[Federal Register Volume 68, Number 51 (Monday, March 17, 2003)]
[Rules and Regulations]
[Pages 12602-12610]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 03-6126]


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GENERAL SERVICES ADMINISTRATION

41 CFR Part 300-2 and Chapter 304

[FTR Amendment 2003-02]
RIN 3090-AE19


Federal Travel Regulation; Payment of Travel Expenses From a Non-
Federal Source

AGENCY: Office of Governmentwide Policy, Travel Management Policy 
Division, GSA.

ACTION: Final rule.

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SUMMARY: This final rule amends the Federal Travel Regulation (FTR), 
Chapter 304 for payment of travel expenses from a non-Federal source. 
This final rule permits after-the-fact agency acceptance of some 
payments from a non-Federal source for travel expenses to a meeting.

DATES: This final rule is effective June 16, 2003, and applies to 
payment of expenses from a non-Federal source on or after June 16, 
2003.

FOR FURTHER INFORMATION CONTACT: Umeki Thorne, Program Analyst, 
telephone (202) 208-7636 for clarification of content. For status or 
publication schedules, contact the Regulatory and Federal Assistance 
Publications Division, Room 4035 GS Building, Washington, DC 20405, at 
(202) 208-7312.

SUPPLEMENTARY INFORMATION

A. Background

    This final rule revises Interim Rule 3 published in the Federal 
Register at 56 FR 9878, March 8, 1991, and Interim Rule 4 published at 
57 FR 53283, November 9, 1992.
    This final rule sets forth allowable expenses authorized under 31 
U.S.C. 1353 and 5 U.S.C. 5701-5709 to allow agencies the acceptance of 
payment from a non-Federal source for travel expenses and under the 
authority of 5 U.S.C. 4111(b) to accept payment for the reduction in 
meetings and training allowances. A proposed rule with request for 
comment was published in the Federal Register at 66 FR 22491, May 4, 
2001. During the 60-day comment period, GSA received comments from 
eight Federal agencies. GSA carefully reviewed each comment. Changes 
based on comments received have been grouped by sections of the 
proposed rule and subject area and are discussed in the following 
general analysis.

Section 304-2.1 What Definitions Apply to This Chapter?

    Section 304-2.1 sets the definitions of terms for this chapter. One 
Federal agency commented that the word ``definition'' should be 
replaced with the word ``term''. GSA is not persuaded that this change 
is needed. Therefore, the word ``definition'' remains unchanged. One 
Federal agency commented that under the definition of ``meeting(s) or 
similar functions'' there is no distinction between events essential to 
an agency's mission and those merely in furtherance of that mission's 
needs. GSA has considered this comment and has added a parenthetical 
within this definition to adequately describe a distinction that 
remains fundamental to the interpretation of 31 U.S.C. 1353. Under the 
definition of ``meeting(s) or similar functions'', this term is not 
intended to encompass long-term temporary duty or training travel.

[[Page 12603]]

Section 304-3.8 Must I Adhere to the Provisions of the Fly America Act 
When I Receive Air Transportation to a Meeting Furnished or Paid by a 
Non-Federal Source?

    Section 304-3.8 exempts air transportation paid by a non-Federal 
source from the requirements of the Fly America Act (Act). One Federal 
agency commented that this section implies that an employee will have a 
working knowledge of the Act's requirements and that the explanation of 
the Act is confusing. GSA appreciates this comment. Although Sec.  304-
3.8 exempts air transportation paid by a non-Federal source from the 
requirements of the Fly America Act, additional language has been 
inserted within the answer of this section to address where an employee 
may find the regulations implementing the Fly America Act.

Section 304-3.11 Am I Limited to the Maximum Subsistence Allowances 
(per Diem or Actual Expense) Prescribed in Applicable Travel 
Regulations for Travel Expenses Paid by a Non-Federal Source?

    Section 304-3.11 generally limits payment of travel expenses by a 
non-Federal source to the maximum subsistence allowances prescribed in 
the Federal Travel Regulation, or other applicable governmentwide 
travel entitlement for military and foreign service personnel. One 
Federal agency recommended that this policy also include conference 
lodging as a form of subsistence allowance. GSA agrees with this 
comment and has modified Sec.  304-3.11 to include conference lodging 
as a form of maximum subsistence allowance for travel expenses paid by 
a non-Federal source.

Section 304-3.13 After I Begin Travel to a Meeting, What Should I Do If 
a Non-Federal Source Offers To Pay for One or More of My Travel 
Expenses Without My or My Agency's Prior Knowledge?

    Section 304-3.13 of the proposed rule permits after-the-fact agency 
acceptance of payment from a non-Federal source for travel expenses to 
a meeting under certain circumstances.
    Four comments were received from Federal agencies regarding after-
the-fact authorization for acceptance of travel expenses. Comments from 
two Federal agencies are in approval of and appreciate this policy 
change. One Federal agency questions the reason for this policy change. 
One Federal agency opposes this policy change and recommended that this 
section be removed. GSA carefully reviewed these comments. The 
inclusion of this policy change will allow Federal employees the 
flexibility to accept payment from a non-Federal source only when the 
limited conditions under Sec.  304-3.13 are met. Therefore, this policy 
change remains as published in the proposed rule.
    In addition, one Federal agency commented that Sec. Sec.  304-
3.13(b)(3) and (4) should be revised and combined to specifically 
inform employees that they are subject to penalties specified in Sec.  
304-3.18 if they are not in compliance with the requirements of 
Sec. Sec.  304-3.13(a) and 304-3.13(b). GSA considered this comment, 
and for better clarification has replaced Sec.  304-3.13(b)(4) under a 
separate section as Sec.  304-3.13(c).

Section 304-3.14 May a Non-Federal Source Pay for My Spouse to 
Accompany Me to a Meeting?

    Section 304-3.14 establishes the conditions under which an agency 
may pay for a spouse to accompany an employee to a meeting. One Federal 
agency commented that this section omitted a current condition that 
determined when a spouse's attendance at a meeting may be in the 
interest of the agency. GSA inadvertently omitted this requirement and 
has thereby revised Sec.  304-3.14 to include this requirement.

Section 304-3.19 Are There Other Situations When I May Accept Payment 
From a Non-Federal Source for My Travel Expenses and Sec.  304-4.3 
Under What Other Authority May We Accept Payment For Travel Expenses 
From a Non-Federal Source?

    This part 304 includes new language in Sec. Sec.  sections 304-3.19 
and 304-4.3 to clarify the distinction between the authority for an 
agency to accept payment for travel and related expenses to a meeting 
as defined in this part versus the authority for an employee to accept 
free attendance at a widely attended gathering under 5 CFR 
2635.204(g)(2). We made this change in consultation with the Office of 
Government Ethics because of concerns that the widely attended 
gathering authority might be used to avoid the reporting requirements 
of this part 304. For travel to a meeting, part 304 is the only 
authority agencies may use to accept payment from a non-Federal source. 
There may be cases where the widely attended gathering authority could 
be used while an employee is on official travel. For example, when an 
agency accepts payment from a non-Federal source or pays for an 
employee's travel to attend a meeting, any event for which the widely 
attended gathering authority is used must be separate from the meeting. 
This is true regardless of whether the agency uses part 304 authority 
to accept travel expenses or the agency pays the travel expenses 
itself.
    In addition to the distinction as to whether the employee is 
traveling to a meeting, or is attending a separate event, part 304 and 
the widely attended gathering authorities also differ in that use of 
the part 304 acceptance authority is appropriate when the employee is 
on official travel and performing an official function. By contrast, 
the rules governing widely attended gatherings state, ``For employees 
subject to a leave system, attendance at the event shall be on the 
employee's own time, or if authorized by the employee's agency, on 
excused absence pursuant to applicable guidelines for granting such 
absence, or otherwise without charge to the employee's leave account.'' 
(5 CFR 2635.204(g)(2)). Another distinction to note is that travel 
expenses may not be accepted under the widely attended gatherings 
exception. (5 CFR 2635.204(g)(4)).

Section 304-6.4 What Form Must We Use To Report Payments Received by 
the Agency From Non-Federal Sources?

    Section 304-6.4 requires an agency head or designee to submit 
Standard Form (SF) 326, Semiannual Reports of Payments Accepted from a 
Non-Federal source. One Federal agency commented that the current 
policy does not mandate the requirement of this form and that the 
Office of Government Ethics (OGE) currently accepts an internal agency 
form that includes all of the information required by Sec.  304-6.4. 
GSA appreciates this comment. It is not GSA's intent to make a 
significant substantive policy change through the required use of SF 
326. Section 304-6.4 has been modified to allow agencies the ability to 
request an exemption from the use of SF 326 through OGE.

Section 304-6.6 How Do We Determine the Value of Payments in Kind That 
Are To Be Reported on SF 326?

    Section 304-6.6 tells agencies how to determine the value of 
payments in kind for reporting on SF 326. One Federal agency commented 
that Sec.  304-6.6(e) should include a statement that where a 
commercial rate is not available all employees must report the maximum 
lodging rate for the per diem locality where the meeting is held as 
established by GSA for CONUS, Department of Defense for OCONUS, and 
Department of State for foreign locations. GSA considered this comment 
as appropriate and has amended Sec.  304-6.6(e) accordingly.

[[Page 12604]]

Section 304-9.4 What If the Employee Is Compensated by a Donor and by 
Us for the Same Expenses?

    One Federal agency commented that in the answer to this question 
employees should be informed of The Federal Claims Collection Standards 
which provides detailed guidance regarding Governmentwide debt 
collection policies and procedures. GSA has considered this comment and 
has modified Sec.  304-9.4 accordingly.
    This final rule is written in the ``plain language'' style of 
regulation writing as a continuation of the General Services 
Administration's (GSA) effort to make the FTR easier to understand and 
use. Questions are in the first person, and answers are in the second 
person. GSA uses a ``we'' and ``you'' question when referring to an 
agency, and an ``I'' and ``you'' question when referring to the 
employee. However, the rules stated in either section apply to both the 
employee and agency. Another example of GSA's implementation of plain 
language is the use of the term ``meeting'' throughout this part 
instead of the phrase ``meeting(s) or similar functions.'' This change 
is indicated in the definition of ``meeting(s) or similar functions'' 
and no substantive change is intended by this change.

B. Significant Changes

    The final rule permits after-the-fact agency acceptance of some 
payments from a non-Federal source for travel expenses to a meeting 
under the provisions prescribed in Sec.  304-3.13.

C. 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.

D. 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.

E. 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.

F. Small Business Regulatory Enforcement Fairness 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 Part 300-2 and Chapter 304

    Government employees, Travel and transportation expenses.

    Dated: December 16, 2002.
Stephen A. Perry,
Administrator of General Services.

    For the reasons set forth in the preamble, GSA amends 41 CFR part 
300-2 and chapter 304 as follows:

CHAPTER 300--GENERAL

PART 300-2--HOW TO USE THE FTR

    1. The authority citation for 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. 121(c); 49 U.S.C. 40118; 
E.O. 11609, 1971-1975 Comp. p.586.


    2. Amend Sec.  300-2.22 by revising the table to read as follows:


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

* * * * *

----------------------------------------------------------------------------------------------------------------
                                          The employee
                For                   provisions contained        And the agency provisions are contained in
                                               in
----------------------------------------------------------------------------------------------------------------
Chapter 301........................  Subchapters A, B, and   Subchapter D.
                                      C.
Chapter 302........................  Subchapters A, B, C,    Subchapters A, B, C, D, E, and F.
                                      D, E, and F.
Chapter 303........................  N/A...................  Part 303-70.
Chapter 304........................  Subchapter A..........  Subchapters B and C.
----------------------------------------------------------------------------------------------------------------


    3. Revise Chapter 304 to read as follows:

Chapter 304--Payment of Travel Expenses From a Non-Federal Source

Subchapter A--Employee's Acceptance of Payment From A Non-Federal 
Source for Travel Expenses

Part

304-1 Authority
304-2 Definitions
304-3 Employee responsibility

Subchapter B--Agency Requirements

304-4 Authority
304-5 Agency responsibilities
304-6 Payment guidelines

Subchapter C--Acceptance of Payment for Training

304-7 Authority/applicability
304-8 Definitions
304-9 Contributions and awards

Subchapter A--Employee's Acceptance of Payment From a Non-Federal 
Source for Travel Expenses

PART 304-1--AUTHORITY

Sec.
304-1.1 To whom do the pronouns ``I'', ``you'', and their variants 
refer throughout this part?
304-1.2 Under what authority may I accept payment of travel expenses 
from a non-Federal source?

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


Sec.  304-1.1  To whom do the pronouns ``I'', ``you'', and their 
variants refer throughout this part?

    Use of pronouns ``I'', ``you'', and their variants throughout this 
part refers to the employee.


Sec.  304-1.2  Under what authority may I accept payment of travel 
expenses from a non-Federal source?

    Under the authority of this part and 31 U.S.C. 1353, you may accept 
payment of travel expenses from a non-Federal source on behalf of your 
agency, but not on behalf of yourself, when specifically authorized to 
do so by your agency and only for official travel to a meeting. Except 
as provided in Sec.  304-3.13 of this subchapter, your agency must 
approve acceptance of such payments in advance of your travel.

PART 304-2--DEFINITIONS

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


Sec.  304-2.1  What definitions apply to this chapter?

    The following definitions apply to this chapter:
    Employee means an appointed officer or employee of an executive 
agency as defined in 5 U.S.C. 105, including a

[[Page 12605]]

special Government employee as defined in 18 U.S.C. 202, or an expert 
or consultant appointed under the authority of 5 U.S.C. 3109.
    Meeting(s) or similar functions (meeting) means a conference, 
seminar, speaking engagement, symposium, training course, or similar 
event that takes place away from the employee's official station. 
``Meeting'' as defined in this chapter does not include a meeting or 
other event required to carry out an agency's statutory or regulatory 
functions (i.e., a function that is essential to an agency's mission) 
such as investigations, inspections, audits, site visits, negotiations 
or litigation. ``Meeting'' also does not include promotional vendor 
training or other meetings held for the primary purpose of marketing 
the non-Federal sources products or services, or long term TDY or 
training travel. A meeting need not be widely attended for purposes of 
this definition and includes but is not limited to the following:
    (1) An event where the employee will participate as a speaker or 
panel participant focusing on his/her official duties or on the 
policies, programs or operations of the agency.
    (2) A conference, convention, seminar, symposium or similar event 
where the primary purpose is to receive training other than promotional 
vendor training, or to present or exchange substantive information of 
mutual interest to a number of parties.
    (3) An event where the employee will receive an award or honorary 
degree, which is in recognition of meritorious public service that is 
related to the employee's official duties, and which may be accepted by 
the employee consistent with the applicable standards of conduct 
regulations.
    Non-Federal source means any person or entity other than the 
Government of the United States. The term includes any individual, 
private or commercial entity, nonprofit organization or association, 
international or multinational organization (irrespective of whether an 
agency holds membership in the organization or association), or 
foreign, State or local government (including the government of the 
District of Columbia).
    Payment means a monetary payment from a non-Federal source to a 
Federal agency for travel, subsistence, related expenses by check or 
other monetary instrument payable to the Federal agency (i.e., 
electronic fund transfer (EFT), money order, charge card, etc.) or 
payment in kind.
    Payment in kind means transportation, food, lodging, or other 
travel-related services provided by a non-Federal source instead of 
monetary payments to the Federal agency for these services. Payment in 
kind also includes waiver of any fees that a non-Federal source 
normally collects from meeting attendees (e.g., registration fees).
    Travel, subsistence, and related expenses (travel expenses) means 
the same types of expenses payable under chapter 301 of this title, the 
Foreign Affairs Manual (FAM), and the Joint Travel Regulations (JTR) 
for transportation, food, lodging or other travel-related services for 
official travel (e.g., baggage expenses, services of guides, drivers, 
interpreters, communication services, hire of conference rooms, lodging 
taxes, laundry/dry cleaning, taxi fares, etc). These expenses also 
include conference or training fees (in whole or in part), as well as 
benefits that cannot be paid under the applicable travel regulations, 
but which are incident to the meeting, provided in kind, and made 
available by the meeting sponsor(s) to all attendees. For example, this 
definition as applied to this chapter would allow an employee or spouse 
to attend a sporting event hosted by the sponsor(s) in connection with 
the meeting that is available to all participants. However, it would 
not allow the employee to accept tickets to a professional sporting 
event, concert or similar event, for use at a later date even if such 
tickets were given to all other participants. The Foreign Affairs 
Manual is obtainable from: Bureau of Administration, A/IM/CST/MMS/DIR, 
Room 264, U.S. Department of State, Washington, DC 20520; (202) 647-
3602. The Joint Travel Regulations are obtainable from: Superintendent 
of Documents, U.S. Government Printing Office, Washington, DC 20342-
0001, or available for downloading from the internet at http://www.dtic.mil/perdiem.

PART 304-3--EMPLOYEE RESPONSIBILITY

Subpart A--General
Sec.
304-3.1 To whom do the pronouns ``I'', ``you'', and their variants 
refer throughout this part?
304-3.2 What is the purpose of this part?
304-3.3 May my agency or I accept payment for travel expenses to a 
meeting from a non-Federal source?
304-3.4 What payments may my agency or I accept from a non-Federal 
source?
304-3.5 May I solicit payment of my travel expenses from a non-
Federal source to attend a meeting?
304-3.6 May I inform a non-Federal source of my agency's authority 
to accept payment for travel expenses to attend a meeting?
304-3.7 What must I do if I am contacted directly by a non-Federal 
source offering to pay my travel expenses to attend a meeting?
304-3.8 Must I adhere to the provisions of the Fly America Act when 
I receive air transportation to a meeting furnished or paid by a 
non-Federal source?
304-3.9 May I use premium-class other than first-class common 
carrier accommodations when a non-Federal source pays in full for my 
transportation expenses to attend a meeting?
304-3.10 May I use first-class common carrier accommodations when a 
non-Federal source pays in full for my transportation expenses to 
attend a meeting?
304-3.11 Am I limited to the maximum subsistence allowances (per 
diem, actual expense or conference lodging) prescribed in applicable 
travel regulations for travel expenses paid by a non-Federal source?
304-3.12 Must I receive advance approval from my agency before I 
perform travel paid by a non-Federal source to attend a meeting?
304-3.13 After I begin travel to a meeting, what should I do if a 
non-Federal source offers to pay for one or more of my travel 
expenses without my or my agency's prior knowledge?
304-3.14 May a non-Federal source pay for my spouse to accompany me 
to a meeting?
304-3.15 Must I provide my agency with information about any payment 
I receive on its behalf?
Subpart B--Reimbursement Claims
304-3.16 What must I submit to my agency for reimbursement when a 
non-Federal source pays all or part of my travel expenses to attend 
a meeting?
Subpart C--Reports
304-3.17 If I am required to file a confidential or public financial 
disclosure report, must I report travel payments I receive from a 
non-Federal source on that report?
Subpart D--Penalties
304-3.18 What happens if I accept a payment from a non-Federal 
source that is in violation of this part?
Subpart E--Relation to Other Authorities
304-3.19 Are there other situations when I may accept payment from a 
non-Federal source for my travel expenses?

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

Subpart A--General


Sec.  304-3.1  To whom do the pronouns ``I'', ``you'', and their 
variants refer throughout this part?

    Use of pronouns ``I'', ``you'', and their variants throughout this 
part refers to the employee.


Sec.  304-3.2  What is the purpose of this part?

    The purpose of this part is to establish Governmentwide policy and 
guidance

[[Page 12606]]

for acceptance by a Federal agency of payment for travel expenses from 
a non-Federal source for employees to attend meetings. It describes how 
such payments must be accepted by the agency for travel of agency 
employee(s) and/or his/her spouse for official Government travel. 
Except as provided in Sec.  304-3.13 of this part, advance agency 
approval is required to receive such payments.


Sec.  304-3.3  May my agency or I accept payment for travel expenses to 
a meeting from a non-Federal source?

    Yes, you or your agency may accept such a payment from a non-
Federal source, but you may only accept when your agency specifically 
authorizes such acceptance under the requirements of this part. Except 
as provided in Sec.  304-3.13 of this part, your agency must approve 
acceptance of such payment in advance of your travel.


Sec.  304-3.4  What payments may my agency or I accept from a non-
Federal source?

    You or your agency may accept payments other than cash from a non-
Federal source for all of your official travel expenses to attend a 
meeting of mutual interest, or any portion of those travel expenses 
mutually agreed upon between your agency and the non-Federal source. 
You may not accept payments for travel that is not to attend a meeting 
under this part. However, you may be able to accept payments under 
other authorities (see Sec.  304-3.19).


Sec.  304-3.5  May I solicit payment of my travel expenses from a non-
Federal source to attend a meeting?

    No, you may not solicit payment for travel expenses from a non-
Federal source to attend a meeting.


Sec.  304-3.6  May I inform a non-Federal source of my agency's 
authority to accept payment for travel expenses to attend a meeting?

    Yes, you or your agency may inform the non-Federal source of your 
agency's authority to accept payment for travel expenses to attend a 
meeting.


Sec.  304-3.7  What must I do if I am contacted directly by a non-
Federal source offering to pay my travel expenses to attend a meeting?

    If you are contacted directly by a non-Federal source offering to 
pay any part of your travel expenses to attend a meeting, you must 
inform your agency, so that the authorized agency official can 
determine whether to accept the payment.


Sec.  304-3.8  Must I adhere to the provisions of the Fly America Act 
when I receive air transportation to a meeting furnished or paid by a 
non-Federal source?

    No, if the payment or ticket was paid in full directly by the non-
Federal source or reimbursed to your agency by the non-Federal source, 
the provisions of the Fly America Act do not apply. (See Sec. Sec.  
301-10.131 through 301-10.143 of this title for the regulations 
implementing the Fly America Act.)


Sec.  304-3.9  May I use premium-class other than first-class common 
carrier accommodations when a non-Federal source pays in full for my 
transportation expenses to attend a meeting?

    Yes, you may use premium other than first-class common carrier 
accommodations if your agency authorizes you to do so in accordance 
with Sec.  304-5.5 of this chapter.


Sec.  304-3.10  May I use first-class common carrier accommodations 
when a non-Federal source pays in full for my transportation expenses 
to attend a meeting?

    Generally no. You may not use first-class common carrier 
accommodations unless you meet one of the criteria for first class 
travel contained in Sec. Sec.  301-10.123, 301-10.162 and 301-10.183 of 
this title and are authorized to do so by your agency in accordance 
with Sec.  304-5.6 of this chapter.


Sec.  304-3.11  Am I limited to the maximum subsistence allowances (per 
diem, actual expense, or conference lodging) prescribed in applicable 
travel regulations for travel expenses paid by a non-Federal source?

    Generally yes. Subsistence expenses are usually limited to the 
maximum subsistence allowances (per diem, actual expenses or conference 
lodging) prescribed in Chapter 301 of this title for travel in CONUS, 
by the Secretary of Defense for travel in non-foreign areas and by the 
Secretary of State for travel in foreign areas. However, acceptance of 
payment for, and when applicable, reimbursement by an agency to an 
employee and the accompanying spouse of such employee are not subject 
to the maximum per diem or actual subsistence expense rates when 
traveling in CONUS or in non-foreign areas under the following 
conditions:
    (a) The non-Federal source pays the full amount of the subsistence 
expense, as authorized by your agency; and
    (b) The subsistence expense paid by the non-Federal source is 
comparable in value to that offered to or purchased by other meeting 
attendees; and
    (c) Your agency has approved acceptance of payment from the non-
Federal source prior to your travel; if your agency has not approved 
any acceptance from the non-Federal source, you may not exceed the 
maximum allowances. See Sec.  304-3.13.

    Note: The maximum subsistence allowances established by the 
Secretary of State for travel to foreign areas may not be exceeded.

Sec.  304-3.12  Must I receive advance approval from my agency before I 
perform travel paid by a non-Federal source to attend a meeting?

    Yes, you must receive advance approval from your agency before 
performing travel paid by a non-Federal source to attend a meeting 
except as provided in Sec.  304-3.13.


Sec.  304-3.13  After I begin travel to a meeting, what should I do if 
a non-Federal source offers to pay for one or more of my travel 
expenses without my or my agency's prior knowledge?

    (a) If your agency has already authorized acceptance of payment for 
some of your travel expenses for that meeting from a non-Federal 
source, then you may accept on behalf of your agency, payment for any 
of your additional travel expenses from the same non-Federal source as 
long as--
    (1) The expenses paid or provided in kind are comparable in value 
to those offered to or purchased by other similarly situated meeting 
attendees; and
    (2) Your agency did not decline to accept payment for those 
particular expenses in advance of your travel.
    (b) If your agency did not authorize acceptance of any payment from 
a non-Federal source prior to your travel, then--
    (1) You may accept, on behalf of your agency, payment from a non-
Federal source as authorized in this section--
    (i) Only the types of travel expenses that are authorized by your 
travel authorization (i.e., meals, lodging, transportation, but not 
recreation or other personal expenses); and
    (ii) Only travel expenses that are within the maximum allowances 
stated on your travel authorization (e.g., if your travel authorization 
states that you are authorized to incur lodging expenses up to $100 per 
night, you may not accept payment from the non-Federal source for a 
$200 per night hotel room);
    (2) You must request your agency's authorization for acceptance 
from the non-Federal source within 7 working days after your trip ends; 
and
    (3) If your agency does not authorize acceptance from the non-
Federal source, your agency must either--
    (i) Reimburse the non-Federal source for the reasonable 
approximation of the market value of the benefit provided,

[[Page 12607]]

not to exceed the maximum allowance stated on your travel 
authorization; or
    (ii) Require you to reimburse the non-Federal source that amount 
and allow you to claim that amount on your travel claim for the trip.
    (c) If you accept payment from a non-Federal source for travel 
expenses in violation of paragraph (a) or paragraph (b) of this 
section, you may be subject to the penalties specified in Sec.  304-
3.18.


Sec.  304-3.14  May a non-Federal source pay for my spouse to accompany 
me to a meeting?

    Yes, a non-Federal source may pay for your spouse to accompany you 
when it is in the interest of and authorized in advance by your agency. 
All limitations and requirements of this part apply to the acceptance 
of payment from a non-Federal source for travel expenses and/or agency 
reimbursement of travel expenses for your accompanying spouse. Your 
agency may determine that your spouse's presence at an event is in the 
interest of the agency if your spouse will--
    (a) Support the mission of your agency or substantially assist you 
in carrying out your official duties;
    (b) Attend a ceremony at which you will receive an award or 
honorary degree; or
    (c) Participate in substantive programs related to the agency's 
programs or operations.


Sec.  304-3.15  Must I provide my agency with information about any 
payment I receive on its behalf?

    Yes. Your agency must submit to the U.S. Office of Government 
Ethics (OGE) a semiannual report (SF 326) of all payments it accepts 
under this part. You must be prepared to give your agency the 
information it needs in order to submit its report.

Subpart B--Reimbursement Claims


Sec.  304-3.16  What must I submit to my agency for reimbursement when 
a non-Federal source pays all or part of my travel expenses to attend a 
meeting?

    You must submit a travel claim listing all allowable travel 
expenses that you incurred which were not paid in kind by a non-Federal 
source. Do not claim travel expenses that were furnished in kind by a 
non-Federal source. Your reimbursement is limited to the types of 
expenses authorized in Chapter 301 of this title or analogous 
provisions of the Joint Travel Regulations or Foreign Affairs Manual. 
Reimbursement from your agency for expenses will not in any case exceed 
the amount of the expenses you incur. Such reimbursement will also 
adhere to established regulatory limitations except where your agency 
accepts payments under Sec. Sec.  304-5.4, 304-5.5 or 304-5.6 of this 
chapter.

Subpart C--Reports


Sec.  304-3.17  If I am required to file a confidential or public 
financial disclosure report, must I report travel payments I receive 
from a non-Federal source on that report?

    Generally, no. As long as payments you receive from a non-Federal 
source are made to or on behalf of your agency, you are not required to 
report them as gifts on any confidential or public disclosure report 
you are personally required to file pursuant to law or Office of 
Government Ethics (OGE) regulations (5 CFR part 2634). However, you may 
be required to report any such payments that you and/or your 
accompanying spouse receive on your own behalf, rather than on the 
agency's behalf, pursuant to other reporting requirements (e.g., those 
required by the Ethics in Government Act of 1978).

    Note: The confidential financial disclosure report is OGE Form 
450 and the public financial disclosure report is SF 278.

Subpart D--Penalties


Sec.  304-3.18  What happens if I accept a payment from a non-Federal 
source that is in violation of this part?

    If you accept payment from a non-Federal source in violation of 
this part--
    (a) You may be required, in addition to any other penalty provided 
by law and applicable regulations, to pay the general fund of the 
Treasury, an amount equal to any payment you accepted; and
    (b) In the case of reimbursement under paragraph (a) of this 
section, you will not be entitled to any reimbursement from the 
Government for your travel expenses that the payment was intended to 
cover.

Subpart E--Relation to Other Authorities


Sec.  304-3.19  Are there other situations when I may accept payment 
from a non-Federal source for my travel expenses?

    Yes, you may also accept payment of travel expenses from a non-
Federal source under the following authorities, in addition to this 
part:
    (a) Under 5 U.S.C. 4111 for acceptance of contributions, awards, 
and other payments from tax-exempt entities for non-Government 
sponsored training or meetings (see regulations issued by the Office of 
Personnel Management at 5 CFR part 410).
    (b) Under 5 U.S.C. 7342 for travel taking place entirely outside 
the United States which is paid by a foreign government, where 
acceptance is permitted by your agency and any regulations which may be 
prescribed by your agency.
    (c) Under 5 U.S.C. 7324(b) when payment is for travel to be 
performed for a partisan rather than an official purpose in accordance 
with the Hatch Act (5 U.S.C. 7321-7326); or
    (d) Pursuant to the applicable standards of ethical conduct 
regulations concerning personal acceptance of gifts. For example, under 
5 CFR 2635.204(e), which authorizes executive branch employees to 
accept gifts based on outside business employment relationships. (Note: 
You may also be able to accept attendance at (but not other travel 
expenses to) a widely attended gathering under 5 CFR 2635.204(g)(2) 
when the gathering is not a meeting, as defined in this part, and you 
are not attending in your official capacity.)

SUBCHAPTER B--AGENCY REQUIREMENTS

PART 304-4--AUTHORITY

Sec.
304-4.1 To whom do the pronouns ``we'', ``you'', and their variants 
refer throughout this part?
304-4.2 What is the purpose of this part?
304-4.3 Under what other authority may we accept payment for travel 
expenses from a non-Federal source?

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


Sec.  304-4.1  To whom do the pronouns ``we'', ``you'', and their 
variants refer throughout this part?

    Use of pronouns ``we'', ``you'', and their variants throughout this 
part refers to the agency.


Sec.  304-4.2  What is the purpose of this part?

    The purpose of this part is to establish Governmentwide policy and 
guidance for acceptance by a Federal agency of payment for travel 
expenses from a non-Federal source for employees to attend meetings 
under 31 U.S.C. 1353. It prescribes how such payments may be accepted.


Sec.  304-4.3  Under what other authority may we accept payment for 
travel expenses from a non-Federal source?

    You may accept payment for travel expenses to events other than 
meetings from a non-Federal source pursuant to an agency gift statute 
or similar statutory authority. However, this part 304 is the only 
authority you may use to accept (or authorize your employee to accept 
on your behalf) payment for travel expenses from a non-Federal source 
to attend a meeting. For example, you could not pay the travel expenses

[[Page 12608]]

for an employee to attend a meeting and then authorize the employee to 
use the widely attended gathering exception in 5 CFR 2635.204(g)(2) to 
accept free attendance at that same meeting. You would only be able to 
accept payment for the employee's attendance at that meeting under this 
part 304.

    Note: Employees may also be able to accept payment for travel 
expenses from non-Federal sources in their individual capacities 
under the authorities referenced in Sec.  304-3.19.

PART 304-5--AGENCY RESPONSIBILITIES

Sec.
304-5.1 When may we accept payment from a non-Federal source for 
travel to a meeting or authorize an employee to accept payment on 
our behalf?
304-5.2 Who must approve acceptance of payment from a non-Federal 
source for travel expenses to a meeting?
304-5.3 What does our approving official need to consider before 
authorizing acceptance of payment from a non-Federal source for 
travel expenses for a meeting?
304-5.4 May we authorize an employee to exceed the maximum 
subsistence allowances (per diem, actual expense, or conference 
lodging) prescribed in applicable travel regulations where we have 
authorized acceptance of payment from a non-Federal source for such 
allowances?
304-5.5 May we authorize an employee to travel by premium other than 
first-class common carrier accommodations if we accept payment in 
full from a non-Federal source for such transportation expenses?
304-5.6 May we authorize an employee to travel by first-class common 
carrier accommodations if we accept payment in full from a non-
Federal source for such transportation expenses?
304-5.7 May we authorize acceptance of payment from more than one 
non-Federal source for a single trip?

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


Sec.  304-5.1  When may we accept payment from a non-Federal source for 
travel to a meeting or authorize an employee to accept payment on our 
behalf?

    You may accept payment from a non-Federal source or authorize an 
employee and/or the employee's spouse to accept payment on your behalf 
only when-
    (a) You have issued the employee (and/or the employee's spouse, 
when applicable) a travel authorization before the travel begins;
    (b) You have determined that the travel is in the interest of the 
Government;
    (c) The travel relates to the employee's official duties; and
    (d) The non-Federal source is not disqualified due to a conflict of 
interest under Sec.  304-5.3.


Sec.  304-5.2  Who must approve acceptance of payment from a non-
Federal source for travel expenses to a meeting?

    An official at the highest practical administrative level who can 
evaluate the requirements in Sec.  304-5.3, must approve acceptance of 
such payments.


Sec.  304-5.3  What does our approving official need to consider before 
authorizing acceptance of payment from a non-Federal source for travel 
expenses for a meeting?

    (a) The approving official must not authorize acceptance of the 
payment if he/she determines that acceptance of the payment under the 
circumstances would cause a reasonable person with knowledge of all the 
facts relevant to a particular case to question the integrity of agency 
programs or operations. The approving official must be guided by all 
relevant considerations, including but not limited to the--
    (1) Identity of the non-Federal source;
    (2) Purpose of the meeting;
    (3) Identity of other expected participants;
    (4) Nature and sensitivity of any matter pending at the agency 
which may affect the interest of the non-Federal source;
    (5) Significance of the employee's role in any such matter; and
    (6) Monetary value and character of the travel benefits offered by 
the non-Federal source.
    (b) The agency official may find that, while acceptance from the 
non-Federal source is permissible, it is in the interest of the agency 
to qualify acceptance of the offered payment by, for example, 
authorizing attendance at only a portion of the event or limiting the 
type or character of benefits that may be accepted.


Sec.  304-5.4  May we authorize an employee to exceed the maximum 
subsistence allowances (per diem, actual expense, or conference 
lodging) prescribed in applicable travel regulations where we have 
authorized acceptance of payment from a non-Federal source for such 
allowances?

    (a) Generally, yes. Subsistence allowances are usually limited to 
the maximum subsistence allowances (per diem, actual expense, or 
conference lodging) prescribed in chapter 301 of this title for travel 
in CONUS, by the Secretary of Defense for travel in non-foreign areas, 
and by the Secretary of State for travel in foreign areas. However, the 
maximum subsistence allowances established by this title and by the 
Secretary of Defense may be exceeded as long as--
    (1) The non-Federal source pays the full amount of the subsistence 
expenses, at issue; and
    (2) The subsistence expense paid by the non-Federal source is 
comparable in value to that offered to or purchased by meeting 
attendees.
    (b) The maximum subsistence allowances prescribed by the Secretary 
of State for travel to foreign areas may not be exceeded.


Sec.  304-5.5  May we authorize an employee to travel by premium other 
than first-class common carrier accommodations if we accept payment in 
full from a non-Federal source for such transportation expenses?

    Yes, you may authorize an employee to travel by premium other than 
first-class common carrier accommodations as long as the--
    (a) Non-Federal source makes full payment for such transportation 
services in advance of travel; and
    (b) Transportation accommodations furnished are comparable in value 
to those offered to, or purchased by, other similarly situated meeting 
attendees.


Sec.  304-5.6  May we authorize an employee to travel by first-class 
common carrier accommodations if we accept payment in full from a non-
Federal source for such transportation expenses?

    Generally, no; however, you may authorize an employee to travel by 
first-class common carrier accommodations if the--(a) Travel meets at 
least one of the conditions in Sec. Sec.  301-10.123, 301-10.162 and 
301-10.183 of this title; and
    (b) Transportation accommodations furnished are comparable in value 
to those offered to, or purchased by, other similarly situated meeting 
attendees.


Sec.  304-5.7  May we authorize acceptance of payment from more than 
one non-Federal source for a single trip?

    Yes, you may accept payment from more than one non-Federal source 
for a single trip, as long as the total of such payments do not exceed 
the total cost of the trip.

PART 304-6--PAYMENT GUIDELINES

Subpart A--General
Sec.
304-6.1 May we accept a monetary payment in the form of cash from a 
non-Federal source?
304-6.2 What should we do if a non-Federal source does not pay the 
full cost for expenses that an employee will incur during travel?
304-6.3 What happens if an employee accepts payment from a non-
Federal source that is in violation of this part?
Subpart B--Reports
304-6.4 What form must we use to report payments received by the 
agency from non-Federal sources?

[[Page 12609]]

304-6.5 What guidelines must we follow when using the Standard Form 
(SF) 326?
Subpart C--Valuation
304-6.6 How do we determine the value of payments in kind that are 
to be reported on Standard Form (SF) 326?
304-6.7 Must we report on the Standard Form (SF) 326 any information 
that is protected from disclosure by statute?
304-6.8 Will the reports be made available for public inspection?
304-6.9 Does acceptance by OGE of the Standard Form (SF) 326 
constitute a determination by OGE that the data submitted is 
adequate or a concurrence by OGE in the agency's conflict of 
interest analysis?

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

Subpart A--General


Sec.  304-6.1  May we accept a monetary payment in the form of cash 
from a non-Federal source?

    No, you may not accept a monetary payment in the form of cash from 
a non-Federal source. Monetary payment(s) received from a non-Federal 
source must be in the form of a check or similar instrument made 
payable to the agency.


Sec.  304-6.2  What should we do if a non-Federal source does not pay 
the full cost for expenses that an employee will incur during travel?

    If you determine in advance of the employee's travel that payment 
from a non-Federal source will cover some but not all of the employee's 
allowable travel and subsistence expenses you should state on the 
employee's travel authorization that the employee will be reimbursed 
the difference between the full allowances and the payment from the 
non-Federal source. See chapter 301 of this Title, 6 Foreign Affairs 
Manual, Chapter 100, or the Joint Travel Regulations (JTR), Chapter 4, 
Parts L and Q, as applicable to determine the applicable maximum 
allowances.


Sec.  304-6.3  What happens if an employee accepts payment from a non-
Federal source that is in violation of this part?

    If an employee accepts payment from a non-Federal source in 
violation of this part--
    (a) You may require the employee, in addition to any penalty 
provided by law and applicable regulations, to pay the general fund of 
the Treasury, an amount equal to the payment so accepted; and
    (b) The employee shall not be entitled to any reimbursement from 
the Government for such expenses.

Subpart B--Reports


Sec.  304-6.4  What form must we use to report payments received by the 
agency from non-Federal sources?

    Your agency head or designee must submit Standard Form (SF) 326, 
Semiannual Report of Payments Accepted From a Non-Federal Source (fully 
completed) to report payments received from non-Federal sources. This 
applies to all payments that are more than $250 per event for an 
employee and accompanying spouse. For purposes of the $250 threshold, 
payments for an employee and accompanying spouse shall be aggregated. 
If you wish to use a form other than SF 326 to report such payments, 
you may seek permission to do so by contacting the Office of Government 
Ethics at United States Office of Government Ethics, 1201 New York 
Avenue, NW., Suite 500, Washington, DC 20005-3917.


Sec.  304-6.5  What guidelines must we follow when using the Standard 
Form (SF) 326?

    When completing the SF 326--
    (a) You must fully complete each block on SF 326 without exception 
(including payments accepted for an accompanying spouse).
    (b) You must also--
    (1) Submit the SF 326 no later than May 31 for payments received 
from the preceding October 1 through March 31;
    (2) Submit a SF 326 no later than November 30 for payments received 
from the preceding April 1 through September 30; and
    (c) Submit the SF 326 including negative reports, to: Director of 
the Office of Government Ethics (OGE), 1201 New York Avenue, NW., Suite 
500, Washington, DC 20005-3917.

Subpart C--Valuation


Sec.  304-6.6  How do we determine the value of payments in kind that 
are to be reported on Standard Form (SF) 326?

    The following should be used in the determination of the value of 
payments in kind for reporting on SF 326:
    (a) For conference, training, or similar fees waived or paid by a 
non-Federal source, you must report the amount charged other 
participants.
    (b) For transportation or lodging, you must report the cost that 
the non-Federal source paid or usually would have been charged for such 
event.
    (c) For meals or other benefits that are not provided as part of 
the transportation, lodging, or a conference, training or similar fee, 
you must report the cost to the non-Federal source or provide a 
reasonable approximation of the market value of the benefit.
    (d) For chartered, corporate or other private aircraft--
    (1) When common carrier is available, you must report the first-
class rate that would have been charged by a commercial air carrier at 
the time the event took place.
    (2) When a common carrier is not available, you must report the 
cost of chartering a similar aircraft using a commercially available 
service.
    (e) Lodging where no commercial rate is available: You must report 
the maximum lodging rate established by GSA for CONUS, Department of 
Defense for non-foreign areas and the Secretary of State for foreign 
areas. These rates are available on the Internet at the GSA Web site 
http://www.gsa.gov/perdiem, with links to the non-foreign and foreign 
area rates.


Sec.  304-6.7  Must we report on the Standard Form (SF) 326 any 
information that is protected from disclosure by statute?

    No. Information that is protected by statute from disclosure to the 
public should not be reported on the SF 326. However, if you omit 
otherwise reportable information from the SF 326 because the 
information may not be disclosed, you must notify OGE unless otherwise 
prohibited by law and, if requested by the Director of OGE, make the 
information available for inspection by an OGE employee with the 
requisite clearance.


Sec.  304-6.8  Will the reports be made available for public 
inspection?

    Yes, OGE must make any report filed by an agency under this part 
(that is not protected from disclosure by statute) available for public 
inspection and copying on the later of the following two dates:
    (a) Within 30 days after the applicable due date.
    (b) Within 30 days after the date OGE actually receives the report.


Sec.  304-6.9  Does acceptance by OGE of the Standard Form (SF) 326 
constitute a determination by OGE that the data submitted is adequate 
or a concurrence by OGE in the agency's conflict of interest analysis?

    No. OGE is responsible for making the information provided by the 
agencies available to the public. It is each agency's responsibility to 
file the accurate and complete reports and to make the appropriate 
conflict of interest analysis.

[[Page 12610]]

Subchapter C--Acceptance of Payments for Training

PART 304-7--AUTHORITY/APPLICABILITY

Sec.
304-7.1 What is the purpose of this subchapter?
304-7.2 To whom does this subchapter apply?
304-7.3 Who is exempt from this subchapter?

    Authority: 5 U.S.C. 4111(b); E.O. 11609, 36 FR 13747, 3 CFR, 
1971-1975 Comp., p. 586.


Sec.  304-7.1  What is the purpose of this subchapter?

    The purpose of this subchapter is to provide for reductions in per 
diem and other travel reimbursement when employees receive 
contributions, awards and other payments from non-Federal sources for 
training in non-Government facilities and attendance at meetings under 
5 U.S.C. 4111.


Sec.  304-7.2  To whom does this subchapter apply?

    This subchapter applies to--
    (a) Civilian officers and employees of--
    (1) Executive departments as defined in 5 U.S.C. 101;
    (2) Independent establishments as defined in 5 U.S.C. 104;
    (3) Government corporations subject to chapter 91 of title 31 
U.S.C.;
    (4) The Library of Congress;
    (5) The Government Printing Office (GPO);
    (6) The government of the District of Columbia; and
    (b) Commissioned officers of the National Oceanic and Atmospheric 
Administration.


Sec.  304-7.3  Who is exempt from this subchapter?

    The following, under 5 U.S.C. 4102 and the implementing regulation 
at 5 CFR 410.101(b), are exempt from this subchapter:
    (a) A corporation supervised by the Farm Credit Administration if 
private interests elect or appoint a member of the board of directors.
    (b) The Tennessee Valley Authority.
    (c) An individual (except a commissioned officer of the National 
Oceanic and Atmospheric Administration) who is a member of a uniformed 
service during a period in which he is entitled to pay under 37 U.S.C. 
204.
    (d) The U.S. Postal Service, Postal Rate Commission and their 
employees.

PART 304-8--DEFINITIONS

    Authority: 5 U.S.C. 4111(b); E.O. 11609, 36 FR 13747, 3 CFR, 
1971-1975 Comp., p. 586.


Sec.  304-8.1  For the purpose of this subchapter, who is a donor?

    A donor, for the purpose of this subchapter, is a non-profit 
charitable organization described by 26 U.S.C. 501(c)(3), that is 
exempt from taxation under 26 U.S.C. 501(a).

PART 304-9--CONTRIBUTIONS AND AWARDS

Sec.
304-9.1 To whom do the pronouns ``I'', ``you'', and their variants 
refer throughout this part?
304-9.2 May we allow an employee to accept contributions and awards 
pertaining to training and payments incident to attendance at 
meetings under this subchapter?
304-9.3 May we pay an employee for expenses that are fully 
reimbursed by a donor for training in a non-Government facility, or 
travel expenses incident to attendance at a meeting?
304-9.4 May we reimburse an employee for training expenses that are 
not fully paid by a donor?
304-9.5 What if the employee is compensated by a donor and by us for 
the same expenses?
304-9.6 Must we reduce an employee's reimbursement when a donor pays 
for items for which we are not authorized to reimburse the employee?
304-9.7 Must we obtain data from employees or donors for all 
expenses received?

    Authority: 5 U.S.C. 4111(b); E.O. 11609, 36 FR 13747, 3 CFR, 
1971-1975 Comp., p. 586.


Sec.  304-9.1  To whom do the pronouns ``I'', ``you'', and their 
variants refer throughout this part?

    Use of pronouns ``I'', ``you'', and their variants throughout this 
part refers to the agency.


Sec.  304-9.2  May we allow an employee to accept contributions and 
awards pertaining to training and payments incident to attendance at 
meetings under this subchapter?

    Yes, you may allow an employee to accept contributions and awards 
pertaining to training and payments incident to attendance at meetings 
when you specifically authorize them to do so in accordance with OPM 
guidelines issued under section 401(b) of Executive Order 11348 (see 5 
CFR part 410) and section 303(j) of Executive Order 11348 (3 CFR, 1966-
1970 Comp., p. 639). The OPM guidelines may be found at 5 CFR 410.501 
through 410.503.


Sec.  304-9.3  May we pay an employee for expenses that are fully 
reimbursed by a donor for training in a non-Government facility, or 
travel expenses incident to attendance at a meeting?

    No, you may not reimburse an employee for expenses that are fully 
reimbursed by a donor for training in a non-Government facility, or 
travel expenses incident to attendance at a meeting.


Sec.  304-9.4  May we reimburse an employee for training expenses that 
are not fully paid by a donor?

    Yes, you may reimburse an employee for training expenses that are 
not fully paid by a donor an amount considered sufficient to cover the 
balance of expenses to the extent authorized by law and regulation, 
including 5 U.S.C. 4109 and 5 U.S.C. 4110.


Sec.  304-9.5  What if the employee is compensated by a donor and by us 
for the same expenses?

    If you reimburse an employee for expenses that are also paid by a 
donor, you must establish and carry out policy in accordance with 5 
U.S.C. 5514 and the Federal Claims Collection Standards (31 CFR parts 
900-904) to recover any excess amount paid to the employee.


Sec.  304-9.6  Must we reduce an employee's reimbursement when a donor 
pays for items for which we are not authorized to reimburse the 
employee?

    No, when a donor pays for travel expenses that the Government is 
not authorized to pay (such as travel expenses for an employee's 
family) no reduction in reimbursement to the employee is required.


Sec.  304-9.7  Must we obtain data from employees or donors for all 
expenses received?

    Yes, you must set agency policy to ensure collection of expense 
data in such detail as you deem necessary to carry out this part.

[FR Doc. 03-6126 Filed 3-14-03; 8:45 am]
BILLING CODE 6820-24-P