**US Department of Health and Human Services**

**Assistant Secretary for Administration and Management (ASAM)**

**Office of Acquisition Management and Policy (OAMP)**

**Division of Travel Policy and Programs (DTPP)**

**HHS Travel Manual**

**May 2008**

[1. Plan of the Manual 1](#plan-of-the-manual)

[1.1 General Information 1](#general-information)

[1.1.1 Purpose 1](#purpose)

[1.1.2 Scope and Organization 1](#scope-and-organization)

[1.1.3 Development and Maintenance 1](#development-and-maintenance)

[1.1.3.1 Authority 1](#authority)

[1.1.3.2 Supplemental Guidance 1](#supplemental-guidance)

[1.1.3.3 Effective Dates 1](#effective-dates)

[1.1.3.4 Distribution 2](#distribution)

[1.1.4 Glossary 2](#glossary)

[1.2 HHS Travel Policies 13](#hhs-travel-policies)

[1.2.1 Federal Travel Regulation (FTR)
13](#federal-travel-regulation-ftr)

[1.2.2 Commissioned Corps Policies and Per Diem
13](#commissioned-corps-policies-and-per-diem)

[1.2.3 HHS Travel Manual 14](#hhs-travel-manual)

[1.2.4 HHS Delegations of Authority for Administering Travel
14](#hhs-delegations-of-authority-for-administering-travel)

[1.2.5 Designation and Responsibilities of the Senior Travel Official
(STO)
15](#designation-and-responsibilities-of-the-senior-travel-official-sto)

[1.2.6 Responsibilities of the Delegated Approving Official
16](#responsibilities-of-the-delegated-approving-official)

[1.3 Travel Planning 17](#travel-planning)

[1.3.1 Travel Planning General Policy
17](#travel-planning-general-policy)

[1.3.2 Conference Planning Involving TDY Travel
18](#conference-planning-involving-tdy-travel)

[1.3.2.1 Internal Controls over Planning for Conferences Involving
Employee Travel
18](#internal-controls-over-planning-for-conferences-involving-employee-travel)

[1.3.2.2 Conference Lodging Allowance (CLA)
19](#conference-lodging-allowance-cla)

[1.3.2.3 Use of FEMA-approved Accommodations for Conferences
19](#use-of-fema-approved-accommodations-for-conferences)

[1.3.2.4 Selection of Conference Sites
19](#selection-of-conference-sites)

[1.3.2.5 Meetings of Advisory Councils and Committees
20](#meetings-of-advisory-councils-and-committees)

[1.3.2.6 Appropriateness in Terms of Public Perception
20](#appropriateness-in-terms-of-public-perception)

[1.3.2.7 Light Refreshments at an Official Conference
21](#light-refreshments-at-an-official-conference)

[1.4 Pre-Employment Interview Travel
22](#pre-employment-interview-travel)

[1.4.1 General Information 22](#general-information-1)

[1.4.1.1 Competitive Service and Excepted Service (Non‑competitive)
22](#competitive-service-and-excepted-service-noncompetitive)

[1.4.1.2 Entry-Level Positions 22](#entry-level-positions)

[1.4.2 Travel Reimbursement 22](#travel-reimbursement)

[1.5 Attendance at Conferences, Administrative Meetings, and Other
Events
23](#attendance-at-conferences-administrative-meetings-and-other-events)

[1.5.1 General Policy 23](#general-policy)

[1.5.2 Attendance at Domestic Conferences
23](#attendance-at-domestic-conferences)

[1.5.2.1 Compliance with the "Rule of 50"
23](#compliance-with-the-rule-of-50)

[1.5.2.2 Waivers of the Rule of 50 24](#waivers-of-the-rule-of-50)

[1.5.3 Attendance at Administrative Meetings and Other Events
24](#attendance-at-administrative-meetings-and-other-events)

[1.5.3.1 Administrative Meetings 24](#administrative-meetings)

[1.5.3.2 Other Events 25](#other-events)

[1.5.3.3 Restrictions on Administrative Meetings and Other Events
25](#restrictions-on-administrative-meetings-and-other-events)

[1.5.4 Responsibilities of OPDIV and STAFFDIV Heads
26](#responsibilities-of-opdiv-and-staffdiv-heads)

[1.5.5 Use of Purchase or Travel Cards
27](#use-of-purchase-or-travel-cards)

[1.5.6 Quarterly Conference Travel Reporting Requirement
27](#quarterly-conference-travel-reporting-requirement)

[1.5.7 Attendance at Local Non-Government Sponsored Meetings
27](#attendance-at-local-non-government-sponsored-meetings)

[1.5.7.1 General Requirements 28](#general-requirements)

[1.5.7.2 U.S.-Based International Organization Local Area Meeting
28](#u.s.-based-international-organization-local-area-meeting)

[1.5.8 Attendance at Foreign Locations
28](#attendance-at-foreign-locations)

[1.6 Travel To/From HHS OPDIV Hospitals and Medical Facilities
29](#travel-tofrom-hhs-opdiv-hospitals-and-medical-facilities)

[1.6.1 Definitions 29](#definitions)

[1.6.2 Patient and Research Subject Travel
29](#patient-and-research-subject-travel)

[1.6.2.1 Travel Reimbursement under the Public Health Service Act
29](#travel-reimbursement-under-the-public-health-service-act)

[1.6.2.2 Travel Reimbursement as an Invitational Traveler
30](#travel-reimbursement-as-an-invitational-traveler)

[1.6.2.3 Documentation 30](#documentation)

[1.6.3 Authorization of Escort/Attendant Travel
31](#authorization-of-escortattendant-travel)

[1.6.3.1 Travel Reimbursement under the Public Health Service Act
31](#travel-reimbursement-under-the-public-health-service-act-1)

[1.6.3.2 Attendants for Employees with Special Needs
31](#attendants-for-employees-with-special-needs)

[1.6.4 Allowances and Benefits 31](#allowances-and-benefits)

[1.7 Travel of Consultants, Experts, and Invitational Travelers
33](#travel-of-consultants-experts-and-invitational-travelers)

[1.7.1 Definitions 33](#definitions-1)

[1.7.2 General Information 33](#general-information-2)

[1.7.3 Travel Documentation 34](#travel-documentation)

[1.7.4 Travel Advances 34](#travel-advances)

[1.7.5 Per Diem Allowances 34](#per-diem-allowances)

[1.8 Acceptance of Payment of Travel Expenses from a Non-Federal Source
35](#acceptance-of-payment-of-travel-expenses-from-a-non-federal-source)

[1.8.1 Legislative Authority 35](#legislative-authority)

[1.8.1.1 31 U.S.C. 1353 35](#u.s.c.-1353)

[1.8.1.2 42 U.S.C. 3506 35](#u.s.c.-3506)

[1.8.1.3 5 U.S.C. 7342, Foreign Gifts and Decorations Act
35](#u.s.c.-7342-foreign-gifts-and-decorations-act)

[1.8.2 Departmental Policy 36](#departmental-policy)

[1.8.3 Substantive Requirements 36](#substantive-requirements)

[1.8.3.1 31 U.S.C. 1353 Provisions 36](#u.s.c.-1353-provisions)

[1.8.3.2 42 U.S.C. 3506 Provisions 45](#u.s.c.-3506-provisions)

[1.8.3.3 5 U.S.C. 7342 Provisions: 46](#u.s.c.-7342-provisions)

[1.8.4 Authorization Procedure 46](#authorization-procedure)

[1.8.4.1 Authorization Form 47](#authorization-form)

[1.8.4.2 Authorization Procedures 47](#authorization-procedures)

[1.8.4.3 Actual Expense 48](#actual-expense)

[1.8.4.4 Non-Payment of Travel Expenses
48](#non-payment-of-travel-expenses)

[1.8.5 Non-Governmental Travel Reports
48](#non-governmental-travel-reports)

[1.9 Reimbursement for Expenses Incident to Training under the
Government Employees Training Act (GETA)
50](#reimbursement-for-expenses-incident-to-training-under-the-government-employees-training-act-geta)

[1.9.1 Authority 50](#authority-1)

[1.9.2 Allowances for Training 50](#allowances-for-training)

[1.9.2.1 Transportation and Per Diem Rate
51](#transportation-and-per-diem-rate)

[1.9.2.2 Limited Relocation Expenses Transportation of Immediate Family
and Household Goods
54](#limited-relocation-expenses-transportation-of-immediate-family-and-household-goods)

[1.9.2.3 Authorized Temporary Duty Travel Away from the Place of
Training
54](#authorized-temporary-duty-travel-away-from-the-place-of-training)

[1.9.2.4 Leave of Absence While in Training
56](#leave-of-absence-while-in-training)

[1.9.2.5 Other Allowable Expenses: Non-travel
56](#other-allowable-expenses-non-travel)

[1.9.3 Advance of Funds 56](#advance-of-funds)

[1.9.4 Travel Documentation 57](#travel-documentation-1)

[1.9.5 Claims for Reimbursement 57](#claims-for-reimbursement)

[1.9.6 Recovery of Training Expenses from Employees
57](#recovery-of-training-expenses-from-employees)

[1.10 Travel Expenses for Members of National Advisory Councils and
Advisory Committees
58](#travel-expenses-for-members-of-national-advisory-councils-and-advisory-committees)

[1.10.1 Allowances 58](#allowances)

[1.10.2 Authorization or Approval 58](#authorization-or-approval)

[1.10.3 Claims for Reimbursement 58](#claims-for-reimbursement-1)

[2. Travel Reports to Oversight Agencies
59](#travel-reports-to-oversight-agencies)

[2.1 GSA Survey on Agency Payments for Employee Travel and Relocation
59](#gsa-survey-on-agency-payments-for-employee-travel-and-relocation)

[2.2 Report on the Use of First-Class Transportation Accommodations
60](#report-on-the-use-of-first-class-transportation-accommodations)

[2.3 Semi-Annual Report of Payments Accepted from a Non-Federal Source
61](#semi-annual-report-of-payments-accepted-from-a-non-federal-source)

[2.4 Semi-Annual Senior Federal Travel Report
62](#semi-annual-senior-federal-travel-report)

[2.5 OMB Quarterly Report on the Travel Charge Card
64](#omb-quarterly-report-on-the-travel-charge-card)

[2.5.1 Quarterly Reports 64](#quarterly-reports)

[2.5.2 Annual Narratives 64](#annual-narratives)

[3. Travel Authorizations, Voucher Claims, and Advances
66](#travel-authorizations-voucher-claims-and-advances)

[3.1 Initiation of Travel Authorizations
66](#initiation-of-travel-authorizations)

[3.1.1 Travel Orders - General 66](#travel-orders---general)

[3.1.1.1 Advance Authorizations of Allowances- FTR Requirements
66](#advance-authorizations-of-allowances--ftr-requirements)

[3.1.1.2 Advance Authorization of Allowances
67](#advance-authorization-of-allowances)

[3.1.1.3 Travel Authorization Timeframe
67](#travel-authorization-timeframe)

[3.1.2 HHS-1, Travel Order Form 67](#hhs-1-travel-order-form)

[3.1.3 Additional Documentation Requirements
68](#additional-documentation-requirements)

[3.1.4 Types of Travel Orders 68](#types-of-travel-orders)

[3.1.4.1 Trip-by-Trip Authorization 68](#trip-by-trip-authorization)

[3.1.4.2 Limited Open and Unlimited Open Authorizations
68](#limited-open-and-unlimited-open-authorizations)

[3.1.4.3 Amended Orders 70](#amended-orders)

[3.1.5 Travel Orders under Reimbursable Agreements
70](#travel-orders-under-reimbursable-agreements)

[3.1.6 Travel of an HHS Employee for Another Federal Agency
70](#travel-of-an-hhs-employee-for-another-federal-agency)

[3.1.7 Travel for a Non‑Federal Organization
71](#travel-for-a-nonfederal-organization)

[3.1.8 Orders for No-Expense-to-the-Government (NETG) Travel
71](#orders-for-no-expense-to-the-government-netg-travel)

[3.1.9 Prompt Cancellation of Travel Orders
72](#prompt-cancellation-of-travel-orders)

[3.1.10 Travel Orders Covering Two Fiscal Years
72](#travel-orders-covering-two-fiscal-years)

[3.2 Travel Vouchers 73](#travel-vouchers)

[3.2.1 General 73](#general)

[3.2.2 Approving Official Responsibilities
73](#approving-official-responsibilities)

[3.2.3 OPDIV/STAFFDIV Management Controls
73](#opdivstaffdiv-management-controls)

[3.2.4 SF-1012, Travel Voucher 74](#sf-1012-travel-voucher)

[3.2.5 Travel Voucher: Proper Elements, Time Frames, and Late Payment
Penalties
74](#travel-voucher-proper-elements-time-frames-and-late-payment-penalties)

[3.3 Travel Advances 75](#travel-advances-1)

[3.3.1 Employees Eligible for Advance of Funds
75](#employees-eligible-for-advance-of-funds)

[3.3.1.1 Exceptions 75](#exceptions)

[3.3.2 Method of Travel Advance Payment
75](#method-of-travel-advance-payment)

[3.3.2.1 Calculating Allowable Advance
76](#calculating-allowable-advance)

[3.3.3 Liquidation of Travel Advances
77](#liquidation-of-travel-advances)

[3.3.3.1 Specific Trip 78](#specific-trip)

[3.3.3.2 Trip Cancellation 78](#trip-cancellation)

[3.3.4 Control of Travel Advances 78](#control-of-travel-advances)

[3.4 Travel Reservations, Frequent Traveler Programs, and OPDIV Travel
Programs
80](#travel-reservations-frequent-traveler-programs-and-opdiv-travel-programs)

[3.4.1 Mandatory Use of Government Travel Management Services for
Reservations
80](#mandatory-use-of-government-travel-management-services-for-reservations)

[3.4.1.1 TMC Exemptions 80](#tmc-exemptions)

[3.4.2 Frequent Traveler Programs and Promotional Materials
81](#frequent-traveler-programs-and-promotional-materials)

[3.4.2.1 General Policy 81](#general-policy-1)

[3.4.2.2 Redeeming Frequent Traveler Benefits and Promotional Materials
81](#redeeming-frequent-traveler-benefits-and-promotional-materials)

[3.4.3 OPDIV Travel Management Programs
81](#opdiv-travel-management-programs)

[4. Passenger Travel and Allowances
83](#passenger-travel-and-allowances)

[4.1 Transportation Expenses 83](#transportation-expenses)

[4.1.1 Transportation Expenses - General
83](#transportation-expenses---general)

[4.1.2 Transportation Method and Routing, and Gratuities
83](#transportation-method-and-routing-and-gratuities)

[4.1.2.1 Transportation Method and Routing
83](#transportation-method-and-routing)

[4.1.2.2 Transportation Gratuities 84](#transportation-gratuities)

[4.1.3 Procuring Common Carrier Transportation
84](#procuring-common-carrier-transportation)

[4.1.3.1 Prohibition Against Use of Personal Funds for Common Carrier
Transportation
84](#prohibition-against-use-of-personal-funds-for-common-carrier-transportation)

[4.1.3.2 Personal Liability for Purchase of Indirect Route
Transportation Tickets for Personal Convenience
85](#personal-liability-for-purchase-of-indirect-route-transportation-tickets-for-personal-convenience)

[4.1.3.3 Government Liability for Authorizing Restricted, Non-Contract
Fares for Common Carrier Transportation
86](#government-liability-for-authorizing-restricted-non-contract-fares-for-common-carrier-transportation)

[4.1.3.4 Accountability for Tickets and Other Transportation Documents
87](#accountability-for-tickets-and-other-transportation-documents)

[4.1.4 Mandatory Use of Contract Fares and When Contract Fares May Not
Be Used
87](#mandatory-use-of-contract-fares-and-when-contract-fares-may-not-be-used)

[4.1.4.1 Mandatory Use of Contract City-Pair Fares
87](#mandatory-use-of-contract-city-pair-fares)

[4.1.4.2 When Contract Fares May Not Be Used
88](#when-contract-fares-may-not-be-used)

[4.1.5 Coach Class and Premium Class Upgrades
89](#coach-class-and-premium-class-upgrades)

[4.1.5.1 Train Travel 89](#train-travel)

[4.1.5.2 Travel by Ship 89](#travel-by-ship)

[4.1.5.3 Upgrades Through Frequent Traveler Programs
89](#upgrades-through-frequent-traveler-programs)

[4.1.6 Fly America Act and U.S. Flag Ship Requirements
89](#fly-america-act-and-u.s.-flag-ship-requirements)

[4.1.7 Compensation from Airline for Denial of Seat versus Voluntarily
Vacating Seat
90](#compensation-from-airline-for-denial-of-seat-versus-voluntarily-vacating-seat)

[4.1.8 Use of Privately Owned Vehicles, Rental Cars, and Other Special
Conveyances
90](#use-of-privately-owned-vehicles-rental-cars-and-other-special-conveyances)

[4.1.8.1 Use of Privately Owned Vehicles (POVs)
90](#use-of-privately-owned-vehicles-povs)

[4.1.8.2 Rental Vehicles 91](#rental-vehicles)

[4.1.8.3 Use of Other and Special Conveyances for Transportation
91](#use-of-other-and-special-conveyances-for-transportation)

[4.1.9 Internal Controls over the Authorization and Payment of
Transportation Expenses
92](#internal-controls-over-the-authorization-and-payment-of-transportation-expenses)

[4.1.9.1 Official Business Tickets 92](#official-business-tickets)

[4.1.9.2 Rental Vehicles and Use of Privately Owned Vehicles
93](#rental-vehicles-and-use-of-privately-owned-vehicles)

[4.1.9.3 Scheduling Travel to Avoid Lost or Unproductive Duty Time
93](#scheduling-travel-to-avoid-lost-or-unproductive-duty-time)

[4.1.9.4 Management Responsibility to Ensure Compliance with FTR and HHS
Travel Manual When Approving Travel Vouchers
94](#management-responsibility-to-ensure-compliance-with-ftr-and-hhs-travel-manual-when-approving-travel-vouchers)

[4.2 Miscellaneous Expenses 95](#miscellaneous-expenses)

[4.2.1 Reimbursable Miscellaneous Expenses
95](#reimbursable-miscellaneous-expenses)

[4.2.1.1 Hotel Taxes 95](#hotel-taxes)

[4.2.1.2 Personal Telephone Calls 96](#personal-telephone-calls)

[4.2.1.3 Laundry, Dry Cleaning, and Pressing of Clothing
98](#laundry-dry-cleaning-and-pressing-of-clothing)

[4.2.1.4 Business Calls 100](#business-calls)

[4.2.1.5 Emergency and Other Authorized Miscellaneous Expenses
100](#emergency-and-other-authorized-miscellaneous-expenses)

[4.3 Official Duty Travel Expenses in Local Travel Area
101](#official-duty-travel-expenses-in-local-travel-area)

[4.3.1 Definition of Official Duty Station and HHS Local Travel Area
101](#definition-of-official-duty-station-and-hhs-local-travel-area)

[4.3.1.1 Exception 101](#exception)

[4.3.1.2 GETA Statutory Exemption 102](#geta-statutory-exemption)

[4.3.1.3 Use of Government Charge Card
102](#use-of-government-charge-card)

[4.3.2 HHS Policy Regarding the Local Travel Area
102](#hhs-policy-regarding-the-local-travel-area)

[4.3.2.1 Use of Travel Charge Card 102](#use-of-travel-charge-card)

[4.3.2.2 Reimbursement of Expenses 102](#reimbursement-of-expenses)

[4.3.3 Criteria for Determining Allowable Local Travel Transportation
Expenses
103](#criteria-for-determining-allowable-local-travel-transportation-expenses)

[4.3.3.1 Non-Reimbursable Local Travel Transportation Expenses
103](#non-reimbursable-local-travel-transportation-expenses)

[4.3.3.2 Reimbursable Local Travel Transportation Expenses
103](#reimbursable-local-travel-transportation-expenses)

[4.3.4 Modes of Travel 105](#modes-of-travel)

[4.3.4.1 General 105](#general-1)

[4.3.4.2 Privately-Owned Vehicles 106](#privately-owned-vehicles)

[4.3.4.3 Government Vehicle 106](#government-vehicle)

[4.3.4.4 Rental Vehicles 106](#rental-vehicles-1)

[5. Per Diem and Subsistence Allowances
108](#per-diem-and-subsistence-allowances)

[5.1 Per Diem Rates, Actual Expense Reimbursement, and Lodging
Requirements
108](#per-diem-rates-actual-expense-reimbursement-and-lodging-requirements)

[5.1.1 General 108](#general-2)

[5.1.2 Eligibility for Per Diem or Actual Expense Allowance
109](#eligibility-for-per-diem-or-actual-expense-allowance)

[5.1.3 Per Diem and Actual Expense Allowances
109](#per-diem-and-actual-expense-allowances)

[5.1.3.1 Lodging-Plus Per Diem 109](#lodging-plus-per-diem)

[5.1.3.2 Conference Lodging Allowance (CLA)
110](#conference-lodging-allowance-cla-1)

[5.1.3.3 Reduced Per Diem 110](#reduced-per-diem)

[5.1.3.4 HHS Maximum Subsistence Rate Guidelines for Extended TDY
Assignments
111](#hhs-maximum-subsistence-rate-guidelines-for-extended-tdy-assignments)

[5.1.3.5 Actual Expense Allowance 114](#actual-expense-allowance)

[5.1.4 Per Diem May Not be Authorized at Official Duty Station
115](#per-diem-may-not-be-authorized-at-official-duty-station)

[5.1.4.1 Comptroller General (CG) and General Services Board of Contract
Appeals (GSBCA)
115](#comptroller-general-cg-and-general-services-board-of-contract-appeals-gsbca)

[5.1.4.2 Statutory Exception 116](#statutory-exception)

[5.1.5 Hotel/Motel Fire Safety Act of 1990
116](#hotelmotel-fire-safety-act-of-1990)

[5.1.6 Exemption from State or Local Tax on Hotel/Lodging Accommodations
116](#exemption-from-state-or-local-tax-on-hotellodging-accommodations)

[5.1.7 Internal Controls on Authorization and Payment of Per Diem Rates
and Actual Expenses
117](#internal-controls-on-authorization-and-payment-of-per-diem-rates-and-actual-expenses)

[5.2 Special Travel Situations 118](#special-travel-situations)

[5.2.1 Reimbursement for TDY Travel in Conjunction with Approved Leave
118](#reimbursement-for-tdy-travel-in-conjunction-with-approved-leave)

[5.2.1.1 Return from Approved Leave ‑ General Rule
118](#return-from-approved-leave-general-rule)

[5.2.1.2 Orders for TDY Travel Issued Before Departure on Approved Leave
Where Indirect Travel is Involved
118](#orders-for-tdy-travel-issued-before-departure-on-approved-leave-where-indirect-travel-is-involved)

[5.2.1.3 Orders for Official Duty While in Leave Status Away from
Permanent Duty Station
119](#orders-for-official-duty-while-in-leave-status-away-from-permanent-duty-station)

[5.2.1.4 Per Diem/Actual Expense Reimbursement when Annual or
Compensatory Leave is Taken While on Official Travel
120](#per-diemactual-expense-reimbursement-when-annual-or-compensatory-leave-is-taken-while-on-official-travel)

[5.2.1.5 Per Diem Reimbursement for Indirect/Interrupted Official TDY
Travel Involving Annual or Compensatory Leave
121](#per-diem-reimbursement-for-indirectinterrupted-official-tdy-travel-involving-annual-or-compensatory-leave)

[5.2.1.6 Recording Leave on Travel Voucher
122](#recording-leave-on-travel-voucher)

[5.2.2 Per Diem/Actual Expense Reimbursement for Non-Workdays while on
Official Travel
123](#per-diemactual-expense-reimbursement-for-non-workdays-while-on-official-travel)

[5.2.2.1 Required Return to Official Station
123](#required-return-to-official-station)

[5.2.2.2 Periodic Returns to Official Duty Station for Business Reasons
123](#periodic-returns-to-official-duty-station-for-business-reasons)

[5.2.2.3 Periodic Returns to Official Duty Station for Non‑Official
Reasons
123](#periodic-returns-to-official-duty-station-for-nonofficial-reasons)

[5.2.2.4 Voluntary Return to Home or Official Station without Travel
Order
124](#voluntary-return-to-home-or-official-station-without-travel-order)

[5.2.2.5 Voluntary Travel Away from TDY Station (Excluding Return to
Home or Official Station) on Non‑Workdays
124](#voluntary-travel-away-from-tdy-station-excluding-return-to-home-or-official-station-on-nonworkdays)

[5.2.3 Emergency Travel 125](#emergency-travel)

[5.2.4 Travel of an Employee with Special Needs
127](#travel-of-an-employee-with-special-needs)

[5.2.5 HHS Travel Orders for Congressional Members or Staff
129](#hhs-travel-orders-for-congressional-members-or-staff)

[6. International Travel 130](#international-travel)

[6.1 General Policy 130](#general-policy-2)

[6.1.1 HHS International Travel Goals
130](#hhs-international-travel-goals)

[6.1.2 Oversight 130](#oversight)

[6.2 International Travel Requirements
132](#international-travel-requirements)

[6.2.1 Notification of Foreign Travel
132](#notification-of-foreign-travel)

[6.2.2 U.S. Department of State Country Clearance
133](#u.s.-department-of-state-country-clearance)

[6.2.3 Registration with Consular Sections at U.S. Embassies
134](#registration-with-consular-sections-at-u.s.-embassies)

[6.2.4 Passports and Visas 135](#passports-and-visas)

[6.2.4.1 Passports 135](#passports)

[6.2.4.2 Visas 137](#visas)

[6.2.5 Medical Requirements 137](#medical-requirements)

[6.2.5.1 Immunizations 138](#immunizations)

[6.2.5.2 Post Travel Illness Evaluations
138](#post-travel-illness-evaluations)

[6.2.5.3 Clearance of Newborns 138](#clearance-of-newborns)

[6.2.6 Security Training for International Travelers
138](#security-training-for-international-travelers)

[6.2.7 Annual Plans for Travel to International Conference and
Administrative Meetings Travel
139](#annual-plans-for-travel-to-international-conference-and-administrative-meetings-travel)

[6.2.8 Quarterly and Individual Travel Reports
139](#quarterly-and-individual-travel-reports)

[6.2.8.1 Quarterly Reports 139](#quarterly-reports-1)

[6.2.8.2 Individual Reports 139](#individual-reports)

[6.3 International Travel that Requires HHS Notification and Approval,
and Department of State Country Clearances
141](#international-travel-that-requires-hhs-notification-and-approval-and-department-of-state-country-clearances)

[6.3.1 International Travel Requiring Notification
141](#international-travel-requiring-notification)

[6.3.1.1 Participation in International Meetings
141](#participation-in-international-meetings)

[6.3.1.2 Activities of the Office of the Inspector General, or Food and
Drug Administration Inspections and Criminal Investigations
142](#activities-of-the-office-of-the-inspector-general-or-food-and-drug-administration-inspections-and-criminal-investigations)

[6.3.1.3 Multilateral Organization Travel
142](#multilateral-organization-travel)

[6.3.1.4 U.S. Delegation Travel 142](#u.s.-delegation-travel)

[6.3.1.5 Travel to Sensitive Countries
143](#travel-to-sensitive-countries)

[6.3.1.6 Travel Concerning Emerging or Re-Emerging Infectious Diseases
143](#travel-concerning-emerging-or-re-emerging-infectious-diseases)

[6.3.1.7 Travel at the Invitation of a Foreign Government
143](#travel-at-the-invitation-of-a-foreign-government)

[6.3.1.8 Site Visits to International Recipients of Grants or
Cooperative Agreements from HHS Agencies
143](#site-visits-to-international-recipients-of-grants-or-cooperative-agreements-from-hhs-agencies)

[6.3.2 Approval and Authorization for Participation in Official
Intergovernmental Meetings as a Member of a U.S. Delegation
143](#approval-and-authorization-for-participation-in-official-intergovernmental-meetings-as-a-member-of-a-u.s.-delegation)

[6.4 Premium-Class International Travel
145](#premium-class-international-travel)

[6.4.1 First-Class Travel Accommodations
145](#first-class-travel-accommodations)

[6.4.1.1 For Special Need (Medical Reason)
145](#for-special-need-medical-reason)

[6.4.1.2 For Other Exceptional Situations (Security or Mission Critical)
146](#for-other-exceptional-situations-security-or-mission-critical)

[6.4.2 Premium-Other-Than-First Class Accommodations
146](#premium-other-than-first-class-accommodations)

[6.5 Annual Leave in Conjunction with International Travel
149](#annual-leave-in-conjunction-with-international-travel)

[6.6 Payment of Travel Expenses by a Non-Federal Source
150](#payment-of-travel-expenses-by-a-non-federal-source)

[6.6.1 General Information 150](#general-information-3)

[6.6.2 Reimbursement Received from a Non-Federal Source
150](#reimbursement-received-from-a-non-federal-source)

[6.6.3 Reimbursement in Excess of Established Lodgings-Plus Per Diem
Rates
150](#reimbursement-in-excess-of-established-lodgings-plus-per-diem-rates)

[6.6.3.1 Hotel Accommodations 151](#hotel-accommodations)

[6.6.4 Premium-Class Air Travel Accommodations
151](#premium-class-air-travel-accommodations)

[6.7 Waiver of Provisions of the Chapter
151](#waiver-of-provisions-of-the-chapter)

[6.8 Other Applicable Chapters in this Manual
153](#other-applicable-chapters-in-this-manual)

[6.8.1 Security Considerations 153](#security-considerations)

[6.8.2 Change of Duty Station 153](#change-of-duty-station)

[6.8.3 U.S. Fly America Act 153](#u.s.-fly-america-act)

[6.8.4 Acceptance of Cash or In-Kind Payments
153](#acceptance-of-cash-or-in-kind-payments)

[7. Travel and Transportation Expenses Connected with the Death of
Employees under Certain Circumstances
158](#travel-and-transportation-expenses-connected-with-the-death-of-employees-under-certain-circumstances)

[7.1 General 158](#general-3)

[7.2 Allowances 158](#allowances-1)

[7.2.1 Expenses that Must be Reimbursed
158](#expenses-that-must-be-reimbursed)

[7.2.2 Expenses that May be Reimbursed
159](#expenses-that-may-be-reimbursed)

[7.3 Supplemental HHS Policies 160](#supplemental-hhs-policies)

[7.4 Federal Travel Regulation Provisions
160](#federal-travel-regulation-provisions)

[8. Travel and Transportation Expenses under the Intergovernmental
Personnel Act (IPA)
161](#travel-and-transportation-expenses-under-the-intergovernmental-personnel-act-ipa)

[8.1 Coverage 161](#coverage)

[8.1.1 Exclusions 161](#exclusions)

[8.2 General 161](#general-4)

[8.2.1 Travel Approval 162](#travel-approval)

[8.2.2 Service Agreements 162](#service-agreements)

[8.2.3 Travel Authorization and Voucher Mechanism
162](#travel-authorization-and-voucher-mechanism)

[8.2.4 Other Information 162](#other-information)

[8.3 Allowances 162](#allowances-2)

[8.3.1 Per Diem Allowance at Assignment Location
163](#per-diem-allowance-at-assignment-location)

[8.3.2 Limited Relocation Allowances
163](#limited-relocation-allowances)

[8.3.3 Temporary Duty Travel Away from the IPA Assignment Location
164](#temporary-duty-travel-away-from-the-ipa-assignment-location)

[8.4 Comparison of Costs 165](#comparison-of-costs)

[8.5 Travel Orders 166](#travel-orders)

[8.5 Claims for Allowances and Reimbursements
167](#claims-for-allowances-and-reimbursements)

[9. Travel and Transportation Legislative Requirements
168](#travel-and-transportation-legislative-requirements)

[9.1 General 168](#general-5)

[9.2 Mandatory Use of Government-Issued Travel Charge Card
169](#mandatory-use-of-government-issued-travel-charge-card)

[9.2.1 Granting Exemptions in HHS 169](#granting-exemptions-in-hhs)

[9.2.1.1 Notification to GSA of Exemptions
170](#notification-to-gsa-of-exemptions)

[9.2.2 Government-wide Exemptions 170](#government-wide-exemptions)

[9.2.2.1 Exemptions of Agency Employees
170](#exemptions-of-agency-employees)

[9.2.2.2 Exemptions of Types or Classes of Payments
171](#exemptions-of-types-or-classes-of-payments)

[9.2.3 Department-wide Exemptions 171](#department-wide-exemptions)

[9.2.3.1 Exemptions of Agency Employees
171](#exemptions-of-agency-employees-1)

[9.2.3.2 Exemptions of Types or Classes of Payments
171](#exemptions-of-types-or-classes-of-payments-1)

[9.2.4 Use of Travel Charge Card for Official Travel Where Exemptions
Have Been Granted
172](#use-of-travel-charge-card-for-official-travel-where-exemptions-have-been-granted)

[9.2.5 Credit Worthiness 172](#credit-worthiness)

[9.2.6 Refusal to Apply for and/or Use the Government Travel Charge Card
172](#refusal-to-apply-for-andor-use-the-government-travel-charge-card)

[9.2.7 Responsibility to Pay Travel Charge Card Bills in Accordance with
Cardholder Agreement
172](#responsibility-to-pay-travel-charge-card-bills-in-accordance-with-cardholder-agreement)

[9.2.7.1 Disputed Charges 172](#disputed-charges)

[9.2.8 Split Disbursement 173](#split-disbursement)

[9.2.9 Improper Use of the Government Travel Charge Card
173](#improper-use-of-the-government-travel-charge-card)

[9.2.10 Use of Government Travel Charge Card for Local Travel
174](#use-of-government-travel-charge-card-for-local-travel)

[9.2.11 Internal Controls Over Government Travel Charge Card
174](#internal-controls-over-government-travel-charge-card)

[9.3 Submission of Travel Vouchers, Payment Process, and Late Payment
Penalties
175](#submission-of-travel-vouchers-payment-process-and-late-payment-penalties)

[9.3.1 Elements of a Proper Travel Voucher
175](#elements-of-a-proper-travel-voucher)

[9.3.1.1 Typical Elements 175](#typical-elements)

[9.3.1.2 Common Supporting Attachments
176](#common-supporting-attachments)

[9.3.2 Travel Voucher Payment Process
176](#travel-voucher-payment-process)

[9.3.2.1 Late Payment Fees 177](#late-payment-fees)

[9.3.3 Calculation of Late Payment Fee Equivalent to Card Contractor
Late Payment Charges
177](#calculation-of-late-payment-fee-equivalent-to-card-contractor-late-payment-charges)

[9.3.4 Late Payment Fees of Less than One Dollar
178](#late-payment-fees-of-less-than-one-dollar)

[9.3.5 Finance Office Tax Reporting of Late Payment Fees
178](#finance-office-tax-reporting-of-late-payment-fees)

[9.4 Collection of Undisputed, Delinquent Travel Card Debts
180](#collection-of-undisputed-delinquent-travel-card-debts)

[9.5 Income Tax Reimbursement Allowance for Long-Term TDY Travel
181](#income-tax-reimbursement-allowance-for-long-term-tdy-travel)

[9.5.1 Documentation Required to Support ITRA Claims
181](#documentation-required-to-support-itra-claims)

[9.5.2 Obligation of Funds for ITRA Claims
181](#obligation-of-funds-for-itra-claims)

[9.6 HHS Travel and Relocation Test Programs
183](#hhs-travel-and-relocation-test-programs)

[9.7 Payment Audits of Transportation Bills
184](#payment-audits-of-transportation-bills)

[10. Index 187](#index)

#  {#section .unnumbered}

# Plan of the Manual

## General Information

### Purpose

This Section describes the scope, organization, development,
maintenance, and distribution of the HHS Travel Manual.

### Scope and Organization

The HHS Travel Manual is intended to provide users a single
authoritative reference to Department financial management policies and
procedures regarding travel and transportation expenses, including but
not limited to: Temporary Duty Travel (TDY); conference planning;
Interagency Personnel Agreements (IPA); travel and transportation
expenses connected with the death of certain employees; and Acceptance
of Payments of Travel Expenses from Non‑Federal Sources (HHS-348). The
Manual is intended for use by HHS employees and certain other
individuals authorized to travel on behalf of the Department. (See
Federal Travel Regulation (FTR) 301‑1.2 for definition of "employee."
The FTR is located in Volume 41 of the Code of Federal Regulations; it
may also be accessed on the General Services Administration website.)

### Development and Maintenance

#### Authority 

> The material to be published in the HHS Travel Manual is developed and
> maintained under the authority of the Office of the Assistant
> Secretary for Administration and Management (ASAM), Office of
> Acquisition Management and Policy (OAMP), Division of Travel Policy
> and Programs (DTPP). The Office of Global Health Affairs (OGHA),
> Office of the Secretary (OS), develops and maintains the policies
> contained in Chapter 6, International Travel.

#### Supplemental Guidance

> When supplemental policy or guidance is issued by the Department, each
> Operating Division (OPDIV) and Staff Division (STAFFDIV) must ensure
> that the information is distributed to the appropriate staff.
> Furthermore, every OPDIV and STAFFDIV must adhere to Department policy
> and guidance, but may choose to implement it in a more restrictive
> manner within its own OPDIV/STAFFDIV.

#### Effective Dates

> A Transmittal Notice number and the date of issue appear at the top of
> each page of the Travel Manual. The date of issue is the effective
> date of the material on the page, unless a different effective date is
> specified in the text.

#### Distribution

> This Travel Manual is intended primarily for the use of HHS employees
> who travel and for offices that provide travel services, authorize or
> approve travel, perform related functions, and/or examine or audit
> travel expenses. An electronic version of the Travel Manual is posted
> on the HHS KnowNet Website:
> <http://www.knownet.hhs.gov/travel/Default.htm>. When Chapters or
> Sections are revised and updated, they will be produced in electronic
> format and posted on the website.

### Glossary

+--------------------------+-------------------------------------------+
| ***Actual expense***     | Payment of authorized actual expenses     |
|                          | incurred, up to the limit prescribed by   |
|                          | the Administrator of GSA or agency, as    |
|                          | appropriate. Entitlement to reimbursement |
|                          | is contingent upon entitlement to per     |
|                          | diem, and is subject to the same          |
|                          | definitions and rules governing per diem. |
+--------------------------+-------------------------------------------+
| ***Administrative        | A meeting held for purposes of            |
| meeting***               | consultation, education, or discussion of |
|                          | issues relating to the development,       |
|                          | implementation, or management of the      |
|                          | Department's programs and operations. An  |
|                          | administrative meeting:                   |
|                          |                                           |
|                          | -   May include attendees who are not all |
|                          |     HHS attendees;                        |
|                          |                                           |
|                          | -   May be held at an HHS facility, other |
|                          |     government facility, or private       |
|                          |     facility; and                         |
|                          |                                           |
|                          | -   Involves costs associated with the    |
|                          |     travel or lodging of any HHS          |
|                          |     attendee.                             |
+--------------------------+-------------------------------------------+
| ***Approved              | Any place of public lodging that is       |
| accommodation***         | listed on the national master list of     |
|                          | approved accommodations which is          |
|                          | compiled, periodically updated, and       |
|                          | published in the Federal Register by      |
|                          | FEMA. The list is also available on the   |
|                          | U.S. Fire Administration's Internet       |
|                          | (<ht                                      |
|                          | tp://www.usfa.fema.gov/hotel/index.htm>). |
+--------------------------+-------------------------------------------+
| ***Attendance***         | Being present during all or any part of a |
|                          | conference, administrative meeting, or    |
|                          | other event.                              |
+--------------------------+-------------------------------------------+
| ***                      | Government contractor-provided services   |
| Automated-Teller-Machine | that allow cash withdrawals from          |
| (ATM) services***        | participating ATMs to be charged to a     |
|                          | government contractor-issued charge card. |
+--------------------------+-------------------------------------------+
| ***Conference***         | A scientific, medical, or professional    |
|                          | meeting that:                             |
|                          |                                           |
|                          | -   Is held for consultation, education,  |
|                          |     or discussion of scientific, medical, |
|                          |     human services or public health       |
|                          |     issues;                               |
|                          |                                           |
|                          | -   Includes attendees who are not all    |
|                          |     HHS attendees;                        |
|                          |                                           |
|                          | -   Is not held at a space that is owned, |
|                          |     leased, or shared by HHS; and         |
|                          |                                           |
|                          | -   Involves costs associated with the    |
|                          |     travel or lodging for any HHS         |
|                          |     attendee.                             |
+--------------------------+-------------------------------------------+
| ***Continental United    | The 48 contiguous States and the District |
| States (CONUS)***        | of Columbia.                              |
+--------------------------+-------------------------------------------+
| ***Contract carriers***  | U.S. certificated air carriers which are  |
|                          | under contract with the Government to     |
|                          | furnish Federal employees and other       |
|                          | persons authorized to travel at           |
|                          | government expense with passenger         |
|                          | transportation service. This also         |
|                          | includes GSA's scheduled airline          |
|                          | passenger service between selected U.S.   |
|                          | cities/airports and between selected U.S. |
|                          | and international cities/airports at      |
|                          | reduced fares.                            |
+--------------------------+-------------------------------------------+
| ***Contract              | A consultant whose services are procured  |
| consultant***            | by a formal contract. (Note: This type of |
|                          | consultant may not be issued travel       |
|                          | orders and is not eligible for GSA's      |
|                          | contract city pair fares for common       |
|                          | carrier transportation.)                  |
+--------------------------+-------------------------------------------+
| ***Employee***           | -   Appointed officers or employees of    |
|                          |     HHS, under 5 U.S.C. 5707;             |
|                          |                                           |
|                          | -   Special government Employees;         |
|                          |                                           |
|                          | -   Experts or consultants appointed      |
|                          |     under authority of 5 U.S.C. 3109;     |
|                          |                                           |
|                          | -   Any individual appointed under Title  |
|                          |     42 excepted service authority; or     |
|                          |                                           |
|                          | -   A commissioned officer appointed      |
|                          |     under Title 42.                       |
+--------------------------+-------------------------------------------+
| ***Federal Advisory      | An individual appointed under the Federal |
| Committee consultant***  | Advisory Committee Act who is paid        |
|                          | through the HHS payroll system for        |
|                          | his/her time served. For members of those |
|                          | councils and committees having            |
|                          | legislative authority for payment of      |
|                          | actual travel and subsistence expenses,   |
|                          | please reference Section 1.9:             |
|                          | Reimbursement for Expenses Incident to    |
|                          | Training under the Government Employees   |
|                          | Training Act (GETA).                      |
+--------------------------+-------------------------------------------+
| ***First class           | The highest class of accommodations on a  |
| accommodations***        | multiple-class commercial carrier.        |
+--------------------------+-------------------------------------------+
| ***Foreign air           | An air carrier who is not holding a       |
| carrier***               | certificate issued by the United States   |
|                          | under 49 U.S.C. 41102.                    |
+--------------------------+-------------------------------------------+
| ***Frequent traveler***  | An employee who travels 6 or more times   |
|                          | per fiscal year and is thereby mandated   |
|                          | to apply for and use a Government-issued  |
|                          | travel charge card.                       |
+--------------------------+-------------------------------------------+
| ***Full coach fare***    | The price of a coach fare available to    |
|                          | the general public on a scheduled air     |
|                          | carrier between the day that the travel   |
|                          | was planned and the day the travel        |
|                          | occurred.                                 |
+--------------------------+-------------------------------------------+
| ***Government            | An aircraft that is operated for the      |
| aircraft***              | exclusive use of an executive agency and  |
|                          | is a:                                     |
|                          |                                           |
|                          | (a) Federal aircraft, which an executive  |
|                          |     agency owns (i.e., holds title to) or |
|                          |     borrows for any length of time under  |
|                          |     a bailment or equivalent loan         |
|                          |     agreement. See 41 CFR 102-33.20 for   |
|                          |     definition of all terms related to    |
|                          |     Federal aircraft, or                  |
|                          |                                           |
|                          | (b) Commercial aircraft hired as          |
|                          |     commercial aviation services (CAS),   |
|                          |     which an executive agency:            |
|                          |                                           |
|                          |     1.  Leases or lease-purchases with    |
|                          |         the intent to take title,         |
|                          |                                           |
|                          |     2.  Charters or rents, or             |
|                          |                                           |
|                          |     3.  Hires as part of a full-service   |
|                          |         contract or inter-service support |
|                          |         agreement (ISSA).                 |
+--------------------------+-------------------------------------------+
| ***Government            | A government contractor-issued charge     |
| contractor-issued        | card used by authorized individuals to    |
| individually billed      | pay for official travel and               |
| charge card***           | transportation related expenses for which |
|                          | the contractor bills the employee.        |
+--------------------------+-------------------------------------------+
| ***Government            | A government document used to procure     |
| Transportation Request   | common carrier transportation services.   |
| (GTR) (Standard          | The document obligates the Government to  |
| Form 1169)***            | pay for transportation services provided. |
+--------------------------+-------------------------------------------+
| ***Government-furnished  | An automobile (or "light truck", as       |
| automobile***            | defined in 41 CFR 101-38 including vans   |
|                          | and pickup trucks) that is:               |
|                          |                                           |
|                          | (a) Owned by an agency,                   |
|                          |                                           |
|                          | (b) Assigned or dispatched to an agency   |
|                          |     from the GSA Interagency Fleet        |
|                          |     Management System, or                 |
|                          |                                           |
|                          | (c) Leased by the Government for a period |
|                          |     of 60 days or longer from a           |
|                          |     commercial source.                    |
+--------------------------+-------------------------------------------+
| ***Government-furnished  | A government-furnished automobile or a    |
| vehicle***               | government aircraft.                      |
+--------------------------+-------------------------------------------+
| ***Immediate family***   | Any of the following members of the       |
|                          | employee's household:                     |
|                          |                                           |
|                          | (a) spouse;                               |
|                          |                                           |
|                          | (b) children of the employee or           |
|                          |     employee's spouse who are unmarried   |
|                          |     and under 21 years of age or who,     |
|                          |     regardless of age, are physically or  |
|                          |     mentally incapable of self-support;   |
|                          |                                           |
|                          | (c) dependent parent(s) of the employee;  |
|                          |     and                                   |
|                          |                                           |
|                          | (d) brother(s) and sister(s) of the       |
|                          |     employee who are unmarried, under 21  |
|                          |     years of age, and dependent on the    |
|                          |     employee, or who, regardless of age,  |
|                          |     are physically or mentally incapable  |
|                          |     of self-support and dependent on the  |
|                          |     employee.                             |
+--------------------------+-------------------------------------------+
| ***Intermittent          | A consultant who is appointed             |
| consultant***            | occasionally or irregularly for not more  |
|                          | than 130 days in a service year. If an    |
|                          | intermittent consultant serves for all or |
|                          | any part of a day beyond 130 days in a    |
|                          | service year, the appointment ceases to   |
|                          | be intermittent and becomes temporary.    |
|                          | Intermittent consultants are designated   |
|                          | either "WAE" (when actually employed) or  |
|                          | "WOC" (without compensation, or at one    |
|                          | dollar per year).                         |
+--------------------------+-------------------------------------------+
| ***International         | The terms "international travel" and      |
| travel***                | "outside the United States," as used in   |
|                          | this Manual, are defined as meaning all   |
|                          | travel on official duty time (except      |
|                          | change of official duty stations) outside |
|                          | the 50 United States, Guam, American      |
|                          | Samoa, Puerto Rico, the U.S. Virgin       |
|                          | Islands, the Northern Mariana Islands,    |
|                          | and any other territory under U.S.        |
|                          | jurisdiction.                             |
|                          |                                           |
|                          | Trips to the former U.S. Trust            |
|                          | Territories in the Pacific, which are now |
|                          | independent (the Federated States of      |
|                          | Micronesia, the Republic of Palau, and    |
|                          | the Marshall Islands), are considered     |
|                          | international travel.                     |
|                          |                                           |
|                          | *Exception*: An HHS traveler stationed    |
|                          | outside the United States who conducts    |
|                          | official travel solely between foreign    |
|                          | countries will follow U.S. Department of  |
|                          | State regulations and guidance.           |
+--------------------------+-------------------------------------------+
| ***Interviewee***        | An individual who is being considered for |
|                          | employment by an agency. The individual   |
|                          | may currently be a government employee.   |
+--------------------------+-------------------------------------------+
| ***Invitational          | Authorized travel of individuals either   |
| travel***                | not employed or employed (under 5 U.S.C.  |
|                          | 5703) intermittently in the Government    |
|                          | service as consultants or experts and     |
|                          | paid on a daily when-actually-employed    |
|                          | basis and for individuals serving without |
|                          | pay or a \$1 a year when acting in a      |
|                          | capacity that is directly related to, or  |
|                          | in connection with, official activities   |
|                          | of the Government. Travel allowances      |
|                          | authorized for such persons are the same  |
|                          | as those normally authorized for          |
|                          | employees in connection with TDY.         |
+--------------------------+-------------------------------------------+
| ***Invitational          | A person not appointed as a               |
| traveler***              | consultant/expert who is requested by the |
|                          | OPDIV/STAFFDIV to confer on Government    |
|                          | business (see FTR 300-3.1).               |
+--------------------------+-------------------------------------------+
| ***Limited open          | A travel authorization allowing an        |
| authorization***         | employee to travel on official business   |
|                          | without further authorization under       |
|                          | certain specific conditions, i.e., travel |
|                          | to specific geographic area(s) for        |
|                          | specific purpose(s), subject to trip cost |
|                          | ceilings, or for specific periods of      |
|                          | time.                                     |
+--------------------------+-------------------------------------------+
| ***Lodgings-plus per     | The method of computing per diem          |
| diem system***           | allowances for official travel in which   |
|                          | the per diem allowance for each travel    |
|                          | day is established on the basis of the    |
|                          | actual amount the traveler pays for       |
|                          | lodging, plus an allowance for meals and  |
|                          | incidental expenses (M&IE), the total of  |
|                          | which does not exceed the applicable      |
|                          | maximum per diem rate for the location    |
|                          | concerned.                                |
+--------------------------+-------------------------------------------+
| ***Meeting or similar    | In Chapter 1 Section 1.8 *Acceptance of   |
| function***              | Payment of Travel Expenses from a         |
|                          | Non-Federal Source*, "meeting or similar  |
|                          | function" means a conference, seminar,    |
|                          | speaking engagement, symposium, training  |
|                          | course, or similar event that takes place |
|                          | away from the employee's official         |
|                          | station. The term does not include a      |
|                          | meeting or other event that is required   |
|                          | to carry out a statutory or regulatory    |
|                          | function of HHS, such as an               |
|                          | investigation, inspections, audits, site  |
|                          | visits, negotiations or litigation. It    |
|                          | also does not include promotional vendor  |
|                          | training or other meetings held for the   |
|                          | primary purpose of marketing the products |
|                          | or services of the non-Federal source.    |
+--------------------------+-------------------------------------------+
| ***Non-Federal Source*** | "Non-Federal Source" means any person or  |
|                          | entity other than the Government of the   |
|                          | United States. The term includes any      |
|                          | individual, private or commercial entity, |
|                          | nonprofit organization or association,    |
|                          | international or multinational            |
|                          | organization (irrespective of whether an  |
|                          | agency holds membership in the            |
|                          | organization or association), or foreign, |
|                          | State or local government (including the  |
|                          | government of the District of Columbia).  |
|                          | FTR 304-2.1.                              |
+--------------------------+-------------------------------------------+
| ***Non-foreign area***   | The states of Alaska and Hawaii, the      |
|                          | Commonwealths of Puerto Rico, Guam and    |
|                          | the Northern Mariana Islands and the      |
|                          | territories and possessions of the United |
|                          | States (excludes the Trust Territories of |
|                          | the Pacific Islands).                     |
+--------------------------+-------------------------------------------+
| ***Other Events***       | Any meeting for any purpose attended by   |
|                          | an HHS attendee that does not meet the    |
|                          | criteria for a conference, or             |
|                          | administrative meeting as defined in HHS  |
|                          | Travel Manual.                            |
|                          |                                           |
|                          | Activities sanctioned by the Department   |
|                          | or another Federal government Department  |
|                          | or agency that provide training to        |
|                          | Federal government employees, in          |
|                          | accordance with 5 CFR 410.404, are other  |
|                          | events.                                   |
+--------------------------+-------------------------------------------+
| ***Payment***            | "Payment" means a monetary payment from a |
|                          | non-Federal source to a Federal agency    |
|                          | for travel, subsistence, related expenses |
|                          | by check or other monetary instrument     |
|                          | payable to the Federal agency (i.e.,      |
|                          | electronic funds transfer (EFT), money    |
|                          | order, charge card, etc.) or payment in   |
|                          | kind. FTR 304-2.1.                        |
+--------------------------+-------------------------------------------+
| ***Payment in kind***    | "Payment in kind" means transportation,   |
|                          | food, lodging, or other travel-related    |
|                          | services provided by a non-Federal source |
|                          | instead of monetary payments to the       |
|                          | Federal agency for these services.        |
|                          | Payment in kind also includes waiver of   |
|                          | any fees that a non-Federal source        |
|                          | normally collects from meeting attendees  |
|                          | (e.g., registration fees). FTR 304-2.1.   |
+--------------------------+-------------------------------------------+
| ***Per diem allowance*** | A daily payment instead of reimbursement  |
|                          | for actual expenses for lodging, meals,   |
| ***(subsistence          | and related incidental expenses. The per  |
| allowance)***            | diem allowance is separate from           |
|                          | transportation expenses and other         |
|                          | miscellaneous expenses.                   |
|                          |                                           |
|                          | The per diem allowance covers all         |
|                          | charges, including taxes and service      |
|                          | charges where applicable for:             |
|                          |                                           |
|                          | (a) [Lodging:]{.underline} Includes       |
|                          |     expenses for overnight sleeping       |
|                          |     facilities, baths, personal use of    |
|                          |     the room during daytime, telephone    |
|                          |     access fee, and service charges for   |
|                          |     fans, air conditioners, heaters and   |
|                          |     fires furnished in the room when such |
|                          |     charges are not included in the room  |
|                          |     rate. Lodging does not include        |
|                          |     accommodations on airplanes, trains,  |
|                          |     buses, or ships. Such cost is         |
|                          |     included in the transportation cost   |
|                          |     and is not considered a lodging       |
|                          |     expense.                              |
|                          |                                           |
|                          | (b) [Meals]{.underline}: Expenses for     |
|                          |     breakfast, lunch, dinner and related  |
|                          |     tips and taxes (specifically excluded |
|                          |     are alcoholic beverage and            |
|                          |     entertainment expenses, and any       |
|                          |     expenses incurred for other persons). |
|                          |                                           |
|                          | (a) [Incidental expenses]{.underline}.    |
|                          |                                           |
|                          |     1.  Fees and tips given to porters,   |
|                          |         baggage carriers, bellhops, hotel |
|                          |         maids, stewards or stewardesses   |
|                          |         and others on ships, and hotel    |
|                          |         servants in foreign countries;    |
|                          |                                           |
|                          |     2.  Transportation between places of  |
|                          |         lodging or business and places    |
|                          |         where meals are taken, if         |
|                          |         suitable meals can be obtained at |
|                          |         the TDY site; and                 |
|                          |                                           |
|                          |     3.  Mailing cost associated with      |
|                          |         filing travel vouchers and        |
|                          |         payment of government sponsored   |
|                          |         charge card billings.             |
+--------------------------+-------------------------------------------+
| ***Place of public       | Any inn, hotel, or other establishment    |
| accommodation***         | within a State that provides lodging to   |
|                          | transient guests, excluding:              |
|                          |                                           |
|                          | (a) An establishment owned by the Federal |
|                          |     government;                           |
|                          |                                           |
|                          | (b) An establishment treated as an        |
|                          |     apartment building by State or local  |
|                          |     law or regulation; or                 |
|                          |                                           |
|                          | (c) An establishment containing not more  |
|                          |     than 5 rooms for rent or hire that is |
|                          |     also occupied as a residence by the   |
|                          |     proprietor of that establishment.     |
+--------------------------+-------------------------------------------+
| ***Premium class         | Any class of service that is higher than  |
| accommodations***        | coach class (i.e., first class or         |
|                          | business class).                          |
+--------------------------+-------------------------------------------+
| ***                      | Any class of service between coach class  |
| Premium-other-than-first | and first class and is commonly called    |
| class accommodations***  | business class.                           |
+--------------------------+-------------------------------------------+
| ***Privately owned       | An aircraft owned or leased by an         |
| aircraft***              | employee for personal use. It is not      |
|                          | owned, leased, chartered, or rented by a  |
|                          | government agency, nor is it rented or    |
|                          | leased by an employee for use in carrying |
|                          | out official government business.         |
+--------------------------+-------------------------------------------+
| ***Privately Owned       | Any vehicle such as an automobile,        |
| Vehicle (POV)***         | motorcycle, aircraft, or boat operated by |
|                          | an individual that is not owned or leased |
|                          | by a government agency, and is not        |
|                          | commercially leased or rented by an       |
|                          | employee under a government rental        |
|                          | agreement for use in connection with      |
|                          | official government business.             |
+--------------------------+-------------------------------------------+
| ***Reduced per diem***   | A per diem rate that the agency has       |
|                          | lowered when there are known reductions   |
|                          | in lodging and meal costs, or when        |
|                          | subsistence costs can be determined in    |
|                          | advance and are lower than the prescribed |
|                          | per diem rate.                            |
+--------------------------+-------------------------------------------+
| ***Senior Federal        | An individual who is paid according to    |
| official***              | the Executive Schedule established by 5   |
|                          | U.S.C. 53, Subchapter II, including       |
|                          | Presidential appointees who are confirmed |
|                          | by the Senate; employed in the U.S.       |
|                          | Government's Senior Executive Service or  |
|                          | an equivalent "senior" service; who is a  |
|                          | civilian employee of the Executive Office |
|                          | of the President; who is appointed by the |
|                          | President to a position under section     |
|                          | 105(a)(2)(A), (B), or (C) of title 3      |
|                          | U.S.C. or by the Vice President to a      |
|                          | position under section 106(a)(1)(A), (B), |
|                          | or (C) of title 3 U.S.C; or who is a      |
|                          | contractor working under a contract with  |
|                          | an executive agency, is paid at a rate    |
|                          | equal to or more than the minimum rate    |
|                          | for the Senior Executive Service, and has |
|                          | senior executive responsibilities. The    |
|                          | term senior Federal official, as used in  |
|                          | the Federal Travel Regulation does not    |
|                          | mean an active duty military officer.     |
+--------------------------+-------------------------------------------+
| ***Sensitive             | HHS/OGHA has identified countries in this |
| countries***             | category as those where internal          |
|                          | political and/or social turmoil exists.   |
|                          | Countries that frequently appear on the   |
|                          | list include Burma (Myanmar), Pakistan,   |
|                          | the Democratic Republic of Congo, the     |
|                          | Republic of China (Taiwan), and           |
|                          | Afghanistan; also, travel to Cuba, the    |
|                          | Democratic People's Republic of Korea     |
|                          | (North Korea) and Iran will not be        |
|                          | authorized. HHS travelers should check    |
|                          | with OGHA website before a planned trip,  |
|                          | as the list of countries is updated       |
|                          | frequently.                               |
+--------------------------+-------------------------------------------+
| ***Special conveyance*** | Commercially rented or hired vehicles     |
|                          | other than a privately owned vehicle and  |
|                          | other than those owned or under contract  |
|                          | to an agency.                             |
+--------------------------+-------------------------------------------+
| ***Special needs (also   | Physical characteristics of a traveler    |
| employee with a          | not necessarily defined under disability. |
| disability)***           | Such physical characteristics could       |
|                          | include, but are not limited to, the      |
|                          | weight or height of the traveler.         |
+--------------------------+-------------------------------------------+
| ***Subsistence           | Expenses such as:                         |
| expenses***              |                                           |
|                          | (a) Lodging, including taxes and service  |
| ***(per diem             |     charges;                              |
| expenses)***             |                                           |
|                          | (b) Meals, including taxes and tips; and  |
|                          |                                           |
|                          | (c) Incidental expenses (see incidental   |
|                          |     expenses under definition of per diem |
|                          |     allowance.)                           |
+--------------------------+-------------------------------------------+
| ***Temporary             | A consultant appointed on a regular       |
| consultant***            | full-time basis for more than 130 days in |
|                          | a service year, but less than one year.   |
+--------------------------+-------------------------------------------+
| ***Temporary duty (TDY)  | A place, away from an employee's official |
| location***              | station, where the employee is authorized |
|                          | to travel.                                |
+--------------------------+-------------------------------------------+
| ***Training***           | The process of providing for and making   |
|                          | available to an employee, and placing or  |
|                          | enrolling in, a planned, prepared, and    |
|                          | coordinated program, course, curriculum,  |
|                          | subject, system, or routine of            |
|                          | instruction or education, in scientific,  |
|                          | professional, technical, mechanical,      |
|                          | trade, clerical, fiscal, administrative,  |
|                          | or other fields, which will improve       |
|                          | individual and organizational performance |
|                          | and assist in achieving the agency's      |
|                          | mission and performance goals. (5 U.S.C.  |
|                          | 4101)                                     |
+--------------------------+-------------------------------------------+
| ***Travel advance***     | Prepayment of estimated travel expenses   |
|                          | paid to an employee.                      |
+--------------------------+-------------------------------------------+
| ***Travel authorization  | Written permission to travel on official  |
| (orders)***              | business. There are three basic types of  |
|                          | travel authorizations (orders):           |
|                          |                                           |
|                          | (a) Unlimited-open                        |
|                          |                                           |
|                          | (b) Limited open                          |
|                          |                                           |
|                          | (c) Trip-by-trip                          |
+--------------------------+-------------------------------------------+
| ***Travel claim          | A written request, supported by           |
| (voucher)***             | documentation and receipts where          |
|                          | applicable, for reimbursement of expenses |
|                          | incurred in the performance of official   |
|                          | travel, including permanent change of     |
|                          | station (PCS) travel.                     |
+--------------------------+-------------------------------------------+
| ***Travel Management     | A service for booking common carrier      |
| Service (TMS)***         | (e.g., air, rail, and bus confirmations   |
|                          | and seat assignments), lodging            |
|                          | accommodations, and car rental services;  |
|                          | fulfilling (i.e. ticketing) reservations; |
|                          | providing basic management information on |
|                          | those activities; and meeting other       |
|                          | requirements as specified in              |
|                          | [§301-73.106](http://www.gsa.gov/P        |
|                          | ortal/gsa/ep/channelView.do?pageTypeId=81 |
|                          | 99&channelId=-16524&specialContentType=FT |
|                          | R&file=FTR/Chapter301p073.html#wp1202352) |
|                          | of this title. A TMS may include a travel |
|                          | management center (TMC), Commercial       |
|                          | Ticket Office (CTO), an electronically    |
|                          | available system, other commercial        |
|                          | methods of arranging travel, or an        |
|                          | in-house system.                          |
+--------------------------+-------------------------------------------+
| ***Travel, subsistence,  | "Travel, subsistence, and related         |
| and related expenses***  | expenses" (travel expenses) means         |
|                          | expenses for transportation, food,        |
|                          | lodging or other travel-related services  |
|                          | for official travel away from the         |
|                          | employee's duty station. This includes    |
|                          | conference or training fees and benefits  |
|                          | that are incident to the meetings which   |
|                          | are made available by the meeting         |
|                          | sponsor(s) to all attendees. FTR 304-2.1. |
+--------------------------+-------------------------------------------+
| ***Trip-by-trip          | A travel authorization allowing an        |
| authorization***         | individual or group of individuals to     |
|                          | take one or more specific official        |
|                          | business trips, which must include        |
|                          | specific purpose, itinerary, and          |
|                          | estimated costs.                          |
+--------------------------+-------------------------------------------+
| ***Unlimited open        | A travel authorization allowing an        |
| authorization***         | employee to travel for any official       |
|                          | purpose without additional authorization. |
+--------------------------+-------------------------------------------+

## HHS Travel Policies

The purpose of this Section is to define the relationship between
Government-wide Federal Travel Regulation (FTR) and the HHS Travel
Manual and to provide a readily accessible copy of the most recent HHS
delegations of travel authority.

### Federal Travel Regulation (FTR)

HHS travel policies for employees (not including commissioned officers
of the Public Health Service, unless specified otherwise at the
beginning of the section) are governed by the FTR, which is issued by
the General Services Administration (GSA). The FTR implements statutory
requirements and Executive Branch policies for travel performed or
conducted by Federal civilian employees and others authorized to travel
at Government expense. The FTR is located on GSA's Website:
<http://www.gsa.gov/ftr>.

The Federal Travel Regulation consists of:

-   Chapter 300: General, Introduction and Agency Reporting Requirements

-   Chapter 301: Temporary Duty (TDY) Travel Allowances

-   Chapter 302: Relocation Allowances

-   Chapter 303: Payment of Expenses Connected with the Death of Certain
    Employees

-   Chapter 304: Payment of Travel Expenses from a Non‑Federal Source

**Note:** The HHS Travel Manual does not include Department policy
statements or guidance on relocation allowances. The provisions of FTR
Chapter 302, exclusively, control the authorization and reimbursement of
employee relocation entitlements and allowances.

Chapter 5 of this manual details provisions for per diem and subsistence
expenses.

### Commissioned Corps Policies and Per Diem

Travel policies and per diem rates for Commissioned Corps officers of
the Public Health Service are governed by the Joint Federal Travel
Regulations (JFTR) issued by the Per Diem, Travel and Transportation
Allowance Committee (including the HHS Assistant Secretary for Health),
chartered under the Department of Defense.

The Office of Commissioned Corps Force Management (OCCFM), with the
Office of Public Health and Science, is responsible for developing and
issuing travel and relocation policy for Corps officers, to supplement
the Department of Defense's JFTR. OCCFM policy is published in separate
documents that are not part of the HHS Travel Manual. Travel guidance
for commissioned officers of the Public Health Service is currently
found at: [http://dcp.psc.gov](http://dcp.psc.gov/), under Services and
then Travel and Transportation. However, certain Sections of this Travel
Manual, by their terms, govern travel by Commissioned Corps officers as
well as by civil service employees.

Any questions concerning travel by Corps officers should be directed to
OCCFM; those raising operational concerns will be coordinated with the
Office of the Surgeon General and the Office of Commissioned Corps
Operations.

### HHS Travel Manual

The HHS Travel Manual, issued by the Office of the Assistant Secretary
for Administration and Management (ASAM), Office of Acquisition
Management and Policy (OAMP), Division of Travel Policy and Programs
(DTPP) is the official documentation of Department‑wide supplemental
policy and guidance to the FTR for HHS civilian employees.

Many provisions of the FTR require agencies to develop more specific
internal policies, procedures, and systems to administer the
regulations. The HHS Travel Manual provides supplemental policy and
guidance on key FTR provisions, where a Department‑wide, standard
supplemental policy is deemed appropriate. Operating Divisions (OPDIVs)
and Staff Divisions (STAFFDIVs) may then augment the FTR and/or
Department level policy with their own supplemental policy guidance,
which must be consistent with the FTR and Department's policy
requirements.

The HHS Travel Manual focuses on the financial management policies
pertaining to travel, as governed by the FTR. The FTR and the HHS Travel
Manual do not address travel by contractors or grantees.

Personnel policies, including when employees are in travel status, are
outside the scope of the HHS Travel Manual and the policy purview of
OAMP. HHS managers and employees should seek the guidance of their
servicing personnel office for policies pertaining to pay, comp. time,
personnel benefits, and requirements for overseas assignments (such as
cost of living allowances and hardship pay differentials), administering
leave and other personnel actions involving employees in travel status.

### HHS Delegations of Authority for Administering Travel

ASAM, with authority from the Secretary of Health and Human Services,
has established the Delegations of Authority for Travel, Administration
Resolution of Cash Fund Irregularities, and Approval of Doubtful Claims
of \$25 or less. The delegation includes the authority to authorize and
approve the following for OPDIV/STAFFDIV personnel located at
headquarters and in the regions:

-   Domestic Travel (D)

-   Foreign Travel (F)

-   Permanent Change of Station (CS)

-   Advance of Funds (AF)

-   Actual and Necessary Travel and Subsistence Expense (AN)

-   Travel Expenses Relating to Missing Persons (MP)

-   Travel Expenses Relating to Deceased and Injured Employees and
    Deceased Dependents (DI)

-   The Use of Non‑contract Air Carrier (CA)

-   The Use of Cash to Purchase Domestic Passenger Transportation in
    Excess of \$100

    -   Emergency Domestic Transportation (DT)

    -   Non‑emergency Domestic Transportation (NDT)

-   Acceptance of Payment in Cash or In‑Kind to Cover Travel Expenses
    (CK)

-   Approval of Doubtful Claims of \$25 or less (DC)

-   Approval of Premium Class Travel (PC)

Authorities designated as D, F, CS, AF, AN, MP, DI, CA, DT, NDT, CK, DC,
and PC may be redelegated to the level deemed appropriate. Due to the
high visibility of the authorities designated as AN, NDT, CK, and PC it
is anticipated that there will be continued Congressional and public
inquiries of these types of authorizations. Therefore, redelegations
should be at a level that will ensure adequate review of the need for
these requests.

As a matter of Departmental policy, no official may authorize or approve
his or her own travel. Another designated official from within the
organization shall be identified for this purpose and ASAM shall be
notified of this designation. In the event that someone other than the
designated official approves this travel, ASAM should be notified and
provided adequate justification as to why the travel documents were not
signed by the designated official. Furthermore, the authorities
designated as CK and PC, both have external reporting requirements
associated with them. ASAM retains the Departmental reporting
responsibility for these. Additional information regarding these reports
may be found in Section 2.2 and 2.3.

### Designation and Responsibilities of the Senior Travel Official (STO)

Each OPDIV Head shall designate a Senior Travel Official (STO), who is a
full‑time Federal employee at the SES level or equivalent and who, for
purposes of serving as STO, reports directly to the OPDIV Head. The
designation of the STO must be reported to the Office of the Assistant
Secretary for Administration and Management (ASAM), Office of
Acquisition Management and Policy (OAMP). The STO responsibilities
include but are not necessarily limited to:

1.  Reporting directly to the OPDIV Head on all matters related to
    travel policy, programs, and practices;

2.  Serving as the principal liaison between OAMP, the OPDIV, and the
    subordinate components within the OPDIV on all matters regarding
    travel policy, programs, and practices;

3.  Communicating travel‑related policy and operational information to
    all travelers and approving officials in the OPDIV;

4.  Reviewing and approving where appropriate all Premium Class
    Accommodations traveler requests;

5.  Conducting appropriate oversight within the OPDIV of all travel
    related matters and adherence to travel policy; and

6.  Timely filing and certifying the accuracy of reports of travel
    activity required by law, regulation, or Departmental policy.

In fulfilling this role, the STO will be required to attend information
sharing meetings and sessions to discuss travel policy, its application,
and matters related to travel programs and practices.

The designation of the STO does not relieve the OPDIV Head of the
ultimate responsibility to ensure that employees comply with all
elements of the Department's travel policy and that the OPDIV's travel
program and practices are designed and followed to achieve the
requirements of the Department's travel policy.

### Responsibilities of the Delegated Approving Official

As management officials are empowered with these delegated authorities,
there must also be corresponding accountability. The delegated STOs will
be required to maintain necessary records to respond to any internal
audits or external inquiries from the Congress and control agencies
regarding these approvals. These officials should also be required to
timely report any incident that could potentially cause criticism or
have a negative impact on this Department or the Secretary.

## Travel Planning

This Section emphasizes the need to plan travel assignments. The travel
of HHS employees can be most effectively applied to program goals if it
is planned, coordinated, and managed. This Section also references and
supplements guidance in the Federal Travel Regulation (FTR) related to
planning for conferences involving temporary duty travel.

### Travel Planning General Policy

HHS authorizing and approving officials, in accordance with the FTR and
HHS internal travel policy, will limit the authorization and payment of
travel related expenses to only those that are necessary to accomplish
the HHS mission in the most economical and effective manner.

Official business travel requires proper authorization. Throughout this
Travel Manual, the terms "travel authorization" and "travel order" will
be used interchangeably.

**[Federal Travel Regulation Guidelines]{.underline}**

-   FTR Part 301-71: Agency Accountability Requirements, Subpart B,
    Travel Authorization

Authorizing officials should take the following actions to contain
travel costs by emphasizing the following measures when planning for
official travel:

1.  Conduct business via telephone, teleconference, or video-conference
    in lieu of the more costly travel alternatives, when possible.

2.  Use Government-owned or Government-provided meeting facilities, when
    available.

3.  Identify opportunities to reduce costs in selecting a particular
    conference location and facility (e.g., through the availability of
    lower rates during the off‑season at a site with seasonal rates).

4.  Notify the traveler far enough in advance to allow time for
    necessary travel arrangements. In turn, the traveler must notify the
    travel planner in the most expeditious manner of the anticipated
    itinerary and corresponding requirements.

5.  Require that travel in Government-owned, commercially‑rented and/or
    privately‑owned automobiles be used when advantageous to the
    Government.

6.  For TDY and local travel, prior written authorization for a rental
    car is required. (See Chapter 4: Passenger Travel and Allowances)

7.  Require the use of shuttle bus and/or mass transit service to the
    maximum extent possible.

8.  Review travel itineraries in order to:

    a.  Combine functions that can be carried out by one employee or by
        fewer employees than originally scheduled

    b.  Combine multiple assignments in one trip to a certain
        geographical area

    c.  Coordinate the schedules for trips of several employees so that
        they can use one vehicle rather than several

9.  Hold meetings at reasonably central locations to minimize travel
    costs.

10. Hold meetings in facilities that will accommodate employees with
    special needs.

11. Hold meetings in smoke‑free facilities.

### Conference Planning Involving TDY Travel

OPDIVs/STAFFDIVs that are responsible for planning and arranging
conferences involving temporary duty travel of Federal employees will
follow FTR requirements to ensure that costs are minimized and the use
of Government‑owned or Government-provided conference facilities is
maximized. They will identify opportunities to reduce costs in selecting
the conference location and facility, and they will consider a minimum
of three sites.

In accordance with the FTR 301-74.19, for each Government‑sponsored
conference funded, in whole or in part, for 30 or more attendees,
OPDIVs/STAFFDIVs will maintain written documentation of the cost of each
alternative conference site and the selection rationale. This
documentation must be maintained and be made available for inspection by
the Office of Inspector General or other interested parties for six
years and three months.

Additional information regarding conference attendance may be found in
Section 1.5 of the Travel Manual.

**[Federal Travel Regulation Guidelines]{.underline}**

-   Federal Travel Amendment 89 amends FTR Part 301-74, Conference
    Planning

> *Effective Date: January 14, 2000*

#### Internal Controls over Planning for Conferences Involving Employee Travel

> Heads of OPDIVs/STAFFDIVs are responsible for establishing appropriate
> management controls over the conference planning process to ensure
> compliance with FTR requirements and the supplemental HHS policies
> contained in this Travel Manual.

#### Conference Lodging Allowance (CLA)

> Travelers who attend a conference may be authorized a conference
> lodging allowance of up to a 25 percent increase (rounded to the next
> highest dollar) above the lodging portion of the applicable per diem
> allowance. The M&IE portion of the per diem allowance, however, may
> not be increased. The CLA applies to conferences held in the
> continental U.S., non‑foreign, and foreign areas. The authority to
> determine and approve the appropriate conference lodging allowance is
> outlined in the FTR 301-74.

#### Use of FEMA-approved Accommodations for Conferences

> When an OPDIV/STAFFDIV sponsors or funds a conference or event, in
> whole or in part, it must be held at a place in a Federal Emergency
> Management Agency (FEMA) approved facility in accordance with 15
> U.S.C. 2225a. FEMA publishes a list of hotels/motels that meet fire
> and life requirements of the Hotel and Motel Fire Safety Act of 1990.
> Federally-funded meetings and conferences must not be held in
> properties that do not comply with this law, unless a written waiver
> is granted for a particular event based upon a public interest need.

1.  Heads of OPDIVs/STAFFDIVs or their delegated officials are
    responsible for making a determination on an individual case basis
    that waiver of the requirement to use FEMA-approved accommodations
    for a particular conference is necessary and in the public interest.
    Such a waiver must be in writing.

2.  Each OPDIV/STAFFDIV that provides Federal funds through contracts or
    grants to non-Federal entities is responsible for notifying awardees
    of this requirement.

#### Selection of Conference Sites

> Whenever possible, HHS strongly encourages individuals responsible for
> planning meetings and conferences to make every attempt to schedule
> these events in communities that have adopted a comprehensive
> smoke-free policy. This section shall not be used in a manner
> inconsistent with the Competition in Contracting Act of 1984, Public
> Law 98-369 or any applicable regulation. A list of smoke‑free
> communities can be found at:
> [http://smokefreemeetings.cancer.gov](http://smokefreemeetings.cancer.gov/)

##### When the Majority of Participants are Local {#when-the-majority-of-participants-are-local .unnumbered}

> When the majority of the meeting participants are from the same
> metropolitan area, the meeting location should be within the
> metropolitan area in order to minimize the cost of per diem and
> transportation. Meetings may be held outside the metropolitan area
> under the following circumstances:

1.  When another location provides needed facilities or equipment not
    readily available (or available only at a high cost) in the
    immediate area.

2.  When it can be established that isolation of the participants from
    the immediate area is necessary for accomplishment of the meeting\'s
    purposes.

3.  When the purpose of the meeting is centered on a specific
    geographical location.

##### When the Majority of Participants are from Various Locations {#when-the-majority-of-participants-are-from-various-locations .unnumbered}

> When the attendees are from various locations, consideration should be
> given to a site which is reasonably central to the majority of
> participants in order to equalize travel time. Meetings controlled by
> Regional and other field offices should always be held within that
> Region's or field office's boundaries. There are two exceptions to
> these rules:

1.  Meetings to be attended by the Secretary or the Deputy Secretary may
    be held in Washington, even if this is not a central location for
    the majority of attendees.

2.  Where an exception has been granted by a designated senior official
    within the OPDIV/STAFFDIV.

> Additionally, consideration should be given to coordinating the timing
> of the HHS meeting to coordinate with already-scheduled professional
> meetings, seminars, or workshops which the participants will be
> attending.

#### Meetings of Advisory Councils and Committees

> Meetings of advisory councils and committees that involve attendee
> travel are generally subject to the FTR requirements for conference
> planning. Meetings must be held at reasonable times and at places that
> are accessible to members of the public, including accommodations for
> persons covered by the Rehabilitation Act. Whenever feasible, meetings
> must be held in Government facilities or in places involving the least
> expense to the Department.

#### Appropriateness in Terms of Public Perception

> It is not Department policy to automatically rule out any particular
> location as a meeting site. However, it is the responsibility of all
> who approve meeting sites and attendance at meetings to avoid the
> impression that Federal funds are being used inappropriately.
> Accordingly, meeting sponsors shall not hold meetings at resort areas
> to which the general public is attracted because of recreational
> facilities, unless that area is the location best suited for the
> purpose of the meeting in terms of program needs and cost factors.
>
> Accountability and strict oversight requires each OPDIV/STAFFDIV to be
> able to answer the following questions regarding the approval of any
> conference or meeting:

1.  Does this conference help further the Department's mission?

2.  Could the information be shared through teleconference or Internet?

3.  Is the location appropriate and justified?

4.  Is the number of employees attending justified?

5.  Does participation in the conference validate or endorse ideas or
    values harmful to American interests and culture?

6.  Does the conference give a platform to ideas and panelists who
    undermine American interest?

7.  Is this a wise use of tax dollars when we have an \$8.1 trillion
    national debt?

#### Light Refreshments at an Official Conference

> The provision of light refreshments is not a travel cost. It is a
> conference administrative cost (similar to reserving a conference room
> and equipment) and needs to be authorized through standard procurement
> processes. As a result, it is HHS policy that an employee must not
> order or pay for light refreshments for a conference using the travel
> charge card. Furthermore, an employee may not submit a claim for
> reimbursement of personal expenses incurred to pay for light
> refreshments at a conference.
>
> This section of the HHS Travel Manual does not address when other
> legal authorities, such as the Government Employees Training Act (5
> U.S.C. 4109‑4110) and the Government Employees Incentive Awards Act (5
> U.S.C. 4501‑4506); authorize the provision of food at conferences,
> meetings, etc., regardless of the travel status of the employee.
>
> HHS offices that are hosting official conferences (whether or not
> involving employee travel) should consult with their OPDIV Acquisition
> Officers for advice and assistance in procuring conference space,
> equipment, and/or food, as needed and appropriate, and when and how to
> charge registration fees for the cost of these items. Guidelines for
> procuring and paying for these items are outside the scope of the
> Federal Travel Regulation and this Travel Manual.
>
> Similarly, OPDIVs may wish to check with the Office of the Assistant
> Secretary for Administration and Management in accordance with HHS
> policy for guidance on any appropriations law questions they may have
> regarding the use of appropriated funds for the purchase of food to
> serve to Federal employees at meetings, conferences, etc.
>
> **[Light Refreshment References]{.underline}**

-   HHS Policy on Purchase of Food with Appropriated Funds, dated June
    12, 2007

## Pre-Employment Interview Travel

The purpose of this Section is to define the Department's policy
regarding the reimbursement of travel expenses for pre-employment
interviews. Generally, such payments are limited to applicants for
certain high-level or unique positions when the interview is necessary
to determine the applicant's qualifications for the position.

### General Information

#### Competitive Service and Excepted Service (Non‑competitive)

> Travel expenses for pre-employment interviews may be reimbursed under
> the following conditions:

1.  The OPDIVs/STAFFDIVs determine that a position is of such a high
    level or is so unique that interviews are necessary to enable the
    hiring agency to determine the applicant's qualifications.

2.  Payments of travel expenses will be limited to applicants for unique
    or high‑level positions that are defined as technical, professional,
    or administrative. These positions are defined as those with unusual
    combinations of duties, responsibilities, and qualifications.
    Authorizing officials should take into consideration the costs
    associated with travel of top-ranked applicants.

#### Entry-Level Positions

> The authority to reimburse travel expenses for a pre-employment
> interview is not to be used for entry-level positions, except in rare
> and very unique cases (e.g., research scientists with doctorate
> degrees).

### Travel Reimbursement

Reimbursement of travel expenses for pre-employment interviews must be
approved in advance by the appropriate delegated approving official.
Post approval of pre-employment travel expenses is prohibited

The OPDIV/STAFFDIV delegated approving official must consider all travel
expenses to be incurred and time constraints when authorizing
reimbursement for a pre-employment interview. Travel expenses authorized
for pre-employment interviews are the same as those authorized for
regular travel on official business. Actual Expense Allowance cannot be
authorized for per diem expenses. An advance of funds may never be
authorized for pre-employment interviews.

Claims for reimbursement of pre-employment travel expenses are processed
in the same manner as other claims for reimbursement for travel expenses
and allowances. Reimbursement of travel expenses is limited to the
interviewee only.

## Attendance at Conferences, Administrative Meetings, and Other Events

This Section prescribes the procedures for authorizing attendance at
conferences, administrative meetings, and other events. This Section
applies to all civilian employees and individuals representing the
Department.

### General Policy

In accordance with Department policy, the delegated authorizing official
should consider the following criteria in determining whether or not
attendance at meetings is appropriate:

1.  Attendance is for official purposes and is consistent with the
    policies and best interests of the Department.

2.  Attendance is concerned with an authorized Department program or
    with an activity in which the Department has an interest, and it
    would be advantageous to the Government to have one or more
    Department representatives in attendance.

3.  The number of representatives does not exceed:

    a.  The minimum necessary to serve the Department's interest, and

    b.  The limits established within this Section

4.  Selection does not arbitrarily favor one sponsoring organization
    over another.

5.  Expenses for attendance are fully justified and fully covered by any
    established monetary limitations.

6.  Attendance meets the seven criteria set forth in Section 1.3.2.6.

### Attendance at Domestic Conferences

The attendance of Federal employees at domestic conferences will be
scrutinized to ensure attendance is necessary and appropriate. The
Department has limited the number of HHS attendees for any conference to
50 attendees.

#### Compliance with the "Rule of 50"

> For conferences that might attract HHS attendees from more than one
> OPDIV, the Division of Travel Policy and Programs (DTPP) will, in
> consultation with the interested OPDIVS, allocate the number of
> allowed HHS attendees among the interested OPDIVS. The DTPP will
> consider proactively such an allocation for appropriate conferences in
> advance to allow OPDIVS to plan accordingly. It is the responsibility,
> however, for the OPDIV Head or designated Senior Travel Official (STO)
> to provide timely notification to the DTPP when there is a conference
> that might attract HHS attendees from more than one OPDIV.
>
> If there is no waiver of the conference attendance limitation and no
> allocation for attendance is made among the OPDIVS by the DTPP, then
> the first 50 HHS attendees who register for the conference will be
> considered the Department's representatives, and no other HHS
> attendees may attend the conference. Accordingly, it is imperative
> that OPDIV Heads provide timely notice to the DTPP if such an
> allocation among the OPDIVS is necessary or if a waiver of the
> conference attendance limitation might be appropriate.

#### Waivers of the Rule of 50

> The Assistant Secretary for Administration and Management (ASAM) or
> other officials to whom such authority is appropriately delegated may
> waive the conference attendance limitation only for good cause shown
> (travel cost is an example of a good cause factor) and only when a
> timely request is made by OPDIV Head or another senior Departmental
> official.
>
> The OPDIV Head and the STO should be directly involved in the
> developing attendance plans for conferences to maximize the ability of
> HHS attendees to take advantage of early registration discounts.
>
> The only HHS attendees who may attend an event as defined in this
> policy are those whose attendance and expenses related to their
> attendance are approved consistent with the HHS programs and practices
> that are subordinate to this policy. HHS attendees may not circumvent
> this policy by using purchase cards or travel cards for event
> attendance or expenses related to event attendance absent an express,
> written authorization from the OPDIV Head.

### Attendance at Administrative Meetings and Other Events

Generally, the purpose of these events is to conduct programmatic or
administrative business of the Department. As stated in the definition
of "conference", an "administrative meeting" or "other event" gathering
does not become a conference merely because speakers or presenters at
the event are not HHS attendees.

Although the Department does not impose a prior review on the number of
HHS attendees for administrative meetings or other events, it remains
the non-delegable responsibility of the OPDIV Head or STAFFDIV Head to
insure the purpose, location, perception and number of HHS attendees for
administrative meetings and other events is appropriate for the mission
of the Department and budget considerations.

#### Administrative Meetings

> Below is a list, for example only, of activities that may be
> considered as "administrative meetings" under this policy:

-   management program or operational seminars

-   management program or operational retreats

-   management program or operational workshops

#### Other Events

> Below is a list, for example only, of activities that may be
> considered as "other events" under this policy:

1.  Employee training, even if such training is taught or attended by
    other than HHS attendees.

2.  Symposia presented by the Department that do not meet the criteria
    of a conference or administrative meeting as defined in Section
    1.1.4.

#### Restrictions on Administrative Meetings and Other Events

> The following restrictions apply to administrative meetings and other
> events at which attendance by HHS attendees will or may reasonably be
> expected to exceed 50:

##### Prior Approval of Location {#prior-approval-of-location .unnumbered}

> No OPDIV, STAFFDIV, or other component of the Department may enter
> into any agreement for the purpose of planning, hosting, scheduling,
> arranging, or providing services for an administrative meeting or
> other event without the OPDIV Head or STAFFDIV Head first determining,
> after careful consideration of the event's purpose and budget, that
> the proposed location of the administrative meeting or other event is
> considered appropriate, proper, and consistent with the highest
> standards of professionalism.

##### Prior Approval of Number of HHS Attendees {#prior-approval-of-number-of-hhs-attendees .unnumbered}

> No OPDIV, STAFFDIV, or other component of the Department may enter
> into any agreement for the purpose of planning, hosting, scheduling,
> arranging, or providing services for an administrative meeting or
> other event without the OPDIV or STAFFDIV Head first determining,
> after careful consideration of the event's purpose and budget, that
> the proposed number of HHS attendees is considered appropriate,
> proper, and consistent with the highest standards of professionalism.
> Prior approval by the OPDIV Head or STAFFDIV Head is required, and
> considerations should include, but not be limited to:

1.  Whether HHS attendees can effectively participate by teleconference
    or video conference or whether there are alternative means for
    achieving the objective of the event;

2.  Whether HHS attendees could return from the other event and train
    others on the substance that was discussed or taught, thereby
    reducing the number of HHS attendees;

3.  Whether the proposed location satisfies the minimal requirements for
    the "administrative meeting" or "other event" in terms of access and
    logistics;

4.  Whether the proposed location subjects the Department or its
    attendees to criticism;

5.  Whether a cost comparison with other, potential locations supports
    having the event at the proposed location;

6.  Whether the proposed number of attendees represents the minimum
    number necessary for achieving the objectives of the event.

### Responsibilities of OPDIV and STAFFDIV Heads

All OPDIVS and STAFFDIVS Heads responsibilities include but are not
necessarily limited to the following:

1.  The non-delegable responsibility to consider and, only if
    appropriate, approve travel expenses of up to \$4,000 for one trip
    per traveler. Travel expenses of \$4,000 or greater, after being
    considered appropriate by the OPDIV and STAFFDIV Head, must be
    submitted to the Assistant Secretary for Administration and
    Management (ASAM), for approval. The approval requests shall be sent
    to the HHS Travel Review mailbox (<us.travelreview@hhs.gov>) for
    review 30 days prior to date of departure on travel.

2.  The non-delegable responsibility to consider and, only if
    appropriate, approve up to 50 travelers from the OPDIV or STAFFDIV
    to attend the same conference or event. Any amount of travelers
    greater than 50 to attend the same conference or event, after being
    considered appropriate by the OPDIV and STAFFDIV Head, must be
    submitted to the ASAM for approval. The approval requests shall be
    sent to the HHS Travel Review mailbox (<us.travelreview@hhs.gov>)
    for review 30 days prior to date of departure on travel.

3.  The non-delegable responsibility to consider and, only if
    appropriate, approve the use of premium-class travel only when the
    use of premium-class travel is consistent with Departmental policy
    and the Federal Travel Regulation. When a medical condition is used
    as a justification for the use of premium-class travel, no such
    approval shall be given until such time as the traveler files with
    the OPDIV or STAFFDIV Head a certification from an appropriate
    medical professional, other than the traveler, an employee
    subordinate to the traveler, or the OPDIV or STAFFDIV Head, that the
    traveler's medical condition warrants the use of premium-class
    travel. Please refer to Section 4.1.5 and Section 5.2.4 of this
    Travel Manual.

The ASAM, DTPP, or other official to whom such authority is
appropriately delegated must approve all non-emergency travel for OPDIV
Heads, STAFFDIV Heads, and senior Departmental officials. The approval
requests shall be sent to the HHS Travel Review mailbox:
<us.travelreview@hhs.gov> for review 30 days prior to date of departure
on travel.

### Use of Purchase or Travel Cards

HHS attendees who use Departmental purchase or travel cards inconsistent
with any of the provisions of this policy or other Departmental travel
policy will be subject to revocation of the purchase or travel card,
and/or may be subject to disciplinary action up to and including removal
from the Federal service. HHS employees may not use their travel card to
charge early‑bird conference registration fees. HHS employees may be
liable to reimburse HHS for registration fees charged on the
Departmental purchase card if either they used the purchase card without
prior approval or they do not attend the conference for personal reasons
and the fees are not refunded to HHS.

### Quarterly Conference Travel Reporting Requirement 

All OPDIVS and STAFFDIVS shall report to the Division of Travel Policy
and Programs (DTPP) on a quarterly basis all conference travel by all
employees and others whose travel expenses are paid or reimbursed by the
Department. The report must be filed with the DTPP not later than 20
business days following the closing date of each quarter. The following
information must be provided for every traveler for each trip:

-   Conference name

-   Traveler name

-   Federal or Non-Federal Attendee

-   Dates of travel

-   Origin and destination of travel (include city, state and/or foreign
    country)

-   The aggregate cost of the conference travel for each traveler,
    including transportation, lodging, meals, registration fees, and
    other associated costs

The OPDIV/ STAFFDIV Heads and STOs must certify the accuracy of the
report. The ASAM may ask for additional information on a random or
specific basis.

### Attendance at Local Non-Government Sponsored Meetings

The Department prescribes the procedures for authorizing attendance at
local non-governmental meetings sponsored by domestic non-governmental
organizations and held in the United States or in areas under U.S.
jurisdiction, not involving temporary duty travel. This section applies
to all civilian employees and individuals representing the Department.

#### General Requirements

> Form HHS-99, *Authorization to Attend Non-Government Sponsored
> Meeting*, is provided to record authorizations to attend domestic
> meetings held by non‑governmental organizations.
>
> Form HHS-99 shall be used for:

1.  Individual meetings when the attendance at one or more meetings is
    to be involved, and

2.  When several different meetings are to be attended during a given
    period by the same individual or group of individuals, provided that
    attendees will not be in temporary duty travel status.

> Authorization to attend a meeting should be requested on Form HHS-99
> at least 15 days prior to the meeting.
>
> The attendee should retain the approved HHS-99 as proof that he/she
> has been authorized to be absent from his/her regular post of duty for
> the purpose of attending a meeting. The HHS-99 must support the claim
> for reimbursement.
>
> The form should contain an estimate of all expenses, including
> registration or similar fees, to be paid by HHS in connection with
> such attendance. Care should be taken by the person preparing the form
> to ensure that it contains sufficient information to permit the
> authorizing official to make an appropriate determination of
> compliance with the requirements of Section 1.5.1. The HHS-99 should
> be prepared and processed in accordance with the OPDIV's/STAFFDIV's
> administrative procedures.

#### U.S.-Based International Organization Local Area Meeting

> Any attendance at a meeting held at the headquarters of, or sponsored
> by, a U.S.-based international organization, (e.g., Pan American
> Health Organization, World Bank, etc.) taking place in the defined
> local travel area must be processed via the HHS Notification of
> Foreign Travel (NFT) on-line system (See Section 6.3).

### Attendance at Foreign Locations

The provisions set forth in this section apply to all conferences,
administrative meetings, and other events held in foreign areas.

##  {#section-1 .unnumbered}

## Travel To/From HHS OPDIV Hospitals and Medical Facilities

The purpose of this Section is to provide information and instructions
concerning the travel of HHS patients, research subjects, and when
required, escorts and/or attendants for them. This Section applies when
such an individual is being admitted to, discharged from, or transferred
to, from, or between HHS OPDIV hospital(s) or medical facility (-ies).
As used in this Section, "HHS OPDIV hospitals and medical facilities"
include Indian Health Service (IHS) facilities operated by Indian Tribes
or Tribal Organizations under the Indian Self‑Determination and
Education Assistance Act. An employee, who becomes incapacitated by
illness or injury while in TDY travel status, should refer to Section
5.2.3: Emergency Travel of this Manual.

### Definitions

**Patient** An individual who is receiving health care services from one
of the OPDIVs of HHS, (e.g., an eligible beneficiary of health care
services provided by or through IHS).

**Research subject** An individual who has been authorized to
participate in a clinical study or research protocol conducted by one of
the OPDIVs of HHS, (e.g., a person selected to participate in a clinical
trial at the Clinical Center of the National Institutes of Health). A
research subject may, at the discretion of the OPDIV concerned, qualify
as an invitational traveler.

**Escort or attendant** An individual, such as a family member, who is
authorized to accompany the patient/research subject in order to make
the trip possible. For purposes of this Section, employees performing
official duty on HHS-paid travel when accompanying a patient/research
subject are not included within the definition of "escort or attendant".

### Patient and Research Subject Travel

#### Travel Reimbursement under the Public Health Service Act

> The Public Health Service Act, as amended (e.g., at 42 U.S.C. 248 for
> IHS and 42 U.S.C. 282 for NIH), provides authority separate from the
> FTR for patients' and research subjects' travel at government expense.
> Under these provisions, appropriated funds may be authorized to
> reimburse all or some of the expenses of patient and research subject
> travel, at the discretion of the travel authorizing official.
> Instructions concerning the travel of patients, research subjects,
> escort, and/or attendants who are eligible to travel under the Public
> Health Service Act will be issued as supplements to this Manual by the
> OPDIV concerned.
>
> A patient or research subject traveling under this authority is not
> deemed to be an employee for purposes of travel entitlements and usage
> of special travel rates available to government employees. However,
> the contracts executed by GSA for city-pair air carrier transportation
> provide that when the cost of the ticket is charged directly to a
> centrally-billed account, travel performed at government expense
> qualifies for the city-pair contract rate. Thus, a patient or research
> subject whose travel is being paid for under the Public Health Service
> Act may use the city-pair fare if the Government has charged the
> airline ticket to its centrally billed account and is paying for the
> ticket.
>
> Importantly, the U.S. Government Car Rental Agreement (managed by the
> Military Surface Deployment and Distribution Command (SDDC) of the
> Department of Defense) may be used only by government employees to
> rent cars at government official business rates with accompanying
> special terms and conditions, but not by patients or research subjects
> whose travel is reimbursed under the Public Health Service Act, unless
> that individual has been authorized to travel as an invitational
> traveler (see Section [1.6.2.2]{.mark} below).
>
> **Policy Example**
>
> A patient who lives in Flagstaff, Arizona, and needs to rent a car to
> drive to the IHS facility in Gallup, New Mexico, for specialized
> treatment, must rent the vehicle in her private capacity. At the
> discretion of IHS, she may be reimbursed any authorized private rental
> costs under the authority of the Public Health Service Act. The fact
> that she may also be an employee of IHS is immaterial if she is
> traveling as a patient rather than for official duty purposes.

#### Travel Reimbursement as an Invitational Traveler

> Individuals serving without compensation or at \$1 a year when they
> are acting in a capacity that is directly related to, or in connection
> with, official activities of the Government may be authorized to
> travel at government expense if they are issued invitational travel
> orders, in accordance with the FTR. However, in line with 5 U.S.C.
> 5703, such invitational travel must provide a direct benefit to the
> Government in order for the traveler to be on an HHS travel order. In
> the situation of a patient, as opposed to a research subject, this
> requirement usually would not be met.
>
> Travel authorizing officials must very carefully examine the facts
> surrounding patient travel before authorizing invitational travel
> orders for patients. An invitational traveler is entitled to full
> travel reimbursement under the FTR and this Manual, as if he/she were
> an employee. Thus, when authorizing official travel for a research
> subject or possibly a patient, in this capacity, consideration must be
> given to the direct benefit to the Government as well as the costs of
> the travel.

#### Documentation 

> Patients and research subjects traveling at government expense under
> the authority of the Public Health Service Act, but not in a capacity
> as "employees" on official duty or as invitational travelers should
> not be issued HHS travel orders. OPDIVs that authorize travel under
> the Public Health Service Act must issue supplemental instructions as
> to how to document authorization of such travel. At a minimum, this
> documentation should be readily distinguishable from the HHS travel
> order form for employees (including invitational travelers). The
> documentation should clearly state the authority for the travel being
> authorized.

### Authorization of Escort/Attendant Travel

#### Travel Reimbursement under the Public Health Service Act

> For patients and research subjects traveling under the authority of,
> and whose travel expenses are being paid under, the Public Health
> Service Act, an attendant may be approved when necessary to protect
> the health and safety of the patient/research subject and other
> persons likely to come into contact with him/her. See 42 CFR 35.22.

#### Attendants for Employees with Special Needs

> Under FTR 301‑13 and this Travel Manual, the payment of travel
> expenses of an escort/attendant to accompany an "employee with special
> needs" (which term includes invitational travelers) that are clearly
> visible and discernible or substantiated in writing by a competent
> medical authority, may be authorized when the approving official has
> determined that:

1.  The employee needs to perform official travel or be admitted or
    transferred to an OPDIV hospital or facility, as described in
    Section 1.6;

> **[AND]{.underline}**

2.  He/She is incapable of traveling unaccompanied.

> The documentation authorizing escort/attendant travel must be
> maintained in the OPDIV's official travel files.

### Allowances and Benefits

Certain OPDIVs (including IHS and NIH) are authorized under the Public
Health Service Act to pay necessary expenses for a research subject or a
patient and authorized escorts/attendants, if applicable. Instructions
concerning these additional travel expenses will be issued as
supplements to this Manual by each OPDIV concerned.

An agency may pay under the FTR for certain additional travel expenses
necessary for a research subject, as provided below; a patient may
qualify for such reimbursement if and only if a statute provides that
the patient is considered to be an "employee" (i.e., in a capacity as an
invitational traveler) while performing such travel.

1.  Transportation and per diem expenses of one escort/attendant, if
    necessary;

2.  Specialized transportation to/from the hospital/facility;

3.  Specialized services provided by a common carrier;

4.  Costs for handling the employee's baggage;

5.  Renting and/or transporting a wheelchair; and/or

6.  Premium class accommodation, if properly justified. (See also
    Section 6.6: Payment of Travel Expenses by a Non-Federal Source for
    information on use of premium class accommodations for international
    travel.)

Any such request must be supported by proper written justification from
an appropriate medical official. If a research subject or a patient is
traveling under invitational travel orders, all requirements of the FTR
must be met prior to authorizing reimbursement for such expenses.

**[Federal Travel Regulation Guidelines]{.underline}**

-   FTR Part 301‑13, Travel of an Employee with Special Needs

## Travel of Consultants, Experts, and Invitational Travelers

This Section provides instructions and information concerning the travel
of consultants and others serving the Department in an advisory capacity
under the authority of law and the provisions of HHS Personnel
Instructions and Directives. It applies to consultants serving either in
individual capacities or as members of advisory groups, unless the
members are legislatively authorized to receive reimbursement of actual
travel expenses.

### Definitions

HHS Personnel Instructions and Directives are the authoritative source
for the definition of various types of "consultants." For the purposes
of this Manual, the categories of consultants are defined in the
glossary and include:

-   Intermittent consultant;

-   Temporary consultant;

-   Federal Advisory Committee consultant;

-   Contract consultant; and

-   Invitational traveler.

The "service year" mentioned in these definitions begins with the date
of appointment.

### General Information

Travel allowances are essentially the same for consultants/experts and
invitational travelers as for civilian employees of the Department and
are paid in accordance with the FTR and the provisions of this Manual.

1.  **[Intermittent consultants]{.underline}** and **[invitational
    travelers]{.underline}** may be allowed travel expenses, including a
    per diem allowance, while serving the OPDIV/STAFFDIV away from their
    homes or places of regular non‑Government employment. When a
    consultant is required to provide services for a period of more than
    30 days, the delegated travel official shall determine whether it is
    advantageous to the Government to continue authorizing payment of
    these expenses.

2.  **[Temporary consultants]{.underline}** and **[Federal Advisory
    Committee consultants]{.underline}** may be allowed travel and per
    diem expenses only while traveling on official business away from
    their designated posts of duty.

3.  **[Contract consultants]{.underline}** must bear all expenses, as
    provided by the terms of their contracts. Reimbursement of travel
    expenses is not allowed unless specifically authorized in the
    contract, in which case it must be billed against the contract.

### Travel Documentation

Individuals covered by this Section may be authorized to travel at the
Department's expense through the issuance of travel orders. The
following guidelines apply:

1.  The travel order shall describe the purpose, itinerary, and
    authorized travel allowances.

2.  OPDIVs/STAFFDIVs will provide assistance to the traveler in making
    the necessary travel arrangements through the Travel Management
    Center.

3.  Travelers are responsible for submitting their travel claims within
    5 working days from the completion of the travel in accordance with
    the FTR. OPDIVs/STAFFDIVs will provide assistance to the traveler in
    preparing travel vouchers for reimbursement claims.

4.  Travelers will be reimbursed in accordance with the FTR and the
    policies and procedures contained in this Manual.

5.  The documents required for authorizing and/or approving travel of
    consultants, experts, and invitational travelers are the same as
    those required for civilian employees in accordance with the FTR and
    this Travel Manual.

### Travel Advances

A travel advance may be authorized in accordance with the policies and
procedures contained in Section 3.4. OPDIVs/STAFFDIVs have the
discretion to issue travel advances to the individuals covered by this
section.

### Per Diem Allowances

1.  Travelers on official business will be authorized and reimbursed per
    diem allowances in accordance with the FTR on a lodgings-plus rate
    (FTR 301-11), unless higher rates are provided by Congress in
    specific appropriations or other acts.

2.  Travelers may be reimbursed for actual and necessary subsistence
    expenses for specific trip assignments, subject to the FTR and
    established HHS policies and procedures.

3.  Travelers may be authorized a reduced per diem allowance when the
    OPDIV can determine in advance that a lower rate can be justified.

4.  Travelers may be authorized a Conference Lodging Allowance (CLA), if
    applicable. See FTR 301-74.

## Acceptance of Payment of Travel Expenses from a Non-Federal Source

This section defines the policy of the Department with respect to the
acceptance of monetary payment or services in-kind from non‑Federal
sources (also referred to as "HHS-348 Non-Federal Sponsored Travel"),
the purpose of which is to fund, in whole or in part, travel,
subsistence, and related expenses. The section applies to HHS employees,
including special Government employees, experts or consultants, and
Commissioned Corps officers of the U.S. Public Health Service.

### Legislative Authority

Acceptance of payment from a non-Federal source for travel, subsistence,
and travel related expenses is derived from the following legislative
authorities.

#### 31 U.S.C. 1353

> This section provides authority for HHS to accept payment (or
> authorize an employee to accept such payment on its behalf) from a
> non-Federal source for:

1.  Travel, subsistence, and related travel expenses in connection with
    attendance at "meetings and similar functions" relating to the
    official duties of the employee;

2.  Acceptance of travel payments for an accompanying spouse in some
    circumstances; and

3.  Acceptance of additional expenses when specific conditions are met
    in accordance with FTR 304-3.13;

> Provided that the non-Federal source is not disqualified due to a
> conflict of interest under FTR 304-5.3.

#### 42 U.S.C. 3506

> This section provides authority for HHS to accept payment from
> non-Federal sources for travel expenses in connection with performing
> "advisory services" related to HHS functions or activities.

#### 5 U.S.C. 7342, Foreign Gifts and Decorations Act

> This act provides authority for employees and members of an employee's
> family and household to accept gifts of travel expenses for travel
> taking place entirely outside the United States when the donor of the
> gift is a foreign government (including international and
> multinational organizations). Acceptance under this authority must be
> consistent with the interests of the United States, and the
> appropriate authorizing official must approve the travel, even when
> the employee travels in his/her private capacity on non-official time.

### Departmental Policy

Authorizing officials are responsible for assuring that the appropriate
acceptance authority (31 U.S.C. 1353, 42 U.S.C. 3506, or 5 U.S.C. 7342)
is cited on the Travel Authorization and on the form HHS-348. The
provisions of these acceptance authorities may not be combined when
accepting travel expenses from non-Federal sources for a single trip
with a single purpose. For example, an employee may not travel under 42
U.S.C. 3506 and the employee's spouse travel under 31 U.S.C. 1353.

When an employee conducts travel that entails acceptance from multiple
sponsors for multiple purposes, a portion of the trip can, for example,
consist of expenses paid under

31 U.S.C. 1353 by Sponsor A, while another portion of the trip can be
for expenses paid under 42 U.S.C. 3506 by Sponsor B. Employees may not,
under any circumstances, accept an honorarium or retain cash in excess
of actual expenses incurred. The acceptance of monetary payment or
in-kind services from a non-Federal source for official duty travel
should be the exception and not the rule.

OPDIVs/STAFFDIVs shall not use the authorities set forth above to shift
the cost of their normal travel programs to non-Federal sources. The
underlying principle of the Department is that if the employee's
participation warrants the expenditure of official time, it also
warrants the expenditure of HHS travel funds. Departmental employees
shall not solicit payment of travel expenses from non-Federal sources.
HHS employees cannot authorize their own travel; therefore; no delegated
official can approve acceptance of payment from a non‑Federal source for
himself or herself.

It is HHS policy that employees shall not be permitted to take annual
leave in conjunction with any trips that are sponsored, in whole or in
part, by non-Federal sources, whether for-profit or non-profit. This
includes domestic, non-foreign, and/or foreign travel.

### Substantive Requirements

#### 31 U.S.C. 1353 Provisions

##### General Conditions {#general-conditions .unnumbered}

> An OPDIV/STAFFDIV may accept payment of travel expenses from a
> non-Federal source, received in the form of monetary reimbursement or
> by the provision of in‑kind services (or authorize an employee to
> receive such payments or services on its behalf), when the appropriate
> delegated official determines in advance of the travel that the
> following conditions are met:

1.  The employee (and/or the employee's spouse, when applicable) has
    been issued a travel authorization before the travel is scheduled to
    begin;

2.  The travel is related to the employee's official duties and
    attendance is for a meeting or similar function;

3.  The travel is in the interest of the Government;

4.  The payment is from a person or entity meeting the definition of
    non-Federal source as provided in FTR 304-2.1; and

5.  The non-Federal source is not disqualified due to a conflict of
    interest under FTR 304-5.3 as described below.

> **[Definitions]{.underline}**
>
> "Meeting or similar function" means a conference, seminar, speaking
> engagement, symposium, training course, or similar event that takes
> place away from the employee's official station. The term does not
> include a meeting or other event that is required to carry out a
> statutory or regulatory function of HHS, such as investigations,
> inspections, audits, site visits, negotiations or litigation. It also
> does not include promotional vendor training or other meetings held
> for the primary purpose of marketing the products or services of the
> non-Federal source.
>
> FTR 304-2.1.
>
> "Non-Federal source" means any person or entity other than the
> Government of the United States. The term includes any individual,
> private or commercial entity, nonprofit organization or association,
> international or multinational organization (irrespective of whether
> an agency holds membership in the organization or association), or
> foreign, State or local government (including the government of the
> District of Columbia). FTR 304-2.1.
>
> "Payment" means a monetary payment from a non-Federal source to a
> Federal agency for travel, subsistence, related expenses by check or
> other monetary instrument payable to the Federal agency (i.e.,
> electronic fund transfer (EFT), money order, charge card, etc.) or
> payment in kind. FTR 304-2.1.
>
> "Payment in kind" means transportation, food, lodging, or other
> travel-related services provided by a non-Federal source instead of
> monetary payments to the Federal agency for those services. Payment in
> kind also includes waiver of any fees that a non-Federal source
> normally collects from meeting attendees (e.g., registration fees).
> FTR 304-2.1.
>
> "Travel, subsistence, and related expenses" (travel expenses) means
> expenses for transportation, food, lodging or other travel-related
> services for official travel away from the employee's duty station.
> This includes conference or training fees and benefits that are
> incident to the meetings which are made available by the meeting
> sponsor(s) to all attendees. FTR 304-2.1
>
> **[Payment Method]{.underline}**
>
> Reimbursement may be authorized as follows:

1.  For travel under 31 U.S.C. 1353, reimbursement by the non-Federal
    source, other than the provision of services in-kind, must be made
    by check or similar instrument made payable to the OPDIV/STAFFDIV.
    Any such payment received by the employee for his/her travel and/or
    that of an accompanying spouse must be submitted as soon as
    practicable to the OPDIV/STAFFDIV finance office for credit to the
    applicable appropriation.

2.  Reimbursement by the non-Federal source by means of services
    in-kind, such as transportation tickets, meals, and lodgings, may be
    accepted by the employee on behalf of the agency for the employee
    himself or herself or accompanying spouse, if applicable.

> This authority [prohibits]{.underline} employees and/or an
> accompanying spouse from accepting payment in cash, an electronic
> funds transfer, or a check or similar instrument made payable to
> either traveler from the non-Federal source.

##### Conflict of Interest Analysis  {#conflict-of-interest-analysis .unnumbered}

> In line with General Conditions #5 above, authorizing officials must
> be thorough in their review when determining if it is appropriate to
> accept payment from a non-Federal source that does business with,
> conducts activities regulated by, or otherwise has matters pending
> before the Department. This review should take into account the
> employee's role and whether it substantially impacts upon the
> Department's interaction with the entity. Particular care should be
> exercised in situations in which there is a regulatory relationship or
> in which decisions affecting Federal funding for the entity are
> involved.
>
> Specifically, FTR 304-5.3 states that the payment of travel expenses
> from a non-Federal source cannot be accepted if the authorizing
> official determines that "acceptance of the payment under the
> circumstances would cause a reasonable person with knowledge of all
> the facts relevant to a particular case to question the integrity of
> agency programs or operations."
>
> In making this assessment, the authorizing official should weigh all
> relevant considerations, including but not limited to the:

1.  Identity of the non-Federal source;

2.  Purpose of the meeting or similar function;

3.  Identity of other expected participants;

4.  Nature and sensitivity of any matter pending at the agency which may
    affect the interest of the non-Federal source;

5.  Significance of the employee's role in any such matters; and

6.  Monetary value and character of the travel benefits offered by the
    non-Federal source.

> The conflict of interest analysis prescribed by FTR 304-5.3 expressly
> excludes "the importance of the event to the employee or the agency"
> as a factor to be considered. According to GSA, the evaluation
> standard does not employ a "balancing test," and the deletion of this
> factor found in prior versions of the FTR was intended to remove any
> implication that the importance of an event can override an appearance
> of impropriety. If acceptance of the payment from a non-Federal source
> under the given circumstances can reasonably be questioned, then the
> inquiry is at an end and the request for approval must be denied.
>
> The evaluation standard for determining a disqualifying conflict or an
> appearance of impropriety is not intended, however, as a flat ban on
> the payment from certain categories of donors simply because the
> non-Federal source happens to have matters pending before some
> component of the employee's agency. According to GSA, the FTR
> recognizes that an outside "group most often will wish to invite a
> Federal speaker who is knowledgeable about the Federal programs or
> operations that affect that particular group" and that,
> "correspondingly, employees with an interest in a private group's
> subject matter -- whether presented in a conference, seminar, or
> training course -- will often have duties that impact in some way on
> the event's sponsor(s) or other non-Federal participant(s)." To
> preclude the receipt by an agency of travel expenses from "prohibited
> sources," defined as those persons or entities from whom an employee
> may not accept gifts under the Standards of Ethical Conduct
> regulation, or from entities substantially affected by the performance
> or nonperformance of a particular employee's duties, would, according
> to GSA, be an "unreasonable regulatory limitation in view of the
> statute's clear intent to permit agencies with tight travel budgets to
> benefit from travel expenses payments donated from outside sources."
>
> The considerations enumerated above and in FTR 304-5.3 are not
> intended to be used to condone acceptance of payment where an
> appearance of impropriety is present. Rather, they are a guide to
> assist authorized agency officials in avoiding the acceptance of
> payment in circumstances that might lead a reasonable person to
> question the integrity of the agency's programs or operations. While a
> flat ban on the acceptance of payment from certain categories of
> donors was not imposed, the FTR recognizes that the acceptance of
> payment from a non-Federal source in certain circumstances can give
> rise to an appearance of impropriety. Questions concerning the
> integrity of an agency's programs may arise, for example, if the
> circumstances make it appear that it is the donor's intent to
> influence the employee or agency in future actions or to reward the
> employee for past actions. Moreover, regardless of the donor's
> apparent intent, the facts surrounding an offer of payment for travel
> expenses might give rise to an appearance that the offer will
> improperly influence an employee in the performance of his/her
> official duties or otherwise affect the integrity of the agency's
> programs.
>
> The following examples, which are drawn and adapted from GSA examples
> that accompanied the promulgation of the FTR, illustrate how the
> non-Federal source travel rule applies in conflicts situations:
>
> Example 2
>
> In the case of the Army Assistant Secretary described above, the
> authorized agency official would be expected to advise against
> acceptance of payment from the company if the Assistant Secretary was
> then serving as the source selection official for a procurement
> involving that contractor as a competitor. This would be true even if
> the contractors' convention was viewed by the Army as an excellent
> forum at which to speak about the upcoming reductions in force.
>
> An agency may find that, while acceptance from the non-Federal source
> is permissible, it is in the interest of the agency to qualify
> acceptance of the offered payment by, for example, authorizing
> attendance at only a portion of the event or limiting the type or
> character of benefits that may be accepted. FTR 304-5.3(b).
>
> While FTR 304-5.3(a)(6) permits an authorized official to consider the
> value and character of offered travel benefits when determining
> whether to accept the payment in the first instance, paragraph (b) of
> the section permits acceptance to be qualified when deemed necessary
> to address appearance of impropriety concerns. Payment accepted under
> 31 U.S.C 1353 is accepted by the agency to facilitate the
> accomplishment of its mission, not for the personal benefit of the
> employee. On the other hand, in considering any qualified acceptance
> of travel benefits under paragraph (b), an authorized agency official
> should consider whether the limitation will be detrimental to the
> agency's interest by unduly restricting the Federal employee from
> participating in the event on the same basis as other participants.
>
> Authorizing officials should be very mindful of how their approval
> will appear to outside entities or persons who have an interest in
> their organization, particularly the media and the Congress. In such
> cases, the authorizing official should consult with their ethics
> official and if necessary, the Office of the General Counsel (OGC),
> Ethics Division.

##### Spousal Travel  {#spousal-travel .unnumbered}

> OPDIVs/STAFFDIVs may authorize acceptance of payment of travel
> expenses for an accompanying spouse under very limited circumstances.
> The spouse must be issued a separate travel authorization that clearly
> references the employee's travel authorization and the purpose of the
> trip.
>
> In addition, the following conditions must be thoroughly documented on
> the spouse's travel authorization:

1.  The spouse is traveling with and attending the same event as the
    employee. The spouse must attend and/or participate in most of the
    events or sessions daily in order to fulfill the requirement of
    supporting the agency's mission. For example, the mere appearance at
    a dinner party during a week-long conference does not satisfy the
    requirement of supporting the agency's mission.

2.  The spouse's presence will support the mission of the employee's
    agency or substantially assist the employee through attendance at or
    participation in this event. For example, the spouse could be a
    nutritionist who could offer advice at a conference on healthy
    eating for a strong heart, or due to an unfortunate personal
    experience, could be an active participant at a conference on
    certain diseases. For acceptance to be authorized, the spouse should
    be able to contribute something of value that enhances the purpose
    of the meeting. There must be a full explanation of this with the
    travel authorization, and it must be made part of the official
    travel file.

3.  Acceptance of payment of travel expenses from a non-Federal source
    for an accompanying spouse cannot be authorized if the non-Federal
    source is disqualified due to a conflict of interest under the
    criteria stated above for evaluating employee acceptance.

##### Maximum Subsistence Allowance {#maximum-subsistence-allowance .unnumbered}

> OPDIVs/STAFFDIVs may accept payment in excess of the established
> lodgings-plus per diem rates, as prescribed in this Manual and the FTR
> when the following conditions are met:

1.  Full payment is made by the non-Federal source

> AND

2.  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. The
    invitation letter from the non-Federal source must contain language
    to this effect when an organization offers payment in excess of the
    maximum prescribed government rates. (See FTR 304-5.4)

##### Common Carrier Accommodations (First Class) {#common-carrier-accommodations-first-class .unnumbered}

> FTR Chapter 304 permits OPDIVs/STAFFDIVs to authorize an employee to
> accept such accommodations when the following conditions are met:

1.  The transportation meets at least one of the conditions provided in
    FTR 301-10.123, 301-10.162, or 301-10.183;

> AND

2.  The non-Federal source makes full payment in advance of travel;

> AND

3.  The transportation accommodations furnished are comparable in value
    to that offered to, or purchased by, other similarly situated
    individuals attending the meeting or similar function.

> **HHS Policy**
>
> HHS does not allow for sponsor-paid common carrier accommodations
> outside those that would be authorized if paid by an agency's own
> appropriation(s) in accordance with the FTR and this Travel Manual.

##### Common Carrier Accommodations (Premium-other-than-First Class)  {#common-carrier-accommodations-premium-other-than-first-class .unnumbered}

> Employees must use coach class accommodations for travel by airline or
> train, unless specifically authorized/approved to use a higher class
> of service in accordance with the provisions of FTR 301-10.124. Once
> one of the exceptions is deemed appropriate, the following two
> conditions contained in FTR 304-5.5 must also be applied before such
> acceptance can be authorized:

1.  The non-Federal source makes full payment in advance of travel; and

2.  The transportation accommodation furnished is comparable in value to
    that offered to, or purchased by, other similarly situated
    individuals attending the meeting or similar function.

##### After-the-Fact Authorization of HHS-348 Non-Federal Sponsored Travel {#after-the-fact-authorization-of-hhs-348-non-federal-sponsored-travel .unnumbered}

> In accordance with FTR 304-3.13(a), OPDIVs/STAFFDIVs may accept
> payment of additional travel expenses from a non‑Federal source when
> there is an approved HHS-348 for some travel expenses prior to
> departing on travel.
>
> If the agency has approved the acceptance of some travel expenses and
> the sponsoring organization decides to pay for additional travel
> expenses while the traveler is in travel status, the traveler can
> accept those additional expenses:

1.  If the OPDIV/STAFFDIV has already authorized acceptance of payment
    for some travel expenses from the non-Federal source;

> AND

2.  The additional travel expenses paid for or provided in-kind are
    comparable in value to those offered to or purchased by other
    similarly situated attendees;

> AND

3.  The agency did not decline to accept payment for those particular
    expenses in advance of travel.

> **Policy Example**
>
> The traveler has been approved for HHS-348 sponsored travel prior to
> departing on TDY and is authorized to accept airfare in-kind. While in
> travel status, the sponsor decides to pay for the traveler's lodging
> expense in-kind. Since the traveler is on an approved HHS-348, he/she
> can accept the lodging expense in-kind and notify the appropriate
> approving official upon return so adjustments may be made to the
> appropriate funding account.
>
> **HHS Policy**
>
> Contrary to FTR 304-3.13(b), when the agency has not authorized
> HHS‑348 travel expenses prior to the traveler's departure date, no
> travel expenses may be accepted from an outside organization. If the
> OPDIV/STAFFDIV did not authorize acceptance of any payment from a
> non-Federal source prior to the employee's travel, the OPDIV/STAFFDIV
> may not authorize acceptance after-the-fact.

##### Federal Grant and Contract Funds {#federal-grant-and-contract-funds .unnumbered}

> Under limited circumstances, an OPDIV/STAFFDIV may authorize
> acceptance of travel and related expenses from a non-Federal source
> receiving Federal grants or contracts. Specifically, the employee must
> be performing authorized official duties for his/her OPDIV/STAFFDIV
> that are consistent with the OPDIV's/STAFFDIV's mission. In addition,
> the non-Federal source must indicate in the "Letter of Invitation"
> that it is using Federal grant or contract monies, not confined to
> HHS, to fund the particular travel and related expenses.
>
> OPDIVs/STAFFDIVs may elect to adopt more restrictive policy. Any
> acceptance of this nature must undergo a thorough review and analysis
> before approval by the OPDIV/STAFFDIV.

#### 42 U.S.C. 3506 Provisions

##### Advisory Services  {#advisory-services .unnumbered}

> OPDIVs/STAFFDIVs may accept payment from non-Federal agencies,
> organizations and individuals (or authorize an employee to receive
> such payments on its behalf) for cash or in-kind services when the
> appropriate delegated official determines in advance that the travel
> is related to the employee's official duties and attendance is for the
> purpose of performing advisory services.
>
> Advisory services have certain characteristics which distinguish them
> from the general concept of a meeting. These assignments may be longer
> in duration; convey a sense of urgency or immediacy about their
> purpose; involve providing advice and technical assistance, or
> conducting technical or scientific training or research; and most
> typically for HHS, are sponsored by international organizations such
> as the United Nations (UN), the World Health Organization (WHO), Pan
> American Health Organization (PAHO), Food and Agriculture Organization
> (FAO), and/or foreign governments, particularly third world countries.
>
> In addition, the following rules must also be applied:

1.  Travel expenses cannot be accepted if the non-Federal source is
    disqualified due to a conflict of interest. (See section 1.8.3.1,
    subsection "Conflict of Interest Analysis" above);

2.  The acceptance of payment for per diem expenses cannot exceed the
    maximum rates under HHS policy (see Section 1.8.1.1, subsection
    "Maximum Subsistence Allowance" above);

3.  The acceptance of payment of travel expenses cannot be authorized
    for a spouse or member of the family to accompany the employee on
    travel; and

4.  The acceptance of payment from a non-Federal source for any
    additional expenses after-the-fact is prohibited.

> An employee may accept cash on behalf of the Government only for
> lodging and M&IE, not for common carrier accommodations (e.g.,
> airfare), as a direct reimbursement for expenses. This should be done
> only when reimbursement directly into the proper appropriation account
> is not feasible and acceptance of cash by the individual is clearly in
> the best interest of the Government. The traveler may not, under any
> circumstances, accept payment in excess of authorized expenses
> actually incurred.
>
> Under 42 U.S.C. 3506, travelers may accept payment in the form of
> in-kind services without reporting the fact whenever the monetary
> value is nominal (under \$15) and the service is offered more as a
> courtesy than an offer to defray, in whole or in part, the expenses of
> the trip. An example would be the acceptance of a ride from a meeting
> place back to a hotel in which the employee is staying.

##### Common Carrier Accommodations (First Class & Premium-other-than-First Class) {#common-carrier-accommodations-first-class-premium-other-than-first-class .unnumbered}

> Common carrier accommodations requirements are the same as in Section
> 1.8.1.1, subsection "Common Carrier Accommodations".

#### 5 U.S.C. 7342 Provisions:

##### Payment of Travel Expenses by Foreign Governments and International Organizations  {#payment-of-travel-expenses-by-foreign-governments-and-international-organizations .unnumbered}

> When a foreign government or international organization offers to pay
> an employee's travel expenses for either official or private travel,
> the provisions of Chapter 6 of this Manual apply.
>
> Article I, Section 9, of the Constitution (known as the "Emoluments
> Clause") prohibits, absent the consent of Congress, any person who
> holds an "office of profit or trust" under the United States from
> accepting any present, emolument, office, or title from a foreign
> government. In addition, the Foreign Gifts and Decorations Act,
>
> 5 U.S.C. 7342, bars the receipt by an employee and an employee's
> spouse of any gift of more than minimal value (a figure, currently
> \$305, which is adjusted every three years) from a foreign government,
> any subunit of a foreign government (such as a national, state, local,
> or municipal authority, including a public university), or any
> international or multinational organization whose membership is
> composed of any unit of a foreign government. Congress has provided an
> exception to both the Emoluments Clause and the Foreign Gifts and
> Decorations Act which permits the acceptance of payments for travel
> which takes place totally outside the United States. The authority to
> accept gifts of travel and per diem from a foreign government under
> the Foreign Gifts and Decorations Act is for acceptance by an
> individual (and spouse and dependents), not an agency. Congress has
> consented for an agency to accept gifts of travel from a foreign
> government pursuant to 31 U.S.C. 1353 and for this Department under 42
> U.S.C. 3506 under the same rules, conditions, and restrictions as it
> may accept payment for travel from any other non-Federal source.

##### Common Carrier Accommodations (First Class & Premium-other-than-First Class) {#common-carrier-accommodations-first-class-premium-other-than-first-class-1 .unnumbered}

> Common carrier accommodations requirements are the same as Section
> 1.8.1.1, subsection "Common Carrier Accommodations".

### Authorization Procedure

The OPDIV/STAFFDIV official with delegated authority must authorize or
approve the acceptance of monetary payment or services in-kind from
non-Federal sources.

#### Authorization Form

> HHS Form 348, Request for Approval to Accept Payment of Travel
> Expenses from a Non-Federal Source, is used to request approval for
> payment of travel and subsistence expenses from non-Federal sources.
> This form may be found at the end of this Section or on the HHS
> Intranet at <http://intranet.hhs.gov/forms/hhs_forms.html>. A separate
> form must be used for the spouse when he or she seeks authorization to
> accompany the employee on a trip. The request must be supported by a
> written invitation from the non-Federal source, which identifies those
> travel services to be paid and the method of reimbursement. The form
> is also used by the traveler to report to the authorizing official at
> the conclusion of the trip, as required in Section [1.8.5]{.mark}.

#### Authorization Procedures

> An original and three copies of the HHS-348 must be prepared and
> forwarded (as soon as possible, but not later than 15 days before
> scheduled departure) through regular administrative channels to the
> authorizing official. The HHS-348 for the employee must reference
> spousal travel, if applicable. Additional copies and supporting
> documentation may be prepared to fulfill the needs of a particular
> organization.
>
> Authorizing officials must follow the criteria established above for
> determining whether:

-   The non-Federal source is disqualified due to a conflict of interest
    under FTR 304-5.3;

-   A spouse is permitted to accompany the traveler;

-   To approve acceptance of payment in excess of per diem rates;

-   To approve acceptance of premium class common carrier
    accommodations;

> AND

-   To approve additional expenses paid by the non-Federal source
    after-the-fact.

> Authorizing officials will also ensure that the HHS-348 identifies the
> type (monetary payment or in-kind) and estimated amount of payment the
> non-Federal source has agreed to reimburse the Government.
>
> If acceptance is authorized, the appropriate delegated approving
> official will sign and date the original HHS-348 and initial all
> copies. The original and two copies will be returned to the requesting
> official. The delegated approving official will retain one copy. If
> acceptance is not authorized, the delegated approving official will
> promptly notify the requesting office.
>
> A separate HHS-1 will be prepared for the employee and the
> accompanying spouse, if applicable. Travel order numbers will be cross
> referenced. Use block ID of the HHS-1 for this purpose. When foreign
> travel is involved, the provisions of Section 1.8.4 and Chapter 6:
> *International Travel* of this Manual apply.
>
> Payments accepted by the employee, on behalf of the agency, must be
> submitted promptly to the agency for credit to the proper
> appropriation. Receipt of such payment by an employee is not required
> to be reported as a gift on any confidential or public disclosure
> report that the employee is required to submit pursuant to law or
> Office of Government Ethics (OGE) regulation.

#### Actual Expense

> In the event that the non-Federal source offers to pay for higher than
> the lodgings-plus rate, and subsequently does not pay the Federal
> government in full, the agency is only permitted to allow and pay
> expenses which do not exceed that lodgings-plus rate. Similarly, if
> the non-Federal source offers to pay premium class common carrier
> expenses and subsequently fails to do so, the agency is only permitted
> to allow common carrier expenses which do not exceed contract city
> pair (coach) fare for the same trip. In such circumstances, this can
> result in the employee being required to reimburse the Federal
> government for those expenses that exceed the standard TDY (not actual
> expense) travel allowances contained in the FTR. In addition, should a
> sponsor not pay the Federal government in full for an accompanying
> spouse, the employee is also responsible for full reimbursement to the
> Government for any expenses not reimbursed by the sponsor.

#### Non-Payment of Travel Expenses

> Approving officials must be aware, in the event that a non-Federal
> organization does not pay the promised amounts for the aforementioned
> standard TDY (not actual expense) travel allowances, that payment of
> those travel expenses must come from the agency's travel budget.

### Non-Governmental Travel Reports

Each traveler (employee and/or accompanying spouse, if applicable) will
be required to complete a certification at the end of each trip for
which acceptance of payment from a non-Federal source was authorized.
The certification is required regardless of the type of payment (e.g.,
payment by check or in-kind services). The certification will be made by
completing item 10 of the authorizing HHS-348 and will show the
estimated value of the in-kind services received and the actual amount
of payment reimbursement by the non-Federal source.

The traveler will also be responsible for ensuring the following
additional data is provided on the HHS-348 for each trip:

-   The name of the employee and/or spouse, if applicable

-   The position or title of the employee

-   The name of the sponsor making the payment

-   The nature of the meeting or similar function

-   The amount and method of payment

-   The nature of the expenses

-   The place and date of the travel

One copy of the HHS-348 report will be forwarded to the recommending
official, who will retain it for at least one year to provide the
capability of meeting semi‑annual reporting requirements for travel
expenses paid under the authority of 31 U.S.C. 1353 for the reporting
periods ending March 31 and September 30 of each year.

The original HHS-348 report will be forwarded to the appropriate fiscal
office, with the travel voucher, travel order, and a copy of the
invitation letter for proper accounting recordation. A voucher for zero
dollars (\$0) claimed must be submitted even if all expenses are paid
in-kind. One copy may be retained by the approving office; another copy
is for the employee's records.

All payments by check from non-Federal sources must be forwarded to the
fiscal office as soon as practicable, through the appropriate channels,
preferably attached to the HHS-348 which provides items above. If the
check has been incorrectly made payable to the traveler, the traveler
must endorse the check to the agency and forward it promptly to its
fiscal office for deposit.

##  {#section-2 .unnumbered}

## Reimbursement for Expenses Incident to Training under the Government Employees Training Act (GETA)

Managers may only permit employees to attend continuing-education
seminars and other training opportunities (such as technology-training
courses) held outside the United States after determining that the same
or substantially similar courses or sessions are unavailable within the
United States.

This Section provides instructions and information concerning
transportation and other expenses incident to training, as authorized
under the Government Employees Training Act (GETA).

### Authority

GETA, 5 U.S.C. 4101-4118, provides that an employee undergoing training
away from his/her permanent official duty station, may be authorized
payment of all or part of the necessary expenses of training, which
includes either:

1.  Transportation and per diem to and from the place of training, and
    per diem during training, for the employee only.

> OR

2.  Limited relocation allowances should only be authorized to
    include: a) transportation to and from the place of training for the
    employee and immediate family; b) per diem en route for the
    employee; and, c) round-trip shipment and storage of the employee's
    household goods and personal effects. Relocation allowances should
    only be authorized when such cost is less than the estimated
    aggregate per diem payments during the period of the training
    assignment.

### Allowances for Training

The rates prescribed below represent the maximum allowances which may be
authorized for training assignments, except in extenuating
circumstances. Any amount approved in excess of these maximums must be
fully and properly justified, showing the circumstances that led the
official to conclude that the higher payment would be in the public
interest.

Reimbursement rates below the maximum must be established whenever
possible for specific travel provided the authorizing official ensures
that the rate set is:

1.  Realistic for the geographic area during the time period at issue,
    and

2.  Fair to both the Government and the employee under the
    circumstances.

Whenever training at one location involves employees from more than one
agency, the organization sponsoring the training may recommend to
participating agencies a uniform rate of per diem that would be
reasonable in view of the circumstances. The OPDIVs/STAFFDIVs must
assess use of the recommended per diem rate under the standards set
forth in this Section.

#### Transportation and Per Diem Rate

> **[En Route]{.underline}**
>
> An employee, whose training has been authorized, may be paid or
> reimbursed the necessary costs for transportation and per diem to and
> from the place of training.
>
> **[At Training Site]{.underline}**
>
> While at the place of training, an employee may be authorized per diem
> not to exceed the authorized maximum rate guidelines below, or be
> authorized limited relocation allowances in accordance with Chapter
> 302 of the FTR, but not both:

###### Criteria for Establishment of Per Diem at the Place of Training {#criteria-for-establishment-of-per-diem-at-the-place-of-training .unnumbered}

> The following criteria will be considered in establishing the
> authorized per diem rate at the place of training.

1.  When the authorizing official approves per diem for the period of
    training, given the circumstances of the assignment every effort
    must be made to establish a rate commensurate with the daily costs
    for lodging, food, and incidental expenses, which the employee
    should reasonably incur at the place of training. The authorizing
    official should consider the availability of college or dormitory
    facilities or similar housing assistance which refers assignees to
    private quarters at a modest expense, or other types of long‑term
    housing appropriate to the location and duration of the training.
    The cost of local transportation between the lodging site and the
    training site should also be considered. (For example, factor in the
    cost of a rental car or taxi fare, if public transportation is
    unavailable between the lodging site and the training site; use
    lodging at the training site if available.) Costs in excess of such
    a fair assessment of lodging expenses must be at the trainee's
    expense.

2.  Expenses which might be incurred by an employee's family either at
    the place of training or at the employee's permanent duty station
    are not to be considered in setting the rate of per diem. Neither
    will the authorizing official consider the cost of maintaining a
    family abode at the place of training or elsewhere.

3.  In most circumstances, employees authorized to attend training
    should not leave the training location to conduct official business
    travel for other purposes. In the unusual situation where such
    travel is anticipated, consideration should be given to the number
    of days that the employee is expected to be away from the place of
    training for the purpose of conducting official travel when setting
    the employee's per diem rate for the training location.

4.  The cost of transportation and per diem for the period of training
    is a factor in determining if training should be authorized.

###### Within the Continental United States (CONUS) and Non‑Foreign (OCONUS) {#within-the-continental-united-states-conus-and-nonforeign-oconus .unnumbered}

> *[Assignments of 30 Days or Less]{.underline}*
>
> The maximum daily amount in the FTR for the locality concerned may be
> used when reasonable for the length of the training, but a lower
> amount may be more appropriate, particularly if the training will last
> more than a week (creating extended lodging rate alternatives).
>
> *[Assignments of More than 30 Days]{.underline}*
>
> For extended training assignments, unless otherwise justified, the
> allowable per diem MUST be reduced and established in advance on the
> Travel Authorization, as employees are expected to secure long‑term
> lodging at substantially lower rates. Such lodging will normally
> include cooking facilities, so the M&IE rate shall be reduced. Close
> attention must be given to setting a daily lodging rate appropriate
> for the duration of the training and the particular location involved.
> The goal is to reduce the cost to the Government as much as possible
> for the entire period of training, while providing safe and adequate
> lodging to the employee with reasonable transportation option(s) to
> the training site at a cost not exceeding the lodging savings.
>
> The following guidelines are provided for setting per diem rates for
> training assignments of longer than 30 days:
>
> *[Training period of one to three months]{.underline}*
>
> 70 percent of lodging per diem rate for location
>
> *[Training period of four to six months]{.underline}*
>
> 60 percent of lodging per diem rate for location
>
> *[Training period of over six months]{.underline}*
>
> 50 percent of lodging per diem rate for location
>
> *[M&IE allowance when cooking facilities are included in
> lodging]{.underline}*
>
> 50 percent of M&IE rate for location
>
> *[M&IE allowance where lodging site provides no meals or cooking
> facilities]{.underline}*
>
> 75 percent of M&IE rate for location
>
> *[M&IE allowance if lodging site provides all meals]{.underline}*
>
> Only incidental expense allowance for location
>
> Employees may elect to secure more expensive lodging for personal
> convenience, but they must pay the excess cost over the authorized
> rate.

###### Outside the Continental United States (OCONUS)  {#outside-the-continental-united-states-oconus .unnumbered}

> Extra care should be taken when assessing whether to authorize
> training outside CONUS and, if approved, setting the maximum per diem
> rate for the period of training. Training at foreign locations, in
> particular, presents additional and often complex considerations in
> terms of lodging availability, cost, etc. The authorized rate must be
> specified on the employee's travel order.
>
> *[Assignments of 30 Days or Less]{.underline}*
>
> The maximum daily amount in the FTR for the locality concerned may be
> used when reasonable for the length of the training, but a lower
> amount may be more appropriate. The rate should be realistic and fair
> for the location involved, given the timing of the training.
>
> *[Assignments of More than 30 Days]{.underline}*
>
> For extended training assignments outside CONUS (which should be
> rare), the allowable per diem MUST be reduced if it is reasonable to
> expect employees to be able to secure long-term lodging at
> substantially lower rates in the training location. Depending on the
> timing and length of training, it may be more prudent to change the
> rate for certain period(s) during the training, to adjust to local
> conditions. The goal is always to reduce the cost to the Government as
> much as possible for the entire period of training, while providing
> safe and adequate lodging to the employee with reasonable
> transportation option(s) to the training site at a cost not exceeding
> the lodging savings.
>
> Because of widely varying considerations as to availability, cost,
> safety, and features of lodging options outside of CONUS, no guideline
> amounts for setting reduced rates for lodging will be provided in this
> Section. Supervisors or authorizing officials should gather sufficient
> reliable information about the training location to enable them to
> assess what is a reasonable and fair lodging rate under the
> circumstances, if training outside CONUS is approved. The rate must be
> specified on the travel order and discussed with the employee. If
> lodging options that include meals or meal preparation facilities are
> reasonably available, the M&IE rate must be reduced or, if all meals
> are provided with the lodging, only the incidental expenses portion of
> the locality's M&IE rate should be authorized.

#### Limited Relocation Expenses Transportation of Immediate Family and Household Goods

> Transportation of the immediate family, household goods, and personal
> effects, and temporary storage, may be allowed to the extent that the
> estimated costs of such transportation and related services would be
> less than the estimated aggregate per diem payments for the period of
> training determined independently of the family move. Reimbursement of
> such expenses may be allowed in accordance with Part 302 of the FTR.
>
> **Note:**
>
> Reimbursement shall not be allowed for house hunting trips,
> miscellaneous expense allowance, temporary quarters, residence
> transactions, or per diem for the immediate family.

#### Authorized Temporary Duty Travel Away from the Place of Training

1.  An employee who is authorized to perform temporary duty (TDY) travel
    away from the place of training will receive transportation and per
    diem allowances in the same manner, and at the same rates, as if
    he/she were performing typical TDY travel. An employee engaged in a
    full-time course of instruction will not be authorized
    transportation or mileage to return home on weekends or off-duty
    hours; unless it is determined that official duty is, in fact, to be
    performed.

2.  An employee, who is receiving per diem at the place of training, as
    prescribed in this Section, will be entitled to the entire M&IE for
    the day of departure from the place of training at the rate
    authorized for the official duty. On the day of return to the place
    of training, the M&IE rate will be paid through midnight that day.
    Because there are two per diem rates, care must be exercised to
    ensure duplicative expenses for per diem are not authorized. On the
    first and last day of travel the employee will receive the following
    entitlements: (a) 25 percent of the authorized GETA M&IE rate;
    and (b) 75 percent of the TDY M&IE rate.

3.  An employee who is receiving per diem at the place of training, and
    who is required to perform official TDY travel back to the permanent
    duty station, is not entitled to per diem as a travel expense either
    at the permanent duty station or the place of training. If the
    employee obtained a substantially reduced long-term lodging rate
    based on an extended stay at the training location but must return
    to the official duty station for work-related reasons during the
    training period, payment of the portion of the lodging cost for the
    days not spent at the training site due to the short work-related
    return to the official duty station may be reimbursed as follows.
    The number of days of actual occupancy during the billing period
    (i.e., excluding days of travel to the permanent duty station)
    should be divided into the periodic rate billed for the lodging, to
    ascertain the daily rate for lodging during that period. If that
    daily rate is within the approved lodging rate set on the employee's
    travel order, reimbursement in full is appropriate. If the
    re-computed daily rate (excluding days at the permanent duty
    station) exceeds the daily lodging rate approved on the travel
    order, the employee must pay the difference unless the travel
    authorizing official approves a one-time exception to the authorized
    daily rate.

> **Travel Policy Example:**
>
> An employee on TDY for a three-month training program in Chicago goes
> on a two-day trip home. The employee is staying in an extended-stay
> apartment in Chicago, at a rate of \$2,750 per month; his lodging
> allowance for the training was set at \$3,100 per month. (Assume the
> maximum daily lodging rate is \$149 for Chicago; his rate for an
> average month is approximately 70 percent of that.)
>
> His 28 days of occupancy in that 30-day month means he is paying
> \$98.21 per day, still within his maximum lodging allowance (\$103.33
> per day for a 30-day month) for the training period, so he will be
> reimbursed in full for the monthly rent on the apartment despite his
> short trip home.
>
> However, if in the next month he makes an eight-day trip home, his
> daily rate on the apartment for that 31-day month would be \$125 per
> day, over the maximum monthly lodging rate (\$100/day for a 31-day
> month) set in his travel authorization. He would only be reimbursed
> \$2,200 towards his rent for that month; the remainder, he would have
> to pay out of personal funds.

4.  An employee who is authorized limited relocation allowances and
    subsequently is required to perform official TDY travel to the
    former permanent duty station may be paid per diem while at the
    former permanent duty station. This assumes the SF-50 has been
    changed to reflect the relocation.

#### Leave of Absence While in Training

> **[Annual Leave]{.underline}**
>
> For any period that an employee undergoing training is charged annual
> leave, the provisions of this Manual apply. (See Section 5.2.1 and
> Chapter 6 for annual leave policies.)
>
> **[Sick Leave]{.underline}**
>
> The provisions of this Manual will apply when an employee in training
> away from the permanent duty station is incapacitated because of
> illness or injury while: (1) at the place of training, if the employee
> is otherwise entitled to per diem at the place of training on a
> temporary basis; or (2) performing official travel away from the place
> of training. The latter provision applies whether or not the employee
> is entitled to per diem at the place of training.

#### Other Allowable Expenses: Non-travel

> Examples of other allowable expenses that may be reimbursed through
> the HHS-350- Training Nomination and Authorization mechanism are:

-   Tuition, registration, and matriculation fees;

-   Library and laboratory services;

-   Purchase or rental of books, materials, and essential supplies;

-   Other services and facilities directly related to the training,
    except membership fees unless they are a necessary cost directly
    related to the training itself or payment of the fee is a condition
    precedent to undergoing such training.

> **Note:** The above expenses are not travel-related and are not to be
> reimbursed as such.

### Advance of Funds

An employee may be authorized an advance of funds by the appropriate
delegated official to cover the necessary expenses associated with
either temporary duty travel or limited relocation allowances, in
accordance with the authorized entitlement selected. (See Section 3.3
for information regarding approval, calculation, and liquidation of the
travel advance.)

### Travel Documentation

The documentation required for transportation and travel incident to
training is essentially the same as that required for normal temporary
duty travel or an authorized change of official station. In addition, a
copy of the applicable training nomination form shall be retained with
the travel order in the OPDIV/STAFFDIV's official travel files.

### Claims for Reimbursement

Employees will be reimbursed in the same manner as if they were
performing normal temporary duty travel under FTR Chapter 301 or
relocation under FTR Chapter 302. Reimbursement claims for allowable
transportation and travel expenses must be supported by all required
receipts. (See Section 1.9.2.2 for information on limited relocation
allowances.)

### Recovery of Training Expenses from Employees

Upon written determination by the authorizing official, an employee may
be required to repay the expenses incurred in connection with training
if the employee fails to (a) complete the training, or (b) remain in
Federal service for the agreed period of time. The OPDIV/STAFFDIV's
Finance Office shall recover such amount from the employee through
either the appropriate debt collection mechanisms, or by other methods
provided by law for recovery of amounts owed to the Government.

## Travel Expenses for Members of National Advisory Councils and Advisory Committees

This Section provides policy and procedures for the payment of travel
and subsistence expenses on an actual expense basis for members of
national advisory councils and advisory committees. It applies only to
the members of those councils and committees having legislative
authority for payment of actual and necessary travel and subsistence
expenses.

### Allowances

Members of certain national advisory councils and advisory committees
are entitled by law to actual and necessary travel and subsistence
expenses while attending conferences or meetings of their respective
councils/committees or while otherwise rendering services away from
their homes or regular places of business. For these individuals,
reimbursement is made only for actual and necessary expenses incurred
without regard to whether the traveler's subsistence expenses are more
or less than the maximum per diem allowance. Therefore, the policies,
procedures, and maximum amounts allowable for reimbursement set forth in
the FTR are not applicable.

### Authorization or Approval

A travel order or the automated equivalent requesting authorization for
official travel for members of advisory councils or advisory committees
must be submitted in advance of travel to the appropriate delegated
approving official.

### Claims for Reimbursement

Members of national advisory councils and advisory committees will
submit reimbursement claims on the Standard Form 1012, Travel Voucher,
or the automated equivalent. Receipts will be required in accordance
with FTR 301-52.4 and HHS policy established in this Manual.

# Travel Reports to Oversight Agencies

This Section provides supplemental guidance on the key travel reports
that must be submitted by the HHS and/or its Operating and Staff
Divisions (OPDIVs/STAFFDIVs) on a regularly scheduled basis. Heads of
OPDIVS/STAFFDIVs or their designees must ensure that there are automated
and/or manual systems in place to collect and report required
information accurately on a timely basis.

## GSA Survey on Agency Payments for Employee Travel and Relocation

Each OPDIV/STAFFDIV that incurs more than \$5 million for travel and
relocation during the fiscal year immediately preceding the GSA survey
year must submit a separate survey to GSA. A consolidated report for all
other OPDIVs and STAFFDIVs not reaching the \$5 million level (referred
to as "HHS-Other") will also be submitted. OPDIVs/STAFFDIVs in the
HHS-Other group must provide the designated compiling OPDIV with any
information it requests to complete the DHHS-Other report. The Office of
the Assistant Secretary for Administration and Management (ASAM), Office
of Acquisition Management and Policy (OAMP), will serve as the liaison
with GSA and provide information regarding due dates, requests for
extensions, etc.

All participating OPDIVs/STAFFDIVs are expected to provide required
information accurately and on time. Reports will be reviewed by a senior
financial manager and submitted directly to GSA, preferably in
electronic format. A hard copy will also be provided to ASAM and OAMP
for informational purposes. This report is generally due every two
years.

**[Federal Travel Regulation Guidelines]{.underline}**

-   Part 300‑70, Subpart A Requirement to Report Agency Payments for
    Employee Travel and Relocation

## Report on the Use of First-Class Transportation Accommodations

GSA requires agencies to submit an annual "Report on the Use of First
Class Transportation Accommodations" on a fiscal year basis. Separate
OPDIV/STAFFDIV reports must be submitted to ASAM/OAMP/DTPP, in
accordance with established deadlines. Reports should be submitted
electronically in the spreadsheet format issued by ASAM/OAMP for
reporting purposes. No changes should be made to the format, which is
prescribed by GSA. Negative reports are also required; if no first-class
transportation expenses were incurred.

Required data elements include:

1.  Mode of travel (air, ship, train)

2.  Name of traveler

3.  Origin city and state

4.  Destination city, state, or foreign country

5.  Beginning date of travel

6.  Purpose of travel (site visit, information meeting, training, etc.)

7.  Circumstances justifying use of first class accommodation
    (disability, security, etc.)

8.  Actual first class accommodation fare

9.  Coach class accommodation fare for actual route used

**[Federal Travel Regulation Guidelines]{.underline}**

-   Part 300‑70 Subpart B, Requirement to Report Use of First‑Class
    Transportation Accommodations (Effective FY 2008, Business Class
    Travel will be reported)

## Semi-Annual Report of Payments Accepted from a Non-Federal Source

Section 1353 of Title 31, United States Code, authorizes the acceptance
by Executive Branch agencies of payments for travel, subsistence, and
related expenses from non-Federal sources in connection with the
attendance of employees at certain meetings or similar functions. The
statute provides that the head of each agency shall submit to the
Director of the Office of Government Ethics (OGE) semi-annual reports of
payments of more than \$250 per event accepted under this authority.
Reports are due from HHS to OGE on May 31 and November 30 of each year.
Only travel payments accepted under the authority of 31 U.S.C. 1353 must
be reported to OGE.

OPDIVs and STAFFDIVs that have reportable payments may use the Standard
Forms issued by GSA for reporting purposes. Copies can be printed from
the GSA website ([www.gsa.gov/forms](http://www.gsa.gov/forms) ). The
report forms are: SF-326, Semiannual Report of Payments Accepted from a
Non-Federal Source, and SF-326A, Continuation Pages. Alternatively,
responding divisions may use the automated spreadsheet format issued by
ASAM/OAMP for reporting purposes. Negative responses are also required,
if no payments of more than \$250 per event were accepted under this
authority. Individual OPDIV and STAFFDIV reports, or a negative
response, must be submitted to ASAM/OAMP in accordance with established
deadlines.

**Note:** See FTR 304‑3.17, Reports, for detailed reporting
requirements.

**[Federal Travel Regulation Guidelines]{.underline}**

-   Part 304 Subchapter A, Employee's Acceptance of Payment from a
    Non‑Federal Source for Travel Expenses

## Semi-Annual Senior Federal Travel Report

GSA requires all agencies to submit on a semi‑annual basis, information
on: (a) non-mission travel on government aircraft by Senior Federal
officials, dependents, and non-Federal travelers, and (b) mission and
non-mission travel on government aircraft by Senior Executive Branch
officials. Each agency is responsible for reporting travel by personnel
transported on aircraft scheduled by their own agency. Government
aircraft includes fixed and rotary wing aircraft that the agency owns,
leases, contracts for, charters, or rents. Travel in aircraft used by or
in support of the President/Vice President and travel by officials from
the Legislative and Judicial Branches and persons accompanying them are
excluded from the reporting requirement.

The reporting periods are October 1 through March 31 and April 1 through
September 30 of each fiscal year. A consolidated departmental report is
due to GSA no later than 30 days after the close of each reporting
period and must contain the following information:

1.  The person's name, indicating if they are either a Senior Federal
    official or non‑Federal traveler, whichever is appropriate;

2.  The traveler's organization and title or other appropriate
    descriptive information (e.g., dependent, press, etc.);

3.  Name of authorizing Agency;

4.  The official purpose of the trip;

5.  The destination(s);

6.  For personal or political travel, the amount the traveler must
    reimburse the Government (i.e., the full coach fare or appropriate
    share of that fare);

7.  For official travel, the comparable city‑pair fare (if available to
    the traveler) or the full coach fare if the city‑pair fare is not
    available;

8.  The cost to the Government to carry this person (i.e., the
    appropriate allocated share of the Federal or CAS aircraft trip
    costs).

**Note:** Trips that are designated as classified are not required to be
included in this report. However, documentation for such travel must be
maintained for two years and made available if requested by GSA.

If there is no reportable Senior Federal travel, the agency is required
to submit a Negative Report. All formats are established by GSA and the
appropriate forms will be distributed with the electronic notification
at the end of each reporting cycle. OPDIV/STAFFDIV reports must be
submitted to ASAM/OAMP, in accordance with established deadlines.
Reports should be submitted electronically in the spreadsheet format
issued by ASAM/OAMP for reporting purposes. No changes should be made to
the format, which is prescribed by GSA.

**[Federal Travel Regulation Guidelines]{.underline}**

-   FTR Part 301‑70, Subpart J, Policies and Procedures for Agencies
    that Own or Hire Government Aircraft for Travel

## OMB Quarterly Report on the Travel Charge Card

The Office of Management and Budget (OMB) requires agencies listed in
the original Chief Financial Officers Act of 1990 to submit quarterly
reports on specific information identified in OMB Circular No. A-123,
Appendix B, Section 5.3, as well as an annual narrative report. Separate
OPDIV/STAFFDIV reports must be submitted to ASAM/OAMP, in accordance
with the established deadlines for each report.

### Quarterly Reports 

Quarterly Reports should be submitted electronically in the spreadsheet
format issued by OMB for reporting purposes. No changes should be made
to the format. The required data elements include:

1.  Number of cards;

2.  Number of active accounts;

3.  Percentage of employees that are cardholders;

4.  Net number of new accounts (new less cancelled);

5.  Charge card dollars spent; total refunds earned; percentage of
    potential refunds earned;

6.  Number of cases reported by the agency Office of the Inspector
    General;

7.  Number of administrative and/ disciplinary actions taken for care
    misuse (including delinquency);

8.  Number and percentage of travel cards with monthly and/or
    transaction limits (\$0 - \$2,500; \$2,500 - \$5,000; \$5,000 -
    \$7,500; \$7,500 -- above);

9.  Number and percentage of travel cards with ATM withdrawal limits
    ((\$0 - \$2,500; \$2,500 - \$5,000; \$5,000 - \$7,500; \$7,500 --
    above); and

10. Percentage of travel cardholders that travel less than five times
    annually.

### Annual Narratives

Annual Narrative Reports should be submitted to ASAM/OAMP with the
required information. Annual Narrative Report required data elements
include but, are not limited to the following:

1.  The date(s) of most recent and next scheduled independent review
    (e.g., Office of the Inspector General) for all agencies charge card
    programs;

2.  A description of the current process for monitoring delinquency,
    including what reports the agency reviews and what actions are taken
    when a problem is discovered;

3.  A description of the steps the agency takes to address protracted
    turnaround time (\> than 15 working days) following voucher
    submission for travel voucher reimbursement, if applicable;

4.  A description of the method the agency utilizes to identify and
    detect possible card misuse, including the use of any specialized
    information technology solutions as well as any requests to charge
    card vendors for data reports;

5.  Agency future plans (within the next 12 months) to enhance charge
    card systems by automating review to detect instances of abuse,
    misuse, and fraud;

6.  A description of any best practices the agency employs in charge
    card management; and

7.  Any additional useful information regarding charge card programs.

# Travel Authorizations, Voucher Claims, and Advances

This Section provides supplemental guidance on the issuance and use of
travel authorizations, including requests, preparation, amendments, and
cancellations. This Section sets forth general requirements for
preparation and approval of vouchers for reimbursement of expenses
incurred when traveling on official business.

## Initiation of Travel Authorizations

### Travel Orders - General

A travel order is the official authorization to perform temporary duty
travel and, if applicable, to incur change of station expenses. It
should specify, to the greatest extent possible, the travel to be
performed and the expenses to be incurred. Ordinarily, expenses should
not be incurred until the travel order has been issued. To fully protect
the rights of the traveler, travel and transportation should be
authorized in advance through the e-Gov travel system or in rare
circumstances on an official electronic travel order or a hard copy
HHS-1, Travel Order. All authorizations must have a written or
electronic signature by an official delegated to authorize travel.

In emergencies, when prior authorization cannot be obtained, a travel
order of current date may be issued in accordance with the HHS OPDIV's
or STAFFDIV's established procedures for this exception. Lack of advance
written authorization for travel will not in itself void the traveler's
rights under the Federal Employee's Compensation Act in the event of
accident or injury. A subsequently-approved travel order or a written
statement from the supervisor that the traveler was performing official
duties when the accident occurred will be adequate evidence to afford
coverage. The traveler should, however, exercise careful judgment in the
performance of travel without an authorized travel order, at a minimum
by obtaining verbal or informal written authorization (i.e., e-mail)
from an appropriate delegated travel approving official before departing
on the trip.

**Caution:** An employee who either performs temporary duty travel or
departs earlier than necessary to carry out the purpose of travel,
without proper authorization does so at the risk of not being reimbursed
for expenses or losing benefits that may accrue.

#### Advance Authorizations of Allowances- FTR Requirements

> FTR 301-2.5 requires specific written or electronic advance
> authorization of the following temporary duty travel allowances:

1.  Use of reduced fares for group or charter arrangements;

2.  Reduced rate per diem;

3.  Acceptance of payment from a non‑Federal source for travel expenses;
    and

4.  Travel expenses related to attendance at a conference.

#### Advance Authorization of Allowances

> Federal and Departmental policy requires specific written or
> electronic authorization of the following allowances. Every effort
> should be made to obtain authorization in advance of travel. When
> prior authorization is not possible or practical, post-trip approval
> may be issued through an amended travel order or on the travel
> voucher, in accordance with the pertinent OPDIV travel system's
> procedural requirements:

1.  Use of premium class service on common carrier transportation;

2.  Use of foreign air carrier;

3.  Use of cash (including personal charge card or check) to pay for
    domestic common carrier transportation in excess of \$100;

4.  Use of extra-fare train service;

5.  Travel by ship;

6.  Use of rental car;

7.  Use of government aircraft;

8.  Payment of actual expenses or conference lodging allowance;

9.  Travel expenses related to emergency travel;

10. Transportation expenses related to threatened law
    enforcement/investigative employees and members of their families;

11. Travel expenses related to travel to a foreign area; except as
    provided by agency mission;

12. Excess baggage or weight; and

13. Use of internet services when required for official duties.

#### Travel Authorization Timeframe

> It is HHS policy that travel orders will be initiated by the traveler
> or the travel preparer within the following time frames, unless an
> unusual, emergency situation requires a shorter authorization period

##### Domestic Travel {#domestic-travel .unnumbered}

> Forms initiated for domestic travel should reach the authorizing
> official at least five working days before the scheduled date of
> departure.

##### Foreign Travel {#foreign-travel .unnumbered}

> Forms initiated for foreign travel should reach the authorizing
> official at least 30 days before the scheduled date of departure.
> Before initiating travel orders involving foreign travel, see Chapter
> 6: International Travel, for additional requirements or variations in
> procedures.
>
> **[Federal Travel Regulation Guidelines]{.underline}**

-   FTR Part 301-71, Subpart B, Travel Authorization

### HHS-1, Travel Order Form

Form HHS-1, Travel Order is the standard hard copy travel order used
within the Department, only when the e-Gov travel system cannot be used
to generate an electronic travel order.

### Additional Documentation Requirements

Frequently, travel orders require additional supporting documentation,
such as: HHS Form 348, Request and Approval for Acceptance of Payment of
Travel Expenses. For specific requirements, refer to the appropriate HHS
Travel Manual section covering special travel topics, e.g.,
International Travel and Sponsored Travel.

### Types of Travel Orders

The FTR permits three basic types of travel authorizations:
Trip-by-trip, Limited Open, and Unlimited Open.

These orders must include:

1.  The name of the traveler(s);

2.  Proper authorization from the delegated approving official;

3.  Purpose of travel;

4.  Any conditions or limitations on the authorization;

5.  An estimate of the travel costs (for open authorizations, it should
    include an estimate of the travel costs over the period covered);
    and

6.  A statement that the traveler is authorized to travel.

**[Federal Travel Regulation Guidelines]{.underline}**

-   FTR 301‑71.103

#### Trip-by-Trip Authorization

> A trip-by-trip authorization is the preferred and usual means for
> authorizing travel related to temporary duty or a permanent or
> temporary change of station. The automated travel systems administered
> by HHS OPDIVs are set up to require the issuance of a trip-by-trip
> order before a temporary duty travel voucher can be submitted and
> travel expenses can be approved for payment.

#### Limited Open and Unlimited Open Authorizations

> If an OPDIV's or STAFFDIV's management determines that these types of
> authorizations are appropriate and necessary due to unusual,
> exceptional circumstances, the following Departmental guidelines
> should be followed:

##### Limited Open Authorization {#limited-open-authorization .unnumbered}

> A limited open authorization permits an individual to travel without
> further authorization under certain specified conditions. Its use is
> expressly discouraged and should be limited only to travelers who are
> expected, as part of their work assignment, to conduct frequent,
> specific, and repetitive travel within a designated area and must
> frequently embark on trips without enough advance notice to obtain
> orders more specific as to the travel to be performed and its expected
> duration.
>
> The travel order must state realistic limitations covering the
> specific purpose of such travel (use of general terms such as "to
> conduct official business" are not acceptable), geographic area,
> travel duration, and cost.
>
> A limited open travel order is valid only for trips taken within the
> authorized specific geographical area for the stated purpose.
> Employees who hold this type order must be issued trip-by-trip orders
> for any assignments not covered by the limited open authorization.
>
> Under no circumstances may a limited open authorization be issued to
> cover a wide geographic area, thereby permitting the employee to
> travel at will and without reasonable opportunities for supervision of
> the travel.
>
> Limited travel authorizations intended to cover a number of employees
> authorized to travel for a common purpose within a specific geographic
> area will include a listing of each individual employee together with
> the related identifying information normally included on a
> trip-by-trip travel authorization.
>
> Limited open authorizations may not be issued to cover more than one
> fiscal year and must be re-validated each quarter by the delegated
> travel approving official. If travel is no longer required for an
> employee, the order will be terminated.

##### Unlimited Open Authorizations {#unlimited-open-authorizations .unnumbered}

> An unlimited open authorization permits an individual to travel for
> any purpose without further authorization. Unlimited open
> authorizations for travel are reserved for use only by the Secretary,
> Deputy Secretary, Chief of Staff, the Heads of STAFFDIVs and OPDIVs,
> and Regional Directors. This type authorization should only be used on
> an exception basis and then only when absolutely essential. Should
> there be a need for this type authorization, each trip must be
> justified separately, and documentation must be maintained on file as
> to the purpose of individual trips taken.
>
> **Note:**
>
> Open authorizations (limited or unlimited) may NOT be issued for
> travel outside of the continental U.S. (OCONUS), conference
> attendance, training, entitlement (such as overseas tour renewal), and
> relocation travel. They may not be issued to individuals who are not
> employees of the OPDIV or STAFFDIV. A trip-by-trip authorization must
> be issued under these circumstances.
>
> It is the responsibility of the OPDIV's/STAFFDIV's management to
> define supplemental policies and procedures for using either a limited
> or unlimited open authorization.
>
> For example, it may be required that an individual trip-by-trip
> authorization be issued in order for the traveler to submit a travel
> voucher and be reimbursed. Any HHS organization which is serviced by
> the Program Support Center's travel management system, and which
> wishes to use open authorizations, must coordinate and reach a mutual
> policy and procedural agreement within these guidelines with the PSC
> Financial Management Service before issuing such authorizations.

#### Amended Orders

> An amended order may be issued when a change in a previous order is
> necessary. It should be requested and issued when authority contained
> in the original order is insufficient for performance of official
> business or to permit the traveler to incur and be reimbursed for
> additional allowable expenses. Travel orders should be amended when:

1.  The day of departure or return exceeds by more than 5 days what was
    authorized on the original travel order; [or]{.underline}

2.  The total actual expenses for the trip exceed the approved amount on
    the original travel order by the maximum threshold established by
    the pertinent agency; [or]{.underline}

3.  The itinerary needs to be changed to add an alternate temporary duty
    site; [or]{.underline}

4.  An item requiring special authorization was erroneously omitted.

### Travel Orders under Reimbursable Agreements

Reimbursable travel is performed in accordance with a written agreement
between the Department and another Federal agency or a non‑Federal
organization or institution. Travel under these conditions is subject to
all of the laws, regulations, and policies referenced or contained in
this manual. (Depending on the requirements and flexibilities of OPDIVs'
travel systems, reimbursable travel performed for another OPDIV/STAFFDIV
may be handled through a similar written agreement or by a less formal
means.)

### Travel of an HHS Employee for Another Federal Agency

The travel is to be performed in accordance with a written agreement
between the HHS component and the other Federal agency. This agreement
will specify the reimbursement terms of travel, per diem, and other
expenses.

There are two basic situations that can occur when travel is performed
for another Federal agency:

1.  The other Federal agency will agree to reimburse the HHS component
    for the employee's travel costs; the HHS component will pay for the
    travel from its appropriated funds and obtain reimbursement from the
    other Federal agency. The other Federal agency shall provide all the
    appropriate accounting information and their Agency Location Code
    (ALC) in order to expedite the interagency billing at the conclusion
    of the travel. Travel expenses that are paid with the HHS
    appropriated funds are subject to all Federal and Departmental
    policies. A "no cost" travel order must be prepared to authorize the
    traveler to conduct official business away from his/her duty station
    even though the employing OPDIV/STAFFDIV has not funded the travel.

> OR

2.  The other Federal agency will provide all travel expense
    reimbursement directly to the employee, including transportation
    tickets, per diem, etc. The other agency is responsible for issuing
    the "travel order," making all travel arrangements, and processing
    the travel voucher. In this case, the traveler should follow the
    rules and regulations of the sponsoring Federal agency.

> **Note:** All travel orders for reimbursable travel will be supported
> by a copy of the agreement between the HHS component and the other
> Federal agency.

### Travel for a Non‑Federal Organization

Travel orders for reimbursable travel will be supported by a copy of the
Form HHS-348, Agreement for Reimbursement from Non‑Federal Sources. The
HHS-348 form will specify reimbursement in terms of salary, travel, per
diem and other expenses. See Section 1.8: Acceptance of Payment for
additional information regarding reimbursable travel from non-Federal
sources.

### Orders for No-Expense-to-the-Government (NETG) Travel

Official temporary duty travel which is performed at no expense to the
Government should be covered by a Travel Authorization that shows that
the traveler is on official business while absent from his/her official
duty station.

For attendance at a conference, meeting, symposium, or similar event,
where the employee's time and participation are warranted, appropriated
funds must be used to pay for transportation and per diem expenses. If
however, the travel is in conjunction with a bona fide training activity
that falls under the guidelines of the Government Employees Training Act
(GETA), the OPDIV/STAFFDIV has the discretion to pay for all, a portion,
or none of the transportation and per diem expenses. (See 5 U.S.C.
4109).

In the event that none of the expenses are being paid, a NETG Travel
Authorization should be prepared. Under such circumstances, the employee
is conducting official business away from their official duty station
and the travel authorization will provide the usual government coverage
and protections (e.g., in case of an accident). In this scenario there
is no requirement for the employee to be placed on annual leave.

**Note:**

"No-cost" or "no expense to the Government (NETG)" travel authorizations
should be the rare exception. When an employee is authorized to accept
payment for travel and related expenses from a non-Federal source,
(i.e., HHS-348 Sponsored Travel) even in cases where there is no expense
to the Government, a Travel Authorization must be prepared.

GSA contract city pair fares should only be used for official travel
when appropriated funds are used to purchase the tickets. Therefore,
travelers cannot use the contract city pair fares for travel conducted
on a no-expense travel order.

**Note:**

Once a no-expense travel order is approved it cannot be amended to
authorize appropriated funds. (Comptroller General decision B‑192636,
December 15, 1978.)

### Prompt Cancellation of Travel Orders

Travel orders will be canceled as soon as it is determined that the
employee named therein will not travel or incur expenses under the
authority of the order. This is particularly important near the end of a
fiscal year when unnecessarily encumbered funds may preclude the
performance of other necessary travel.

### Travel Orders Covering Two Fiscal Years

Travel and transportation expenses of temporary duty travel spanning
more than one fiscal year should be charged against the appropriations
current in the fiscal years in which the expenses are incurred rather
than solely in the fiscal year in which the travel is ordered
(Comptroller General Decision Letter B‑238110, May 7, 1991).

When travel is to be performed beyond the end of the fiscal year, cost
estimates for temporary duty travel will be provided separately for the
two fiscal years involved, as follows:

1.  Tickets for round trip transportation will be charged against the
    appropriation current at the time the employee embarks on temporary
    duty travel, regardless of return date.

2.  Per diem and miscellaneous travel costs will be assigned to the
    applicable fiscal year appropriation in which they are incurred:

    a.  Costs incurred from the date travel is to begin, through the end
        of the fiscal year; and

    b.  Costs incurred from the beginning of the next fiscal year,
        through the date travel is to end.

## Travel Vouchers

### General

Employees traveling on official business are expected to exercise the
same care in incurring expenses that they would exercise if traveling on
personal business, i.e., "prudent person" rule.

Employees are responsible for performing travel in accordance with the
provisions of the Federal Travel Regulation (FTR), the HHS Travel
Manual, and supplemental policy/procedural guidance issued by the
relevant OPDIV or STAFFDIV keeping adequate records of their
expenditures, and providing the necessary facts, details, and supporting
evidence for the proper preparation of their vouchers.

Every voucher must be complete as to form, facts, details, and
supporting documentation in accordance with the provisions of the
Federal Travel Regulation (FTR), the HHS Travel Manual, and any
supplemental policy and procedural requirements issued by the relevant
OPDIV or STAFFDIV. Otherwise, there may be suspensions of voucher
payment and disallowances. The traveler is responsible for the
correctness of all statements set forth in the voucher. Unusual items
should be fully explained. Falsification of an item on an expense
voucher may result in forfeiture of the 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 five years, or both.

### Approving Official Responsibilities

Travel voucher approving officials hold significant management control
responsibility. They need to be knowledgeable about Federal regulations
and HHS travel policies and procedures, as well as the traveler's
activities. They must ensure that:

-   The claim is properly prepared in accordance with governing policies
    and procedures;

-   Proper travel authorization is provided;

-   Expenses claimed are authorized and allowable;

-   Amounts claimed are accurate; and

-   Required receipts, statements, justifications, etc., are added to
    the e-Gov travel system's travel voucher documentation.

### OPDIV/STAFFDIV Management Controls

Each OPDIV or STAFFDIV must establish a system of management controls to
ensure that:

-   Travel vouchers are reviewed appropriately and timely by
    knowledgeable approving officials;

-   Approved travel vouchers are forwarded to finance offices timely,
    either electronically through the e-Gov travel system or manually;

-   Employees are notified promptly of any disallowed claims, with a
    detailed explanation as to why the claim was disallowed;

-   An official process is established and communicated to employees
    about appealing a disallowed claim. If an employee disagrees with
    the appeals decision, the OPDIV or STAFFDIV will advise the employee
    of his/her right to request review of the claim by the GSA Board of
    Contract Appeals (GSBCA) in accordance with the GSBCA's Rule 401,
    Rules of Procedure for Travel and Relocation Expenses Cases
    (available on its Internet Website:
    [www.gsbca.gsa.gov](http://www.gsbca.gsa.gov/) ). GSBCA will not
    hear appeals from bargaining unit members unless the applicable
    collective bargaining agreement explicitly and clearly excludes a
    travel/relocation matter from the negotiated grievance process; see
    Matter of Julio Gagot-Mangual, GSBCA No. 16117‑TRAV; and

-   Procedures are established by approving offices to meet
    documentation retention requirements for travel vouchers and
    supporting documentation in accordance with General Records Schedule
    9, Travel and Transportation Records, issued by the National
    Archives and Records Administration. For example, travel orders,
    original vouchers and supporting documents covering passenger
    transportation and per diem charges must be maintained for 6 years
    and 3 months after the voucher has been paid.

**[Federal Travel Regulation Guidelines]{.underline}**

-   FTR Part 301-52, Claiming Reimbursement

-   FTR Part 301-71, Subpart C, Travel ‑ Claims for Reimbursement

### SF-1012, Travel Voucher

Standard Form 1012, Travel Voucher, is the standard hard copy travel
voucher used within the Government, when the e-Gov travel system cannot
be used to generate an electronic voucher.

### Travel Voucher: Proper Elements, Time Frames, and Late Payment Penalties

Refer to Section 9.3 for information about the proper elements of a
travel voucher, and time frames for submission by the employee, review
by the approving office, and payment by the finance office.

## Travel Advances

This Section provides supplemental guidance for the authorization,
issuance, and liquidation of travel advances. The provisions of this
Section apply to both domestic and foreign travel of individuals whose
travel expenses are paid for by an HHS OPDIV or STAFFDIV. Advance of
funds for change of official station are covered in the Federal Travel
Regulation (Chapter 302) and are limited to the specific relocation
situation for which an employee may receive an advance of funds.

### Employees Eligible for Advance of Funds

In general, employees, intermittent experts or consultants, and
invitational travelers, who are authorized to travel on official
business, may be eligible for an advance of funds. Travel advances may
not be authorized or issued to contractors.

#### Exceptions

> It is HHS policy that:

1.  An employee who refuses to apply for and/or use the travel charge
    card for official travel and is not covered by an exemption, will
    not be authorized a cash travel advance from the finance office
    (refer to Section 9.2.6: Refusal to Apply for and/or Use the
    Government Travel Charge Card); and

2.  An employee whose travel charge card is cancelled due to misuse is
    considered to have elected by his/her misconduct not to use the card
    as required for payment of travel expenses, which disqualifies
    him/her from receiving an advance (refer to FTR 301‑71.300 and
    Section 3.3.2.1 below).

> **Note:**
>
> Check with the appropriate OPDIV/STAFFDIV finance office to verify if
> additional exceptions are provided.

**[Federal Travel Regulation Guidelines]{.underline}**

-   FTR 301‑51, Subpart C, Receiving Travel Advances

-   FTR 301‑71, Subpart D, Accounting for Travel Advances

### Method of Travel Advance Payment

Heads of OPDIVs, or their designees who implement travel accounting
systems for HHS employees, will establish travel advance policies within
the requirements of the FTR and this Manual.

In accordance with FTR 301‑71.303, the following data must be captured
for each request for an advance:

1.  The name and social security number of the employee who has an
    advance;

2.  The amount of each advance;

3.  The date of its issuance; and

4.  The date of reconciliation for unused portions of all travel
    advances.

HHS automated systems must authorize, control, and liquidate travel
advances in accordance with the financial Systems Integration Office
(formerly JFMIP) Travel System Requirements and the requirements of the
FTR and this Manual. They should provide data for automatic aging of
outstanding travel advances based on the end of trip date and generate
follow-up notices to the traveler and administrative staff concerning
delinquent advances. If a travel advance must be authorized outside of
an automated system, the Standard Form 1038, Application and Account for
Advance of Funds, should be used, and the necessary management controls
should be established through manual and/or electronic means.

#### Calculating Allowable Advance

> The maximum allowable travel advance shall be calculated as follows:

##### Employees with Government-issued Individual Billed Account (IBA) Travel Charge Cards {#employees-with-government-issued-individual-billed-account-iba-travel-charge-cards .unnumbered}

> Employees who have an open IBA may be authorized a travel advance and
> are expected to obtain the authorized advance using the Automated
> Teller Machine (ATM). An ATM cash advance may be authorized to cover
> anticipated out-of-pocket incidental travel expenses, such as ground
> transportation or occasional meals, which generally cannot be
> purchased with the charge card. See Section 9.2.2 for a list of items
> exempt from the mandatory use of the travel charge card.
>
> In unusual circumstances (such as travel to remote locations), the
> travel authorizing official may determine that an employee will not be
> able to use the ATM feature to cover all of his/her anticipated cash
> out-of-pocket travel expenses and may authorize the issuance of a
> non-ATM cash travel advance from the servicing finance office. Note:
> The employee may not be able to use the IBA at all in some remote
> locations (e.g., certain foreign countries). In such instances, the
> travel advance may include funds to cover expected travel expenses
> such as lodging and meals.

##### Individuals Exempt from the Use of the Government-issued Individual Billed Account (IBA) Travel Charge Card {#individuals-exempt-from-the-use-of-the-government-issued-individual-billed-account-iba-travel-charge-card .unnumbered}

> Those individuals who are exempt from the mandatory use of the
> Government-issued travel charge card (as defined in Section 9.2), such
> as infrequent travelers and those who are not, by policy, prohibited
> from receiving an advance, may request a non-ATM travel advance from
> their servicing finance office. A traditional travel advance shall not
> exceed 60 percent of the total estimated M&IE, lodging, and other
> miscellaneous expenses authorized on the travel order. All common
> carrier (e.g., airfare) expenses should be obtained through the Travel
> Management Center (TMC) and charged to a Centrally Billed Account
> (CBA); therefore, those expenses should not be included when
> calculating the advance.
>
> **Note:**
>
> If the employee's supervisor determines that the 60 percent limitation
> will result in a justifiable and significant financial hardship on the
> employee, the supervisor with the concurrence of the travel approving
> official may in their discretion advance up to 100 percent of the
> estimated reimbursable expenses for an individual trip. The
> justification must be documented on the travel order.
>
> **Exception:**
>
> Under extremely limited circumstances, a traveler performing temporary
> duty travel in a foreign country may be required to procure passenger
> transportation that cannot be purchased using a government-issued
> travel charge card. In such cases, where the traveler would have to
> pay these expenses out of pocket, they may be included in the
> calculation of the travel advance.
>
> For all travel within the Continental United States (CONUS), the
> amount advanced must not exceed estimated expenses for a period of 45
> days. For foreign travel, consideration may be given to time in travel
> status and time required for submission and payment of the employee's
> travel voucher.
>
> According to the FTR, the use of cash travel advances should be
> minimized. However, employees should not be required to pay travel
> expenses using personal funds unless the employee has elected not to
> use alternative resources provided by the Government, such as the
> Government-issued travel charge card. It is the policy of this
> Department that any employee, who misuses a travel charge card to the
> extent that the card is cancelled, is considered to have elected by
> his/her misconduct not to use the card for payment of travel expenses.
> An advance of funds for travel will not be permitted to such an
> employee.
>
> **Note:**
>
> Heads of OPDIVs/STAFFDIVs, or their designees, may issue more
> restrictive policies regarding the issuance of travel advances to
> their employees.

**[Federal Travel Regulation Guidelines]{.underline}**

-   FTR Part 301‑51, Subpart C, Receiving Travel Advances

### Liquidation of Travel Advances

The employee shall repay any portion of his/her travel advance not used
for reimbursable expenses. The amount of the advance must be stated on
the travel voucher in accordance with the provisions listed below. If
the amount of reimbursement to the employee is inadequate to liquidate
the advance, the employee shall pay the difference in cash, or by check
or money order made payable to HHS or the specific OPDIV by name (in
accordance with OPDIV's travel management procedures).

Payment must be made as soon as the amount of the unused advance is
established with certainty, as explained below.

#### Specific Trip

> When the advance is for a specific trip, a travel voucher must be
> submitted within five working days after completion of the trip for
> which the advance was issued. The voucher must reflect the amount of
> the advance and any amount not used during travel that the employee
> should repay, based upon the expenses claimed.
>
> The voucher will be processed through the usual OPDIV/STAFFDIV
> protocol to determine the actual amount of reimbursable expenses and
> proper offset of the advance against reimbursement due to the
> employee. Any portion of the advance that was not used for authorized
> expenses must be refunded.
>
> A notice of any payment due for unused advance funds will be sent to
> the employee by the finance office, and will include a description of
> how to dispute the amount due, penalties for late payment, and other
> applicable requirements and procedures.
>
> Payment of the amount of the unused advance must be received from the
> employee within 15 days from the date of this notice or the date any
> timely dispute over calculation of the amount is resolved, whichever
> is later. If payment is not received by this due date, interest will
> accrue on the unliquidated amount, and the entire amount (including
> interest) may be recovered by offset against any monies otherwise
> payable to the employee.
>
> The traveler should be informed that travel advances are issued in
> 45-day increments and of the necessity to submit his/her travel
> vouchers through proper channels to the paying finance office every 30
> days and immediately upon completion of the travel. The amount of any
> unused advance will be calculated for each voucher separately, and
> must be refunded as provided above.
>
> At any time the finance office deems it necessary, an employee may be
> required to liquidate the outstanding balance, reduce the amount, or
> justify continuation of a travel advance.

#### Trip Cancellation

> In the event of cancellation or indefinite postponement of travel for
> which an advance has been issued, the employee shall immediately
> refund the full amount of the advance.

### Control of Travel Advances

Each OPDIV or STAFFDIV must maintain travel advance records with
appropriate safeguards and review procedures. Outstanding travel
advances should be reviewed monthly. Normally, the review can be made at
the same time that travel advance records are reconciled with the
general ledger control account. The primary purpose of the review is to
identify travel advance balances that have not been reduced during the
periods specified below. Unless the finance office is already aware of,
and is satisfied with, the reason why a balance has not been reduced,
appropriate recovery action should be taken.

**Note:**

Each OPDIV's/STAFFDIV's finance office is responsible for the control of
travel advances under these policies. However, that office may establish
a system of controls where the authorizing program office shares
responsibility for monitoring and controlling travel advances within
their offices. In this case, it is the finance office's responsibility
to issue clear procedures for program offices to follow in terms of
monitoring and controlling travel advances, including how to handle
delinquent, outstanding balances.

Employees must liquidate advances upon separation or transfer from the
Department. Each OPDIV/STAFFDIV will take action to insure that
employees leaving the Department have cleared all outstanding advances
prior to their departure.

## Travel Reservations, Frequent Traveler Programs, and OPDIV Travel Programs

This Section provides supplemental guidance to HHS civilian employees,
invitational travelers, and OPDIV management on making official travel
reservations, participating in frequent traveler programs, and
implementing OPDIV travel programs.

### Mandatory Use of Government Travel Management Services for Reservations

When the OPDIV provides travel management services under a government
contract, such as a commercial travel agent - Travel Management Center
(TMC) or an electronic travel services system (TSS), employees must use
those services to arrange for common carrier transportation, lodging,
and rental car. If an employee uses an unauthorized travel agent or
unauthorized travel management center, the employee will be responsible
for any additional costs that result from the unauthorized use and may
be subject to any penalties the OPDIV may impose.

#### TMC Exemptions

> HHS policy allows four exceptions from mandatory use of government
> contracted TMC for reservations:

1.  If a government agency sponsors a conference, arranges for a block
    of rooms to be available for Federal attendees at a specified rate
    (not to exceed 25 percent over the lodging rate for the area) in one
    or more specific hotels, and provides a telephone number for making
    reservations, the traveler or his/her office may make the
    reservation through this method.

2.  If there is an unusual, emergency situation where it is not possible
    to use the Government contracted travel management services for
    arranging for common carrier transportation, lodging, and/or car
    rental, the delegated travel authorizing official may grant an
    exception for the specific travel arrangement, if appropriate
    justification is provided.

3.  When the GSA FedRooms Program is used to secure lodging
    accommodations and it is not possible to use the Government
    contracted travel management services for such arrangements since
    reservations must be made through the GSA program directly. (see GSA
    FedRooms website:
    [http://www.gsa.gov/Portal/gsa/ep/contentView.do?P'FBC5&contentId'18916&contentType'GSA_OVERVIEW](http://www.gsa.gov/Portal/gsa/ep/contentView.do?P=FBC5&contentId=18916&contentType=GSA_OVERVIEW)
    )

4.  When a combined transportation/lodging package is cost advantageous
    to the Government and the TMC does not have access to such services
    and accommodations.

**[Federal Travel Regulation Guidelines]{.underline}**

-   FTR Part 301‑50, Arranging for Travel Services

-   FTR Part 301‑73, Travel Programs

### Frequent Traveler Programs and Promotional Materials

#### General Policy

> A traveler who receives a promotional item, such as frequent flyer
> miles, upgrades, or access to carrier clubs, as a result of using
> travel or transportation services obtained at Federal government
> expense, or accepted under Title 31, U.S.C.1353, may retain the
> promotional item for personal use, if such item is obtained under the
> same conditions as those offered to the general public and at no
> additional cost to the Federal government.

#### Redeeming Frequent Traveler Benefits and Promotional Materials

> Employees may use frequent traveler benefits or promotional materials
> earned on official travel to obtain travel services for a subsequent
> official travel assignment(s) or retain such benefits for personal
> use, including upgrading to a higher class of service. Employees may
> not select or choose a travel service provider based on whether it
> provides frequent traveler benefits or to gain frequent traveler
> benefits for personal use. OPDIVs/STAFFDIVs may not authorize purchase
> of a higher cost ticket from the TMC for the purpose of enabling an
> employee to apply their frequent flyer miles for upgraded seating.
> When redeeming frequent traveler benefits or promotional materials for
> subsequent official travel, the employee must comply with governing
> Federal travel regulations, such as the mandatory use of the travel
> management services and contract city-pair fares. Exceptions to these
> regulations may be found in FTR 301‑73.102, *Mandatory Use of Travel
> Management Service*, and FTR 301‑10.107 and 301‑10.108, *Mandatory Use
> of Contract City-Pair Fares*. (Note that if an employee is redeeming a
> free round-trip frequent-flyer ticket for use on official business
> travel, at no cost to the Government, an exemption permits use of a
> non-contract city-pair carrier.)

**[Federal Travel Regulation Guidelines]{.underline}**

-   FTR Part 301‑10, Subpart B ‑ Use of Contract City-Pair Fares

-   FTR 301‑71.300 (policy governing use of travel advances)

### OPDIV Travel Management Programs

HHS OPDIVs are responsible for providing a travel management program for
their employees; that will include: (a) travel management services, (b)
commercial passenger transportation services, and (c) travel payment
system services. OPDIVs are responsible for establishing and
communicating supplemental policies and procedures to govern the use of
these travel management, transportation, and payment services, as
appropriate.

OPDIV travel management and payment systems should provide for the
procurement of travel services through the Government-issued Individual
Billed Account (IBA) travel charge card or Centrally Billed Account
(CBA).

**[Federal Travel Regulation Guidelines]{.underline}**

-   FTR Part 301-10.107, Use of Contract City-Pair Fares

-   FTR Part 301‑50, Arranging for Travel Services

-   FTR Part 301‑73, Travel Programs

# Passenger Travel and Allowances

## Transportation Expenses

This Section provides supplemental guidance for HHS civilian employees,
invitational travelers, and OPDIVs/STAFFDIVs regarding allowable
transportation expenses for temporary duty travel.

### Transportation Expenses - General

HHS travel authorizing and approving officials, as well as HHS
travelers, will follow the provisions of the Federal Travel Regulation
and these supplemental HHS policy guidelines in authorizing, incurring,
and approving transportation expenses.

**[Federal Travel Regulation Guidelines]{.underline}**

-   FTR Part 301-10, Transportation Expenses

-   FTR Part 301-70, Subpart B, Agency Responsibilities for Policies and
    Procedures Relating to Transportation

-   FTR Part 301-72, Agency Responsibilities Related to Common Carrier
    Transportation

These sections of the FTR provide detailed guidance to the employee and
to the agency\'s management regarding transportation expense policies.
Topics in FTR Part 301-10 include:

-   Subpart A: General (transportation method and routing)

-   Subpart B: Common Carrier Transportation

-   Air: Mandatory use of contract city-pair fares

-   Air: Fly America requirements

-   Air: Compensation for denial of boarding and voluntary vacating of
    seat

-   Air: When other than coach class is allowed

-   Train: When other than coach class is allowed

-   Ship: U.S. flag ship requirement and class of accommodation

-   Local transit system use (bus, subway, etc.)

-   Subpart C: Government Automobile and Aircraft use

-   Subpart D: Privately Owned Vehicle use

-   Subpart E: Special Conveyance use (taxis, shuttles, and rental cars)

### Transportation Method and Routing, and Gratuities

#### Transportation Method and Routing

> The HHS travel authorizing official is responsible for determining the
> method(s) of transportation most advantageous to the Government, when
> cost, timing, and other factors are considered. If actual travel time
> requires only part of a day, employees are expected to work or take
> approved leave for their remaining duty hours in that day. (See
> Section 4.1.9: Internal Controls over the Authorization and Payment of
> Transportation Expenses for further explanation and examples.) If an
> employee travels by a non-authorized method of transportation, any
> additional expenses will be borne by the employee. Example: If an
> employee is authorized to travel via common carrier and chooses to
> travel via personally‑owned vehicle (POV), the total constructive cost
> of the trip via the authorized method (common carrier) must be
> calculated (including transportation, per diem, etc.) and then
> compared to the total actual cost of the trip via POV. The employee\'s
> reimbursement is limited to actual expense, not to exceed the total
> constructive cost.
>
> The HHS travel authorizing official should only authorize travel to
> and from official duty destination points. If an employee travels by
> an indirect route or interrupts travel by a direct route for personal
> convenience, reimbursement will be limited to the cost of travel by a
> direct route or on an uninterrupted basis and the employee will be
> responsible for any additional costs. Refer to Section 4.1.3:
> Procuring Common Carrier Transportation, and Section 4.1.4: Mandatory
> Use of Contract Fares and When Contract Fares May Not Be Used, for
> additional information about indirect or interrupted travel for
> personal convenience.
>
> **[Federal Travel Regulation Guidelines]{.underline}**

-   FTR Part 301-10, Subpart A, General ‑ Transportation Expenses

#### Transportation Gratuities

> It is HHS policy that tips to a taxi, shuttle service, or courtesy
> transportation driver are limited to 15 percent of the charge for
> service. If there is no service charge, the limit for tips is \$2.
> Employees are expected to make maximum use of courtesy transportation
> (e.g., free airport/hotel shuttle service) in lieu of incurring
> charges for the same transportation.
>
> **Note:** This expense should be recorded as a transportation expense
> on the voucher; it is not included in the "incidentals" portion of per
> diem.

### Procuring Common Carrier Transportation

#### Prohibition Against Use of Personal Funds for Common Carrier Transportation

> Employees are required to use a government individually‑billed travel
> charge card, centrally‑billed account, or a Government Transportation
> Request (GTR) to procure contract passenger transportation services.
> If a new employee or an invitational or infrequent traveler who is
> unaware of proper procedures, makes an unauthorized purchase of common
> carrier transportation using personal funds, the OPDIV's delegated
> travel approving official may allow reimbursement for the full cost of
> the transportation as a one‑time exception (i.e., any future travel
> must be in accordance with established policy). In all other
> instances, reimbursement to the employee will be limited to the cost
> of such transportation using the authorized method of payment.
>
> Unauthorized purchases of common carrier transportation include:

-   Use of personal credit cards;

-   Cash withdrawals from an ATM using the Government travel charge
    card; and

-   Checks, both personal and travelers.

> For passenger transportation services costing \$100 or less, an
> employee may use personal funds to procure the services only when use
> of the Government individually-billed travel charge card,
> centrally-billed account, and GTR are not practicable.
>
> For passenger transportation services costing more than \$100, the
> OPDIV\'s delegated travel approving official can authorize or approve
> the use of a cash-equivalent purchase method to obtain a reduced fare
> for group, charter, or excursion arrangements or to procure
> non-contract carrier transportation under emergency circumstances,
> where the use of other methods is not possible. To justify the use of
> personal funds in excess of \$100, both the employee and the
> employee\'s authorizing or approving official must certify on the
> travel claim the necessity for such use.

#### Personal Liability for Purchase of Indirect Route Transportation Tickets for Personal Convenience

> Employees must travel to and from their official destination points by
> the usually traveled route. Employees who for personal convenience
> travel by an indirect route or interrupt travel by a direct route are
> personally liable for any additional costs. In the case of indirect or
> interrupted travel, reimbursement cannot exceed the constructive cost
> of direct routing or the actual cost of travel, whichever is less.
>
> **Travel Example:**
>
> If an employee decides to travel by an indirect route for personal
> convenience and exchanges a refundable transportation ticket issued
> for the official travel duty locations for the personal purchase of a
> transportation ticket for the indirect route, the employee is
> personally liable for the entire cost of the personal ticket if the
> official travel is subsequently canceled by the OPDIV.
>
> This is because the Government ticket was refundable, so the
> constructive cost of the canceled official trip to the Government was
> zero. It was the employee\'s personal choice to exchange the
> refundable direct route ticket for an indirect route ticket for
> personal convenience.
>
> **Note:** See a related topic about personal and indirect travel in
> Section 4.1.4.2.
>
> **[Federal Travel Regulation Guidelines]{.underline}**

-   FTR Part 301-10, Subpart A, General

-   FTR Part 301-51, Subpart B, Paying for Common Carrier Transportation

#### Government Liability for Authorizing Restricted, Non-Contract Fares for Common Carrier Transportation

> The FTR Part 301‑10, Subpart B, *Common Carrier Transportation*, lists
> at 301‑10.107 (Use of Contract City-Pair Fares) exceptional
> circumstances when a contract government fare does not have to be
> used. One exception is when a lower fare is available to the general
> public, which results in a lower overall cost of the trip to the
> Government (Section 301-10-107(c)).
>
> Use of non-contract fares due to lower cost should not be authorized
> unless the travel approving official and the employee have full
> confidence that the trip will occur on the precise schedule indicated
> when the non-contract fare ticket is purchased, unless no charge will
> accrue if the ticket must be exchanged or cancelled.
>
> It is HHS policy that travel authorizing officials may not approve use
> of a non‑contract fare under this exception unless the cost saving on
> the non-contract fare ticket will be at least 40 percent of the total
> cost of the contract fare (i.e., the ticket price is 60 percent of the
> contract fare or less).
>
> If the travel approving official authorizes the procurement of a
> restricted or non-refundable, less-expensive commercial fare for the
> official trip AND the Government unilaterally undertakes an action
> (such as canceling the trip or changing the travel dates) for purely
> official business-related reasons which result in (a) the inability of
> the traveler to use the restricted ticket and obtain a refund, or (b)
> the incurrence of a cancellation or re-issuance fee to change dates,
> then the Government is liable for the costs arising from its actions.
>
> The employee must submit such an unused authorized ticket to the
> OPDIV, according to its procedures.
>
> However, the Government is not liable for:

1.  Any cancellation or re-issuance fee, if the reason for the change in
    ticketed flight is personal and/or initiated by employee request or
    choice, rather than being a unilateral action by the Government for
    solely work-related reasons; and/or

2.  Any additional costs resulting from personal actions taken by the
    employee, such as exchanging an authorized restricted commercial
    fare for direct travel on official business for a different
    commercial fare for in order to accommodate indirect travel for
    personal convenience or pleasure. See Section 4.1.3.2.

#### Accountability for Tickets and Other Transportation Documents

> Employees are responsible for all transportation tickets and other
> transportation documents for official travel issued to them. Employees
> may be personally liable for any additional cost for official travel
> resulting from improper safeguarding of these transportation
> documents. For example, employees may be personally responsible for
> any airline fee to reissue a lost or stolen airline ticket for
> official travel. Employees must submit any unused tickets, coupons, or
> other evidence of refund to their OPDIV or contract Travel Management
> Center, in accordance with OPDIV procedures.
>
> **[Federal Travel Regulation Guidelines]{.underline}**

-   FTR Part 301-51, Subpart B, Paying for Common Carrier Transportation

-   FTR Part 301-72, Agency Responsibilities Related to Common Carrier
    Transportation

### Mandatory Use of Contract Fares and When Contract Fares May Not Be Used

#### Mandatory Use of Contract City-Pair Fares

> If the GSA city-pair contract fare for passenger transportation
> services is available to an employee for official travel, the employee
> must use the contract carrier unless one or more of the exceptions
> listed in FTR 301‑10.107 applies. The employee is personally liable
> for any additional costs or penalties incurred resulting from
> unauthorized use of non‑contract service.
>
> Contract airfares may be used when an employee takes annual leave at
> the temporary duty station before or after the official travel
> assignment when there is no deviation of routing from the official
> travel points. However, OPDIVs may issue restrictive policies,
> especially when extensive leave will be taken at the temporary duty
> station in advance of the official travel. Refer to Section 4.1.9.1.

##### Use of Capacity Controlled Contract (-CA) fares {#use-of-capacity-controlled-contract--ca-fares .unnumbered}

> In addition to the typical contract city-pair airfare (YCA), contract
> carriers will sometimes offer reduced-rate capacity controlled fares,
> known as (-CA) fares for certain city-pair flights. If the contract
> carrier offers a capacity controlled (-CA) fare, the reduced-rate
> fares will appear right next to the (YCA) on the GSA City-Pair
> website:
> [http://apps.fss.gsa.gov/citypairs/search/index.cfm?Requesttimeout'2000](http://apps.fss.gsa.gov/citypairs/search/index.cfm?Requesttimeout=2000)
>
> Capacity controlled (-CA) fares can be reserved far in advance and
> purchased two days in advance of travel, like the (YCA) fare. They can
> be exchanged and are fully refundable with no fees or penalties.
> However, if a traveler changes their reservation there is no guarantee
> a (-CA) fare will be available, as seating is based on a limited
> inventory. It is recommended that travelers book early when trying to
> procure the (-CA) fare. These fares have the same benefits as the
> (YCA) fares and can save the agency up to 40 percent of the (YCA)
> airfare costs.

#### When Contract Fares May Not Be Used

##### Official Travel Being Paid Directly by Non-Federal Sources {#official-travel-being-paid-directly-by-non-federal-sources .unnumbered}

> GSA contract airfares should only be used for official travel that is
> being paid by Federal funds. This includes approved HHS-348 sponsored
> travel under FTR Part 304, Payment of Travel Expenses from a
> Non‑Federal Source, when the agency pays for the employee\'s
> transportation and is reimbursed by a non‑Federal source. They should
> not be used for official travel being paid directly by other funding
> sources (personal or non‑Federal organizations).
>
> Example: They should not be used for the travel of an intern whose
> salary and travel expenses during his/her internship with HHS are
> being paid directly by a State government.

##### Personal Travel and Official Travel by an Indirect Route for Personal Convenience {#personal-travel-and-official-travel-by-an-indirect-route-for-personal-convenience .unnumbered}

> GSA contract airfares may not be authorized for personal travel by
> employees. Personal travel includes when an employee, for personal
> convenience, travels by an indirect route or interrupts travel by a
> direct route on an official travel assignment. Employees who choose to
> travel by an indirect route for personal convenience may not obtain
> government contract fares for the indirect route portions of their
> trip, which are considered personal travel. Also, they may not use the
> Government travel charge card or a centrally‑billed account to pay for
> tickets for these indirect travel points. Usually, the employee will
> be issued a round‑trip ticket (at the Government contract fare, if
> available) by the OPDIV\'s Travel Management Center (TMC) for the
> direct route to and from the official duty points. If the employee
> chooses to travel by an indirect route for personal convenience,
> he/she can request the TMC to exchange a part or all of the Government
> authorized ticket for travel by an indirect route. See Section
> 4‑00‑30‑B, Personal Liability for Purchase of Indirect Route
> Transportation Tickets for Personal Convenience.

##### Contractors (Including Cost-Reimbursable Contractors) {#contractors-including-cost-reimbursable-contractors .unnumbered}

> Use of GSA contract carrier airline passenger fares is governed by
> GSA\'s contracts with the airlines. These contracts provide that
> contractors (including cost-reimbursable contractors) are not eligible
> to use GSA\'s contract city fares. Government contract fares must not
> be issued to a contractor, nor should a contractor be placed on an
> Invitational Travel Order.
>
> **[Federal Travel Regulation Guidelines]{.underline}**

-   FTR Part 301-10, Subpart B (Common Carrier Transportation),
    301-10.107-.117

### Coach Class and Premium Class Upgrades

Employees must use coach class accommodations for travel by airline or
train, unless specifically authorized/approved to use a higher class of
service in accordance with the provisions of FTR 301-10, Subpart B.
There are different restrictions for using first class versus
premium-other-than-first class accommodations. Travelers should pay
strict attention to the FTR definitions of the different service classes
because airlines frequently identify them by a different term. For
example, the FTR states that when an airline flight only has two classes
of accommodations, the higher class is considered to be first class,
regardless of the term used by the airline for that class (such as
business class). Employees must follow the FTR class of service
definitions.

#### Train Travel

> For travel by train, extra fare service may be authorized if your
> OPDIV/STAFFDIV determines it is more advantageous to the Government or
> is required for security reasons (see FTR 301‑10.163 and 301‑10.164).
> Employees may use the lowest class of service available on any train
> (including AMTRAK Acela, Acela Express or other Metroliner service)
> with no further agency approval.
>
> **Travel Example:**
>
> The lowest available class is business class on the Amtrak Acela
> Express. First class accommodations may only be approved/authorized as
> provided in FTR 301‑10.162.

#### Travel by Ship

> For travel by ship, employees must use the lowest first class of
> reserved accommodations available, unless specifically
> authorized/approved to use a higher class of service in accordance
> with the provisions of FTR 301‑10, Subpart B.

#### Upgrades Through Frequent Traveler Programs

> Please refer to Section 3.4.2 for HHS policies on using frequent flyer
> benefits for transportation accommodation upgrades.

**[Federal Travel Regulation Guidelines]{.underline}**

-   FTR Part 301‑10, Subpart B, Airline (301-10.121), Train
    (301-10.160), and Ship (301-10.180) Accommodations

-   FTR 301-10.164 (Use of Extra-Fare Train Service)

### Fly America Act and U.S. Flag Ship Requirements

Under the Fly America Act (49 U.S.C. 40118), anyone whose air travel is
financed by U.S. government funds must use U.S. flag air carrier service
for all air travel, unless their travel is covered under one of the few
exceptions provided in the FTR. U.S. flag air carrier service includes
service provided under a code share agreement with a foreign air carrier
when the ticket, or documentation for an electronic ticket, identifies
the U.S. flag air carrier\'s designator code and flight number. An
employee will not be reimbursed for any transportation cost for improper
use of a foreign air carrier service.

Under 46 U.S.C. 1241, employees must travel by a U.S. flag-ship, when
available, unless mission necessity requires use of a foreign ship.

**[Federal Travel Regulation Guidelines]{.underline}**

-   FTR Part 301-10, 301-10.131-143 (Airline) and 301-10.180-183 (Ship)

### Compensation from Airline for Denial of Seat versus Voluntarily Vacating Seat

The FTR states that when an airline denies a Federal employee a
confirmed reserved seat on a plane during official travel, any payment
for liquidated damages belongs to the Federal government and should be
made out to the [Treasurer of the United States]{.underline}.

In contrast, if an employee voluntarily vacates his or her seat, the
employee may keep any compensation provided by the airline if the
conditions specified in the FTR are met:

1.  Vacating the seat will not interfere with performing official
    duties; and

2.  Additional travel expenses, if incurred as a result of vacating the
    seat, are borne by the employee and are not reimbursed.

If volunteering delays the employee\'s travel during duty hours, the
employee must request an appropriate type of leave for any part of the
delay period which is official duty time. If the employee does not
submit such a request timely, management of the OPDIV must charge the
employee with annual leave for the additional hours.

**[Federal Travel Regulation Guidelines]{.underline}**

-   FTR Part 301-10, Subpart B, Common Carrier Transportation

### Use of Privately Owned Vehicles, Rental Cars, and Other Special Conveyances

Policies on the use of privately owned vehicles and special conveyances
(taxis, shuttles, rental vehicles, etc.) for official travel are covered
in Federal Travel Regulations:

-   FTR Part 301‑10, Subpart D, *Privately Owned Vehicle (POV)*

-   FTR Part 301‑10, Subpart E, *Special Conveyances*

#### Use of Privately Owned Vehicles (POVs)

> When an employee is authorized to use a POV for official travel, the
> employee may be reimbursed for the mileage to and from the official
> destination at the current FTR mileage cost rate, plus fees for
> parking, ferries, and tolls. An employee may not be reimbursed for
> gasoline purchases, repairs, depreciation, replacements, grease, oil,
> antifreeze, towage, and similar expenses. Other non-reimbursable costs
> are: parking violations, locksmith charges, and flat tires.
>
> **Note:** Per 5 U.S.C. 5704, the FTR mileage cost rate is developed by
> GSA based upon a review and analysis of factors, such as: depreciation
> of original vehicle cost, gasoline and oil (excluding taxes),
> maintenance, accessories, parts, and tires, insurance, and State and
> Federal taxes. Because these items are factored into the FTR mileage
> cost rate paid to the employee, there is no additional reimbursement
> for them.

#### Rental Vehicles

> When an employee is authorized to hire a rental vehicle for official
> travel, the employee may use the rental vehicle for official purposes
> while at the temporary duty station, including travel to and from
> restaurants near the work site or hotel. Employees must obtain
> vehicles from rental agencies that have negotiated agreements with the
> Department of Defense, Surface Deployment and Distribution Command
> (SDDC), when they have rental cars available which meet mission
> requirements. The terms and conditions of the agreements and rates
> apply to all Federal employees on official travel and include
> unlimited free mileage, plus full loss/collision damage waiver
> (LDW/CDW) on the rental vehicle. Travelers are advised to examine FTR
> 301-10.451 guidelines when renting a car in a foreign country.
>
> If an employee takes a personal trip away from the temporary duty
> point on a weekend or other non‑workday or at any other time for
> reasons not related to official travel, any additional expenses
> incurred (such as gasoline purchases that cover travel mileage for
> personal reasons) may not be claimed.
>
> Travelers who return the rental car with an empty tank of gas and
> incur an additional fuel service charge may be reimbursed the fuel
> service charge only when it is advantageous to the Government.
> Otherwise, travelers are expected to fill the gas tank prior to
> returning the rental car.
>
> Additionally, employees should be aware that the Government will deny
> liability for any loss or damage to a vehicle rented for official
> business purposes using a government travel charge card if that
> loss/damage arises from activities outside the scope of official
> business travel. Even if they will not claim travel reimbursement for
> any associated costs of personal use of such a vehicle, employees
> should check all personal automobile insurance policies or coverage
> carefully before considering using a vehicle rented for business
> purposes for personal use on non‑duty time, as coverage may be
> unavailable under these circumstances.

#### Use of Other and Special Conveyances for Transportation

> Employees are expected to use prudence and good judgment when choosing
> the mode of transportation between sites when on temporary duty travel
> (e.g., between residence and carrier terminal, place of lodging and
> temporary work site, carrier terminal and place of lodging).

##### Courtesy Shuttles {#courtesy-shuttles .unnumbered}

> Courtesy transportation offered by hotels and motels should be used
> whenever possible; a tip up to \$2 may be reimbursed when these
> complimentary services are used.

##### Public Transportation {#public-transportation .unnumbered}

> Public transportation (e.g., local bus, train, or ferry) should be
> used whenever reasonable under the circumstances.

##### Multiple Party Transportation {#multiple-party-transportation .unnumbered}

> Suitable government-sponsored (e.g., scheduled vans) or multiple-party
> transportation (e.g., airport shuttle services) should be used
> whenever available.

##### Taxicabs {#taxicabs .unnumbered}

> Taxicabs may be used when these other modes of short-distance
> transportation are not reasonably available or if safety is a concern
> (e.g., late night return from temporary duty site to place of
> lodging).

##### More Expensive Means {#more-expensive-means .unnumbered}

> More expensive means of local transportation (e.g., limousines) may be
> used only when strictly necessary, and require advance approval by the
> travel authorizing official except in an emergency for which the
> employee is not responsible. Only the usual fare (plus tip of up to 15
> percent of that amount) for the most reasonable mode of transportation
> under the circumstances may be reimbursed, except in extenuating
> circumstances beyond the employee's control. If an employee chooses to
> use an unnecessary mode of transit, s/he is expected to pay any
> additional cost associated with that choice.

### Internal Controls over the Authorization and Payment of Transportation Expenses

Heads of OPDIVs/STAFFDIVs or their designees are responsible for
establishing appropriate management controls over the authorization and
payment of transportation expenses to ensure compliance with the Federal
Travel Regulation, the HHS Travel Manual, and their own supplemental
policies and procedures.

OPDIV travel and finance offices are encouraged to obtain and use the
*U.S. Government Passenger Transportation Handbook* as a reference tool.
This document provides extensive information on using and controlling
government Transportation Requests, handling transportation refunds,
redeeming unused tickets, and other pertinent topics. The handbook is
issued by GSA's Federal Supply Service; copies can be obtained from
Audit Division, Federal Supply Service (FBT), GSA, 1800 F Street, NW,
Washington, DC 20405.

#### Official Business Tickets

> OPDIV travel managers are responsible for establishing supplemental
> policies and procedures to control the issuance of official business
> tickets through their Travel Management Centers/Systems, including
> when employee leave and/or indirect travel are involved. Controls are
> needed to ensure that tickets are issued in accordance with agency
> mission requirements (not to facilitate personal travel plans) in the
> interest of compliance with the FTR and sound cash management
> practices. Controls must include administrative procedures to identify
> and collect unused, partially used, and exchanged tickets, refund
> receipts or ticket refund applications, and denied boarding
> compensation.
>
> **[Federal Travel Regulation Guidelines]{.underline}**

-   FTR 301-70, Subpart B, Internal Policy and Procedure Requirements
    Relating to Transportation

-   FTR 301-72 Agency Responsibilities Related to Common Carrier
    Transportation

#### Rental Vehicles and Use of Privately Owned Vehicles

> OPDIV and STAFFDIV travel/logistics/administrative managers are
> responsible for establishing appropriate supplemental policies and
> procedures to control the authorization and use of government, rental,
> and privately owned vehicles for official use. For example, they
> should:

1.  Provide guidance to their employees regarding the terms and
    limitations of government rental car agreements, including loss and
    damage coverage, exclusions, and billings;

2.  Provide guidance on factors applicable to selection of appropriate
    rental vehicles in a prudent manner (for example, size, type, number
    of days actually needed, use of upgrades, consolidating travelers
    going to the same site to reduce number of vehicles needed) and
    require written justification for any vehicle rented which might
    appear imprudent or unnecessary under the circumstances or disallow
    the excess cost;

3.  Advise employees about special policies and procedures for operating
    rental and privately owned vehicles in foreign countries, if
    applicable; and

4.  Advise employees about filing personal property loss or damage
    claims resulting from the use of a vehicle while on official
    business in accordance with HHS claims policies and procedures.

#### Scheduling Travel to Avoid Lost or Unproductive Duty Time

> All managers and travel authorizing officials are responsible for
> ensuring that employees schedule official business travel in a manner
> and on a time schedule which minimizes lost or unproductive work
> hours. Employees should work a complete day (the usual number of hours
> in their tour of duty) on travel days, or take an appropriate type of
> leave for the hours not worked.

#### Management Responsibility to Ensure Compliance with FTR and HHS Travel Manual When Approving Travel Vouchers

> OPDIV/STAFFDIV officials who are responsible for approving travel
> payments must ensure compliance with the FTR guidelines and HHS Travel
> Manual policies, including proper exercise of discretion in approving
> the amount of reimbursement claimed by employees. Failure to exercise
> discretion consistent with applicable policies and guidance, and/or
> approval of reimbursement that is inappropriate under them, may be
> cause for discipline, an indication of performance deficiencies,
> and/or personal liability for the improper amount of payment.

## Miscellaneous Expenses

This Section provides supplemental guidance for HHS civilian employees
and invitational travelers on reimbursable miscellaneous expenses
incurred during official travel.

### Reimbursable Miscellaneous Expenses

HHS authorizing and approving officials may authorize or approve
reimbursement of miscellaneous expenses, as listed in the Federal Travel
Regulation Part 301‑12 and these supplemental HHS policy guidelines.
Each type of miscellaneous expense will be reported as a separate line
item on the travel voucher, indicating the amount and dates when
incurred. Unless otherwise specified, receipts are required only when
the individual expense is greater than \$75. In addition, there are
special requirements for the types of miscellaneous expenses listed
below in this Section.

**[Federal Travel Regulation Guidelines]{.underline}**

-   FTR Part 301-12 Miscellaneous Expenses

**Note:** An OPDIV's travel policy on miscellaneous expense
reimbursement may be different from the Departmental guidelines
contained in this Manual, but should not exceed the overall cost
expressed in the Manual. The OPDIV's travel policy governs its
employees, where it differs.

#### Hotel Taxes

##### Continental U.S. (CONUS) {#continental-u.s.-conus .unnumbered}

> Effective for travel on or after January 1, 1999, GSA removed hotel
> taxes from lodging rates previously included in the per diem rates for
> the continental U.S. Hotel taxes are now a miscellaneous expense item.
> (See FTR 301‑11.27.)

##### Non-foreign Duty Areas (OCONUS) {#non-foreign-duty-areas-oconus .unnumbered}

> Effective for travel on or after January 1, 2000, the Department of
> Defense removed hotel taxes from lodging rates for non‑foreign duty
> areas outside of the continental U.S. Non-foreign areas include:
> Alaska, Hawaii, Puerto Rico, Guam, Northern Mariana Islands, and
> territories and possessions of the U.S. Hotel taxes are now a
> miscellaneous expense item.

##### Foreign Duty Areas {#foreign-duty-areas .unnumbered}

> As of the issuance date of this Travel Manual section, the Department
> of State continues to include hotel taxes in its per diem lodging
> rates for foreign duty areas. Hotel taxes in foreign areas may not be
> authorized or claimed as a miscellaneous expense item unless and until
> a change in policy is published by the State Department and becomes
> effective as to travel by employees of this Department.
>
> **Note:** Use of Tax Exemption Certificates is required where
> applicable (see Section 5.1.6).

#### Personal Telephone Calls

> It is HHS policy that commercial charges for telephone calls placed
> for personal reasons while in travel status are reimbursable as a
> miscellaneous travel expense to civilian employees, subject to the
> following restrictions:

1.  The employee must incur a minimum of one night's lodging on official
    travel, either domestic or foreign.

2.  The telephone call(s) must be placed to the employee's residence,
    the temporary caretaker of the employee's residence while he/she is
    on travel, a person with whom the employee normally shares his/her
    residence, a location where a dependent family member is housed, if
    that individual is unable to live alone, or a family member if there
    are no dependents.

3.  Government-provided long distance telephone systems and services
    (including government-issued calling cards and government cell
    phones) are not available, so that a commercial toll service must be
    used. If they do not have government-issued calling cards or cell
    phones, employees should make their allowable personal call(s) from
    the temporary duty station before departing for the day, to avoid
    incurring expensive commercial telephone charges.

4.  Employees are expected to incur telephone call expenses in the same
    manner as a prudent person would. An average of one call per day is
    authorized for domestic travel. See below for foreign travel.

##### Travel within CONUS {#travel-within-conus .unnumbered}

> The Department\'s policy for travel within the Continental U.S.
> (CONUS) is that reimbursement for personal telephone calls should be
> limited to actual expenses not to exceed an amount equal to \$5 times
> the number of consecutive nights on official business. OPDIVs may set
> policy limits for their employees which are more restrictive than the
> Department's.

##### Travel OCONUS {#travel-oconus .unnumbered}

> The Department\'s basic requirements for personal telephone call
> reimbursement for periods of travel outside of the continental U.S. to
> foreign areas are as follows:

1.  The determination that telephone calls home from a foreign country
    will be allowed must be made prior to the beginning of travel. Once
    the determination is made, authorization for these calls must be
    made on the travel order.

2.  Due to major costs differences in foreign phone rates, the
    authorizing official must also authorize the frequency and estimated
    cost of telephone calls on the travel order. Major deviations beyond
    what is authorized on the travel order must be accompanied by a
    written justification describing the circumstances for the
    deviation. The authorizing official is responsible for reviewing
    such claims and making the final determination that the amounts
    claimed are reasonable.

> Travel OCONUS to Alaska, Hawaii, and U.S. territories and possessions
> follow the CONUS policy above, as calling conditions and rates are
> expected to be similar to these areas.

##### Receipt Requirements {#receipt-requirements .unnumbered}

> If an employee incurs costs for personal telephone calls under this
> policy (i.e., does not use government-provided long distance telephone
> systems and services for the call(s) he/she makes on travel), the
> employee must provide a receipt for those costs claimed on his/her
> travel voucher. Acceptable receipts include hotel bills with long
> distance telephone calls and numbers marked, and store receipts
> listing the purchase of pre-paid phone cards.
>
> Employees must sign a certification to accompany the receipt(s),
> stating that the entire claimed expense was in fact incurred for
> telephone calls permissible under the rules of this Section.
>
> [No reimbursement is permitted for use of personal cell phones for
> domestic travel.]{.underline} However, foreign travel to remote areas
> where long distance telephone systems are inaccessible, the use of a
> personal cell phone may be authorized once it is determined necessary
> and authorized on the travel order prior to departure on travel. An
> itemized receipt indicating specific costs for each call is required
> for reimbursement

##### Personal Emergencies {#personal-emergencies .unnumbered}

> Personal emergencies are defined as the death or serious illness or
> injury of a member of the employee\'s immediate family or catastrophic
> occurrence or impending disaster such as fire, flood, or act of God
> which directly affects the employee\'s home at the official duty
> station or his/her immediate family and occurs while the employee is
> at, or en route to or from, a temporary duty location. In this
> scenario, an employee may be reimbursed (via post-trip approval) for a
> personal call to a family physician or school official.
>
> When personal emergencies occur, the approving official may approve a
> higher amount than the OPDIV's standard reimbursement policy
> limitation when the following requirements are met:

1.  Government-provided long distance telephone systems and services are
    not available, so that a commercial toll service must be used.

2.  A justification for the higher personal telephone expense allowance
    must be documented on the approved travel voucher.

3.  Receipts are required for all charges, to the extent that the calls
    were placed through a method that provides a receipt.

> Employees calling to an area stricken by a disaster should be mindful
> that emergency services workers need extensive communications
> capacity, and therefore restrict calls into that area to the minimum
> necessary.
>
> In all cases, employees should make personal calls during lunch,
> break, or other off-duty periods, if at all possible. To the maximum
> extent practicable, employees should place calls on
> government-provided long distance telephone systems and services
> instead of using commercial toll services, in accordance with their
> OPDIVs/STAFFDIVs\' policies.
>
> Approving officials must be sensitive to the employee\'s needs yet, at
> the same time, keep in mind the Government\'s interest by assuring
> that any reimbursement of or towards the expense of such calls is
> prudent. Numerous conditions can affect the cost of a telephone call,
> such as hotel surcharges and high rates for calls placed from
> individual rooms. Additional cost factors arise in foreign countries,
> including the country\'s telephone carrier system and additional
> tariffs. If telephone calls for personal reasons during travel cannot
> be made on a government telecommunications system, reasonable
> restrictions and guidelines should be issued to ensure that costs are
> minimized.

#### Laundry, Dry Cleaning, and Pressing of Clothing

##### CONUS Travel {#conus-travel .unnumbered}

> In the continental United States, laundry, cleaning and pressing of
> clothing at a [temporary duty location]{.underline} is reimbursable as
> a miscellaneous travel expense to civilian employees, subject to the
> following restrictions:

1.  The employee must incur a minimum of four consecutive nights lodging
    on official travel.

2.  Each OPDIV is responsible for setting a policy on limitations to
    reimbursement. The Department\'s guideline is: Reimbursement should
    be limited to actual expenses not to exceed an amount equal to: \$5
    times the number of consecutive nights on the trip for the first 30
    days at a temporary duty travel location.

3.  Receipts are required for ALL laundry/dry cleaning purchases claimed
    for reimbursement (except coin-operated machine usage where receipts
    are not available).

###### Long Term Temporary Duty Assignments {#long-term-temporary-duty-assignments .unnumbered}

> Each OPDIV is responsible for setting a policy on limitations to
> reimbursement. The Department\'s guideline is that for extended
> temporary duty travel [at the same location]{.underline},
> reimbursement should be limited to actual expenses not to exceed an
> amount equal to: \$3 times the number of consecutive nights on the
> trip for days 31 through 90; and \$2 times the number of consecutive
> nights on the trip for days beyond 90 days.

###### Emergency Situations {#emergency-situations .unnumbered}

> In emergency situations (e.g., natural disaster area,
> Presidential-declared emergency), laundry and dry cleaning
> requirements during temporary duty travel exceeding four consecutive
> nights may necessarily exceed the OPDIV's standard allowance (such as
> \$5 per night). If properly justified, the delegated travel official
> may authorize a higher daily allowance on the travel order or, if the
> additional costs were unexpected, the delegated travel official may
> approve the higher actual costs on the travel voucher.
>
> In all cases (pre-approved or post-approved) where unusual
> circumstances necessitate the incurrence of unusual laundry/dry
> cleaning costs, the following requirements must be met:

1.  The employee must incur a minimum of four consecutive nights lodging
    on official travel within the continental U.S.

2.  A justification for the higher laundry/dry cleaning allowance must
    be documented on the travel order (pre-authorized) or the approved
    travel voucher (post-approved).

##### OCONUS Travel {#oconus-travel .unnumbered}

> In non-foreign (OCONUS) and foreign areas, laundry, dry cleaning, and
> pressing of clothing expenses are covered under the incidental
> expenses component of per diem allowances issued by the Department of
> Defense and Department of State, respectively. [They may not be
> authorized or approved as a separate miscellaneous expense
> item]{.underline}. Non-foreign areas include: Alaska, Hawaii, Puerto
> Rico, Guam, Northern Mariana Islands, and territories and possessions
> of the U.S.

#### Business Calls

> It is HHS policy that all necessary and reasonable charges for
> official business calls incurred while on official TDY travel shall be
> reimbursed as a miscellaneous travel expense. Generally, there are no
> dollar caps placed on official business calls. However, it is the
> travel approving official's responsibility to ensure that all charges
> are necessary and reasonable. Excessive costs should be fully
> justified on the travel voucher.

#### Emergency and Other Authorized Miscellaneous Expenses

> HHS authorizing and approving officials may authorize or approve
> reimbursement of miscellaneous expenses beyond the examples listed in
> the FTR 301-12, Miscellaneous Expenses, when they determine these
> expenses to be directly related to the employee\'s official business
> travel and justification is provided for the necessity of the
> purchase.
>
> **Example:** official business purchases by employees in temporary
> duty travel status of emergency supplies and samples of materials for
> testing by FDA inspectors.
>
> **Note:**
>
> If a traveler is in a temporary duty site where a particular facility
> (hotel, restaurant, etc.) refuses to accept the travel charge card for
> payment of the bill, and the employee uses a personal credit card
> rather than paying with cash, no interest accrued on the personal
> credit card for that payment may be reimbursed under any
> circumstances.
>
> Heads of OPDIVs/STAFFDIVs or their designees are responsible for
> establishing appropriate management controls over the authorization
> and approval of miscellaneous expenses to ensure compliance with the
> Federal Travel Regulation and these supplemental guidelines.
> Additionally, they are responsible for ensuring that purchases of
> goods and services that should be ordered and authorized through
> procurement processes are not inappropriately approved for payment on
> travel claims, including temporary duty, relocation, and local travel
> vouchers.

##  {#section-3 .unnumbered}

## Official Duty Travel Expenses in Local Travel Area

This Section provides supplemental guidance for HHS civilian employees,
invitational travelers, and OPDIVs regarding official duty travel
expenses in the local travel area. It also applies to HHS Commissioned
Corps officers.

### Definition of Official Duty Station and HHS Local Travel Area

GSA makes a critical distinction between two concepts:

1.  The corporate limits of the city or town where the employee's
    permanent duty station (office location) is situated (i.e., the
    corporate limits of that city/town) constitutes the "official duty
    station".

2.  When outside the official duty station but within the vicinity
    surrounding it, the rules differ. This is referred to as the "local
    travel area", which is defined by the agency, pursuant to authority
    granted in the FTR. HHS defines the local travel area as a minimum
    driving distance of 50 miles, by the most direct route possible,
    from the employee's office/permanent duty station and residence.

Per diem will not be paid in the city/town where the employee regularly
works, as defined in #1 above, as it is conterminous with the "official
duty station".

#### Exception

> Per diem will not be paid in the local travel area as defined in #2
> above unless the following narrow exemption applies, in which [all
> criteria must be met]{.underline}:

1.  The local travel is not being performed to attend or participate in
    a conference, meeting, or training for which the agency had any
    influence over or input into the site selection; [and]{.underline}

2.  The local travel assignment will last at least three consecutive
    nights and four days and entail at least nine and one‑half
    consecutive hours of work per day on each of those days;
    [and]{.underline}

3.  It is clearly within the Government's interest, for accomplishment
    of its mission, to permit a particular employee to stay overnight at
    the site of the local travel assignment on one or more of those
    night(s), not necessarily consecutive; [and]{.underline}

4.  That employee would be required to perform an extensive amount of
    driving (defined as at least 80 miles) [each way]{.underline}
    between his/her residence and the site of the local travel
    assignment, [on a daily basis]{.underline} (in a carpool situation,
    each employee must live at least 80 miles from the TDY site to
    qualify for this exception); [and]{.underline}

5.  Significant safety issues are raised by the combination of the
    extended hours of work and the extensive amount of driving for the
    employee performing this local travel assignment.

> **Note:** Once all of the above criteria have been met, a travel
> authorization must be approved to authorize the applicable travel and
> per diem expenses.
>
> OPDIV Heads or their designees have the authority to
> [increase]{.underline} the minimum distance for the local travel area
> above 50 miles, if they deem it to be in the best interest of their
> organization. However, [they may not reduce it]{.underline} below the
> HHS policy.

#### GETA Statutory Exemption

> At the official duty station (as defined in Section 4.3.1) or within
> the local travel area vicinity of it (also defined in Section 4.3.1),
> per diem or subsistence allowances may be paid consistent with a
> specific statutory exception found in the Government Employees
> Training Act. Refer to Section 5.1.4.2.

#### Use of Government Charge Card

> If either the exemption in Section 4.3.1.1, or the GETA statutory
> exception in Section 4.3.1.2, applies, the employee should use his/her
> government travel charge card for per diem expenses consistent with
> Section 9.2 of this Manual.

### HHS Policy Regarding the Local Travel Area

When an employee is required to secure transportation to transact
government business in and around the designated post of duty, he or she
may be reimbursed for allowable travel expenditures, if approved.

#### Use of Travel Charge Card

> It is HHS policy that the travel charge card may only be used for
> official travel and official travel-related expenses connected with
> temporary duty travel or relocation. The travel charge card may not be
> used for local transportation or travel-related expenses, except as
> outlined in Section 9.2.10.

#### Reimbursement of Expenses

> Reimbursement for allowable local travel expenditures will usually be
> claimed via an electronic or hard copy version of Standard Form 1164,
> *Claim for Reimbursement for Expenses on Official Business*, because
> no travel authorization was required or issued. Claims may be filed as
> frequently as necessary, but preferably no more often than on a
> monthly basis, so that administrative processing may be kept to a
> minimum.
>
> If a travel order is issued by management of an OPDIV under an
> exemption in either Section 4.3.1.1 or Section 4.3.1.2, or written
> authorization is given for rental of a vehicle for official local
> travel in section 4.3.2.2, this expense should be claimed on an
> electronic or hard copy version of Standard Form 1012, *Travel
> Voucher*.

##### Receipts {#receipts .unnumbered}

> Receipts for local travel expenditures are generally not required,
> except for any single expense costing over \$75. Receipts for rental
> cars, laundry/dry cleaning, personal telephone calls under Section
> 4.2.1.2, and in the rare circumstance when authorized, for lodging,
> are required regardless of amount.
>
> If the employee is unable to furnish receipts where required, he or
> she will make a full explanation on the claim or voucher. Mere
> inconvenience in obtaining receipts will not be accepted as a
> satisfactory explanation.

### Criteria for Determining Allowable Local Travel Transportation Expenses

#### Non-Reimbursable Local Travel Transportation Expenses

> Employees are expected to bear the cost of transportation between
> their homes and places of duty and the cost of transportation between
> places where meals are taken and places of duty. Payment shall not be
> allowed for transportation expenses on non-regular weekdays and
> weekends, between an employee's home and official duty station for the
> purposes of commuting to and from work, or the performance of overtime
> or emergency duty. However, payment for mileage, parking, tolls, etc.,
> may be allowed for a meeting/conference/training that takes place away
> from the employee's official duty station on a non-workday or on a
> weekend.
>
> **Exception:**
>
> If an employee is officially ordered unexpectedly to work at his or
> her designated post of duty beyond official working hours, he or she
> may be allowed reimbursement of the usual taxicab fare for travel
> between office and home provided that (a) he or she is dependent on
> public transportation for such travel, and (b) travel is during hours
> of darkness or infrequently-scheduled public transportation.

#### Reimbursable Local Travel Transportation Expenses

> Employees may be reimbursed transportation expenses incurred in the
> local travel area to perform official business. Generally,
> reimbursement may be allowed from whatever point the employee begins
> the journey to perform official business. However, when the journey
> begins and/or ends at the employee's home, the approving official must
> ensure that appropriate reduction is made for normal commuting
> expenses. If an employee incurs no additional transportation expenses
> above their normal commuting expenses, the approving official should
> deny reimbursement. However, approving officials can take into
> consideration and not require such a reduction in unusual
> circumstances, such as: where the employee has no normal commuting
> costs or where the employee has prepaid normal commuting costs and
> loses their benefit because of local travel requirements (see below):

##### Examples of Unusual Circumstances Where Reduction is Not Required: {#examples-of-unusual-circumstances-where-reduction-is-not-required .unnumbered}

1.  Employees working from home on a scheduled day under an approved
    flexi-place agreement, who need to travel locally on official
    business, have a zero normal commuting distance. Therefore, no
    reimbursement reduction is required.

2.  This exception does not apply on a scheduled work-at-home day, if
    the employer cancels the scheduled work-at-home day and requires the
    employee to work at the normal duty office or at an alternate
    temporary duty location in the local travel area for most or all of
    the day.

3.  Employees who prepay normal commuting expenses on a weekly, monthly,
    or other basis to a common carrier, vanpool, parking lot, etc. may
    incur the cost and receive no (or reduced) service/benefit because
    of the requirement for local travel. These "sunk" commuting costs
    should not be included in any reduction (although if an employee
    uses the pre-paid expense to cover part of the local travel cost, no
    reimbursement is due for that cost).

##### Calculating Allowable Reimbursement {#calculating-allowable-reimbursement .unnumbered}

> Examples of calculating the reimbursement to be allowed as the
> difference between the total expenses incurred and the employee's
> normal commuting expense:

1.  If an employee normally commutes from home to official duty station
    office via a privately owned vehicle and on a particular day must
    travel to a temporary work site via privately owned vehicle, the
    normal commuting distance between the employee's home and official
    duty station office should be deducted from the total mileage
    claimed.

> **Example:** An employee normally drives 20 miles each way between
> home and office. Today, the employee must drive from home to a
> temporary duty location for a morning meeting and then drive to
> his/her regular office for the rest of the day. The trip from home to
> the meeting and then to the regular office totals 30 miles. The
> employee may be reimbursed for 10 miles.

2.  If an employee is a member of a car pool, the Comptroller General
    has ruled that the appropriate reduction for commuting expense is
    the total mileage the employee is expected to drive in a week
    divided by five, and the resulting figure is the daily reduction.

> **Example:** An employee drives 100 miles round trip one day per week.
> The reduction for each day the employee travels to a temporary work
> location would be 20 miles per day (100/5 = 20).

3.  Also included in any reduction would be the amount expended for
    public transportation and any parking fees incurred in the course of
    the employee's normal commute.

> **Example:** If an employee normally uses public transportation to
> commute to and from his/her official work place, the reimbursement
> should be reduced by the amount of the public transportation costs.
> Additionally, if the employee incurs parking fees as part of the daily
> commute, the reimbursement should be further reduced by the amount
> paid for parking.

##### When Employee Receives Transit Subsidy {#when-employee-receives-transit-subsidy .unnumbered}

> If the employee receives a transit subsidy as a benefit, the rules
> stated above still apply.
>
> **Example 1:** If the transit subsidy is used to secure a fare card or
> bus tokens with no time limitation on use, and the employee's normal,
> one-way commuting cost on the subway or bus is \$2.05, when the
> employee must drive a privately owned vehicle to a temporary work site
> for the day and mileage reimbursement is calculated as \$2.50, the
> employee may be reimbursed only the extra commuting cost: \$.45 each
> way (or \$.90 for round-trip) if s/he retains the transit subsidy
> money for that day.
>
> The employee more properly should reduce her/his next quarter's
> transit subsidy amount, to reflect the day the subway/bus was not
> used. If that is done, the full amount of the mileage for the
> temporary duty day could be reimbursed.
>
> **Example 2:** If the transit subsidy is used to pay for a
> fixed‑amount monthly bus/train pass or car pool rider-ship with time
> limitations on use, there should be no reduction for this "sunk"
> commuting cost. The employee may be reimbursed the full commuting cost
> for the privately-owned vehicle: \$2.50 each way (or \$5.00 for
> round‑trip).

### Modes of Travel

#### General

> Public transportation ordinarily will be used between points where
> official business is to be transacted, except:

1.  Employees should use government shuttle service when available
    rather than subways, streetcars, buses, and other public means of
    transportation.

2.  Taxicabs or a privately-owned vehicle may be authorized when public
    transportation or shuttle service is not available, is impractical
    to use, or would result in undue loss of government time.

3.  A rental car may be authorized when it is the mode of transportation
    most advantageous to the Government for a local travel assignment.
    In determining cost advantage, consideration should be given to
    incidental costs associated with rental car use in lieu of public
    transit or shuttles/taxicabs, etc., such as gasoline, parking fees
    (at duty points and lodging facilities), tolls, accessibility, etc.

#### Privately-Owned Vehicles

> When necessary and determined by the approving official to be
> advantageous to the Government, the use of a privately-owned vehicle
> will be allowed on a mileage basis, not to exceed the applicable rates
> specified in the Federal Travel Regulation. Such allowance shall be
> based on either tables of official distance or odometer readings taken
> at the beginning and end of the trip. In addition to mileage, the cost
> of parking fees, ferry fares, bridge, road, and tunnel tolls will be
> allowed.
>
> Mileage is payable to only one employee when two or more employees
> travel in the same vehicle on the same trip. The employee claiming
> reimbursement will list on the voucher the names of other passengers
> accompanying him or her.

#### Government Vehicle

> A government vehicle may be used for local travel, when authorized,
> and reimbursement of the cost of parking fees, ferry fares, bridge,
> road, and tunnel tolls will be allowed.
>
> **Note:** For additional policy guidance on the authorization of
> government vehicles, refer to the *HHS Logistics Management Manual*,
> Chapter 103‑38: Motor Vehicle Management. The website is:
> <http://knownet.hhs.gov/aboutKnowNet.htm>

#### Rental Vehicles

> If a rental vehicle is determined to be the most advantageous mode for
> local travel, there must be specific written authorization or prior
> approval to obtain this service. Generally, no travel order is issued
> for local travel; appropriate arrangements should be made in advance
> with the rental agency. There may be instances when an OPDIV is
> required to furnish the rental agency concerning acceptable written
> authorization (e.g., letter on official agency letterhead signed by
> travel authorizing official).
>
> In the rare emergency situation where the usual advance written
> authorization cannot be made, rental of a vehicle may be approved less
> formally, but some type of written authorization must be prepared to
> document the action and provided to the employee (e.g., by fax). The
> informal authorization should be explained on the reimbursement
> paperwork (SF-1164 or SF-1012) after travel is completed, and a copy
> of the informal approval documentation attached when the claim/voucher
> is submitted.
>
> It is preferable for a travel order to be issued when a rental vehicle
> is authorized for local travel. A travel order will provide the
> necessary written authorization and obligate funding for this purpose.
> However, several HHS travel systems do not currently have the
> capability to process a travel order for local travel and must use the
> SF-1164, *Claim for Reimbursement for Expenses on Official Business*,
> for all claims involving local travel. Therefore, employees should
> follow their OPDIV's authorization and vouchering procedures for
> rental of cars in the local travel area.

# Per Diem and Subsistence Allowances

## Per Diem Rates, Actual Expense Reimbursement, and Lodging Requirements

This Section provides supplemental guidance for HHS civilian employees,
invitational travelers, and OPDIVs regarding allowable per diem and
subsistence expenses for temporary duty travel. For information about
authorizing a Conference Lodging Allowance for conferences, meetings,
etc., refer to HHS Travel Manual Section 1.3.2: Conference Planning
Involving TDY Travel.

### General

HHS travel authorizing and approving officials, as well as HHS
travelers, must follow the provisions of the Federal Travel Regulation
and these supplemental HHS policy guidelines in authorizing, incurring,
and approving per diem and subsistence expenses.

**[Federal Travel Regulation Guidelines]{.underline}**

-   FTR Part 301-11, Per Diem Expenses

-   FTR Part 301-70, Subpart C, Policies and Procedures Relating to Per
    Diem Expenses

These sections of the FTR provide detailed guidance to the employee and
to the agency's management, respectively, regarding per diem and actual
expense policies. Topics in FTR Part 301-11 include:

> [Subpart A - General Rules (for Per Diem and Subsistence
> Expenses)]{.underline}

-   Eligibility for an allowance

-   Reimbursement for different types of lodgings and sharing of rooms

-   Long‑term rental expenses, including prepayment issues

-   Complimentary meals by common carrier or hotel/motel

-   Adjustment of allowance when meals provided

-   Rest periods for long flights overseas

-   Travel reimbursement for non‑workdays or leave

-   Receipt requirements

-   Hotel taxes and tax exempt certificates

-   Laundry and dry cleaning expenses

> [Subpart B -- Lodgings-Plus Per Diem]{.underline}

-   Allowance for lodging

-   Allowance for meals and incidental expenses

> [Subpart C - Reduced Per Diem]{.underline}

-   Authorization circumstances

> [Subpart D ‑ Actual Expense]{.underline}

-   Authorization circumstances, limitations, and requirements

> [Conference Lodging Allowance (See FTR 301-74)]{.underline}

### Eligibility for Per Diem or Actual Expense Allowance

An HHS employee is entitled to per diem, conference lodging rate, or
actual expense allowance as follows:

1.  If the employee performs official travel outside the official duty
    station as defined in Section 4.3.1; OR

2.  If the employee performs travel within 50 miles of his/her duty
    station, [and]{.underline}:

    i.  Has been authorized per diem under the narrow exception for
        local travel in Section 4.3.1.1, and the temporary duty station
        is at least 50 miles from his/her residence; [or]{.underline}

    ii. Has been authorized per diem under the GETA statutory exception
        (Section 4.3.1.2); [and]{.underline}

3.  If the employee is in travel status for more than 12 hours.

HHS officials who authorize travel that meets the above conditions MUST
pay a per diem or subsistence allowance to the employee, unless:

1.  Employee performs travel to a training event under the Government
    Employees Training Act (5 U.S.C. 4101‑4118), and in concert with the
    OPDIV, waives reimbursement for per diem or subsistence expense;
    [or]{.underline}

2.  Individual performs pre‑employment interview travel, and the hiring
    HHS component does not authorize payment of per diem expenses;
    [or]{.underline}

3.  Employee is authorized annual leave in conjunction with the
    temporary duty travel (see Section 5.2.1).

### Per Diem and Actual Expense Allowances

#### Lodging-Plus Per Diem

> HHS employees are expected to travel on a lodgings-plus basis, except
> in limited, unusual situations when a conference lodging allowance,
> reduced per diem, or actual expense reimbursement is specifically
> authorized or approved for the particular trip. Under the
> lodgings-plus per diem method, a maximum per diem rate is established
> for lodging, plus meals and incidental expenses, at a specific
> location. The following government organizations establish per diem
> rates:

1.  [General Services Administration]{.underline}: CONUS areas

2.  [Department of State:]{.underline} Foreign areas

3.  [Department of Defense]{.underline}: Non-foreign areas outside the
    continental U.S. (Alaska, Hawaii, Puerto Rico, Guam, Northern
    Mariana Islands, and territories and possessions of the U.S.)

> In most circumstances, employees may choose lodging facilities (up to
> the maximum lodging rate for the temporary duty location) at their
> discretion, but every HHS traveler must keep in mind the mandate to be
> prudent when incurring charges for official travel.
>
> Employees are expected to stay in the location of the temporary duty
> assignment if appropriate lodging is available there. For example,
> employees should not choose a lodging facility a significant distance
> away from the temporary duty site and at greater expense to the
> Government if local lodging is available, reasonable, and safe (e.g.,
> staying 20 miles away from the duty site, at a resort, would not be
> prudent; the employee should bear any extra cost for the distant
> facility). The high charge for parking at downtown hotels should be
> considered when choosing a lodging facility in major cities, if that
> charge could be avoided by driving a few extra miles without
> substantial inconvenience.
>
> **Note:** When selecting lodging facilities, first consideration must
> be given to lodging facilities contracted by GSA under the FedRooms
> Program. (FTR 301‑50.6 (b) (2))

#### Conference Lodging Allowance (CLA)

> Federal employees who travel to attend a conference may be authorized
> a conference lodging allowance of up to a 25 percent increase (rounded
> to the next higher dollar) of the lodging portion of the applicable
> per diem allowance. The M&IE portion of the per diem allowance is the
> same under the lodging plus per diem method.
>
> Please refer to Section 1.3.2 for additional guidance on use of this
> allowance. If a government agency is sponsoring the conference, only
> that agency may set the conference lodging allowance rate, and all
> Federal employees attending the conference must be allowed that rate
> for lodging (although it is permissible for an employee to stay at
> another lodging facility by choice at a lower rate). See FTR 301‑74.8.

#### Reduced Per Diem

> Federal Travel Regulation Part 301‑11, Subpart C, *Reduced Per Diem*,
> states that agencies may prescribe a reduced per diem rate lower than
> the prescribed maximum when:

1.  The agency can determine in advance that lodging and/or meal costs
    will be lower than the per diem rate; [and]{.underline}

2.  The agency specifies the lowest authorized per diem rate in the
    employee's travel authorization in advance of his/her travel.

#### HHS Maximum Subsistence Rate Guidelines for Extended TDY Assignments

##### General HHS Policy {#general-hhs-policy .unnumbered}

> For extended travel assignments, in line with FTR Part 301‑11, per
> diem rates must be reduced in accordance with the Maximum Subsistence
> Rate Guidelines listed below and the accompanying explanation of the
> procedure to establish an appropriate per diem rate for a particular
> extended assignment. Authorizing officials are expected to ensure that
> a realistic reduced per diem rate is authorized for employees who are
> on extended travel for temporary duty assignments. The rate should
> provide the employee with adequate reimbursement to cover necessary
> living expenses. Employees on long term assignment should be able to
> maintain a reasonable standard of living, without reaping any
> significant financial gains, suffering any significant losses, or
> living in an unsafe location.
>
> An employee's personal preference, e.g., staying in superior
> accommodations, may not be considered as necessary living expenses.
> Employees are responsible for incurring only those expenses that a
> prudent person would incur while traveling on personal business and
> claiming reimbursement accordingly.
>
> Occasionally, circumstances unique to a particular travel assignment
> may lead the authorizing official to the conclusion that a rate higher
> than the guideline maximum is in the public interest and critical to
> the agency's mission. Under such unusual conditions, the authorizing
> official may increase the guideline reduced maximum rate to a prudent
> rate consistent with the conditions and necessary costs that must be
> incurred by the employee. An "extended" travel assignment, as used in
> this context, is one where the employee stays for official duty
> purposes in the same temporary duty station for at least two work
> weeks, although these procedures are considered appropriate to apply
> for any assignment in a single temporary duty station which lasts
> longer than one week.
>
> **Note:** In all discussion of reducing rates for long-term travel,
> the term "day" refers to a calendar day, and all such days are to be
> counted sequentially. If an employee is absent from the temporary duty
> station for short period(s) of time (e.g., for personal or official
> business travel elsewhere), the number of "days" is not reduced to
> account for that break in presence at the temporary duty location.
>
> **Example:** An individual on a 90 day IPA assignment to Rockville, MD
> is scheduled to work at the TDY station 3 days per week. Assuming 70
> percent lodging at \$151 = \$106; and 50 percent M&IE at \$53 = \$27,
> the calculation of the maximum authorized per diem allowance for the
> three month assignment would be 36 (number of actual days worked) x
> \$133 = \$4,788.
>
> It is the responsibility of the HHS travel authorizing official to
> ensure that appropriate research takes place and consideration is
> given to alternative lodging choices and per diem allowances before an
> employee is authorized and issued travel orders for an extended
> temporary duty assignment. For temporary duty assignments at one
> location that are expected to last more than six months, the use of a
> temporary change of station move for eligible categories of employees
> should be considered in lieu of per diem (see FTR 302-3, Subpart E,
> *Employee's Temporary Change of Station*).
>
> FTR 301-11, Subpart A, *General Rules,* provides detailed information
> on what expenses may be considered part of the daily lodging cost when
> an employee rents a room, apartment, house, or other lodging on a
> weekly, monthly, or other long-term basis. It also provides guidance
> on how to compute the daily lodging rate for long-term rentals.
>
> In addition to reducing the lodging expenses, careful consideration
> should be given to reducing the allowance for meals and incidentals.
> Long-term lodging accommodations that include facilities for
> preparing/eating meals and/or storing food should be used, when
> available and economical to the Government. When an employee on
> long-term assignment rents accommodations with cooking facilities, the
> M&IE portion of their per diem rate must also be reduced, generally by
> at least one-half of the locality's M&IE rate.

##### Specific HHS Maximum Per Diem Rate Guidelines {#specific-hhs-maximum-per-diem-rate-guidelines .unnumbered}

###### Assignments Within CONUS and Non‑ Foreign Travel Areas: {#assignments-within-conus-and-non-foreign-travel-areas .unnumbered}

1.  [Assignments 30 Days or Less]{.underline}

> The maximum daily amount in the FTR for the traveler's locality may be
> used when reasonable for the expected duration of the assignment.

2.  [Assignments More Than 30 Days]{.underline}

> For longer-term assignments, the allowable per diem should be reduced,
> as employees are expected to secure long-term lodging at substantially
> lower rates. Such lodging will normally include cooking facilities, so
> the M&IE rate shall be reduced. Close attention must be given to
> setting a daily lodging rate appropriate for the timing of the
> assignment and the particular location involved. The goal is to reduce
> the cost to the Government as much as possible for the entire period
> of travel/occupancy, while providing safe and adequate lodging to the
> employee, with reasonable transportation option(s) to the temporary
> duty site at a cost not exceeding the lodging savings.
>
> The following guidelines are provided for setting per diem rates for
> assignments longer than 30 days:

-   *Assignment period of one to three months:* 70 percent of lodging
    per diem rate for location

-   *Assignment period of four to six months:* 60 percent of lodging per
    diem rate for location

-   *Assignment period of over six months*: 50 percent of lodging per
    diem rate for location

-   *M&IE allowance when cooking facilities are included in lodging:* 50
    percent of M&IE rate for location

-   *M&IE allowance where lodging site provides no meals or cooking
    facilities:* 75 percent of M&IE rate for location

-   *M&IE allowance if lodging site provides all meals:* only incidental
    expense allowance for location

> Employees may elect to secure more expensive lodging for personal
> convenience, but they must pay the excess cost over the authorized
> rate.

###### Assignments Outside the Continental United States (OCONUS) {#assignments-outside-the-continental-united-states-oconus .unnumbered}

1.  [Assignments of 30 Days or Less]{.underline}

> The maximum daily amount in the FTR for the traveler's locality may be
> used when reasonable for the length of the assignment; however, a
> lower amount may be more appropriate. The rate should be realistic and
> fair for the location involved, given the timing of the travel.

2.  A[ssignments of More than 30 Days]{.underline}

> For extended assignments outside CONUS, the allowable per diem should
> be reduced if it is reasonable to expect employees to be able to
> secure long-term lodging at substantially lower rates within the
> location. Due to varying considerations of availability, cost, safety,
> and features of lodging options in foreign areas, no guideline amounts
> for setting reduced rates for lodging in foreign countries will be
> provided in this section.
>
> Supervisors or authorizing officials should gather sufficient reliable
> information about the location of the assignment to enable them to
> assess what is a reasonable and fair lodging rate under the
> circumstances of the travel and length of assignment. The rate must be
> specified on the travel order and discussed with the employee.
>
> If lodging options that include meals or meal preparation facilities
> are reasonably available, the M&IE rate must be reduced or, if all
> meals are provided with the lodging, only the incidental expenses
> portion of the locality's M&IE rate should be authorized.

#### Actual Expense Allowance

> Federal Travel Regulation Part 301‑11, Subpart D, Actual Expense,
> states that actual expense reimbursement is warranted when:

1.  Lodging and/or meals are procured at a prearranged place such as a
    hotel where a meeting, conference, or training session is held, and
    no feasible less expensive alternative exists;

2.  Costs have escalated because of special events (e.g., missile
    launching periods, sporting events, World's Fair, conventions,
    natural disasters); lodging and meal expenses within prescribed
    allowances cannot be obtained nearby; and costs to commute to/from
    the nearby location consume most or all of the savings achieved from
    occupying less expensive lodging;

3.  Because of mission requirements; or

4.  Any other reason acceptable and approved by the agency.

> In these unusual circumstances, delegated officials may authorize a
> daily actual expense reimbursement rate up to 300 percent of the
> applicable maximum per diem rate, but the reimbursement rate should
> not be set higher than necessary under the circumstances for each day
> of travel. There is no regulatory authority to exceed the 300 percent
> ceiling. A per diem rate at or near the ceiling level should be
> exceedingly rare and must be thoroughly justified on the travel
> documentation.
>
> Actual expense reimbursement may be authorized for the same types of
> expenses covered by per diem rates: lodging, meals, and incidental
> expenses. Only those expenses that actually will exceed the maximum
> per diem rate due to the unusual circumstances in the locality should
> be increased.
>
> **For example:** The authorizing official may authorize a higher
> lodging component under actual expense, but limit meals and
> incidentals to the locality's M&IE rate.
>
> A request for authorization for actual expense reimbursement should be
> made in advance of travel, and authorization should be documented on
> the travel order in accordance with the OPDIV's delegation of
> authority and travel management system procedures, respectively.
> Actual expense reimbursement may also be approved after travel is
> completed ("post-approval") when properly justified, under the
> following conditions:

-   Emergency situations in which requests for prior travel
    authorization were not possible; [or]{.underline}

-   Unanticipated, unusual, and exceptional circumstances which, during
    the course of the specific travel assignment, resulted in the
    incurrence of actual and necessary subsistence expenses that were
    much greater than the authorized per diem allowance;
    [or]{.underline}

-   Other unusual circumstances that would necessitate approval by the
    appropriate delegated official.

> **Note:** Each OPDIV is responsible for establishing procedures for
> authorizing actual expense and ensuring that justifications for its
> use are appropriately documented.

### Per Diem May Not be Authorized at Official Duty Station

Per diem or subsistence will not be allowed for employees at their
official duty station (the city where their permanent HHS office is
located). This prohibition includes reimbursement for meals and
incidentals, even when the workday extends beyond 12 hours.

#### Comptroller General (CG) and General Services Board of Contract Appeals (GSBCA)

> Controlling decisions state there is no authority to allow per diem at
> the employee's official duty station, even if authorized in advance by
> government officials. This rule applies where per diem expenses are
> incurred under extraordinary circumstances such as:

-   Late conference sessions

-   Heavy volume of work

-   Adverse weather conditions

-   Protective missions by security personnel

-   Inability to leave duty post

#### Statutory Exception

> The Government Employees Training Act (GETA; see 5 U.S.C. 4109 and 5
> C.F.R. 410.304) states that agencies "may pay, or reimburse the
> employee for, all or a part of the necessary expenses of the
> training."
>
> **For example:** When the OPDIV/STAFFDIV requires all participants in
> a training course to stay in a local hotel in order to participate in
> daytime and evening training activities, a per diem allowance at the
> training location within the official duty station may be authorized
> as a necessary expense of training. Training that takes place within
> the official duty station and any corresponding expenses paid,
> including special authorization of per diem, must be authorized,
> approved, and paid in accordance with the OPDIV's policies.
>
> This authority does not come from the FTR. For policy guidance on
> temporary duty travel expenses for training under the GETA, please
> refer to Section 1.9.

### Hotel/Motel Fire Safety Act of 1990

Title 5 of the U.S.C. section 5707a(a), requires agencies to ensure that
not less than 90 percent of the commercial‑lodging room nights within
CONUS and non-foreign OCONUS locations for a fiscal year are booked in
approved places of public accommodation meeting fire safety guidelines.
Whenever available, employees are strongly encouraged to stay in public
accommodations that are on the Federal Emergency Management Agency
(FEMA) List of Hotels and Motels that meet the requirements of the
Hotel/Motel Fire Safety Act. The travel management services provided by
the HHS OPDIV will assist employees in reserving lodging in an approved,
fire-safe accommodation.

### Exemption from State or Local Tax on Hotel/Lodging Accommodations

The FTR requires employees on official travel to exercise the same care
in incurring expenses that a prudent person would exercise if traveling
on personal business. This includes claiming a Federal exemption from
payment of state and/or local taxes on lodging wherever this option is
available to employees on official travel. Not all states and localities
offer tax exemption, and some locations do not specify a particular form
on which to claim it.

Some information on hotel tax exemptions and locally-required forms is
available on the GSA travel web page:
[www.gsa.gov/statetaxforms](http://www.gsa.gov/statetaxforms).

HHS travelers are expected to inform themselves about the tax exemption
status of each location prior to departing on official travel, and
should make every effort to obtain and use any locally-approved lodging
facility tax exemption form. If official travel takes place in a
location where the lodging property is listed
[www.gsa.gov/statetaxforms](http://www.gsa.gov/statetaxforms), and the
traveler's voucher claim includes domestic lodging tax reimbursement,
the traveler must have made every effort to obtain the lodging tax
exemption and failing that, include proper justification in the Comments
block of the voucher.

Failure to obtain the tax exemption or not having proper justification
in the "comments" block is a basis for denial by the approving official
of the reimbursement for the lodging tax. Employees must inquire at the
lodging check-in desk about availability of state and/or local tax
exemption for Federal official duty travel. In the event there is no
locally-approved or lodging facility-provided form at the location where
official travel is taking place, the traveler should present a copy of
his/her official Travel Authorization with their government ID card and
government Travel Charge card, if applicable, to the lodging facility in
order to find out whether the facility might be willing to offer lodging
tax exemption.

Failure to make that inquiry, resulting in payment of state and/or local
tax in an exempt area, may result in denial of reimbursement for the
lodging tax.

### Internal Controls on Authorization and Payment of Per Diem Rates and Actual Expenses

Heads of OPDIVs/STAFFDIVs or their designees are responsible for
establishing appropriate management controls over the authorization and
payment of per diem rates and actual expense reimbursements to ensure
compliance with the Federal Travel Regulation, the HHS Travel Manual,
and their own supplemental policy and procedure requirements.

FTR Part 301‑70, Subpart C, *Policies and Procedures Relating to Per
Diem Expenses*, identifies additional policies and procedures that OPDIV
and STAFFDIV management should establish for authorization and payment
of per diem expenses. Most of these policies pertain to internal
delegations of authority.

##  {#section-4 .unnumbered}

## Special Travel Situations

This Section provides supplemental guidance for HHS civilian employees,
invitational travelers, and OPDIVs regarding special travel situations.

### Reimbursement for TDY Travel in Conjunction with Approved Leave

#### Return from Approved Leave ‑ General Rule

> When an employee is away from his/her official duty station on leave
> of absence, he/she assumes the obligation of returning to the official
> duty station at his/her own expense.
>
> []{.mark}
>
> **Reference:** Comptroller General Decision B11 Comp.Gen. 336 (1932)

#### Orders for TDY Travel Issued Before Departure on Approved Leave Where Indirect Travel is Involved

> An employee who is authorized, prior to departure on annual leave, to
> travel to a temporary duty station and to return to the permanent duty
> station, may be reimbursed the cost of his/her actual temporary duty
> travel expenses not to exceed the cost to the Government of direct
> route, uninterrupted travel between the permanent duty station and the
> temporary duty station.
>
> **Reference:** Comptroller General Decision B 58 Comp. Gen. 797 (1979)
>
> In this decision, air fare reimbursement was the sole claim at issue.
> The employee had scheduled annual leave for vacation in Toronto,
> Canada, and had made necessary travel plans. Before departure from his
> headquarters/official duty station (Boulder, CO) he was directed to
> perform temporary duty in Norfolk, VA before returning to his
> headquarters.
>
> His actual trip involved an indirect route (Denver to Toronto to
> Norfolk to Denver) and cost \$387. He was entitled to reimbursement
> for the cost of his actual expenses not to exceed the cost of a direct
> round-trip between headquarters (Boulder/Denver) and the official
> temporary duty point (Norfolk). The direct trip cost would have been
> \$312, so this was the amount that could be reimbursed.
>
> In the rare case when an agency requests an employee, before he/she
> departs on annual leave, to perform temporary duty travel at or near a
> planned vacation site and the agency request is based solely on the
> fact that the employee will be taking leave at or near the temporary
> duty site (otherwise the request would not have been made), the agency
> should reimburse the employee only those costs attributable to
> performing the temporary duty in excess of those the employee would
> have incurred for personal reasons.

#### Orders for Official Duty While in Leave Status Away from Permanent Duty Station

##### Employee Chooses or Is Directed to Return to Permanent Duty Station {#employee-chooses-or-is-directed-to-return-to-permanent-duty-station .unnumbered}

> When an employee proceeds to a point away from his/her official duty
> station on annual leave and during such leave, he/she is required to
> perform temporary duty and is required or chooses to return to his/her
> permanent duty station after completion of the temporary duty, the
> employee may be reimbursed only for the difference between:

-   What it cost him/her to return to his/her permanent duty station via
    the temporary duty location; and

-   What it would have cost him to return to his/her permanent duty
    station directly from the place where s/he was on leave.

> In other words, the Government is chargeable only with the difference
> between the cost attributable to the temporary duty and what it would
> have cost the employee to return to his/her official duty station
> direct from the place where he/she was on leave.
>
> **Reference:** Comptroller General Decisions B 11 Comp. Gen. 336
> (1932), 56 Comp. Gen. 96 (1976), and 64 Comp. Gen. 28 (1984)
>
> In 56 Comp. Gen. 96, an employee traveled from his permanent duty
> station, Lincoln, Nebraska, to Waterbury, Connecticut, while on annual
> leave. Shortly before his personal stay was scheduled to end, he was
> issued travel orders to go to Billings, Montana, to testify before a
> court. His reimbursement was limited to the difference between:

-   The costs he actually incurred in traveling from Waterbury to
    Billings to Lincoln and

-   The costs he would have incurred if he had returned from Waterbury
    to Lincoln, as originally planned.

##### Employee Chooses to Resume Leave Status {#employee-chooses-to-resume-leave-status .unnumbered}

> Travel expenses not to exceed the cost of travel to and from the place
> where the leave was interrupted to the place where the duty was
> performed may be authorized, if the following conditions apply:

1.  The employee is on authorized leave of absence away from his/her
    permanent duty station;

> AND

2.  The authorized leave of absence is temporarily interrupted because
    he/she is recalled to duty at his/her permanent duty station;

> OR

3.  The authorized absence is interrupted because he/she is ordered to
    perform temporary duty at another place;

> AND

4.  The employee wishes to resume leave status immediately after the
    completion of official duty;

5.  AND

6.  A statement is included in the travel order that an administrative
    determination was made that it would be unreasonable to require the
    employee to assume the additional travel expense in compliance with
    the temporary duty.

> **Reference:** Comptroller General Decision B 39 Comp. Gen. 611
> (1960).
>
> **Example:** An employee travels from his permanent duty station, Los
> Angeles, California, to Seattle, Washington, while on annual leave.
> While in Seattle, the employee is issued a travel order to go to New
> Orleans, Louisiana immediately for a three‑day operational review.
> Upon completion of the temporary duty assignment in New Orleans, the
> employee returns to Seattle, to continue his/her annual leave.
> Subsequently, the employee travels back home to Los Angeles. The
> employee may be reimbursed for his actual travel expenses to go from
> Seattle, where he was on leave, to New Orleans, his temporary duty
> point, and to return to Seattle, where he resumed leave.

#### Per Diem/Actual Expense Reimbursement when Annual or Compensatory Leave is Taken While on Official Travel

> If an employee takes annual or compensatory leave at the temporary
> duty location during the official travel period, it is HHS policy that
> appropriate adjustments must be made in reimbursement for the period
> of leave. Travel approving officials may want to consider limiting the
> number of days an employee may be approved annual leave in conjunction
> with TDY assignments.

1.  No allowance for M&IE may be paid for days of annual leave or
    equivalent time off (e.g., compensatory time, credit hours).

2.  No per diem or actual expenses for lodging may be authorized or paid
    for days when annual leave or equivalent time off is taken if the
    employee is paying a daily lodging rate, because he/she could check
    out during the period of leave.

3.  When an employee performing an extended travel assignment in one
    location secures a reduced lodging rate based on long-term
    occupancy, the lodging rate is set and billed by extended periods
    (e.g., monthly) and he/she must pay for the entire period of
    occupancy irrespective of leave taken. In this circumstance,
    isolated days or hours of annual leave or equivalent time off will
    generally not affect his/her right to reimbursement, as the daily
    rate will be recomputed. The number of days of actual occupancy when
    in a duty status or on associated non-workdays during the billing
    period (i.e., excluding days when annual or equivalent leave is
    taken) should be divided into the periodic rate billed for the
    lodging, to ascertain the daily rate for lodging during that billing
    period. If that daily rate is within the approved lodging rate set
    on the employee's travel order, reimbursement in full is appropriate
    despite the use of annual leave during the billing period.

4.  In some circumstances, however, the approved lodging rate may be
    exceeded using this method of recomputation to account for
    annual/equivalent leave days. If that occurs, any days in which
    annual/equivalent leave was taken for one‑half of the scheduled work
    day or less (e.g., if the employee is scheduled to work 8 hours and
    takes 4 hours of such leave on that day), should not be counted as a
    day with leave for purposes of the recomputation. If the recomputed
    daily rate using this method exceeds the daily lodging rate approved
    on the travel order, the employee must pay the difference for that
    billing period.

#### Per Diem Reimbursement for Indirect/Interrupted Official TDY Travel Involving Annual or Compensatory Leave

> When travelers (a) travel by indirect routes, or (b) interrupt
> official travel for personal convenience and/or to take leave, they
> are entitled to per diem and travel expenses not to exceed those which
> would have been incurred on uninterrupted travel by a usually traveled
> route for official business.
>
> **Reference:** Comptroller General Decision Letter, B‑248868, dated
> September 2, 1992
>
> **Example**: An employee is authorized to travel on a Monday afternoon
> for temporary duty in Denver on Tuesday and chooses to depart on
> Sunday for personal reasons. The employee is approved to take annual
> leave on Monday morning and is required to report for duty on Tuesday.
> The employee incurs a lodging cost on Monday night, within the
> locality's per diem rate.
>
> Since the employee was authorized to travel officially on Monday, the
> employee may be reimbursed his/her per diem expense on Monday, not to
> exceed the constructive cost of what the employee was authorized to
> incur for per diem on that day.
>
> Similarly, if a traveler elects to travel on Sunday rather than
> Monday, for official duties which begin on Tuesday morning, the 75
> percent M&IE payable for the first day of travel may be paid for
> Monday, the designated official duty travel day, or for Sunday, the
> actual travel day, but not both.
>
> Refer to HHS Travel Manual Sections 4.1.2: Transportation Method and
> Routing, and Gratuities and 4.1.4.2: When Contract Fares May Not Be
> Used for additional guidance on procuring transportation when travel
> is indirect or interrupted for personal convenience or leave.

#### Recording Leave on Travel Voucher

> When leave is taken prior to or upon completion of an official travel
> assignment, leave should not be recorded in the official dates of
> travel, but must be annotated on the travel order and voucher. When
> leave is taken during an official travel assignment, the number of
> hours of leave for each day must be reported on the employee's travel
> voucher. Employees should check with the OPDIV that administers their
> travel management system to find out if planned leave should also be
> shown on the travel authorization (this policy is discretionary and
> varies within HHS.).
>
> **[Federal Travel Regulation Guidelines]{.underline}**

-   FTR Part 301-10, Subpart A, General

### Per Diem/Actual Expense Reimbursement for Non-Workdays while on Official Travel

> Non-workdays are defined as weekends, legal Federal holidays, or other
> scheduled non-workdays.
>
> In general, an employee will be reimbursed for per diem or actual
> expenses, as authorized, as long as the employee's travel status
> requires his/her stay to include a non-workday. HHS travel authorizing
> officials should determine and authorize the most cost-effective
> situation:

1.  Have the employee stay at the temporary duty location in travel
    status during the non-workdays and pay per diem or actual expenses;
    [or]{.underline}

2.  Return the employee back to his/her duty station during the
    non-workdays.

> It is the responsibility of the designated HHS travel authorizing
> official to determine whether an employee will be reimbursed for
> non‑workdays when he/she takes leave immediately before or after the
> non‑workday (e.g., Friday or Monday).
>
> **[Federal Travel Regulation Guidelines]{.underline}**

-   FTR Part 301-11, Subpart A, General

#### Required Return to Official Station

> If an employee is required to return to his/her official station on a
> non‑workday by the agency, the employee will be reimbursed the per
> diem or actual expense amount allowable for return travel.

#### Periodic Returns to Official Duty Station for Business Reasons

> An agency may authorize per diem or actual expense and round‑trip
> transportation expenses for periodic return travel on non‑workdays to
> the employee's home or official duty station under the following
> circumstances:

1.  Agency requires employee to return to official station to perform
    official business; [or]{.underline}

2.  Agency will realize substantial cost savings by returning employee
    home.

#### Periodic Returns to Official Duty Station for Non‑Official Reasons

> Periodic return travel home may be justified incident to an extended
> temporary duty travel assignment. The number and frequency of such
> trips home which are authorized by the travel approving official must
> be stated on the employee's travel order. The only expenses which may
> be reimbursed by the Government for such authorized return travel home
> are the cost of round‑trip transportation between the temporary duty
> station and home/official duty station (plus associated local
> transportation to and from the point of departure from the temporary
> duty site and the employee's home). These reimbursement guidelines
> should be annotated on the travel order.

#### Voluntary Return to Home or Official Station without Travel Order

> If an employee, by personal choice and without a travel order, returns
> home or to his/her official station on non‑workdays during a temporary
> duty travel assignment, the maximum reimbursement for all expenses
> (including round trip transportation and per diem or actual expense)
> is limited to what would have been allowed for per diem/actual expense
> under his/her travel order had the employee remained at the temporary
> duty travel location.

#### Voluntary Travel Away from TDY Station (Excluding Return to Home or Official Station) on Non‑Workdays

> If an employee voluntarily travels away from the temporary duty
> station on non‑workdays and incurs lodging, meals, and incidental
> costs at a different location (other than his/her home or official
> station as discussed above), per diem or actual expense is limited to
> what would have been allowed had the employee remained at the
> temporary duty travel location. However, the employee may not claim
> any transportation costs for this personal travel, in lieu of there
> being no per diem costs actually incurred.
>
> **Example:** If an employee takes a train to another location to stay
> with relatives over a weekend, the employee may not be reimbursed for
> the cost of the train trip, to offset the fact that he/she incurred no
> lodging costs by staying with relatives.

### Emergency Travel

Emergency travel results from:

1.  An employee becoming incapacitated by illness or injury not due to
    his/her own misconduct; [or]{.underline}

2.  The death or serious illness of a member of the employee\'s
    immediate family (as defined in FTR 300‑3.1 and 301‑30.2);
    [or]{.underline}

3.  A catastrophic occurrence or impending disaster, such as fire,
    flood, or act of God, which directly affects the employee\'s home.

If an employee has to interrupt or discontinue his/her temporary duty
travel due to one of the emergency situations listed above, the employee
should contact his/her delegated travel official for instructions as
soon as possible.

If emergency travel is approved for the employee, the OPDIV/STAFFDIV may
reimburse the following expenses:

1.  Per diem for a reasonable period of time (generally up to 14
    calendar days), at the location where the employee incurred or was
    treated for an incapacitating illness or injury; or where the family
    member is ill then later passes away (the OPDIV/STAFFDIV in its
    discretion may pay for a longer period).

2.  Transportation and per diem expense for travel to an alternate
    location to receive medical treatment; or to be with family due to
    serious illness or death.

3.  Transportation and per diem expense to return to the traveler's
    official station.

4.  Transportation costs of a medically necessary attendant.

When an employee in TDY travel status experiences the death or serious
illness of a member of his/her immediate family, the OPDIV/STAFFDIV may
in its discretion reimburse the cost of transportation from the TDY site
to the alternate site (location of the family member) and return to the
TDY site, not to exceed what it would have cost for the employee to have
traveled in the most economical means possible from the employee\'s
official duty station to the alternate site and back to the official
duty station.

**Note:** In order to be eligible for any reimbursement, the employee
must travel from the alternate site back to the TDY site. If he/she
travels from the alternate site to any other location (e.g., back to the
official duty station), no reimbursement may be authorized (see FTR
301‑70‑.505, ‑70.507, and ‑70.508).

**Travel Example:**

Employee travels from her official duty station in Atlanta, GA, to
Washington, D.C. on an official business trip. While on TDY travel in
Washington, a member of her immediate family dies in NY. She purchases,
out-of-pocket, a round-trip ticket between Washington and NY, the cost
of which is \$400. The constructive cost of a contract-carrier coach
class round-trip ticket from Atlanta to NY is \$800. The employee would
not be entitled to any reimbursement, as no excess cost is involved; the
cost of the Atlanta-NY ticket is higher than the ticket she purchased
from Washington to NY.

**[Federal Travel Regulation Guidelines]{.underline}**

-   FTR Part 301-30

-   FTR Part, 301-70, Subpart F

### Travel of an Employee with Special Needs

An agency may pay for additional travel expenses necessary to
accommodate a special physical need which is either:

1.  Clearly visible and discernible; or

2.  Substantiated in writing by the traveler's personal physician or
    specialist.

All travelers who secure premium class accommodations for special needs
(medical reasons) are required to submit a copy of their request to the
OPDIV Senior Travel Official (STO) and the Division of Travel Policy and
Programs (DTPP). The following guidelines apply:

1.  A written request from the traveler must justify and clearly define
    the need or cost basis for premium class accommodations (e.g.,
    employee with a special need for wider seat capacity due to their
    size may be required by an airline to purchase two coach seat
    tickets, but could purchase only one business class ticket). A cost
    comparison between the two total fares involved would determine
    whether premium-other-than-first class should be authorized in this
    instance.

2.  Letters from the physician or specialist must include when special
    accommodations are needed (e.g., on flights that exceed more than 5
    hours) and what level of accommodation is required (e.g., leg room
    beyond what coach class provides on the aircraft involved). The
    physician attesting to the medical condition must be the traveler's
    personal physician or specialist and not within the traveler's chain
    of command (either up or down).

3.  Approvals granted to accommodate a temporary condition will expire
    after six months from the date of approval, unless the medical
    documentation indicates that the need for accommodation will cease
    at an earlier date.

4.  In cases where the medical condition is chronic or unlikely to
    change, the approval may be granted for a period not to exceed one
    year from the date the physician's letter attesting to the medical
    condition.

5.  The traveler may not be granted an extension beyond the one year
    limit. However, the traveler may request an updated approval based
    upon new documentation provided by the personal physician or
    specialist.

6.  The reimbursable expenses are limited to the following:

    a.  Transportation and per diem expenses of one escort/attendant, if
        necessary;

    b.  Specialized transportation to the hospital/facility;

    c.  Specialized services provided by a common carrier;

    d.  Costs for handling the employee's baggage;

    e.  Renting and/or transporting a wheelchair; and

    f.  Premium class accommodation, if properly justified. (See also
        Chapter 6 for information on use of premium class accommodations
        for international travel.)

All requests for premium class accommodates for special needs (medical
reasons) are subject to independent review, assessment, examination,
and/or verification.

**Note:** If the employee is a patient (whether or not he/she requires
an escort/attendant), please refer to Section 1.6.

**[Federal Travel Regulation Guidelines]{.underline}**

-   FTR Part 301‑13, *Travel of an Employee with Special Needs*

### HHS Travel Orders for Congressional Members or Staff

When it is determined that agency appropriations may be used to fund the
travel of Congressional members or staff, an HHS travel order should be
issued to the Congressional member or staffer to travel as an HHS
"invitational traveler". The HHS travel order will authorize the
Congressional member or staffer to travel under the policies and
procedures of the executive branch (i.e., the Federal Travel Regulation,
the HHS Travel Manual, and the funding OPDIV), instead of the
legislative branch. Travel reservations should be made through the
OPDIV's Travel Management Center.

Each Congressional committee has its own rules and procedures for
allowing members or staff of the Committee to travel, when the travel
costs will be paid from an executive branch appropriation. HHS offices
that are asked to pay for such travel should check with their Committee
contact as to requirements. For example: The Chairman of the House
Committee on Appropriations must approve travel to be paid by executive
branch agencies for Committee members or staff.

# International Travel

This chapter provides information on purposes, policies, and procedures
relating to all types of official international travel (excluding change
of duty station) and defines and outlines categories of international
travel. It also describes the requirements for review and approval by
the Office of the Secretary of foreign travel and the preparation of
corresponding quarterly travel reports and individual trip reports. This
chapter applies to civilian employees, commissioned officers of the U.S.
Public Health Service, and invitational travelers.

## General Policy

### HHS International Travel Goals

International travel is important to achieving Departmental goals.
However, such travel is typically very expensive and entails security
concerns and other sensitivities. Therefore, managers must carefully
monitor the frequency of the overseas travel performed by their
employees and others authorized to travel for HHS. OPDIV/STAFFDIV Heads
must maintain proper delegations of authority to ensure they approve
proposed official international travel only when it effectively serves
the goals of the Department. International travel can and should serve
the following goals:

-   To fulfill regulatory or inspection obligations, such as the
    inspection of foreign manufacturers of foods, drugs, medical
    devices, and biologicals;

-   To respond to epidemics in other countries that could have an impact
    on the health of U.S. citizens;

-   To contribute, with the guidance of the U.S. Department of State, to
    U.S. foreign- policy objectives;

-   To fulfill U.S. responsibilities as a Member Government of
    multilateral organizations, including the World Health Organization
    (WHO); the Pan American Health Organization (PAHO); the Codex
    Alimentarius Commission; the United Nations Children's Fund
    (UNICEF); the United Nations Food and Agriculture Organization
    (FAO); the Organization for Economic Cooperation and Development
    (OECD); the United Nations; and others; and

-   To participate in research and science-related activities deemed of
    high importance to HHS.

### Oversight

International travel is often of high priority and must be subject to
stringent procedures for justification, approval, and monitoring beyond
those applied to travel within the United States. U.S. officials who are
traveling abroad represent the United States and the American people to
other nations. International travel is especially visible; and subject
to Congressional and public scrutiny. Therefore, the Assistant Secretary
for Administration and Management (ASAM) retains the authority to review
all international travel and must approve certain kinds of foreign
trips, as referenced in Chapter 6. The ASAM has delegated this authority
to the Director of the Office of Global Health Affairs (OGHA), but
retains the authority to disapprove any international travel.

The OPDIVs/STAFFDIVs and the Office of the Secretary (OS), through the
OGHA, have a shared responsibility for the placement of controls over
international travel that are both efficient and effective, including
travel funded by non-Federal sources.

HHS OPDIVs/STAFFDIVs engaged in international travel must ensure Federal
funds are being used in an appropriate manner. Employees who wish to
travel outside of the United States must avoid the perception they are
misusing Federal funds or taking advantage of their status as a Federal
employee to receive benefits that would not be available to the general
public. Accordingly, individuals should avoid travel to resort areas to
which the general public is attracted because of recreational facilities
or sightseeing attractions. Travelers must be particularly sensitive to
the perception generated by their travel to conferences or meetings
outside the United States when accepting full or partial sponsorship by
non-Federal sources and outside organizations, whether for-profit or
non-profit.

**Note:** The authorizing official should consult with the
OPDIV/STAFFDIV Deputy Ethics Counselor and/or the Office of the General
Counsel, Ethics Division to ensure that there is a thorough conflict of
interest analysis. For additional information, please reference

Section 1.8.

Managers must also be sensitive to the high cost of registration fees
for conferences held outside the United States, and the perception
Federal funds are subsidizing outside organizations. Exorbitant
registration fees, in most circumstances, should be grounds enough to
discourage attendance by groups of employees or individual employees.
The OPDIV or STAFFDIV responsible for financing travel to a conference
should deny requests that include fees that it deems exorbitant. OPDIV
Heads and their Senior Travel Officials (STOs) should be directly
involved in developing the annual forecasts for attendance at
international conferences and administrative meetings to maximize the
ability of HHS attendees to take advantage of early-registration
discounts.

Managers may only permit employees to attend continuing-education
seminars and other training opportunities (such as technology-training
courses) held outside the United States after determining that the same
or substantially similar courses or sessions are unavailable within the
United States.

## International Travel Requirements

Prior to engaging in international travel to a foreign location, the
OPDIVs/STAFFDIVs must complete the following requirements:

1.  OPDIVs/STAFFDIVs must send international travel requests for HHS
    clearance through the Notification of Foreign Travel (NFT) System;

2.  The employee must obtain a valid official (maroon) passport and
    visa(s), if required by the country or countries visited;

3.  The employee must meet all medical requirements, including
    appropriate vaccinations and examinations;

4.  OPDIVs/STAFFDIVs must obtain U.S. Department of State country
    clearance, by sending a country-clearance cable (after approval of
    the draft by OGHA) to the relevant U.S. Embassy or Mission in each
    country that is responsible for each international organization the
    employee wishes to visit; and

5.  The employee must complete a security and/or country briefing.
    (Please note that any employee who plans to be on official duty
    travel in one location for 30 or more consecutive days must complete
    a personal-security course approved by the U.S. Department of
    State.)

[Employees who are requesting to take international travel must allow no
less than 30 days to meet these above-stated requirements]{.underline}.
Travelers must submit a request for permission and obtain approval for
such requests through the NFT system.

Refer to Section 6.2.1: Notification of Foreign Travel for further
guidance on the NFT System.

Please note that the requirements outlined in the section [do
apply]{.underline} to travel to Canada, Mexico, the Caribbean, the
Federated States of Micronesia, the Republic of Palau, and the Republic
of the Marshall Islands.

Further information regarding these requirements is available in
subsequent sections in this chapter, as well as the HHS General
Administration Manual, the OGHA Guide to International Operations, and
the OGHA Cables Manual.

### Notification of Foreign Travel

The Director of OGHA, will maintain a system of controls for
international travel for the Department. These controls will (a) ensure
that OGHA receives advance notice of all international travel to be
performed by OPDIVs/STAFFDIVs, (b) ensure the dispatch of country
clearance cables for all HHS employees, and (c) render assistance to
travelers regarding official (maroon) passports and visas.

[HHS employees who are planning an international trip must forward an
NFT electronically to OGHA through the web-based NFT System at least 30
days prior to their proposed trip departure date.]{.underline} In
exceptional circumstances, OGHA may accept late notification, with
proper justification. All notifications must include the following:

-   Detailed cost data, including: airfare or cost of other common
    carrier transportation, with indication of class of service;

-   Government-established per diem for M&IE, or actual expenses, or a
    conference lodging allowance, where authorized;

-   Registration fees; and

-   Miscellaneous expenses.

If more than one HHS employee from an OPDIV or STAFFDIV is traveling for
the same purpose, that OPDIV or STAFFDIV should consolidate the names in
one NFT.

HHS travelers on official international travel are required to forward a
copy of their trip reports to OGHA, through the NFT System, within two
weeks following their return to the United States, for all travel
categorized in Section 6.3.

### U.S. Department of State Country Clearance

Under no circumstances is an HHS traveler to depart on an official
business trip outside the United States without first receiving country
clearance (i.e., permission to enter a foreign country), from the
relevant U.S. Embassy or Mission overseas. If HHS travelers do not
obtain prior permission, the Chief of Mission at a U.S. Embassy or
Mission:

-   Can and will terminate the traveler's visit to a country;

-   May be unable to provide security escort/transportation in
    "sensitive" countries or to dangerous areas; and

-   May be unwilling to accommodate true HHS emergencies, if HHS OPDIVs
    and STAFFDIVs frequently ask for last-minute clearances because of
    their non-compliance with country-clearance guidelines.

OGHA is responsible for reviewing and issuing all country-clearance
cables transmitted to the U.S. Department of State. While the Centers
for Disease Control and Prevention (CDC) has its own capability to
transmit cables to the U.S. Department of State, OGHA must still review
and clear all HHS/CDC cables.

Follow-up cables are required when new information supersedes the
information in the original cable(s) (e.g., because of trip
cancellations, changes in dates of trip, or traveler replaced).

OGHA must receive all draft NFT country-clearance cables for review and
approval no later than seven days prior to departure for all
international travel.

### Registration with Consular Sections at U.S. Embassies

The U.S. Department of State is responsible for the evacuation of all
U.S. Government personnel, their family members, and, at times, private
U.S. citizens in the case of a natural disaster or civil unrest abroad.

Registration at the local U.S. Embassy is the key element in ensuring
HHS employees who are traveling overseas get included in security and
evacuation procedures managed by the U.S. Department of State, and can
help the Embassy contact HHS Travelers in case of an emergency.

All HHS travelers who are on official duty in a country listed by OGHA
as "sensitive" must register with the Administrative Officer at the U.S.
Embassy Consular Section in the relevant country. In addition, all HHS
travelers who are on duty travel in any country for a period that
exceeds 14 consecutive days must also register with the U.S. Embassy
Consular Section in that country.

The Department of State recommends that HHS staff that plan
international travel, should e-mail the Consular Section of the U.S.
Embassy in their designated country before they leave the United States.
The e-mail addresses and telephone numbers for the Consular Sections at
U.S. Embassies are available at
[http://www.travel.state.gov](http://www.travel.state.gov/).

The Department of State has requested HHS travelers to provide the
following information when registering:

-   The names of all family members who will be accompanying them,
    including the names of spouses and family members who are not U.S.
    citizens;

-   Street addresses (no Post Office box numbers);

-   Home and work telephone and fax numbers;

-   E-mail addresses at both home and work; and

-   The name, address, telephone, fax and e-mail address of an emergency
    contact person in the country of travel and in the United States.

### Passports and Visas

To enter a foreign country, HHS staff on official business and their
family members (if the HHS staff is on permanent assignment) must have
the appropriate:

-   Passport(s);

-   Visa(s), if required by the country visited; and

-   Country clearance from the U.S. Department of State.

Each HHS traveler is responsible for obtaining the necessary visa(s)
required for his or her official international travel. Please note that
many countries that do not require visas for U.S. citizens who travel on
tourist (blue or green) passports often require visas for U.S.
Government officials who travel on official (maroon) passports.
(Examples are France, Spain, Japan, Argentina and Panamá.)

Please note that travel to Canada, Mexico, the Caribbean, the Federated
States of Micronesia, the Republic of Palau, the Republic of the
Marshall Islands does require a passport.

Travelers should check the visa requirements for holders of official
(maroon) or diplomatic (black) passports for anticipated/potential
stopover sites where they might wish to leave the airport.

HHS travelers should always check with the OPDIVs international office
or OGHA to verify when a visa is required. HHS employees should refer to
the OGHA Guide to International Operations or contact the OPDIVs
international office for specific procedures on obtaining an official
(maroon) U.S. passport.

#### Passports

> There are three types of passports discussed below, diplomatic
> passports; official passports; and personal/tourist passports. The
> colors of U.S. passports vary depending on the type of passport.

-   **Official:** Maroon

-   **Diplomatic:** Black

-   **Personal/Tourist:** Blue or Green

> Passport applicants must be U.S. citizens.
>
> Further information regarding passports is available in the OGHA Guide
> to International Operations.

##### Official (Maroon) and Diplomatic (Black) Passports {#official-maroon-and-diplomatic-black-passports .unnumbered}

> Official (maroon) passports are valid, no-fee passports issued to an
> employee of the U.S. Government who is traveling abroad for official
> business.
>
> The categories of personnel eligible for diplomatic passports that are
> pertinent to HHS include USG employees accorded diplomatic titles;
> those assigned abroad for at least one year who are under the
> authority of the Chief of Mission (COM) at an U.S. Embassy or Mission,
> and their authorized accompanying family members who are on official
> travel orders[^1]; and personnel assigned to foreign-service posts
> where the U.S. Department of State has determined diplomatic passports
> are necessary for reasons of personal security, or because of unusual
> local conditions that prevent the accomplishment of assigned duties
> without diplomatic passports.

[]{.mark}

> HHS employees who are on official international travel
> [must]{.underline} travel on an official (maroon) or diplomatic
> (black) U.S. Government passport, unless the Department of State
> specifically advises OGHA otherwise (e.g., because of security
> concerns).
>
> Please note that an HHS employee on detail to an international
> organization might have to travel on a United Nations Passport
> (Laissez Passer) while on official business.
>
> Official and diplomatic passports are for official use only, and
> employees shall never use them for personal travel.
>
> HHS employees who are not U.S. citizens and who are traveling on HHS
> official business must not travel on their own passports; they are not
> entitled to U.S. passports.
>
> Bearers of official (maroon) or diplomatic (black) passports may
> receive certain privileges, depending on their assignments and the
> particular countries and Embassies involved. While many may perceive a
> diplomatic passport as a symbol of status and prestige, it does not
> automatically afford the bearer with diplomatic status or privileges
> and immunities. Only in rare instances do HHS overseas assignees have
> full diplomatic status.
>
> HHS staff may not simultaneously hold diplomatic (black) and official
> (maroon) passports. HHS employees may, however, hold a
> personal/tourist passport (blue or green) while also holding a
> diplomatic (black) or official (maroon) passport, and may carry a
> personal passport with them while on official duty travel, as long as
> they use their official (maroon) passport for all entry, exit and
> other formalities with the host Government(s).
>
> HHS employees must return their diplomatic (black) or official
> (maroon) passports when they expire to the U.S. Department of State,
> through their OPDIV or STAFFDIV international office. HHS employees
> may request the return of their canceled passports as a souvenir.
>
> Official (maroon) and diplomatic (black) passports are U.S. Government
> property, and HHS employees must store them under lock and key in HHS
> facilities. All HHS STAFFDIV personnel who have official (maroon) or
> black (diplomatic) passports must store them in OGHA. Under no
> circumstances should HHS staff send any passports through interoffice
> mail.

##### Personal/Tourist (Blue or Green) Passports {#personaltourist-blue-or-green-passports .unnumbered}

> HHS employees who are on personal leave must use their personal (blue
> or green) passports. Spouses and dependents who accompany HHS staff on
> their international temporary duty travel must use their personal
> passports.

#### Visas

> Each individual Government sets the requirements for visas. The U.S.
> Department of State website
> (<http://travel.state.gov/travel/tips/brochures/brochures1229.html>)
> details official visa travel requirements for each country. HHS
> travelers should always check with their OPDIVs or STAFFDIVs
> international office, or with OGHA, to verify when a visa is required.
>
> HHS employees should apply for the required visas as early as
> possible, but no later than three weeks before travel. If multiple
> visas are required, travelers must allow time for acquiring each visa.
>
> The traveler's employing office will assist HHS employees and their
> family members in obtaining the visas required for official purposes.
> OGHA can also often be of help in this regard, because of its special
> relationships with many foreign Embassies in Washington, DC. As noted
> above, in some cases visa requirements are different for holders of
> tourist (blue or green) and official (maroon) or diplomatic (black)
> passports. Travelers should check the visa requirements for holders of
> official (maroon) or diplomatic (black) passports for
> anticipated/potential stopover sites where they might wish to leave
> the airport.

### Medical Requirements

All HHS personnel, civilians, and commissioned officers who are going on
long-term overseas assignment/detail, temporary duty of 60 or more days,
or who undertake frequent overseas temporary duty travel (60 days or
more per year -- not necessarily consecutive) must have medical
examinations, and usually must obtain medical clearance from the U.S.
Department of State. They must also take immunizations appropriate for
their assignment, and they must have MEDEVAC services available to them.
Accompanying family members/dependents must also have medical
examinations, obtain medical clearance, take required immunizations, and
have MEDEVAC services available to them. HHS employees are not
authorized to depart for overseas assignments without medical clearance.

The U.S. Department of State can grant medical clearance for some
assignments and not for others if an employee or accompanying family
member has a medical condition that would put that person at risk
because of the poor quality of medical care in a given country. U.S.
Department of State medical clearances are valid for a tour of duty
(generally, two or three years). If HHS personnel extend, renew, or take
new overseas assignments, they must have a new medical examination. Upon
completion of their overseas assignment (other than temporary duty),
employees and family members must have a separation medical examination
to identify medical conditions that could have developed during the
overseas assignment.

The "sending" HHS OPDIV or STAFFDIV pays for all usual and reasonable
medical expenses that result from medical clearance. All medical
information is confidential, and any medical information transmitted
between HHS and officials of the U.S. Department of State overseas will
be in "Eyes Only" cables.

Additional guidance and specific medical requirements, as well as other
useful information regarding medical insurance and benefits, appear in
the OGHA Guide to International Operations.

#### Immunizations

> All HHS overseas travelers must receive recommended immunizations,
> unless specifically exempted because of religious or other reasons, as
> allowed by regulation. Dependents/family members who are accompanying
> the HHS staff assigned/detailed overseas must also receive recommended
> immunizations. Current immunization recommendations are available at:
> <http://www.cdc.gov/travel/vaccinat/htm> or
> [http://www.tripprep.com](http://www.tripprep.com/)

#### Post Travel Illness Evaluations

> Returning international travelers need to promptly report any
> post-travel illness to their primary-care physician. For those
> returning from a malarial area, fever for up to a year should prompt
> both the traveler and the medical provider to consider the possibility
> of malaria infection.

#### Clearance of Newborns

> Generally, the U.S. Department of State will not grant medical
> clearance to newborns and mothers until four weeks postpartum. If HHS
> employees travel at an earlier time after the birth of an infant, they
> may forfeit their medical benefits.

### Security Training for International Travelers 

All HHS personnel who are transferring to an overseas location under COM
authority must complete appropriate overseas personal-security training
prior to their travel. The same requirement also applies to HHS
personnel who are requesting country clearance to perform extended
temporary duty travel \[defined as more than thirty (30) days\] at a
single overseas location.

The U.S. Department of State's Foreign Service Institute (FSI) conducts
the approved minimum four day training course, "Serving Abroad for
Families and Employees." HHS/CDC also offers a similar training course,
which has earned the approval of the U.S. Department of State. Once the
traveler has completed the basic course, he or she will only be required
to attend a shorter, security-refresher course every five years.

HHS must provide the U.S. Department of State (normally via the
assignment notification or country-clearance requests) certification
that each traveler will complete, the required training prior to his or
her departure.

### Annual Plans for Travel to International Conference and Administrative Meetings Travel

Each OPDIV/STAFFDIV will forward to OGHA an annual plan, due by August 1
of each year for the upcoming Fiscal Year that displays each
international conference and administrative meeting to which the OPDIV
anticipates sending 20 or more travelers. Within one month, OGHA and the
ASAM Division of Travel Policy and Programs will review and approve
these forecasts to ensure that the level of participation in
international conferences and meetings is commensurate with the
Department's mission. OGHA must approve any subsequent increases in the
level of participation for conferences or meetings included in approved
plans, and any amendments to the original yearly plan.

OPDIV Heads and their STOs should be directly involved in developing the
annual forecasts for attendance at international conferences and
administrative meetings to maximize the ability of HHS attendees to take
advantage of early-registration discounts.

HHS attendees may not circumvent this policy by using purchase orders or
travel cards to attend events or pay for expenses related to event
attendance, absent an express, written authorization from the Head of
their OPDIV.

### Quarterly and Individual Travel Reports

#### Quarterly Reports

> Following the end of each quarter of each fiscal year, OGHA will
> prepare for the ASAM a report on all international travel. Each report
> shall include cost data for trips paid for by both appropriated funds
> and funds provided by outside sources. The report will also detail
> annual leave taken in connection with official international travel,
> and the use of premium class accommodations.

#### Individual Reports

> OPDIVs and STAFFDIVs will require each traveler to prepare a brief,
> written report of the significant aspects and results of his or her
> trip, including a summary of the extent to which the purpose(s) of the
> trip was achieved.
>
> **Exception:** A trip report is not required for certain travel
> related to investigation and enforcement activities for which statute
> or regulations prohibit the release of relevant trip information.
>
> OGHA may request an individual trip report for any trip undertaken by
> an HHS official. HHS employees shall file their reports electronically
> in the NFT System at the conclusion of each overseas trip.

## International Travel that Requires HHS Notification and Approval, and Department of State Country Clearances

While under the travel-related Delegations of Authority issued by the
Assistant Secretary for Management and Budget, effective March 15, 2001,
until further notice, employees must clear certain kinds of
international travel with the ASAM, through OGHA. Travelers must also
provide a report of work accomplished on international travel to the
ASAM.

Politically Appointed (Schedule C) and Presidential Appointee Scheduled
Senate-Confirmed (PAS), employees require clearance and approval for
[all]{.underline} international travel.

HHS travelers who are seeking to travel outside the United States for
the following purposes are [required]{.underline} to prepare an NFT and
country-clearance cable, receive country clearance from the U.S.
Department of State prior to departure and notify and/or obtain
clearance approval from the ASAM, through OGHA.

HHS travelers may make their air and/or ground transportation
reservations and book hotel rooms in anticipation of receiving
clearances and approvals, but [under no circumstances]{.underline} may
an individual depart the United States on official travel without
approval from OGHA and country clearance from the U.S. Department of
State.

The Department limits the number of HHS attendees for any international
conference or administrative meeting to 50 attendees. The ASAM, or other
official to whom the Secretary appropriately delegates such authority,
may waive the limitation on international conference/administrative
meeting attendance only for good cause shown, and only when an OPDIV or
STAFFDIV Head or another Senior Departmental official makes a timely
request well in advance of the event.

For international conferences and administrative meetings, OPDIV or
STAFFDIV Heads should request such waivers at the time they file their
yearly forecasts for attendance at international conferences and
administrative meetings.

### International Travel Requiring Notification

The purposes of official travel outside the United States that require
notification are the following:

#### Participation in International Meetings

> Presentation of papers or lectures, participation in/attendance at
> scientific, professional, academic and technical conferences,
> seminars, workshops, symposia, etc., on topics and in countries not
> listed as a "sensitive country" as defined in the Glossary.

#### Activities of the Office of the Inspector General, or Food and Drug Administration Inspections and Criminal Investigations

> This travel fulfills statutory obligations related to protecting the
> health and welfare of the American people (for example, obligations
> imposed by the Food, Drug, and Cosmetic Act and the Public Health
> Service Act) or to serving program beneficiaries, including
> inspections of manufacturers of drugs, medical devices, or biological
> products, and inspections of food manufacturers and processors.

#### Multilateral Organization Travel

> Attendance or participation in meetings with senior staff, study, or
> working groups, seminars, board meetings, advisory group or expert
> committee meetings, strategic planning meetings or sessions, or
> gatherings of the following organizations requires prior approval from
> the ASAM, through OGHA:

-   The WHO and its Regional and Country Offices;

-   PAHO;

-   The Codex Alimentarius Commission;

-   FAO;

-   UNICEF;

-   The United Nations (UN) Educational, Scientific and Cultural
    Organization (UNESCO);

-   The International Organization for Economic Cooperation and
    Development

-   The International Organization for Migration;

-   The World Bank and other regional development banks; and

-   The United Nations (UN) General Assembly, its Committees, and all
    other UN agencies.

[]{.mark}

> **Note:** Official trips to meetings at United Nations and World Bank
> offices in New York and Washington, D.C., are not considered
> international travel, but require the processing of a special NFT
> form, which is available on the NTF website.

#### U.S. Delegation Travel

> Attendance at meetings held by multilateral organizations at which HHS
> travelers will serve on official U.S. Delegations requires prior
> approval from the ASAM, through OGHA. Procedures for obtaining
> authorization to serve on a U.S. Delegation accredited by the U.S.
> Department of State to an intergovernmental meeting appear in Section
> 6.3.2.
>
> This category includes trips in which HHS employees serve as
> consultants at the request of the organization, for which the
> organization usually pays travel costs and per diem to make use of the
> expertise of the HHS official. Generally, the topics are professional
> or technical in nature.
>
> **Note:** This category also covers official trips or Delegations to
> meetings at UN and World Bank offices in New York and Washington, DC.

#### Travel to Sensitive Countries

> Travel to countries designated as "sensitive" by OGHA may require
> additional clearance and approval by the ASAM, through OGHA. These
> countries appear in the Glossary of this Manual. HHS travelers on
> official temporary duty travel to Taiwan must follow special
> procedures for obtaining permission and visas through the American
> Institute in Taiwan, and must not travel on their official (maroon)
> passports.

#### Travel Concerning Emerging or Re-Emerging Infectious Diseases

> Attendance at or participation in meetings, consultations, technical
> assistance missions, public-health surveillance, and conferences
> involving HIV/AIDS, Ebola, Marburg, Transmissible Spongiform
> Encephalopathies and other emerging or re‑emerging infectious diseases
> require clearance and approval by the ASAM, through OGHA.

#### Travel at the Invitation of a Foreign Government

> Travel at the invitation of a foreign Government, including
> disaster-relief or humanitarian missions, requires clearance and
> approval by the ASAM, through OGHA. Some missions may obviously
> require expedited clearance.

#### Site Visits to International Recipients of Grants or Cooperative Agreements from HHS Agencies

> Travel to perform operational or managerial activities (e.g., to
> oversee program activities, grant operations, or management activities
> for control proposes; carry out an audit; conduct negotiations; or
> provide technical assistance) or to discuss or negotiate development
> of new program activities at a particular site or organization outside
> the 50 United States, Guam, American Samoa, Puerto Rico, the U.S.
> Virgin Islands, and any other territory under U.S. jurisdiction that
> has received grants from or entered into cooperative agreements with
> HHS agencies will require clearance and approval. Trips to the former
> U.S. Trust Territories in the Pacific (the Federated States of
> Micronesia, the Republic of Palau, and the Republic of Marshall
> Islands) are considered international travel for the purposes of this
> category.

### Approval and Authorization for Participation in Official Intergovernmental Meetings as a Member of a U.S. Delegation

The Secretary reserves the authority to nominate Department personnel or
individuals to serve on official U.S. Delegations accredited by the U.S.
Department of State. All requests to nominate members of official U.S.
Delegations to intergovernmental meetings, including those held in the
United States, must come to OGHA. OGHA will consult with the Secretary
and appropriate Department officials with respect to making nominations,
which, upon the Secretary's approval, OGHA will forward to the U.S.
Department of State and the White House.

OGHA is responsible for obtaining both the necessary Office of the
Secretary approval and the certification of security clearance that the
Department of State requires for nominees.

Under no circumstances may an HHS employee attend, in an official or
personal capacity, an intergovernmental meeting to which the United
States is sending an official Delegation, without having received the
proper approvals to participate as a part of that Delegation.

## Premium-Class International Travel

### First-Class Travel Accommodations

International first-class travel is not permitted, except:

1.  In extraordinary medical circumstances, as documented by a letter
    from the traveler's personal physician or specialist,
    [or]{.underline}

2.  Other exceptional travel situations, such as security or mission
    critical.

Full justification and documentation are required for approval of these
types of circumstances and must be submitted to their STO and the Office
of Travel Policy and Programs (within ASAM). Also see Exhibit 6-A, at
the end of this Chapter.

Justification letters from the traveler's personal physician for
extraordinary medical circumstances must include details on when special
accommodations are needed, and what level of accommodation is required.
Approvals granted for a temporary condition will expire after six months
from the date of approval and, and in cases in which the medical
condition is permanent, chronic or unlikely to change, the ASAM and OGHA
may grant the approval for a period not to exceed one year. The ASAM and
OGHA may not grant a traveler an extension beyond the one-year limit.
However, the traveler may request an updated approval based upon new
documentation provided by the personal physician or specialist.

All travelers who secure premium-class accommodations for special needs
(medical reasons) or other exceptional travel situations (e.g., security
or mission critical) are required to submit a copy of their request to
their OPDIVs Senior Travel Official (STO) and the Office of Travel
Policy and Programs (ASAM). The following guidelines apply:

#### For Special Need (Medical Reason)

1.  A written request from the traveler must justify and clearly define
    the need or cost basis for premium-class accommodations (e.g.,
    employee with a special need for wider seat capacity because of
    their size may be required by an airline to purchase two coach-class
    tickets, but could purchase only one business-class ticket). A cost
    comparison between the two total fares involved would determine
    whether premium-other-than-first class should be authorized in this
    instance.

2.  Letters from the personal physician or specialist must include when
    special accommodations are needed (e.g., on flights that exceed more
    than five (5) hours) and what level of accommodation is required
    (e.g., leg room beyond what coach class provides on the aircraft
    involved). The physician who attests to the medical condition must
    be the traveler's personal physician or specialist; and not within
    the traveler's chain of command (either up or down).

3.  Approvals granted to accommodate a temporary condition will expire
    after six (6) months from the date of approval, unless the medical
    documentation indicates the need for accommodation will cease at an
    earlier date.

4.  In cases in which the medical condition is chronic or unlikely to
    change, the approval may be granted for a period not to exceed one
    year from the date the physician's letter attests to the medical
    condition.

5.  The traveler may not be granted an extension beyond the one-year
    limit. However, the traveler may request an updated approval based
    upon new documentation provided by the personal physician or
    specialist.

6.  The reimbursable expenses are limited to the following:

```{=html}
<!-- -->
```
i.  Transportation and per diem expenses of one escort/attendant, if
    necessary;

ii. Specialized transportation to the hospital/facility;

iii. Specialized services provided by a common carrier;

iv. Cost for handling the employee's baggage;

v.  Renting and/or transporting a wheelchair; and

vi. Premium-Class accommodations, if properly justified.

> **Note:** All requests for premium-class accommodates for special
> needs (medical reasons) are subject to independent review, assessment,
> examination, and/or verification.

#### For Other Exceptional Situations (Security or Mission Critical)

> A written request from the traveler must justify and clearly define
> the need for premium-class accommodations for security reasons or
> mission-critical travel. Approval will be granted on a case-by-case
> basis, as deemed necessary.
>
> **Note:** All requests for premium-class accommodations for special
> needs (medical reasons) are subject to independent review, assessment,
> examination, and/or verification.

### Premium-Other-Than-First Class Accommodations

For HHS travelers, based overseas and in the United States, the
following guidance applies for all international premium-class travel
requests. These instructions supersede all previous directives for
premium-class travel. Managers should discourage international
premium-class travel whenever possible.

HHS OPDIVs and STAFFDIVs engaged in overseas travel have the primary
responsibility to ensure any international premium-class travel is
consistent with the Department's and Government\'s mandate to operate
efficiently and effectively. The ASAM retains the authority to review
all requests for international premium-class travel, including those
trips that require only notification. The ASAM also retains the
authority to deny any international premium-class travel request.

HHS travelers must submit their requests for international premium-class
travel along with their requests for clearance/approval or notification,
as appropriate, via the automated NFT System. A justification memorandum
must be attached to the travel request (see attached sample), and must
accompany the travel authorization. The OPDIV/STAFFDIV authorizing
official must approve both the memorandum and any required cost-analysis
justification (see below), before submitting the international travel
request to OGHA.

When an HHS employee requests international premium-class travel by
using the fifth criteria below (Overall Cost Savings), he or she must
complete a cost-analysis justification, and attach it to the travel
request or notification. In this analysis, the employee must compare the
total costs of coach-class to premium-class, including the cost of the
ticket(s), additional subsistence expenses incurred during a rest stop,
overtime (if applicable), and lost productive person time. Based on this
cost analysis, premium class is only justified when it is the lesser of
the two. (See examples at end of the Chapter.)

The statement "premium-other-than-first class is authorized" should
appear only on travel authorizations for which the ASAM and OGHA have
approved premium-class-other-than-first-class (i.e., business class)
travel.

HHS employees may request international premium-other-than-first class
accommodations only under the following circumstances:

1.  There is no space is available in coach class, and the trip cannot
    be scheduled on other flights/carriers or routing in time to
    accomplish the purpose of travel, which is so urgent the travel
    cannot be postponed.

2.  The physical condition of the traveler requires use of premium-class
    travel service, as documented by a letter signed by the traveler's
    personal physician or specialist. Guidelines for documentation
    required in the above section of this chapter.

3.  Premium-Class accommodations are required for security purpose(s),
    as documented in a letter from the Chief of Security of the
    Department.

4.  Travel by less-than-premium class on a foreign carrier does not
    provide adequate sanitation, and the use of foreign-flag air carrier
    service is approved in accordance with the International Air
    Transportation Fair Competitive Practices Act of 1974 (P. L.
    93‑623), also known as the "Fly America Act."

5.  The use of premium-class accommodations would result in an overall
    cost savings to the Government. Cost analysis to this effect must
    accompany the travel authorization.

6.  The scheduled actual flying time, not including a domestic lay over
    or actual domestic segment(s) flying time, is in excess of 14 hours,
    and the traveler cannot take a rest stop because of the urgency of
    the mission. Travel should be urgent because of the nature of the
    task\-- not because the employee is delayed for personal reasons. A
    rest stop is a stop-over point, during travel, of up to 24 hours,
    midway in the journey, or as near to the destination as the schedule
    permits, or at the destination. (6FAM 133.4).

+-----------------------------------------------------------------------+
| **Notes:** (1) Coach class shall be used for all *domestic*           |
| segment(s) of trips using this exception. Any premium-class approval  |
| must be limited to the flight segment(s) between the gateway city and |
| the foreign destination.                                              |
|                                                                       |
| > \(2\) In most instances, the rationale supporting the Aurgency of   |
| > the mission@ criterion will only be satisfied on the outbound       |
| > flight; the return flight home will not generally be subject to     |
| > identifiable mission urgency. Premium class may be approved         |
| > *solely* for the outbound flight, unless specific mission urgency   |
| > demands the employee=s return without a rest stop and scheduled     |
| > actual flying time, not including domestic layovers or actual       |
| > domestic segment(s) flying time, is in excess of 14 hours.          |
| >                                                                     |
| > \(3\) OGHA will carefully review requests to travel premium-class   |
| > in lieu of a rest stop.                                             |
+-----------------------------------------------------------------------+

7.  Frequent-traveler benefits permit an upgrade in the class of
    service, either through the use of frequent‑flier miles or by virtue
    of the employee's advanced frequent‑traveler status, at no cost to
    the Government.

**Note:** All tickets for foreign trips must be issued with the
traveler's full name, as it appears on their official (maroon) passport.

## Annual Leave in Conjunction with International Travel

The Department strongly discourages employees from using annual leave in
conjunction with official international travel. Taking annual leave in
conjunction with official international travel can generate the
impression that Federal funds are being used to finance holidays or
junkets for employees, or that travelers are taking advantage of their
status as Federal employees to receive benefits that would not be
accessible to members of the general public. Accordingly, Department
employees should especially avoid taking any annual leave in conjunction
with official international travel to resort areas to which the general
public is attracted because of recreational facilities or sight‑seeing
attractions, such as Europe during the summer.

A traveler may be authorized annual leave in conjunction with an
international trip three times per Fiscal Year, and the annual leave
taken cannot exceed two days each time. Employees should not be
permitted to evade this policy by paying part or all of the expenses for
the round trip airfare themselves (whether out-of-pocket or through
reimbursement from another source). OGHA may allow exceptions for
travelers on long-term details in excess of 30 days. This policy applies
to trips taken by civilian employees, commissioned officers of the U.S.
Public Health Service, and invitational travelers.

**Note:** Employees shall not be permitted to take annual leave in
conjunction with trips that are sponsored through payment of travel
costs, in whole or in part, by non-Federal sources, whether for-profit
or non-profit.

## Payment of Travel Expenses by a Non-Federal Source

### General Information

The acceptance of payment of "cash or in-kind" services or expense
reimbursement from a non-Federal source for international travel should
be the exception and not the rule. Departmental components shall not use
their authorities to shift the cost of their normal international travel
programs to non-Federal sources. The underlying principle of the
Department's policy is that if the employee's participation in an
international trip warrants the expenditure of official time, it also
warrants the expenditure of HHS travel funds. Departmental employees
shall not solicit payment of international travel expenses from
non-Federal sources. For additional guidance regarding acceptance of
payment in cash or in-kind, see Section 1.8.

When a non-Federal source funds only a certain portion or type of travel
expenses, reimbursement for the remaining expenses paid for by the
Federal Government cannot exceed the applicable maximums established in
the FTR.

HHS travel orders shall reflect that payment of travel expenses,
including per diem and related expenses, by a foreign Government or
international organization is accepted by the traveler on behalf of the
U.S. Government.

**Note:** The authorizing official should consult with the
OPDIV/STAFFDIV Deputy Ethics Counselor and/or the Office of the General
Counsel, Ethics Division to ensure that there is a thorough conflict of
interest analysis.

### Reimbursement Received from a Non-Federal Source

HHS employees who are traveling on official business are permitted to
receive directly from foreign Governments or international organizations
airplane tickets or other travel documents, as well as payments to cover
other expenses incident to official travel, when approved in accordance
with the procedures outlined above in this section and in Section 1.8.
HHS employees **may not** accept cash from the organization to pay for
the airplane tickets directly. Should a foreign Government, foreign
university, foundation, or institute, or international organization
provide payment in lieu of plane tickets, that reimbursement must be
made to the HHS agency employing the traveler, for deposit to its
appropriation.

### Reimbursement in Excess of Established Lodgings-Plus Per Diem Rates

HHS OPDIVs and STAFFDIVs may accept payment in excess of the established
lodgings-plus per diem allowances prescribed in the FTR only if HHS
would have authorized acceptance of payment for such a higher allowance,
and only under the following conditions:

1.  The non-Federal source pays the full amount of the expense at issue;
    and

2.  The expense paid by the non-Federal source is comparable in value to
    that offered to or purchased by other similarly-situated meeting
    attendees at the meeting.

**For example:** An HHS traveler may only accept premium hotel lodging
if HHS would have normally authorized such an expense. Under no
circumstances may the 300 percent cap on actual expense allowance be
exceeded. The invitation letter from the non-Federal source must contain
language to this effect when an organization offers payment in excess of
the maximum prescribed U.S. Government rates.

#### Hotel Accommodations

> In the case of hotel accommodations abroad, HHS OPDIVs, STAFFDIVs, and
> individual travelers must be careful to avoid the perception they are
> accepting payments to finance holidays or junkets, or taking advantage
> of their status as a Federal employee to receive benefits to which the
> general public would not have access.

### Premium-Class Air Travel Accommodations

> Authorizing officials must be especially mindful of accepting payments
> for any premium-class (first, business, or comparable class) air
> accommodations from private, for-profit commercial entities, and from
> international organizations to which the United States Government pays
> dues or assessed contributions, including, but not limited to, WHO,
> FAO, UN, UNICEF, OECD and PAHO.
>
> HHS travelers may only accept payments for premium-class
> accommodations under the following conditions:

1.  The non-Federal source makes full payment for such transportation
    services in advance of travel; and

2.  Transportation accommodations furnished are comparable in value to
    those offered to, or purchased by, other similarly‑situated
    attendees at the meeting; and

3.  Circumstances outlined in Section 6.4.1 are met.

## Waiver of Provisions of the Chapter

The Secretary has delegated to Heads of OPDIVs the ability, in
circumstances they judge to be exceptional and crucial to serving the
goals of the Department, to waive the following provisions of the HHS
Travel Manual for individual trips:

1.  Section 6.4, regarding premium-class accommodations. (The
    prohibition against international first-class travel, except in
    extraordinary medical circumstances, remains in force.); and

2.  Section 6.5, regarding annual leave in conjunction with official
    international travel, when using appropriated dollars or applying
    funding from a non-Federal source. (A prohibition will remain
    against permitting employees to take annual leave in conjunction
    with trips that involve sponsorship for a spouse, in whole or in
    part, by non-Federal sources, whether for-profit or non-profit.)

OPDIV Heads must make such determinations in writing, and they may not
re-delegate this authority to any other person; no other person may sign
waivers on behalf of the OPDIV Head, nor are auto-pen signatures
acceptable. For international trips, travelers must continue to submit
NFTs, the electronic notification for the traveler concerned must
include the justification for the waiver, and the OPDIV Head must send a
copy of the signed original of the waiver determination to the ASAM and
the Director of OGHA.

At the conclusion of each Fiscal Year, OPDIV Heads who have exercised
this waiver authority during the preceding Fiscal Year, must send a
consolidated report to the ASAM and the Director of OGHA to list all
such waivers and their justifications in detail. All HHS international
travelers granted waivers under this section must continue to use
official (maroon) passports, and must obtain country clearance from the
U.S. Department of State for each overseas trip.

The waiver authority described in this paragraph applies to trips taken
by civilian employees, commissioned officers of the U.S. Public Health
Service, and invitational travelers.

## Other Applicable Chapters in this Manual

### Security Considerations

Security considerations related to international travel and contacts
with foreign nationals appear in HHS security manuals.

### Change of Duty Station

Provisions related to change of duty station appear in FTR Chapter 302.

### U.S. Fly America Act

HHS employees should consult FTR Chapter 301.10.131 for guidelines in
implementing the International Air Transportation Fair Competitive
Practices Act of 1974 (P.L. 93-623). Under this Act, U.S. Government
travelers must use U.S. Flag carriers or Flag ships, except when the
clearly specified circumstances in the FTR prevail.

### Acceptance of Cash or In-Kind Payments

Provisions related to the acceptance of payment of "Cash or In-Kind" or
travel expenses from foreign Governments or international organizations
appear in Sections 1.8 and 6.6.

Department of Health and Human Services

Nomination of Member for Official U.S. Delegation

> Date

To: Director, Office of Global Health Affairs, OS

Through: nominates

(Agency) (Individual)

to be a member of the U.S. Delegation to (Title)

the of the (Meeting)

at

(International Organization)

on

(Place)

Estimated cost

(Date)

Funding Source \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

(Signature)

(Title) (Agency)

HHS Security Approval Approved Disapproved

International Meeting

(Signature/date) Director, Office of Global Health Affairs, OS

Form HHS-621

MEMORANDUM

TO: OPDIV/STAFFDIV Approving Official

FROM: Traveler\'s Name/Office

SUBJECT: Justification for Use of Premium-Class Travel

I am requesting first-class or premium‑other‑than‑first-class travel
accommodations based on the criteria checked below:

\_\_\_\_No space available in coach-class, and trip cannot be scheduled
on other flights/carriers or routing in time to accomplish purpose of
travel, which is so urgent that travel cannot be postponed.

\_\_\_\_My physical condition, as documented by the attached letter
signed by my personal physician or specialist, requires that I use
premium-class travel service. (Letter must specify class of
accommodations required by medical condition.)

\_\_\_\_ Premium-Class accommodations are required for security
purpose(s), as documented by the attached letter from the Chief of
Security of the Department.

\_\_\_\_ Travel by less-than-premium class on foreign carrier does not
provide adequate sanitation, and use of foreign-flag air-carrier service
is approved in accordance with the Fly America Act.

\_\_\_\_Use of premium-class accommodations would result in an overall
cost savings to the Government. (Cost analysis must be attached to
travel request/notification and authorization.)

\_\_\_\_Scheduled flight time, not including domestic layovers, is in
excess of 14 hours, and a rest stop cannot be taken because of the
urgency of the mission. (Travel should be urgent because of the nature
of the task B not because the employee is delayed due to personal
choices such as electing to take a later flight which creates time
pressure.) A rest stop is a stop‑over point, during travel, of up to 24
hours, midway in the journey (as near to it as the schedule permits) or
at the destination.

\_\_\_\_\_Frequent-traveler benefits permit an upgrade to premium class,
either through the use of frequent‑flier miles or by virtue of my
advanced frequent‑traveler status, at no cost to the Government.

(Explain in specific detail (on a separate sheet) how item(s) checked
above applies to you. All requests for round-trip accommodations via
premium class must be justified as to each direction and/or segment of
travel.)

Approve Disapprove

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

Signature of Premium-Class Approving Official

[]{.mark}

**[Example #1: Savings to Fly Coach Class]{.underline}**

+------------------------------------+------------+--------------------+
|                                    | **Coach    | **Premium Class    |
|                                    | Class**    | Other-Than-First   |
|                                    |            | Class**            |
+------------------------------------+------------+--------------------+
| **Ticket Cost**                    | \$ 1,000   | \$ 2,000           |
+------------------------------------+------------+--------------------+
| **Per Diem**                       | \$ 150     | \$ 0               |
|                                    |            |                    |
| (Actual subsistence costs for rest |            |                    |
| stop)                              |            |                    |
+------------------------------------+------------+--------------------+
| **Overtime**                       |            |                    |
+------------------------------------+------------+--------------------+
| **Productive Person Hours**        | \$ 500     | \$ 0               |
|                                    |            |                    |
| (Lost productive time equals       |            |                    |
| employee's hourly rate multiplied  |            |                    |
| by the number of hours of duty     |            |                    |
| time at rest stop)                 |            |                    |
+------------------------------------+------------+--------------------+
| **Totals**                         | **\$       | **\$ 2,000**       |
|                                    | 1,650**    |                    |
+------------------------------------+------------+--------------------+

**\*Note:** Compare total costs of coach class to premium-class,
other-than-first-class and circle the lesser of the two. Based on this
cost analysis, the traveler should fly coach class, because it is the
lesser of the two.

**[Example #2: Savings to Fly Premium Class Other-than-First-Class
Travel]{.underline}**

+------------------------------------+------------+--------------------+
|                                    | **Coach    | **Premium Class    |
|                                    | Class**    | Other-Than-First   |
|                                    |            | Class**            |
+------------------------------------+------------+--------------------+
| **Ticket Cost**                    | \$ 1,000   | \$ 1,500           |
+------------------------------------+------------+--------------------+
| **Per Diem**                       | \$ 150     | \$ 0               |
|                                    |            |                    |
| (Actual subsistence costs for rest |            |                    |
| stop)                              |            |                    |
+------------------------------------+------------+--------------------+
| **Overtime**                       |            |                    |
+------------------------------------+------------+--------------------+
| **Productive Person Hours**        | \$ 800     | \$ 0               |
|                                    |            |                    |
| (Lost productive time equals       |            |                    |
| employee's hourly rate multiplied  |            |                    |
| by the number of hours of duty     |            |                    |
| time at rest stop)                 |            |                    |
+------------------------------------+------------+--------------------+
| **Totals**                         | **\$       | **\$ 1,500**       |
|                                    | 1,950**    |                    |
+------------------------------------+------------+--------------------+

**\*Note:** Compare total costs of coach class to premium-class
other-than-first-class and circle the lesser of the two. Based on this
cost analysis, the traveler should fly coach class, because it is the
lesser of the two.

#  {#section-5 .unnumbered}

# Travel and Transportation Expenses Connected with the Death of Employees under Certain Circumstances

This Chapter provides supplemental guidance and references to the FTR
for HHS OPDIVs/STAFFDIVs regarding agency requirements for payment of
expenses connected with the death of civilian employees.

## General

OPDIVs/STAFFDIVs must pay expenses incurred as specified in the FTR that
are related to an employee's death (regardless of cause) when, at the
time of death, the employee was:

1.  Conducting official TDY travel, including when death occurs while on
    leave or on a non-workday; [or]{.underline}

2.  Performing official duties while stationed outside of CONUS,
    including when death occurs while on leave or on a non‑workday;
    [or]{.underline}

3.  Reassigned away from his/her home of record under a mandatory
    mobility agreement, such as an assignment under the
    Intergovernmental Personnel Act (IPA).

4.  In very limited circumstances, some expenses may be paid related to
    the death of an immediate family member, residing with the employee.

## Allowances

The FTR is very carefully worded as to the allowances an agency must
authorize versus the allowances an agency may authorize. Some allowances
pertain to all three categories of employees listed above, while other
allowances only pertain to employees (and their immediate families) who
are stationed outside of CONUS. Some allowances may be subject to time
limits. OPDIVs/STAFFDIVs must provide assistance in arranging for
preparation and transportation of the employee's remains.

### Expenses that Must be Reimbursed

Allowable expenses that must be reimbursed include:

1.  Preparation and transportation of the employee's remains, including
    costs for embalming or cremation and a casket or container suitable
    for shipment to place of burial;

2.  Mortuary and transportation services when an immediate family
    member, residing with the employee, dies while the employee is
    stationed outside CONUS, as authorized under the guidelines and
    conditions set forth in FTR 303‑70.400, ‑.401, and ‑.403);

3.  Transportation costs to return the deceased employee's baggage to
    the official duty station or residence, excluding insurance or
    reimbursement for loss of or damage to the baggage;

4.  Transportation of immediate family members, baggage, and household
    goods as defined in the FTR, only when the employee dies at or while
    in transit to or from the official duty station outside CONUS; and

5.  Continuation of relocation expenses for an employee's immediate
    family, if the employee dies while in transit to the new duty
    station within CONUS, provided the immediate family is included on
    the relocation travel order and the family chooses to continue the
    relocation. Relocation expenses that must be authorized are
    referenced in FTR 303‑70.305.

### Expenses that May be Reimbursed

Some allowable expenses that may be reimbursed include:

1.  Transportation of the employee's remains to an alternate
    destination, provided the allowable expenses do not exceed the cost
    of transportation to the official duty station; and/or

2.  Travel expenses for no more than two persons to escort the remains
    of a deceased employee to:

    i.  The home or official duty station of the deceased; or

    ii. Any other place deemed appropriate by the head of HHS, provided
        that the allowable expenses do not exceed the cost of
        transportation to the employee's official duty station.

When an employee is injured and subsequently dies from those injuries
sustained while performing official duty or conducting official travel,
under the provisions outlined in Section 7.1, death-related expenses are
payable under the Federal Employees' Compensation Act, 5 U.S.C. 8134.

**[Federal Travel Regulation Guideline:]{.underline}**

-   FTR Part 303‑70, Agency Requirements for Payment of Expenses
    Connected with the Death of Certain Employees.

These requirements are specified in: (a) FTR Amendment 76, issued on
January 14, 1999 and effective for certain employee deaths on or after
March 1, 1999; and (b) FTR Amendment 86, issued on August 23, 1999,
effective for expenses incurred in connection with the escort of remains
of certain employees on or after August 23, 1999.

## Supplemental HHS Policies

The responsible official must provide reasonable assistance in arranging
for preparation and transportation of the remains of the decedent when
death occurs during travel status or at an official duty station outside
the United States. Also, a designated official will provide necessary
assistance for the return of the decedent's immediate family and
household goods to the official duty station, when the decedent's
official station was outside of CONUS.

The OPDIVs/STAFFDIVs are responsible for establishing a delegation of
authority level to authorize and approve these FTR allowances and for
establishing internal procedures to ensure compliance with all FTR
requirements.

**Note:** Under FTR 301‑70, Subpart F, Policies and Procedures for
Payment of Expenses, receipts are required for all reimbursement claims.
The agency may make payment directly to the person performing the
service (who will submit an invoice) or reimburse the person who made
the original payment. HHS officials who authorize and approve expenses
under these guidelines should coordinate with their servicing travel,
procurement, transportation, and financial payment offices to determine
the proper administrative processes to follow.

## Federal Travel Regulation Provisions

The following provisions of the FTR Part 303‑70 provide detailed
guidance regarding agency requirements for payment of expenses connected
with the death of employees:

-   Subpart A ‑ General Policies

-   Subpart B ‑ General Procedures

-   Subpart C ‑ Allowances for Preparation and Transportation of Remains

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

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

-   Subpart F ‑ Policies and Procedures for Payment of Expenses

-   Subpart G ‑ Escort of Remains

#  {#section-6 .unnumbered}

# Travel and Transportation Expenses under the Intergovernmental Personnel Act (IPA)

This Chapter provides supplemental guidance for HHS civilian employees,
OPDIVs/STAFFDIVs, and non-Federal personnel assigned to HHS under the
Intergovernmental Personnel Act of 1970 (IPA), regarding the travel and
transportation expenses which can be authorized and paid from agency
appropriations.

## Coverage

This Chapter covers:

1.  All appointed Federal civilian employees of HHS who are detailed or
    assigned to work in an organization or governmental agency outside
    of HHS, under an approved IPA agreement with that outside entity,
    and

2.  Employees of governmental agencies and organizations outside HHS who
    are appointed, detailed, or assigned to work within HHS, under an
    approved IPA agreement, and to whom the OPDIV/STAFFDIV reimburses
    approved travel and per diem allowances directly during the IPA.

### Exclusions

Excluded from its coverage are the following:

1.  Members of the U.S. Public Health Service Commissioned Corps;

2.  Individuals who perform work for HHS or any of its OPDIVs/STAFFDIVs
    under a personal services contact or who are employees of an
    organization that is under contract to provide goods and/or services
    to HHS or any of its OPDIVs/STAFFDIVs;

3.  Individuals assigned to HHS in any of its OPDIVs/STAFFDIVs by other
    governments or organizations whose travel and per diem allowances
    are paid by their regular employers;

4.  Individuals assigned to HHS in any of its OPDIVs/STAFFDIVs by other
    governments or organizations whose travel and per diem allowances
    are paid to their regular employers by the OPDIVs/STAFFDIVs to which
    they are assigned; and

5.  Individuals who have not signed an IPA agreement.

## General

The Intergovernmental Personnel Act provides for temporary exchanges of
personnel between the Federal Government and state or local governments,
institutions of higher education, Indian tribes or tribal organizations,
and any other eligible organization. Each such exchange is carried out
under the provisions of a specific agreement that states the purpose and
duration of the exchange, the places, hours, and conditions of work, and
the methods of financing the individual's pay and allowances.

### Travel Approval

Representatives of both the Federal Government and the other government
or entity participating in a personnel exchange under the IPA must sign
an agreement that sets forth explicitly the travel and transportation
arrangements of the exchange. Travel and transportation arrangements
must be approved by the official who has authority to approve travel
allowances (in advance of travel, unless exceptional circumstances
occur) and reimbursements of travel expenses. If that official is
different from the one who is negotiating the IPA agreement for HHS, the
latter must secure the approval of the official(s) authorized to approve
travel or relocation allowances.

### Service Agreements

The employee must sign a service agreement for one year or the length of
the assignment, whichever is shorter, to be eligible for payment of per
diem at the assignment location or limited relocation expenses. This
service agreement must be incorporated into a written IPA Agreement
(such as an OF 69 or agency equivalent) or must be documented via a
separate Employment Agreement (such as an HHS‑355) in accordance with
each OPDIV's/STAFFDIV's personnel practices. The employee will be
responsible for repaying any expenses if he or she fails to complete the
service agreement, unless the reason for failing to complete the
agreement is beyond his/her control and acceptable to the
OPDIV/STAFFDIV. In addition, management of the HHS OPDIV/STAFFDIV may
waive the requirement to pay back expenses if the waiver is considered
justified.

### Travel Authorization and Voucher Mechanism

When an individual is assigned to HHS by a non-Federal government or
organization, all travel and transportation expenses, in the form of
either a limited relocation allowance or a temporary per diem allowance,
must be processed through the travel authorization and travel voucher
mechanisms in accordance with this Manual and the OPDIV/STAFFDIV's
procedures for accounting for such travel expenses.

### Other Information

Other information pertinent to the execution of IPA agreements may be
found at HHS Personnel Instruction 334‑1, "Temporary Assignments of
Personnel Under the Intergovernmental Personnel Act of 1970", dated
March 7, 1996. The legal authority is contained in 5 U.S.C. 3371‑3375.
Implementing regulations are in the Code of Federal Regulations
(C.F.R.), Title 5, Part 334.

## Allowances

Persons who are assigned away from their places of regular employment
under the terms of an IPA agreement may be authorized and reimbursed for
travel or limited relocation expenses under the IPA, as provided in 5
U.S.C. 3375. When an OPDIV/STAFFDIV authorizes travel or relocation
allowances under an IPA agreement, it is the responsibility of the
authorizing official to select between the reimbursement of a per diem
allowance at the assignment site (Section 8.3.1) [OR]{.underline} the
limited allowable relocation expenses (Section 8.3.2).

The authorizing official may not pay both types of allowances. In making
a determination, consideration should be given to the cost to the
Government, as well as the duration of the assignment. For example, a
per diem allowance would usually be authorized for short‑term
assignments, because it is more cost-beneficial to the Government.

For any assignment over 30 days where a per diem allowance is
authorized, that allowance shall be reduced in accordance with the
guidance in Section 5.1.3.3. When properly authorized, the length of an
IPA assignment may be extended at the current TDY site. In such
instances, the per diem allowance for the extended period must remain at
the same rate that was in effect at the end of the previous assignment
period. In addition, once a per diem allowance has been negotiated, the
agreement may not be changed to authorize limited relocation allowances.
Furthermore, IPAs that authorize payment of limited relocation expenses
may not be modified to include additional benefits/expenses (e.g., per
diem).

**Note:** If both the assignee's regular place of employment and the IPA
official duty station are within the same city/town, these IPA travel
allowances do not apply. Refer to Section 4.3.1.

### Per Diem Allowance at Assignment Location

Under an IPA agreement that does not provide for payment of limited
relocation expenses, the following temporary duty travel expenses may be
authorized, in accordance with the FTR provisions related to temporary
duty travel. The following allowances only apply to expenses incurred by
the employee; there is no authority to pay for any expenses incurred by
the employee's immediate family.

1.  Travel of the employee, including a per diem allowance, to and from
    the place of assignment, under FTR Part 301-10, Transportation
    Expenses, and 301-11, Per Diem Expenses.

2.  A per diem allowance for the employee while at the place of
    assignment, under FTR Part 301-11, Per Diem Expenses. If the HHS
    official who negotiates the IPA agreement is not the
    travel-authorizing official, the negotiating official should consult
    the appropriate travel-authorizing official to determine the amount
    of the per diem allowance, if any. The travel-authorizing official
    is responsible for establishing the per diem allowance, and once the
    allowance has been set, it must be specified in the agreement, as
    well as on an approved travel order.

### Limited Relocation Allowances

In some situations, where it is more economical or otherwise more
advantageous to the Federal Government, IPA assignees may be authorized
to move their families and household goods to the point of their IPA
assignment at the expense of the Federal Government.

When the terms of an IPA agreement provide that the employee will be
entitled to relocation allowances, HHS may agree to pay the following
expenses in accordance with the applicable FTR provisions on relocation
(see FTR 302‑3, Relocation Allowances):

1.  Travel and transportation expenses of the employee to and from the
    assignment location;

2.  Travel and transportation expenses of the employee's immediate
    family to and from the assignment location;

3.  Transportation and temporary storage expenses of the employee's
    household goods and personal effects;

4.  Temporary quarters subsistence expenses at the time the assignment
    commences and at the time the assignment is completed;

5.  A miscellaneous expense allowance (for items such as disconnecting
    and connecting appliances, equipment, and utilities, cutting and
    fitting transported rugs, etc.);

> **Note**: This expense may only be authorized when shipment of
> household goods and personal effects is authorized under item 3 above,
> or when storage of such items is authorized under item 6 below

6.  Non-temporary storage of the employee's household goods and personal
    effects when the employee is assigned to an isolated location.

**Note:** Once an OPDIV/STAFFDIV decides to offer limited relocation
allowances in line with FTR 302-3, it must authorize payment for, and
reimburse the individual for the full costs incurred associated with,
any authorized service(s) as described above. In projecting the
estimated obligations, the OPDIV/STAFFDIV may not cap or limit the
amount to be reimbursed.

Other relocation allowances listed under FTR Part 302-3, but not listed
above, are not allowed. For example, an agency cannot pay expenses of
selling or purchasing a residence, property management services,
house-hunting trips, relocation income tax allowance, or transportation
of privately-owned motor vehicles. Also, a temporary change of station,
under FTR Part 302-3, Subpart E, may not be authorized.

### Temporary Duty Travel Away from the IPA Assignment Location

Travel orders shall be issued to authorize travel expenses, including a
per diem allowance, for official temporary duty assignments away from
the designated post of duty. Such travel must be approved by the
designated travel authorizing official. On occasion an employee may
continue to receive lodging entitlements under an IPA assignment
concurrent with authorized temporary duty (TDY) travel away from the IPA
assignment location. However, the employee cannot receive an M&IE
allowance under both the IPA assignment and TDY concurrently.

## Comparison of Costs

In determining whether an IPA assignment should be authorized as a
temporary duty assignment (per diem allowance) or a change in duty
station (relocation allowance), the length of the assignment as well as
the costs must be considered.

For assignments of relatively short duration (for example, four months)
payment of a per diem allowance may be more advantageous to the
Government.

With assignments for extended periods (for example, one year), it
usually is less costly as well as more advantageous to both the employee
and the Government to authorize the applicable relocation allowances.

Consideration must be given to the estimated costs for each of the two
alternatives. The method and amount of reimbursement will be determined
on the basis of this cost comparison.

**If relocation is determined to be the least expensive method**

1.  The applicable relocation allowances may be authorized, or

2.  If it is not feasible for the employee to move family and/or
    household goods, per diem may be authorized for a specified amount
    which should not exceed the estimated costs of relocating.

**If temporary duty assignment is determined to be the least expensive
method**

1.  The applicable per diem allowances may be authorized, or

2.  If the employee elects to move the family and household goods,
    relocation allowances may be authorized for a specified amount which
    normally should not exceed the estimated costs of per diem payments.

**Travel Example:**

An employee of the California State Department of Education is to be
assigned to the HHS San Francisco Regional Office for a one-year period.
The employee resides in San Diego with his/her spouse and two children.

+-----------------------------------------------------------+----------+
| [Relocation Expenses]{.underline}                         |          |
+-----------------------------------------------------------+----------+
| > Mileage between San Diego and San Francisco             | \$ 100   |
+-----------------------------------------------------------+----------+
| > Travel per diem for employee and immediate family       | \$ 250   |
| >                                                         |          |
| > \[assume the trip takes over 12 hours\]                 |          |
+-----------------------------------------------------------+----------+
| > Transportation of household goods                       | \$ 4,500 |
+-----------------------------------------------------------+----------+
| > Miscellaneous expense allowance                         | \$ 1,000 |
+-----------------------------------------------------------+----------+
| > Estimated costs to return to San Diego (total of above) | \$ 5,850 |
+-----------------------------------------------------------+----------+
| **Total estimated costs to relocate:**                    | **\$     |
|                                                           | 11,700** |
+-----------------------------------------------------------+----------+
|                                                           |          |
+-----------------------------------------------------------+----------+
| [Temporary Duty Expenses:]{.underline}                    |          |
+-----------------------------------------------------------+----------+
| > Round trip air fare, San Diego ‑ San Francisco          | \$ 200   |
+-----------------------------------------------------------+----------+
| > Travel per diem for employee (round trip)               | \$ 150   |
+-----------------------------------------------------------+----------+
| > Per diem at assignment location for employee            | \$16,000 |
| >                                                         |          |
| > *reduced per diem rate applies*                         |          |
+-----------------------------------------------------------+----------+
| **Total estimated costs for TDY reimbursement**           | **\$     |
|                                                           | 16,350** |
+-----------------------------------------------------------+----------+

Based on the results of the cost comparison, relocation allowances
should be authorized. If it is not feasible for the employee to move the
family, the employee may elect to be paid a per diem allowance. Under
such circumstances, a monetary limitation should be established; for
example, based upon the calculations above, the per diem authorized at
the maximum rate would not exceed \$11,700 (the estimated cost of
relocation) so that amount would be the cap on reimbursement. In
establishing a monetary limitation, the authorizing official must
include in the calculation the proper amount of any costs for
transportation associated with periodic trips home to the assignee's
residence (non‑Federal person) or official duty station (Federal
employee).

**Note:** An agency should not pay a per diem allowance for an
assignment expected to last more than one year, or for an indefinite
period. The payment of per diem for a period of more than one year is
taxable to the employee (although an income tax reimbursement allowance
applies).

## 8.5 Travel Orders {#travel-orders .unnumbered}

1.  The travel order is the official authorization to perform travel at
    Government expense and must be prepared for all assignments where
    travel and per diem allowances are paid directly to the individual
    on the IPA assignment. This includes both limited relocation
    allowances and temporary duty per diem allowances.

2.  In addition to authorizing the travel, the travel order specifies
    the employee's entitlement to reimbursement for the allowable
    expenses. It should be prepared as soon as the assignment agreement
    has been completed.

3.  Caution is required in the preparation of travel orders to properly
    reflect the approval to incur expenses in accordance with
    regulations. Travel orders must indicate that travel and
    transportation expenses are authorized in accordance with the IPA.
    The length of the assignment, the duty reporting date, the estimated
    expense, and any applicable cap of reimbursement also must be
    included.

4.  When the assignment agreement provides for the payment of relocation
    allowance, a change of station travel order must be initiated,
    listing the allowances to be paid.

5.  Authorization must be given by an official who has been delegated
    the authority to approve such travel.

6.  When it has been administratively determined that the payment of a
    per diem allowance is more advantageous to the Government, a
    temporary duty travel order must be prepared, indicating the per
    diem allowances to be paid. Authorization must be given by an
    official who has been delegated the authority to approve such
    travel.

The provisions above apply only to formal negotiated IPA assignments.
See Section 8.2.2 for information on temporary duty travel during an IPA
assignment.

**Note:** An employee who performs official travel or incurs change of
station expenses without a travel order, or who departs earlier than
necessary to carry out the purpose of travel, does so at the risk of not
being reimbursed for some/all expenses incurred or losing benefits that
might accrue.

## Claims for Allowances and Reimbursements

Individuals assigned to HHS OPDIVs/STAFFDIVs under IPA agreements that
provide that HHS will pay travel expenses and allowances should submit
their claims for such allowances and reimbursements on a travel voucher,
in the same manner as prescribed for permanent HHS employees. If an
employee is drawing station per diem allowances, he/she should submit
the travel vouchers at the end of each month. Individuals claiming
relocation allowances should submit their vouchers within five workdays
after the expense has been incurred and paid.

**Note:** A copy of the IPA agreement should accompany the voucher when
submitted for reimbursement.

# Travel and Transportation Legislative Requirements

This Chapter provides supplemental policy guidance to HHS Operating
Divisions (OPDIVs) and Staff Divisions (STAFFDIVs) concerning
implementation of specific GSA regulations stemming from various
Legislative Acts and new Office of Management and Budget (OMB)
requirements. This chapter applies to all HHS civilian employees, as
defined in 5 U.S.C. 5701(2) and in the FTR 302-1.1.

## General

The Travel and Transportation Reform Act of 1998 (Public Law 105-264)
was signed into law on October 19, 1998. One of its chief purposes is to
reduce Federal travel costs and to streamline Federal travel processes.
Among its provisions, it requires employees to use Federal travel charge
cards for payment of official travel expenses. It provides for the
payment of a late payment fee to employees when an agency fails to
reimburse them for approved expenses within 30 days after submission of
a proper voucher. It gives agencies the authority to collect undisputed,
delinquent travel charge card debts through salary offset. It authorizes
GSA to approve a limited number of agency pilot programs for cutting
travel and relocation administrative expenses. It requires agencies to
audit transportation bills for accuracy prior to payment, instead of
after payment. It authorizes the payment of income reimbursement
allowances to employees when their reimbursement for travel expenses
becomes taxable after one year of continuous duty at a temporary duty
location.

The OMB Circular 123, Appendix B, effective October 1, 2005, establishes
new travel charge card requirements to reduce the risk of fraud, misuse
and late payments. It mandates agencies perform credit worthiness
assessments of all new travel charge card applicants prior to issuing a
card. It requires implementation of split disbursement and salary offset
for travel charge card holders. It identifies new reporting requirements
related to the travel charge card. It requires agencies to maintain
policies that ensure administrative and/or disciplinary actions are
initiated against cardholders who fail to use the charge card properly
or fail to make timely payments.

## Mandatory Use of Government-Issued Travel Charge Card

HHS employees are required to use the Government travel charge card for
all official travel expenses, including cash advances through an ATM
machine, unless they have an exemption.

**Exception**: It is HHS policy that the travel charge card may not be
used for local travel expenses unless one of the conditions outlined in
Section 9.2.10 is met. Employees must pay bills for use of the travel
charge card in accordance with the terms of the cardholder's agreement
they sign with the bank. Employees who do not adhere to these mandatory
travel card usage policies may be subject to disciplinary action and/or
the cancellation of their charge card privileges.

**[Federal Travel Regulation Guidelines]{.underline}**

-   FTR Part 301-51, Subpart A, Paying Travel Expenses B General

-   FTR Part 301-70, Subpart H, Internal Policies and Procedures
    Relating to Mandatory Use of the Government Contractor-Issued Travel
    Charge Card for Official Travel

### Granting Exemptions in HHS

The Federal Travel Regulation grants authority to the head of a Federal
agency or his/her designee to exempt any payment, person, type or class
of payments, or type or class of agency personnel if the exemption is
determined to be necessary in the interest of the agency. Exemptions
must be in writing. In HHS:

1.  The Director of OAMP will grant Department-wide exemptions for
    specific types or classes of payments or agency personnel;

2.  Heads of OPDIVs/STAFFDIVs or their designees may grant additional
    exemptions only for individual payments or persons in their
    organizations. The following information must be included in a
    written exemption memorandum:

    a.  Letterhead should specify name of issuing HHS OPDIV/STAFFDIV;

    b.  "Date": date the exemption is issued;

    c.  "To:" name of employee receiving the exemption;

    d.  "From:" title of manager granting the exemption;

    e.  "Subject: Exemption from Mandatory Travel Card Use;"

    f.  In the body of the memo, a description of what the exemption is
        for, its duration, and reason for granting it; and

    g.  Name and signature of "Exemption Authorizing Official."

3.  Exemptions should only be granted under exceptional or unusual
    circumstances when it is determined to be necessary in the interest
    of the agency. Please refer to Exhibit 9-A for sample wording for
    exemption memorandum.

Within OPDIVs/STAFFDIVs, the authority to grant mandatory travel card
exemptions on an individual case basis should be consistent with other
travel authority delegations. HHS officials who grant exemptions will
retain the original written exemption in their travel administrative
files for the life of the exemption. Whenever it terminates by its terms
(e.g., limited to a single trip) or is canceled, it must be retained an
additional six years and three months for audit purposes. Exemption
memoranda should be maintained in an "exemption" travel file with
separate "current" and "inactive" folders, in which memoranda are filed
alphabetically by the employee's last name. If a long term or indefinite
exemption is canceled, mark "canceled" on the document, initial and
date, and move it from the "current" to the "inactive" folder.

**Note:** If an OPDIV/STAFFDIV uses a Government contractor-issued
centrally-billed account for certain types or classes of travel payments
(such as airline tickets), such payments meet mandatory travel card use
requirements and should not be listed as an exemption.

#### Notification to GSA of Exemptions

> HHS officials with exemption authority will provide written
> notification, within 30 days after granting new exemptions, directly
> to the Administrator of General Services (Attention: MTT), 1800 F
> Street, NW, Washington, DC 20405, at the following levels:

-   The Director, OAMP will provide written notification of
    Department‑wide exemptions to GSA on behalf of all HHS components.

-   OPDIV/STAFFDIV officials are responsible for providing written
    notifications to GSA for any individual exemptions they grant in
    their own OPDIVs/STAFFDIVs; do not send a copy to ASAM.

### Government-wide Exemptions

FTR 301-51.2 specifies Government-wide exemptions to mandatory travel
card use, as follow

#### Exemptions of Agency Employees

-   Employees with an application pending for the travel charge card
    (this includes applications for new or replacement cards)

-   Individuals traveling on invitation travel

-   New appointees

-   Employees who travel five times or less per year, although an agency
    may issue travel charge cards to such employees, in its discretion

#### Exemptions of Types or Classes of Payments

-   Expenses incurred at a vendor that does not accept the Government
    travel charge card

-   Laundry/dry cleaning services

-   Parking

-   Local transportation system (buses, subways, etc.)

-   Tax

-   Tips

-   Meals (when use of the card is impractical, such as group meals, or
    the Government travel charge card is not accepted)

-   Phone calls (when a Government calling card is available for use in
    accordance with agency policy)

-   Relocation allowances, except en route travel and house hunting
    trips

### Department-wide Exemptions

> In addition to the Government-wide exemptions specified in the FTR,
> the former Deputy Assistant Secretary for Finance granted the
> following exemptions to HHS civilian employees, under delegated
> authority, and each of the exemptions remains in effect.

#### Exemptions of Agency Employees

-   Members of national advisory councils and advisory committees.

-   Temporary employees, whose term of appointment are less than 120
    days.

-   Intermittent or temporary consultants and experts, paid on a daily
    when‑actually employed (WAE) basis, serving less than one year.

-   Special Government Employees (SGEs, e.g., scientist and researchers
    from private industry and academia) who serve as second level review
    officials of grant applications.

> **Note**: HHS has adopted the GSA Government‑wide exemption for
> mandating application for the travel charge card, including its
> definition of infrequent travelers. HHS management will, however,
> exercise its discretion in appropriate cases to require infrequent
> travelers to apply for that charge card or permit them to retain cards
> issued to them under the prior policy.

#### Exemptions of Types or Classes of Payments

-   Telephone calls (when a Government calling card is not available)

-   Purchases costing less than \$10

-   Relocation allowances for en route travel and house hunting trips

-   

### Use of Travel Charge Card for Official Travel Where Exemptions Have Been Granted

Employees who have a Government travel charge card may use the card for
types or classes of official travel payments that have been given an
exemption from mandatory travel card use. Use of the travel card where
such a type/class of payments exemption has been given is discretionary.

### Credit Worthiness

Effective January 22, 2007, pursuant to Section 846 of the Consolidated
Appropriations Act, 2006 (P.L. 109-115) as referenced in the OMB
Circular A-123 Appendix B, all new applicants for an individual travel
charge card must use the contractor form that requires the applicant to
initial their agreement/refusal for a credit score check prior to
issuance of a travel charge card. Any individual with a FICO score below
660 or who refuses to permit a credit score check will be issued a
restricted travel charge card. A restricted travel card will have a
lower credit limit than the HHS standard credit limit and will not have
any ATM withdrawal capability.

Neither the Contractor nor HHS will see any of the individual's credit
file data. An individual, issued a restricted card due to a FICO score
below 660, may contact the credit bureau if they believe that there is
an error. There will be no fee charged by contractor for the credit
score check.

### Refusal to Apply for and/or Use the Government Travel Charge Card

Employees who refuse to apply for and/or use the travel charge card for
official travel, or have had their travel charge cards canceled for
misuse or abuse, will not be authorized a cash travel advance unless
they otherwise are covered by an exemption.

### Responsibility to Pay Travel Charge Card Bills in Accordance with Cardholder Agreement

Employees are responsible for reading and adhering to the policies and
procedures specified in the cardholder agreement they sign in order to
obtain a Government travel charge card. Under the cardholder agreement
currently in effect, the travel charge card bill is due and payable in
full when delivered at the employee's billing address.

The employee is liable to the travel card bank for full reimbursement of
all charges authorized by the employee, independent of any agreement or
program for reimbursement that may exist between the employee and the
HHS OPDIV/STAFFDIV.

Under FTR 301-52.24, employees must pay amounts owed to the travel card
bank in accordance with the cardholder agreement, even if the employee
has not yet been reimbursed for those expenses appearing on the billing
statement.

#### Disputed Charges

> The cardholder agreement informs employees about how to handle
> disputed charges on a travel charge card bill. The employee should
> follow these procedures by submitting a signed Cardholder Statement of
> Questioned Item form to the bank within 60 days of the statement date
> on which the original transaction appears.
>
> Once the form is received, the bank will issue a temporary credit to
> the employee's account while the dispute is being researched.
>
> While the bank is conducting this investigation, the cardholder does
> not need to pay the amount of the disputed charge and it will not be
> considered past due.

### Split Disbursement

In accordance with the OMB Circular A-123, Appendix B, HHS mandates the
use of split disbursement for all Government travel charge cardholders.

Split disbursement divides a travel voucher reimbursement between the
Government charge card vendor and the traveler. When used correctly for
the direct payment of common carrier, lodging, rental car and other
authorized miscellaneous expense transactions charged directly to the
card, split disbursement reduces the cardholder's burden in making
personal payments and assists in reducing delinquencies.

Cardholders may utilize available options within GovTrip to make
additional payments to the Government charge card. The e-Gov Travel
Center of Excellence has provided guidance and easy instructions on how
to utilize the split disbursement/pay functionality in GovTrip. This
guidance is found at: <http://www.govtrip.com/govtrip/site> .

### Improper Use of the Government Travel Charge Card 

The travel charge card must only be used for official transportation and
travel related expenses. [Employees shall not use the travel charge card
to make personal purchases or ATM withdrawals for personal
use]{.underline}.

The Department has issued several policy memos regarding the use and
misuse of the Government travel charge card. The OMB Circular No. 123,
Appendix B, mandates agencies to maintain policies that ensure
administrative and/or disciplinary actions are initiated against
cardholders who fail to use the charge card properly or fail to make
timely payments. Administrative and/or disciplinary actions may include:
memorandum of caution/counseling, official reprimand, short-term
suspension from duty without pay, long-term suspension, reassignment or
downgrade, and termination of employment.

### Use of Government Travel Charge Card for Local Travel

It is HHS policy that the travel charge card may only be used for
official travel and related expenses connected with temporary duty
travel or relocation. The travel charge card may not be used for
expenses within the local travel area unless:

1.  A travel order has been issued consistent with the limited exemption
    in Section 4.3.1.1;

2.  Travel is performed for training under GETA (Section 4.3.1.2); or

3.  The employee is authorized to rent a car for a local travel area
    site visit or similar purpose, in which case the travel charge card
    must be used for renting the car.

### Internal Controls Over Government Travel Charge Card

Heads of OPDIV/STAFFDIVs or their designees are responsible for
establishing appropriate management controls over the travel charge card
program to ensure compliance with FTR requirements, the supplemental HHS
policy and guidance contained in this Chapter, and the HHS task order
with the bank. They are also responsible for providing guidance to their
managers on disciplinary issues, when employees violate mandatory travel
charge card usage policies.

As part of this internal control system, each OPDIV/STAFFDIV will
establish a network of employees designated as Agency/Organization
Points of Contact (A/OPCs) and issue supplemental procedural guidelines
to handle internal administration of the travel charge card program
within their organization. A/OPC basic duties will typically include:

1.  Coordinate individual travel charge card applications,
    modifications, issuance, and destruction;

2.  Inform employees about HHS travel charge card policies and
    procedures, to respond to their questions about the program; and

3.  Review travel charge card program reports; communicate with
    employees, supervisors, and the bank, as appropriate, regarding
    unusual charges, overdue balances, suspended or cancelled accounts,
    and other related items.

## Submission of Travel Vouchers, Payment Process, and Late Payment Penalties

HHS employees must submit a travel voucher to their designated reviewing
official:

1.  Within five working days after they complete their trip or period of
    travel; or

2.  Every 30 days if they are on continuous travel status.

When an employee submits a travel voucher, the HHS reviewing or
approving official must notify the employee within seven working days
after submission to the first-level reviewing official of any error
(i.e., improper voucher or disallowed expense item) that will prevent
payment within 30 calendar days after submission.

If an error is detected when the voucher is forwarded to the HHS payment
office, that office must notify the employee and the approving official
of the error within five working days of receipt. HHS must pay the
employee for approved expenses items within 30 calendar days after the
employee submits a proper travel voucher to the first-level reviewing
official or pay a late payment fee, in addition to the vouchered amount.
All temporary duty and local travel claims are subject to this
requirement. Most relocation allowances are exempt from this
requirement; however, en route travel expenses and house-hunting trips
are subject to this requirement.

**[Federal Travel Regulation Guidelines]{.underline}**

-   FTR Part 301-52, Claiming Reimbursement

-   FTR Part 301-71, Agency Travel Accountability Requirements

-   FTR Appendix C to Chapter 301 B Standard Data Elements for Federal
    Travel

### Elements of a Proper Travel Voucher

The employee will submit a travel voucher in accordance with
OPDIV/STAFFDIV administrative procedures and systems, such as a hard
copy SF-1012 Travel Voucher or an electronic voucher created through the
e-Gov travel management system. A proper travel voucher will include the
elements specified in FTR 301-52.1 through 301-52.4, and Appendix C to
Chapter 301, Travel Expense Information.

FTR 301-52.8 through 301-52.11 provide guidance on when agencies can
disallow a travel claim and steps an employee should follow when a claim
is disallowed. In preparing or approving vouchers, employees and
approving officials should review and follow these FTR guidelines and
any supplemental guidance issued by HHS and their OPDIV/STAFFDIV.

#### Typical Elements

> Typical travel voucher elements (not all inclusive) are:

1.  Traveler's name, address, and social security number

2.  Official Duty Station

3.  Travel authorization number and date

4.  Outstanding travel advance and/or remaining balance

5.  Ticket information for air, rail, and/or other common carrier
    transportation

6.  Itemized list of travel points (i.e., stops and indirect routing
    during the course of the entire trip), and all departure and arrival
    dates (including any non‑duty points added to the trip at the
    employee's election for personal reasons, such as a trip extension
    which may include days of annual leave or week‑end time)

7.  Type of leave and number of hours of leave for each day, if leave
    was used

8.  Itemized list of reimbursable expenses by travel day (e.g., per diem
    or subsistence, common carrier and local transportation, including
    rental cars, privately owned vehicles, taxis, buses, etc.,
    miscellaneous expenses, including hotel taxes, phone calls, laundry,
    etc.)

#### Common Supporting Attachments

> Common supporting attachments (not all inclusive) include:

1.  Itemized receipts for all lodging and any single purchase of
    transportation or miscellaneous expense items exceeding \$75

2.  Travel authorization with approving official's signature (hard copy
    or electronic) and designation of funds certification (hard copy or
    electronic)

3.  Documentation of any necessary special authorizations (e.g.,
    premium-class travel, use of cash to pay for common carrier, etc;
    see FTR 301‑2.5 for list of travel arrangements requiring specific
    authorization or prior approval)

> Proper travel vouchers must be in the specific format required by the
> employee's OPDIV/STAFFDIV. Hard copy vouchers must be signed and dated
> by the traveler and approving official in ink. Electronic vouchers
> must be submitted under the electronic signature or password controls
> established by the employee's OPDIV/STAFFDIV.

### Travel Voucher Payment Process

OPDIVs/STAFFDIVs must establish manual and/or electronic methods for
tracking:

1.  The date when a proper travel voucher is submitted by an employee to
    his/her first-level reviewing official; and

2.  The date when payment is made, so the payment office will be able to
    determine if a late payment penalty is due and how much.

HHS payment offices will pay late payment penalties on travel voucher
amounts under the following conditions:

1.  The travel claim has been submitted on a proper voucher;

2.  The claimed expense amount has not been disallowed;

3.  Payment has not been made within 30 days of the employee's
    submission of a proper voucher to the first-level reviewing
    official; and

4.  The claim is not for a relocation allowance exempted from this
    requirement in the FTR.

Payment will be considered made on the settlement date for an electronic
fund transfer (EFT) payment on the date of a check payment. If a claimed
expense is disallowed by the reviewing/approving official or payment
office and, subsequently, is reconsidered and allowed due to provision
of additional supporting facts or documentation by the traveler, the 30
day window for payment will begin on the date the traveler submits the
required, additional supporting facts or documentation to the approving
official or payment office, as indicated.

#### Late Payment Fees

> Late payment fees consist of two elements:

1.  A late payment fee calculated using the prevailing Prompt Payment
    Act Interest Rate beginning on the 31st day after the required
    payment date and ending on the date which payment is made; and

2.  An amount equivalent to any late payment charge that the card
    contractor would have been able to charge the employee had the bill
    not been paid. See Section 9.3.3 below for guidance on calculating
    this amount.

> **Note:** Delay or failure by an employee to respond to a Finance
> Office's request for banking information to enable voucher payment by
> EFT, instead of check, will not delay or stop the 30-day window for
> payment and the assessment of late payment fees.

### Calculation of Late Payment Fee Equivalent to Card Contractor Late Payment Charges

Under the current bank card contract, the bank may impose a monthly 2.5
percent late fee on outstanding balances for accounts that meet
cancellation criteria, when they are between 120 and 180 days old.

After 180 days, they are required under banking regulations to charge
off the account and refer it to a collection agency; no additional late
fees are imposed thereafter. This means that when the account reaches
over 120 days old, a 2.5 percent late fee may be imposed on the
outstanding balance for that billing period.

If the account status does not change when it is over 150 days old, a
new 2.5 percent late fee may be imposed on the outstanding balance for
the next billing period (the balance includes any outstanding late fee
from the previous billing period). No additional late fees will be
imposed for future billing periods because the account will be charged
off by the bank and sent to a collection agency. Therefore, a maximum of
two monthly late fees can be used for purposes of calculating this late
payment fee.

The payment office will use the following formula to determine if a late
payment charge is due under this provision and the amount of the
additional charge:

1.  If it is less than 120 calendar days since the traveler submitted a
    proper voucher, no late payment fee is due under this provision.

2.  If it is 120 to 149 calendar days since the traveler submitted a
    proper voucher, one month's late payment fee under this provision is
    the dollar amount of allowed expenses on the voucher times 2.5
    percent. Example: \$2,500 times .025 equals a late payment fee of
    \$62.50.

3.  If it is 150 or more calendar days since the traveler submitted a
    proper voucher, the maximum two monthly late payment fees under this
    provision are the dollar amount of allowed expenses on the voucher
    times 1.025 times 1.025 \[minus the dollar amount of allowed
    expenses on the voucher\]. Example: \$2,500 times 1.025 times 1.025
    \[minus \$2,500\] equals a late payment fee of \$126.56.

### Late Payment Fees of Less than One Dollar 

HHS will not pay late payment fees of less than one (1) dollar.

### Finance Office Tax Reporting of Late Payment Fees

The Internal Revenue Service requires different tax reporting treatment
for the two types of late payment fees for travel vouchers:

1.  For a late payment fee calculated using the prevailing Prompt
    Payment Act Interest Rate beginning on the 31st day after the
    required payment date on which payment is made, the HHS Finance
    Offices will report this late payment fee as interest income on IRS
    Form 1099-INT in accordance with guidelines issued by the IRS.
    Current IRS guidelines state that interest paid in the course of
    business should be reported only if the interest totals \$600 or
    more for the tax year. (Note that this amount may be subject to
    change.) Also, refer to the HHS Departmental Accounting Manual,
    Chapter 10-70, Filing and Reporting Form 1099 Information Returns
    with the Internal Revenue Service.

2.  For an additional late payment fee equivalent to any late payment
    charge that the card contractor would have been able to charge the
    employee had the bill not been paid, HHS finance offices will report
    this late payment fee as additional wages on Form W-2.

## Collection of Undisputed, Delinquent Travel Card Debts

In accordance with the OMB Circular 123, Appendix B, Federal agencies
are required to initiate necessary action to collect undisputed,
delinquent charge card debt from employees to pay the bank contractor.

HHS has authorized the use of Salary Offset for the collection of
undisputed, delinquent charge card amounts via direct deduction from an
employee's payroll disbursement on behalf of the charge card vendor. The
direct deduction may not exceed 15 percent of the employee's disposable
pay. Per the Circular, Salary Offset is mandatory.

HHS, the Travel Charge Card contractor and DFAS have developed the
procedure that will implement Salary Offset. The procedure will meet the
due process requirements outlined in the Circular and each OPDIV and
STAFFDIV will be notified of their employees identified by the
contractor as candidates for Salary Offset. HHS will initiate a pilot
run during January 2007, of the largest delinquent charge card amounts
identified by the contractor. There will be no administrative fees added
to an individual's delinquent charge card amount prior to being placed
in Salary Offset.

**[Federal Travel Regulation Guidelines]{.underline}**

-   FTR Part 301-54 and Part 301-76, Collection of Undisputed Delinquent
    Amounts Owed to the Contractor Issuing the Individually Billed
    Travel Charge Card

## Income Tax Reimbursement Allowance for Long-Term TDY Travel

HHS employees (and spouse, if filing jointly) are eligible to receive an
Income Tax Reimbursement Allowance (ITRA) if:

1.  The employee is in a temporary duty travel status at one location
    for a period exceeding one year; and

2.  The employee (and spouse, if filing jointly) incurs Federal, State,
    or local income taxes on amounts received as reimbursement for
    official travel expenses.

**[Federal Travel Regulation Guidelines]{.underline}**

-   FTR Interim Rule 7, Part 301-11, Subpart E-Income Tax Reimbursement
    Allowance (ITRA), Tax Years 1993 and 1994

-   FTR Interim Rule 7, Part 301-11, Subpart F-Income Tax Reimbursement
    Allowance (ITRA), Tax Years 1995 and Thereafter

-   Chapter 302-17.10, Claims for payment and supporting documentation
    and verification (Relocation Income Tax Allowances)

### Documentation Required to Support ITRA Claims

Employees will submit their claims on a travel voucher in accordance
with the HHS OPDIV\'s or STAFFDIV\'s travel management system\'s
procedures. They will provide standard documentation required to support
an income tax allowance claim, as defined in Federal Travel Regulation
Chapter 302-17.10:

3.  Certified Statement concerning income tax information being reported
    to HHS on this claim (see FTR 302-17.10 (a) for sample wording),
    signed by employee (and spouse, if filing jointly)

4.  Supporting Documentation (copies of W-2 and 1099 forms, and
    completed IRS Tax Return‑Form 1040 if the claim is for a past tax
    year)

For claims involving income taxes for tax years prior to 1999, employees
should provide information or documentation (such as employee\'s copy of
pertinent travel orders) to enable the HHS reviewing office to associate
the claim with applicable HHS travel orders.

### Obligation of Funds for ITRA Claims

ITRA claims should be charged to the appropriation of the fiscal year in
which the taxable temporary duty expenses associated with the ITRA were
incurred, regardless of when the ITRA claim is vouchered or paid.

**Example 1**

ITRA claim is filed January 2000 for taxes incurred on temporary duty
travel extending from July 1999 through November 1999. The employee will
fund that part of the allowance pertaining to the July 1999 ‑ September
1999 period from the FY 1999 appropriation and fund that part of the
allowance pertaining to October 1999 ‑ November 1999 from the FY 2000
appropriation.

**Example 2**

ITRA claim is filed January 2000 for taxes incurred on temporary duty
travel extending from March 1996 through July 1996. The employee will
fund the ITRA from the FY 1996 expired appropriation, which is available
for upward adjustments of obligations.

**Example 3**

ITRA claim is filed January 2000 for taxes incurred on temporary duty
travel extending from January 1993 through August 1993. This
appropriation is closed and no longer available for obligations or
payments. Therefore, the employee will fund the ITRA from the current
appropriation (FY 2000) in accordance with 31 U.S.C. 1553.

## HHS Travel and Relocation Test Programs

Requests to GSA for authority to conduct a travel or relocation test
program.

-   For test programs within the Office of the Secretary, requests will
    be submitted to GSA under the signature of the Director of OAMP.

-   For test programs within the OPDIVs, requests will be submitted to
    GSA under the signature of the Head of the OPDIV or his/her senior
    level designee. An advance draft copy will be submitted via
    memorandum to the Director of OAMP, for review and comment prior to
    submission to GSA. OPDIVs should allow approximately 21 calendar
    days for a response.

-   OPDIVs whose travel management system is administered by the Program
    Support Center (PSC) must obtain concurrence by the PSC\'s CFO
    before forwarding their request to GSA. This is to ensure that the
    travel management system will be able to support the travel or
    relocation program changes being proposed.

-   OPDIVs will comply with labor-management requirements to obtain
    union concurrence if the pilot program will involve bargaining unit
    employees.

**[Federal Travel Regulation Guidelines]{.underline}**

-   FTR Part 300-80, Travel and Relocation Expense Test Programs

## Payment Audits of Transportation Bills

HHS OPDIVs, which pay transportation bills, must establish and/or
maintain an approved prepayment audit program or obtain a waiver of this
requirement from GSA in accordance with GSA regulations. Transportation
bills cover services for the movement of products, people, household
goods, and any other object as well as activities directly related to or
supporting that movement, such as storage, crating, or connecting
appliances. They include express, courier, and small package shipments
of objects.

Transportation audits entail a thorough review and validation of bills
by examining the validity, propriety, and conformity of the charges with
tariffs, quotations, agreements, or tenders, as appropriate. Audit
procedures must prevent duplicate payments and only allow payment for
authorized services when the bill is complete with required
documentation.

OPDIVs which perform prepayment audits must audit all transportation
bills and payments that are not covered by an approved waiver.

**[Exception:]{.underline}** OPDIVs may use a statistical sampling
technique to audit transportation bills at or below \$2,500. Prepayment
audit documentation must be forwarded monthly to GSA Audit Division,
which will store it for 3 years under the General Records Schedule 9,
Travel and Transportation.

Under the Prompt Payment Act, OPDIVs must notify the transportation
service provider of any billing errors and related adjustments it will
make in payment via an electronic or written statement of difference
within 7 days of receipt of a transportation bill. This notice must
contain the information elements specified in the GSA regulation.

OPDIVs that have a waiver for some or all transportation bills must
forward all paid, un-audited transportation bills, with required
information annotated on the bills, to the GSA Audit Division for a post
payment audit.

If the OPDIV conducts prepayment audits of its transportation bills, the
Finance Office certifying officer is held liable for verifying
transportation rates, freight classifications, and other information on
the bill and for any overpayment made. If the OPDIV has a waiver from
GSA and forwards bills for post payment audit to GSA Audit Division, the
Finance Office certifying officer is not personally liable for verifying
transportation rates, freight classifications, and other information on
the bill or for any overpayment made.

**[Federal Management Regulation Guidelines:]{.underline}**

-   Federal Property Management Regulation, Part 101‑41

-   Federal Management Regulation Part 102‑118, Subpart D, Prepayment
    Audits of Transportation Services

-   Federal Management Regulation Part 102‑118, Subpart E, Post payment
    Transportation Audits

The CFO for each HHS OPDIV that pays transportation bills is responsible
for the development and implementation of a Prepayment Audit Program
Plan that meets the requirements of the Federal Management Regulation,
Subpart D, Prepayment Audits of Transportation Services, unless a waiver
is being requested or has been granted. It is HHS policy that CFOs may
establish a minimum dollar threshold for transportation bills subject to
prepayment audit up to \$2,500. The initial Prepayment Audit Program
Plan and any future planned changes to approved Plans should be
submitted by the CFO to the Deputy Assistant Secretary for Finance
(DASF) for review and submission to the GSA Audit Division for final
approval.

The CFO for each HHS OPDIV that pays transportation bills is responsible
for determining whether or not a waiver for some or all bills is
justified and for submitting a written Request for Waiver through the
DASF or the GSA Audit Division for approval. The Request for Waiver must
meet the requirements of the Federal Management Regulation, Subpart D,
prepayment Audits of Transportation Services. It must identify the mode
or modes of transportation to which the waiver will apply and provide a
detailed explanation as to why a waiver should be granted, such as:
cost-effectiveness, Government efficiency, public interest, agency
mission, or not feasible for the OPDIV to implement. GSA will provide a
written response to the HHS request within 30 days of receipt. Waivers
cannot exceed a 2-year period. CFOs of OPDIVs must reapply with a new
Request for Waiver every two years to document to the Department and GSA
that conditions still warrant a waiver.

**Date:** Month, Day, Year

**To:** Employee A

**From:** Director, Division X

**Subject:** Exemption from Mandatory Travel Card Use

This is to document that you are granted an indefinite exemption from
mandatory travel card use for the following reason: your application for
a replacement Government travel card is still pending. This exemption
will continue until a decision is made on your application.

Please be advised that you still must use a Government contract
city‑pair fare for airline and other common carrier transportation
according to Federal Travel Regulation 301‑10.107. City-pair fares can
be purchased through our agency\'s centrally billed charge card account.
Please contact Employee B, our office\'s designated travel card point of
contact, if you need assistance with using the centrally billed account.

Official C

# Index

Actual expense, 114

Definition, 2

Eligibility, 109

Internal controls, 117

Non-Federal sponsored travel, 48

Pre-employment interview, 22

Administrative meeting

Definition, 2

Examples, 24

Administrative meeting (other event)

Annual international travel plan, 139

Attendee approval, 25

Foreign location, 28

International, 141

Location approval, 25

Multilateral organizations, 142

Notification of foreign travel (NTF), 141

Restrictions, 25

U.S.-based international organization, local, 28

Advanced authorization, 66

Actual expense, 115

Advisory services

Non-Federal sponsored travel, 45

Allowances

Advanced authorization, 66, 67

Consultants, experts, 33

Emergency travel, 125

Employee death, 158

Escorts, attendants, 31

Intergovernmental Personnel Act, 162

Non-Federal sponsored travel, 42

Patient, research subject, 30

Per diem eligibility, 109

Pre-employment interview, 22

Special needs, 127

Training, 50

Approved accommodation, 2

Definition, 2

Approving official

Ensuring compliance, 94

Preimum class travel, 26

Rule of 50, 26

Senior Federal travelers, 27

Travel greater than \$4,000, 26

Voucher, 73

Authorization

Actual expense, 114

Amending orders, 70

Expenses, 66

Intergovernmental Personnel Act, 162, 166

Limited open, 68

Multiple fiscal years, 72

No expense orders, 71

Non-Federal organization, 71

Pre-employment interview, 22

Reimbursable agreements, 70

Timeframe, 67

Traveling for another Federal agency, 70

Trip-by-trip, 68

Unlimited open, 69

Without pre-approval, 66

Automated Teller Machine (ATM)

Travel advance withdrawal, 76

Automated-Teller-Machine (ATM) services

Definition, 2

Business phone calls, 100

Cancelling travel, 72

Personal convenience, 86

Cash or Services in Kind

See Non-Federal Sponsored Travel, 35

City-Pair fare, 87

Frequent traveler program, 81

Leave, 87

Commissioned Corps

Local travel, 101

Payment in cash or services in-kind, 35

Per diem, 13

Conference lodging limit, 110

Advanced authorization, 67

Conferences

Advanced authorization, 66

Advisory council/committee meeting, 20

Annual international travel plan, 139

Appropriateness, 20

Attendance policy, 23

conference lodging allowance, 19

FEMA-approved accommodations, 19

Foreign location, 28

Light refreshments, 21

Planning, 18

Planning (international), 131

Reporting, 27

Responsibilities, 26

Rule of 50, 23

Site selection, 19

Travel Management Center exemption, 80

Use of Purchase or Travel Cards, 27

Congressional members, 129

Continental United States (CONUS)

Definition, 3

Contract carriers

Definition, 3

Contract consultant

City-pair fare, 88

Definition, 3

Contract consultants, 33

Country clearance, 133

Courtesy shuttles, 92

Credit worthiness, 172

Delegation travel, 142

Approval of, 143

Delegations of authority, 14

Disputed charges, 172

Dry cleaning. *See* Laundry

EFT payment, 177

Emergency travel, 125

Advanced authorization, 67

Laundry, 99

No prior authorization, 66

Travel Management Center exemption, 80

Employee

Definition, 3

Employee death, 158

Mandatory reimbursements, 158

Excess baggage

Advanced authorization, 67

Expenses

Advanced authorization, 66, 67

Extended travel

Income tax, 181

Intergovernmental Personnel Act, 163

Laundry, 99

Leave, 121

Maximim subsistence rates, 111

Per diem (CONUS), 112

Per diem (OCONUS), 113

Training OCONUS, 53

Training, CONUS, 52

Federal Advisory Committee, 33

Federal agency not HHS, 70

FedRooms Program

Travel Management Center exemption, 80

First class accommodations

Definition, 4

Fly America, 89

Foreign air

Advanced authorization, 67

Premium class, 147

Foreign air carrier

Definition, 4

Foreign area

Advanced authorization, 67

Foreign gifts, 35

Foreign governments

International travel, 143

Frequent traveler programs, 81

Redeeming benefits, 81

Full coach fare

Definition, 4

Government aircraft (charter)

Advanced authorization, 66, 67

Definition, 4

Report, 62

Government contractor-issued individually billed charge card

Definition, 4

Government vehicle

Definition, 5

Local travel, 106

Hotel

Fire safety, 116

Non-Federal sponsored travel (international), 150, 151

Refusal of travel card, 100

Selection, 110

Hotel tax, 95

Exemption, 116

Immediate family

Definition, 5

Immunizations, 137, 138

Income tax, 181

Indirect travel for personal convenience

Additional costs, 86

Infectious diseases, 143

Insurance (rental vehicle), 91

Intergovernmental Personnel Act

Determining TDY or change in duty station, 165

General travel provisions, 161

Relocation expenses, 163

Vouchers, 167

Internal controls

Advances, 78

Business tickets, 92

Conferences, 18

Ensuring compliance, 94

Miscellaneous expenses, 100

Per diem, actual expenses, 117

Privately owned vehicle (POV), 93

Rental vehicle, 93

Scheduling travel, 93

Transportation expenses, 92

Travel charge card, 174

Voucher, 73

International site visits, 143

International travel

Conference limits, 141

Country clearance, 133

Definition, 5

Disaster relief, 143

Exorbitant conference fees, 131

FDA inspections and criminal investigations, 142

First class travel, 145

General, 130

Illness evaluations, 138

Immunizations, 138

Infectious diseases, 143

Leave, 149

Medical requirements, 137

Non-Federal source, 150

Notification of foreign travel (NTF), 133

Official, diplomatic passports, 135

Oversight, 130

PAS employees, 141

Personal/tourist passports, 137

Registering with Embassies, 134

Requirements, 132

Schedule C employees, 141

Security training, 138

Timeframes, 132

Training opportunities, 131

Visas, 137

Internet services

Advanced authorization, 67

Invitational travel

Advances, 34

Congressional members, staff, 129

Consultants, experts, 33

Definition, 6

Patient, research subject, 30

Per diem, 34

Late payment penalties, 177

Laundry

CONUS travel, 98

Emergencies, 99

Long term assignment, 99

OCONUS, 99

Law enforcement

Advanced authorization, 67

Leave, 118

City-Pair fare, 87

International travel, 149

Involving indirect travel, 118

Non-Federal sponsored international travel, 149

Non-Federal sponsored travel, 36

Recording on voucher, 122

Resuming leave status, 119

Returning to permanent duty station, 119

Training, 56

Travel days, 93

Traveling for part of a day, 83

Voluntarily vacating seat, 90

While on official travel, 120

Limited open authorization

Definition, 6

Limited open travel

Authorization, 68

Geographic restrictions, 69

group travel, 69

OCONUS, 69

Local travel, 101

Calculating transportation reimbursement, 104

Non-Governmental sponsored meetings, 28

Non-reimbursable transportation, 103

Non-work days, 103

Per diem exception, 101

Receipts, 103

Reimburseable expenses, 102

Reimburseable transportation, 103

Rental car, 106

Training travel exemtion, 102

Transit subsidy, 105

Transportation, 105

Travel card, 102

Travel charge card, 169, 174

U.S.-Based International Organization, 28

Lodgings-plus, 109

Definition, 6

Meetings

Non-governmental, local, 28

Miscellaneous expenses

Business calls, 100

Emergencies, 100

Hotel taxes, 95

Laundry, 98

Management controls, 100

Personal phone calls, 96

National Advisory Councils/Advisory Committees, 58

Newborns, 138

No cost orders

Authorization, 71

City-pair fare, 72

Non contract fares, 86

Non-Federal organization

Authorization, 71

Non-Federal sponsored international travel

International travel, leave, 149

Non-Federal sponsored travel, 35

Accommodations in excess of maximum limits (international travel), 150

Actual expense, 48

Advanced authorization, 66

Advisory services, 45

Authorization procedure, 47

Conflicting source, 38

Contract airfares, 88

Federal grant and contract funds, 44

Hotel (international), 151

International, 150

Leave, 36

Maximum subsistence, 42

Post travel authorization, 43

Reports, 48

Spousal travel, 41

Transportation (first class), 43

Transportation (premium class), 43

Non-foreign area

Definition, 7

Non-work days

Local travel, 103

Per diem, 123

Rental car, 91

Returning to official station, 123

Notification of foreign travel (NTF), 133

Administrative meeting (other event), 141

Other event. *See* Administrative meeting (other event)

Defnition, 7

Examples, 25

PAS employees, 141

Passports, 132, 135, 137

Patient, research subject, 29

Allowances, 31

City-pair fare, 30

Definitions, 29

Documentation, 30

Escort travel, 31

Invitational traveler, 30

Provisions, 29

Rental car, 30

Per diem

Actual expense, 114

Commissioned Corps, 13

Conference lodging limit, 110

CONUS and non-foreign maximums, 112

Definition, 8

Eligibility, 109

Emergency travel, 125

Extended travel, 111

Indirect travel for personal convenience, 121

Intergovernmental Personnel Act, 162

Internal controls, 117

Leave while on travel, 120

Non-work days, 123

OCONUS maximums, 113

Official duty station, 101, 115

Patient, research subject, 30

Reduced per diem, 110

Training, 51

Personal convenience

City-Pair fare, 88

Leave, 121

Tickets, 85

Transportation, 84

Personal funds

Advanced authorization, 67

Transportation, 84

Personal phone calls, 96

Emergencies, 97

OCONUS, 96

Personal cell phone, 97

Receipts, 97

Pre-employment travel, 22

Premium class

Advanced authorization, 67

Definition, 9

International travel, 145, 146

Non-Federal sponsored (international), 151

Non-Federal sponsored travel, 43

Reports, 60

Special needs, 127

Premium-other-than-first class

Definition, 9

Non-Federal sponsored travel, 43

Privately owned vehicle (POV), 90

Definition, 9

Internal controls, 93

Local travel, 106

Reimbursable costs, 90

Public accommodation

Definition, 9

Public transportation, 92

Local travel, 105

Receipts, 176

General rule, 95

Laundry, 99

Local travel, 103

Personal phone calls, 97

Training, 57

Reduced per diem, 110

Advanced authorization, 66

Definition, 9

Reimburseable agreements, 70

Relocation

Intergovernmental Personnel Act, 163

Rental car

Advanced authorization, 67

Internal controls, 93

Liability, 91

Local travel, 106

Patient, research subject, 30

Personal trip, 91

Reimbursements, 91

Reports

Conferences, 27

First-class transportation, 60

GSA Survey on Payments, 59

International travel, 139

Non-Federal sponsored travel, 48, 61

Senior Federal travel, 62

Travel charge card, 64

Research subject. *See* Patient, research subject

Rule of 50, 23

International travel, 141

Waiver, 24

Salary Offset, 168, 180

Schedule C employees, 141

Scheduling travel, 93

Security training, 138

Senior Federal official

Definition, 9

Report, 62

Senior Travel Official (STO)

Designation, 15

Responsibilities, 16

Sensitive countries, 143

Definition, 10

Ship

Advanced authorization, 67

Foreign flag ship, 90

Premium class upgrade, 89

Special conveyance

Definition, 10

Special needs travel, 127

Attendant travel, 31

Definition, 10

International travel, 145, 147

Split disbursement, 173

Spousal travel

Non-Federal sponsored, 36

Spousal Travel

Non-Federal sponsored travel, 41

Taxi, 92

Temporary duty (TDY) location

Definition, 10

Test programs, 183

Tips (Gratuities), 84

Train

Extra fare, advance authorization, 67

Premium class upgrade, 89

Training

Definition, 11

International travel, 131

Leave, 56

Non-travel expenses, 56

Per diem (CONUS), 52

Per diem (OCONUS), 53

Relocation expenses, 54

TDY travel (from training location), 54

Transportation, 51

Travel advance, 56

Voucher, 57

Transit subsidy, 105

Transportation

Accountability for documentation, 87

Capicity controlled fares, 87

City-Pair fare, 87

Contractors, 88

Courtesy shuttles, 92

Denial of seat, 90

Emergency travel, 125

Frequent flyer programs, 81

Indirect route for personal convenience, 84, 85, 88

Indirect travel, 86

Limousines and other expensive means, 92

Muliple Party, 92

Non contract fares, 86

Non-authorized method, 84

Payment audits of bills, 184

Premium class upgrades, 89

Privately owned vehicle, 90

Public transportation, 92

Rental vehicle, 91

Taxi, 92

Tips (Gratuities), 84

Training, 51

Vacating airline seat, 90

Travel advance

Calculating allowable amount, 76

Cancelled trip, 78

Cash advance (unusual circumstances), 76

Consultants, experts, 34

Definition, 11

Disqualification factors, 75

Eligibility, 75

Foreign country, 77

Invitational traveler, 34

Liquidation, 77

Non-ATM, 76

Payment, 75

Separation from HHS, 79

Training, 56

Unused repayment, 78

Travel authorization (orders)

Definition, 11

Travel charge card

Agency/Organization Points of Contact (A/OPCs), 174

Cancellation of, advances, 75

Cardholder agreement, 172

Collection of debt, 180

Credit worthiness, 172

Government-wide exemptions, 170

Granting exemptions, 169

HHS-wide exemptions, 171

Improper use, 173

Internal controls, 174

Local travel, 102, 169, 174

Mandatory use, 169

Merchant refusal of travel card, 100

Refusing to use, advances, 75

Travel Management Center

Exemptions, 80

Mandatory use of, 80

Trip-by-trip travel

Authorization, 68

Definition, 11

Unlimited open authorization

Definition, 12

Unlimited open travel

Eligibility, 69

OCONUS, 69

Visas, 132, 137

Obtaining, 135

Vouchers

Appealing disallowed claims, 74

Definition, 11

Document retention, 74

Elements of, 175

Falsification of expenses, 73

Intergovernmental Personnel Act, 167

Late fee tax reporting, 178

Late payment penalty, 177

Liquidating advance, 78

Payment process, 176

Receipts, 176

Recording leave, 122

Requirement for submitting, 78

Timeframe for submitting, 175

[^1]: Each authorized, accompanying child, including infants, must have
    his or her own passport. Family members /dependants who are not U.S.
    citizens must travel on their own passports