Employee Travel Management

MP-1, Part II

Chapter 2

February 28, 1995

INTRODUCTION

a\. Authority. Title 5, United States Code, chapter 57, as implemented
by 41 CFR 301-304, Federal Travel Regulation, provides the authority for
the payment of travel and transportation expenses, including per diem,
of Government employees.

b\. Purpose. To implement the provisions of 41 CFR 301-304 and define
the VA Employee Travel Management program by prescribing the policy,
responsibilities, and procedures for travel of VA employees at
Government expense.

c\. Policy. Travel of VA employees shall be by the method of
transportation which will result in the greatest advantage to the
Government, cost and other factors considered. In addition, travel shall
be by the most expeditious means of transportation practical and shall
be commensurate with the nature and purpose of the duties of the
employee requiring such travel.

d\. Use. As 41 CFR 301-304 provides the mandatory regulations for the
performance of employee travel at Government expense, this directive
provides specific directions for VA employee travel. Title 41 CFR
301-304 is required for use with this directive and applicable
paragraphs are referenced for guidance when providing for VA employee
travel. Additionally , reference is made to supplemental directives
issued by VA organizational elements for the performance of travel by VA
employees under their cognizance where travel is to be made under
unusual circumstances or conditions. These directives should be
obtaine4d for use as applicable. Instructional material issued by the
Office of Administration, the Office of Finance and Information
Resources Management, should also be obtained as aids in counseling
employees performing official travel and preparing accountability
records in addition to appendixes attached hereto.

2\. RESPONSIBILITIES

a\. Office of Administration (03)

\(1\) Implements laws and regulations covering employee travel.

\(2\) Formulates and maintains continuous evaluation of Departmentwide
policies, plans, and procedures relating to employee travel management.

\(3\) Maintains liaison with General Services Administration, other
Government agencies and VA organizational elements on matters relating
to employee travel management.

b\. Office of Financial Management (047G4). Coordinates with the Office
of Administration and formulates plans, policies, systems, and
procedures and provides technical advice and assistance for the
financial management of employee travel.

c\. Veterans Benefits Administration, Foreign Services Staff (001F).
Assists employees traveling to foreign countries by providing them with
information and assistance and securing required passports.

d\. Office of Acquisition and Materiel Management (90). Coordinates with
the Office of Administration and other VA elements as necessary to
provide for the development of policies and procedures and provides
advice and assistance in the area of traffic management.

e\. Under Secretaries; Assistance Secretaries; Director, National
Cemetery System; Other Key Officials and Field Facility Directors.
Implementation of the employee travel management program within their
respective organizations. The personnel office at the releasing station
will assure that transferees are counseled by the appropriate
authorities in the Administrative and Supply activities regarding
entitlements under the regulations governing permanent duty travel as
soon as a transfer is imminent. Counseling for the shipment of household
goods will be performed by the Chief, Supply Service or Supply Depot
Chief, Transportation Section, of the releasing station. New appointees
will be counseled by the respective offices at the nearest VA station.

f\. Authorizing Officials. Expected to:

\(1\) Authorize only that official travel which is necessary for the
purpose of carrying out the mission of VA.

(2)Ensure that all such travel is performed in the most economical and
effective manner.

\(3\) Ensure that all such travel is authorized and performed consistent
with the Federal Travel Regulation, 41 CFR 301-304, and VA directives.

g\. Employee Travelers. In addition to being informed about the Federal
Travel Regulation and VA travel directives, expected to:

\(1\) Minimum costs of official travel by exercising the same care in
incurring expenses that a prudent person would exercise if traveling on
personal business and expending personal funds. Excess costs, circuitous
routes, delays, or luxury accommodations and services unnecessary or
unjustified in the performance of official business are not acceptable
under this standard. Employees will be responsible for excess costs and
any additional expenses incurred for personal preference for
convenience.

\(2\) Perform official travel correctly, pay any charges incurred
through failure to comply with the provisions of this chapter
(regardless of who may have assisted them in making travel
arrangements), and pay for the value of tickets in their possession
purchased with Government funds or through the exchange of
transportation requests.

\(3\) Keep a memorandum of expenses properly chargeable to VA funds,
noting each item when the expense is incurred and the date. The
allowable expenses will be itemized on their SF 1012. Employees may use
OF 68, Record of Travel Expenses, to maintain a record of expenses
incurred while on official travel. OF 68 is not a required document for
support of travel claims.

\(4\) Claim and obtain, where applicable, exemptions of tax imposed on
hotel accommodations in locations listed in the Federal Travel
Directory. Failure of employees to do so may result in their travel
voucher being suspended for the cost of the tax. Only certificates
issued by the locality granting the exemption may be used. Certificates
are available as listed in the Federal Travel Directory and sometimes
are available at the hotel.

\(5\) Obtain payment of penalty charges or refund coupon where the
carrier fails to provide confirmed airplane accommodations in accordance
with subparagraph 8f(6)(c ) below.

\(6\) Arrange travel as soon as possible after it is authorized in order
to secure accommodations or desired schedules and to obtain the lowest
available fares for transportation.

\(7\) Submit claim (SF 1012) for reimbursement of expenses within 5
working days upon completion of authorized travel, except that travelers
in a continuous travel status will submit vouchers currently, i.e., at
least once each month travel period exceeds 30 days.

\(8\) Provide themselves with funds for all current expenses, either by
travel advances or use of their own funds on a reimbursement basis.

\(9\) Liquidate travel advances as provided in paragraph 17f.

\(10\) Utilize excess and near-excess foreign currencies owned by the
United States for paying expenses of official travel when traveling to,
in, and from foreign countries, including payments to carriers providing
service under U.S. Government Transportation Requests and bills of
lading and for subsistence and other local expenses.

\(11\) Turn in, except as specified in subparagraphs (a) and (b) below,
to the facility travel office, any promotional material (e.g., bonus
flights, reduced-fare coupons, cash, merchandise, credit toward future
free or reduced costs of services or goods, etc.) received in connection
with official travel and based on the purchase of a ticket or other
services (e.g., car rental or hotels). (See 41 CFR 301-1.103(b),
301-3.3(d)(3)(ii)(F)) Such material is the property of the Government
and should be turned in immediately upon completion of travel. The rule
(as stated in 63 Comp. Gen. 229) is that a Federal employee must account
for any gift, gratuity, or benefit received from private sources
incident to the performance of official duty.

\(a\) Employees may accept unsolicited gifts having an aggregate market
value of \$20 or less per occasion, provided that the aggregate market
value of individual gifts received from any person (which includes a
corporation or other entity) does not exceed \$50 in a calendar year.
(See 5 CFR Part 2635.204.)

\(b\) Employee travelers may temporarily retain custody of material such
as coupons or bonus points provided that such material has no cash
redemption value and provided they are used by the traveler for the
purchase of a ticket or for other expenses for anticipated authorized
official travel. All unused coupons or bonus points must be turned in to
the appropriate official prior to their expiration date (see par.
2g(11)(c)(4). The approving official retains the authority to have all
coupons or bonus points turned in immediately upon request. Most
frequent flyer programs provide benefits such as free upgrades to first
class, membership in executive or business traveler clubs at airports,
check-cashing privileges, etc., because you are a member of the club.
Since these benefits can only be used by the employee traveler and
cannot be used by the Government, the employee may use such benefits.
See paragraphs 8f(2) and appendix A, paragraph 4a, for approval levels
for redemption of frequent traveler benefits accrued due to mileage
flown or other services (e.g., car rental or hotels) for premium-class
air accommodations.

(c ) Employees who are expected to travel an average of once a month or
more are encouraged to participate in various frequent traveler programs
offered by airlines hotels, car rental vendors, etc., in order to reduce
overall travel costs by using benefits earned through these programs for
future official travel. Employees may be reimbursed for the cost to
enter certain frequent traveler programs when entering the program which
is expected to result in a savings to the Government. Reimbursement of
the cost to enter the program may not exceed the expected amount of the
savings. Those employees travelers who join frequent flyer or other
bonus programs for official travel will observe the following:

[1]{.underline}. Participation in such programs will not be seen as a
basis for overriding the requirement to adhere to GSA programs such as
airline city-pair contracts and travel management centers for
procurement of travel arrangements.

[2]{.underline}. Participation in such programs will not relieve the
employee of the responsibility for minimizing official travel costs by
exercising the same care in incurring expenses as a prudent person would
exercise if traveling on personal business.

[3]{.underline}. Those employees who join frequent traveler programs
will use their home address on the application. The travel authorizing
will be advised in writing that the program has been joined. Receipts
will be provided when claiming reimbursement for any membership fee in
addition to a demonstration of savings derived. Travelers will include a
statement on the SF 1012 indicating that they have advised the
authorizing official of membership in a frequent flyer program and
whether they received promotional material during the trip for which the
claim is being made or that they have not received a gift, benefit, or
grant from private sources in connection with the trip.

[4]{.underline}. Employees should note that it is generally necessary to
provide the travel management center with the bonus award certification
before they can make airline reservations when using bonus points to
secure airline tickets. This is because of the various restrictions
companies place on use of the certificates. Check with the travel
management center on local procedures sufficiently early to allow for
any extra processing involved.

\(d\) Employees who participate in bonus programs and retain the
benefits for their personal use must make certain that all trips
included in the program are paid from personal funds and will establish
a separate frequent traveler account for such use. Any bonus ticket
received as a result of trips paid by both appropriated funds and
personal funds while on official travel is property of the Government
and must be turned in.

\(12\) Account for all transportation tickets, Government Transportation
Requests (GTR's), or other transportation procurement documents received
by them in connection with their official travel. If trips are canceled
or itineraries changed after tickets (or GTR's) are issued to the
traveler, the traveler is liable for the value of the tickets issued
until all ticket coupons have been used for official travel purposes or
all unused tickets or coupons are properly accounted for on the travel
voucher.

3\. GENERAL

a\. Travel Agencies. The services of travel agencies, other than GSA
contract travel agents, will not be used to secure passenger
transportation services except for group or charter arrangements as
outlined in subparagraph b below. Any field facility utilizing the
services of a GSA contract travel agent (Travel Management Center) will
notify, through their appropriate channels, the Office of Administration
(031C) of the name of the travel agent and the contract period. Any
field facility planning the use of the contract travel agency (TMC)
program will notify, through their appropriate channels, the Office of
Administration (031C) at least 1 month in advance of participation,
Title 41 CFR 301-15, Subpart A, contains policies and procedures for the
use of commercial travel agents and the establishment, control and
administration of travel management centers.

b\. Reduced Group or Charter Fares Offered by Travel Agents. Group or
charter arrangements available through travel agencies may be used by
individuals or a group of employees provided in administrative
determination has been made on a case-by-case basis before the travel
that use of the reduced group or charter fares will result in a monetary
savings to the Government and will not interfere with the conduct of
official business. If payment for such transportation cannot be made to
a carrier with a U.S. Government Transportation Request must be made to
the travel agent, the traveler shall pay for the transportation from the
traveler's funds or from a travel advance and shall obtain a receipt for
the cost of the transportation necessary in the performance of official
business which will accompany the travel voucher along with a copy of
the required administration determination. Reimbursement shall not
exceed the cost of accommodations authorized under paragraph 8d below.
The infrequent traveler, unaware of the general prohibition against the
use of travel agents, who inadvertently purchases transportation with
personal funds from a travel agent without the required advance
administrative approval, may be granted an exception on a one-time basis
and may be paid for the travel costs not to exceed the which would have
been properly chargeable to the Government if the transportation service
had been purchased directly from the carrier. In such cases, the
traveler will be advised that recurrence of such use of travel agents
will result in denial of reimbursement unless it can be demonstrated
that the traveler had no alternative.

c\. Employee Liability. Where an employee breaches an agreement to
travel before arrival at designated temporary or permanent duty station,
or if upon arrival fails, refuses, or neglects to perform assigned
mission, the employee may be required to reimburse the Government for
the actual value of the expense for such travel including per diem, if
collected. Employees possessing transportation requests or unused
tickets will surrender them to the issuing official.

d\. Reporting Arrival and Departure. Field or Central Office employees
stationed in the field arriving at Central Office will register their
arrival and departure with the Under Secretary; Assistance Secretary;
Director, National Cemetery System; or Other Key Official concerned.
Employees visiting field facilities will register their arrival and
departure with the field facility Director concerned.

e\. Travel on Official Time. Insofar as practical, travel during nonduty
hours shall not be required for an employee. When it is essential that
this be required and the employee may not be paid overtime under 5 CFR
550.112(g), the authorizing official concerned shall record the reason
for ordering travel at those hours and shall, upon request, furnish a
copy of the statement to the employee concerned.

f\. Duty Status, Travel Time, and Leave In Connection With Official
Travel. The provisions of MP-5, part I, chapter 630 and MP-5, part II,
chapter 7, will apply.

g\. Temporary Duty Travel Without Prior Authorization

\(1\) Where official travel is performed without prior authorization or
where additional time was consumed in accomplishing the travel specified
in the original authorization, the approved travel authority, amendment
of a prior authority, or approved expense reimbursement claim will be
supported by a statement on the voucher (or traveler's signed statement
attached thereto) showing the reasons why prior authorization for the
travel (or an extension of time) was not obtained.

\(2\) All travel of employees or extensions of travel time, when
approved subsequent to accomplishment, requires approval by an
authorizing or approving official. (See app. A)

\(3\) Authority for approval of unauthorized travel does not normally
constitute authority to retroactively increase or decrease a per diem or
mileage rate prescribed in a travel authority (see par. 6c(2)).

h\. Prescribed Forms for Authorizing and Controlling Employee Travel.
These are listed in appendix B.

i\. Eligibility-New Appointees. Normally the cost incurred by new
appointees for travel and moving their residence to their first duty
station will not be paid by the Government. Paragraph 13p below provides
additional information and instructions for situations in which the
Government may pay certain costs incident to such moves. Under
Secretaries; Assistant Secretaries; Director, National Cemetery System;
Chairman, Board of Veterans' Appeals; General Counsel; Inspector General
and Chairman, Board of Contract Appeals, will ensure that all new
appointees are advised of limitations on available benefits and prevent
any misinformation from being given to appointees who are not eligible
for payment of travel and transportation cost.

j\. Donation From Non-VA Sources for Official Travel to Conduct
Government Business. Donations to the agency for official travel to
conduct Government business are prohibited except in the narrowly
limited situations listed in this paragraph. Except as specifically
provided for by law, any donation for reimbursement of travel expenses
received from a private source must be deposited into the Treasury as
miscellaneous receipts. Title 18, United States Code, provides criminal
penalties for the making of, or acceptance of, contributions to or by
employees as compensation for their services as Government employees.
The relevant exceptions are listed below. Reimbursement to the employee
for travel expenses will be made in accordance with the appropriate laws
and regulations pertaining to official travel of employees as provided
in this chapter.

\(1\) Under the authority of 5 U.S.C. 4111, an organization which is
private and nonprofit as described in 26 U.S.C. 501(c )(3) and obtains
tax exempt status under 26 U.S.C. 501, may pay directly to an employee
the travel expenses associated with training or the attendance at
meetings. However, as required by 5 U.S.C. 4111 (b) and 41 CFR 304 the
amounts that otherwise would be payable by the Government on account of
the employee's travel, or for subsistence, will be reduced by the amount
of contribution or payment which is made by the private organization for
travel, subsistence or other expenses.

\(2\) Under the authority of 41 CFR Part 304-1, VA may accept payment or
payment in kind, as defined in appendix C, (or authorize an employee to
receive such payment on its behalf) from a non-Federal source, including
the government of the District of Columbia, for travel, subsistence, and
related expenses with respect to attendance of the employee in a travel
status at a meeting or similar function (sponsored or cosponsored by a
non-Federal source) relating to the official duties of the employee. VA
does not authorize acceptance of such payments by an employee or the
accompanying spouse in his/her personal capacity (see subpar. (g)).
Employees shall not solicit payment from a non-Federal source. However,
after receipt of an invitation from a non-Federal source to attend a
meeting or similar function, or in the course of discussions of an event
to be sponsored jointly by VA and the non-Federal source, VA or the
employee may inform the non-Federal source of this authority. VA may
also accept payment from a non-Federal source for an accompanying spouse
when it is determined that the spouse's presence at the meeting or
similar function is in the interest of VA. A spouse's presence at an
event may be determined to be in the interest of VA if the spouse will
support the mission of VA or substantially assist the employee in
carrying out his/her official duties; attend a ceremony at which the
employee will receive an award or honorary degree as prescribed in 41
CFR 304-1.2(c )(3); or participate in substantive programs related to
VA's programs or operations. The accompanying spouse shall not be deemed
a Government employee for any purpose other than eligibility for payment
of travel, subsistence, and related expenses. As with all other VA
employee travel, it is necessary that VA Form 3036, Travel Authority for
Temporary Duty, be issued in advance to the employee or to an
accompanying spouse or attendant who is traveling under the provisions
of this paragraph (3j).

\(a\) Under Secretaries; Assistant Secretaries; Deputy Assistant
Secretaries; Director, National Cemetery System; Other Key Officials;
and their Deputies in Central Office; and field facility Directors will
determine in advance, after consultation with the local District Counsel
or General Counsel, the propriety of accepting payment. At the time of
approval, the reporting information required in subparagraph (h) below
will be obtained.

\(b\) Payments may be accepted from multiple sources.

(c )If a meeting or similar function does not concern a subject of
mutual interest to VA and the non-Federal source, acceptance of payment
from the non-Federal source is limited to payment in kind and to the
types of services the non-Federal source generally provides; e.g., air
passenger transportation services provided by a commercial airline.

\(d\) VA may accept payment from a non-Federal source if the
consultation in paragraph (a) above determines that VA's acceptance of
payment would not cause a reasonable person with knowledge of all the
facts relevant to a particular case to question the integrity of VA
programs or operations. Questions concerning the integrity of VA's
programs include instances where circumstances make it appear that it is
the donor's intent to influence the employee or VA in future actions or
to reward the employee for past actions. In determining whether or not
VA's acceptance of travel payment would cause a reasonable person to
question the integrity of VA programs or operations, the official shall
take into account all relevant factors, including the importance of the
travel for VA, the nature and sensitivity of any matter pending at VA
affecting the interests of the non-Federal source, the significance of
the employee's role in any such matter, the identity of the non-Federal
source, the purpose of the meeting or similar function, the identity of
other expected participants, and the monetary value and character of the
travel benefits offered by the non-Federal source. The VA official may
find that, while acceptance from the non-Federal source is permissible,
it is in VA's interest 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.

\(e\) Payments, other than payments in kind (services and other benefits
for travel provided by a non-Federal source in lieu of funds paid to
VA), shall be by check or similar instrument made payable to VA. When
the acceptance of payment has been approved in advance by the designated
VA official, the employee, for his/her travel and/or that of the
accompanying spouse, when applicable, may accept payments in excess of
applicable per diem, actual expense or transportation limitations,
provided that the accommodation or other benefit furnished is comparable
in value to that offered to, or purchased by, other similarly situated
individuals attending the meeting or similar function. When the
applicable limitation will be exceeded, payment should be required in
advance of the travel. If it is determined in advance of travel that a
payment covers some but not all of the per diem costs to be incurred by
the employee (and/or the accompanying spouse when applicable). VA shall
authorize a reduced per diem rate in accordance with paragraph 9 h. Any
payment received by the employee on behalf of VA is to be submitted as
soon as practicable for credit to the appropriation applicable to such
expenses.

\(f\) The employee (and/or accompanying spouse when applicable) shall
submit on SF 1012, Travel Voucher, all travel expense reimbursement
claims and shall itemize all expenses incurred which exceed applicable
limitations as prescribed in appendix G. Generally the traveler shall be
reimbursed an amount not to exceed applicable limitations. However, when
the non-Federal source makes full payment as provided for in
subparagraph (e) above in excess of applicable limitations for
reimbursable subsistence expenses or common carrier transportation
incurred, reimbursement shall be the amount of the payment from the
non-Federal source. Reimbursement for expenses in excess of limitations
shall not in any case exceed the amount of the expenses incurred. VA may
reimburse the employee (and/or accompanying spouse of such employee when
applicable) for only the types of expenses defined in paragraph 9a for
per diem allowances, transportation expenses, or other miscellaneous
travel expenses. If the payment covers a portion of one or more types of
expenses incurred (e.g., \$50 per night for lodging in a locality with
an \$85 maximum lodging allowance), reimbursement shall be only for the
amount to which the traveler otherwise would be entitled under
subparagraph (e) above. If the payment covers in full one or more types
of expenses, but does not cover all of the travel expenses incurred,
reimbursement shall be for those expenses that are not covered by the
payment, not to exceed applicable limitations.

\(g\) This paragraph is the only authority under which VA may accept
payment from a non-Federal source, or authorize an employee to accept
such payment on behalf of VA , in connection with the attendance of its
employee (and/or the accompanying spouse when applicable) at a meeting
or similar function. VA may not accept under an agency gift statute or
other similar authority, payment for travel, subsistence, and related
expenses incurred by an employee and/or accompanying spouse to attend a
meeting or similar function. An employee who accepts any payment for
expenses in violation of this paragraph may be required, in addition to
any penalty provided by law and applicable regulations, to repay an
amount equal to the amount so accepted and when repayment is required,
the employee shall not be entitled to any VA reimbursement for such
expenses. However, nothing in this paragraph prohibits VA or its
employees from accepting payment as follows:

[1]{.underline}. When authorized under 5 U.S.C. 4111 or 5 U.S.C. 7342;

[2]{.underline}. When payment is for travel to be performed for a
partisan rather than an official purpose in the case of an employee who
is exempt from the Hatch Act under 5 U.S.C. 7324(d);

[3]{.underline}. When authorized pursuant to a VA gift statute or
similar statutory authority and payment is for attendance at or
participation in an event (other than a meeting or similar function)
relating to the official duties of the employee; or

[4]{.underline}. When consistent with the applicable standards of
ethical conduct regulation concerning personal acceptance of gifts.

\(h\) Under Secretaries; Assistant Secretaries; Director, National
Cemetery System; Other Key Officials; and Field Facility Directors shall
submit to the DAS for Administration (031C) semi-annual reports of any
payments received by their organization which total more than \$250 per
event. Reports are due May 1 of each year with respect to payments in
the preceding period October 1 through March 31 and November 1 with
respect to payments in the preceding period April 1 through September
30. Reports shall be based on when payment is received rather than when
travel is performed.

[1]{.underline}. Reports shall specify the following in the order
presented:

[a]{.underline}. Location of reporting facility.

[b]{.underline}. Each event for which VA accepts payment under this
paragraph of more than \$250 for an employee and/or spouse, including:
the sponsor(s) of the event, the location of the event, the date(s) of
the event, and the nature of the event:

[c]{.underline}. The name of each employee for whom such payment was
accepted in connection with the event, including the employee's
Government position and the employee's travel date(s) in connection with
attendance at the event;

[d]{.underline}. The name of the accompanying spouse, if applicable, for
whom payment was accepted in connection with the event, including the
name of the employee accompanied by the spouse, the employee's
Government position and the spouse's travel date(s) in connection with
attendance at the event:

[e]{.underline}. The identity of any non-Federal source from which
payment was accepted in connection with the event;

[f]{.underline}. An itemization at the benefits accepted by VA in
connection with attendance at the event, including for each benefit, a
description of the benefit, provided that benefits accepted as a part of
a conference or training fee need not be reported separately; the method
of payment (payment in kind or by check or similar instrument); the
individual for whom payment was accepted (employee or spouse); the
non-Federal source that provided the benefit; the amount of payment; and

[g]{.underline}. The total value of the payments accepted for the
employee and/or spouse in connection with the event, including the total
amount of payments provided by check or similar instrument, and the
total value of payments provided in kind.

[2]{.underline}. In the case of conference, training, or similar fees
waived or paid in kind by the non-Federal source, the value reported
will be the amount charged other participants. In the case of
transportation or lodging, report the cost to the non-Federal source, or
indicate the rate that would have been charged a similar non-Federal
source for a similar benefit at the time the benefit was provided. For
meals or other benefits that are not provided incident to
transportation, lodging, or a conference, training, or similar fee,
report the cost to the non-Federal source or provide a reasonable
approximation of the market value of the benefit.

[3]{.underline}. In the case of transportation on a chartered, corporate
or other private aircraft, the value reported will be the first-class
rate that would have been charged by an air common carrier at that time
the transportation was provided or, if common carrier transportation was
unavailable between the two locations, report the cost of chartering a
similar aircraft using a commercially available service.

[4.]{.underline} In the case of lodging for which no commercial rate is
available, report the maximum lodging rate prescribed in paragraphs 9c
(1) through (3).

[5]{.underline}. Negative reports are required. RCS Number 03-0851 is
assigned to this report.

[6]{.underline}. The Office of Government Ethics (OGE) shall may any
report filed pursuant to subparagraph (h) available for public
inspection to the extent that the information is not protected from
disclosure by statute. Although VA is not required to furnish
information that is protected from disclosure by statute to OGE, reports
of such information will be submitted to the DAS for Administration
(031C) as required in this paragraph, with notification that the
designated segment of the report is protected from disclosure by
statute. Information that is not disclosed to OGE because it is
protected from disclosure by statue shall be made available by VA for
review by properly cleared OGE personnel.

\(i\) Receipt of a benefit by an employee (and/or accompanying spouse
when applicable) on behalf of VA under the authority of this paragraph
is not required to be reported as a gift on any confidential or public
financial disclosure report that the employee is required to file
pursuant to law or Office of Government Ethics regulation. Acceptance of
payment by an employee for himself/herself and/or the accompanying
spouse, when applicable, under authorities other than this paragraph may
be subject to other reporting requirements such as those required by the
Ethics in Government Act of 1978, as amended, including reporting the
payment on the employee's financial disclosure report.

k\. Use of Seatbelts in Motor Vehicles. An employee operating or riding
in a Government-owned vehicle or in a personally owned vehicle while on
official travel, should wear a seatbelt at all times while the vehicle
is in motion. Also, when driving each vehicle, the employee should
instruct all passengers to fasten their seat and shoulder belts before
placing the vehicle in operation.

l\. Recordkeeping Requirement

\(1\) In order to have information available to satisfy future reporting
requirements, such as those that have been imposed on occasion by
Congressional committees, records will be retained in the following
format on all incidents of foreign travel (includes Canada and Mexico):

\(a\) Name, grade, and position or title of each employee who performed
foreign travel during the quarter.

\(b\) Date departing from and returning to the duty station, destination
of the travel (city and country), and purpose of travel.

(c ) Total cost of the trip indicating funding sources (i.e., VA
appropriated funds; General Post funds; personal funds; contributions,
awards, and/or payments from other-than-VA sources) as follows:

[1]{.underline}. Round trip transportation cost.

[2]{.underline}. Subsistence, per diem, and miscellaneous costs.

[3]{.underline}. Other associated costs (registration fees, membership
fees, etc.), if any.

\(d\) Justification for trip.

\(2\) All VA field facilities and Central Office Under Secretaries;
Assistance Secretaries; Director, National Cemetery System; Other Key
Officials and their designees, will maintain the above records.

4\. DEFINITIONS

See appendix C.

5\. PASSPORTS FOR OFFICIAL TRAVEL

a\. Requirements. An official passport is required for persons traveling
on official Government business in any foreign country. Additionally,
certain foreign countries also require that the traveler have an entry
visa.

b\. Validity of Passports. Official passports are valid for travel
abroad only while the bearer thereof maintains the official status for
which the passport was issued or endorsed.

c\. Passport Information. Employees approved to perform international
travel and who will be traveling under a VA travel authority can obtain
full information and assistance from the Foreign Services Staff (001F).
Applications for official passports will not be made before making the
foregoing contact.

d\. Custodian of Passports. The Foreign Services Staff (001F) is the
custodian of passports issued to VA employees. It is responsible for
accountability and safeguarding of passports while the employees to whom
they were issued are not traveling on official business.

e\. How to Obtain a Passport. To obtain an official passport, the
employee traveler will submit, at least 1 month in advance, an approved
written request containing the following information to the Veterans
Assistance Service:

\(1\) Name and title of employee traveler.

\(2\) Countries to be visited and length of stay in each country.

\(3\) Date of departure from, and return to, the United States.

\(4\) Purpose of the trip.

\(5\) If employee is assigned to an overseas position, state whether
assignment is to a new position or to replace another employee (give
name of replaced employee), and whether security clearance has been
obtained. If accompanied by members of the employee's family, give their
full names, dates and places of birth.

\(6\) Indicate whether the employee was previously issued a valid
passport to cover official travel.

f\. Return to Passport to Central Office. Upon completion of each period
of authorized travel, the passport must be returned to the Foreign
Services Staff (001F) for retention and issuance for future travel.

g\. Preparation of Sponsoring Letters. The Foreign Services Staff (001F)
will, as necessary, prepare and submit to the Passport Office sponsoring
letters requesting official passports.

6\. AUTHORIZATION AND APPROVAL OF TRAVEL.

a\. General

\(1\) Except as otherwise provided by law, all travel will be either
authorized or approved by an official delegated such authority by the
Secretary. Ordinarily, the authorization for travel will be issued
before the travel is performed and any expenses are incurred.
Authorizing officials should be cognizant of travel plans, including
plans to take annual leave in conjunction with travel, and should assure
appropriate consideration of the need for the travel, use of travel
substitutes (mail, teleconferencing, etc.), and the most cost-effective
routing and means of accomplishing travel. All travel authorizations and
travel vouchers will specify the purpose of the travel involved. The
travel purpose on these documents will first specify on one of the
following nine "general purpose categories,: followed by a hyphen and a
brief description of the specific purpose for the travel involved.
Example: Purpose of Travel: Site Visit-to conduct special audit.

\(a\) Site Visit. Visit to a particular site in order to personally
perform operational or managerial activities; e.g., oversee programs,
grant operations, or management activities for internal control
purposes; carry out an audit, inspection, or repair activity; conduct
negotiations; provide instructions; provide technical assistance.

\(b\) Information Meeting. Attend a meeting to discuss general agency
operations, review status reports or discuss topics of general interest.
If a site visit was conducted as part of the same trip, consider the
entire trip to be site visit.

\(c\) Training Attendance. To receive training.

\(d\) Speech or Presentation. To make a speech or a presentation,
deliver a paper, or otherwise take part in a formal program other than a
training course.

\(e\) Conference Attendance. To attend a conference, convention, seminar
or symposium for purposes of observation or education only with n formal
role in the proceedings.

\(f\) Relocation. To move from one official duty station to another
(same as a permanent change of station or PCS move).

\(g\) Entitlement Travel. Travel to which an employee (or dependent) is
entitled as a result of an assignment; e.g., official vacation or home
leave; medical, emergency, and education travel.

\(h\) Special Mission Travel. To carry out a special VA mission; e.g.,
provide patient attendant services; travel of other than a VA employee.

\(i\) Other Travel. Travel for reasons (purposes) which are not shown in
one of the other eight categories.

\(2\) Officials delegated to authorize or approve employee travel and
supervisors of employees performing travel will instruct their
subordinates of their rights, privileges, and responsibilities in the
performance of and reimbursement for official travel. VA Central Office
Under Secretaries; Assistant Secretaries; Director, National Cemetery
System; and Other Key Officials, will designate one or more persons to
answer questions pertaining to the preparation of temporary duty travel
and permanent change of station authorities and vouchers. Central Office
Finance Service (047H) and the Office of Administration (031C) will be
furnished a list of the designated persons.

\(3\) Each employee who authorizes, directs, or performs travel will
exercise due care and practice economy in all matters involving travel
costs. Consistent with such care and economy, no person should be put to
personal expense due to the performance of properly authorized travel if
it can be avoided under existing laws and regulations.

\(4\) Sufficient copies of the travel authorities for temporary and
permanent duty travel, VA Forms 3036 and 3036c, will be prepared to meet
the traveler's and Fiscal activity's needs plus any other copies
administratively required. Where five-part carbon interleaved VA Form
3036 does not meet copy requirements, precarboned manifold may be used
for additional copies required. VA Forms 3036 and 3036c will be
immediately canceled when it is known that the named employee will not
travel or incur expense under it. The Fiscal activity concerned will be
immediately notified of the cancellation. Local management will
establish the necessary controls and records required for employee
travel authorizations prepared and issued.

b\. Delegations of Authority

\(1\) The Secretary of Veterans Affairs is vested by law with authority
to designate officials to authorize or approve the travel of VA
employees and other individuals traveling in connection with official VA
business.

\(2\) The officials designated by the Secr4etary to authorize or approve
certain travel are listed in appendix A. These officials have the
authority to redelegate travel authority within their operations, except
in the following instances:

\(a\) travel to foreign countries (see app. A par. 1c and note 3);

\(b\) to attend national meetings, conferences, conventions, etc., of
national service organizations as representatives of VA (see par. 12a;
app. A. par. 1d and note 2);

(c ) purchase of cash transportation services in excess of \$100 (see
par. 7b(4)(b)[3]{.underline});

\(d\) use of premium class accommodations (see par. 8f(2));

\(e\) approval of upgrades to other than first-class accommodations (see
par. 8f(3)(g)).

Copies of such delegations and changes will be furnished to the Office
of Administration (031C) and Office of Financial Management (047H).
These delegations of authority are subject to such limitations as may be
imposed by the Under Secretary; Assistant Secretary; Director, National
Cemetery System; Other Key Official, or field facility Director having
responsibility for the functions involved.

c\. Travel Authority for Temporary Duty, VA Form 3036.

\(1\) VA Form 3036 will be used to authorize employee's temporary duty
travel except as provided in subparagraph e below. Each VA Form 3036
will identify the purpose, itinerary and estimated cost of the trip.

\(2\) Amended travel authorities will be issued promptly when the
authority in the original authorization is insufficient to perform the
official business or to permit the traveler to incur allowable expenses.
However, when amendments are made, the per diem and mileage rates fixed
by the original authorization will not be increased or decreased
retroactively. However, correction of obvious errors or adjustments
resulting from mandatory Federal Travel Regulation rate increases are
not considered to be prohibited retroactive rate adjustments (35 Comp
Gen. 148; Unpublished Comp. Gen. B-184344, August 28, 1975).

\(3\) Va Form 3036 will be used when more than one person will travel on
a single round trip to the same destination for the same purpose, within
the same period, and on the same itinerary. VA Form 3036 will be
completed and a list attached thereto showing the names of all
travelers, their addresses and titles, destination, per diem rate,
estimated travel cost, and mode of travel authorized. The list will be
keyed to the basic VA Form 3036, i.e., "Attachment to and part of travel
authority No. \_\_ dated \_\_\_\_\_\_\_\_\_\_\_." Each traveler will be
furnished a copy of VA Form 3036 and attachment.

\(4\) VA Form 3036 will not be issued if no travel expenses and per diem
costs are to be incurred.

\(5\) Where travel for attendance at meetings (not training as
distinguished in MP-5, part I, chapter 410) involves expenses for
registration fees, residence charges, library or material fees, etc.,
these expenses may be included on the travel authority. Where training
is involved, the provisions of VA Acquisition Regulation subpart 870.104
and MP-2, subchapter E, section 108-27.5102-5 apply.

d\. Travel Authority for Permanent Duty, VA Form 3036c.

\(1\) VA Form 3036c will be issued in advance to authorize an employee's
permanent duty travel and to authorize a new appointee's travel to their
first duty station. The travel authorization shall provide instructions
on the Federal procedures for procurement of travel and transportation
services. Other specific requirements applicable to new appointees are
contained in paragraph 13p.

\(2\) Relocation expenses reimbursed to the employee which are subject
to Federal income tax are also subject to medicare or FICA taxes. In a
few instances there are employees who are exempt from these taxes per
MP-5, part I, chapter 832; i.e., nonresident aliens. When the VA Form
3036c is issued, it should indicate in item 7 one of the following:
"CSRS," "FERS," or "Exempt". Inclusion of this information will allows
the Austin Finance Center to make the proper reduction from the
reimbursement depending upon the type of employee appointment.

\(3\) Employees, new appointees, SES appointees, certain Presidential
appointees, and student trainees will be furnished VA Form 3036b, Notice
of Anticipated Expenses by Employee Changing Official Station, when they
receive the signed VA Form 3036c.

e\. Open Authorization

\(1\) The following types of open authorizations will be used only for a
named employee whose duties require frequent travel of a repetitive
nature. Open authorizations will not be used for foreign travel,
entitlement or permanent change of station travel, preemployment
interview travel, or for travel as listed in appendix A, paragraph 1d.
Both unlimited and limited open authorizations shall include an estimate
of the travel costs to be incurred over the period covered by the
authorization. Sample formats for unlimited and limited open travel
authorizations are provided in appendix D.

\(a\) Unlimited Open Authorization. An employee named in an unlimited
open authorization is permitted to perform temporary duty travel without
further authorization. The restriction in paragraph 6e(1) regarding use
of an open authorization for travel is listed in appendix A, paragraph
1d, does not apply to employees in the Office of the Secretary whose
travel is authorized by the Secretary on an unlimited open
authorization. Use of an unlimited open authorization is restricted to
incumbents of the following positions:

Secretary and assistants

Deputy Secretary and assistants

Under Secretaries, their Deputies and Executive

Assistants

Assistant Secretaries

Director, National Cemetery System

Other Key Officials

Medical Inspector

\(b\) Limited Open Authorization. An employee named in a limited open
authorization is permitted to perform temporary duty travel without
further authorization under certain specified conditions, which should
include realistic limitations on purposes, geographic areas, trip
duration, and costs. Any planned travel that exceeds the specific
limitations must be separately authorized on a VA Form 3036. All limited
authorizations must be reviewed at the beginning of each fiscal year,
and, if it is determined that the authorization is still necessary, it
will be revalidated by the designated official. In addition to the
restrictions of paragraph 6e(1), limited open authorizations will not be
used for conference or training attendance.

\(2\) Numbering System

\(a\) Field Facilities. Station number and an abbreviated reference to
the fiscal year the authorization will be effective, e.g., 306-95 for
fiscal year 1995, 306-96 for fiscal year 1996, etc.

\(b\) Central Office. Central Office station number the cost accounting
cost center code number applicable to the organizational element, and an
abbreviated reference to the fiscal year the authorization will be
effective, e.g., 101-1101-95 for fiscal year 1995, 101-96 for fiscal
year 1996, etc.

\(3\) Copies of open authorizations will be distributed as follows:

\(a\) The original or a certified true copy direct to the Fiscal
activity concerned.

\(b\) A copy to each of the employees holding positions designated
thereon.

(c ) A copy to the designated official who will direct travel there
under and administratively approve related reimbursement vouchers.

\(d\) A copy to the station Travel activity.

\(e\) A copy for office file.

7\. U.S. GOVERNMENT TRANSPORTATION REQUEST, SF 1169

a\. Policy

\(1\) Safeguards and controls shall be established to prevent loss,
improper or unauthorized use of SF 1169, U.S. Government Transportation
Request (hereinafter referred to as "transportation request"). Field
facility Directors and Director, Office of Finance and Management
(047H), shall designate official(s) responsible for ordering, receiving,
and issuing transportation requests. The designated official(s) shall be
accountable for transportation requests.

\(2\) Transportation Request Accountability Record, OF 1120, will be
used for maintaining accountability records of transportation requests
received and issued and for controlling more than one book of requests.

\(a\) Inclusive sequential numbers of transportation requests received
will be recorded on OF 1120 by the accountable official immediately upon
receipt.

\(b\) When single completed transportation requests are issued to
travelers, the accountable official will show in the "Date Memo
Received" column of the OF 1120, the date of the request and the travel
authority number.

(c ) When books of transportation requests are issued to employees under
the provisions of subparagraph b(5) below, the accountable official will
record the name of the employee, date issued, and the numbers of the
transportation requests on the OF 1120.

\(d\) When all requests in a book are used, the accountable official
will note the OF 1120 and dispose of empty books as prescribed in
records control schedule.

\(e\) The accountable official will periodically review the OF 1120 to
insure that: (1) travelers return books of the transportation requests
no longer required, (2) used transportation requests are properly
accounted for; and (3) proper follow-up is made with travelers where
required.

\(3\) Accountable officials will ensure that orders for transportation
requests do not exceed the amount estimated to be used, so that the
supply on hand will not be in excess of needs.

\(4\) Accountable officials will ensure that unused transportation
requests are kept in a locked receptacle at all times, and that access
is not available to other employees.

\(5\) Accountable officials and any employee in possession of
transportation requests are responsible therefore and chargeable for any
amounts the United States may be required to pay if requests are
improperly used through the employee's fault or negligence.

\(6\) Provisions will be made for periodic reconciliation of
accountability records of transportation requests by individuals
independent of the designated official(s). The reconciliations should be
performed no less frequently than quarterly to ensure that the above
control procedures are effectively used. At the option of the facility
Director the reconciliation may be combined with the agent cashier
unannounced audit of cash assets process as specified in MP-4, part I.

b\. Use of Transportation Requests

\(1\) Transportation requests, GTA accounts, or contractor-issued
Government employee charge cards shall be used for procuring
transportation accommodations costing in excess of \$100, excluding
Federal transportation tax, for authorized official travel, except as
provided below. Transportation requests will not be issued in blank to
travelers, except as provided in subparagraph (5). When cash has been
used by an employee to procure transportation services, the employee
shall assign to the Government his or her right to recover any excess
payment made to a carrier as a result of improper rates, by initializing
the preprinted statement to that effect on the SF 1012.

\(2\) Authorizing officials may require employees to use cash (cash
advances, par. 17c; reimbursement, app. E) to procure transportation
services within the conterminous United States when:

\(a\) The cost of such services shall not exceed \$100, excluding
Federal transportation tax, for each trip; or

\(b\) The excess baggage charges do not exceed \$15 for each leg of the
trip involving domestic travel.

\(3\) Transportation requests will not be used to:

\(a\) Obtain passenger transportation services costing \$10 or less,
excluding Federal transportation tax.

\(b\) Pay for road or bridge toll charges.

(c ) Procure taxicab, airport limousine, intracity transit, or so-called
drive yourself or other for-hire automobile services.

\(d\) Obtain transportation for an escort transporting an employee's
remains by rail when the carrier's charge for transporting the body is
the cost of two first-class fares, since cost of the third fare cannot
be paid by the Government.

\(e\) Procure Amtrak rail transportation services costing less than
\$50.

\(f\) Secure personal transportation services or privileges which
increase or exceed the cost of those authorized. When an indirect route
or accommodations superior to those authorized are requested or used by
the traveler for personal reasons, the additional cost, including the
applicable share of the Federal transportation tax, shall be a personal
expense and paid to the carrier by the employee.

\(4\) Employees may be reimbursed for the use of cash (personal credit
cards and all travelers checks shall be considered the equivalent of
cash) to procure passenger transportation services for official travel
under the following circumstances. The travelers using cash to procure
transportation services, shall adhere to all Government travel
regulations, including the use of airline city-pair contracts, and shall
be liable for any additional costs if such regulations are circumvented.

\(a\) Cash may be used to obtain group, charter, or other transportation
services through a travel agent where there will be an overall savings
to the Government that could not be accomplished through the use of a
transportation request (see par. 3b).

\(b\) Cash may be used to obtain transportation services where emergency
or other unforeseen circumstances, i.e., failure to advise new employees
or invited or infrequent travelers of the proper procedures for
purchasing transportation services, do not allow sufficient time to
procure such services through the use of a transportation request, GTA
account, or contractor-issued Government employee charge card. The
traveler using cash to procure such transportation services shall adhere
to all Government travel regulations including those on carriers'
liability for liquidated damages because of failure to provide confirmed
reserved space and the use of U.S. flag vessels and air carriers. The
traveler shall be held liable for any additional costs if such
regulations are circumvented.

[1]{.underline}. Such services, regardless of the procurement method,
must be procured directly from either a carrier or a TMC.

[2]{.underline}. Approval of the use of cash in excess of \$100 should
be obtained prior to travel. In the absence of advance written
authorization or approval, passenger transportation services shall be
purchased in accordance with policies and procedures prescribed in
applicable Government travel regulations.

[3]{.underline}. The official authorized to approve the use of cash in
excess of \$100 for the procurement of transportation services will be
at least one level higher than normally required unless such approving
official is the Under Secretary; Assistant Secretary; Director, National
Cemetery System; or Other Key Official involved, or the Director of the
VA facility involved.

[4]{.underline}. To justify the use of cash in excess of \$100 instead
of a transportation request when procuring passenger transportation
services, both the approving official and the traveler shall certify on
the travel voucher the reasons for this use. Subsequent to traveler
reimbursement for an emergency cash purchase in excess of \$10, copies
of travel authorizations, ticket coupons, ticket refund application, or
SF 1170, Redemption of Unused Tickets, must be forwarded for audit to
the General Service Administration, Transportation Audit Division (FWA),
Washington, DC 20405.

[5]{.underline}. Should an employee make repeated cash purchases without
just cause or deliberately attempt to circumvent use of GSA contract air
or rail service for personnel convenience or some other reason not
consistent with sound travel management practices, the authorizing
official may send all documents related to the travel to the Comptroller
General, General Accounting Office, Claims Section, Washington, DC
20548, for a decision on the traveler's right to reimbursement as
provided in 31 U.S.C. 3702.

[6]{.underline}. Under nonemergency circumstances, procurement of
transportation services in excess of \$100 is discouraged. Each VA
traveler is encouraged to use a Government charge card, GTA account, or
transportation request instead of cash to purchase transportation
services. The authorizing official will monitor and control cash
purchases of transportation services to ensure such purchases are kept
to a minimum.

(c ) The travel voucher claiming reimbursement for cash payments for
transportation services shall show the ticket number, carrier name,
accommodations used, origin and destination of travel performed, and the
agent's valuation of the transportation ticket. Receipts, passenger
coupons, or other appropriate evidence shall be required to support
reimbursement claims for cash payments for passenger transportation
services in all cases except for use of local transit systems.

\(5\) Where an employee is frequently required to travel by common
carrier, on short notice, or whose itinerary, mode or schedule of travel
is subject to change, the issuing official may issue the employee a book
of transportation requests for use in obtaining transportation services.
The employee will maintain a record in the book of all requests he or
she issues, spoils or cancels. The employee will notify the "issuing
official" when transportation requests are used by forwarding an SF
1012, with attached SF 1169a, through such official before submission to
the Fiscal activity. When an employee has no further need for unused
transportation requests in the book or when the book is empty, the book
will be returned to the issuing official. Before issuing the book for
transportation requests all attempts should be made to obtain
transportation services through use of a GTA account.

\(6\) Transportation requests will be used to procure quantities of
tickets for the transportation of travelers for use in any one 60-day
period of a fiscal year if there is a continuing substantial volume of
individual travel via the same mode and class of transportation between
one origin and one destination, and each one-way or round trip single
fare for transportation does not exceed \$250 exclusive of Federal
transportation tax. Under Secretaries; Assistant Secretaries; Director,
National Cemetery System; and Other Key Officials will determine whether
the volume of such travel warrants such utilization. Each transportation
request issued for the procurement of such tickets will be identified as
a "BULK PURCHASE" and tickets so procured will bear the words "U.S.
GOVERNMENT" and "NOT REDEEMABLE FOR CASH EXCEPT BY THE U.S. GOVERNMENT."
VA Form 4530, Accountability Record for Tokens and Tickets will be used
to maintain records of receipt and issuance of the tickets procured. The
tickets will be kept in a locked receptacle.

\(7\) Issuing officials will draw transportation requests for round trip
tickets only when known or anticipated that they will be utilized.

\(8\) Issuing officials will draw transportation requests upon carriers
which are expected to honor them for services. When due to exceptional
conditions or unforeseen circumstances service is obtained from another
carrier, the traveler will record on the reverse of the original request
and memorandum copy the (a) name of the honoring carrier; (b) services
actually received or covered by the tickets furnished; and (c) reason
for the change. The traveler will sign and date the statement.

\(9\) Where due to unforeseen circumstances, an employee in a travel
status at a VA facility other than his or her official station must
obtain transportation services, the local Travel activity may be
requested to issue a completed transportation request. The "Bill To"
block of the request will show the traveler's permanent duty station and
the "Fiscal Data" block the appropriate fiscal symbols shown on the
employee's travel authority. The traveler will retain the SF 1169a for
subsequent attachment to the SF 1012. The Travel activity will record
this issuance on OF 1120.

c\. Preparation of Transportation Requests. The transportation requests
will be prepared as prescribed in appendix F.

d\. Memorandum Card Copies of Transportation Requests, SF 1169a.
Employees will attach SF 1169a to the SF 1012.

e\. Transportation Differing From That Specified on a Transportation
Request

\(1\) The U.S. Government will not pay for charges in excess of those
applicable for transportation and accommodations of the type, class or
character specified in the transportation request.

\(2\) On a transportation request exchange for transportation and
accommodations of a differing type or lesser value than originally
specified the traveler will record on the reverse of the original SF
1169 the actual services furnished and sign the statement. Similarly,
where the transportation furnished is different or of a lesser value
than that authorized on the ticket or where a journey is terminated
short of the destination specified on the transportation request, the
Government is due a refund.

\(3\) Carrier's will not honor transportation requests showing erasures
or alterations not validated by the issuing official's initials.

f\. Unused Transportation and Accommodations and Cancellation.

\(1\) Travelers are not authorized to receive refunds, credits or any
other negotiable documents from carriers for unfurnished services or
unused tickets (or portions thereof) issued in exchange for a
transportation request. Instead, the traveler should request a receipt
or ticket refund application or other written acknowledgement of fare
adjustment from the carrier and furnish the carrier with a "bill of
charges to" address. The traveler shall state the facts on the
reimbursement voucher. All adjustments in connection with unfurnished or
unused passenger transportation must be promptly reported to prevent
losses to the Government. Failure of travelers to follow these
procedures may subject them to liability for any resulting losses.

\(2\) When travelers find they will not use reserved accommodations,
they must cancel them as soon as it is known that they will not be used.
The accommodations must be released within the carrier's specified time
limits to preclude the assessment of cancellation charges. As stated in
41 Comptroller General 806, a passenger reservation penalty charged by
an airline against a traveler who fails to use or cancel confirmed
reserved space for official travel due to use or cancel confirmed
reserved space for official travel due to unavoidable official
circumstances, or for reasons beyond the traveler's control and
acceptable to the employing agency, is regarded as a necessary cost of
travel and is payable from VA funds. However, if the failure to cancel
or use the passenger space results from reasons other than performance
of official business or for reasons not beyond the traveler's control
the employee is liable for the penalty. Therefore, extreme care should
be used when selecting "supersaver" or other reduced airline fares, the
cancellation of which incurs a penalty charge.

\(3\) All unused tickets, including portions thereof, coupons, exchange
orders, refund slips, notices of fare adjustments, etc., and the factual
information relating to the unused passenger transportation will be
attached to or entered on the reimbursement voucher (see app. K par.
8c). Failure of travelers to follow these procedures may subject them to
liability for any resulting losses.

g\. Spoiled, Canceled, or Unused Transportation Requests

\(1\) Such requests will be marked "Canceled" across the face and sent
to the issuing official for noting the accountability records.

\(2\) The issuing official will send transportation requests which were
issued and returned or recovered unused to the Fiscal activity. All
other canceled transportation requests will be disposed of as prescribed
in records disposal schedules.

h\. Lost or Stolen Transportation Requests or Tickets

\(1\) When the issuing official discovers the loss or theft of requests,
the official will promptly send written notification to the Fiscal
activity showing the serial numbers of the missing requests; the name of
the person to whom issued; and circumstances surrounding the loss or
theft. When a traveler discovers the loss or theft of requests, the
traveler will immediately furnish the same information to the issuing
official.

\(2\) When a request reported as lost or stolen shows the carrier,
services desired, and designated point of origin, the accountable person
will promptly furnish the named and other local carriers a description
of the lost or stolen document and request that it not be honored. Such
advice will be confirmed in writing and a copy sent to the issuing
official for transmittal to the Fiscal activity.

\(3\) Requests which were reported lost or stolen and subsequently
recovered will never be used to obtain transportation or accommodations.
Recovering personnel will cancel such requests and promptly forward them
to the issuing official for noting the accountability record before
sending the requests to the Fiscal activity.

\(4\) A traveler may be held liable for any expenditure by the
Government caused through negligence on his/her part in safeguarding
travel requests or tickets. Immediate written notification of the loss
of tickets whether or not procured with transportation requests will be
made by the person to whom the ticket was issued to the Travel activity,
which will report the loss to the Fiscal activity. Then notification
will show points between which ticket was to have been used, class and
type, and the serial number of the request exchanged for the lost
ticket.

8\. MODES OF TRAVEL AND ACCOMMODATIONS

a\. Energy Conservation Considerations. To reduce motor vehicle fuel
consumption for official travel to the maximum extent feasible,
officials who authorize travel and employee travelers should take the
following actions:

\(1\) Use common carriers whenever practicable.

\(2\) Reduce travel in Government-owned, commercially rented, or
privately owned automobiles to a minimum by:

\(a\) Using communication facilities, such as telephone, including
conference calls.

\(b\) Postponing travel not of immediate importance, such as periodic
routine inspection trips.

\(c\) Reviewing travel itineraries in order to:

[1]{.underline}. Combine functions that can be carried out by one
employee or by fewer employees than originally scheduled.

[2]{.underline}. Accomplish in one trip several assignments at
facilities in one geographical area instead of making several trips.

[3]{.underline}. Coordinate the schedules for trips of various employees
so that they can use one automobile rather than several.

b\. Routing of Travel. Travel must be by a usually traveled route. Any
exceptions must be justified as officially necessary; otherwise, the
additional cost will be borne by the traveler. If travelers use an
indirect route for their own convenience, they will be reimbursed only
for such charges as would be incurred by a usually traveled route. When
transportation requests are used, they will be issued only for that
portion of the expense properly chargeable to the Government, and the
employee shall pay the additional personal expense, including the
Federal transportation tax.

c\. Methods of Transportation

\(1\) Authorized Methods of Transportation. The methods of
transportation authorized for official travel include railroads,
airlines, helicopter service, ships, buses, streetcars, subways,
taxicabs, Government-owned and rented automobiles and airplanes, and
other necessary means of conveyance.

\(2\) Selecting Method of Transportation to be Used. Travel on official
business shall be by the method of transportation which will result in
the greatest advantage to the Government, cost and other factors
considered. In selecting a particular method of transportation to be
used, consideration shall be given to energy conservation and to the
total cost to the Government, including costs of per diem, overtime,
lost worktime, and a actual transportation costs. Additional factors to
be considered are the total distance of travel, the number of points
visited, and the number of travelers. The provisions of 5 U.S.C. 5733
require that the travel of an employee shall be by the most expeditious
means of transportation practicable and shall be commensurate with the
nature and purpose of the duties of the employee requiring such travel.
The traveler shall be responsible for any additional cost resulting from
use of a method of transportation other than that specifically
authorized, approved, or required by regulation, e.g., contract air
service.

\(3\) Presumptions as to Most Advantageous Method of Transportation

\(a\) Common Carrier. Since travel by common carrier (air, rail, or bus)
will generally result in the most efficient use of energy resources and
in the least costly and most expeditious performance of travel, this
method shall be used whenever it is reasonably available. Other methods
of transportation may be authorized as advantageous only when the use of
common carrier transportation would seriously interfere with the
performance of official business, or impose an undue hardship upon the
traveler or when the total cost incurred by use of common carrier, i.e.,
supplemental car rental costs, would exceed the cost by some other
method of transportation. The determination that another method of
transportation would be more advantageous to the Government than common
carrier transportation shall not be made on the basis of personal
preference or minor inconvenience to the traveler resulting from common
carrier scheduling.

\(b\) Government-Contract Rental or Government-Furnished Automobiles.
When it is determined that an automobile is required for official
travel, a Government rental or a Government-furnished automobile shall
be used as follows:

[1]{.underline}. A Government-contract rental automobile, under the U.
S. Government Car Rental Agreement as provided in the Federal Travel
Directory, is the first resource for short-term rental of an automobile
by an employee who has reached the temporary duty location by common
carrier. Rental of any size vehicle over economy or compact requires
specific authorization on the travel authority due to equipment being
carried, amount of luggage, number of passengers, etc. In situations
where advance authorization is not possible, specific approval on the
travel voucher for use of a vehicle over economy or compact size is
acceptable. All travelers should refer to the Federal Travel Directory
at their facility for information regarding the rental companies and
telephone numbers, terms, and conditions for rentals. Such an employee
may also use a Government furnished automobile if a Government-contract
rental automobile is unavailable or if use of a Government-furnished
automobile is practicable. Government-furnished automobiles will
continue to be available for use in isolated areas where commercial
rental contractors are not

available.

[2]{.underline}. A Government-furnished automobile is the first resource
when an automobile is required for official travel performed locally or
within commuting distance of an employee\'s designated post of duty. If
a Government-furnished automobile is unavailable, a Government-contract
rental automobile may be used.

[3]{.underline}. If cost considerations are used in determining whether
a Government-contract rental or a Government-furnished automobile should
be authorized, the overall cost shall include any administrative costs
as well as any costs associated with picking up and returning the
automobile.

[4]{.underline}. Officials who authorize travel should consider
obtaining written commitments regarding Government-furnished automobile
use from employees whose positions entail extensive official local
and/or temporary duty travel by automobile. As provided in 41 CFR 301,
this commitment would serve as the basis for determining the appropriate
mileage reimbursement rate when a privately owned automobile is used in
lieu of a Government-furnished automobile. Where such a commitment
statement is determined to be appropriate, it will be prepared in the
following format, signed by both the employee and the authorizing
official, and forwarded to the Fiscal activity for retention:

Commitment to Use Government-Furnished Automobiles

I hereby agree to use a Government-furnished automobile whenever it is
determined that an automobile is required for official local and/or
temporary duty travel. If I utilize a privately owned automobile due to
the unavailability of a Government-furnished automobile, mileage
reimbursement will be at the rate specified in MP-l, part II, chapter 2,
paragraph 8j(3)(a). I understand that if a Government-furnished
automobile is available, but I am permitted to use a privately owned
automobile at my own request, mileage reimbursement will be at the rate
specified in MP-l, part II, chapter 2, paragraph 8j(3)(c).

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

(Name) .

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

(Position) ,

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

(Employee\'s Signature) (Date)\'

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

(Authorizing Official\'s Signature) (Date)

\(c\) Privately Owned Conveyance. -The use of a privately owned
conveyance shall be authorized only when such use is advantageous to the
Government except as otherwise provided in this chapter. A determination
that the use of a privately owned conveyance would be advantageous to
the Government shall be preceded by a determination that common carrier
transportation, Government-contract rental automobile transportation, or
Government-furnished vehicle transportation is not available or would
not be advantageous to the Government. To the maximum extent possible,
these determinations and the authorization to use a privately owned
conveyance shall be made prior to the performance of travel. When an
employee is authorized to use a privately owned conveyance as a matter
of personal preference and such use is compatible with the performance
of official business, although not determined to be advantageous to the
Government, reimbursement will be as specified in paragraph 8j(2).

\(d\) Special Conveyance. Commercially rented vehicles, other than
Government-contract rental, and other special conveyances shall be used
only when it is determined that use of other methods of transportation
discussed in subparagraphs (a), (b), and (c) above would

not be more advantageous to the Government. In the selection of
commercially rented vehicles, first consideration shall be given to
Government-contract rental vehicles available as provided in the Federal
Travel Directory. When a Government -contract rental vehicle is not
available, the traveler shall obtain the least expensive commercial
rental vehicle that is necessary to accomplish the purpose of the
official travel.

d\. Fares and Tickets -

\(1\) Class of Service Authorized. It is the policy of the Government
that less than premium-class accommodations shall be used for all modes
of passenger transportation. Common carrier accommodations shall be as
specifically provided in subparagraphs f, h and i, below, and shall
apply to both domestic and international travel.

\(2\) Lowest Available Fares. The lowest available fares will be
obtained that will adequately furnish the necessary transportation and
accommodations for the traveler. Reservations will be made as soon as
possible after travel is authorized. Full use will be made of through
coach, special, commutation, excursion, family plan and other reduced
rate one-way and round trip fares when it can be determined before the
start of a trip that this type of service is practicable and economical
to the Government. Round trip tickets for special lower fares which are
restricted or have specific eligibility requirements shall be secured
only when, on the basis of the journey as planned, it is known or can be
reasonably anticipated that these tickets will be used. The use of
special lower fares under these provisions does not take precedence over
the mandatory use of contract air fares between selected city-pairs as
prescribed in paragraph 8f(9). Where no \"less than premium-class
seats\" are available on the most desirable airplane flight, travelers,
or the activity making the reservations, will check to see if some other
flight (perhaps on another airline) leaving reasonably close to the
desired departure time, has less than premium-class space available. If
so, such flight should be used if it will meet the traveler\'s needs.
Authorizing officials will ensure that such fares are utilized to the
maximum extent possible, on the basis of economy to the Government,
suitability and convenience to the traveler, and nature of the business
involved.

\(3\) Stopovers. When a traveler is required to make one or more stops
to conduct official business, the traveler will obtain a through ticket
with stopover privileges. Each stopover will be shown on the
transportation request, especially for sleeping or parlor accommodations
on train and excess baggage services for airplane travel. Stopovers made
for the traveler\'s personal convenience will not be shown on the
request. The extra cost for such stopovers is an employee\'s personal
expense and will be paid (to the carrier) when the ticket is obtained.

\(4\) Unequal Fares Available. Except as provided in paragraph 8f(9),
when common carriers furnish the same mode of travel at different fares
between the same points for the same type of accommodations, the
traveler will use the lowest cost services unless use of a higher cost
service is determined by an authorizing official to be more advantageous
to the Government.

\(5\) Round Trip Tickets. Round trip tickets will be secured only when
it is known or can be reasonably expected that such tickets will be
utilized.

\(6\) Mixed Modes of Travel. A return trip will be made via the same
mode of transportation as the going trip. When return is by another mode
which has not been authorized or approved by an official designated in
appendix A as being advantageous to the Government, the cost of the
transportation and per diem will be based on the mode originally
authorized.

\(7\) Request for Travel Reservations-Worksheet, VA Form 3036a. This
form will be used by travelers in requesting common carrier and hotel
reservations and by travel activities in obtaining and confirming such
reservations.

e\. Hotel Reservations

\(1\) Where hotel reservations are obtained (within legal limitations)
for the convenience of VA employees, the making of these reservations
should be centralized.

\(2\) When hotel reservations are requested, the expected time and date
of arrival will be shown.

f\. Airline Accommodations

\(1\) Policy. It is the policy of the Government that an employee who
uses commercial air carriers for domestic or international travel on
official business will use less than premium-class (first or business)
accommodations. Therefore, it is VA policy that less than premium-class
accommodations will be the normal class of accommodations for VA
employees performing official travel. Only limited exceptions to this
policy may be permitted, as set out in subparagraph (3)(a) through (f)
below.

\(2\) Approval Authority. Authority to authorize or approve the use of
premium-class air accommodations shall be limited to the Office of the
Secretary. Accordingly, premium-class travel shall be approved in
advance of the actual travel, unless extenuating circumstances or
emergency situations make advance authorization impossible. In the
absence of advance authorization, specific written approval on or
attached to the travel voucher shall be obtained from the authorizing
official immediately upon completion of the travel which involved use of
premium-class air accommodations. In the absence of such authorization
or approval, the employee shall be responsible for the difference in
cost between the premium-class accommodations used and the next lower
class of accommodations.

\(3\) Justified Use. Premium-class air accommodations may be used in the
following instances:

\(a\) Regularly scheduled flights between the authorized origin and
destination points including connection points provide only
premium-class accommodations, and the employee certifies this
circumstance on the travel voucher. NOTE: Advance approval is required
in accordance with subparagraph f(2) above.

\(b\) Space is not available in less than premium-class accommodations
on any scheduled flights in time to accomplish the purpose of the
official travel, which is so urgent that it cannot be postponed. (To be
subsequently determined by the authorizing official.)

\(c\) Premium-class accommodations are necessary because the employee is
so handicapped or otherwise physically impaired that other
accommodations cannot be used, and such condition is substantiated in
writing by competent medical authority.

\(d\) Premium-class accommodations are required for security purposes or
because exceptional circumstances, as determined by the authorizing
official make the use essential to the successful performance of the VA
mission.

\(e\) Less than premium-class accommodations on a foreign air carrier do
not provide adequate sanitation or health standards.

\(f\) The use of premium-class accommodations would result in an overall
savings to the Government based on economic considerations, such as the
avoidance of additional subsistence costs, overtime, or lost productive
time that would be incurred while awaiting availability of less than
premium-class accommodations.

\(g\) Frequent traveler benefits are exchanged for premium-class
accommodations other than first-class when upgrades are the only
benefits. Authority to authorize or approve such upgrades is limited to
the Office of the Secretary; Under Secretaries; Assistant Secretaries;
Director, National Cemetery System, Chairman, Board of Veterans\'
Appeals; General Counsel; Inspector General, and Chairman, Board of
Contract Appeals.

\(4\) Employees Not Forced to Fly. An employee shall not be forced to
fly in an airplane on Government business.

\(5\) Use of United States Flag Air Carriers

\(a\) \"U.S. flag air carrier\" means an air carrier holding a
certificate under section 401 of the Federal Aviation Act of 1958 (49 U
.S.C. 1371), but excludes foreign air carriers operating under permits.

\(b\) Employees, or any person performing foreign air travel which is
paid from an account of the United States, are required to travel by
U..S. flag air carriers when available within the guidelines contained
in 41 CFR 301-3.6 unless travel by a foreign air carrier is a matter of
necessity as defined in 41 CFR 301-3.6. The class of accommodations will
be determined as provided in subparagraphs f(l) and (2) above.

\(c\) Appendix L contains a statement to be executed by the authorizing
or approving official justifying the use of a foreign flag carrier for
any part of foreign travel which must be attached to the user\'s travel
voucher. Any request for a change in route or schedule which involves
the use of a foreign flag air carrier must be accompanied by such a
justifying statement. Expenditures for transportation on a foreign flag
carrier will be disallowed in the absence of a justifying statement.

\(6\) Unused or Oversold Airplane Accommodations

\(a\) Travelers will cancel airline reservations as soon as it is known
that they will not use the space reserved.

\(b\) The airline is responsible for providing confirmed reserved space
or paying the penalty charges if it does not furnish such space to the
traveler on the day and at the place where failure to provide the space
occurs. Payment of the penalty charges apply to transportation performed
solely within the conterminous United States.

Exceptions are:

[1]{.underline}. Technical reasons occur beyond carrier\'s control which
limit carrying capacity of the airplane.

[2]{.underline}. The Government requisitions the space.

[3]{.underline}. Traveler is accommodated on the same aircraft but in a
section other than specified on the ticket, at no extra charge. (If new
space is a lower fare section, passenger is entitled to a refund.)

[4]{.underline}. The carrier arranges alternate transportation which is
planned to arrive at passenger\'s destination not later than I hour
after planned arrival of original flight.

[5]{.underline}. Substitution of equipment of lesser capacity when
required by operational or safety reasons.

\(c\) If, for reasons other than those listed above, the airline fails
to provide the confirmed space, the traveler will immediately obtain
payment of the penalty charges or refund coupon from the airline
concerned. The traveler will ensure that the airline check is made out
to the \"Treasurer of the United States.\" Travelers will be advised
that payment of denied boarding compensation to the \"Treasurer of the
United States\" is a Government requirement and is no reflection on the
carrier. The traveler will acknowledge receipt of the check and obtain a
copy of the acknowledgment. The traveler will turn in the check and
acknowledgment to the agent cashier of the traveler\'s official station.
When lacking unused tickets, refund coupons or payment of penalty
charges as evidence of unfurnished services to the traveler, the
traveler shall obtain written acknowledgment of the situation from the
carrier\'s representative for submission with the SF 1012. Failure to
follow these instructions could result in possible liability to the
traveler.

\(d\) Airlines are required to ask for volunteers to give up their
reserved seats before the airline denies boarding to any passenger with
a reservation. Airlines are free to determine the amount to be paid to
the volunteer. Employees who voluntarily give up their seats may retain
these payments only under the following conditions. Employees should not
voluntarily give up their seats if it will interfere with the
performance of official duties. If an employee voluntarily gives up a
reserved seat, and, as a result, incurs additional travel expenses
beyond those which would have been normally incurred, these additional
expenses must be offset against the payment received by the employee. If
the employee\'s travel is delayed during official duty hours, the
employee would be charged annual leave for the additional hours (59
Comp. Gen. 203). Airline payments to volunteers are distinguishable from
denied boarding compensation (payments) wherein penalty payments are due
the Government.

\(7\) Air Carrier Accommodations Obtained by Travel Activities

\(a\) When a Travel activity obtains premium-class airline
accommodations for a traveler, it will stamp the memorandum copy (SF
1169a) of the U.S. Government transportation request in the block
\"Fiscal Data\" showing the following:

Less than premium-class not available.

Mixed accommodations only available.

Premium-class only available.

Security purpose/Exceptional circumstances.

Handicapped or physically impaired.

\(b\) The Travel activity will place an \"X\" in the appropriate block
to show the reason for providing premium-class air accommodations and
initial by the block.

\(8\) Flight Insurance. The cost of flight insurance purchased by an
employee incident to official travel is not a reimbursable item of
expense (see 40 Compo Gen. 11).

\(9\) Use of GSA Contract Airline Service Between Designated City-Pairs

\(a\) Policy. Accommodations for all official travel by air between the
city-pairs listed in the Federal Travel Directory will be obtained from
the corresponding contract carrier(s), except where appropriate
justification has been provided for the use of an alternate airline. The
use of international city-pair contracts is mandatory under the same
rules and procedures that apply to domestic city-pairs, including the
requirements in subparagraph (c) below. Also see the requirements in
subparagraph (5) regarding the use of United States flag air carriers.
Cost-reimbursable contractors traveling on official business for the VA
are authorized and encouraged to obtain airline accommodations between
designated city-pairs from contract airlines as listed in the Federal
Travel Directory.

\(b\) Procedure

[1]{.underline}. All travelers will refer to the Federal Travel
Directory or TMC at their facility to determine the appropriate contract
carrier between designated city-pairs, and to verify the exceptions to
the use of contract carriers. Airline accommodations shall be ordered
from the contract carriers through the use of a transportation request,
or through the use of teletype ticketing arrangements when such
equipment is available. If cash is used to procure tickets under the
provisions of paragraph 7b of this manual and 41 CFR 301, participating
contract airlines may furnish contract fares at their option. If the
contract airlines do not provide contract fares with the use of cash,
the required service shall be procured at the noncontract fares. The
contract fare basis as indicated in the Federal Travel Directory shall
be shown on all applicable transportation requests and airline tickets.

[2]{.underline}. Airline schedules and reservations can be obtained for
each specified city-pair through use of the appropriate reservation
numbers listed in the Federal Travel Directory or through consulting
local telephone directories. When requesting reservations, the trip
shall be identified as official Government business, and the carrier\'s
ticket agent shall be instructed to apply the appropriate contract fare.
Where teletype ticketing equipment is used, airline tickets should be
examined to determine whether the correct contract fare has been
applied. Improperly rated or fared tickets shall be canceled and new
tickets shall be requested. Tickets picked up at airline ticket offices
shall be verified to ensure that the proper contract air fare basis
symbol is shown on the ticket.

[3]{.underline}. Reservations for air accommodations for official travel
between a designated city-pair shall first be requested from the
contract airline offering the lowest unrestricted contract (YCA) fare.
If that carrier cannot provide the required service and more than one
carrier provides contract service between the city-pair, the carrier(s)
offering the next higher contract (YCA) fare in progressive order will
be used. In cases where contract carriers also offer restricted contract
fares, i.e., BCA, QCA, or MCA, every effort should be made to purchase
tickets at these fare levels, provided that any applicable restrictions
can be met. However, the availability of these fares shall not alter the
order of carrier selection, i.e., carriers shall be selected on the
basis of lowest to highest YCA fares only. When separate contracts have
been awarded to and from individual airports in selected cities, the
traveler may elect to travel to or from any airport-pair rather than at
the lowest contract fare offered between the origin and destination
city, based on those airports most convenient to the traveler\'s home or
office. If accommodations cannot be obtained from any contract carrier,
accommodations may then be obtained from any noncontract airline (see
provisions of sub par. (c) below).

[4.]{.underline} Contract fares apply only between the cities named and
are not applicable to or from intermediate points. However, a contract
fare may be used in conjunction with other published fares, including
other contract fares. Under this provision, carriers will provide
through ticketing and service. The use of connecting flights is
encouraged, but not mandatory, where contract carriers do not provide
through service and this connection results in lower transportation
costs than direct flights using noncontract carriers. In these instances
where connecting flights are used and reservations are made with a
noncontract carrier, the ticket agent should be advised of portion(s) of
the trips that will be taken at the reduced contract fare.

[5]{.underline}. When a contract carrier offers a fare to the general
public between the city-pairs listed in the Federal Travel Directory
which is lower than the contract fare, the lower fare may be used
instead of the contract fare. These lower rates may be used provided
they do not alter the position of the contractors with respect to
priority of use.

\(c\) Use of Noncontract Airlines in Lieu of Contract Airlines for
Travel Between Designated City-Pairs. Officials listed in appendix A,
paragraph 1n, may authorize or approve on an individual trip basis, the
use of a noncontract airline for official travel between any designated
city-pair when justified by any of the reasons indicated below. Specific
signed authorization or approval on VA Form 3036 or SF 1012, as
appropriate, is required when a noncontract airline is used for travel
between any designated city-pair (no specific authorization or approval
is required in instances where contract airlines are not used for
connecting flights). This authorization or approval will include a
statement of the reason(s) why the contract carrier(s) was not used.
Circumstances 18 justifying the use of a noncontract airline for travel
between designated city-pairs are as follows:

[1]{.underline}. Space or scheduled flights are not available in time to
accomplish the purpose of travel, or use of contract service would
require the traveler to incur unnecessary overnight lodging costs which
would increase the total cost of the trip; or

[2]{.underline}. The contractor\'s flight schedule is inconsistent with
VA\'s policy of scheduling travel during normal working hours; or

[3]{.underline}. A noncontract carrier offers a lower fare available to
the general public, the use of which will result in a lower total trip
cost to VA, to include the combined costs of transportation, lodging,
meals, and related expenses. NOTE: This exception does not apply if the
contract carrier(s) offers a comparable fare and has seats available at
that fare, or if the lower fare offered by a noncontract carrier is
restricted to Government and military travelers on official business and
may only be purchased with a transportation request or Government
American Express Card, e.g., YDG, MDG, QDG, VDG, and similar fares.

g\. Helicopter Service

\(1\) The use of helicopter service must be specifically authorized or
approved by an authorizing official as being advantageous to the
Government. In making such determination, designated officials will
consider the following:

\(a\) The need for this type of transportation.

\(b\) The availability of other types of less costly transportation
(including limousine service) which would get the traveler to the
destination in time to perform the authorized purpose of the travel.

\(c\) Whether the time and cost factors are advantageous to the
Government.

\(2\) Transportation requests will not be used for the procurement of
helicopter service for intracity transit. Authorized travelers will pay
cash for such service and claim reimbursement on their travel vouchers.
Receipts are required regardless of the amount. See appendix C for
information to be included on receipt.

h\. Ocean Vessel Accommodations

\(1\) Policy. Travel by ocean vessel shall not be regarded as
advantageous to the Government without sufficient justification that the
advantages of such travel will offset the higher cost associated with
ocean travel. Consideration will be given to per diem, transportation,
and lost worktime. Travel by this mode will be authorized or approved
only by officials designated in appendix A.

\(2\) Use of United States Flag Carriers. Ships of American registry
will be used where available. The Comptroller General is required by
section 901 of the Merchant Marine Act of 1936 (46 U.S.C. 1241(a», to
disallow travel or shipping expenses incurred on a foreign ship in the
absence of satisfactory proof of the necessity therefore. Authorizing or
approving officials who authorize travel on foreign flag vessels will
execute a justifying statement to accompany the travel voucher. The
format for the justifying statement is contained in appendix L.

\(3\) Stateroom Accommodations. The minimum first-class accommodations
will be allowed when stateroom is included in cost of passage or is a
separate charge. If not available when reservation is made, a superior
accommodation may be allowed upon certification by the traveler on the
voucher that such accommodations were not available. The travel
authority or other administrative determination may specify the use of
an accommodation less costly than the minimum first-class accommodation
when suitable for a particular voyage. A \"minimum first-class
accommodation\" is one which provides direct access from within the
stateroom to wash basin, shower, or bath, and toilet.

\(4\) Application for Ocean Vessel Accommodations. A traveler will apply
for vessel accommodations immediately after receipt of an approved
travel authority.

i\. Train Accommodations

\(1\) Extra-Fare Trains. Travel by extra-fare trains may be authorized
or approved by a designated official only when such use has been
determined to be advantageous to the Government or is required for
security. The use of National Railroad Passenger Corporation (Amtrak)
Metroliner coach service is considered to be advantageous to the
Government (see subpar. i(4)). NOTE: Metroliner Club service is
considered to be first-class service.

\(2\) Sleeping Car Accommodations. The lowest first-class sleeping
accommodations are allowed when night travel is involved. When a
lower-class berth is not available, accommodations superior to the
lowest first-class accommodations may be allowed upon certification by
the traveler on the travel voucher. This certification will be accepted
as prima facie evidence of the facts. When practicable, through sleeping
accommodations will be obtained when more economical to the Government.

\(3\) Parlor Car and Reserved Coach Accommodations. When adequate
reserved coach accommodations are available, officials authorizing
travel shall require that those accommodations be used to the maximum
extent possible. However, use of a parlor car seat may be allowed when
the duration of the train travel exceeds 4 hours.

\(4\) National Railroad Passenger Corporation Metroliner Coach Service.
Use of National Railroad Passenger Corporation (Amtrak) Metroliner coach
service is advantageous to the Government because Amtrak offers a
discount to Federal employee travelers between selected cities
(city-pairs). Whenever these discount fares are offered and the
accompanying service will fulfill mission requirements, they should be
used to the maximum extent possible. The discount provided by Amtrak on
Metroliner coach service is applicable for official travel only.
Reservations should be made in advance, and tickets must be obtained
before boarding the Metroliner. The provisions of paragraph 7 apply
regarding use of U.S. Government Transportation Requests (GTRs).
However, Amtrak will not accept GTRs for transportation services costing
less than \$50. Therefore, these services will be procured by cash,
credit card, or personal check. The provisions of paragraph 7b(1) for
the use of cash shall apply. As provided in paragraph l7c(2)(j),
official funds may be made available to an employee for this purpose
under travel advance procedures. Employees purchasing tickets directly
from Amtrak will need to present a Government identification card or a
copy of a valid travel authority. Reimbursement will be claimed by the
traveler on his or her travel voucher. Bulk ticket purchases are
permitted (procedures are provided in 41 CFR 301-10.2). The fare on bulk
ticket purchases from Amtrak will remain in effect for 6 months from the
date of purchase. Unused tickets that have been purchased with a GTR
will be attached to the employee\'s travel voucher for refund to VA. No
refunds will be made directly to an employee by Amtrak if tickets have
been purchased by a GTR. Direct refunds for unused tickets may be
obtained from Amtrak by a traveler who has purchased a ticket by means
of cash, credit card, or personal check.

j\. Travel by Privately Owned Conveyance (Temporary Duty Travel)

\(1\) When Use of Privately Owned Conveyance is Advantageous to the
Government. When it is determined that use of a privately owned
conveyance by the traveler is most advantageous to the Government as
provided in subparagraph c(3)(c), the rate of mileage will be 24.5 cents
for use of privately owned motorcycle, 30 cents for use of privately
owned automobile, and 88.5 cents for privately owned airplane.

\(2\) When Use of Privately Owned Conveyance is in Lieu of Common
Carrier Transportation

\(a\) Whenever a privately owned conveyance is used by a traveler for
official purpose as a matter of personal preference in lieu of common
carrier transportation, payment of such travel will be made on the basis
of the actual travel performed, computed at the mileage rate prescribed
in subparagraph (1) above plus the per diem allowable for the actual
travel. However, the total allowable will be limited to the total
constructive cost of appropriate common carrier transportation including
constructive per diem by that method of transportation. Constructive
cost of transportation and per diem by common carrier shall be
determined under the following rules:

[1]{.underline}. Air Carrier. The mileage payment will not exceed the
constructive cost of coach accommodations (or tourist or economy
accommodations if a carrier uses this term instead of \"coach
accommodations\") on airplanes when such service is provided by a
carrier. If not provided, the comparison will be made with standard
class accommodations, if provided, otherwise the premium-class
accommodations. When accommodations are provided on both jet and
propeller driven planes, the comparison will be made with the jet
planes. (For the purpose of this provision, a class of service is
considered to be \"provided\" by a carrier when it is scheduled on
flights serving origin and destination points, regardless of whether
space would have been available had the traveler used air transportation
on the official travel.) .

[2]{.underline}. Train. When none of the accommodations described above
are provided by an air carrier, the mileage payment will be limited to
the constructive cost of first-class rail transportation, or coach
accommodations when the elapsed time of the rail journey is 4 hours or
less. The constructive cost comparison may also be made with rail
transportation, even though air transportation is provided, when an
administrative determination is made that such comparison, including
related per diem, is more economical, and the travel order or other
administrative directive so provides.

[3]{.underline}. Bus. When neither air nor rail accommodations are
provided, the mileage payment will be limited to the constructive cost
of bus transportation.

\(b\) Transportation Costs to be Considered in Addition to Fares. In
determining the constructive common carrier cost there will also be
included the usual transportation costs to and from the common carrier
terminals. In addition, the cost of excess baggage will be included when
it would have been allowed had the traveler used the carrier upon which
the constructive transportation costs are determined, provided the
traveler certifies as to the weight of the baggage or presents other
acceptable evidence of its weight.

\(c\) Per Diem Allowance. The constructive per diem will be the amount
which would have been allowable had the traveler used the carrier upon
which the constructive transportation costs are determined.

\(d\) Use of Actual and Reasonable Schedules. In making the foregoing
constructive cost comparison of transportation, scheduled departures and
arrivals of planes, trains, and buses at unreasonable hours will be
disregarded. \"Unreasonable hours\" means those which would unduly
inconvenience the traveler or adversely affect the traveler\'s safety,
or which would result in unduly increasing the constructive per diem.

\(3\) When Use of a Privately Owned Conveyance is in Lieu of a
Government-Furnished Automobile

\(a\) Reimbursement When Government-Furnished Automobile Not Available.
When use of a Government-furnished automobile would be more advantageous
.to the Government under subparagraph c(3)(c), however, use of a
privately owned conveyance is authorized or approved due to the
unavailability of a Government-furnished automobile, reimbursement will
be at the rate of 30 cents per mile.

\(b\) Reimbursement When Government-Furnished Automobile is Available-No
Written Commitment. When an employee who has not signed a commitment to
use a Government-furnished automobile, as provided in paragraph
8c(3)(b), is authorized to use a privately owned conveyance in lieu of
an available Government-furnished automobile, the mileage rate will be
23.5 cents. This mileage rate is based upon average rental rates paid to
GSA for motor pool automobiles.

\(c\) Reimbursement When Government-Furnished Automobile is
Available\--Employee Who Has Signed Commitments. When an employee who
has signed a commitment to use a Government-furnished automobile is
authorized to use a privately owned conveyance in lieu of a
Government-furnished automobile based upon his or her request, mileage
reimbursement will be at the rate of 10.5 cents per mile. This rate
represents the approximate costs of operating a Government-furnished
automobile, excluding fixed costs.

\(d\) Reimbursement Claims. In making claims for mileage for use of a
privately owned automobile in lieu of a Government automobile at the
23.5-cent rate, the employee will state on the voucher that
reimbursement for use of a privately owned automobile was not limited
under subparagraph (c) above.

\(4\) Other Allowable Costs. Reimbursement will also be allowed for the
cost of automobile parking and ferry fees, and bridge, road and tunnel
tolls, and airplane landing, parking, and tiedown fees, unless the
travel authority or other administrative determination restricts their
allowance.

\(5\) Travel by Privately Owned Automobile, Airplane, or Motorcycle on
an Actual Expense Basis. Travel by privately owned conveyance on an
actual expense reimbursement basis will be performed only when
authorized by law. Reimbursement expenses will not exceed the aggregate
cost for travel by available common carrier, plus allowable per diem at
the rate specified in the travel authority. Receipts are required
regardless of amount.

\(6\) Emergency Transportation of VA Employees by Privately Owned
Vehicles Between Their Homes and Places of Duty in Event of Strike or
Other Emergency. Pursuant to Unpublished Compo Gen. B-158931, October
15, 1970, to the Secretary, privately owned vehicles may be used to
transport fellow VA employees between their homes and places of duty
when strikes or other emergencies result in the unavailability of public
transportation for VA employees. This provision is not to supplant
private pool driving and parking of vehicle which are already
established. In such cases, reimbursement may not exceed 30 cents a
mile. Authorizing officials will ensure the mileage rate authorized will
be commensurate with the number of persons transported and the extra
distance required to pick up such persons. Also, consideration will be
given to a reduced rate when an owner-driver who usually drives alone is
authorized and directed to transport other employees.

\(7\) Use of SF 91, Operator\'s Report of Motor Vehicle Accident. On
travel by privately owned vehicle, employees will ensure that they have
in their possession a copy of SF 91. In case of vehicle accident,
employee must complete SF 91 (see MP-3, pt. III, par. 33.02a(5)).
Employee\'s attention is also invited to 38 CFR 14.610 on reporting
accidents to District Counsel of area in which the employee is
permanently stationed.

k\. Use of Privately Owned Automobile in Connection With Permanent
Change of Station

\(1\) Where an employee elects to use a privately owned automobile for
permanent change of station travel, the authorized mileage and per diem
allowances will be those prescribed in 41 CFR 302-2.3, except as
modified herein. These provisions also apply to persons appointed who
are eligible for travel and transportation allowances under paragraph
l3p.

\(a\) Per diem is not allowed for travel periods of 10 hours or less.

\(b\) With respect to reasonable driving distance per day, an average of
300 miles is established. Authorizing officials may set a larger number
of miles per day for those trips where they know that good roads and
better driving conditions would justify such action.

\(c\) Mileage rates are prescribed as follows:

+-----------------------------------+-----------------------------------+
| **Occupants of Automobile**       | **Mileage Rates (Cents)**         |
+-----------------------------------+-----------------------------------+
| Employee only, or one member      | 15                                |
|                                   |                                   |
| of immediate family               |                                   |
+-----------------------------------+-----------------------------------+
| Employee and one member, or       | 17                                |
|                                   |                                   |
| two members of immediate family   |                                   |
+-----------------------------------+-----------------------------------+
| Employee and two members          | 19                                |
|                                   |                                   |
| or three members of               |                                   |
|                                   |                                   |
| immediate family                  |                                   |
+-----------------------------------+-----------------------------------+
| Employee and three or more        | 20                                |
|                                   |                                   |
| members; or four or more          |                                   |
|                                   |                                   |
| members of immediate family.      |                                   |
+-----------------------------------+-----------------------------------+

\(2\) Use of no more than one privately owned automobile is authorized
under this paragraph as being advantageous to the Government except that
under the special circumstances in paragraph 41 CFR 302-2.3( e), use of
more than one automobile may be authorized. Per diem and mileage
allowances for each automobile and occupants thereof will be those in
paragraphs 41 CFR 302-2.3(b), (c), and (d).

\(3\) If the use of more than one privately owned automobile is not
justified under the special circumstances described in paragraph 41 CFR
302-2.3(e), only the allowances in 41 CFR, 302-2.3(b), (c), and (d)
shall be paid, as if all persons traveled in one automobile.

1\. Government-Furnished Vehicles

\(1\) The policy on the use for official purposes is in subparagraph
c(3)(b). Official purposes also include transportation between places
where the employee\'s presence is required incident to official
business, between such places and places of temporary lodging, and when
public transportation is unavailable or its use is impracticable,
between either of the above places and places necessary to obtain
suitable meals, and to drugstores, barber shops, places of worship,
cleaning establishments, and similar places required for the sustenance,
comfort or health of the employee in order to foster the continued
efficient performance of Government business. .

\(2\) Where an employee drives an official Government-furnished vehicle
on official business, reimbursement may be made for costs incurred in
parking such vehicle on a privately operated parking lot. However, an
authorizing official must determine that street (including meter)
parking or other free parking was not available within a reasonable
distance from the place where the duty was to be performed.

\(3\) Where an employee uses a street parking meter for parking a
Government vehicle while performing official business, reimbursement
will be made for the street parking meter fee.

\(4\) Authority for use of a Government-furnished vehicle must be on the
employee\'s travel authorization, and the employee must hold a valid
State, District of Columbia, or territorial motor vehicle operator\'s
license.

m\. Local Travel of Employees

\(1\) Field facility Directors and the Director, Office of
Administration, in Central Office will determine the area to be covered
by local travel. They will consider the normal commuting area of the
facility and the corporate limits of the city or town in which the
facility is located or a mileage radius measured from the official duty
site. Once the boundaries are set, they should not be changed unless
circumstances warrant. The official station, as defined in appendix C,
is the guiding principle in determining when travel is a \"local
transportation\" expense and when it is a travel expense. In this
respect, the normal commuting area for local purposes should be that
served by local transportation facilities, such as bus, streetcar,
subway, etc. Mileage radii established must be uniform for both FLSA
overtime and travel allowance purposes in accordance with FPM Letter
551-11, dated October 4, 1977.

\(2\) Federal employees are required to transport themselves from their
residence to their permanent duty station and return at their own
expense. Therefore, when an employee performs temporary duty at a site
near the permanent duty station in a local area, reimbursement for
transportation from the employee\'s residence to the temporary duty site
will be limited to those expenses in excess of the employee\'s normal
daily commuting costs to the permanent duty station. For example, the
normal daily commuting costs of a carpool driver will be computed by
determining the weekly mileage driven, times the applicable mileage
rate, plus tolls, divided by 5.

\(3\) A travel authority will not be issued for strictly local travel.

\(4\) Local transportation facilities (other than taxi cabs) will be
used when it is practicable and will permit accomplishment of the
official business within the limitations imposed by the nature of such
business. Tokens and tickets will be issued to employees for local
travel.

\(5\) Taxicabs or privately owned conveyance may be used when:

\(a\) Necessary due to the nature of the business.

\(b\) Determined to be advantageous to the Government by an official
designated to authorize local travel.

\(6\) Allowable reimbursement expenses when taxi cabs are used include
local taxi fares, plus tips as provided in paragraph 11a(4). If
privately owned automobiles are used, the mileage rate will be 30 cents.

\(7\) Claim for reimbursement of local travel will be submitted SF 1164,
Claim for Reimbursement for Expenditures on Official Business, certified
by the employee, and signed by the official designated to authorize
local travel. No receipts are required.

\(8\) Where employees perform travel under an individual travel
authority contemplating multiple trips outside the official duty station
(not incidental to the temporary duty travel), they may submit their
reimbursement claim for temporary duty travel and local transportation.
Claims for such travel will be made on SF 1012.

\(9\) Normally, an employee will present the signed and approved SF 1164
to the agent cashier for reimbursement and furnish appropriate
identification (e.g., building pass or Government identification card).
If a properly identified person other than the employee presents SF 1164
to the agent cashier and signs receipt for the cash, that person may be
presumed to be acting as the employee\'s agent. The responsibility for
the VA employee, absent negligence, ends upon payment of cash to such
agent.

\(10\) Claims on SF 1164 may be presented for payment as frequently as
necessary but preferably on a monthly basis to include all claims for
the month.

n\. Use of Local Transportation Tokens and Tickets for Local Travel

\(1\) If available, local transportation tokens and tickets will be
procured and maintained by designated personnel for use of authorized
travel by employees. Requests for quantities of tokens or tickets for
such will be made on VA Form 3079, Request for Tokens or Tickets, to the
official authorized to issue tokens and tickets.

\(2\) VA Form 4530, Accountability Record for Tokens or Tickets, will be
used to maintain records of receipt and issuance of tokens or tickets
which will be kept in a locked receptacle.

\(3\) Tariff regulations on use and redemption of unused transportation
tokens or tickets normally prescribe automatic expiration dates. Issuing
officials will contact carriers to determine such dates and periodically
check tokens and tickets to ensure that they are used before the
expiration date or turned in for redemption.

\(4\) Responsible designated officials in the issuing office will make a
periodic audit of tokens and tickets.

o\. Charter and Contract Services. Where a group of persons will travel
at the same time and on the same itinerary, considerations will be given
to the use of charter and contract services by use of SF 1169.

\(1\) Where charter services are ordered from a carrier, its terms will
be stated in writing. The statement will be prepared in duplicate and
signed by the VA official designated to authorize travel and the
carrier\'s representative. The original will be given to the carrier and
the duplicate to the Fiscal activity concerned.

\(2\) Where contract services are ordered from a carrier, its terms will
be stated in writing. The agreement will be prepared in duplicate,
assigned a VA contract number, and signed by the VA official designated
to authorize travel and the carrier\'s representative. The original and
copy will be forwarded to the concerned Fiscal activity. The governing
contract by number and date will he shown on SF 1169. With the exception
of contracts for intracity bus service, a copy of each contract,
negotiated or otherwise, providing rates or charges for passenger
transportation services shall be forwarded, promptly

upon execution, to the General Services Administration (TAD),
Washington, DC 20406.

\(3\) No charter or contract services for air transportation will be
made with a supplemental or nonscheduled carrier unless prior
information has been obtained from the Federal Aviation Administration,
Washington, DC, or its Regional or General Aviation District Office in
the field, that the carrier is complying with their safety standards.
Requests for such information will identify the carrier, show the
services desired, and will be submitted as follows:

\(a\) Requests involving carriers (air taxi operators) operating
airplanes with gross weights\~ under 12,500 pounds will be cleared with
the nearest Federal Aviation Administration\'s Regional or General
Aviation District Office.

\(b\) Requests involving carriers operating airplanes with gross weights
exceeding 12,500 pounds will be submitted to VA Central Office through
appropriate channels. The Travel Policy Staff (031C) will coordinate
such requests with the Federal Aviation Administration and advise the
requestor concerned of their decision.

9\. PER DIEM

a\. Allowance. The per diem allowance is a daily payment instead of
actual expenses for lodging, meals, and related incidental expenses. The
per diem allowance is distinguished from transportation expenses and
other miscellaneous travel expenses as described below.

\(1\) Transportation Expenses. Transportation expenses include
commercial bus, air, rail, or vessel/steamship fares and are
reimbursable in addition to the per diem allowance. Transportation
expenses also include local transit system and taxi fares, cost of
commercial rental cars and other special conveyances, and mileage and
other allowances to cover operating expenses for use of privately owned
conveyances, including fees for parking, ferries, etc.

\(2\) Other Miscellaneous Travel Expenses. Other miscellaneous travel
expenses are those described in 41 CFR 301-9 that are directly
attributable and necessary to the travel and temporary duty as
authorized and performed. When authorized or approved these expenses are
reimbursable in addition to the per diem allowance and transportation
expenses.

b\. Expenses Covered by Per Diem Allowance. The per diem allowance
covers all charges including taxes and service charges where applicable,
for the following types of subsistence expenses:

\(1\) Lodging

\(a\) The term \"lodging\" includes expenses for overnight sleeping
facilities; baths; personal use of the room during daytime; and service
charges for fans, air conditioners, heaters, and fires furnished in
rooms when such charges are not included in the room rate.

\(b\) The term \"lodging\" does not include accommodations on airplanes,
trains, buses, or vessels. The cost of accommodations furnished aboard
common carriers is included in the transportation cost and is not
considered a subsistence expense. However, in determining the overall
cost to the Government when authorizing the mode of transportation to be
used, the availability of these accommodations shall be considered.

\(2\) Meals. Expenses for breakfast, lunch, and dinner and related tips
and taxes (specifically excluded are alcoholic beverage and
entertainment expenses and any expenses Incurred for other persons).

\(3\) Incidental Expenses Related to Subsistence

\(a\) Fees and tips to waiters and waitresses, porters, baggage
carriers, bellhops, hotel housekeepers, dining room stewards or
stewardesses and others on vessels, and

hotel servants in foreign countries.

\(b\) Laundry and cleaning and pressing of clothing.

\(c\) Transportation between places of lodging or business and places
where meals are taken except as provided in appendix E.

\(d\) Telegrams and telephone calls necessary to reserve lodging
accommodations. (See 41 CFR 301-6.4 for allowable telegram and telephone
expenses incurred for other purposes.)

c\. Responsibilities for Authorizing/Approving Rates. It is the
responsibility of the authorizing official to authorize or approve only
those per diem allowances that are justified by the circumstances
affecting the travel and are allowable under paragraph 9. However, the
per diem rates provided for under these rules represent the maximum
allowable. To prevent authorization or approval of per diem allowances
in excess of amounts required to meet the necessary subsistence expenses
of official travel, consideration shall be given to factors that reduce
the necessary expenses of employees. (See specific guidelines in par. 9h
for reducing rates.) Per diem allowances for official travel authorized
or approved under paragraph 9 shall be at daily rates not in excess of
the

maximum per diem rates established as follows:

\(1\) Conterminous United States (CONUS). The per diem allowances
payable for official travel within CONUS shall not exceed the maximum
per diem rates established by the Administrator of General Services and
listed in appendix G. (See instructions in par. d for requesting rate
adjustments within CONUS.)

\(2\) Nonforeign Areas Outside CONUS. The per diem allowances payable
for official travel in nonforeign areas shall not exceed the maximum per
diem rates established by the Secretary of Defense and listed in
Civilian Personnel Per Diem Bulletins published periodically in the
Federal Register. The term \"nonforeign areas\" includes the States of
Alaska and Hawaii, the Commonwealths of Puerto Rico and the Northern
Mariana Islands, and the territories and possessions of the United
States.

\(3\) Foreign Areas. Per diem allowances payable for official travel in
foreign areas shall not exceed the maximum per diem rates established by
the Secretary of State and published in the Per Diem Supplement to the
Standardized Regulations (Government Civilians, Foreign Areas). The term
\"foreign areas\" includes any area (including the Trust Territory of
the Pacific Islands) situated both outside CONUS and the nonforeign
areas as described in subparagraphs a and b above.

d\. Rate Adjustment Requests for Travel Within CONUS

\(1\) Federal agencies may submit a request to GSA for review of the
subsistence costs in a particular city or area where the standard CONUS
rate applies when travel to that location is repetitive or on a
continuing basis and travelers\' experiences indicate that the
prescribed rate is inadequate. Other per diem localities listed in
appendix G will be surveyed on an annual basis by GSA to determine
whether rates are adequate. Requests for per diem rate adjustments shall
include a city designation and a description of the surrounding location
involved (county or other defined area) and a recommended rate supported
by a statement explaining the circumstances that cause the existing rate
to be inadequate. The request also must contain an estimate of the
annual number of trips to the location and the average duration of such
trips, and the primary purpose of travel to the locations.

\(2\) On the basis of a determination that the standard CONUS rate is
inadequate for travel to a specific city or area, field facility
Directors or Under Secretaries; Assistant Secretaries; Director,
National Cemetery System; or other Key Officials in Central Office may
submit a request to the Office of Administration, Travel Policy Staff
(O31C), for a rate adjustment. Upon review and approval by the Travel
Policy Staff (O31C) the request will be forwarded to GSA where the final
determination to approve or disapprove the requested rate adjustment
will be made.

e\. General Rules Affecting Entitlement to Per Diem

\(1\) No Allowance at Official Station. A per diem allowance shall not
be allowed within the limits of the official station (see definition in
app. C) or at, or within the vicinity of, the place of abode (home) from
which the employee commutes daily to the official station.

\(2\) Travel of 10 Hours or Less (IO-Hour Rule). A per diem allowance
shall not be allowed when the period of official travel is 10 hours or
less. (This rule also applies to travel incident to a change of official
station.)

\(3\) Exception to 10-Hour Rule. Per diem shall not be allowed for
employees who qualify for per diem solely on the basis of working a
nonstandard workday (e.g. four 10-hour days, or any other compressed or
flexible schedule). In such instances, per diem shall not be allowed for
travel periods less than or equal to the employee\'s workday hours plus
2 hours.

\(4\) Beginning and Ending of Entitlement. For computing per diem
allowance, official travel begins at the time an employee leaves his/her
home, office, or other authorized point of departure and ends when the
traveler returns to his/her home, or other authorized point at the
conclusion of the trip.

\(5\) International Date Line. In cases where the traveler crosses the
international date line (180th meridian), the actual elapsed time shall
be used to compute per diem rather than calendar days.

\(6\) Deductions for Meals and/or Lodgings Furnished. Where meals and/or
lodging are furnished without charge or at a nominal cost by a Federal
Government agency at a temporary duty station, an appropriate deduction
shall be made from the authorized per diem rate. (See pars. 9f(I)(b),
9g(5), and 9h(2).)

f\. Lodgings-Plus Per Diem Computation Rules for Travel. Except as
otherwise provided in paragraph 9, the per diem allowances authorized or
approved for all official travel including travel incident to a change
of official station, shall be computed under the lodgings-plus per diem
system as prescribed herein. Under this system, the per diem allowance
for each travel day is established on the basis of the actual amount the
traveler pays for lodgings plus a prescribed allowance for meals and
incidental expenses (M&IE), the total not to exceed the applicable
maximum per diem rates as provided in subparagraphs c (1), (2), and (3).
The rules provided in subparagraphs (I) through (4) below shall be
applied in the specific situations covered.

\(1\) Meals and Incidental Expenses (M&IE) Allowance. The maximum per
diem rates include a fixed allowance for meals and incidental expenses
related to subsistence. This allowance is reflected in the Civilian
Personnel Per Diem Bulletin, the Per Diem Supplement to the Standardized
Regulations, or Appendix G, whichever is applicable, as the M&IE rate.
When the M&IE rate, or fraction thereof, is authorized or approved as
provided herein, it is payable to the traveler without itemization of
expenses or receipts. For partial days of travel, the M&IE rate shall be
prorated as provided in subparagraph 9f(2)(b)5. below. The M&IE rate for
CONUS shall be allocated as shown below when making necessary deductions
from the per diem for meals furnished to the employee without charge by
the Federal Government. The total amount of deductions made on partial
days shall not cause the employee to receive less than the amount
allocated for incidental expenses.

M&IE Rates

  -------------- --------------- --------------- --------------- ---------------
                 \$26            \$30            \$34            \$38

  Breakfast      5               6               7               8

  Lunch.         5               6               7               8

  Dinner         14              16              18              20

  Incidentals.   2               2               2               2
  -------------- --------------- --------------- --------------- ---------------

\(2\) Per Diem Allowance Computations. The per diem allowance is to be
calculated using the rules stated in subparagraphs (a) through (d),
below.

\(a\) Travel of more than 10 hours and less than 24 hours. When the
travel period (entire trip) for which per diem has been authorized is 24
hours or less, but more than 10 hours, the travel period will be
prorated as shown in subparagraph 5. starting with the quarter day in
which the traveler arrives at home, office, or other authorized point
upon conclusion of the trip. The per diem allowance for the trip will be
calculated as follows:

[1]{.underline}. If lodging is not required, the per diem allowable
shall be the M&IE rate applicable to the location of the temporary duty
assignment prorated as provided in subparagraph [5]{.underline}. If more
than one temporary duty point is involved, the per diem allowance will
be calculated using the highest of the M&IE rates prescribed for the
locations where official business is performed.

[2]{.underline}. If lodging is required, the rules for travel of more
than 24 hours apply.

\(b\) Travel of 24 Hours or More. The applicable maximum per diem rate
for each calendar day of travel shall be determined by the travel status
and location of the employee at 12:00 midnight and whether lodging is
required at such location. When lodging is required, the applicable
maximum per diem rate shall be the maximum rate prescribed for the
temporary duty location, or a stopover point where the lodging is
obtained while en

route to, from or between temporary duty locations (see subparagraphs .4
below for rules applicable to change of official station travel, and (3)
on lodging location and maximum per diem rates). Only one maximum rate
will be applicable to a calendar day or fraction thereof. Per diem for
travel of more than 2\'4 hours shall be calculated as provided in
subparagraphs [1]{.underline} through [7]{.underline} of this section.

[1]{.underline}. Day Travel Begins

[a]{.underline}. When lodging is required on the day travel begins (day
of departure from the official station or other authorized point), the
per diem allowable shall be the actual cost of lodging incurred by the
traveler, limited to the applicable maximum lodging allowance prescribed
for the location of the lodging plus the applicable M&IE rate prescribed
for the location of the lodging prorated as provided in subparagraph 5
of this section.

[b]{.underline}. When lodging is not required on the day travel begins,
(day of departure from the home, office, or other authorized point), the
per diem allowable shall be the destination M&IE rate prorated as
provided in subparagraph [5]{.underline} of this section.

[2]{.underline}. Full Calendar Days of Travel

[a]{.underline}. Lodging Required. For each full calendar day that the
employee is in a travel status and lodging is required (whether en route
to or at a temporary duty station) the per diem allowable shall be the
actual cost of lodging incurred by the traveler, limited to the
applicable maximum lodging allowance prescribed for the location of the
lodging, plus the applicable M&IE rate.

[b]{.underline}. Lodging not Required. For each full calendar day that
the employee is in a travel status and lodging is not required (such as
when the employee is en route overnight to the next temporary duty
location), the per diem allowance shall be the destination M&IE rate.

[3]{.underline}. Returning From Travel

[a]{.underline}. Lodging Required. For each full calendar day of travel
when lodging is required at an en route location while the employee is
returning to the official station, home, or other authorized point, the
per diem allowable shall be the actual cost of lodging incurred by the
traveler, limited to the applicable lodging allowance prescribed for the
location of the lodging, plus the applicable M&IE rate.

[b]{.underline}. Lodging Not Required. For any full calendar day of
travel when lodging is not required while the employee is en route
overnight returning to the official station, home, or other authorized
point, the per diem allowable shall be the M&IE rate applicable to the
preceding calendar day.

[c]{.underline}. Day Travel Ends. For the day travel ends (day traveler
returns to the official station, home, or other authorized point) the
per diem allowable shall be the M&IE rate applicable to the preceding
calendar day prorated as provided in subparagraph [5]{.underline} of
this section.

[4]{.underline}. Travel Incident to a Change of Official Station.

[a]{.underline}. En route Travel to New Official Station. The rules in
subparagraphs (a) and (b) apply when computing per diem allowances for
en route travel (24 hours or less and 24 hours or more) to a new
official station (see par. 13). The M&IE rate applicable to the new
official station on the day of arrival at that location, or the standard
CONUS M&IE rate, as appropriate, will be prorated as provided in
subparagraph [5]{.underline} of this section. When travel

begins and ends on the same day, the rule in subparagraphs (a)2. of this
section will apply and the M&IE rate applicable to the new official
station, or the standard CONUS M&IE rate, as appropriate will also be
prorated as provided in subparagraph [5]{.underline} of this section.

[b]{.underline}. Travel to seek residence quarters. The rules in
(b)[l]{.underline} thru [3]{.underline} apply when computing per diem
for travel to seek residence quarters (see par. 13).

[5]{.underline}. Method of prorating M&IE rate for partial days. The
applicable M&IE rate for a partial day of travel shall be prorated using
the following table. In computing the per diem allowance for a partial
day, the calendar day (midnight to midnight) shall be the unit. For each
6-hour period (or fraction thereof at the beginning or end of a partial
travel day) that the employee is in a travel status on that day,
one-fourth of the applicable M&IE rate shall be allowed. A quarter day,
although reflected here as beginning one minute after the hour,
technically begins one second after the stated hour.

First quarter 12:01 a.m. -06:00 a.m.

Second quarter 06:01 a.m. -12:00 noon

Third quarter 12:01 p.m. -06:00 p.m.

Fourth quarter 06:01 p.m. -12:00 midnight

[6]{.underline}. Lodging obtained after midnight. Although per diem
generally is based on the employee\'s location at midnight, there will
be instances in which he/she is en route and does not arrive at the
lodging location (either temporary duty location or en route stopover
point) until after midnight. In such cases, the lodging shall be claimed
for the preceding calendar day and the applicable maximum per diem for
the preceding day will be determined as if the employee had been at the
lodging location at 12:00 midnight of that day.

[7]{.underline}. Commercial vessel. For vessel travel, except for the
day of arrival on board (day of embarkation) and the day of departure
from the vessel (day of debarkation), the allowable per diem rate will
be \$6 per day. When the \$6 rate is not sufficient to meet the
traveler\'s per diem expenses, a per diem rate equal to the anticipated
expenses, not to exceed \$9 per day, may be authorized or approved,
except that the rate for travel by the Alaska Ferry System shall not
exceed the standard M&IE rate for CONUS. Per diem will be computed under
the lodgings-plus system on the days of embarkation and debarkation.

\(3\) Lodging-location, Receipt Requirement, and Allowable Expenses

\(a\) Lodging location rules

[1]{.underline}. Lodging at temporary duty location. The employee will
obtain lodging at the temporary duty location. However, if the employee
obtains lodging away from or outside the temporary duty location because
of personal preference or convenience, the allowable per diem shall be
limited to the maximum per diem rate prescribed for the temporary duty
location.

[2]{.underline}. In certain circumstances, lodging accommodations may
not be available at the temporary duty location and the employee must
obtain lodging in an adjacent locality where the prescribed maximum per
diem rate is higher than the maximum per diem rate for the location of
the temporary duty point. In such instances, the authorizing official
may make an administrative determination on an individual case basis to
authorize or approve the higher maximum per diem rate. If the higher
maximum rate is not justified and authorized in advance, the employee
must furnish a statement with the travel voucher satisfactorily
explaining the circumstances that caused him/her to obtain lodging in an
area other than at the temporary duty point designated in the travel
authorization.

\(b\) Receipt Requirements

[1]{.underline}. Lodging Receipt Requirements. Receipts shall be
required to support all lodging costs for which an allowance is claimed
under the lodgings-plus per diem system except that a statement instead
of a receipt may be accepted for the fee or service charge incurred for
the use of Government quarters. Receipts are not required when a
specific or reduced rate has been authorized in advance of the travel as
provided in subparagraph (d) and paragraph h below.

[2]{.underline}. Double occupancy. If the lodging receipt shows a charge
for double occupancy, such fact shall be shown on the SF 1012, Travel
Voucher, with the name and employing agency or office of the person
sharing the room if such person is a Government employee on official
travel. One-half of the double occupancy charge shall be allowable for
each employee. If the person sharing the room is not another Government
employee on official travel, identification of the person sharing the
room is not required and the employee may be allowed the single room
rate.

[3.]{.underline}. If receipts have been lost or destroyed or are
impracticable to obtain, a statement acceptable to the approving
official explaining the circumstances shall be furnished with the travel
voucher, including the name and address of the lodging facility, the
dates the lodging was obtained, and the cost incurred. Employees may be
required to obtain copies of lost or destroyed receipts from the lodging
establishment.

\(c\) Allowable Lodging Expenses. The traveler will be reimbursed only
for his/her actual cost of lodging up to the maximum amount. No minimum
amount is authorized for lodging under the lodgings-plus per diem system
since reimbursement is based on the actual cost of lodging incurred by
the employee. Expenses incurred in the situations described below will
be allowed as lodging expenses.

[1]{.underline}. When an employee uses conventional lodging facilities
(e.g., hotels, motels, boarding houses, etc.), the allowable lodging
expense will be based on the single room rate for the lodging used (for
double occupancy see subpar.(b)2., above). See 9j(l) for computing daily
lodging expense when lodging is rented on a weekly or monthly basis.

[2]{.underline}. A fee or service charge paid for the use of Government
quarters is an allowable lodging expense.

[3]{.underline}. When the employee obtains lodging from friends or
relatives (including members of the immediate family) with or without
charge, no part of the per diem allowance will be allowed for lodging
unless the host actually incurs additional costs in accommodating the
traveler. In such instances, the additional costs substantiated by the
employee and determined to be reasonable by the approving official may
be allowed as a lodging expense. Neither costs based on room rates for
comparable commercial lodging in the area nor flat \"token\" amounts
will be considered as reasonable.

[4.]{.underline} When no conventional lodging facilities are present
(e.g., in remote areas) or when there is a shortage of rooms because of
an influx of attendees at special events (e.g., world\'s fairs or
international sports events), costs of lodging obtained in
nonconventional facilities may be allowed. Such facilities may include
college dormitories or similar facilities and rooms generally not
offered commercially that are made available to the public by area
residents in their homes. In such cases, the traveler must .provide an
explanation of the circumstances which is acceptable to the approving
official.

[5]{.underline}. A per diem allowance for lodging may be allowed when
the traveler uses a travel trailer or camping vehicle while on temporary
duty assignments away from his/her official station. (See subpar. 9j(2)
for per diem computations in such situations.)

\(d\) Deviation from Lodgings-Plus Per Diem System. A determination may
be made that the lodgings-plus method as prescribed in paragraph 9f is
not appropriate for certain travel assignment situations, such as when
quarters or meals, or both, are provided at no cost or at a nominal cost
by the Government or when for some other reason the subsistence costs to
be incurred by the employee can be determined in advance. For example,
see situations described in subparagraphs 9h and j. In such instances a
specific per diem rate may be established within the maximum per diem
otherwise applicable to the travel situation and appropriate reductions
made in accordance with subparagraph 9h, provided the exception from the
lodgings-plus per diem system and the specific per diem rate are
authorized in advance on the travel authorization. Such specific per
diem rate authorized on the travel authorization shall be the per diem
rate payable on the travel voucher without receipts and/or itemization
by the employee.

g\. Rest Stops When Travel Outside CONUS is Involved.

\(1\) When travel is direct between authorized origin and destination
points which are separated by several time zones and either the origin
or destination point is outside CONUS, a rest period not in excess of 24
hours may be authorized or approved when air travel between the two
points is by less-than-premium-class accommodations and the scheduled
flight time, including stopovers, exceeds 14 hours by a direct or
usually traveled route.

\(2\) The rest stop may be authorized at any intermediate point,
including points within CONUS, provided the point is midway in the
journey or as near to midway as requirements for use of U.S. flag air
carriers and carrier scheduling permit.

\(3\) A rest stop shall not be authorized when an employee, for personal
convenience, elects to travel by an indirect route resulting in excess
travel time.

\(4\) The per diem rate for the rest stop shall be the rate applicable
for the rest stop location.

\(5\) When carrier schedules or the requirements for use of the U.S.
flag air carriers preclude an intermediate rest stop, or a rest stop is
not authorized, it is recommended that the employee be scheduled to
arrive at the temporary duty point with sufficient time to allow a
reasonable rest period before reporting for duty. (See subpar. 8f(5) for
guidelines on the use of U.S. flag carriers).

h\. Reductions in Maximum Per Diem Rates When Appropriate. Authorizing
officials may, in individual cases or situations, authorize a reduced
per diem rate under certain circumstances, such as when lodging and/or
meals are obtained by the employee at a reduced cost or furnished to the
employee at no cost of a nominal cost by the Government; or when for
some other reason the per diem costs to be incurred by the employee can
be determined in advance. In exercising the responsibilities outlined in
subparagraph 9c the authorizing official should consider any known
factors that will cause the traveler\'s per diem expenses in a specific
situation to be less than the applicable maximum rates prescribed in
subparagraph 9c. If it can be determined in advance of the travel that
such factors are present, the authorizing official should authorize a
reduced rate that is commensurate with the known expense levels. Such
reduced rate authorized on the travel authorization shall be the per
diem rate payable on the travel voucher without receipts and/or
itemization by the employee. Specific guidelines for reducing rates and
where reduced rates may be appropriate are provided below:

\(1\) When Lodging/Meals are Furnished by the Federal Government.

\(a\) When Lodging is Furnished by the Federal Government. Normally when
all or part of the lodging is furnished at no cost or at a nominal cost
to the employee by the Government, the lodgings-plus per diem system
automatically reduces the maximum per diem rate to the M&IE rate (or
fraction there of). When lodging is furnished at no cost to the employee
through use of an agency purchase order, the agency shall not authorize

or approve a per diem allowance for other per diem expenses that will,
when combined with the cost of lodging furnished, exceed the applicable
maximum per diem rate

prescribed under subparagraph 9c.

\(b\) When Meals are Furnished by the Federal Government. When all or
part of the meals are furnished at no cost or at a nominal cost to the
employee by the Federal Government, the applicable maximum per diem rate
or the M&IE rate, as appropriate, shall be reduced to a daily amount
commensurate with the remaining expenses expected to be incurred by the
employee. If a reduced per diem rate was not authorized in advance of
the travel, an appropriate deduction shall be made from the total per
diem payable on the travel voucher. (See subpars. 9e(4) and 9g(5).)

[1]{.underline}. CONUS Locations. When meals are furnished to the
employee without charge or at a nominal cost, the dollar amount shown in
the table in subparagraph f(l) will apply.

[2]{.underline}. Outside CONUS Locations. The M&IE rates for localities
in both nonforeign and foreign areas shall be reduced by the applicable
dollar amount shown in 41 CFR 301, Appendix B, when meals are furnished
to the employee without charge or at a nominal cost (see subparagraphs
(1) and (2) of this section) by the Federal Government. 8

\(2\) Extended Stays. When travel assignments involve extended periods
at temporary duty locations and travelers are able to secure lodgings
and/or meals at lower costs (e.g., weekly or monthly rentals), the per
diem rate should be reduced accordingly. If the extended temporary duty
is for training, see (5) below. (See also subpar. 9j for allowable
expenses in special situations.)

\(3\) Meetings and Conventions. In the interest of uniform treatment of
employees, whenever a meeting or conference is arranged which will
involve the travel of attendees from other agencies or components of the
VA, and reduced cost lodging accommodations have been prearranged at the
meeting or conference site, the sponsoring Under Secretary; Assistant
Secretary; Director, National Cemetery System; or Other Key Official
shall recommend to the other participating agencies or components a per
diem allowance that would be reasonable.

\(4\) Subsistence Payments for Extended Training Assignments

\(a\) The Government Employees Training Act (5 U.S.C. 4101-4118)
authorizes agencies to pay all or part of the per diem expenses of an
employee assigned to training at a temporary duty station. Implementing
regulations prescribed by the Office of Personnel Management (OPM) in 5
CFR 410-603, provide specific guidelines for payment of per diem
expenses for employees on extended training assignments of more than 30
calendar days at temporary duty locations.

\(b\) Generally, the OPM guidelines require a reduced subsistence
payment of not more than 55 percent of the applicable maximum per diem
rate prescribed in these regulations (see subpar. 9c). Subsistence
payments above these levels (not to exceed the maximum per diem rates)
must be justified. The OPM guidelines in 5 CFR 410-603 shall be referred
to for specific criteria to determine the appropriate per diem.
Guidelines are also published by OPM in the Federal Personnel
Management, Chapter 410, Section 6-3.

\(5\) Acceptance of Payment from a Non-Federal Source. (See subpar. 3j.)
When an approved payment fully covers expenses, VA shall not pay for
such expenses or shall recover payment previously made. If an approved
payment does not fully cover expenses, VA may pay an amount considered
sufficient to cover the balance of the expenses. If an amount in excess
of such balance has been previously paid, such amount shall be recovered
from the employee. No reduction in payment is required where an approved
contribution or award to an employee covers types of expenses that the
agency is not authorized to pay.

i\. \"Mixed Travel\" Reimbursements. \"Mixed travel\" occurs when
official travel within a single trip is subject to payment of the daily
subsistence expenses under different reimbursement systems (i.e.,
lodgings-plus, or actual subsistence expense).

\(1\) Transition between Reimbursement Systems. Reimbursement for
subsistence expenses will be computed under only one reimbursement
system for each calendar day except when the provisions of subparagraph
10b(2) apply. When actual expense reimbursement for certain travel days
is intermittent with the per diem method for others, the rules in
subparagraph 10f govern.

\(2\) Determining Maximum Daily Rate(s). Reimbursement for each day will
be subject to only one maximum rate. The rules for determining maximum
rates within each reimbursement system are provided in subparagraph 9f,
and paragraph 10.

j\. Per Diem Allowance Computations for Special Situations.

\(1\) Per Diem for Weekly or Monthly Rentals.

\(a\) Types of Expenses Included in Lodging Costs. When an employee
rents a room, apartment, house, or other lodging incident to a temporary
duty assignment, the following expenses may be considered part of the
lodging cost: the rental cost; if unfurnished, the rental cost of
appropriate and necessary furniture and appliances, such as a stove,
refrigerator, chairs, tables, bed, sofa, television, and vacuum cleaner;
cost of connection, use, and disconnection of utilities; cost of
reasonable maid fee and cleaning charges; monthly telephone use fee
(does not include installation and long-distance calls); and, if
ordinarily included in the price of a hotel or motel room in the area
concerned, the cost of special user fees, such as cable TV charges and
plug-in charges for automobile head bolt heaters.

\(b\) Computation of Daily Lodging Costs. When the employee obtains
lodging on a weekly or monthly rental basis, the daily lodging cost
shall be computed by dividing the total lodging costs for the expenses
listed above by the number of days the accommodations are actually
occupied, provided that the employee acts prudently in renting by the
week or month, and that the cost to the Government does not exceed the
cost of renting conventional lodging at a daily rate. Otherwise the
daily lodging cost shall be computed by dividing by the number of days
in the rental period (e.g., 7 or 30 days, as appropriate).

\(c\) Per Diem Allowable

[1]{.underline}. Under the lodgings-plus system, the allowable per diem
consists of the daily lodging cost calculated under (b) above, plus the
applicable M&IE rate not to exceed the maximum per diem rate prescribed
for the location involved.

[2]{.underline}. When a reduced per diem rate is being established (see
subpar. h) in advance of the travel, the daily lodging cost calculated
in subparagraph (b) above, shall be added to the amount determined by
the authorizing official to be necessary for meal and incidental
expenses.

\(2\) Per Diem Allowance for Use of Recreational Vehicle for Lodging.
The term \"recreational vehicle\" includes mobile homes, campers,
camping trailers, or self-propelled mobile recreational vehicles.

\(a\) Privately Owned

[1]{.underline}. Lodging Costs. When an employee uses a privately owned
camping or recreational vehicle while on official travel, allowable
expenses which may be considered as a lodging cost include parking fees,
fees for connection, use, and disconnection of utilities (electricity,
gas, water, and sewage); bath or shower fees; and dumping fees.
Depreciation shall not be considered as a lodging cost.

[2]{.underline}. Meals and Incidental Expenses. The authorizing official
shall determine an appropriate amount for meals and incidental expenses
based on whether the type of recreational vehicle used by the employee
has meal preparation facilities. When use of the recreational vehicle is
for a temporary duty assignment within CONUS, such amount shall not
exceed the applicable M&IE rate.

[3]{.underline}. Per Diem Computation. The daily lodging costs plus an
appropriate rate for meals and incidental expenses determined under
subparagraph 2 above, shall be the per diem rate, limited to the
applicable maximum rate prescribed under subparagraph 9c for the
locality involved. The authorizing official may authorize a reduced per
diem rate within the applicable maximum per diem rates if the actual
costs expected to be incurred can be determined in advance of the
travel.

\(b\) Rented Recreational Vehicle. When the use of a rented recreational
vehicle is authorized or approved as advantageous to the Government, the
rental fee and the allowable expenses shown in subparagraph (a)l above,
may be considered as lodging costs. Advantageous use might occur when
the employee is on an extended temporary duty assignment in a remote
area or where conventional lodging facilities are limited or not
available. If use of a rented recreational vehicle is not authorized or
approved as advantageous, only those expenses listed in subparagraph
(a)[l]{.underline} above, may be considered as lodging costs.

\(3\) Per Diem Computations When Temporary Duty is Curtailed, Canceled,
or Interrupted for Official Purposes (see S9 Compo Gen. 612 (1980), 60
Compo Gen. 630 (1981), and Cases Cited Therein). When an employee has
made advance arrangements for lodging (such as those described in
subpars. (1) or (2) above), with reasonable expectation of the travel
assignment being completed as ordered or directed, and subsequently the
temporary duty assignment is curtailed, canceled, or interrupted for
official purposes, or for other reasons beyond the employee\'s control
that are acceptable to the approving official, lodging costs may be
calculated and paid as follows:

\(a\) Travel Assignment Curtailed or Interrupted. When the temporary
duty assignment is curtailed or interrupted for the benefit of the
Government or for other reasons beyond the employee\'s control and the
employee is unable to obtain a refund of prepaid rent, expenses incurred
for unused lodging may be reimbursed under the following conditions:

[1]{.underline}. Determination of Reasonableness. A determination must
be made that the employee acted reasonably and prudently in incurring
allowable lodging expenses pursuant to temporary duty travel orders.
Included in this determination should be a consideration of whether the
employee sought to obtain a refund of the prepaid lodging cost or
otherwise took steps to minimize the costs once the temporary duty was
officially curtailed or interrupted.

[2]{.underline}. Adjusted Calculation and Reimbursement of Lodging
Costs. If the approving official determines that the employee acted
reasonably, the unused portion of the prepaid lodging cost may be
reimbursed as follows:

[a]{.underline}. The daily lodging costs for the period covered by the
voucher shall be calculated by dividing the total cost for the rental
period by the number of days of actual occupancy. The total of the
lodging costs thus calculated plus the appropriate daily amount
authorized for meals and incidental expenses may be reimbursed not to
exceed the per diem rate authorized in the employee\'s travel orders for
the days that the lodging was occupied.

[b]{.underline}. If the authorized per diem rate is insufficient for the
days of occupancy, the daily lodging cost calculated in subparagraph
[a]{.underline} above plus the amount authorized for meals and
incidental expenses may be reimbursed on an actual expense basis not to
exceed appropriate maximum daily rates determined as provided in
paragraph l0c.

[c]{.underline}. The excess amount (if any) of the unrefunded lodging
cost not reimbursed under subparagragh b. above, may be paid as a
miscellaneous travel expense incident to the travel assignment, if
otherwise proper.

[d]{.underline}. In instances where the travel assignment was
interrupted for official purposes (e.g., when the employee is directed
to perform temporary duty at another location) allowable subsistence
expenses (if any) incurred during the interruption may be reimbursed
separately from those reimbursements outlined in subparagraphs
[a]{.underline} and [b]{.underline} above, if otherwise proper, and in
conformance with the provisions of paragraph 9.

\(b\) Travel Assignment Canceled. When the employee incurs lodging
expenses in reasonable expectation of a travel assignment being
completed as ordered or directed, and due to a change in travel orders
the travel assignment is canceled prior to its commencement, the prepaid
lodging expenses may be reimbursed as a miscellaneous travel expense
provided the amounts are reasonable and the conditions in subparagraph
(a)[l]{.underline} are met.

\(c\) Forfeited Rental Deposits. If, in situations described in
subparagraphs (a) and (b), above, the employee was required by the terms
of a lease or rental agreement to pay rental deposit lodging costs, the
amount of the forfeited deposit may be reimbursed as a miscellaneous
travel expense provided the conditions in subparagraph
(a)[l]{.underline} above, are met. Reimbursement for deposits forfeited
for damages to lodging accommodations shall not be allowed.

\(4\) Per Diem while Aboard Government Vessel. For temporary duty aboard
Government vessels where meals and lodgings are furnished at no cost or
at a reduced cost, an appropriate per diem rate shall be prescribed
within the provisions of paragraph 9. The term \"Government vessel\"
includes vessels owned and operated, leased and operated, or chartered
by the Government.

k\. Time Determinations

\(1\) Duty to Record Pertinent Times. The date and hour of departure
from and arrival at the official station or any other place at which
official travel begins or ends must be shown on the travel voucher. The
same information also must be shown for points at which temporary duty
is performed when such arrival or departure affects the per diem
allowance or other travel expenses. Other points visited should also be
shown but the time of arrival and departure need not be entered.

\(2\) Use of Standard Time. The hours of departure and arrival recorded
on the voucher shall be those of the standard time in effect at the
place involved. (See 15 U.S.C. 262.)

l\. Interruptions of Per Diem Entitlement. For purposes of this
paragraph, the term \"place of abode \" means the place from which the
employee commutes daily to the official station.

\(1\) Leave and Nonworkdays

\(a\) General. Leave or absence (other than as provided in subpar. 91(4)
for one-half, or less of the prescribed daily working hours shall be
disregarded for per diem purposes. Where the leave is more than one-half
of the prescribed daily working hours, no per diem shall be allowed for
that day.

\(b\) Nonworkdays. Legal Federal Government holidays and weekends or
other scheduled nonworkdays are considered non workdays. Employees are
considered to be in a per diem status on nonworkdays except when they
return to their official station or place of abode (see (2) below), or
except under conditions stated in subparagraphs [1]{.underline} or
[2]{.underline}. below. \'

[1]{.underline}. Leave Before and After Nonworkdays. Per diem shall not
be paid for nonworkdays when:

[a]{.underline}. Employees are in a leave status at the end of the
workday before the non workdays and at the beginning of the workday
following the nonworkdays, and

[b]{.underline}. The period of leave on either of those days is more
than one-half of the prescribed working hours for that day.

[2]{.underline}. Leave between Nonworkdays. Per diem shall not be paid
for more than two non workdays in cases where leave of absence is taken
for all of the prescribed working hours between the nonworkdays.

\(2\) Return to Official Station for Nonworkdays

\(a\) Required Return-Official Business. An employee who is required by
appropriate agency officials to return to his official station for the
nonworkdays to perform official business or because it is otherwise
advantageous to the Government shall be allowed the round-trip
transportation expenses and per diem for the en route travel.

\(b\) Authorized Return-Substantial Cost Savings. Per diem and
transportation expenses may be authorized to an employee to return home
for nonworkdays where significant cost savings will be achieved. Travel
time shall be scheduled within the employee\'s duty hours to the extent
practicable. The cost of lost productivity attributable to the duty
hours involved in traveling to and from the employee residence for non
workdays shall be considered in determining the cost savings (Comp. Gen.
B-202544, August 31, 1981).

\(c\) Authorized Return Incident to Extended Temporary Duty. Employees
who are required to routinely perform extended periods of temporary duty
may, at the authorizing official\'s discretion and within the limits of
appropriations available for payment of travel expenses, be authorized
round-trip transportation expenses and per diem en route for periodic
return travel to their official stations or places of abode for non
workdays. Authorizing officials are cautioned that this authority is to
be used with the utmost discretion and consideration of the length and
purpose of the temporary duty assignments and the distance of the return
travel. (See 55 Compo Gen. 1291(1976).) The periodic return travel may
be authorized as provided in subparagraphs [1]{.underline} and
[2]{.underline} below.

[1]{.underline}. The authorizing official has determined, based on an
appropriate cost analysis, that the costs of periodic weekend return
travel (including the costs of potential overtime, if applicable) are
outweighed by savings in terms of increased employee efficiency and
productivity, as well as reduced costs of recruitment and retention of
employees. This cost analysis shall be conducted no less frequently than
every other year.

[2]{.underline}. Return travel for nonworkdays authorized under these
provisions constitutes an exception to the directive on scheduling of
travel contained in 5 U.S.C. 6101 (b)(2) and therefore should be
performed outside the employee\'s regularly scheduled duty hours or
during periods of authorized leave. However, in the case of employees
not exempt from the Fair Labor Standards Act overtime provisions,
consideration should be given to scheduling the authorized travel to
minimize payment of overtime, including scheduling of travel during
regularly scheduled duty hours when necessary. (See Office of Personnel
Management regulations and applicable VA policy for further guidelines
covering overtime during travel.)

\(d\) Voluntary Return. When an employee voluntarily returns to his/her
official station or place of abode for nonworkdays, the maximum
reimbursement for the roundtrip transportation and per diem en route
shall be limited to the per diem allowance and travel expenses which
would have been allowed had the employee remained at the temporary duty
station. The employee shall perform any such voluntary return travel
during non-duty hours or periods of authorized leave.

\(3\) Indirect Route or Interrupted Travel. If there is an interruption
of travel or deviation from the direct route resulting in excess travel
time because of an employee\'s personal preference or convenience or
through the taking of leave, the per diem allowed shall not exceed that
which would have been allowed on uninterrupted travel by a direct,
usually traveled route except as provided in subparagraph 12d for
certain emergency travel situations.

\(4\) Illness or Injury or a Personal Emergency Situation. Provisions
governing per diem allowable for emergency travel performed due to an
employee\'s incapacitating illness or injury or because of a personal
emergency situation, as well as the continuation of per diem due to
incapacitating illness or injury of the employee, are found in
subparagraph 12d.

10\. REIMBURSEMENT OF ACTUAL SUBSISTENCE EXPENSES

a\. General. The provisions contained herein apply to travel within and
outside the conterminous United States (CONUS). The officials listed in
appendix A, subparagraph I h, may authorize or approve reimbursement for
the actual and necessary subsistence expenses of official travel when
such expenses are unusually high due to special or unusual circumstances
or for occasional meals and/or lodging as provided herein. This
authority shall be used for individual travel assignments or specific
travel situations only after appropriate consideration of the actual
facts existing at the time the travel is directed and performed.
Generally, authorization or approval of actual subsistence expenses is
contingent on the entitlement to per diem. Except as otherwise provided
herein, the definitions and rules stated in paragraph 9 applicable to
the employee\'s entitlement to a per diem allowance shall apply to
travel on an actual expense basis. Actual subsistence expense
reimbursement may be allowed for the same types of expenses that are
covered by the per diem allowance in subparagraph 9b provided such
expenses are determined to be actual and necessary expenses incident to
the particular travel assignment.

b\. Conditions Warranting Authorization or Approval of Actual Expenses

\(1\) Travel Assignments Involving Special or Unusual Circumstances.
Travel on an actual subsistence expense basis may be authorized or
approved for travel assignments within and outside CONUS when the
applicable maximum per diem rate (see subpar. 9c) is inadequate due to
special or unusual circumstances. The maximum per diem rate, although
generally adequate, may be insufficient for a particular travel
assignment because the actual and necessary subsistence expenses are
unusually high due to special duties or because subsistence costs have
escalated temporarily during special events. Actual subsistence expense
reimbursement shall not be authorized or approved when the actual and
necessary subsistence expenses exceed or are expected to exceed the
applicable maximum per diem allowance by only a small amount. Since
lodging costs constitute a major portion of the subsistence expenses,
travel on an actual expense basis may be authorized or approved for
travel when, due to special or unusual circumstances, the lodging costs
absorb all or nearly all of the applicable maximum per diem allowance
(see subpar. 9c). Examples of travel assignments or situations that may
warrant authorization or approval of actual and necessary expenses
include but are not limited to the following:

\(a\) The employee attends a meeting, conference, or training session
away from the official duty station where lodging and meals must be
procured at a prearranged place (such as the hotel where the meeting,
conference, or training session is being held) and the lodging costs
incurred, because of these prearranged accommodations, absorb all or
practically all of the applicable maximum per diem allowance;

\(b\) The travel is to an area where the applicable maximum per diem
allowance is generally adequate but subsistence costs have escalated for
short periods of time during special functions or events such as missile
launching periods, international or national sports events, world\'s
fairs, conventions, or natural disasters;

\(c\) Based on a situation described in subparagraph (b) above,
affordable lodging accommodations are not available or cannot be
obtained within a reasonable commuting distance of the employee\'s
temporary duty point and transportation costs to commute to and from the
less expensive lodging facility consume most or all of the savings
achieved from occupying less expensive lodgings;

\(d\) The employee, because of special duties of the assignment,
necessarily incurs unusually high expenses in the conduct of official
business, such as to procure superior or extraordinary accommodations
including a suite or other quarters for which the charge is well above
that which he/she would normally have to pay for accommodations; or

\(e\) The employee necessarily incurs unusually high expenses incident
to his/her assignment to accompany another employee in a situation as
described in subparagraph (d) above.

\(2\) Situations Requiring Reimbursement for Occasional Meals and/or
Lodging. Although lodging and/ or meals are furnished without cost (or
at a nominal cost) for a particular assignment, the employee may
necessarily incur expenses for occasional lodgings and/or meals.
Reimbursement may be approved for appropriate expense incurred for
occasional meals or lodging that are determined to be necessary and
justified by the circumstances involved. For travel assignments within
CONUS the actual expense allowable for lodging or each meal may not
exceed the lodging or individual meal allowance set out in subparagraph
9f(I), or 150 percent of those amounts if special or unusual
circumstances are involved; for travel assignments outside CONUS,
similar limitations on the amount of reimbursement for such expenses
shall be determined by the authorizing official.

c\. Maximum Daily Rates and Reimbursement Limitations. The maximum
amount of reimbursement for actual subsistence expenses that may be
authorized or approved for each calendar day or fraction thereof is as
provided in subparagraphs (1) and (2) below. Authorizing officials shall
determine appropriate and necessary daily maximum rates not to exceed
these amounts when authorizing or approving travel under paragraph 10.
Maximum daily rates need not be prorated for fractions of a day.

\(1\) Travel Within CONUS

\(a\) Maximum Daily Rates. For travel within CONUS, the maximum daily
rate for subsistence expenses shall not exceed 150 percent of the
applicable maximum per diem rate (rounded to the next highest dollar)
prescribed in appendix G for the travel assignment location.

\(b\) Reimbursement Limitation. When the actual subsistence expenses
incurred during any one day are less than the maximum daily rate
authorized, the employee shall be reimbursed only for the lesser amount.
Expenses incurred and claimed (including those for fractional days)
shall be reviewed and allowed only to the extent determined to be
necessary and reasonable by the authorizing official (see subpar. e(2)).
Reimbursement for meal& and incidental expenses shall not, under any
circumstances, exceed 150 percent of the M&IE rate applicable to the
temporary duty location. The authorizing official may limit
reimbursement for meals and incidental expenses to 100 percent of the
applicable M&IE rate and deviate from the requirement for receipts
and/or itemization of such expenses as provided in subparagraph e(l)(c)
below. In such instances the M&IE rate shall be prorated for partial
days of travel as provided in paragraph 9f(2).

\(2\) Travel Outside CONUS -

\(a\) Maximum Daily Rates. For travel outside CONUS, the maximum daily
rate for subsistence expenses shall not exceed the amount prescribed by
the Departments of Defense and State, respectively, for nonforeign and
foreign areas as set forth below, whichever is greater:

[1]{.underline}. 150 percent of the applicable maximum per diem rate
(rounded to the next higher dollar) prescribed under subparagraph 9c(2)
or (3); or

[2]{.underline}. \$50 plus the applicable maximum per diem rate
prescribed under subparagraph 9c(2) or (3).

\(b\) Reimbursement Limitation. When the actual subsistence expenses
incurred during anyone day are less than the maximum daily rate
authorized, the employee shall be reimbursed only for the lesser amount.
Expenses incurred and claimed (including those for fractional days)
shall be reviewed and allowed only to the extent determined to be
necessary and reasonable by the authorizing official (see subpar. e(2))
and generally should not exceed 50 percent of the maximum daily rate
authorized under subparagraph (a) above.

\(3\) When Lodging is Procured Through Use of a Department Purchase
Order. When actual subsistence expense reimbursement is authorized or
approved in accordance with this paragraph and lodging is furnished to
the employee at no cost through use of a department purchase order, the
authorizing official shall not authorize or approve reimbursement for
other subsistence expenses that will, when combined with the cost of
lodging furnished, exceed the maximum daily rate authorized under
subparagraphs (1) and (2) above.

d\. Authorization or Approval

\(1\) Requests for Authorization or Approval of Actual Expense
Reimbursement. It is the employee\'s responsibility to request
authorization or approval for actual subsistence expense reimbursement
when conditions appear to warrant such reimbursement and to furnish
appropriate justification to support the request.

\(2\) Prior Authorization of Actual Expense Travel. Normally, travel on
an actual expense basis should be authorized in advance and the daily
maximum rate authorized by the authorizing official shall be stated in
the travel authorization.

\(3\) Approval After Travel is Completed. If travel is performed without
prior written authorization or is authorized on a per diem basis and
otherwise conforms to the provisions of paragraph 10, reimbursement for
actual and necessary subsistence expenses may be approved after
completion of the travel.

e\. Requirements for Documentation, Review and Administrative Controls

\(1\) Documentation of Actual Expenses on the Voucher

\(i\) Itemization. When travel is authorized or approved on an actual
subsistence expense basis, the employee shall itemize on the travel
voucher each expense for which reimbursement is claimed on a daily
basis. Meals must be itemized separately, i.e., breakfast, lunch, and
dinner. Those expenses that do not usually accrue on a daily basis, such
as laundry and cleaning and pressing of clothing, maybe averaged over
the number of days that actual expense reimbursement is authorized or
approved.

\(b\) Receipts. Receipts shall be required for lodging, regardless of
amount, and any individual meal when the cost is over \$25.

\(c\) Exception. When an authorizing official limits reimbursement for
meals and incidental expenses to 100 percent of the applicable M&IE
rate, receipts and/or itemization of meals and incidental expenses as
provided in subparagraphs (1) and (2) above, need not be required except
at the authorizing official\'s discretion.

\(2\) Review and Administrative Controls. Procedures shall be
established by each authorizing official to ensure that actual
subsistence expense reimbursement under the provisions of this paragraph
is properly administered and controlled to prevent abuse of the
authority contained herein. An appropriate review of the justification
for travel on an actual subsistence expense basis shall be made.
Expenses claimed by an employee shall be reviewed by the authorizing
official to determine whether the expenses are reasonable and allowable
subsistence expenses and necessarily incurred in connection with the
travel assignment.

f\. Mixed Travel (Per Diem and Actual Subsistence Expense) Reimbursement

\(1\) Generally, when actual expense reimbursement is authorized or
approved for a particular temporary duty location, and is the only
reimbursement system involved, the partial day of travel to and from
that location also will be on an actual expense basis. However, if the
en route travel to or from the actual expense location entails more than
one day, the authorizing official may authorize actual expense
reimbursement, or per diem in accordance with paragraph 9 whichever is
administratively advantageous and commensurate with the expenses
expected to be incurred by the traveler.

\(2\) If actual expense reimbursement authorized for particular
locations is intermingled with per diem at other locations in a single
trip, either within or outside CONUS, the authorizing official shall
determine when the transition between reimbursement systems occurs,
provided that only one method or system is authorized for any given
calendar day.

g\. Interruption of Subsistence Entitlements. The provisions of
paragraph 91 applicable to interruptions of per diem entitlements (leave
and nonworkdays, return to official station for nonworkdays, indirect
route or interrupted travel, and illness or injury or a personal
emergency situation) shall also apply to travel to an actual subsistence
basis.

11\. OTHER TDY EXPENSES

a\. Taxicabs and Airport Limousines

\(1\) Use to and From Terminal to Employee\'s Home or Place of Business.
Reimbursement may be allowed for the usual taxicab and airport limousine
fares, plus tip, from common carrier or other terminal to either the
employee\'s home or place of business; from the employee\'s home or
place of business to common carrier or other terminal; or, between an
airport and airport limousine terminal. However, when available and
practicable, travelers will first use courtesy transportation service
furnished by hotels or motels, Government transportation service, or
common carrier transportation service, including airport limousine
service when such service is available for all or a part of the distance
involved. Authorizing or approving officials will ensure that whenever
possible travelers use limousine service instead of taxicabs. When
limousine service is available but taxicab is used instead, the traveler
will explain on the voucher why the limousine service was not used.
Reimbursement may be allowed for tips when courtesy transportation
service is used.

\(2\) Use of Taxicab From Employee\'s Home to Office. Reimbursement may
also be authorized or approved for the usual taxicab fares, plus tip,
from the employee\'s home to the employee\'s office on the day of
departure from the office on an official trip which requires (at least
one night\'s lodging, and from the office to home on the day of return
to the office from the trip.

\(3\) Use of Taxicab by Employee Ordered to Work Outside Regular Working
Hours

\(a\) Reimbursement for the usual taxicab fare, plus tip, paid by an
employee for travel between the office and home may be authorized or
approved incident to the conduct of official business at the employee\'s
designated post of duty when the employee is dependent on public
transportation for such travel incident to officially ordered work
outside of regular workday hours and when the travel is in hours of
infrequently scheduled public transportation or darkness.

\(b\) Reimbursement for taxicab and tip will be authorized or approved
only when determined justifiable and when all the circumstances set
forth in subparagraph (a) are met. This determination will be made by
officials designated to authorize or approve temporary duty travel
subject to any restrictions imposed by the Under Secretary; Assistant
Secretary; Director, National Cemetery System; Other Key Official; or
field facility Director concerned.

\(4\) Amount of Tip Allowed. Fifteen cents for fares of \$1 or less or
15 percent of the fare (increased to the next multiple of 5 cents) over
\$1.

b\. Special Conveyances. The Government may not pay or reimburse the
employee for the cost of collision damage waiver or collision damage
insurance when official travel in the rental vehicle is performed wholly
within the conterminous United States, Alaska, Hawaii, the Commonwealths
of Puerto Rico and the Northern Mariana Islands, and the territories and
possessions of the United States. However, the Government may pay for

damage in the rental vehicle up to the deductible amount contained in
the rental contract if damages occur while the vehicle is being used for
official business. Also, the Government may pay or reimburse the
employee for the cost of additional insurance when the vehicle is rented
or leased for official travel in foreign areas. The cost of personal
accident insurance is a personal expense and is not reimbursable. The
traveler shall pay for car rental in cash by use of personal funds, a
travel advance, or a personal credit card and will obtain the discount
offered the U.S. Government by certain rental agencies before paying for
the rental costs. Authority for use of a Government-furnished vehicle,
or vehicles available under rental provisions contained in the Federal
Travel Directory, must be on the employee\'s travel authorization, and
the employee must hold a valid State, District of Columbia, or
territorial motor vehicle operator\'s license.

\(1\) Commercial Rental Automobiles Obtained Direct From Commercial
Rental Agency Where There is No GSA Contract. Travelers will obtain such
automobiles direct from the rental agency.

\(2\) Where Two or More Persons Travel Together by Special Conveyance.
Travelers will state this on their travel vouchers together with the
names of those accompanying the traveler and the employing agencies.

\(3\) Hire of Special Conveyance From Government Employees or Their
Families. Charges for such hire are allowed only when satisfactorily
explained on the travel voucher that the conveyance was not hired
because of personal or official relationship, that other special
conveyances were not available, and that the family member is not
dependent for livelihood upon the traveler.

\(4\) Hire of Special Conveyance From Neighbors, Friends or Other
Persons. Notwithstanding subparagraph d below, a traveler may be
reimbursed for an amount paid to a neighbor, friend, or some other
person for transporting him or her to or from a common carrier terminal
at the beginning or end of official travel. In such cases the amount of
reimbursement will be the cost of fuel and oil or not to exceed 30 cents
a mile.

\(5\) Parking Fees. Where use of hired car was authorized or approved as
advantageous to the VA, the traveler may be reimbursed for parking fees
incurred in connection with such use.

c\. Privately Owned Automobile Used Instead of Taxicab

\(1\) Between Home or Place of Business and Common Carrier Terminal. If
used instead of a taxicab (subpar. a(l) above), payment on a mileage
basis is allowed at the rate of 30 cents per mile for the round trip
mileage and other allowable costs in paragraph 8j(4), in connection with
an employee traveling between home or place of business and a common
carrier terminal or either from a terminal to either home or place of
business. However, the amount of reimbursement for round trip mileage
will not exceed a one-way taxicab fare, plus allowable tip, between the
applicable points. Payment may be made without the taxicab fare
limitation when a privately owned automobile used by an employee is also
used to pick up and transport one or more additional employees who are
traveling incident to a temporary duty assignment. In such instances,
the name(s) of the additional employee(s) will be stated on the travel
voucher.

\(2\) Between Home and Office. If used instead of taxicab (subpar. a(2)
above), payment on a mileage basis will be allowed at the rate of 30
cents per mile allowed from an employee\'s home to the office or from
the office to home.

\(3\) Between Place of Lodging and Place of Work

\(a\) If travel by privately owned automobile was authorized as
advantageous to the Government, payment on a mileage basis at the
authorized rate may be allowed.

\(b\) Where there was no determination of advantage to the Government
and travel was performed by privately owned automobile, payment is
restricted to local transportation (bus, streetcar, subway) costs.

\(4\) Reimbursement for Parking When Automobile is Left at Common
Carrier Terminal or Other Parking Area. Reimbursement is allowed for the
cost of the parking fee, plus allowable mileage reimbursement to and
from the terminal or other parking area, but cannot exceed the estimated
cost for use of taxicab, plus tip, to and from the terminal. As provided
in subparagraph (1) above the taxicab fare limitation should not be
applied when an employee is transporting one or more additional
employees traveling on a temporary duty assignment.

d\. Personal Services by Government Employees. No payment or
reimbursement is allowed under any agreement made by a traveler with a
Government employee for personal services.

e\. Reimbursement for Meals Consumed During Scheduled Meetings or
Conferences

\(1\) Unpublished Decisions of the Comptroller General B-1549l2, August
26, 1964, and B-1 66560, February 3, 1970, permit reimbursement to a
Federal employee for a meal(s) when all of the following conditions are
met:

\(a\) The employee was designated to attend the meeting as a
representative of a Federal employer.

\(b\) The meal was not a part of a registration fee.

\(c\) The meal was incidental to the meeting.

\(d\) Attendance of the employee was necessary to full participation in
the meeting scheduled for mealtime.

\(e\) The employee was not free to partake of a meal elsewhere without
having been absent from essential formal discussions, lectures, or
speeches concerning the purpose of the meeting or conference.

\(2\) In accordance with these Comptroller General decisions,
reimbursement to a VA employee for a meal may be authorized when all of
the above conditions are met, provided the employee was designated and
expected to attend the meeting as a VA representative by the Secretary;
Deputy Secretary; Under Secretary; Assistant Secretary; Director,
National Cemetery System; Other Key Official or field facility Director.

\(3\) Comptroller General Decision 38 Comp. Gen. 134 covers meals
included in registration fees for attendance at meetings and
conferences. (See also par. 6c(5).)

\(4\) If an employee is in travel status with authorized per diem, the
cost of such meals is part of his or her per diem and not a separate
reimbursable item.

\(5\) Employee\'s claim for reimbursement of such meals will be made on
SF 1164, Claim for Reimbursement for Expenditures on Official Business.
The SF 1164 will show the name of the meeting attended, by whom
sponsored, type of meal consumed (lunch, dinner, etc.), and the cost
thereof. SF 1164 will be approved by the authorizing official in
subparagraph (2) above.

f\. Airport Departure Fees. The airport fees employees are required to
pay when departing from airports incident to their official travel and
that of their immediate families are reimbursable (if the charges are
reasonable) as transportation expenses. (52 Compo Gen. 73 B-176486,
August 9, 1972.) Accordingly, employees may claim reimbursement for such
fees on their SF 1012.

g\. Traveler\'s Checks. The cost of obtaining traveler\'s checks, money
orders, or certified checks purchased in connection with official travel
may be claimed on the SF 1012. However, the amount of the checks or
money orders may not exceed the amount of funds necessary to cover the
estimated reimbursable expense.

h\. Official Business Telephone Calls. FIRMR Bulletin C-13 January 31,
1991, redefines the following as permissible official business
long-distance telephone calls that may be made by employee travelers.
Employees should, if at all possible, make these calls over a
Government-paid-for telephone system as provided for in FIRMR Bulletin
C-13.

\(1\) To notify family of a schedule change due to official business or
transportation delay.

\(2\) If traveling for more than one night in the United States, a brief
call to his/her residence (but not more than an average of one call per
day).

Neither FIRMR Bulletin C-13 nor implementing VA policy attempt to define
the term \"brief.\" It is, therefore, the approving official\'s
responsibility to review the charges on the SF 1012 and, based on
his/her knowledge of the circumstances, approve the traveler\'s claim.
Employees who claim reimbursement on SF 1012 for an allowable telephone
call made over commercial (non-Government) telephone system will provide
a statement on the voucher explaining why the call was not made over a
Government telephone system. As required in Appendix E, paragraph 1g,
the receipt will show the date and amount paid. The traveler will
provide a supporting statement on the travel voucher which shows the
points between which service was rendered and that the call was an
official business telephone call.

i\. Expenses of VA Employees with Disabilities. Payment is authorized
for the additional travel expenses listed in subparagraph (2) below
which are necessarily incurred by an employee with a disability in the
performance of official travel.

\(1\) The following definitions apply to this subparagraph:

\(a\) Covered individuals. An employee with a disability means one who
has a disability as defined below and is otherwise generally covered
under the Rehabilitation Act of 1973, as amended, 29 U.S.C. 701 et seq.

\(b\) Disability. With respect to an employee means:

[1]{.underline}. Having a physical or mental impairment that
substantially limits one or more major life activities;

[2]{.underline}. Having a record of such an impairment; or,

[3]{.underline}. Being regarded as having such an impairment.

\(c\) Physical or mental impairment. The term \"physical or mental
impairment\" means:

[1]{.underline}. Any physiological disorder or condition, cosmetic
disfigurement, or anatomical loss affecting one or more of the following
body systems: Neurological, musculoskeletal, special sense organs,
respiratory (including speech organs), cardiovascular, reproductive,
digestive, genitourinary, hemic and lymphatic, skin, and endocrine; or,

[2]{.underline}. Any mental or psychological disorder, such as mental
retardation, organic brain syndrome, emotional or mental illness, and
specific learning disabilities.

[3]{.underline}. The term \"physical or mental impairment\" includes,
but is not limited to such diseases and conditions as cerebral palsy,
epilepsy, muscular dystrophy, multiple sclerosis, cancer, heart disease,
diabetes, mental retardation, emotional illness, and orthopedic, visual,
speech, and hearing impairments.

\(d\) Major life activities. The term \"major life activities\" means
functions such as caring for oneself, performing manual tasks, walking,
seeing, hearing, speaking, breathing, learning, and working.

\(e\) Substantially limits. The term \"substantially limits\" means the
employee is unable to perform a major life activity that the average
person in the general population can perform, or is significantly
restricted as to the condition, manner, or duration under which he/she
can perform a particular major life activity as compared to the
condition, manner, or duration under which the average person in the
general population can perform that same major life activity.

\(f\) Has a record of such an impairment. The term \"has a record of
such an impairment\" means the employee has a history of, or has been
classified as having a mental or physical impairment that substantially
limits one or more major life activities.

\(g\) Is regarded as having such an impairment. The term \"is regarded
as having such an impairment\" means the employee:

[1]{.underline}. Has a physical or mental impairment that does not
substantially limit major life activities but the impairment is treated
by VA as constituting such a limitation;

[2]{.underline}. Has a physical or mental impairment that substantially
limits major life activities only as a result of the attitudes of others
toward such impairment; or

[3]{.underline}. Has none of the impairments defined in paragraph (c) of
this section but is treated by VA as having a substantially limiting
impairment.

\(2\) Allowable expenses. The following expenses are allowable
additional travel expenses payable to an employee with a disability:

\(a\) Transportation and subsistence expenses authorized under this
chapter that are incurred by an attendant accompanying the employee,
whether the attendant is or is not a member of the immediate family,
when the employee requires the assistance of an attendant;

\(b\) Cost of specialized transportation for the employee to, from,
and/or at the temporary duty location;

\(c\) Cost of specialized services provided by a commercial carrier
which are necessary to accommodate the employee\'s disability; \]

\(d\) Costs incurred as a direct result of the employee\'s disability
for baggage handling in connection with public transportation or at
lodging facilities; and

\(e\) Cost of renting and/or transporting a wheelchair.

12\. TEMPORARY DUTY TRAVEL

a\. Attendance at Conventions, Meetings, etc. The officials who can
authorize or approve travel of employees to attend meetings,
conferences, conventions, etc., are listed in appendix A. Under
Secretaries; Assistant Secretaries; Director, National Cemetery System;
and Other Key Officials shall be informed of conferences and meetings
for which Departmentwide travel and per diem estimates exceed \$5,000,
so that they may determine that the numbers of attendees are necessary
and justified. Where a meeting or conference is being organized or
conducted by VA, this determination will be made by the responsible
sponsoring Under Secretary; Assistant Secretary; Director, National
Cemetery System; Other Key Official, or designee. To ensure this
determination where a meeting or conference is not sponsored by VA,
field facility Directors and other authorizing officials in Central
Office will provide their respective Under Secretary; Assistant
Secretary; Director, National Cemetery System; or Other Key Official of
jurisdiction with advance notice of planned meeting or conference
attendance travel. The notifications will include the estimated costs of
travel. Complete records of each notification will be maintained in
order to substantiate any determination that the conference or meeting
attendance was necessary.

b\. Employees Acting as Witnesses

\(1\) Under 5 U.S.C. 5751, as implemented by sections 21.1 through 21.3,
chapter 1, title 28, Code of Federal Regulations, the travel expenses
and per diem of an employee summoned or assigned to testify or produce
official records on behalf of the Government on a matter involving the
activity in which the employee is employed, are payable out of the
appropriation of the employee\'s agency. If the case does not involve a
VA activity, VA may advance or pay the travel expenses and per diem of
the employee and later obtain reimbursement from the agency properly
chargeable with the travel expenses and per diem of the employee. If an
employee serves as a witness to testify in official capacity or produce
official records on behalf of a party other than the United States,
allowable travel expenses and per diem shall be paid by VA.

\(2\) VA officials will fully cooperate with U.S. attorneys and the
Department of Justice in such matters and arrange for notice of the
exact time the employee will be needed. Upon receipt of a subpoena or
written request from the U.S. attorney, the responsible VA official will
issue the necessary travel authority. Transportation requests will be
issued, and advances made if requested.

\(3\) Where witnesses are required to appear in the Court of Claims,
where travel involved is outside a field facility\'s jurisdiction, or
where the services of the employee cannot be spared, the facts will be
submitted to the Under Secretary; Assistant Secretary; Director,
National Cemetery System; or Other Key Official for coordination with
the General Counsel. Upon advice from the Under Secretary; Assistant
Secretary; Director, National Cemetery System; or Other Key Official,
the field facility Director will act accordingly and issue the necessary
travel authority if required.

\(4\) Requests for Central Office employees to travel as witnesses will
be approved by the Under Secretary; Assistant Secretary; Director,
National Cemetery System; or Other Key Official concerned only upon
coordination with the General Counsel. On approved requests, the
necessary travel authorities must be concurred in by the General
Counsel.

\(5\) Part-time and fee-basis employees and medical consultants, when
ordered in writing by the appropriate Central Office official empowered
to authorize travel or by the responsible field official to appear as a
witness in cases involving the activity in connection with which such
person is employed, may be allowed a fee in addition to their travel and
subsistence allowance. No salary is payable by VA for a day for which a
fee is authorized to be paid.

c\. Directed by Higher Authority

\(1\) A directive for employee travel issued by higher authority in
Central Office and field facilities will be construed as applicable
within the limitations of available funds.

\(2\) Inability to comply with a directive due to fund limitation will
immediately be reported to the office which issued the instructions.
Arrangements will then be made either to provide the necessary funds or
alter the directive.

d\. Emergency Travel of Employee Due to Illness or Injury or a Personal
Emergency Situation, Within or Outside CONUS. Transportation and
subsistence expenses may be allowed to the extent provided herein when
an employee discontinues or interrupts a temporary duty travel
assignment prior to its completion because of incapacitating illness or
injury or a personal emergency situation. The officials listed in
appendix A, subparagraph 1o, may authorize or approve reimbursement for
transportation and per diem expenses based on the exigencies of the
employee\'s personal situation and the VA

mission. As soon as an employee is incapacitated by illness or injury or
informed of an emergency situation which necessitates discontinuance or
interruption of the temporary duty travel assignment, he/she should
attempt to contact the designated travel-approving official for
instructions. In the event that such contact cannot he made on a timely
basis, payments may be approved after the travel has been performed.

\(1\) Incapacitating Illness or Injury of Employee. When an employee
interrupts or discontinues a travel assignment because of an
incapacitating illness or injury, transportation expenses and per diem
may be allowed to the extent provided below.

\(a\) Continuation of Per Diem at Point of Interruption. An employee who
interrupts the temporary duty assignment because of an incapacitating
illness or injury and takes leave of any kind shall be allowed a per
diem allowance under the provisions of paragraph 9, as appropriate, not
to exceed the maximum rates prescribed under paragraph 9 for the
location where the interruption occurs. Such per diem may be continued
for a reasonable period, normally not to exceed 14 calendar days
(including fractional days) for anyone period of absence. However, a
longer period may be approved by the employee\'s authorizing official if
justified by the circumstances of a particular case. The point of
interruption may include the nearest hospital or medical facility
capable of treating the employee\'s illness or injury. Per diem shall
not be allowed while an employee is confined to a hospital or medical
facility that is within proximity of the official facility or that is
the same one the employee would have been admitted to if the illness or
injury had occurred while at the official facility.

[1]{.underline}. If, while in travel status under circumstances
described in this paragraph, the employee receives hospitalization (or
is reimbursed for hospital expenses) under any Federal statute
(including hospitalization in a VA or military hospital) other than 5
U.S.C. 8901-8913 (Federal Employees Health Benefits Program), the per
diem allowance for the period involved shall not be paid or, if paid,
shall be collected from the employee.

[2]{.underline}. The type of leave and its duration must be stated on
the travel voucher. No additional evidence of the illness or injury need
be submitted with the travel voucher. The evidence filed with the VA, as
required by the annual and sick leave regulations of the Office of
Personnel Management, shall suffice.

\(b\) Return to Official Facility or Home. When an employee discontinues
a temporary duty assignment before its completion because of an
incapacitating illness or injury, expenses of appropriate transportation
and per diem while en route shall be allowed for return travel to the
official facility. Such return travel may be from the point of
interruption or other point where the per diem allowance was continued
as provided in (a) above. If, when the employee\'s health has been
restored, the authorizing official decides that it is in the
Government\'s interest to return the employee to the temporary duty
location, such return is considered to be a new travel assignment at
Government expense.

\(c\) Travel to an Alternate Location and Return to the Temporary Duty
Assignment

[1]{.underline}. When an employee, with the approval of the authorizing
official, interrupts a temporary duty assignment because of an
incapacitating illness or injury and takes leave of absence for travel
to an alternate location to obtain medical services and returns to the
temporary duty assignment, reimbursement for certain excess travel costs
may be allowed as provided in 2. below. The nearest hospital or medical
facility capable of treating the employee\'s illness or injury will not
be considered an alternate location (see app. C).

[2]{.underline}. The reimbursement that may be authorized or approved
under 1 above, shall be the excess (if any) of actual costs of travel
from the point of interruption to the alternate location and return to
the temporary duty assignment, over the constructive costs of round-trip
travel between the official facility and the alternate location. The
actual cost of travel will be the transportation expenses incurred and
en route per diem for the travel as actually performed from the point of
interruption to the alternate location and from the alternate location
to the temporary duty assignment. (No per diem is allowed for the time
spent at the alternate location.) The constructive cost of travel is the
sum of transportation expenses the employee would reasonably have
incurred for round-trip travel between the official facility and the
alternate location (had the travel begun at the official facility) plus
per diem calculated under paragraph 9 for the appropriate en route
travel time. The excess cost that may be reimbursed is the difference
between the two calculations.

\(2\) Personal Emergency Situation

\(a\) Return to Official Facility or Home. When an employee discontinues
a temporary duty assignment before its completion because of a personal
emergency situation, expenses of appropriate transportation and per diem
while en route may be allowed, with the approval of the authorizing
official, for return travel from the point of interruption to the
official facility. If, when the personal emergency situation has been
resolved, the authorizing official decides that it is in the
Government\'s interest to return the employee to the temporary duty
location, such return is considered to be a new travel assignment at
Government expense.

\(b\) Travel to an Alternate Location and Return to the Temporary Duty
Assignment. When an employee, with the approval of the authorizing
official, interrupts a temporary duty assignment because of a personal
emergency situation and takes leave of absence for travel to an
alternate location where the personal emergency exists, and returns to
the temporary duty assignment, reimbursement may be allowed for certain
excess travel costs (transportation and en route per diem) to the same
extent as provided in paragraph 12d(I)(c) for incapacitating illness or
injury or the employee.

\(3\) Procurement of Transportation

\(a\) Use of Discount Fares. The discount fares offered by contract air
carriers in certain city pairs, as well as other reduced fares available
to Federal travelers on official business, should be used to the extent
possible for travel authorized or approved under this paragraph.

\(b\) Return to Official Facility. When the employee is authorized
emergency return travel, from the point of interruption or
discontinuance of the travel assignment to the official facility,
appropriate transportation services may be purchased by VA or the
employee. The unused return portion of round-trip transportation tickets
procured by VA for the travel assignment shall be used if appropriate
for the mode of transportation required for the emergency travel. If not
used, the Department and the employee shall ensure that all unused
tickets are properly accounted for.

\(c\) Travel to Alternate Location. Employees may be required to use
personal funds for emergency travel to an alternate location and return
to the temporary duty assignment. A Government contractor-issued charge
card also may be used for this purpose. However, if the employee does
not have sufficient personal funds available and is not a Government
charge card holder, VA may procure (or provide an advance of funds for
the employee to procure) appropriate transportation. The employee, upon
completion of the emergency travel, shall reimburse the Government for
any cost of such transportation or travel advance that is above the
amount of allowable reimbursement that may be authorized or approved
under this paragraph.

e\. Government Employees Acting as Attendants

\(1\) Civilian employees of the Government (including VA employees) may
be authorized to serve as attendants to beneficiaries when an
authorizing official determines that an employee attendant is necessary.

\(2\) No fees will be paid employee attendants nor will they be issued
meal or lodging requests. Their expenses of travel and per diem in lieu
of subsistence may be allowed under the same provisions governing the
authorization and approval of temporary duty travel of employees.

\(3\) No per diem in lieu of subsistence may be paid when annual leave
or leave without pay is taken by a VA employee to serve as an attendant,
or when the travel period is 10 hours or less in the same calendar day.

EXCEPTION: When the employee\'s regular tour of duty for the calendar
day involved falls within a travel period of 10 hours or less during the
same calendar day, no per diem may be paid for travel performed entirely
within the hours comprising the employee\'s regular tour of duty.

f\. Overseas Tour Renewal Agreement Travel. Payment may be made for
expenses of round trip travel of employees stationed outside the
conterminous United States to their actual places of residence at the
time of their appointment or transfer (see par. 131) for the purpose of
taking leave between tours of overseas duty and for the round trip
transportation of their dependents. Employees must meet the following
eligibility requirements:

\(1\) The employee, prior to departure from the post of duty outside the
conterminous United States, must have satisfactorily completed the
agreed period of service.

\(2\) The employee must have entered into a new written agreement for
another period of service at the same or another post of duty outside
the conterminous United States. The agreement shall cover costs incident
to the travel and any additional cost paid by the Government as a result
of a transfer to another official facility overseas at the time of the
tour renewal travel. The agreement will be for 12 months with respect to
the transfer costs.

\(3\) If the post of duty involved is located in Alaska or Hawaii, the
following additional requirements must be met:

\(a\) On September 8, 1982, the employee must have been serving a
current tour of duty in Alaska or Hawaii; en route to a post of duty in
Alaska or Hawaii under a written agreement to serve a tour of duty; or
engaged in tour renewal agreement travel and have entered into a new
written agreement to serve another tour of duty in Alaska or Hawaii.

\(b\) An employee in the above status will continue to be eligible to
receive allowances for travel and transportation expenses for tour
renewal agreement travel, provided the employee continues to serve
consecutive tours of duty in Alaska or Hawaii. Transfers between Alaska
and Hawaii will not constitute consecutive tours of duty.

\(c\) Employees assigned, appointed or transferred to Alaska or Hawaii
after September 8, 1982, will be authorized tour renewal agreement
travel expenses only when necessary for the purpose of recruiting or
retaining the employee at the post of duty in Alaska or Hawaii. This
authority will only be used in order to fulfill staffing needs to
accomplish VA\'s mission, as specified in MP-5, part I, chapter 301. The
payment of overseas tour renewal agreement travel for recruiting or
retention purposes is limited to two round trips beginning within 5
years after the date the employee first begins any period of consecutive
tours of duty in Alaska or Hawaii.

\(4\) Travel authorities will be issued covering the leave travel of the
employee and the immediate family of the employee from the overseas
facility to the place of actual residence and return before employee
departs from the facility .

\(5\) Where spouses are both employed in the immediate geographical area
by the same or different departments as employees, the provision of 41
CFR 302-1.8, apply. A copy of the written determination made will be
filed with the employee\'s transportation agreement.

\(6\) Employees hired locally who are not eligible for travel allowances
under the terms of the regulations cited in subparagraphs (1) through
(3) are listed in 41 CFR

302- 1.13(b)(2).

\(7\) The conditions governing liability of employees who fail to
complete the terms of their new agreement are listed in 41 CFR
302-l.l3(d).

\(8\) Field facility Directors concerned are responsible for:

\(a\) Determining an employee\'s eligibility for home leave at
Government expense.

\(b\) Making the determination in 41 CFR 302-l.l3(a) .to extend or deny
eligibility for allowances there under and for so notifying the
employee.

g\. Visits to VA Facilities by Field Facility Directors

\(1\) Field facility Directors may visit field facilities within
reasonable distance of their own facility to exchange experiences, and
to observe, discuss, and examine management improvements.

\(2\) Visits of this type will be contingent upon availability and use
of facility funds. Prior approval of the appropriate Under Secretary;
Assistant Secretary; Director, National Cemetery System; or Other Key
Official, Regional/Area Director, or ACMD is required where a visit will
cause the visiting field facility Director to be away from the facility
for more than 3 days, exclusive of travel time. Facility, dates, and
purpose of visit will be included in the request for approval. When
approved, Under Secretary; Assistant Secretary; or Other Key Official;
Regional Director; Director, National Cemetery System, or ACMD will
notify such appropriate officials deemed necessary.

h\. Visits to Central Office. Travel of field facility employees to
Central Office requires the prior approval of the Central Office
official concerned.

i\. Travel in Connection With Preemployment Interview

\(1\) Interviewee travel expenses that are analogous to Federal employee
expenses when traveling on official Government business may be paid when
considered necessary by the authorizing official. The determination to
pay expenses for a qualified candidate shall be at the discretion of the
approving official. The approving official is not required to offer all
allowances to each candidate. Decisions to pay any or all travel
expenses of an individual candidate shall be in accord with the
authority, applicability and general rules of41 CFR Part 301-1.203.

\(2\) The authorizing official will determine eligibility based on
Office of Personnel Management guidelines contained in 5 CFR Part 572
and VA guidelines related to title 38 employees in MP-5, part II,
chapter II section A and as may be provided under 38 U.S.C 7410.

\(3\) Preemployment interview travel will be authorized only on a
trip-by-trip basis. Limited or unlimited open authorizations shall not
be used for preemployment interview travel.

\(4\) Interviewees shall be instructed on pertinent VA travel policy,
procedures and rules and how reimbursement vouchers are prepared.

\(5\) Preemployment travel expenses will not be authorized for an
interviewee/new appointee to look for a residence at the prospective
first duty station.

\(6\) The interviewee is expected to exercise the same care in incurring
expenses that a prudent person would exercise if traveling on personal
business.

\(7\) Travel arrangements for the interviewee will be made by the
interviewing facility in accordance with 301-1.202(b)(2). Common carrier
transportation (rail, bus, air) expenses will be paid with the use of a
GTR or centrally billed account.

\(8\) Interviewees are mandatory users of Government city-pair contracts
with airlines and Amtrak and are bound by rules outlined in 301-2.2(c)
and (d)(I)(ii)(A).

\(9\) The interviewee is accountable for all transportation tickets
issued for use in performing preemployment travel.

\(10\) The interviewing facility shall provide the interviewee full
instructions on procedures involved with ticket exchanges and/or credit
procedures.

\(11\) An interviewee may be paid the same travel expenses to which a
Government employee traveling on official business is entitled, except
(1) use of communication services as defined in Part 301-6 for purposes
other than communications directly related to travel arrangements for
the government interview, and (2) hire of a room as defined in
301-9.1(b).

\(12\) Expenses other than transportation will be paid by the
interviewee who will be reimbursed for allowable expenses upon
submission and approval of a travel voucher.

\(13\) Government-issued charge cards, travel advances, and Government
contractor-issued traveler checks will not be issued to interviewees for
travel expenses.

\(14\) Interviewee claims against the Government are forfeited if the
claimant attempts to defraud the Government. Claimant is subject to
criminal provisions if a false, fictitious, or fraudulent claim is
presented against the United States (18 U.S.C. 287 and 1001).

\(15\) Interviewees authorized travel should be advised to keep a record
and maintain receipts of all charges until their reimbursement claim is
settled.

\(16\) Preparation of the travel voucher for reimbursement, as provided
in paragraph 18 and Appendix K is the responsibility of the interviewee,
although assistance should be provided in this process.

13\. PERMANENT DUTY TRAVEL

a\. General

\(1\) Title 41 CFR 302, provides the authority for payment of travel and
transportation expenses of employees, transportation of their immediate
families, shipment and storage of household goods, and other allowances
provided in this chapter in the case of:

\(a\) Transfer of an employee from one official facility to another for
permanent duty, provided that the transfer is in the interest of the
Government and is not primarily for the convenience or at the request of
the employee.

\(b\) New appointees to any positions outside the conterminous United
States and new appointees to positions within the United States.

\(c\) Student trainees assigned upon completion of college work to
positions within the United States.

\(d\) Eligible employees outside the conterminous United States in
connection with overseas tour renewal agreement travel and upon return
to places of residence for the purpose of separation.

\(e\) New appointees to the Senior Executive Service and certain
Presidential appointees and other individuals described in 41 CFR
302-l.4(d).

\(f\) Civilian officers and employees of the United States Postal
Service transferred under 39 U.S.C. 1006 from the Postal Service to the
VA for permanent duty.

\(g\) Last move home benefits to eligible Senior Executive Service
career appointees upon retirement.

\(2\) When the change of official facility involves a short distance
within the same general local or metropolitan area, the travel and
transportation expenses and applicable allowances in connection with the
employee\'s relocation of residence may be authorized only when the
authorizing official determines that the relocation was incident to the
transfer of official facility. In making this determination the
authorizing official will be guided by the provisions of 41 CFR 302-1.7.

\(3\) The effective date of transfer or appointment for purposes of
permanent duty travel is the date on which an employee or new appointee
reports for duty at the new or first official facility.

\(4\) On overseas travel, if members of the immediate family reach their
21st birthday while the employee is assigned to duty overseas, such
persons may be returned to the United States or foreign location at
which the actual residence is located at Government expense provided the
last travel overseas was at Government expense as a member of the
immediate family. Return of such persons is authorized in connection
with the employee\'s next entitlement to travel to the United States or
foreign location at which the actual residence is located but not beyond
the end of the employee\'s current agreed tour of duty. (See 41 CFR
302-1. 12(g).)

\(5\) When two or more employees are members of the same immediate
family, the allowances authorized under this paragraph shall apply
either to each employee separately (in which instance none of the
employees is eligible for any allowance as a member of the immediate
family) or only one of the employees selected below (in which case the
other employee(s) is eligible for allowances solely as a member(s) of
the immediate family).

\(a\) When two or more employee members of the same immediate family
elect separate allowances, nonemployee members of the immediate family
shall not receive duplicate allowances because of the fact that the
employee members elected separate allowances.

\(b\) When employee members of the same immediate family elect separate
allowances, the approving official shall not make duplicate payment for
the same expenses.

\(c\) A determination as to which of the two alternatives provided in
this paragraph is selected shall be made in writing and signed by all
employee members of the same immediate family. When employee family
members elect separate allowances, the determination shall also specify
under which employee member\'s authorization nonemployee family members
will receive allowances. This determination will be made on VA Form
3036c and filed with the facility/agency in which each employee member
is employed.

\(6\) Movement of immediate family and household goods must be related
directly to authorized movement of the employee at Government expense to
the new official duty facility. Movement of property acquired en route
will not be authorized or approved.

\(7\) All travel and transportation of the employee and employee\'s
immediate family and transportation of household goods will be
accomplished as soon as possible but not later than 2 years from the
effective date of transfer. The 2-year period does not include any time
which travel and transportation were not feasible due to shipping
restrictions for an employee who is transferred or appointed to or from
a post of duty outside the conterminous United States. In addition, the
2-year period shall be extended for an additional period of time not to
exceed 1 year when the 2-year time limitation for completion of
residence transactions is extended under the provisions of subparagraph
41 CFR 302-6.1 (e). (See subpar. r (6) below for time limits on last
move home allowances)

\(8\) When an employee in subparagraph d(2) below is eligible for return
travel and transportation to his or her place of actual residence upon
separation after completion of the period of service specified in
paragraph d(2) or separated for reasons beyond his or her control and
acceptable to the authorizing official concerned, the provisions of
paragraph 41 CFR 302-1.12, apply.

\(9\) For leave of absence in connection with travel see MP-5, part I,
chapter 630, paragraph 14.

\(10\) Pursuant to provisions of 52 Compo Gen. 407, an employee, upon
termination of assignment of duty facilities in Alaska, Hawaii, Manila,
and Puerto Rico, must accomplish return travel to his or her place of
residence in the United States in a reasonable period of time, normally
within 6 months. However, the travel of immediate family and
transportation of household goods must begin within 2 years from the
date the employee begins his/her return.

\(11\) An employee shall be given as much advance notice as possible,
upon reassignment or transfer from one official facility or agency to
another which is outside the employee\'s commuting area, in order to
begin arrangements necessary when relocating family and residence (5
U.S.C. 5724(j)). A reasonable period of advance notice should not be
less than 30 days except when (a) the employee and both the losing and
gaining facilities or agencies agree on a lesser period; (b) other
statutory authority and implementing regulations stipulate a lesser
period; or (c) emergency circumstances prevail.

\(12\) Reimbursement maximums or limitations applicable to certain
allowances in effect on the employee\'s or new appointee\'s effective
date of transfer or appointment will be used for payment or
reimbursement purposes. Appendix 2-A, 41 CFR 302-2 and 302-3, contains a
summary of the allowance levels in effect on specific dates.

b\. Authorization and Approval. The officials who may authorize or
approve permanent duty travel, and travel of new appointees, SES career
appointees, and transferred employees are listed in Appendix A.
Employees and appointees are advised not to incur relocation expenses in
anticipation of a relocation until a signed VA Form 3036c has been
received.

c\. Determination of Whether Travel May Be at Government Expense.

\(1\) The basic criterion for determining the propriety of authorizing
payment of travel and relocation allowances incident to a transfer is
whether the individual transfer is primarily in the interest of the
Government or primarily for the benefit of the employee. When a transfer
is in the interest of the Government, the transfer will be at Government
expense. If a transfer is determined to be primarily for the benefit of
the employee, no travel or relocation expenses will be authorized.

\(2\) It is the policy of VA that a decision as to whether relocation
expenses will be authorized will be made in advance and will be clearly
stated on all announcements of position vacancies that are to be filled
under merit promotion plans. Paragraph 11, chapter 335, part I, MP-5
contains guidelines to be followed in determining if a merit promotion
transfer is primarily for the benefit of the Government or if it is
primarily for the convenience or benefit of the employee for the purpose
of paying relocation expenses.

\(3\) When an employee has been notified of involuntary separation, not
for cause, incident to the reduction, cessation, or transfer of the work
at the employing facility, the employee may be transferred at Government
expense when it is affirmatively determined by the authorizing official
that such a transfer is in the interest of the Government and not for
the convenience or benefit of the employee.

\(4\) A former employee separated by reasons of reduction in force,
staffing adjustment, or transfer of function who is reemployed for a
nontemporary appointment at a different permanent duty facility from
that where the separation occurred, may be allowed and paid the expenses
and other allowances excluding nontemporary storage when assigned to an
isolated permanent duty facility within the conterminous United States
in the same manner as though the employee had been transferred in the
interest of the Government to the permanent duty facility where
reemployed, from the permanent duty facility where separated, without a
break in service, and subject to the eligibility limitations as
prescribed in these regulations.

d\. Employee Agreement and Liability

\(1\) Transfers Within the Conterminous United States. The expenses of
travel, transportation, and allowances authorized by this chapter will
not be allowed unless and until the employee selected for transfer
agrees in writing by completing reverse of VA Form 3918, Intra-Agency
Transfer Request, to remain in the service of the Government for 12
months following the effective date of transfer, unless separated for
reasons beyond the employee control which are acceptable to VA. A signed
agreement for 12 months is required in connection with each permanent
change of facility.

\(2\) Transferees and New Appointees to Posts of Duty Outside the
Conterminous United States. The expenses of travel, transportation, and
allowances authorized in this chapter will not be allowed unless and
until the employee selected for transfer or appointment agrees in
writing (apps. H and I) to remain in the service of the Government for
24 or 36 months as appropriate following the effective date of transfer
or appointment, unless separated for reasons beyond their control which
are acceptable to VA.

\(3\) Appointments and Assignments of New Appointees and Student
Trainees to Certain Positions in the United States. The expenses of
travel, transportation and allowances authorized by this chapter will
not be allowed unless and until the employee selected for transfer
agrees in writing (see app. J) to remain in the service of the
Government for 12 months following the effective date of this
appointment or assignment, unless separated for reasons beyond their
control which are acceptable to VA.

\(4\) Employee Liability. Where an employee in subparagraphs (I), (2)
and (3) above violates agreement including failure to effect the
transfer or appointment other than separation for reasons beyond the
employee\'s control which are acceptable to VA, any moneys expended by
the United States for travel, transportation, moving and storage of
household goods, and other allowances authorized by this chapter will be
recoverable from the employee concerned as a debt due the United States.
The official who authorized the travel, i.e., signed the travel
authority, will make the determination as to whether or not separation
was for reasons beyond the employee\'s control. When questions arise in
the nature of an appeal regarding decisions of the authorizing official,
or on interpretations of the provisions of the agreement, the questions
will be submitted to the Secretary, through channels, via the Chief,
Travel Policy Staff (031C). The decision of the Secretary will be final.

\(5\) Employee Liability for Each Agreement. The agreement to remain in
the service of the Government for 12 months following the effective date
of transfer is not voided by a subsequent transfer. The liability of the
employee for any moneys expended by the United States for travel,
transportation, moving and storage of household goods, and other
allowances, is a separate liability for each service agreement. The
liability in each instance is effective for the full12-month period in
connection with the transfer for which the service agreement was made.
See 41 CFR 302-1.5(c).

e\. Travel Expenses and Allowances of Employees Transferred. Such
expenses and allowances will be allowed in accordance with the authority
cited in subparagraph a with the following stipulations:

\(1\) Employees transferred from one facility to another will not be
allowed per diem after arrival at new facility.

\(2\) When a transfer is effected after the arrival of an employee at
the facility by detail with per diem allowance, such allowance will
terminate the date the employee is notified of the transfer or the date
the transfer is effective, whichever is earlier. (30 Compo Gen. 94)

\(3\) Per diem may not be authorized for an employee after arrival at a
facility on detail when at the time travel was initiated it was known
that the detail would be terminated by permanent transfer of the
employee to the facility to which detailed. The travel authority will
state that per diem will be allowed only while traveling. (30 Compo Gen.
94)

\(4\) Travel and transportation expenses incident to permanent change of
facility of an employee between facilities of VA (except Manila) will be
paid by the facility to which the employee is transferred. For Manila,
such expenses will be paid by Manila when an employee is being
transferred to or from that facility.

\(5\) On transfers from one Government agency to VA or from VA to
another Government agency for reasons of reduction in force or transfer
of functions, all the allowable expenses will be paid by the receiving
agency unless other satisfactory arrangements are made for the payment
in whole or in part of the expenses.

\(6\) On transfers from one Government agency to another, travel and
transportation expenses of employee and dependents, the shipment of
household goods and other allowable expenses will be paid from the funds
of the Government agency to which the employee is transferred.

\(7\) The prohibition on paying per diem for travel of less than 10
hours will apply to change of official station travel.

f\. Designation of Place of Actual Residence in Connection With Tours of
Duty Outside the Conterminous United States

\(1\) Authority. 41 CFR 302-1.l2(c).

\(2\) Designation by Employee. The provisions of 41 CFR 302-l.l2(c)
apply.

\(3\) Determination by VA Official. The official authorized to approve
permanent duty travel (item 2e, app. A) will determine the place of
actual residence on the basis of all the facts in the record. Where
there is doubt as to the place of residence, the employee will supply
any further information necessary to support designation of the claimed
place of actual residence.

\(4\) Guidance in Making Determination. Approving officials will be
guided by the provisions of 41 CFR 302-1. 12(c)(3).

\(5\) Written Agreement. The place of actual residence, as determined in
subparagraph (3) above will be designated in the written agreement and
remain in effect during the service of the Government for 24 months or
36 months as appropriate.

g\. Transportation of Immediate Family

\(1\) General. The transportation expenses of the immediate family of an
employee incident to permanent transfer from one official station to
another are subject to provisions of 41 CFR 302 and this chapter as
follows:

\(2\) When Authorized. Payment of expenses for transportation of the
immediate family should be authorized in advance by an authorizing
official. However, when due to an emergency or administrative
inadvertence the employee performed permanent duty travel in advance of
the issuance of a competent travel authority, otherwise proper and
necessary expenses incurred as the result thereof may be approved for
reimbursement. When the employee being transferred is already at the new
station on temporary duty which will be terminated upon notification of
permanent change of station, transportation of immediate family will be
authorized in the travel authority for permanent duty, VA Form 3036c,
even though no travel on the part of the employee is involved in the
change of official station.

\(3\) Points Between Which Expenses of Transportation of Employee\'s
Immediate Family Are Allowable. Such expenses may be allowed whether the
travel originates at the employee\'s last official station or at some
other point, or partially at both, and whether the point of destination
is the new official station or some other point selected by the
employee, or both. However, the cost to the Government will not exceed
the cost of transportation by a usually traveled route between the last
official station and the new one.

\(4\) Mode of Transportation. Travel of a transferred employee\'s
immediate family will be either by privately owned conveyance or common
carrier. Show the mode of travel and basis for reimbursement on the
travel authority.

\(a\) Whenever practicable, an employee traveling by privately owned
conveyance will be accompanied by the members of his or her immediate
family. Reimbursement for use of privately owned conveyance will be made
to the employee on a mileage basis. (See 41 CFR 301-2.3.)

\(b\) If it is impracticable for the employee\'s immediate family to
accompany the employee by privately owned conveyance to the new station,
they may travel by privately owned conveyance or be furnished
transportation by common carrier within the allowances prescribed for
travel of employees by such means.

\(c\) When travel of the immediate family is by common carrier
accommodations will be authorized as provided in paragraph 8.

\(5\) Per Diem for Immediate Family While En Route from Old to New
Station. The per diem allowances will be as prescribed in 41 CFR
302-2.2. Members of immediate families who are not authorized per diem
allowances are listed in 41 CFR 302-2.2.

h\. Round Trip Between Old and New Official Stations To Seek Permanent
Residence Quarters

\(1\) Application of and General Policy for Authorizing Travel to Seek
Permanent Residence Quarters. When circumstances warrant, the payment of
travel and transportation expenses of the employee and spouse traveling
together, or either one of them traveling separately may be authorized
for one round trip between the localities of the old and new duty
stations to seek permanent residence quarters. Separate round trips by
the employee and spouse may be allowed provided the overall cost to the
Government is limited to the cost of one round trip for the employee and
spouse traveling together. A round trip by the employee for this purpose
when authorized must be accomplished prior to reporting to the new
official station. Such a round trip by the spouse, when authorized in
lieu of a round trip by or with the employee, may be accomplished at any
time before relocation of the family to the new official station but not
beyond the maximum time for beginning allowable travel and
transportation. The decision as to whether such a round trip will be
authorized will be made by the official who authorized permanent duty
travel (app. A). In making the decision, the responsible official will
apply the rules and guidelines in 41 CFR 302-4.1.

\(2\) Duration of Trip. The period allowed for the advance trip at
Government expense cannot exceed 10 calendar days (includes travel
time). In authorizing or allowing a particular mode of transportation,
consideration shall be given to providing minimum time en route and
maximum time at the new station locality. If use of a privately owned
automobile is permitted, such use shall be determined to be advantageous
to the government and the mileage allowance shall be as provided in
paragraph 8k(I)(c). Reasonable expenses for local transportation at the
location of the new official station shall be allowed. Local
transportation may be by common carrier, local transit system, GSA
contract rental or other commercially rented automobiles, or privately
owned automobiles. However, the mode of local transportation must be
consistent with the mode of transportation authorized for travel to and
from the new official station. Expenses for the use of taxis shall be
limited to transportation between depots, airports, or other carrier
terminals, and the place of lodging.

\(3\) Procedural Requirements. Before an advance round trip can be made,
VA Form 3036c, Travel Authority for Permanent Duty, must be issued
showing authorization for the round trip, mode of transportation, period
of time allowed for the trip, the reporting date at the new station, and
that the employee signed the 1-year agreement. An employee will be in a
duty status during the authorized round trip period of absence.

\(4\) Round Trip Not Allowed. Reimbursement for round trip is not
authorized under the circumstances listed in 41 CFR 302-4.1(c).

\(5\) Liability. If an employee accepts a transfer and t after making a
trip to the new station to find permanent quarters (or after the spouse
has made such a trip) declines the transfer the employee is liable for
moneys expended by the United States for such travel. (See subpar.
d(4).)

\(6\) Persons Excluded. See 41 CFR 302-4.3(b).

i\. Subsistence Expenses of Employee and Immediate Family While
Occupying Temporary Quarters When an Employee Is Transferred to a New
Official

Station (41 CFR 302-5)

\(1\) Policy. The officials designated to authorize permanent duty
travel (see app. A) are responsible for allowing subsistence expenses of
employee and immediate family while occupying temporary quarters. As a
general policy, allowances for temporary quarters should be reduced or
avoided if a round trip to seek permanent residence quarters has been
made or if, as a result of extended temporary duty at the new official
station or other circumstances, the employee has had adequate
opportunity to complete arrangements for permanent quarters. The
administrative determination as to whether the occupancy of temporary
quarters is necessary and the length of time for occupancy shall be made
on an individual case basis. Authorizing officials shall be aware that
the allowable time limits are maximum periods, and the normal length of
necessary occupancy of temporary quarters is expected to average much
less.

\(2\) Conditions and Limitations of Eligibility. The provisions of41 CFR
302-5.2 apply.

\(3\) Exclusions. The persons to whom the provisions of this paragraph
do not apply are new appointees, student trainees, certain Presidential
appointees, Senior Executive Service appointees, and employees returning
from overseas assignments for the purpose of separation as provided in
41 CFR 302-5.3.

\(4\) Allowable Amount. Reimbursement will be only for actual
subsistence expenses incurred provided these are incident to occupancy
of temporary quarters and are reasonable as to amount. Allowable
subsistence expenses include only charges for meals including groceries
consumed while occupying temporary quarters, lodging, fees, and tips
incident to meals, and lodgings, and charges for laundry, cleaning, and
pressing of clothing. The employee will itemize the allowable
subsistence expenses to show the amounts spent daily for lodging, meals,
and all other items of subsistence expenses defined in Federal Travel
Regulation, as amended. Expenses of local transportation incurred for
any purpose during occupancy of temporary quarters are not allowed. The
daily actual subsistence expenses will be totaled for each 3D-day period
to permit a comparison with the maximum allowance for the particular
period derived under 41 CFR 302-5.4. If less than a 3D-day period is
authorized, or used, the maximum allowable amount will be based on the
number of days authorized, or used, multiplied by the applicable daily
rate. Receipts are required for lodging, and laundry and cleaning
expenses (except when coin operated facilities are used).

\(5\) Advance of Funds. An advance of funds may be authorized in
accordance with the provisions of paragraph 17 of this chapter.

\(6\) Periods Away From Station. Expenses incurred by an employee away
from the old or new official duty station on personal business may not
be reimbursed. This does not preclude reimbursement for expenses
incurred while on leave in temporary quarters at the official station
unless the employee departs therefrom for personal reasons. (Unpublished
Compo Gen. B-170336, October 29, 1970.)

\(7\) Locations at Other Than Official Station. As a general rule, the
location of the temporary quarters must be within reasonable proximity
of the old and/or new official station. Payment of subsistence expenses
for occupancy of temporary quarters in other locations shall not be
allowed unless justified by circumstances unique to the individual
employee or the employee\'s family that are reasonably related and
incident to the transfer.

j\. Allowance for Miscellaneous Expenses

\(1\) Applicability. The miscellaneous expense allowance is for the
purpose of defraying various contingent costs associated with
discontinuing residence at one location and establishing residence at a
new location on permanent change of station. The allowance is related to
expenses that are common to living quarters furnishings and household
appliances and other general types of costs inherent in relocation of a
place of residence. The types of costs which are reimbursable include,
but are not limited to, the items listed in 41 CFR 302-3.1.

\(2\) Eligibility. A miscellaneous expense allowance will be payable to
an employee for whom a permanent change of station is authorized or
approved, who signed the 1-year agreement, and who has discontinued and
established a residence in connection with such change regardless of
where the old or new official stations are located. However, employees
must incur some expense of the miscellaneous category to be entitled to
the allowance. Where claim is made for the miscellaneous expense
allowance and there is a change of residence involving movement of
household effects or transfer from one State to another it may be
assumed that miscellaneous expense has been incurred so as to warrant
payment of the allowance without regard to any statement from the
employee. In all other cases there must be a statement on the travel
voucher describing an expense of the miscellaneous category that was
incurred.

\(3\) Persons Excluded. See 41 CFR 302-3.2.

\(4\) Allowable Amount. The miscellaneous expense allowance will be as
provided in 41 CFR 302-3.3.

\(5\) Advance of Funds. No advance of funds is authorized for an
allowance for miscellaneous expenses.

k\. Allowances for Expenses Incurred in Connection With Real Estate
Transactions and Unexpired Leases

\(1\) Conditions and Requirements Under Which Allowances May Be Paid.
The conditions, requirements, and provisions under which the Government
shall reimburse an employee for expenses in connection with the sale of
one residence at the old official station (including when transfer is
from a foreign area to a nonforeign area), for the purchase (including
construction) of one dwelling at a new official station, or for the
settlement of an unexpired lease involving the residence on a lot on
which a mobile home was used as a residence at the old official station
are listed in 41 CFR 302-6.1.

\(2\) Reimbursable and Nonreimbursable Expenses. 41 CFR 302-6.2 provides
a listing of reimbursable and nonreimbursable expenses and the
conditions for reimbursement.

\(3\) Documentation of Expenses

\(a\) Settlement of Unexpired Lease Expenses. Expenses incurred for
settling an unexpired lease (including month-to-month rental) on
residence quarters occupied by the employee at the old official station
may include broker\'s fees for obtaining a sublease or charges for
advertising an unexpired lease. Such expenses are reimbursable when (1)
applicable or the terms of the lease provide for payment of settlement
expenses, (2) such expenses cannot be avoided by sublease or other
arrangement, (3) the employee has not contributed to the expense by
failing to give appropriate lease termination notice promptly after
definite knowledge of the transfer, and (4) the broker\'s fees or
advertising charges are not in excess of those customarily charged for
comparable services in that locality. Itemization of these expenses is
required and the total shall be entered on an appropriate travel
voucher. This voucher may be submitted separately or with a claim that
is to be made for expenses incident to the purchase of a dwelling. Each
item must be supported by documentation showing that the expense was in
fact incurred and paid by the employee.

\(b\) Real Estate Expenses

[1]{.underline}. Employee\'s claim for such expenses will be made on VA
Form 3036d, Transferred Employee Application for Reimbursement of Real
Estate Expenses. Employee will complete all required items on front and
reverse of VA Form 3036d. Each amount claimed must be supported by
documents such as the (1) sales agreement, (2) the purchase agreement,
(3) property settlement documents, and (4) loan closing statements, and
(5) invoices or receipts for other bills paid, as appropriate, showing
that the expense was in fact incurred and paid by the employee. The
employee will prepare SF 1012, Travel Voucher, on which will be recorded
the total amounts claimed on VA Form 3036d. The original SF 1012, with
attached original VA Form 3036d and supporting documents will be sent to
the appropriate official authorized to approve permanent duty travel in
the station to which the employee transferred.

NOTE: Reimbursement to an employee may be made in two parts, i.e., a
payment for expenses incurred in the sale of the former residence and a
payment for expenses incurred in the purchase of a new dwelling.

[2]{.underline}. Upon receipt of SF 1012 and VA Form 3036d from employee
claiming expenses of selling a residence, the I, appropriate official
will send VA Form 3036d and SF 1012 to the VA Loan Guaranty Officer
covering the area where the sale of the residence took place. The Loan
Guaranty Officer will certify whether or not the expenses claimed are
reasonable in amount and customarily paid by the seller in the locality
where the property is located. The Loan Guaranty Officer may obtain
technical assistance in making his determination from the local insuring
office of HUD serving the area in which the expense occurred, as
provided in 41 CFR 302-6.3. Evidence that this assistance has been
obtained will be attached to the VA Form 3036d. The aggregate amount of
expenses which may be reimbursed in connection with the sale of a
residence at the old official station shall not exceed 10 percent of the
actual sale price, or \$21,916 whichever is the lesser amount. If items
of cost appear to have been inflated or are higher than normally imposed
for similar services in the locality, any portion of such costs
determined to be excessive shall be disallowed. When certified, VA Form
3036d, together with SF 1012, will be returned with memorandum of
explanation, when necessary. Final administrative approval of payment of
the claim will be executed by the appropriate official after
independently making the determinations that: (1) the aggregate amount
of expenses claimed in connection with a sale or purchase of a residence
within the prescribed limitations for either, (2) all conditions and
requirements under which allowances may be paid have been met, and (3)
the expenses themselves are those which are reimbursable. In case of
transfer from another Government agency to VA, the above review and
approval of VA Form 3036d will be made by the VA facility in the
locality of the employee\'s old official facility.

[3]{.underline}. Upon receipt of SF 1012 and VA Form 3036d from an
employee claiming expenses of purchasing a residence the appropriate
official will make a review similar to that in subparagraph 2. above,
and then will make final administrative approval of payment of the
claim. The aggregate amount of expenses which may be reimbursed in
connection with the purchase of a residence at the new official station
shall not exceed 5 percent of the purchase price or \$10,957 whichever
is the lesser amount.

\(4\) Advance of Funds. No advance of funds is authorized in connection
with the allowances provided in this paragraph.

\(5\) Persons Excluded. The persons to whom the provisions of this
paragraph do not apply are new appointees to positions outside the
conterminous United States, new appointees United States, new Senior
Executive Service appointees, and student trainees.

\(6\) Time Limitations. The settlement dates for the sale and purchase
or lease termination transactions for which reimbursement is requested
cannot be later than 2 years after the date that the employee reported
for duty at the new official station. However, upon an employee\'s
written request, this 2-year time limitation may be extended by the
official authorized to approve permanent duty travel for an additional
period of time not to exceed 1 year. Approval of this additional period
of time shall be based on a determination that extenuating
circumstances, acceptable to the approving official, have prevented the
employee from completing the sales and purchase or lease termination
transactions in the initial time frame and that the residence
transactions are reasonably related to the transfer of official station.
The employee\'s written request should be submitted to the authorizing
official as soon as the employee becomes aware of the need for an
extension but before expiration of the initial 2-year limitation;
however, in no case shall a request for an extension be submitted later
than 30 calendar days after expiration of the initial 2-year time
limitation, unless this 30-day period is specifically extended as
provided for in 66 Compo Gen. 428. Approval of any such requests will be
by the employee\'s Under Secretary; Assistant Secretary; Director,
National Cemetery System; or Other Key Official after obtaining
technical advice from the Travel Policy Staff (031C).

\(7\) Relocation Services Program. See appendix N for policy and
procedures for use of the VA relocation services contract which provides
employees with real estate assistance and assistance in getting settled
at the new duty station incident to permanent change of station moves.

l\. Transportation and Storage of Household Goods

\(1\) Eligible Employees. All employees who have complied with the
agreement conditions prescribed in subparagraph d above are eligible to
ship their household goods at Government expense.

\(2\) Weight Allowance. The weight of household goods which may be
transported or stored at Government expense is limited to 18,000 pounds
net weight both for employees with immediate families and for employees
without immediate families. However, this weight limitation does not
apply to employees of the VA office in Manila, whose weight allowances
are determined by regulations issued by the Department of State.

\(3\) Determination of Weight. Methods for determining the net weight
shall be as prescribed in 41 CFR 302-8.2.

\(4\) Authorized Points of Origin and Destination for Shipments.
Shipments of household goods may originate at the old official station
or at some other points, or partially at both, and the destination may
be at the new official station or some point selected by the
transferring employee, or both. However, the total reimbursement will
not exceed the amount that would apply had there been a one-lot shipment
by the most economical route from the old official station to the new
official station. The provisions of41 CFR 302-8.2(e) apply.

\(5\) Use of the Commuted Rate System and Actual Expense Method
(Government Bill of Lading) for Transportation and Temporarily Storing
Household Goods Within the Conterminous United States. The Chief, Supply
Service or Supply Depot Chief, Transportation Section will provide
advice and assistance to employees in determining if transportation of
household goods will be by the use of the commuted rate system or actual
expense method (Government bill of lading). Procedures for determining
the method of shipment are outlined in VA Manual MP-2, subchapter G.

\(6\) Reimbursement Under the Commuted Rate System. The provisions of 41
CFR 302-8.3(a) apply. The commuted rates applicable are those listed in
GSA Bulletin FPMR A-2, General.

\(7\) Actual Expense (Government Bill of Lading) Method. When this
method is used, the provisions of 41 CFR 302-8.3(b) apply.

\(8\) Liability for Loss or Damage of Household Goods. The Government
does assume some liability for loss or damage to a transferee\'s
household goods. (See 38 CFR 14.664-14.669.) However, this does not
provide for full and complete coverage. If an employee wants added
protection for loss or damage to household goods, the released valuation
should be increased and so annotated on the bill of lading. The
additional protection will be at the employee\'s expense. The Chief
Supply Division, Supply Depot Chief, Transportation Section or the
Chief, Supply Division Central Office at the shipping (releasing)
station will counsel transferees on movement of their household goods,
including their responsibilities and those of the carrier. (See 41 CFR
302-8.2(f) and MP-2, subch. G, sec. 108-40.710-50.)

\(9\) Transportation and Temporary Storage of Household Goods Being
Shipped to or From Points Outside the Conteriminous United States
(Including Alaska and Hawaii). The provisions of 41 CFR 302-8.4 apply.

\(10\) Nontemporary Storage of Household Goods in Connection With
Transfers or Assignments Outside the Conterminous United States.

\(a\) A transferee or new appointee to a permanent post of duty (other
than one located in the conterminous United States) may be allowed
nontemporary storage (see 41 CFR 302-1.4) of household goods provided
one of the conditions in 41 CFR 302-9.2 is met.

\(b\) Normally, the authorization for non temporary storage should be
contained in the travel authority for permanent duty, VA Form 3036c.
However, storage may be approved subsequently where the transferee or
new appointee would otherwise be eligible.

\(c\) For other provisions governing nontemporary storage, see 41 CFR
302-9.2(c) and (d).

\(11\) Temporary Storage of Household Goods. The time allowable for
temporary storage in connection with an authorized shipment of household
goods shall not exceed a period of 90 days. However, upon an employee\'s
written request, the initial 90-day period may be extended for an
additional period not to exceed 90 days when approved by the official
authorized to approve permanent duty travel. Justifications for
extending temporary storage periods include, but are not limited to, the
types of circumstances listed in 41 CTR 302-8.2(d).

\(12\) Shipment of Professional Books, Papers and Equipment Required in
Performance of Official Duty. Professional books, papers, and equipment
includes those professional or specialized items or other materials
which are personally owned by an employee for use in the performance of
official duties. The term does not include sports equipment or office,
household, or shop fixtures and furniture, e.g., bookcases, file
cabinets, desks and racks of any kind even though used in connection
with the professional books, papers and equipment. There is no statutory
authority to transport personally owned professional books, papers and
equipment in addition to the maximum weight allowance established by law
for transportation of a transferee\'s household goods and personal
effects. However, there may be instances in which the weight of the
professional books, papers and equipment would cause a transferee\'s
household goods shipment to be in excess of the maximum weight
allowance. In such instances, the personally owned professional books,
papers and equipment may be transported to the new permanent duty
station as an administrative expense of VA (not chargeable to travel and
transportation appropriations). Shipment of these items as an
administrative expense would be in lieu of shipment as an allowance of
the transferee. (Unpublished Compo Gen. B-171677, October 22, 1974.)
Transportation of professional books, papers and equipment as an
administrative expense of the agency is authorized when supported by an
administrative certification of the authorizing official (as designated
in subpar. b of this paragraph) that such transport is necessary in
accordance with the above and that the following requirements are met:

\(a\) The transferee will furnish an itemized inventory of professional
books, papers and equipment for review by the authorizing official at
the new permanent duty station.

\(b\) The transferee will furnish, as soon as practicable, appropriate
evidence (as determined by the authorizing official) that transporting
the itemized materials as part of the transferee\'s household goods
would have resulted in an excess of the transferee\'s maximum weight
allowance.

\(c\) The authorizing official at the new permanent duty station will
review and certify that the professional books, papers, and equipment as
itemized are necessary in the proper performance of the transferee\'s
duties at the new station and that the items would have to be replaced
at Government expense had they not been transported.

\(d\) When professional books, papers and equipment are shipped as
provided above as an administrative expense of the agency, shipment will
be by the actual expense method. The commuted rate method will not be
used.

\(e\) When shipped in the same lot with the transferee\'s household
goods and other personal effects under the actual expense method, the
professional books, papers, and equipment shall be packed and weighed
separately. The weight and the administrative appropriation to be
charged will be stated as separate items on the Government bill of
lading. In unusual instances where it is impractical or impossible to
obtain separate weights, a constructive weight of 7 pounds per cubic
foot may be used.

\(13\) Advance of Funds. An advance of funds may be authorized in
accordance with the provisions of 41 CFR 302-8.6.

m\. Transportation Expenses for Return of an Employee\'s Immediate
Family and Household Goods From Overseas Station to the Conterminous
United States Before Employee\'s Return.

\(1\) 41 CFR 302-1.12 provides that the Government will pay one-way
transportation expenses for returning the employee\'s immediate family
and household goods prior to the employee\'s return to place of actual
residence in the 50 States, the District of Columbia, the Commonwealth
of Puerto Rico or Northern Mariana Islands, a United States Territory or
possession (not in excess of one time) before the return of the
transferee to the United States under these conditions:

\(a\) When the employee has acquired eligibility for return
transportation by satisfactorily completing the prescribed period of
duty overseas, or

\(b\) When the public interest, as determined by the field facility
Director and approved by the Secretary, requires the return of the
immediate family for compelling reasons of a humanitarian or
compassionate nature (such as may involve physical or mental health,
death of a member of the immediate family, or obligation imposed by
authority or circumstances beyond the transferee\'s control).

\(2\) For further provisions on this subject, see 41 CFR 302-1.12.

n\. Transportation of Mobile Homes

\(1\) General Provisions

\(a\) An employee who is authorized to transport household goods is
entitled to an allowance for the transportation of a mobile home used as
a residence. Such transportation must be authorized or approved by an
authorizing official.

\(b\) The conditions and limitations on the authorization and
reimbursement of the movement of a mobile home are prescribed in 41 CFR
302-7.

\(2\) Advance of Funds. An advance of funds may be allowed an employee
for the transportation of a mobile home. The amount of the advance will
not exceed either the estimated amount allowable under 41 CFR 302-7.3 or
7.4.

\(3\) Documents Necessary for Reimbursement. The employee will certify
on travel voucher that the mobile home was transported for use as a
residence for the employee and family. Also, if the mobile home was
transported by commercial hauler, its receipted bill (or a copy thereof
by the employee as a true copy) will be attached to the voucher.

o\. Transportation and Emergency Storage of Privately Owned Motor
Vehicles

\(1\) Authority. 41 CFR 302-10. Under such authority, transportation of
an employee\'s privately owned motor vehicle at Government expense may
be authorized in connection with a transfer or assignment to an official
station outside the conterminous United States including a transfer
between such stations. No shipment of privately owned motor vehicle on
permanent change of station of transferee within the conterminous United
States may be made at Government expense.

\(2\) Eligibility Conditions. These are in 41 CFR 302-10.2. Authorizing
officials will consider these conditions in determining whether it is in
the interest of the Government for the employee to have the use of a
privately owned motor vehicle at the overseas post of duty.

\(3\) When, and Places Between Which, Transportation of Privately Owned
Motor Vehicles May Be Authorized. If conditions in 41 CFR 302-10.2 have
been met, transportation of motor vehicles will be as provided in 41 CFR
302-10.3

\(4\) Replacement Vehicle. The provisions of 41 CFR 302-10.3(e) apply.

\(5\) Allowable Expenses. These are covered in 41 CFR 302-10.4.

\(6\) Emergency Storage. The conditions governing authorization of
emergency storage of an employee\'s motor vehicles are in 41 CFR
302-10.5. Only where the Secretary, or in the absence of the Secretary,
the Deputy Secretary, designates a station as being within a zone
specified in 5 U.S.C. 5725, will authorizing officials authorize the
emergency storage of an employee\'s motor vehicles.

\(7\) Advance of Funds. Employees may be advanced funds to cover
transportation of authorized motor vehicle in an amount not to exceed
the expense authorized under 41 CFR 302-10 subject to the same
safeguards as provided in paragraph 17.

p\. Travel and Relocation Expenses to First Duty Station

\(1\) Authority. 41 CFR 302-1.10 provides for the payment of limited
travel and relocation expenses for any position to new appointees and
student trainees who are assigned upon completion of college work.
Payment of relocation expenses to first duty station shall be at the
discretion of the authorizing official. A decision that payment is
appropriate for a particular vacancy does not require a like
determination by any other VA facility filling similar positions.
Decisions will be made on a case by-case basis and a decision to pay
expenses for one position does not require payment of like expenses for
future vacancies. The authorizing official shall be guided by the
guidelines established in 5 CFR Part 572 when determining which new
appointees shall qualify for payment of relocation expenses to first
duty station.

\(2\) Positions Covered

\(a\) New Appointees. New appointees defined in 41 CFR 302-l.4( d) for
any position are eligible for payment of certain travel and
transportation expenses when relocating to their first official station.
New appointees include not only individuals when first appointed to
Government service but also individuals appointed after a break in
service except that employees separated as a result of reduction in
force or transfer of function may be treated as transferees instead of
new appointees under conditions set forth in 41 CFR 302-1.9. Also see
paragraph 3i.

\(b\) SES (Senior Executive Service) Appointees. New appointees to
positions in the Senior Executive Service are eligible for travel and
transportation to their first official

station at Government expense.

\(c\) Student Trainees. When student trainees, after a period of leave
without pay during which they completed college work, are assigned as
professional employees, they are eligible for travel and transportation
to their places of assignment at Government expense unless they have
received a prior payment when they were appointed as student trainees.

\(d\) Presidential Appointees. Any person appointed by the President to
a position for which the rate of pay is equal to or higher than the
minimum rate of pay for managerial positions above GS-15 or equivalent
is eligible for travel and transportation to his/her official station at
Government expense provided that the effective date of appointment is on
or after October 12, 1984. A Presidential appointee to a similar
position whose effective date a of appointment was on or after November
14, 1983, .through October 11, 1984, is also eligible for travel and
transportation to his/her first official station provided that the
appointment is by and with the advice and consent of the Senate.

\(3\) Travel and Transportation Expenses

\(a\) Travel and transportation expenses will be authorized or approved
by an official listed in appendix A, paragraph 2c, only when funds are
available, and payment of such expenses is essential in order to employ
a qualified person. Authorized expenses may be paid even though the
individual concerned has not been appointed at the time travel to the
first official station is performed. However, entitlement to such
expenses does not vest by virtue of selection for the position or
authorization for travel but vest only upon actual appointment of the
individual concerned (see Unpublished Compo Gen. B-206048, June 28,
1982).

\(b\) All travel and transportation will be computed from the actual
place of residence of the appointee or assignee at time of selection for
appointment or assignment to the first duty station. Travel and
transportation may be from or to other locations if the new appointee or
student trainee pays the excess cost involved with the alternate travel
or transportation.

\(c\) Travel advances may be made on the same basis as those authorized
transferred employees except allowable expenses for new appointees shall
be limited to those expenses that are shown in 41 CFR 302.1-14(a). New
appointees shall be informed of specific relocation allowances being
provided to their first duty station.

\(d\) All travel and transportation expenses shall be paid by the
appointee or assignee\'s receiving station.

\(e\) Transportation of immediate family and shipment of household goods
should be accomplished as soon as possible but not later than 2 years
from the date the employee was appointed or assigned. The 2-year time
limit can only be extended as provided in 41 CFR 302-1.6.

\(f\) The modes of travel and accommodations authorized appointees or
assignees and their dependents will be the same as those for a
transferred employee.

\(g\) The applicable per diem rate authorized the appointee or assignee
will be on the same basis as those for a transferred employee.

\(h\) Other allowable transportation expenses (see par. 11) are
authorized.

\(i\) Travel and transportation expenses shall not be paid to a student
trainee upon completion of college work if such expenses were paid upon
appointment as student trainee.

\(j\) Travel and transportation expenses will not be allowed unless the
person selected or assigned signs the agreement provided in either
appendix H, I, or J, as appropriate.

\(k\) Appointees and assignees are not authorized the following types of
allowances and expenses: (1) per diem for family while en route to new
station, (2) round trip to new station to seek permanent residence
quarters, (3) subsistence expenses for employee and family while
occupying temporary quarters, (4) real estate expenses, (5)
miscellaneous moving expenses, (6) lease-breaking expenses, (7)
relocation services, and (8) Relocation Income Tax (RIT) Allowance
provisions.

\(4\) Nonapplicability. These provisions do not apply to Veterans Health
Administration trainees appointed under 38 U.S.C. 7405. Therefore,
current VHA instructions concerning trainees in established training
programs are not altered. Also, these instructions do not affect the
authority of facility directors .to pay travel of VHA trainees upon
acceptance of a full-time appointment in the Veterans Health
Administration without a break in service (e.g., social work and
psychology trainees).

\(5\) Relocation of Residence. Where an appointee\'s place of actual
residence at time of selection for appointment and first duty station
are located in the same general local or metropolitan area, and who
relocates place of residence as a result of appointment, the travel and
transportation expenses may be authorized only when the official who
authorizes or approves permanent duty travel determines that relocation
of residence was incident to the appointment. To the extent applicable,
the principles prescribed for transferred employees in subparagraph a,
will be considered in making this determination.

q\. Notice of Anticipated Expenses by Employee (Changing Official
Station, VA Form 3036b. Form 3036b will be furnished to an employee
being transferred or appointed at the time the employee is issued travel
authority for permanent duty, VA Form 3036c. When the employee knows the
date that any of the moving expense items listed in VA Form 3036b will
be incurred, the form will be completed by the employee and the employee
will send it to the Fiscal activity of the new station.

r\. Last Move Home. A Senior Executive Service career appointee who was
reassigned or transferred at any time in the interest of and at
Government expense from one official station to another is eligible upon
separation from Federal service on or after September 22, 1988, for last
move home allowances. At the time of the relocation, the Senior
Executive Service career appointee must have been eligible for optional
or discontinued service retirement or early voluntary retirement under
an OPM authorization or be eligible for optional retirement in the
5-year period following the relocation. The Senior Executive Service
career appointee must not have been previously authorized and received
last move home benefits upon separation from Federal Service for
retirement.

\(1\) Non-physician Medical Center Directors who transferred between
August 9, 1981, and November 18, 1988, are eligible for last move home
allowances provided their separation was on or after October 2, 1992.

\(2\) Eligible employees shall request authorization in writing from
Under Secretaries; Assistant Secretaries; Director, National Cemetery
System; and Other Key Officials in Central Office and facility Directors
and their Deputies in the field and include evidence of eligibility,
tentative moving dates, and origin and destination locations of the
planned move. Allowable expenses are transportation for the employee and
immediate family, en route per diem for the employee, mileage allowance
(to the extent travel is performed by privately owned automobile), and
transportation and temporary storage of household goods not to exceed
18,000 pounds.

\(3\) Expenses may be paid from the official station where separation
occurs to the place where the individual has elected to reside within
the United States, the Commonwealths of Puerto Rico or Northern Mariana
Islands, a United States territory or possession, or the former Canal
Zone area (i.e., areas and installations in the Republic of Panama made
available to the United States under the Panama Canal Treaty of 1977 and
related agreements). If the individual dies before the travel and
transportation are completed, expenses may be paid to the place within
the areas listed in this paragraph where the immediate family elects to
reside even if different from the place elected by the separated career
appointee.

\(4\) If the place where the individual has elected to reside is within
the same general local or metropolitan area in which the official
station or residence was located at the time of the career appointee\'s
separation, the expenses authorized by this paragraph may not be paid
unless the mileage criteria specified in 41 CFR 302-1.7 for a short
distance transfer are met.

\(5\) Travel advances will not be issued to cover any of the expenses
authorized by this paragraph. Transportation expenses should be paid
through the use of American Express Government Travel Accounts (GTA) and
Government Bills of Lading to the maximum extent possible. Individuals
who have been authorized or approved to make their own moving
arrangements may be reimbursed for their actual transportation expenses
not to exceed applicable contract city-pair air fares, when available,
for transportation of the individual and immediate family, or the
applicable allowances under the commuted rate schedule for moving and
storage of the household goods.

\(6\) All travel, including that for the separated career appointee, and
transportation, including that for household goods, allowed under this
paragraph shall be accomplished within 6 months of the date of
separation, or other reasonable period of time as determined by the
authorizing official, but in no case later than two years from the
effective date of the career appointee\'s separation from service.

s\. Relocation Income Tax (RIT) Allowance

\(1\) Payment of a Relocation Income Tax (RIT) allowance is authorized
to reimburse eligible transferred employees for substantially all of the
additional Federal, State and local income taxes incurred by the
employee, or by the employee and spouse if a joint tax return is filed,
as a result of certain travel and transportation expenses and relocation
allowances which are furnished in kind, or for which reimbursement or an
allowance is provided by the Government (5 U.S.C. 5724b, as amended).
Employees should contact their Finance office for forms and information
concerning VA procedures to be followed in the filing of claims.

\(2\) Payment of a RIT allowance is authorized for VA employees
transferred on or after November 14, 1983, in the interest of the
Government from one official station to another for permanent duty. The
RIT allowance also applies to VA employees in the Commonwealth of Puerto
Rico relocating to or from a point, or between points, in the
Commonwealth of Puerto Rico on or after January 1, 1987. The effective
date of transfer is the date on which the employee reports for duty at
the new official station.

\(3\) RIT allowance provisions are not applicable to the following VA
employees as defined in 41CFR 302-1l.2(b):

\(a\) New appointees.

\(b\) Employees assigned under the Government Employees Training Act (5
U.S.C. 4109); and

\(c\) Employees returning from overseas assignment for the purpose of
separation.

\(4\) The Withholding Tax Allowance (WTA) is an estimated partial
payment of the total RIT allowance. It covers the employee\'s Federal
tax withholding liability on covered taxable reimbursements for
relocation expenses and is computed each time a Federal tax withholding
obligation is incurred on moving expense reimbursements as a result of
the employee filing a travel voucher. The WTA was designed to protect
the employee from having to use part of the moving expense reimbursement
to pay Federal withholding taxes. The RIT allowance is designed to cover
substantially all of the estimated additional Federal, State, and local
tax liability incurred as a result of covered moving expense
reimbursements received by the employee. Since both the WTA and the RIT
allowance are considered income to the employee and are taxable, the
formula used to compute the RIT was designed to cover the tax liability
associated with payment of the allowances.

\(5\) Reimbursement is authorized for additional income taxes resulting
from certain moving expenses furnished in kind or for which
reimbursement or an allowance is provided to the transferred employee by
the Government. Moving expenses are covered by the RIT allowance only to
the extent that they are (1) actually paid or incurred, and (2) are not
allowable as a moving expense deduction for tax purposes. The types of
expenses or allowances covered by the RIT allowance are listed in 41 CFR
302-11.3.

\(6\) Tax liabilities not covered by the RIT allowance are listed in 41
CFR 302-11.4.

\(7\) Facility Finance offices will calculate the amount of the gross-up
(the payment for the estimated additional income tax liability incurred
as a result of reimbursements or payments by the Government for the
covered moving expense reimbursements) for the WTA in Year 1. The
authorized allowance will be credited to the employee on the travel
voucher at the time of reimbursement. All WTA\'s paid during a calendar
year will be reflected as income on the employee\'s IRS Form W-2 for the
calendar year in which paid. A final net payable RIT allowance claim
must be filed in a subsequent year to cover any additional tax
liabilities not covered by the WTA\'s paid in prior years. An employee
is obligated to repay all WTA\'s received if he/she fails to file a
claim for a final net payable RIT allowance.

\(8\) VA employees are required to file the tax information for Year 1
with VA in Year 2, regardless of whether any additional reimbursement
for the RIT allowance is owed the employee. If any action occurs (e.g.,
amended tax return, tax audit, etc.) that would change the information
provided in Year 2 by the employee to the VA for use in calculating the
total RIT allowance due the employee for Year 1 taxes, this information
must be provided to the facility Finance office prior to the computation
of subsequent or final RIT allowance. If the total amount of all WTA\'s
paid by VA is more than the total RIT allowance due, the employee is
obligated to repay the excess amounts as a debt due the Government.

\(9\) Adjustment has been made to the RIT allowance to allow payment for
income taxes incurred when an employee relocates to or from a point, or
between points, in the commonwealth of Puerto Rico. Under this
modification, the combined marginal tax rate (CMTR, a single rate
determined by combining the applicable marginal tax rates for Federal,
or Puerto Rico, when applicable, State, and local income taxes, using
formulas provided in 41 CFR 302-11.8(e)(5)) is computed without regard
to the Federal marginal tax rate. The adjustment to the CMTR for the
Federal income tax deduction of State and

local income taxes is not a factor in the following CMTR formula to be
used in calculating the Puerto Rico RIT allowance:

X=P+S+L

Where:

X = CMTR for Year 1 and Year 2

P = Puerto Rico tax rate for Year 1

S = State tax rate for Year 1, when applicable

L = Local tax rate for Year 1

The Year 2 marginal tax rates for Puerto Rico cannot be determined with
precision since the Federal Government is not involved in developing
Puerto Rico\'s tax laws, the new CMTR formula, therefore, will be used
for both Year 1 and Year 2, and the calculation will not account for any
differences that may occur in the Puerto Rico marginal tax rates between
years.

\(10\) A claim for the RIT allowance shall be supported by documentation
attached to the travel voucher SF 1012, and by verification of state and
local tax obligations as shown below:

\(a\) Copies of the appropriate IRS Forms W-2 and, if applicable the
completed IRS Schedule SE (Form 1040) shall be attached to the voucher
to substantiate the income amounts shown in the certified statement.

\(b\) Fiscal Officers should become familiar with State and local tax
laws that affect transferring employees.

\(11\) In the event an employee violates the terms of the agreement, no
part of the RIT allowance will be paid, and any amounts paid prior to
such violation shall be a debt due the Government.

\(12\) Authorization of a RIT allowance as prescribed in 41 CFR Part
302-11, does not change the Internal Revenue Code or State or local tax
codes. Consequently, the authority for reimbursement of additional
income taxes incurred as a result of moving expense reimbursement shall
not be construed as changing or limiting the employee\'s income tax
obligation in any way or as authorizing a refund of these taxes when
filing a return with the IRS or other recognized tax authority. The RIT
allowance must be claimed and paid on the SF 1012 (Travel Voucher) or
other. authorized travel voucher form the same as other moving expense
allowances.

14\. TRAVEL OF CONSULTANTS, EXPERTS, AND PERSONS SERVING WITHOUT PAY

Subject individuals are not considered to have a \"permanent duty
station\" within the general meaning of that term. However, these
individuals may be allowed travel and transportation expenses while
traveling on official business for the Government away from their home
or regular places of business and while at the place of employment or
service for the Government. (Authority: 5 U.S.C. 5703 and 38 U.S.C.
7405)

15\. TRAVEL BENEFITS FOR VA EMPLOYEES IN REGIONAL OFFICE IN MANILA

a\. Legal Basis. The authorities for travel benefits for VA employees
assigned to the Manila, Republic of the Philippines, VA Regional Office
(herein after referred to as \"foreign post\") are 38 U.S.C. 235, Pub.
L. 86-707, section 221(4), and Executive Order 12228. Under the
authority delegated to the Secretary by Executive Order 12228, travel
allowances and benefits provided under 38 U.S.C. 235(1) and (4) are
available to VA employees effective July 24, 1980.

b\. Applicability of Federal Travel Regulations. Under the authority of
38 U.S.C. 235 (6) and (7), the following benefits are available to VA
employees assigned to a foreign post. Authorization and payment of these
benefits will be in accordance with the applicable provisions of 41 CFR
301-304.

\(1\) Subsistence expenses while occupying temporary quarters for a
period of not more than 30 days in connection with the return of the
employee and immediate family to the United States.

\(2\) Allowable expenses incurred in connection with the sale or
purchase of a residence or settlement of an unexpired lease. The
residence for which expenses are claimed must be located in one of the
areas described in 41 CFR 302-6.l(b). However, the requirement in 41 CFR
302-6.1 (b) stating that both the old and new official stations must be
located in the described areas will not preclude VA employees from being
provided these allowances upon transfer to or from the foreign post.

c\. Applicability of Foreign Service Travel Regulations. Regulations
applicable to the following benefits are prescribed by the Secretary of
State. They are contained in Uniform State/USIA Foreign Service Travel
Regulations and published in volumes 3 and 6 of the Foreign Affairs
Manual. These regulations will be referenced as appropriate for foreign
travel of VA employees upon approval of such travel by an authorizing
official.

\(1\) The travel expenses of an employee assigned to a foreign post when
traveling on official business.

\(2\) The travel expenses of an employee, and immediate family members,
when proceeding to and returning from the foreign post of duty, or when
traveling to residence in United States for purpose of taking leave.

\(3\) The cost of transporting and storing furniture and household goods
of an employee assigned to a foreign post.

\(4\) Travel expenses and transportation costs incident to the removal
of the members of the family of a VA employee, and household goods
including automobiles, from a foreign post at which, because of
prevalence of disturbed conditions, there is imminent danger to life and
property, and the return of such persons, furniture and household goods
to such post upon the cessation of such conditions, or to such other
post as may in the meantime have become the post to which such employee
has been assigned.

\(5\) The transportation of an employee\'s privately owned automobile to
and from a foreign post to which assigned.

\(6\) The transportation requirements involved with two return trips to
the United States for the purpose of taking leave and to visit family
members.

\(7\) Round trip travel expenses for the purpose of family visitation in
emergency situations involving personal hardship or for the purpose of
family visitation where the employee\'s family is prevented by official
order from accompanying the employee to the foreign post because of
imminent danger due to disturbed conditions.

d\. Dependent\'s Travel for Education. Regulations regarding the payment
of dependent\'s travel for education authorizing by Pub. L. 86-707,
section 221(4), are prescribed by the Secretary of State in the
Standardized Regulations (Government Civilians, Foreign Areas).

e\. Employee Transportation Agreement. Before authorizing travel and
transportation at Government expense for an employee\'s movement to a
foreign post or authorized leave before another 2- or 3-year tour, VA
appointing officers will require such employees to sign the agreement in
appendix H or I to remain in Government service for 24 or 36 months, as
appropriate.

f\. Clearances, Passports, and Visas. In addition to a travel authority,
an assigned employee and immediate family members departing for the
Manila regional office must have these records in their possession
before proceeding to the post of embarkation:

\(1\) Clearance from the Veterans Benefits Administration. NOTE:
Director of the VA regional office in Manila may clear employees of that
office also.

\(2\) Passport. NOTE: A Philippine visa is required for Manila
personnel.

\(3\) Immunization register.

g\. Miscellaneous Expense Allowance. The provisions governing
authorization and payment of an allowance for miscellaneous expenses are
contained in subchapter 240 of the Department of State Standardized
Regulations (Government Civilians, Foreign Areas). These regulations
will be referenced as appropriate for the payment of miscellaneous
expense allowances for foreign travel of VA employees upon approval of
such travel by an authorizing official. Item 18C of VA Form 3036c,
Travel Authority for Permanent Duty, will show the estimated amount for
miscellaneous expenses.

16\. TRANSPORTATION OF REMAINS OF DECEASED VA EMPLOYEES, DEPENDENTS, AND
EFFECTS

a\. Authority. Title 5, United States Code, section 5742(b) provides the
allowable expenses not otherwise provided by law for the preparation and
transportation of the remains of a deceased employee and 5 U.S.C. 5742
for the transportation of the immediate family and household goods of a
deceased employee. The provisions of this paragraph apply to employees
while they are (1) on official travel and temporary duty, (2) absent
from duty at temporary duty stations, and (3) at official duty stations
outside the conterminous United States. They are applicable whether the
employee\'s death was or was not work-related.

b\. Responsibility

\(1\) When a VA employee dies while in any status subject to the
provisions of this paragraph, the appropriate Under Secretary; Assistant
Secretary; Director, National Cemetery System; Other Key Official or
field facility Director concerned will immediately notify the next of
kin or legal representative. Every reasonable assistance will be given
in arranging for the preparation and transportation of the remains, and
for the transportation of dependents and household goods, where
applicable.

\(2\) Field station heads will be notified by the most expeditious means
of the death of an employee under their jurisdiction. Upon the death of
an employee carried on Central Office rolls, the field station head or
appropriate official will notify the Central Office official concerned
by the most expeditious means. The appropriate officials will
immediately notify: (a) the next of kin or legal representative of the
death of the employee and of the decedent\'s rights under 41 CFR 303 and
(b) such officials as may be necessary for consummating the decedent\'s
rights under 41 CFR 303.

c\. Death Related to Performance of Official Duty.

The provisions of 41 CFR 303 apply.

d\. Allowances. The provisions of 41 CFR 303-2 apply.

e\. Method of Payment. The provisions of 41 CFR 303-1.7 apply.

f\. Death During Period of Absence From Duty. The provisions of 41 CFR
303-1.5 apply.

g\. Escort for Remains. Travel expenses of an escort for the decedent
are not allowable.

17\. TRAVEL ADVANCES

a\. Authority. Sections 5705, 5723, 5724, and 5724a, Title 5, United
States Code, prescribe that an advance may be made to any employee or
individual entitled to per diem, mileage, and other allowances under
these sections for a sum considered advisable with regard to the
character and probable duration of the travel to be performed.

b\. Recovery of Advances. A sum so advanced and not used for allowable
travel expenses is recoverable from the employee, individual, or from
the estate by set off against accrued pay, retirement credit, or other
amounts due by deduction of such sum due to the United States, or by
such other legal method of recovery.

c\. Advance of Funds

\(1\) No advance of funds will be made for:

\(a\) Less than \$50. EXCEPTION: When an employee traveler would be
subjected to hardship by refusal of advance, authorizing officials may
approve advances of a lesser amount, upon determination of the need
therefore.

\(b\) Home leave (par. 12f).

\(c\) Miscellaneous expenses (par. 13j).

\(d\) Real estate expenses (par. 13k).

\(e\) Shipment of household goods until the paying Fiscal activity
receives employee\'s VA Form 3036b, Notice of Anticipated Expenses by
Employee Changing Official Station, indicating a commitment for the
shipment has been made.

\(f\) Shipment of household goods on GBL.

\(g\) Shipment of mobile home on GBL.

\(h\) Transportation and emergency storage of privately owned vehicles
shipped by GBL.

\(i\) Last move home allowances (par. l3r).

\(j\) No advance of funds is authorized in connection with the WTA or
RIT allowance.

\(2\) Advance of funds may be made for:

\(a\) An amount not to exceed the estimated out-of-pocket expenses shown
on VA Form 3036 (i.e., meal and incidental expense allowance, and
miscellaneous expenses for taxis, tolls, parking, etc.). For travel
covered by an open (limited and unlimitel1) travel authorization, the
meal and incidental expense allowance and miscellaneous expenses
advanced may not cover more than a 45-day period. Employees traveling on
an actual expense basis may be advanced only the authorized actual
expense amount for the meal and incidental expense allowance in addition
to miscellaneous expenses for taxis,

tolls, parking, etc. Following are the only exceptions, which must be
documented on the travel authority, for which an advance may be made in
accordance with 41 CFR Part 301-10.3 for more than the above amounts:

[1]{.underline}. Travel circumstances are expected to prohibit use of a
Government contractor-issued travel charge card to charge
transportation, lodging, car rental, or other travel expenses.

[2]{.underline}. Based on appendix M, paragraph 5, an employee is not
offered a Government contractor-issued travel charge card.

\(b\) Mileage costs, including cost of ferry and parking fees, and
bridge, road and tunnel tolls where travel is performed by privately
owned vehicle.

\(c\) Subsistence expenses, in 30-day increments, of the employee and
immediate family while occupying temporary quarters on transfer to a new
official station not to exceed the amount allowable under 41 CFR Part
302-5.4(c), for the first 30-day period (or other authorized period of
less than 30 days). Thereafter, funds may be advanced for subsequent
30-day periods. When an advance of funds is needed for the second and
subsequently authorized 30-day periods, the request for advance should
be submitted in sufficient time to allow for processing, approval, and
issuance of the advance of funds. An advance will be made only after the
employee notifies the Fiscal activity by VA Form 3036b of the date
quarters will be occupied.

\(d\) Shipment and storage of household goods after the employee has
sent VA Form 3036b to the Fiscal activity indicating a commitment for
the shipment has been made.

\(e\) Estimated excess baggage charges.

\(f\) Travel expenses incident to training as authorized by 5 U.S.C.
4109.

\(g\) Registration and library fees, etc., when such fees will be paid
for in cash by traveler during attendance at meetings.

\(h\) The estimated cost of a hired car.

\(i\) The estimated cost of a room hired for use on official business.

\(j\) Cash payment for official transportation when required under
paragraph 7b(2).

d\. Application and Account for Advance of Funds, SF 1038

\(1\) SF 1038 will be used for requesting advances of funds for
authorized travel and transportation expenses and allowances. SF 1038
will be prepared in original only when \"CHECK\" advance is requested.
Where \"CASH\" advance is requested, SF 1038 will be prepared in
duplicate. The\"Remarks\" section of SF 1038 will show as applicable the
amount of per diem (number of days time rate), registration and library
fees, the amount for mileage (number of round trip miles times rate),
the amount for household goods (estimated pounds times commuted rate),
etc. (See subpar. c(2).) Obligation numbers will also be shown on SF
1038.

\(2\) The signed original only (for CHECK advances) and signed original
and duplicate (for CASH advances) of SF 1038 will be accompanied by a
copy of VA Form 3036 or 3036c and sent to the Fiscal activity. Employees
traveling under an open authorization will also show on SF 1038 the open
authorization number and its date.

\(3\) Requests may be made for a cash advance in an amount not to exceed
\$500. In such cases, show in the \"Mail Check To\" block of SF 1038
\"Cash advance requested. Call extension \_\_\_\_\_\_\_\_\_\_\_\_\_.\"

e\. Approval of Advances

\(1\) Applications for travel advances not to exceed \$1,000 will be
administratively approved by the field facility head, assistant field
facility head, or finance officer. In Central Office, approval will be
by the Director, Office of Financial Management (047H) or a designee.
Advances in excess of \$1,000 require approval by officials empowered to
authorize or approve travel (see app. A), except where delegated
otherwise by the Under Secretary; Assistant Secretary; Director,
National Cemetery System; and Other Key Official concerned. Applications
for an advance exceeding \$1,000 will be supported by a signed or
certified true copy of the travel authority. Approved applications will
be sent to the appropriate Fiscal activity.

\(2\) Approving officials will check the amount applied for on SF 1038
with the travel authorization to see that the amount does not exceed
that allowed. The need for a permanent advance and the amount of the
advance shall be reviewed and justified when the corresponding open
travel authorization is reviewed and justified.

f\. Liquidation of Advances

\(1\) Officials approving SF 1012, Travel Voucher, will insure that any
outstanding advance to an employee is deducted from the total
reimbursement allowed. The voucher will contain such a statement. If the
amount claimed by the employee on the SF 1012 is insufficient to
liquidate the amount of advance remaining unpaid, the Fiscal activity
will request the employee to refund the unliquidated portion of the
advance immediately. EXCEPTION: Where the employee is in a continuing
travel status and partial vouchers are submitted on a periodic basis,
recovery action will be taken by the Fiscal activity when the final
voucher is submitted.

\(2\) Where the advance is for a specific trip, the full amount of the
advance will be liquidated immediately upon completion of the trip.

\(3\) When an employee transfers to another VA station or to another
Government agency, the employee will liquidate the advance before
transfer or separation.

\(4\) When the employee no longer needs an advance, he or she shall
liquidate the outstanding balance. When deemed necessary, approving
officials may request the employee to liquidate the outstanding balance
of the advance, to reduce the amount, or to justify continuation of the
advance.

\(5\) Where the travel has been canceled, the traveler will immediately
refund the advance.

\(6\) When it is not possible to recover travel funds advanced to an
employee, action will be taken by the Fiscal activity to recover such
advance by setoff against amounts due the employee.

18\. TRAVEL VOUCHERS

a\. General Provisions

\(1\) Reimbursement for official travel will be made after the travel
has been performed. SF 1012, Travel Voucher, will be used for claiming
allowable expenses. Vouchers will be submitted within 5 working days
after completion of each trip except that travelers in a continuous
travel status will submit vouchers currently, i.e., at least once each
month when travel period exceeds 30 days.

\(2\) Travelers will ensure that each voucher is complete as to form,
facts, details, and supporting evidence in accordance with applicable
travel regulations. This includes showing the purpose of travel on the
SF 1012. The traveler is responsible for the correctness of all
statements made on the voucher. Falsification of an item in an expense
voucher may result in forfeiture of the entire claim. The penalty
prescribed by law for presenting a false claim is a fine of not more
than \$10,000 or imprisonment for not more than 5 years, or both.

\(3\) Travelers will initial erasures and alterations in totals on
vouchers. Erasures or alterations in totals on receipts for travel
expenditures will be initialed by the person who signed the receipt.

\(4\) Travelers will prepare SF 1012 in an original, plus any other
copies administratively required. The SF 1012 may be typed or legibly
handwritten in ink. The approved original SF 1012, supported by the
original or copy of the travel authority, SF l169a, and required
receipts as stated in appendix E will be sent:

\(a\) Direct to the Fiscal activity if no transportation request was
issued.

\(b\) To the Fiscal activity through the Travel activity if a
transportation request was issued. On travel by an open authorization a
copy of the authorization is not required to be submitted with the
voucher; Instead, the voucher will show the number and date of the
authorization.

\(5\) Travelers may reclaim items suspended or disallowed in the audit
of a travel voucher on their next regular or supplemental voucher; A
full explanation will be made of the claimed items including the date
the expense was incurred. The original or certified true copy of the
suspension notice will be submitted with the reclaim travel voucher, or
shown thereon, the schedule number and date of the initial payment
voucher.

\(6\) Travelers will prepare vouchers where travel was by use of
transportation requests even though there is no claim for per diem or
other travel expenses. The voucher will show the dates and places
visited and the number of the transportation request used.

\(7\) Travelers will fully explain all unusual items of expense on the
voucher and support them with required receipts and statements (See app.
E).

\(8\) On indirect route travel, the traveler will set forth on the
voucher details of the expenses actually incurred, the hour of departure
from post of duty, and the hour of arrival at place of duty. Where leave
has been taken while in a travel status, the date and time that leave
began and terminated will be shown.

\(9\) Travel vouchers shall be maintained to be available for site audit
by GSA auditors. General Records Schedule 9, Travel and Transportation
Records (see 36 CFR, Chapter XXII, par. 1228.22), provides instructions
for the disposal of travel vouchers. Suspected travel management errors
and/or misroutings which result in higher travel costs to the Government
will be reported by GSA to the appropriate travel manager for
appropriate action.

b\. Administrative Review and Approval

\(1\) Employee travel vouchers, SF 1012, will be examined and approved
by the employee\'s supervisor having knowledge of the facts involved in
the travel. Approval signifies that the travel and expenses are in order
and administratively approved for payment as distinguished from the
administrative audit of the voucher and certification by the certifying
officer. The vouchers will be processed as follows:

\(a\) Travel performed as authorized will be so certified by the
supervisor who has knowledge of the facts of the travel by signing in
the \"Approved\" block on the travel voucher. Any exception to items on
a voucher taken by the approving official will be stated on an attached
memorandum.

\(b\) Vouchers covering the following types of travel require approval
by an official empowered to authorize or approve employee travel. Where
travel:

[1]{.underline}. Commenced before the issuance of (or in the absence of)
a travel authorization.

[2]{.underline}. Was performed by an indirect route or by a mode of
transportation different than authorized.

[3]{.underline}. Involved expenses requiring approval of the fact.

[4]{.underline}. Where it was impractical for a traveler to obtain a
travel authority before performance of travel.

[5]{.underline}. Involves a claim for reimbursement of real estate
expenses. (See par. 13k.)

c\. Suspension of Charges. Items in travel vouchers not stated in
accordance with this chapter, or not properly supported by receipts when
required, will be suspended by the Fiscal Activity and traveler notified
of such action including the reasons therefore. Such items as may be
subsequently allowable should be included by the traveler in a
subsequent regular or supplemental travel voucher. Full itemization will
be required for all suspended items which are reclaimed and charges must
be supported by the original suspension notice or a copy thereof.

d\. Preparation of Vouchers. See appendix K.

19\. PAYMENT OF SUBSISTENCE AND TRANSPORTATION EXPENSES FOR THREATENED
LAW ENFORCEMENTIINVESTIGATIVEEMPLOYEES

The provisions of 41 CFR Part 301-14 apply.