lodging accommodations are required for travel OCONUS.

    Note to Sec.  301-73.103: Agencies may have preexisting 
contractual arrangements with a TMS, which require use of a TMS even 
though the FTR does not. Agencies must alert their employees to any 
such requirements.

PART 301-74--CONFERENCE PLANNING

    47. The authority citation for 41 CFR part 301-74 continues to read 
as follows:

    Authority: 5 U.S.C. 5707.


    48. Amend Sec. 301-74.17 by revising paragraph (b) to read as 
follows:


Sec.  301-74.17  What special rules apply when a conference is held in 
the District of Columbia?

* * * * *
    (b) It is no longer mandatory that you contact GSA for meeting or 
conference facilities in the District of Columbia. However, you are 
encouraged to contact the GSA Public Buildings Service (PBS) of the 
National Capital Region to inquire about the availability of short-term 
conference and meeting facilities in the District of Columbia. For 
additional information see the Customer Desk Guide for Real Property 
Management, Chapter 1. The Customer Desk Guide can be found on the 
worldwide web at http://www.gsa.gov/attachments/GSA_PUBLICATIONS/pub/CustomerGuidebookmarkedversion.pdf.
* * * * *

PART 301-75--PRE-EMPLOYMENT INTERVIEW TRAVEL

    49. The authority citation for 41 CFR part 301-75 continues to read 
as follows:

    Authority: 5 U.S.C. 5707.


Sec.  301-75.202  [Amended]

    50. Amend Sec. 301-75.202, in the table, in the second column under 
the heading ``You will inform the traveler'', by removing from the 
second sentence, ``41 CFR 101-41.210'' and inserting ``U.S. Government 
Passenger Transportation Handbook (http://fss.gsa.gov/transtrav/usgpth.pdf)'' in its place.

PART 302-1--GENERAL RULES

    51. The authority citation for 41 CFR part 302-1 continues to read 
as follows:

    Authority: 5 U.S.C. 5738; 20 U.S.C. 905(a).35.


    52. Amend Sec. 302-1.1 by revising paragraph (e) to read as 
follows:


Sec.  302-1.1  Who is eligible for relocation expense allowances under 
this chapter?

* * * * *
    (e) An employee returning to his/her place of residence after 
completion of a prescribed tour of duty for the purposes of separation 
from Government service or separation from the overseas assignment for 
reassignment to the same or different Government agency.
* * * * *

    53. Amend Sec. 302-1.2 by revising paragraph (d) to read as 
follows:


Sec.  302-1.2  Who is not eligible for relocation expense allowances 
under this chapter?

* * * * *
    (d) An employee of the Department of Veterans Affairs (VA) to whom 
38 U.S.C. 235 applies; or
* * * * *

PART 302-2--EMPLOYEES ELIGIBILITY REQUIREMENTS

    54. The authority citation for 41 CFR part 302-2 is revised to read 
as follows:

    Authority: 5 U.S.C. 5738; 20 U.S.C. 905(a).


    55. Amend Sec. 302-2.3 by revising the last sentence to read as 
follows:


Sec.  302-2.3  What determines my entitlements and allowances for 
relocation?

    * * * However, this does not change the requirement that all 
aspects of a relocation must be completed by the time specified in 
Sec. Sec. 302-2.7 through 30-2.11.

PART 302-3--RELOCATION ALLOWANCE BY SPECIFIC TYPE

    56. The authority citation for 41 CFR part 302-3 is revised to read 
as follows:

    Authority: 5 U.S.C. 5738; 20 U.S.C. 905(a).


    57. Amend Sec. 302-3.2 in Table A, column 1, by removing Item 6, 
and by revising Table B to read as follows:

  Table B.--Assigned to First Official Station Outside the Continental
                         United States (OCONUS)
------------------------------------------------------------------------
                                    Column 2--Relocation allowances that
  Column 1--Relocation allowances    agency has discretionary authority
 that agency must pay or reimburse           to pay or reimburse
------------------------------------------------------------------------
1. Transportation of employee &     1. Shipment of privately owned
 immediate family member(s) (part    vehicle (POV) (part 302-9 of this
 302-4 of this chapter).             chapter).

[[Page 57969]]

 
2. Per diem employee only (part     2. Temporary quarters subsistence
 302-4).                             expense (TQSE) is not authorized in
                                     a foreign area; however, you may be
                                     entitled to the following under the
                                     Department of State Standardized
                                     Regulations (Government Civilians-
                                     Foreign Areas) which is available
                                     from the Superintendent of
                                     Documents, Washington, DC 20402.
                                    (a) Foreign Transfer Allowance (FTA)
                                     (Subsistence Expense) for quarters
                                     occupied temporarily before
                                     departure from the 50 states or the
                                     District of Columbia for a official
                                     station in a foreign area incident
                                     to a permanent change of station
                                     and travel to first official
                                     station overseas.
                                    (b) Temporary quarters subsistence
                                     allowance ((TQSA) when a transfer
                                     is authorized to a foreign area.
                                    (c) The miscellaneous expense
                                     portion of the FTA is authorized
                                     incident to first official station
                                     travel to a foreign area.
3. Transportation & temporary       3. Use of relocation service
 storage of household goods (part    companies only when transfer is to
 302-7 of this chapter).             Alaska or Hawaii (part 302-12 of
                                     this chapter).
4. Extended storage of household    4. Home marketing incentives only
 goods (part 302-8 of this           when transfer is to a non-foreign
 chapter).                           OCONUS area (part 302-15 of this
                                     chapter).
------------------------------------------------------------------------

Sec.  302-3.101  [Amended]

    58. Amend Sec. 302-3.101 by revising Table A, column 2, entry ``4'' 
to read: ``4. Use of a relocation services company.''; and amending 
Table B, column 2, entry ``5'', by removing ``302-15'' and adding 
``301-15'' in its place.

PART 302-4--ALLOWANCES FOR SUBSISTENCE AND TRANSPORTATION

    59. The authority citation for 41 CFR part 302-4 continues to read 
as follows:

    Authority: 5 U.S.C. 5738; 20 U.S.C. 905(a); E.O. 11609; 36 FR 
13747; 3 CFR, 1971-1973, Comp., p. 586.


    60. Revise Sec. 302-4.200 to read as follows:


Sec.  302-4.200  What per diem rate will I receive for en route 
relocation travel within CONUS?

    Your per diem for en route relocation travel between your old and 
new official stations will be at the standard CONUS rate (see Appendix 
A of chapter 301). You will be reimbursed in accordance with Sec. Sec.  
301-11.100 and 301-11.102 of this title.

PART 302-5--ALLOWANCE FOR HOUSEHUNTING TRIP EXPENSES

    61. The authority citation for 41 CFR part 302-5 is revised to read 
as follows:

    Authority: 5 U.S.C. 5738; 20 U.S.C. 905(a); E.O. 11609, 36 FR 
13747, 3 CFR 1971-1973 Comp., p. 586.


Sec.  302-5.13  [Amended]

    62. Amend Sec.  302-5.13, in the table, in the second column under 
the heading ``You are reimbursed'', in paragraph (a), by removing `` 
part 302-4, subpart C of this chapter; or'' and inserting ``Sec. Sec.  
301-11.100 through 301-11.102 of this chapter 301; or''.


Sec.  302-5.15  [Amended]

    63. Amend Sec.  302-5.15 by removing from the first sentence ``301-
11.3(c) of this title'' and adding ``301-11.25, 301-11.306 and 301-
52.4(b) of chapter 301''; and by removing from the last sentence ``and, 
301-11.3(c) of this title'' and adding ``301-11.25, 301-11.306 and 301-
52.4(b) of chapter 301''.

PART 302-7--TRANSPORTATION AND TEMPORARY STORAGE OF HOUSEHOLD GOODS 
AND PROFESSIONAL BOOKS, PAPERS, AND EQUIPMENT (PBP&E)

    64. The authority citation for 41 CFR part 302-7 continues to read 
as follows:

    Authority: 5 U.S.C. 5738; 20 U.S.C. 905(a); E.O. 11609; 36 FR 
13747, 3 CFR 1971-1973 Comp., p. 586.


    65. Add Sec. 302-7.20 to read as follows:


Sec.  302-7.20  If my HHG shipment includes an item (e.g. boat, 
trailer, ultralight vehicle) for which a weight additive is assessed by 
the HHG carrier, am I responsible for payment?

    If your HHG shipment includes an item (e.g. boat or trailer of 
reasonable size) for which a weight additive is assessed by the HHG 
carrier (as prescribed in applicable tariffs), and your shipment 
exceeds the maximum weight prescribed in Sec.  302-7.2, you are 
responsible for all excess charges and any special packing, crating, 
and handling of the weight additive item. See Sec.  302-7.200 on how 
charges are paid and who makes the shipping arrangements.

    66. Amend Sec.  302-7.200 by adding a new sentence to the end of 
the section to read as follows:


Sec.  302-7.200  How are charges paid and who makes the arrangements 
for transporting HHG, PBP&E and temporary storage under the actual 
expense method?

    * * * If the shipment exceeds the maximum weight prescribed in 
Sec.  302-7.2, the Government will pay the total charges and the 
employee will reimburse the Government for the cost of transportation 
and other charges applicable to the excess weight.

PART 302-16--ALLOWANCES FOR MISCELLANEOUS EXPENSES


Sec.  302-16.1  [Amended]

    67. The authority citation for 41 CFR part 302-16 is revised to 
read as follows:

    Authority: 5 U.S.C. 5738; 20 U.S.C. 905(a); E.O. 11609, 36 FR 
13747, 3 CFR 1971-1973 Comp., p.586.


Sec.  302-16.1  [Amended]

    68. Amend Sec. 302-16.1, in the table in paragraph (b), under the 
heading ``Fees/Deposits'', by revising the first sentence of the last 
entry to read ``Only costs associated with dogs, cats and other house 
pets are included.''

    Dated: August 23, 2002.
Stephen A. Perry,
Administer of General Services.
[FR Doc. 02-22414 Filed 9-12-02; 8:45 am]
BILLING CODE 6820-14-P