**Actual Expense Allowance (AEA)**

**(HOTEL)**

Actual Expense Allowance (AEA): Travelers unable to secure lodging for a
cost equal to or near the Government per diem rate, may request
authorization of additional funds, for specific travel assignments and
under unusual circumstances to defray the cost of more expense lodgings
by the Executive Officer.

**SAMPLE AEA REQUEST**: Prepare on NIH or IC letterhead paper.

Date: June 7, 2002

To: Name of Administrative Officer, (IC)

Subject: Request for Actual Expense Allowance (AEA) Hotel

> (Travel Order No: WVC12340)

From: Traveler's Name and Title

Requesting approval of actual subsistence expenses for lodging not to
exceed 300% of Government per diem for New Orleans, LA. I will be
presenting the talk, " ["]{.underline} at the meeting for ["
"]{.underline} and staying in the conference hotel.

Current per diem for New Orleans is: lodging \$89.00 and M&IE \$42.00.
Actual Expense room rate will be \$142.00 per night for the period of
August 24 -- 28, 2001. M&IE will remain at Government per diem rate.

Following is a comparison of three other hotels in the immediate
vicinity of the meeting site: New Orleans Ambassador \$135.00; Bourbon
Street Marriott \$132.00; and The Hilton Suites \$125.00. Factoring in
one to two round--trip taxis per day to the conference hotel would
result in a cost to the Government higher than the requested \$140.00
lodging.

#  Traveler's signature/Date

Approved Disapproved

# Administrative Officer for NCI, DCP - Date

## JUSTIFICATION

**(NON-CONTRACT CARRIER)**

Situations that May Require Justification: Administrative offices
require justification statements for any of the following travel
situations:

a)  Use of Rental Car

b)  Use of a GSA Vehicle

c)  Use of a POV instead of a Common Carrier

d)  Use of a Non-Contract Carrier ticket

e)  Use of other than Coach Fare Carrier tickets.

**SAMPLE JUSTIFICATION REQUEST**: Prepare on NHI or IC letterhead paper.

Date: June 7, 2001

To: Name of Administrative Officer, (IC)

Subject: Request for Justification for Non-Contract Carrier

(Travel Order No: WVC12345)

From: Traveler's Name and Title

Requesting approval for a Non-Contract Carrier this is necessary due to
the availability of contract flights, and location of the site [CITY,
STATE]{.underline}. Airport is the closest airport within miles of
airport to [.]{.underline}

Booked the return flight with this same carrier as to return at a
reasonable time.

Flight will depart on August 24, 2001 on Delta flight #4146 out of BWI
airport to arrive in [CITY, STATE]{.underline} connecting at 4:34pm.
Then depart [CITY, STATE]{.underline} Delta flight #845 at 5:45pm and
Arrive BWI airport at 7:45pm. This will allow some time to pick up
luggage and drive or catch a taxi to residence by 9:30 or 10:00pm.
Allowing a reasonable amount of time to rest and report to work the next
day.

#  Traveler's signature/Date

Approved Disapproved

# Administrative Officer for NCI, DCP - Date

## JUSTIFICATION

## (RENTAL CAR)

Situations that may require Justification: Administrative offices
require justification statements for any of the following travel
situations:

f)  Use of Rental Car

g)  Use of a GSA Vehicle

h)  Use of a POV instead of a Common Carrier

i)  Use of a Non-Contract Carrier ticket

j)  Use of other than Coach Fare Carrier tickets.

**SAMPLE JUSTIFICATION REQUEST**: Prepare on NHI or IC letterhead paper.

Date: June 7, 2001

To: Name of Administrative Officer, (IC)

Subject: Request for Justification for Rental Car (Travel Order No:
WVC12346)

From: Traveler's Name and Title

Requesting approval for Rental Car in Albany, NY. Albany, NY is the
closest airport to Cooperstown, NY, which is about 75 miles from Albany,
NY.

Taxi Service with Bill's Taxi is the only taxi service from Albany to
Cooperstown round trips \$130.00.

Rental Car: Budget Rental Car (one day rental) (price includes all sur
charges and taxes \$49.75, Gasoline (estimate) \$20.00 Total \$69.75.
Estimated Savings to Government by use of Rental Car \$60.28.

Rental car companies contacted for lowest price in addition to Budget:
Alamo, Avis, Dollar, Hertz and National.

#  Traveler's signature/Date

Approved Disapproved

# Administrative Officer for NCI, DCP - Date