2300.2 REV-3

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HOUSING AND URBAN DEVELOPMENT

TRAVEL REGULATIONS

TABLE OF CONTENTS

Chapter 1. Travel Allowances

Part 1. Applicability and General Rules

Paragraph Page

Authority 1-1.1 1-1-1

Travel policy 1-1.1a

The Assistant Secretary 1-1.1a(1)

for Administration

The Director, Office of 1-1.1a(2)

Administrative and

Management Services

The Deputy Under Secretary 1-1.1a(3) 1-1-2

for Field Coordination

Regional Administrators 1-1.1a(4)

Payment of travel claims 1-1.1b

The Director, Office of 1-1.1b(1)

Finance and Accounting

Imprest fund cashiers 1-1.1b(2) 1-1-3

Related HUD Handbooks 1-1.1c

Role of Handbook 1-1.1d 1-1-3

Applicability 1-1.2

Officials and employees of the

Department 1-1.2a

Individuals employed intermittently 1-1.2b

Individuals assigned under the

Intergovernmental Personnel Act 1-1.2c 1-1-4

Employees of other Federal agencies 1-1.2d

Prospective employees 1-1.2e

New appointees 1-1.2f

General Rules 1-1.3

Definitions 1-1.3c

Administrative Officer 1-1.3c(9)

Approving official 1-1.3c(10)

Authorizing official 1-1.3c(11)

Principal authorizing official 1-1.3c(12)

Recommending official 1-1.3c(13)

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1

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2300.2 REV-3

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Paragraph Page

Residence 1-1.3c(14) 1-1-5

Subsistence 1-1.3c(15)

Temporary duty station 1-1.3c(16)

Temporary duty travel 1-1.3c(17)

Travel status 1-1.3c(18)

Types of travel 1-1.3c(19)

Foreign travel 1-1.3c(19)(a)

Headquarters directed travel 1-1.3c(19)(b)

Invitational travel 1-1.3c(19)(c)

Operational travel 1-1.3c(19)(d)

Special purpose travel 1-1.3c(19)(e) 1-1-6

Training travel 1-1.3c(19)(f)

Extended stay travel 1-1.3c(19)(g)

Permanent change of station travel 1-1.3c(19)(h)

Travel allowance holder 1-1.3c(20)

Acronyms 1-1.3d

Responsibilities of recommending and

and authorizing officials 1-1.3e 1-1-7

Responsibilities of approving officials 1-1.3f 1-1-9

Responsibilities of travelers 1-1.3g 1-1-10

Authority for travel 1-1.4 1-1-11

Delegation by the Secretary 1-1.5 1-1-12

Principal authorizing officials 1-1.5a

Operational travel 1-1.5a(1)

Invitational travel 1-1.5a(2)

Extended stay travel 1-1.5a(3)

Special purpose travel 1-1.5a(4) 1-1-12

Headquarters employees 1-1.5a(4)(a)

Field office employees 1-1.5a(4)(b) 1-1-13

Preemployment interviews 1-1.5a(5)

Travel to HRGA on a per diem basis 1-1.5a(6)

Non-contract air carriers to city-pairs 1-1.5a(7)

Travel when cash is used to procure

passenger transportation costing

over \$100 1-1.5a(8)

Travel by advisory committee members 1-1.5a(9)

Travel by consultants or experts 1-1.5a(10)

Relocation travel 1-1.5a(11) 1-1-14

Headquarters directed travel 1-1.5a(12)

Training travel of field office

employees 1-1.5a(13)

Assistant to the Secretary for

International Affairs 1-1.5b

Deputy Under Secretary for Field

Coordination 1-1.5c

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2300.2 REV-3

CHG-1

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Paragraph Page

Director of Training 1-1.5d

Assistant Secretary for Administration 1-1.5e 1-1-15

Delegation of travel authority 1-1.6

Delegations of authority 1-1.6a

\* Submission to accounting 1-1.6b

Updating redelegations of authority 1-1.6c

Proper level for unspecified redelegations 1-1.6d \*

Authority to approve travel vouchers 1-1.6e

Methods of authorizing travel 1-1.7 1-1-16

General 1-1.7a

Types of authorizations 1-1.7b

Documentation of travel orders 1-1.7c

Amending travel orders 1-1.7d

Individual travel orders 1-1.7.1 1-1-17

Limited open travel authorizations 1-1.7.2

General 1-1.7.2a

Employees covered 1-1.7.2b

Procedures 1-1.7.2c

Authorization policy 1-1.7.2c(1)

Time period 1-1.7.2c(2) 1-1-18

Type of travel 1-1.7.2c(3)

Funding 1-1.7.2c(4)

Quarterly travel plan 1-1.7.2c(5)

Travel claims 1-1.7.2c(6)

Exceptions 1-1.7.2c(7)

Group travel orders 1-1.7.3 1-1-19

Attachment required 1-1.7.3a

Employee copy of travel order 1-1.7.3b

Amendments required 1-1.7.3c

Local travel authorizations 1-1.7.4 1-1-20

General 1-1.7.4a

Local travel areas 1-1.7.4b

Headquarters employees 1-1.7.4b(1)

Official station located in

Washington, D.C. 1-1.7.4b(1)(a)

Official station located outside

Washington, D.C. 1-1.7.4b(1)(b)

Field employees 1-1.7.4b(2)

Authorization policy 1-1.7.4c

Subsistence expenses 1-1.7.4d 1-1-21

Payment of mileage costs from

residence to temporary duty site 1-1.7.4e

Local transportation expense 1-1.7.4f

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2300.2 REV-3

CHG-1

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Paragraph Page

Bus, subway or streetcar 1-1.7.4f(1)

Long-term Government furnished

vehicles 1-1.7.4f(2)

Use of privately owned vehicles 1-1.7.4f(3)

Use of taxicabs 1-1.7.4f(4)

Preparation of reimbursement claims 1-1.7.4g 1-1-22

Travel during non-duty hours 1-1.8 1-1-23

Annual leave while on official travel 1-1.9

Travel/leave policy 1-1.9a

Exemptions 1-1.9b

Permanent change of station travel 1-1.9b(1)

Extended travel assignments 1-1.9b(2) 1-1-23

Eight hours or less of annual leave 1-1.9b(3)

Anchorage Office employees 1-1.9b(4) 1-1-24

Excess travel time - POV in lieu of

common carrier 1-1.9b(5)

Documentation 1-1.9c

Time and attendance records 1-1.9c(1)

Travel order requirement 1-1.9c(2)

Authorizing officials for travel/leave

situations 1-1.9c(3)

Certification of authorizing officials 1-1.9c(4)

Unique situations 1-1.9d 1-1-25

Emergency situations 1-1.9e

Records of travel/leave authorized or

approved 1-1.9f

Scheduling of annual leave 1-1.9g

\*Funding of Travel 1-1.10 1-1-25

Appropriations of fund chargeable 1-1.10a

Administrative control 1-1.10b

Acceptance of travel reimbursement

from outside source 1-1.10c 1-1-26

Procedures 1-1.10c(2)

Authorizing official 1-1.10c(2)(a)

Authorization process 1-1.10c(2)(b)

Travel order documentation 1-1.10c(2)(c) 1-1-27

In-kind contributions 1-1.10c(2)(d)

Reimbursement of expenses 1-1.10c(2)(e)

Government Employees Training Act 1-1.10c(2)(f)

Expenses not reimbursable 1-1.10c(2)(f)(i)

Partial reimbursement 1-1.10c(2)(f)(ii) 1-1-28\*

Travel reduction 1-1.10c(2)(f)(iii)

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2300.2 REV-3

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Part 2. Transportation Allowable

Paragraph Page

Methods of Transportation 1-2.2 1-2-1

Presumptions as to most advantageous

method of transportation 1-2.2c

Common carrier 1-2.2c(1)

Selecting the most advantageous method

of common carrier transportation 1-2.2c(1)(b)

Contract air service 1-2.2c(1)(b)(i)

Noncontract air service 1-2.2c(1)(b)(ii)

Government-contract rental or

Government furnished automobiles 1-2.2c(2)

Government-contract rental vehicles 1-2.2c(2)(a) 1-2-1

Government-furnished automobiles 1-2.2c(2)(b) 1-2-2

Long-term use 1-2.2c(2)(b)(i)

Short-term use 1-2.2c(2)(b)(ii)

Use of contract airline service 1-2.2.1

Carrier requirements 1-2.2.1a 1-2-3

Procedures for obtaining service 1-2.2.1b 1-2-4

Use of travel agents and SATO 1-2.2.1c

Federal Travel Directory 1-2.2.1d

Multiple awards between the same

city-pair 1-2.2.1e

Lower fares offered by contractors 1-2.2.1f

Use of noncontract carriers 1-2.2.1g 1-2-5

Conditions justifying use of

noncontract carriers 1-2.2.1h 1-2-6

Traveler liability 1-2.2.1i

Travel order documentation 1-2.2.1j

Block 15, Mode of travel 1-2.2.1j(1)

Block 17, Justification for special

modes of travel and allowances 1-2.2.1j(2)

Travel voucher documentation 1-2.2.1k

Travel on official time 1-2.2.1l

Collective agreements 1-2.2.1m 1-2-7

Use of Government-furnished vehicles 1-2.6

Government drivers identification card 1-2.6b

Long-term use 1-2.6b(1)

Use records 1-2.6b(2) 1-2-8

Pick-up and return of vehicle 1-2.6b(3)

Gasoline 1-2.6b(4)

Reporting of accidents 1-2.7

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5

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2300.2 REV-3

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Part 3. Use of Commercial Transportation

Paragraph Page

Taxi cabs 1-3.1 1-3-1

Receipts 1-3.1c

Travel policy and class of service

authorized 1-3.3

General policy 1-3.3a

Train accommodations 1-3.3b

Sleeping car accommodations 1-3.3b(1)

Amtrak ticket purchase 1-3.3b(4)

Airline accommodations 1-3.3d

Authorization or approval of the use

of first-class air accommodations 1-3.3d(2)

Authorization of approval 1-3.3d(2)(a)

Requirements 1-3.3d(2)(b)

Employee responsibility and

documentation 1-3.3d(2)(c) 1-3-2

Use of first-class air accommodations 1-3.3d(3) 1-3-3

Employee certification required 1-3.3d(3)(a)

Agency authority or approval required 1-3.3d(3)(b)

Special fares 1-3.4

Reduced rates 1-3.4b

Use of special lower fares 1-3.4b(1)

Prepaid airline tickets 1-3.4.1

Time Factor 1-3.4.1a 1-3-4

Unavailable Tickets 1-3.4.1b

Unused, downgraded or oversold

transportation services 1-3.5

\"Bill charges to\" documentation 1-3.5c

Downgraded tickets 1-3.5d

Ticket exchanges 1-3.5e

Procedure 1-3.5e(1)

Itinerary changes 1-3.5e(2) 1-3-5

Cash payments for upgraded tickets 1-3.5f

Employee liability 1-3.5g

Oversold reserved accommodations 1-3.5h 1-3-6

Penalty payments from airlines for

denied boarding 1-3.5h(1)

Carrier payments for voluntarily

vacating seats 1-3.5h(2)

Cancelled (used) airline tickets 1-3.5i

Bonus Goods 1-3.5j

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2300.2 REV-3

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Part 4. Reimbursement for Use of Privately-Owned Conveyances

Paragraph Page

Basic rules 1-4.1 1-4-1

Mileage payments 1-4.1a

When use of privately owned conveyance

is advantageous to the Government 1-4.2

Authorized mileage rates 1-4.2a

Use of a privately-owned conveyance

instead of common carrier

transportation 1-4.3

Use of a privately-owned conveyance

instead of a Government-furnished

automobile 1-4.4 1-4-2

Planning for use of Government-owned

automobiles 1-4.4a

Part 5. Baggage

Payment of costs for baggage 1-5.3 1-5-1

Transportation charges for excess baggage 1-5.3a

Checking and handling baggage 1-5.3d

Lost or damaged baggage 1-5.6

Part 6. Communications Services

Supporting statement 1-6.5 1-6-1

Part 7. Per Diem in Lieu of Actual Subsistence

Maximum locality rates 1-7.2 1-7-1

Conterminous United States 1-7.2a

Agency responsibility for authorizing

individual rates 1-7.3

General 1-7.3a

When lodgings are not required 1-7.3b

When lodgings are required 1-7.3c

Calculating the average cost of lodging 1-7.3c(1)(e) 1-7-3

Example of per diem computation 1-7.3c(1)(f)

Lodging receipts 1-7.3c(1)(g) 1-7-4

Required certification/information 1-7.3c(1)(h)

Meetings and conventions 1-7.3e

Meals included in registration fee 1-7.3e(4) 1-7-5

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2300.2 REV-3

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Paragraph Page

Subsistence payments for extended

training assignments 1-7.3f

Payments options for extended training

assignments 1-7.3f(1)

Standardized subsistence payments 1-7.3f(1)(a)

Other than standardized payments 1-7.3f(2)

Specific per diem rates 1-7.3g 1-7-6

Lower lodging and meal costs 1-7.3g(1)

No meal costs 1-7.3g(2)

No lodging or meal costs 1-7.3g(3)

Lodging or meals furnished under contract 1-7.3g(4)

Interruptions of per diem entitlement 1-7.5 1-7-7

General 1-7.5a(1)

Examples 1-7.5a(1)(a)

Illness or injury 1-7.5b

Evidence of illiness of injury required 1-7.5b(2)

Return to official station on workdays 1-7.5c

When travel cost is less 1-7.5c(1)

Employees in positions requiring extended

periods of TDY 1-7.5c(2)

Per diem computation rules 1-7.6 1-7-8

No allowance at permanent duty station 1-7.6a

Computation of basic entitlement 1-7.6d

Travel of more than 24 hours 1-7.6d(2)

Part 8. Reimbursement of Actual Subsistence Expenses

Authorization or approval 1-8.1 1-8-1

General 1-8.1a

Travel to high rate geographical areas

(HRGA\'s) 1-8.1b

Authorization 1-8.1b(1)(a)

Travel Order 1-8.1b(1)(b)

Unusual circumstances of travel assignment 1-8.1c

Authorized reimbursement 1-8.2 1-8-2

Maximum daily reimbursement 1-8.2a

Agency responsibilities, review, and

administrative controls 1-8.3

Delegation of authority 1-8.3a

Review and administrative controls 1-8.3b

Evidence of actual expenses 1-8.5 1-8-3

Requests for designation of HRGA\'s 1-8.7 1-8-4

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2300.2 REV-3

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Part 10. Sources of Funds

Paragraph Page

Procurement of common carrier

transportation 1-10.2 1-10-1

U.S. Government Transportation Requests

(GTR\'s) 1-10.2a

Regulations governing use 1-10.2a(1)

Use of the GTR 1-10.2a(2)

Payee and processing 1-10.2a(2)(f) 1-10-2

Accounting codes 1-10.2a(2)(g)

Lost or stolen GTR 1-10.2a(3)

Cash payments for transportation 1-10.2b

Non-emergency cash purchases 1-10.2b(3)

Emergency cash purchases 1-10.2b(4) 1-10-3

Authorizing policy 1-10.2b(4)(i)

Travel voucher documentation 1-10.2b(4)(ii)

GSA submission 1-10.2b(4)(iii)

Audit requirement 1-10.2b(4)(iv) 1-10-4

Traveler liability 1-10.2b(4)(v)

Advance of funds 1-10.3

Authority 1-10.3a

Designation of approving officials 1-10.3a(1)

Types of advances 1-10.3a(2) 1-10-5

Single trip advances 1-10.3a(2)(a)

Revolving advance 1-10.3a(2)(b)

Advances for relocation expenses 1-10.3a(2)(c)

Maximum advances 1-10.3a(3)

Control procedures 1-10.3a(4)

Imprest fund advances 1-10.3a(4)(a)

Delinquent travel advance accounts 1-10.3a(4)(b) 1-10-6

Review of approving official 1-10.3a(4)(c)

Accounting office review 1-10.3a(4)(d)

Annual reapproval of revolving

advances 1-10.3a(4)(e)

Settlement of advances upon

separation from HUD 1-10.3a(4)(f)

Payment of travel advances 1-10.3a(5) 1-10-7

Headquarters 1-10.3a(5)(i)

Regional advances chargeable to

Headquarters funds 1-10.3a(5)(ii)

Field office 1-10.3a(5)(iii)

Recovery of advances 1-10.3c 1-10-9

Deduction from vouchers 1-10.3c(1)

Other means of recovery 1-10.3c(3)

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2300.2 REV-3

CHG-1

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\*Accounting for advances 1-10.3d 1-10-9

Interest charges on delinquent

travel advances 1-10.3d(1)

Temporary duty travel advance 1-10.3d(1)(a)

Permanent change of station advances 1-10.3d(1)(b) 1-10-10

Notification of delinquent account 1-10.3d(2)

Interest rate 1-10.3d(3) 1-10-11

Part 11. Claims for Reimbursement

Travel vouchers and attachments 1-11.3 1-11-1

Use of authorized forms 1-11.3a

Evidence of authorization 1-11.3b

Receipts required 1-11.3c

Passenger copies of used tickets

for transportation services 1-11.3d

Justification statements 1-11.3e 1-11-2

No claim vouchers 1-11.3f

Submission of vouchers 1-11.4

Preparation of vouchers 1-11.5

Itemization 1-11.5a

Leave of absence 1-11.5a(2)

Administrative approvals 1-11.6

Disputed claims 1-11.7 1-11-3

Suspension of charges 1-11.7a

Appeals 1-11.7b

Submission of claim 1-11.7b(1)

Statutory limitation for filing 1-11.7b(2)

Tort claims (Federal Tort Claims Act) 1-11.8 1-11-4

General 1-11.8a

Where to present claims 1-11.8b

Statutory limitations 1-11.8c

Who may settle claims 1-11.8d

Personal property claims 1-11.9

General 1-11.9a

Amount of limitation 1-11.9b

Submission of claim 1-11.9c

Statutory limitation 1-11.9d

Travel reimbursed by outside organizations 1-11.10 1-11-5

Required accounting data 1-11.10a

Recording data on travel vouchers 1-11.10b

Part 12. Foreign Travel

General 1-12.1 1-12-1

Authorization 1-12.2 \*

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2300.2 REV-3

CHG-1

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Paragraph Page

\*Authorization procedures 1-12.3

Submission of requests 1-12.3a 1-12-2

Calendar by international activities 1-12.3b

Clearance by Department of State 1-12.3c

Clearance by White House 1-12.3d 1-12-3

Waiver of foreign travel designation

(Canada, Mexico, Bermuda and

the Bahamas) 1-12.3

Administrative procedures 1-12.4 1-12-4

Passports 1-12.4a

Types of passports 1-12.4a(1)

Diplomatic passport 1-12.4a(1)(a)

Official passport 1-12.4a(1)(b)

Obtaining appropriate passport 1-12.4a(2)

Control of passports 1-12.4a(3) 1-12-5

Termination of HUD employment 1-12.4a(4) 1-12-6

Audit of passport controls 1-12.4a(5)

Use of official and diplomatic

passports 1-12.4a(6)

Immunizations 1-12.4b

Travel allowances 1-12.4c

Per diem 1-12.4c(1)

Miscellaneous expenses 1-12.4c(a)

Travel advances 1-12.4d 1-12-7

Application 1-12.4d(1)

Travel advance amounts 1-12.4d(2)

Use of American commercial carriers 1-12.4e

Rest stops 1-12.4f

Working in foreign countries 1-12.4g

Travel vouchers 1-12.4h 1-12-8

Post-travel requirements 1-12.4i

The trip report 1-12.4i(1)

Further dissemination of information 1-12.4i(2)(a)

Oral Briefing 1-12.4i(2)(b) \*

Part 13. Procedures for Various Travel Categories

Training travel 1-13.1 1-13-1

Headquarters funded/managed training

programs 1-13.1a

Hud-centrally managed training 1-13.1b

Per diem rates 1-13.1b(1)

Use of contract training facilities 1-13.1b(2)

Use of non-contract training facilities 1-13.1b(3)

Local commuting to HUD Training

facilities 1-13.1b(4) 1-13-2

General 1-13.1b(4)(a)

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2300.2 REV-3

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Paragraph Page

Per diem entitlement 1-13.1b(4)(b)

Headquarters employees 1-13.1b(5)

Training course participant 1-13.1b(5)(a)

Training course instructor 1-13.1b(5)(b)

Field office employees 1-13.1b(6)

Non-HUD training Headquarters employees 1-13.1c 1-13-3

Travel within the Washington, D.C.

Metropolitan Area 1-13.1c(1)

Travel outside the Washington, D.C.

Metropolitan Area 1-13.1c(2)

Residential training centers 1-13.1d

Extended stay travel 1-13.2

Review/documentation of needs

(excludes training travel) 1-13.2a

Review 1-13.2a(1)

Documentation 1-13.2a(2) 1-13-4

Travel authorization 1-13.2b

Travel allowances/per diem rates 1-13.2c

First 30 days of assignment 1-13.2c(1)

Adjusting per diem downward 1-13.2c(2)

Headquarters Funded travel 1-13.3

Headquarters directed travel of field

employees 1-13.3a 1-13-5

Field employees traveling at 1-13-6

Headquarters direction 1-13.3a(2)(a)

Headquarters employees assigned

Field Offices 1-13.3a(2)(b)

Interoffice Transfer Voucher 1-13.3a(2)(c)

Travel advances 1-13.3a(3)

Prepaid airline tickets 1-13.3a(4)

Bill to address 1-13.3a(5)

Group travel orders 1-13.3a(6)

Travel by Headquarters employees 1-13.3b

Travel orders 1-13.3b(1)

Funds control 1-13.3b(2) 1-13-7

Claims for reimbursement 1-13.3b(3)

Headquarters travel advances 1-13.4 1-13-8

Single-trip advances 1-13.4a

Revolving travel advances 1-13.4b

Payment of travel advances from

imprest funds 1-13.4c

Cancelled trip 1-13.4d 1-13-9

Delinquent travel advances 1-13.4e

Invitational travel 1-13.5

Policy 1-13.5a

Travel orders 1-13.5b

Prepaid airline tickets 1-13.5c 1-13-10

Travel vouchers 1-13.5d

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2300.2 REV-3

CHG-1

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Paragraph Page

Preemployment interviews 1-13.6 1-13-10

Excepted service positions 1-13.6a

Competitive service positions 1-13.6b

General limitations 1-13.6b(1)

Key professional and managerial

positions at grade GS-14 and above 1-13.6b(2) 1-13-11

Positions at grade GS-13 and below 1-13.6b(3)

Intergovernmental Personnel Act (IPA)

assignees 1-13.7

Service agreement 1-13.7a

Assignments where change of official

duty station is involved 1-13.7b

Assignments where transfer of permanent

duty station is not involved 1-13.7c 1-13-12

Between home and assignment location 1-13.7c(1)

While at assignment location 1-13.7c(2)

Assignment of 30 days or less 1-13.7c(2)(a)

Assignment greater than 30 days 1-13.7c(2)(b)

While traveling away from the

assignment location 1-13.7c(3)

Dual per diem rates 1-13.7c(4) 1-13-13

Additional information concerning IPA

assignments 1-13.7d

Training assignments 1-13.8

Interns and trainees 1-13.8a

Allowances authorized 1-13.8b

Allowances not authorized 1-13.8c

\*Special purpose travel 1-13.9 1-13-14

Special purpose travel includes 1-13.9a

Special purpose travel does not

include 1-13.9b 1-13-15

Authorization procedures 1-13.9c \*

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2300.2 REV-3

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TABLE OF FORMS

Number Title Appendix

HUD 25 Official Travel Order A.4

HUD 21004 Service and Reimbursement J.2

Agreement Moving

Expense, Allowances

HUD 21005 Supplement to Official J.3

Travel Order

HUD 21006 Application for Reimbursement J.5

of Real Estate Expenses

Related to Change of Official

Station

HUD 21007 Claim for Reimbursement of J.7

Subsistence Expenses While

Occupying Temporary Quarters

HUD 21007A Schedule of Daily Expenses While J.8

Occupying Temporary Quarters

HUD 21008 Designation of Travel Allowance G.1

Holder

SF 182 Request, Authorization, Agreement A.7

and Certification of Training

and Travel Authorization

(adapted form - Field use only)

SF 1012 Travel Voucher H

SF 1038 Advance of Funds Application G.2

and Account

SF 1164 Claim for Reimbursement of I

Subsistence Expenses While

Occupying Temporary Quarters

GSA 2485 Cost Comparison for Shipping J.15

Household Goods

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HOUSING AND URBAN DEVELOPMENT

TRAVEL REGULATIONS

Chapter 1. Travel Allowances

Part 1. Applicability and General Rules

1-1.1. Authority.

a\. Travel Policy.

\(1\) The Assistant Secretary for Administration (A) is

responsible for promulgating travel policy and procedures for the

Department. The Assistant Secretary\'s also accountable for enforcement

and control over travel.

\(2\) The Director, Office of Administrative and Management

Services (OAMS) is responsible for implementing the Federal Travel

Regulations and developing, recommending and implementing HUD travel

policy for employees and other authorized individuals traveling on

official Government business for HUD. OAMS is also responsible for:

\(a\) Exercising internal travel policy oversight

within HUD;

\(b\) Designating the Department Travel Management

Coordinator;

\(c\) Resolving Department claims involving doubtful

questions of law;

\(d\) Coordinating agency responses to proposed

Government-wide travel regulations;

\(e\) Assuring that agency travel management policies

and procedures are modified for changes in Government-wide travel

entitlement and procurement policies and that the revised information is

communicated to all affected personnel on a timely basis;

\(f\) Providing guidance and training to managers and

supervisors on travel planning, arrangements, voucher preparation and

review, and general travel management topics;

\(g\) Coordinating with the personnel function on the

relocation cost implications of various job rotation policies;

\(h\) Reviewing travel management reports to identify

travel cost trends, cost effectiveness of travel arrangements and other

travel performance indicators;

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2300.2 REV-3

CHG-1

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\(i\) Providing planning guidance for the development of

agency travel budget estimates;

\* (j) Coordinating agency responses to OMB, GAO,

Congressional, Inspector General and other agency inquiries concerning

travel.

\(3\) Regional Administrators are responsible for issuing

regional orders containing local instructions and procedures for
insertion

in copies of the handbook distributed to the region. Local instructions

may not change travel entitlements and must be cleared through the

Director, Office of Administration. Appendix M of this handbook is

reserved for regional travel procedures. The Regional Administrator is

responsible for designating an employee to serve as \"travel officer\"
at

each major field office. The travel officer is responsible for:

\(a\) Assuring that travel policies and procedures are

communicated to all affected personnel on a timely basis.

\(b\) Providing guidance and training to managers and

supervisors on travel planning, arrangements, voucher preparation and

review, and general travel management topics in conjunction with

Headquarters.

\(c\) Reviewing travel management reports to identify

travel cost trends, cost effectiveness of travel arrangements and other

travel performance indicators.

\(d\) Providing planning guidance for the development of

travel budget estimates.

\(e\) Coordinating responses to audit reports,

investigations, and inquiries concerning travel.

b\. Payment of travel claims.

\(1\) The Director, Office of Finance and Accounting (AF),

through the Headquarters General Accounting Operations Division (AFGO)
and

Regional Accounting Divisions (RAD\'s), is responsible for the payment
of

travel claims, control and payment of travel advances, and referral of

claims to the General Accounting Office (GAO). The Director is also

responsible for the review of all disputed Department claims prior to

submission to GAO, as provided in Handbook 1900.22.

\(2\) Imprest fund cashiers are responsible for the payment of

SF 1012, Travel Vouchers, SF 1164, Reimbursement for Expenditures on

Official Business and SF 1038, Application and Account for Advance of

Funds, within prescribed dollar limits as provided in this handbook and

HUD Handbook 1925.5, Establishment and Operation of Imprest Funds. \*

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2300.2 REV-3

CHG-1

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c\. Related HUD handbooks. The following HUD handbooks contain

information concerning official travel matters:

334.1 REV Intergovernmental Personnel Matters

410.1 REV-2 Training

550.2 REV Pay Administration

550.3 Clearance for Separation of Employees

\* 791.1 Employee Safety and Health \*

1900.15 REV Reporting Travel Costs

1900.22 Voucher Examination and Related Fiscal

Activities

1925.2 REV Establishment and Operation of Imprest Funds

2300.6 REV Procurement, Control, issuance, and

Accountability - U.S. Government

Transportation Requests

d\. Role of handbook. This handbook reprints the Federal Travel

Regulations (FTR) and incorporates slip-sheets representing the

Department\'s implementation of official travel policies and procedures.

The handbook provisions are mandatory within the Department. Questions

concerning the Department\'s implementation of the FTR shall be directed
to

the Office of Administrative and Management Services (AS), Management

Services Division (ASE). Such questions should be referred through

administrative channels and submitted to AS by appropriate Regional
Office

personnel or by Headquarters authorizing officials or administrative

officers. Complex matters or questions that require policy determination

shall be submitted in writing.

1-1.2. Applicability. The provisions of this handbook are applicable

to official travel by:

a\. Officials and employees of the Department.

b\. Individuals employed intermittently as consultants or experts

and paid on a daily when-actually-employed (WAE) basis and individuals

serving without pay or at \$1 a year. These individuals are not
considered

to have a \"permanent duty station\" within the general meaning of that
term;

however, they may be allowed travel or transportation expenses while

traveling on official business for the Department away from their homes
or

regular places of business and while at places of Government employment
or

service. Maximum rates prescribed herein are applicable unless a higher

rate is specifically authorized in the Department appropriation or other

statute.

c\. Individuals assigned under the Intergovernmental Personnel Act.

d\. Employees of other Federal agencies when travel costs are

paid by the Department.

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2300.2 REV-3

CHG-1

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\* e. Prospective employees, where preemployment interviews are

required.

f\. New appointees to positions in the Senior Executive Service

(SES) or to shortage category positions; and certain Presidential

appointees.

1-1.3. General rules.

c\. Definitions.

\(9\) Administrative officer (Adm. O.). Employee responsible

for providing travel assistance to managers and travelers of a
particular

HUD component including providing funds control data to travel
authorizing

or approving officials; helping travelers complete and file travel
orders

and vouchers; and, providing traveler accessibility to the Federal
Travel

and Federal Hotel/Motel Discount Directories.

\(10\) Approving official (Ap. O.). Official responsible for

approving travel advances and/or reviewing travel to determine
compliance

with travel orders and regulations (see para. 1-1.3.f.). Approving

officials sign block 10 of the SF 1038, block 14 of the SF 1012 and
block 8

of the SF 1164 (REV. 11/77). The approving official is usually the

official who authorized the travel but the A.O. may delegate this

responsibility to another official in the traveler\'s supervisory chain
of

command who have specific knowledge of the circumstances surrounding

travel.

\(11\) Authorizing official (A.O.). A Department official,

supervisor or other employee who has been delegated authority, in
writing,

to authorize a specific type of travel for him/herself and/or his/her

subordinates. This official\'s responsibilities are documented under
para.

1-1.3.e. The A.O. signs block 25 of HUD 25.

\(12\) Principal authorizing official (PAO). Department

officials delegated authority to authorize and approve operational
travel

for themselves, their employees and other individuals traveling on
behalf

of the Department. They are Assistant Secretaries; General Counsel;

President, Government National Mortgage Association; Inspector General;

Regional Administrators, and heads of offices who report directly to the

Office of the Secretary.

\(13\) Recommending official (R.O.). Official with authority to

plan and direct travel for him/herself and/or his/her employees but who
is

not empowered to authorize travel. This official is responsible for

determining that the travel is essential, that transportation modes and

travel \*

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allowances are properly set and that other responsibilities documented
in

para. 1-1.3.e are followed. R.O.\'s will sign block 23 of HUD 25 to
certify

that the travel is essential and in compliance with Federal and

Departmental regulations. When travel is planned and directed by the

authorizing official, block 23 will be left blank.

\(14\) Residence. Place of abode from which an employee commutes

daily to his official station.

\(15\) Subsistence. Meals, lodging and other types of expenses

incurred by an employee when on official travel.

\(16\) Temporary duty station. An employee\'s temporary place of

business away from his official duty station.

\(17\) Temporary duty travel (TDY). Official travel of a

temporary nature away from an employee\'s official duty station.

\(18\) Travel status. The period of time an employee is

considered to be on official travel for reimbursement purposes.

\(19\) Types of travel. The definitions of the various travel

categories for which employee travel may be authorized include the

following:

\(a\) Foreign travel. Travel in localities in any area

situated outside the conterminous United States.

\(b\) Headquarters directed travel. Travel performed by

field personnel at the direction and funding of a Headquarters
authorizing

official.

\(c\) Invitational travel. Travel performed by a person

not employed by the Department at the request or invitation of a

Headquarters principal authorizing official for the purpose of providing

advice or guidance concerning Department matters in his/her area of

competence, or appearing before officials of the Department in a

representative capacity on behalf of industry, labor, or a recognizable

group of persons, such as a tenants organization. Invitational travel is

for an individual to provide a service to the Department rather than to

serve his/her own interests.

\(d\) Operational travel. Day-to-day travel required to

carry Out the management and operational functions essential to the
proper

administration of Department programs and activities. Operational travel

includes local transportation in and around the duty station, as well as

per diem travel within the Region, but excludes the following types of

travel, travel situations or categories of travelers:

o Advisory committee members

o Consultants or experts

o Extended stay travel

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2300.2 REV-3

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o Foreign travel

o Headquarters directed travel

o Invitational travel

o Special purpose travel

o Preemployment interviews

o Change of official station or other relocation

travel

o Training travel

o Travel on an actual subsistence expense basis when

due to unusual circumstances of a travel assignment.

\(e\) Special purpose travel. Travel to attend and

participate in conventions, conferences and major meetings of public and

private organizations and travel to make public appearances to
officially

represent the Department. It does not include travel to attend training

courses where a Standard Form 182, Request, Authorization, Agreement and

Certification of Training, is appropriate or travel to attend workshops,

seminars or meetings to survey and preview computer equipment and
software.

\(f\) Training travel. See para. 1-13.1.

\(g\) Extended stay travel. Extended stay travel includes

temporary duty travel assignments to one location for a period of more
than

30 days, including travel for training purposes.

\(h\) Permanent change of station travel (PCS). Travel of

an employee to transfer from one official station to another for
permanent

duty provided that the transfer is in the interest of the Government and
is

not primarily for the convenience or benefit of the employee or at
his/her

request. This type of travel is also known as relocation travel.

\(20\) Travel allowance holder. The authorizing official to whom

the travel budget has been allocated, and who is responsible for
approving

travel advances by initialing block 24a of the HUD 25.

d\. Acronyms. The following frequently used acronyms, in addition

to those identified under c above, and in other locations, are used

throughout this handbook to economize on space and verbiage.

\(1\) CG Decisions - Comptroller General Decisions.

\(2\) FPMR - Federal Property Management Regulations.

\(3\) FTR - Federal Travel Regulations.

\(4\) GAO - General Accounting Office.

\(5\) GBL - Government Bill of Lading.

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2300.2 REV-3

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\(6\) GSA - General Services Administration.

\(7\) GTR - SF 1169, U.S. Government Transportation Request.

\(8\) HUD - Department of Housing and Urban Development.

\(9\) SATO - Scheduled Airline Traffic Office.

\(10\) OPM - Office of Personnel Management.

\(11\) DUSFC - Deputy Under Secretary for Field Coordination.

\(12\) Para. - Paragraph.

\(13\) OFA - Office of Finance and Accounting.

\(14\) AFGO - General Accounting Operations Division.

\*(15) DOA - Director, Office of Administration.

\(16\) PDY Station - Permanent Duty Station (Official Station). \*

e\. Responsibilities of recommending and authorizing officials.

Officials delegated authority to plan and direct travel and officials

empowered to authorize travel on official business (sign block 23 or 25,

HUD 25) have the following responsibilities:

\(1\) Have a clear understanding of Department travel policies,

procedures and allowances;

\(2\) Determine that proposed travel is required in the interest

of the Government and cannot be accomplished by more economical methods

such as teleconferencing, is in accordance with the overall plans of the

organizational unit, and is in accordance with this handbook and changes

thereto;

\(3\) Consider having the proposed mission accomplished by

available field personnel at reduced expense to the organizational unit

(if applicable) or through telecommunications facilities;

\(4\) Authorize itineraries which will most effectively serve

program needs at the least cost;

\(5\) Provide for the use of the most economical modes of

transportation which provide services generally meeting acceptable

standards and objectives of the mission;

\(6\) Make maximum use of motor pool vehicles, GSA contract

rental cars, GSA contract airlines, and the GSA Metroliner discount
fares

before authorizing travel by the same mode with a noncontract supplier;

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

1-1-7 12/84

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2300.2 REV-3

CHG-1

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\*

\(7\) Schedule each employee\'s travel within his/her regular

workweek to the extent practicable (5 U.S.C. 5542); \*

\(8\) Ensure that all authorized leave during the travel period

is reflected on the travel authorization. When considering such a
request

for leave, the authorizing official shall take into account the
public\'s

perception of the proposed leave as well as the travel/leave
prohibition.

The potential appearance of personal convenience taking precedence over
the

best interests of the Government should also be considered;

\(9\) Eliminate attendance and minimize participation by

employees at conferences, meetings, and seminars when attendance is not

directly related to the accomplishment of the Department\'s mission;

\(10\) Determine that all meals, lodging, and transportation to

be received free of charge are in accordance with the HUD Standards of

Conduct;

\(11\) Ensure that all required justifications are contained on

the travel authorization as required by this handbook and changes
thereto;

\(12\) Ensure that sufficient funds are available to defray the

travel costs specified in the authorization. If the cost of travel is

charged to a fund or appropriation of an office or region different from

the one from which the employee is payrolled, there must be written

instructions from competent authority approving the practice or the
travel

authorization must show the concurrence of the official (or his/her

designee) that is responsible for the funds to be used;

\(13\) Reduce transfers of employees between official duty

stations to those essential for mission accomplishment;

\(14\) Assure that contract provisions and procedures provide

that travel by contractors whose costs are directly reflected in prices

paid by the Department is held to that which is essential and that the

cost of such travel is minimized;

\(15\) Coordinate travel as described below:

\(a\) Routine travel. Routine temporary duty travel

requires intraoffice coordination indicated below. In addition to
ensuring

the essentiality of the travel, coordination is required so that:

\(i\) An excessive number of travelers as determined

by the authorizing official are not permitted to visit a single office
at

the same time;

\(ii\) Representatives of two or more offices

dealing with a related problem arrive concurrently at the point of
meeting;

\(iii\) The operations of the office to be visited

will not be disrupted;

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

12/84 1-1-8

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2300.2 REV-3

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\(iv\) Travel is planned in advance to allow proper

preparation and coordination for the proposed visits. Except as
indicated

in (2), below, the appropriate Regional Administrator or regional

counterpart shall be notified in advance of any contemplated visit to

his/her region by Headquarters personnel or by personnel of another

regional office and approved by the Deputy Under Secretary for Field

Coordination (DUSFC).

\(b\) Unannounced visits to regional offices. In instances

in which prior notification is not desirable, Assistant Secretaries,

Regional Administrators and equivalent levels of authority are
authorized

to issue travel orders which will result in unannounced visits to
regional

activities. While the authority to do so is not to be abused, it should
be

used when inspections, management surveys, surveillance visits, or spot

checks of regional operations are being conducted to determine precise

degrees of compliance with Headquarters procedural safeguards. Use of
the

authority for conducting surprise visits is encouraged whenever the
purpose

of the trip encompasses activity of an audit or investigatory nature,

regardless of whether the function is being performed by regular
auditors

and investigators or by management personnel.

\(c\) Interregional travel. Travel by employees to other

regions and to Headquarters shall be coordinated with and approved by
the

DUSFC. Travel to training centrally managed by the Office of Training is

exempt from this requirement. All other training travel must be approved

by the DUSFC.

\(d\) Group or team travel. When official travel involves

a group or team of employees from more than one office and/or region who

travel on the same assignment to the same temporary duty station, the

authorizing officials should consult with each other to ensure uniform

travel allowances are paid to all employees.

f\. Responsibilities of approving officials.

\(1\) Officials delegated authority to approve travel advances

(block 10 of SF 1038) shall determine that:

\(a\) The amount of advance is necessary, reasonable, and

not in excess of the employee\'s estimated reimbursable cost of travel;

\(b\) The travel has been authorized by a designated

authorizing official; and

\(c\) All advances for previous travel have been liquidated

or the new advance is necessary in addition to outstanding balances;

\(2\) Officials delegated authority to approve travel (sign

block 14 of SF 1012 and/or block 8 of SF 1164) shall ensure that the

form(s)

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1-1-9 5/84

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2300.2 REV-3

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is subject to only one supervisory review and is forwarded to the

appropriate accounting office or imprest fund cashier, when appropriate,

within 5 workdays of receipt or returned to the traveler for revision.

This review shall be made to ensure that:

\(a\) The employee performed travel in accordance with

the official travel authorization in the most cost effective manner;

\(b\) All travel on the voucher was performed for official

purposes and any personal side (not reimbursable) trips and time in
leave

status are adequately reflected on the travel voucher and that proper

justifying statements and approvals are shown on or attached to the

voucher (or SF 1164);

\(c\) The local travel expenses claimed at the traveler\'s

official station and temporary duty station made the maximum use of

available limousine service and public transportation before using

taxicabs;

\(d\) The amount of travel advance reflected on the travel

voucher agrees with that approved for the employee and that travel
advance

balances are liquidated or repaid promptly;

\(e\) All free meals, lodging, etc., are properly annotated

and are in accordance with HUD Standards of Conduct;

\(f\) Local and long distance phone calls were incurred

for official purposes and are itemized to show calls from where to
where;

\(g\) All claims for meals and miscellaneous expenses

(tips, laundry, dry cleaning, etc.) when traveling on an actual
subsistence

basis are reasonable in amount and that the traveler acted prudently in

incurring the expense;

\(h\) The proper reimbursement rate is used as provided in

Appendix D and FTR 1-4.2 and 1-4.4 when the use of a privately owned

vehicle is authorized and that employees understand the approved rate of

reimbursement;

\(i\) Claims are appropriate and correct through careful

review of travel vouchers and SF 1164\'s prior to approval; and

\(j\) Travel vouchers and SF 1164\'s are complete, contain

all required certifications, statements or other information and that

required receipts are attached.

g\. Responsibilities of travelers. Travelers are responsible for

exercising the same care in incurring travel expenses that a prudent
person

would exercise if traveling at his own personal expense. They are also

responsible for:

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5/84 1-1-10

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2300.2 REV-3

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\(1\) Knowing Federal and HUD regulations governing travel and

performing travel in accordance with the policies and procedures
contained

n this handbook;

\(2\) Being fully informed of their responsibilities for economy

in incurring travel expenses since a considerable portion of the
planning

for itineraries and modes of transportation must of necessity be

accomplished by the traveler;

\(3\) Assuring the authority covering itineraries and mode of

travel are approved prior to the travel;

\(4\) Taking advantage of special Government, weekly and other

reduced rates offered by hotels, motels, etc. (see Federal Hotel/Motel

Discount Directory);

\(5\) Planning itineraries to utilize excursion, round trip and

group fares offered by airlines and other common carriers as well as GSA

contract air carriers (see Federal Travel Directory);

\(6\) Preparing accurate and factual vouchers for reimbursement

of travel expenses;

\(7\) Including on the travel voucher, all leave taken while in

a travel status (see para. 1-1.9 regarding restrictions);

\(8\) Submitting travel vouchers upon completion of the travel,

but no later than the first workday of the following month;

\(9\) Applying single trip travel advances to the voucher

covering the travel for which the advance was obtained and attaching a

personal check, travelers check, certified check or money order for the

amount of any such advance that exceeds the amount claimed on the
voucher.

The cost of any check or money order to repay a travel advance is not

reimbursable;

\(10\) Assuring that revolving travel advances are maintained

only at the level needed for regular, recurring travel.

1-1.4. Authority for travel. The FTR makes a broad grant of travel

authority to the Secretary of Housing and Urban Development. Only the

Secretary and Under Secretary have authority to authorize and approve
the

following types of travel:

a\. Actual subsistence due to unusual circumstances (see FTR and

HUD paras. 1-8.1c).

b\. First-class (see FTR and HUD paras. 1-3.3d).

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1-1-11 5/84

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2300.2 REV-3

CHG-1

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c\. Foreign travel (see HUD, part 12 of ch. 1).

d\. Operational and relocation travel of Headquarters principal

authorizing officials.

1-1.5. Delegation by the Secretary. The Secretary\'s travel authority is

hereby delegated as specified below:

a\. Principal authorizing officials (PAOs) have authority to

authorize and approve the types of travel listed below except when

otherwise specified:

\(1\) Operational travel. Routine, repetitive travel,

including local, in and around travel, to carry out the management and

operational functions of a HUD program or activity may be authorized in

advance of the travel by PAO\'s. PAO\'s are responsible for determining
if

proposed travel is really necessary or contraindicated by less costly

measures, such as tele-conferencing. Essential travel should be planned

far enough in advance to accommodate travel discount packages and

\* maximize travel dollars. This authority may be redelegated to
Division

Director or equivalent positions. Regional Administrators are \*

delegated the authority to authorize their own operational travel.

\(2\) Invitational travel. PAO\'s are delegated authority to

authorize, in advance, the travel of persons not employed by HUD for the

purpose of providing a service to the Department. This authority may not

be redelegated.

\(3\) Extended stay travel. PAO\'s are delegated authority for

advance authorization of temporary duty travel, except for training

assignments, to one location for a period of more than 30 days.

Authority may only be redelegated to officials one level below the PAO.

\(4\) Special purpose travel. Travel to make public

appearances to officially represent HUD and to attend and participate in

conventions and conferences may be authorized by PAO\'s subject to the

controls indicated below:

\(a\) Headquarters employees - requires coordination with

the Office of Public Affairs to control participation and/or attendance

of employees at conventions, conferences or similar meetings. Advance

approval of the Under Secretary is required; travel orders must be

submitted at least five working days prior to needing a decision on

approval. Invitations should be attached and submitted with the HUD 25.

When there is no written invitation, the event and the sponsor must be

fully identified under block 17. Requests shall be submitted to the

Under Secretary through the PAO, who will sign the HUD 25 in block 25.

The Under Secretary will indicate approval or disapproval in block 21 of

the HUD 25. PAO\'s, with the exception of the Inspector General, may not

redelegate authority to authorize special purpose travel.

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12/84 1-1-12

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2300.2 REV-3

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\(b\) Field office employees - Requires prior approval of

the Deputy Under Secretary for Field Coordination (DUSFC) when travel

involves attendance at National conventions or forums. Travel orders
shall

be prepared in accordance with para. (a), above. The DUSFC will sign
block

21 of HUD 25. Regional Administrators shall sign in block 25, prior to

submission to the DUSFC. They shall authorize, as well as establish and

maintain controls over, special purpose travel by employees within their

region when such events are of a regional or local nature. RA\'s must

obtain advance approval of the DUSFC for their own special purpose
travel

of a national or interregional nature. A single control point for prior

approval or authorization of the travel in order to provide proper

consideration of attendance on a regionwide basis must be established.

Authority to authorize regional or local special purpose travel may not
be

redelegated.

\(5\) Preemployment Interviews. Authority is delegated to PAO\'s

and, in some cases, requires prior approval of the appropriate personnel

office of OPM. Authority may be redelegated. See part 13, ch. 1.

\(6\) Travel to a HRGA on a per diem basis. PAO\'s are delegated

authority to authorize per diem in lieu of actual subsistence in high
rate

geographical areas. This authority may be redelegated. Authorization
must

be made on a case-by-case basis in advance of the travel on an
individual

travel order only.

\(7\) Noncontract air carriers to city-pairs. PAO\'s are

delegated authority to authorize or approve travel by noncontract
carriers

to city-pairs in compliance with FTR and HUD regulations. This authority

may be redelegated, (see paras. 1-2.2 and 1-2.2.1).

\(8\) Travel when cash is used to procure passenger

transportation costing over \$100. See HUD paras. 1-10.2.b.(3)(i) and

(4)(i).

\(9\) Travel by advisory committee members. Authority may not

be redelegated. Travel allowances and other provisions of this handbook

are applicable unless otherwise stated in the charter establishing the

committee. Non-Government advisory committee members are not eligible
for

relocation allowances.

\(10\) Travel by consultants or experts. Authority may not be

redelegated. Travel allowances and other provisions of this handbook are

applicable to travel by consultants or experts employed in accordance
with

the provisions of Handbook 304.1, Personnel Policy on Employment of

Consultants and Experts. Consultants and experts are ineligible for

relocation allowances.

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1-1-13 5/84

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2300.2 REV-3

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\(11\) Relocation travel. PAO\'s have authority to authorize and

approve relocation allowances for permanent change of station travel.
This

authority may be redelegated; redelegations must be held to the highest

organization level feasible to assure uniformity in the authorization of

allowances and compliance with FTR and HUD regulations. This authority
may

not be exercised until the personnel action has been approved. Signature

of an authorized employee of the appropriate personnel office is
required

on block 21 of the HUD 25 prior to completing HUD 21004 (Rev. 10/83),

Services and Reimbursement Agreement, Moving Expense Allowances, and

authorizing allowances on HUD 21005 (Rev. 10/83), Supplement to Official

Travel Authorization.

\(12\) Headquarters directed travel. Headquarters PAO\'s only are

delegated authority to authorize travel of field office employees to
attend

priority meetings, seminars, workshops and special training or
orientation

sessions. Such travel must be planned at least two weeks in advance and

requires the prior approval of the DUSFC. Authority may be redelegated

(see part 13).

\* (13) Training travel of field office employees. The Regional

Administrator may authorize and approve non-HUD training travel. Prior

approval of training on SF 182, Request, Authorization, Agreement and

Certification of Training, is required. Non-HUD training outside the

region also requires the advance approval of the DUSFC. This authority

may be redelegated.

b\. Assistant to the Secretary for International Affairs is

delegated authority to approve all foreign travel, including
Presidential

appointees and Regional Administrators, whose foreign travel is
authorized

by the Secretary or Under Secretary. He/she is responsible for
monitoring

and acting on all requests for foreign travel (see Part 12).

c\. Deputy Under Secretary for Field Coordination (DUSFC) is

delegated authority for the coordination and prior approval of the
travel

of field office employees including Regional Administrators for special

purpose travel of a national nature and Headquarters directed travel.
This

authority may only be redelegated to the Assistant Deputy Under
Secretary

for Field Coordination. The DUSFC is also responsible for the
coordination

and approval of travel by field office employees to other regions. \*

d\. Director of Training is delegated authority to authorize and

approve the following (see part 13, ch. 1):

\(1\) all training travel of Headquarters employees; authority

may be redelegated except for extended stay training.

\(2\) operational travel of training instructors; authority may

be redelegated.

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

12/84 1-1-14

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2300.2 REV-3

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\(3\) Headquarters funded and managed training of all employees;

authority may not be redelegated.

\(4\) Extended stay training of all employees; authority may not

be redelegated.

e\. Assistant Secretary for Administration is delegated authority

to waive recovery of relocation expenses of employees for failure to

complete service agreements. Requests for waivers must be submitted to
the

Assistant Secretary for Administration through the PAO. This authority
may

not be redelegated.

1-1.6. Delegation of travel authority. Delegations of authority to

authorize and/or approve a particular type of travel shall not be made

below Division level or the equivalent, unless otherwise provided under

para. 1-1.5, above.

a\. Delegations of authority must:

\(1\) Be in writing;

\(2\) State whether such authority may be redelegated;

\(3\) Specify the type of travel for which authority is

delegated, e.g., operational travel, Headquarters directed travel or

preemployment interviews;

\(4\) Identify each official to whom authority is delegated by

typewritten name and an original signature, position title, and

organization.

b\. A copy of each delegation of authority, together with

signatures of officials to whom authority is delegated, shall be
furnished

to the appropriate accounting office. A copy of such delegation of

authority must also be furnished to the Headquarters or field office

imprest fund cashier, as appropriate.

c\. Redelegations of authority must be updated October 1 each year;

changes to rescind or add redelegations should be made as they occur.

d\. In order that control of travel will remain at a proper level,

when redelegations are permitted and not specified, authorizing
officials

may not redelegate authority below the Division Director or equivalent

level. However, authority for specific types of travel, such as travel

for preemployment interviews, should be held to a higher level of
authority

to maintain proper management and control of travel.

e\. Authority to approve travel vouchers is delegated to

authorizing officials. This authority may be redelegated. Generally, the

official who authorizes the travel should approve the travel (by signing

the related travel voucher). Unless specifically restricted by their

superior PAO\'s may approve

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

1-1-15 5/84

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2300.2 REV-3

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\*

their own travel vouchers except for foreign travel, first-class travel

and other special travel situations. All travel vouchers covering \*

official foreign travel shall be approved by the Assistant to the

Secretary for International Affairs or his/her designee.

1-1.7. Methods of authorizing travel.

a\. General. All official travel must be authorized in advance

by appropriate travel authorizing officials. The HUD 25, Official Travel

Order, shall be completely and accurately prepared, as required.

b\. Types of authorizations. The following types of travel

authorizations may be issued:

\(1\) Individual travel orders (ITO\'s);

\(2\) Limited Open Travel Authorizations (LOTA\'s);

\(3\) Group travel orders (GTO\'s);

\(4\) Local travel authorizations (LTA); and,

\(5\) Relocation authorizations (RA\'s).

c\. Documentation of travel orders. Properly executed and

authorized travel orders are required prior to incurring travel
expenses.

Travel orders shall include all required information concerning
allowances

for the travel assignment, such as mode of transportation authorized,
rate

of reimbursement for use of privately-owned conveyance, per diem or
actual

subsistence expense authorized including the maximum daily rate, etc.

Travel orders shall also include a brief description of the purpose(s)
of

all travel to be performed and documentation of the travel accounting

classification/subobject class(es) (see Appendix A).

d\. Amending travel orders. Travel orders shall be amended as

necessary and in advance of the proposed travel to be performed. The

amended HUD 25, Official Travel Order, shall indicate any proposed trips

to be added, deleted, or otherwise modified. Travel orders cannot be

revoked or modified retroactively so as to increase or decrease the
rights,

benefits and entitlements after travel has been performed. Employees and

authorizing officials are therefore cautioned to assure that the travel

order and any amendments include all required information concerning

allowances for authorized travel. Exceptions have been made to correct

apparent errors or to complete an incomplete travel order in accordance

with the original intent of the official who issued the order (22

Comptroller General 934 and 28 Comptroller General 732).

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12/84 1-1-16

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2300.2 REV-3

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1-1.7.1. Individual travel orders (ITO). Travel under an ITO is limited

to a single trip from the traveler\'s official station to one or more

specific points and return, and to the period of time designated as

essential to accomplish the purpose of the trip. Use HUD 25, Official

Travel Order, to authorize such travel. An ITO must be issued for:

a\. All travel not covered by the Limited Open Travel

Authorization (LOTA) (see para. 1-1.7.c(7) below).

b\. Training travel not covered by adapted Standard Form 182,

Request, Authorization, Agreement and Certification of Training and
Travel.

(See Appendix A).

c\. Travel not qualifying under local, in or around travel (see

para. 1-1.7.4).

1-1.7.2. Limited Open Travel Authorizations (LOTA).

a\. General. A LOTA may be appropriate when travel of

qualifying employees can be comprehensively planned in advance. HUD 25,

Official Travel Order, shall be completely and accurately prepared (see

Appendix A).

b\. Employees covered. A LOTA may only be issued to the

following HUD employees:

\(1\) Secretary and Under Secretary;

\(2\) Principal assistants and managers that the Secretary

determines should be issued a LOTA;

\(3\) Field office employees making two or more qualifying

trips per month;

\(4\) Headquarters employees stationed in field offices

making two or more qualifying trips per month; and,

\(5\) Employees of the Office of the Inspector General

located in Headquarters and field offices.

c\. Procedures.

\(1\) Authorization policy. Authorization for travel under a

LOTA is delegated to the following officials, and may not be
redelegated,

except as indicated:

\(a\) Secretary;

\(b\) Under Secretary;

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1-1-17 5/84

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2300.2 REV-3

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\(c\) Regional Administrator:

Division Directors or equivalent;

\(d\) Inspector General

1 Regional Inspectors General;

2 Assistant Inspectors General; and

3 Deputy Assistant Inspectors General.

\(2\) Time period. The time period covered by a LOTA may be

any 1 month period or fiscal-quarterly period within a current fiscal

year.

\(3\) Type of travel. The LOTA may only be used to cover

frequent, routine operational travel; other travel must be covered on an

individual travel order (ITO).

\(4\) Funding. Travel funds under the LOTA shall be

obligated on a monthly basis. Unexpended funds shall not be

redistributed until settlement of a traveler\'s voucher for the monthly

period.

\(5\) Quarterly travel plan. The LOTA may cover routine,

operational travel on a quarterly rather than monthly basis, when

quarterly travel plans are submitted for an individual traveler. Travel

funds under a quarterly plan must be obligated on a fiscal quarterly

basis. Unexpended funds shall not be redistributed until settlement of

a traveler\'s last voucher for the quarterly period. Quarterly plans

shall cover routine travel consisting of six or more round trips per

quarter for covered Headquarters or Field Office employees.

\(6\) Travel claims. All claims for reimbursement under the

LOTA shall be made on SF 1012, Travel Voucher. Vouchers must be

\*submitted monthly under the monthly and quarterly travel plans. The

purpose of all trips, including the accounting subobject code

(Appendix A.1) and a brief description, must be documented on the

voucher. \*

\(7\) Exceptions. The following travel may not be covered

under a LOTA and must be authorized by ITO only:

\(a\) All travel outside the conterminous United States,

including travel to and from Alaska, Hawaii, Puerto Rico and the

possessions of the United States.

\(b\) Travel related to change of official station.

\(c\) Travel of non-HUD personnel, including consultants

or experts.

\(d\) Travel to attend conferences as well as other

special purpose travel.

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12/84 1-1-18

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2300.2 REV-3

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\(e\) Travel for training and preemployment interviews.

\(f\) Trips under entitlement, extended stay, and

Headquarters directed travel.

\(g\) Travel requiring an actual subsistence allowance

(except for routine travel to HRGA) or a special per diem rate.

\(h\) Use of a noncontract carrier for air travel

between designated city-pairs.

\(i\) Travel during which the employee is authorized to

take annual leave of more than 8 hours.

\(j\) Travel outside the area of Regional jurisdiction.

\(k\) Unscheduled or infrequent travel.

1-1.7.3. Group travel orders (GTO). A HUD 25, Official Travel Order, may

be issued to cover the travel of four or more employees traveling from
the

same Region or Headquarters to the same location(s) for the same period
of

time. An attachment to the group travel order, as described below, must

include a column which lists the travel order number including a suffix

(for example, AA-84-101-01 through 04). Each traveler listed on the
group

travel order must be assigned a two-digit, individual identifying
number,

to be used as a suffix to the travel order. Travelers are responsible
for

inserting the travel order number of their travel voucher and U.S.

Government Transportation Request (GTR).

a\. Attachment required. When a GTO is issued, an attachment

shall be prepared showing for each traveler in columnar format, the

following information: (1) Traveler\'s Office; (2) Traveler\'s Name and

Title (3) Travel Order Number, including suffix; (4) Estimated Per

Diem/Actual Subsistence Cost; (5) Estimated Transportation Cost; and,

\(7\) Total Estimated Costs.

b\. Employee copy of travel order. Two to three copies of the

travel order and the attachment shall be provided to each traveler. One

copy is for the employee\'s records one for attaching to the related
travel

voucher, and one for ticketing facilities under blanket GTR
arrangements.

c\. Amendments required. An amended travel order shall be

issued to add, remove or change (substitute) travelers. A copy of the

attachment to the original order should be appended with the revisions

noted. In Headquarters, amended travel orders that increase or decrease

the estimated cost shall be processed through the funds control point.

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1-1-19 5/84

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2300.2 REV-3

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1-1.7.4. Local travel authorizations (LTA).

a\. General. An LTA covers temporary duty travel of a routine,

operational nature that is performed in or around the employee\'s
official

station. It also covers local travel to attend authorized conferences or

trade shows. It does not apply to local travel performed in or around a

temporary duty station when the TDY is authorized by a HUD 25, involves

lodging or subsistence costs, and is located outside the employee\'s

permanent duty station and/or nearby localities.

b\. Local travel areas.

\(1\) Headquarters employees.

\(a\) Official station located in the Washington, DC

metropolitan area. The local travel area for Headquarters employees
whose

official station is in the Washington, DC metropolitan area has been

established as follows: The District of Columbia, the cities of

Alexandria, Fairfax, and Falls Church in Virginia; Arlington and Fairfax

Counties in Virginia; and Montgomery and Prince George\'s counties in

Maryland.

\(b\) Official station located outside the Washington,

DC metropolitan area. Headquarters employees physically located in

regional offices outside of the Washington, DC metropolitan area but

organizationally assigned to Headquarters shall use the local travel
area

established by the appropriate Regional Administrator in (2), below.

\(2\) Field employees. Regional Administrators shall

determine the area to be covered by local travel in their region. The

corporate limits of the city or town and the usual commuting area of the

official station should be considered in establishing boundaries for
local

travel. The usual commuting area for local travel purposes should be
that

served by local transportation facilities such as buses, streetcars,

subways, taxicabs, boats and trains.

c\. Authorization policy. Local travel must be authorized in

advance by the employee\'s supervisor or appropriate authorizing
official.

HUD 25, Official Travel Order, is not necessary when travel is within
the

local travel area. RA\'s, however, may establish Regional procedures for

local travel in accordance with Federal and Department regulations. When

local travel is expected to be extensive during any one-month or
quarterly

period, such travel may be authorized under the LOTA. Travel outside the

local travel area must be authorized on the HUD 25. Employees shall be

encouraged to use inexpensive modes of transportation for local travel

whenever possible. Travel costs from residence to temporary duty station

within the local area shall be carefully reviewed prior to approval.

Distance involved and the additional cost to the employee compared with
the

normal cost of commuting from residence to the official duty station on
a

daily basis are factors which should influence the administrative
decision.

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5/84 1-1-20

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2300.2 REV-3

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d\. Subsistence expenses. Entitlement to per diem or actual

subsistence reimbursement is contingent upon the employee\'s assignment
to

temporary duty outside the local travel area as defined in subpara. b,

above. In such cases, travel orders are required and reimbursement
claims

must be submitted on SF 1012, Travel Voucher. Transportation claims for

travel within the local area of such TDY stations shall be filed on the

travel voucher and not on SF 1164, Claim for Reimbursement for
Expenditures

on Official Travel, which is for reimbursement of transportation
expenses

for local travel in or around the permanent duty station only.

e\. Payment of mileage costs from residence to temporary duty

site. When an employee is authorized to use a privately owned vehicle
for

official business, it is within the administrative discretion of the

authorizing official to allow the employee mileage from whatever point

he/she begins his/her journey with no deduction from the mileage for the

distance that the employee would normally travel between his/her home
and

his/her office, except when the employee chooses to live outside the
normal

commuting area of the official duty station. See para. 1-4.1.a(1) for

limitation.

f\. Local transportation expense.

\(1\) Bus, subway, or streetcar. Transportation by bus,

subway or streetcar between places of business at the official duty
station

shall be allowed as a transportation expense. In localities where mass

transit services are available and it is advantageous to use these modes
of

transportation, arrangements should be made to use tokens, tickets or

passes obtained in advance. This procedure eliminates the preparation
and

processing of small claims for reimbursement.

\(2\) Long-term Government-assigned vehicles. Vehicles or

transportation services available for long-term assignment shall be used
to

perform local travel when advantageous to the Government.

\(3\) Use of privately owned vehicles. Privately owned

vehicles may be used to perform local travel on a mileage basis at rates

not to exceed those specified in FTR 1-4.2 and 1-4.4. Reimbursement for

local travel by privately owned vehicles will be based on mileage driven

for the actual distance traveled incident to conducting official
business.

Reimbursement may also include the actual cost of automobile parking
fees;

ferry fares; and bridge, road, and tunnel fees in accordance with FTR
and

HUD Parts 4 of Chapter 1 (also see Appendix D).

\(4\) Use of taxicabs.

\(a\) When an employee is on official business within

the local travel area, the use of taxicabs between the office and places
of

business or between places of business shall be allowed if authorized or

approved as advantageous to the Government.

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1-1-21 5/84

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2300.2 REV-3

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\(b\) Reimbursement for the usual taxicab fares paid by

an employee for travel between office and home may be authorized or

approved incident to the conduct of official business at an employee\'s

designated post of duty. This authority may be exercised only when the

employee is dependent on public transportation for such travel incident
to

officially ordered work outside of regular working hours and when the

travel is during hours of darkness or required by extenuating
circumstances

during hours of infrequently scheduled public transportation. In the

latter case, the circumstances must be such that the overtime could not
be

planned in advance so that scheduled public transportation could be
used.

\(i\) The use of a taxicab under the provisions of

this paragraph should be authorized in advance. A taxicab may not be

authorized for travel during daylight hours, except when the employee is

dependent on public transportation and extenuating circumstances do not

allow time to plan the overtime in advance as provided above. Overtime
on

weekends and holidays should be scheduled during daylight hours to the

maximum extent practicable and should coincide with public
transportation

schedules when employees must depend on such transportation.

\(ii\) Claims shall be presented on SF 1164, Claim

for Reimbursement for Expenditures on Official Business, to the
designated

imprest fund cashier. If an imprest fund is not available the claim
should

be forwarded to the appropriate accounting office. The claim must
include

an explanation of the circumstances which required the use of a taxicab.

An authorizing official or his designee must approve the SF 1164.

\(c\) Receipts are required for fares in excess of \$25.

g\. Preparation of reimbursement claims.

\(1\) Reimbursement for allowable transportation expenses

incurred in performing local travel by all modes of transportation shall
be

claimed on SF 1164, Claim for Reimbursement for Expenditures on Official

Business. The signature of the approving official on SF 1164 shall

indicate that the mode of transportation used to perform the local
travel

was more advantageous to the Government than other available modes of

transportation. Documentation of the purpose of the trip, including the

travel accounting classification/subobject class(es), shall be stated
after

each trip entry on the SF 1164.

\(2\) Employees who regularly perform local travel should

maintain, on the original only of SF 1164, a running record of all
expenses

incurred for each trip. When reimbursement is required, but generally
not

more frequently than once a month, the form shall be signed by the
employee

and submitted through channels to the approving official. After
approval,

the claim shall be submitted to an imprest fund cashier if one has been

authorized and the expense is within payment authority, or to the

accounting office through regular channels for payment by check. It is

appropriate for

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5/84 1-1-22

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2300.2 REV-3

CHG-1

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one traveler to pay and claim reimbursement for an entire expense
(taxicab

fare, bridge toll, etc.) when local travel involves two or more
employees

engaged on official business. The names of the travelers accompanying
the

claimant must be shown on SF 1164.

\(3\) Reimbursement claims on SF 1164 for use of a taxicab

under conditions described in f(4)(b), above, shall include a complete

explanation of the circumstances which justified use of a taxicab
between

an employee\'s office and home, including the hour of departure from the

office. The justification must show (1) that the employee is dependent

upon public transportation for the travel incident to officially ordered

work outside of his/her regular work-hours and (2) that the travel was

performed during hours of infrequently scheduled public transportation
or

darkness. The claims shall be approved in Headquarters at no lower than

office director or equivalent; in Headquarters activities outside

Washington, DC, by the head of the field activity; and in field offices,

by office director, division director or equivalent. Taxi receipts are

required to be attached to the voucher.

1-1.8. Travel during non-duty hours. To the maximum extent practicable,

authorizing officials shall plan and schedule travel to prevent
employees

from having to travel during non-duty hours. Under certain
circumstances,

employees may be eligible for overtime pay during periods of en route

travel between duty stations. HUD policy concerning overtime pay is

contained in Handbook 550.2, Pay Administration.

1-1.9. Annual leave while on official travel. Congress has directed that

HUD and other agencies prohibit employees from taking annual leave while
on

travel status except in unique or emergency situations. Any annual leave

to be taken while on travel status must be shown and approved on the
travel

order, except that exempted leave does not require the approval of the

second-level supervisor (see c(3), below). The Department is required to

report to the Appropriation Committee on this requirement.

a\. Travel/leave policy. Employees are prohibited from taking

annual leave while on travel except in unique or emergency situations.

Annual leave while away from the official duty station, which
immediately

precedes, follows, or intervenes official travel is covered by this
policy.

b\. Exemptions. The following situations are exempt from the

travel/leave policy.

\(1\) Permanent change of station (PCS) travel. Includes

all authorized PCS travel.

\* (2) Extended travel assignments. Includes single trips \*

of more than thirty days official travel.

\(3\) Eight hours or less of annual leave.

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1-1-23 12/84

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2300.2 REV-3

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\(4\) Anchorage Office employees. Employees assigned to

Alaska. Requests for annual leave while on travel Status shall be

approved by the Manager.

\(5\) Excess travel time - POV in lieu of common carrier.

When use of a privately-owned vehicle (POV) is authorized in lieu of

common carrier and reimbursement is limited to constructive cost, any

excess travel time must be charged to annual leave. This exemption
covers

only the additional time required for direct motor vehicle travel for

official business over constructive travel time by common carrier. Any

additional annual leave of more than 8 hours is subject to the
travel/leave

policy and other provisions of this paragraph.

c\. Documentation. Annual leave in these situations requires

the usual supervisory approvals, and T&A recording. Such leave must be

shown in block 17 on the HUD 25, Official Travel Order, and on the SF
1012,

Travel Voucher.

\(1\) Time and attendance records (T&A). T&A records shall

continue to be maintained in accordance with current instructions.

Travelers are responsible for promptly reporting leave to T&A clerks.

Officials who approve T&A records are responsible for assuring that
leave

taken in conjunction with official travel is properly recorded in the
leave

records.

\(2\) Travel order requirement. An ITO, form HUD 25, is

required when annual leave is to be taken while on official travel
status.

The beginning and ending of the annual leave and an explanation of the

unique or emergency situation must be shown on the travel order, or on
an

attachment thereto which is referenced on the travel order. Block 11
must

show any amount of annual leave. Block 12 must show the beginning and

ending dates of official travel.

\(3\) Authorizing officials for travel/leave situations.

Travel orders that include annual leave must be signed by a travel

authorizing official in the employee\'s supervisory chain of command at

least one level higher than the employee\'s normal authorizing official.
If

leave is requested in connection with Headquarters directed travel or
other

travel authorized outside of an employee\'s supervisory chain of
command,

block 11 must be used prior to submission to the A.O. for the specific
type

of travel. The A.O.\'s signature in block 21 will indicate approval of
the

travel and the leave. The A.O. shall annotate block 11 when the leave

request is disapproved.

\(4\) Certification of authorizing officials. Signature of

the authorizing official on the travel order certifies that (1) the
travel

is essential; (2) the official purpose of the travel as stated on the

travel order is the sole reason for the trip at Government expense; (3)
any

annual leave requested is purely incidental; (4) the requested leave is
for

a bona fide unique or emergency situation; and (5) the leave will not
cause

additional travel costs to the Government or deter efficiency of
official

business.

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5/84 1-1-24

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2300.2 REV-3

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d\. Unique situations. These situations cannot be precisely

defined because of their nature. The circumstances surrounding each

request for annual leave in conjunction with travel must be carefully

considered when determining whether a unique situation actually exists.
A

Congressional Investigative Report cited incidences of travel involving

several weeks of leave combined with only 2-3 days of official travel.
One

incident was cited of a trip spanning the Christmas holiday with only
1-1/4

days of official travel on a trip totaling 9 days. These types of

situations shall not be considered unique. The ratio of
official/personal

travel shall be considered as a factor when determining whether a unique

situation exists. When the use of annual leave qualifies a trip for a

reduced air fare, it will generally be considered a unique situation.

However, these cases must be carefully considered on a case-by-case
basis

considering other provisions of para. 1-1.9.

e\. Emergency situations. An \"emergency\" is a sudden, generally

unexpected occurrence or set of circumstances demanding Immediate

attention. Consequently, it is usually Impossible to document the annual

leave in advance. When emergency annual leave is taken but not shown on

the travel order, an explanation of the emergency must be included on
the

travel voucher and the voucher must be approved by the higher level

authorizing official.

f\. Records of travel/leave authorized or approved. Except for

exempt situations set forth in subpara. b, a copy of each travel order
(or

travel voucher in the case of post approval) showing annual leave shall
be

maintained in a separate file by each Regional and Category A Office and
by

each travel control point in Headquarters. These records shall be

forwarded to Management Services Division, Room 5270, HUD Building, in

sufficient time for receipt by the 10th working day of each month. Field

offices shall forward their records to the Director, Office of Regional

Administration, for consolidated submission. Headquarters records shall
be

forwarded on a consolidated basis by each operating budget holder. The

transmittal of these records shall specify the number of travel orders

and/or vouchers forwarded. These records will be used for post review of

approved travel/leave situations and to prepare reports required by the

Congress.

g\. Scheduling annual leave. Both management and employees are

responsible for early scheduling and effective leave planning as
provided

in Handbook 600.1, Hours of Duty, Absence and Leave. When an employee

requests leave to be taken while on travel status and the leave is
denied

because it does not meet the unique or emergency situation criteria, the

requested leave should be rescheduled as soon as possible. Employees are

cautioned that if leave disapproved solely under the travel/leave policy
is

forfeited at the end of the year, it will not meet the restoration of

forfeited annual leave provisions of the Handbook 600.1.

1-1.10. Funding of travel.

a\. Appropriation of fund chargeable. As a general rule, the

cost of travel shall be charged to the appropriation or fund payrolling
the

traveler. Exceptions are:

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1-1-25

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2300.2 REV-3

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\(1\) When it is in the interest of the Government for an

employee to perform official travel in connection with the activities of
an

appropriation or fund other than that from which he/she is payrolled,
the

travel costs (or a pro rata share thereof) may be charged to the
benefiting

appropriation or fund, provided there are written instructions from

competent authority approving the practice or the travel order shows the

concurrence of the travel allowance holder or his/her designee.

\(2\) The travel costs of employees of other Federal agencies

and non-Federal employees authorized to travel at HUD expense shall be

charged to the benefiting appropriation or fund.

\(3\) When the reimbursable travel expenses are related to

transfer or appointment to a new official station, all costs of the
travel

shall be charged to the appropriation or fund from which the employee
will

be payrolled after reporting for duty at the new official station.

b\. Administrative control. Under HUD\'s system for

administrative control of funds, travel allowance holders or their

designees have the authority and responsibility for incurring
obligations

against allotments issued to them. Each travel allowance holder is

responsible for providing the internal controls necessary to ensure the

availability of funds prior to the authorization of travel on HUD 25,

Official Travel Order.

c\. Acceptance of travel reimbursement from outside sources.

\(1\) The Federal criminal statutes contain a general

prohibition against augmenting appropriations through the acceptance of

funds from outside sources (18 U.S.C. 209 and 36 C.G. 268). There are

certain specific cases in which Federal employees may accept such

contributions. Section 7(k) of the Department of Housing and Urban

Development Act, 42 U.S.C. Section 3535(k)(1), permits the Secretary to

accept donations for the purpose of aiding or facilitating the work of
the

Department. Reimbursement of travel expenses (the donation) must be made

to the Department and NOT to any individual employee (46 CG 689).
However,

in view of the general prohibition, arrangements involving payment of
all

or part of a HUD employee\'s travel expenses from non-Federal funds
should

be critically reviewed to determine its propriety.

\(2\) Procedures. Non-Federal funds may be used for travel

of HUD employees under the following procedures.

\(a\) Authorizing official. PAO\'s must approve in

advance each proposed official travel related donation whether in the
form

of reimbursement or of goods and/or services provided in kind. This

authority may NOT be redelegated.

\(b\) Authorization process. A HUD 25, Official Travel

Order, shall be submitted to the appropriate PAO at least ten business
days

prior to the start of the requested travel. Questions concerning whether

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acceptance of travel expenses from outside sources will create a
conflict

of interest or an appearance of conflict of interest should be addressed

to the Office of General Counsel (G), Administrative Law Division (GML).

\(c\) Travel order documentation. Document on the

travel order, information containing the name of the donor and type of

organization and any other relevant data (e.g., whether the donor has

business dealings with the Department, contemplates such business

relations, or is regulated by the Department).

\(d\) In-kind contributions. The traveler shall not be

eligible for a travel advance when the transportation, lodging and

subsistence costs are furnished in-kind by an outside source. Normally,

the cost of value of in-kind contributions and the amounts of travel

reimbursements must comply with comparable standards of the Federal and
HUD

travel regulations. Thus, an employee, except where otherwise permitted
by

Federal regulations (e.g., for medical reasons), may not accept a first

class airline ticket from an outside source. Also, the cost or value of

hotel accommodations or meals provided in-kind should normally be

comparable to that permitted if the employee were traveling at
government

expense. However, standard accommodations at the site of a convention or

meeting may be accepted even if the cost or value of the accommodations

exceed the dollar limitations as set forth in this handbook.

\(e\) Reimbursement of expenses. A traveler may not

accept money from an outside source under any circumstances. Travel

advances may be obtained for travel expenses to be reimbursed HUD by an

outside source. HUD reimbursement to a traveler is in accordance with

dollar limitations prescribed in this handbook, even though the amounts
are

to reimbursed to the Department by an outside organization. When the

travel related expenses are to be reimbursed to the Department, it is
the

responsibility of the traveler to obtain the reimbursement from the
outside

source. Checks must be made payable to the Department of Housing and
Urban

Development, attached to a copy of the travel voucher and forwarded
through

the Administrative Officer (SA), Office of the Secretary (S), for
deposit

to the Department\'s Gift Account for credit to the Handling and
Negotiable

Securities.

\(f\) Government Employees Training Act. Non-federal

funds may be used for travel of employees for training or attendance at

meetings under the Government Employees Training Act (5 U.S.C. 4111).
See

HUD Handbook 410.1, Personnel Policy, Employee Development and Training.

When acceptance of payment is approved under the provisions of Handbook

410.1, reimbursement by the Department is restricted as provided below:

\(i\) Expenses not reimbursable. When an approved

payment by a donor fully covers expenses incident to training in a

non-Government facility, or travel, subsistence, or other expenses
incident

to attendance at a meeting, as described in Handbook 410.1, such
expenses

are not reimbursable by the Department.

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\(ii\) Partial reimbursement. If an approved

payment by a donor does not fully cover expenses described above,

reimbursement by the Department is limited to an amount which will cover

the balance of the expenses to the extent authorized by law and
regulation,

including 5 U.S.C. 4109 and 4110. In this situation, the travel voucher

shall include expense data in sufficient detail for a determination to
be

made by the PAO as to whether the amount claimed is reimbursable under
the

provisions of this paragraph.

\(iii\) Travel reduction. Notwithstanding any

other provisions of these guidelines for accepting reimbursement of
travel

expenses, in the event of a mandated reduction placed on Federal travel,

including a limitation on the Department, such donations will not be

accepted.

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2300.2 REV-3

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HOUSING AND URBAN DEVELOPMENT

TRAVEL REGULATIONS

Chapter 1. Travel Allowances

Part 2. Transportation Allowable

1-2.2. Methods of transportation.

c\. Presumptions as to most advantageous method of

transportation.

\(1\) Common Carrier.

\(b\) Selecting the most advantageous method of common

carrier transportation. The procedures indicated below implement FPMR

Temporary Regulation A-22, Use of contract airline service between
selected

city-pairs, and its supplement 2.

\(i\) Contract air service. The use of discount

fares offered by contract air carriers between certain cities
(city-pairs)

is considered advantageous to the Government and is mandatory for

authorized air travel between those city-pairs (see para. 1-2.2.1).

\(ii\) Noncontract air service. The use of

noncontract air service may be authorized or approved only when
justified

under the conditions provided in para. 1-2.2.1.h. Advance authorization

and the justification for the use of noncontract air service shall be
shown

on the travel order before the actual travel begins unless extenuating

circumstances or emergency situations make advance authorization

impossible. In this event, the employee shall obtain written approval
from

the appropriate authorizing official at the earliest possible time after

completing the travel. The approval and justification shall be stated on

or attached to the travel voucher (see para. 1-2.2.1.g,j and k).

\(2\) Government-contract rental or Government-furnished

automobiles.

\(a\) Government-contract rental vehicles. Offices

shall provide travelers with information on Government contract rental

vehicles available under a GSA Federal Supply Schedule contract. This
data

is contained in the GSA publication, Federal Supply Schedule, Industrial

Group 751, Class 7512, Motor Vehicle Rental Without Driver. Information
is

also available in the monthly Federal Travel Directory. For additional

information, travelers in Headquarters should contact the Facilities

Operations Division (ASB), OAMS, or the Travel Imprest Fund Office

(Room 5154). When a GSA

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2300.2 REV-3

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contract rental car or other commercially-rented vehicle is used for a

combination of official business and personal use, the charges must be

prorated accordingly.

\(b\) Government-furnished automobiles. Information on

obtaining Government-furnished automobiles is contained in the GSA

publication, \"Interagency motor pools: Instructions, locations and
rates

for obtaining dispatch vehicles.\" Government-furnished vehicles shall
be

used as indicated below:

\(i\) Long-term use. Offices should give high

mileage drivers (employees driving 1,000 miles or more per month on

official Government business) the option of making a commitment to use

Government-furnished automobiles or electing to use privately owned

conveyances. Such commitments will be for periods of time which warrant

the making of arrangements for supply of Government-furnished
automobiles,

and commitment changes shall be made in sufficient time in advance of
their

effective dates to permit arrangements to be made for acquisition or

disposal of Government-furnished automobiles as required.

\(ii\) Individual trip requirement. When a vehicle

is needed for official business, a reservation should be made in advance

with the GSA motor pool.

1-2.2.1. Use of contract airline service. The General Services

Administration (GSA), Transportation and Public Utilities Service
(TPUS),

has negotiated contracts with certificated air carriers to furnish air

passenger transportation for official Government travel at reduced
rates.

Except for the travel conditions indicated in subparagraph h, below, the

Government has agreed to place all of its official air travel with the

contract air carriers providing scheduled service between the city-pairs

covered by the contracts. These city-pairs are listed in Appendix B,
which

is updated annually.

a\. Carrier requirements. Carriers must publish flight

schedules of city-pairs awarded in the Official Airline Guide (OAG).

Contract airline service shall be available between the hours of 7 a.m.
and

10 p.m. (local time). The contractor shall not be required to furnish

services if, at the time of the request for services, the scheduled

aircraft is fully booked, nor shall the contractor be required to
furnish

any additional aircraft to satisfy the transportation requirement.

However, the contractor will provide the official Government traveler
with

the same services, including meals, as provided to its commercial

passengers in scheduled jet coach or better, subject to the rules and

procedures published in the air carrier\'s tariffs on file with the
Civil

Aeronautics Board. The carrier will make reservations for Government

travelers on the same basis as the regular coach service travelers and

shall not discriminate in favor of the commercial traveler.

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2300.2 REV-3

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b\. Procedures for obtaining service.

\(1\) Except as provided in (2), below, contract airline

service shall be ordered by the issuance of a SF 1169, Government

Transportation Request (GTR), either directly to the carrier contractor
or

indirectly to a Scheduled Airline Traffic Office (SATO) or other travel

services provider under contract to GSA. At Headquarters, and in

applicable field offices, HUD has arranged blanket GTR procurement of

airline tickets with SATO or GSA travel agent contractors so that
traveler

use of GTR\'s shall be minimal.

\(2\) Cash or personal credit cards shall not be used to

circumvent the Government\'s contract with the airlines. In emergency

circumstances when it is necessary for a traveler to use cash to procure

contract air service, the traveler shall be prepared to authenticate the

trip as official travel. When cash is used, contract air carriers have
the

option of furnishing services at either the contract or noncontract
fare.

If only one contract is awarded between a city-pair and the contractor
does

not provide a contract fare with the use of cash, the traveler shall

procure service from an airline offering the lowest noncontract fare. If

more than one contract has been awarded between a city-pair, the
traveler

shall observe the order of carrier succession in selecting a contractor

which provides a contract fare with the use of cash. If none of the

contractors provides a contract fare with the use of cash, the traveler

shall procure service from an airline offering the lowest noncontract
fare.

\(3\) When a reservation for contract air service is

requested, the fare basis shall be identified as \"YCA,\" and the
carrier\'s

ticket agent shall be instructed to apply the appropriate fare basis and

contract fare. Tickets shall be verified to ensure that the proper fare

basis and itinerary are shown on the ticket. Offices using teletype

ticketing equipment shall examine airline tickets to determine whether
the

correct fare basis and contract fare have been applied. Improperly rated

or fared tickets shall be canceled, and new tickets shall be issued.

Tickets picked up at airline ticket offices shall be verified to ensure

that the proper fare basis is shown on the ticket.

\(4\) Contract fares apply only between the cities named in

the Federal Travel Directory or Appendix B, and are not applicable to or

from intermediate points; however, the contract fare may be used in

conjunction with other published fares, including other contract fares.

Under this provision, carriers will provide through ticketing and
service.

\(5\) Cost-reimbursable Government contractors traveling on

official business shall obtain contract airline passenger transportation

only through the use of a GTR. However, current Department procedures

would not render use of the GTR by cost-reimbursable contractors cost

effective.

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2300.2 REV-3

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Consequently, such contractors may obtain contract air fares whenever
air

carriers permit the use of contract air fares without use of a GTR.

c\. Use of travel agents and Scheduled Airline Traffic Offices

(SATO\'s). GSA has entered into contracts with various commercial travel

agents and into agreements with SATO\'s to provide travel management

services for Federal agencies. These travel agents and SATO\'s are

responsible for providing and arranging all travel services to Federal

travelers. When GTR\'s are used, the travel agents and SATO\'s are
assigned

GTR numbers by each participating Federal agency, and the assigned GTR

number shall be shown on all transportation tickets issued. Travel

management services will also be furnished when GSA Contractor-issued

charge cards are used as announced in GSA Bulletin FPMR A-85. (See
GSA\'s

Federal Travel Directory for the location of travel agents and SATO\'s.)

d\. Federal Travel Directory. The Directory is published by GSA

and printed by Official Airline Guides, Inc. The Directory includes a
list

of city-pairs for which transportation services are contracted, airline

codes, contract airline schedules, fare basis and reservation telephone

numbers. The Directory also includes ground transportation information;

hotel/motel information is published separately under an annual

publication, the Federal Hotel/Motel Discount Directory. The Federal

Travel Directory is updated and published monthly. Both directories are

distributed to Administrative Officers in Headquarters. In the field,

distribution is to: Administrative Services Division Directors in
Regional

Offices and Category A-C Office Managers.

e\. Multiple awards between the same city-pair. When a

city-pair published in the Federal Travel Directory indicates that
multiple

contracts are awarded, the contractors are listed in descending order
from

the carrier (primary) offering the lower fare to the carrier (secondary)

offering the next higher fare. Except as otherwise provided in this

paragraph, employees shall request reservations from the contract
carriers

in the order of succession, as listed. If service by contract carriers
is

provided at different airports but still between the same city-pair
listed

in the Federal Travel Directory, the lowest overall cost, including the

contract fare, lost productive time, and ground transportation, will

determine which carrier will be used. The secondary carrier shall be
used

when the primary carrier cannot provide the service required by the

employee or when official travel falls within one of the exceptions
listed

in subpara. h below.

f\. Lower fares offered by contractors. When a contract carrier

offers a fare to the general public between city-pairs which is lower
than

the contract YCA fare, HUD offices may elect to use the lower
noncontract

fare instead of the contract fare. These lower fares may be used
provided

they do not alter the position of the contractors with respect to their
use

in progressive order as specified in subpara. e above. However, a change

in the order of carrier succession to obtain a fare lower than the YCA

fare may be justified based upon a comparison of total costs as
prescribed

in subpara.

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2300.2 REV-3

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h(3) below. For example, if the YCA fares for the same city-pair are
\$68

for carrier A and \$75 for carrier B and carrier A offers a fare lower
than

\$68, the lower fare may be used. If, on the other hand, carrier B
should

offer a fare lower than \$68 and carrier A remains eligible to furnish

service under its contract, carrier B\'s lower fare may be used if a
cost

comparison under subpara. h(3), below, justifies the use of carrier B\'s

lower fare. By offering to the general public an unrestricted fare that
is

lower than its YCA fare, the contract carrier assumes the status of a

noncontract carrier.

g\. Use of noncontract carriers. PAO\'s may authorize or approve

the use of noncontract air carriers when justified under the conditions

listed in subpara. h, below. This authority may be redelegated in

accordance with standard Department procedures. Travel order
documentation

is required.

h\. Conditions justifying use of secondary or noncontract

carriers. Use of secondary or noncontract air carriers is justified when

primary or contract air carriers cannot provide the services required or

when official travel falls within one of the exceptions noted in (1)

through (3), below. Justifications for the use of secondary or
noncontract

air carriers must be authorized on ITO\'s (if known before travel
begins) or

approved on vouchers (if not known before travel begins). The

justification numbers indicated below (1-3) shall be annotated on both
the

travel order and travel voucher.

\(1\) The contract (or primary contract) carrier\'s flight

schedule:

\(a\) does not meet the agency\'s mission requirements;

\(b\) would result in excessive local travel time and

cost at the origin or termination points;

\(c\) would require additional overnight lodging; or

\(d\) is inconsistent with the Government\'s policy of

scheduling travel to the maximum extent practicable during normal
working

hours (for further information, see the Federal Personnel Manual,

Supplement 990-2).

\(2\) Space aboard the contract (or primary contract)

carrier\'s scheduled flight is not available to accomplish the mission

requirements.

\(3\) On the basis of a comparison of total costs for each

individual trip, the use of standard jet coach fare (\"Y\" or \"S\"
class) is

less than the contract fare at the time the reservation is made
considering

such cost factors as actual transportation costs, subsistence, allowable

overtime, or lost productive time. Promotional or restrictive fares
(e.g.,

seating space or time limitations) shall not be used in the cost

comparison.

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i\. Traveler liability. In the absence of specific

authorization or approval stated on or attached to the travel
authorization

or travel voucher, the traveler shall be responsible for any additional

costs resulting from the use of noncontract service or contract services

that violate the order of carrier succession. The additional costs shall

be the difference between the unauthorized contract or noncontract air

service used and the lowest appropriate contract fare applicable under
this

regulation.

j\. Travel order documentation. A statement setting forth the

specific circumstances upon which an authorization to use a noncontract

carrier is based shall be signed by the authorizing official and
included

on or attached to the travel order. The statement shall identify the

appropriate justifying condition(s) as listed in subparagraph h., above.

In addition, Form HUD 25, Official Travel Order, shall be completed as

follows:

\(1\) Block 15, Mode of travel. Check the appropriate

modes(s) of transportation. Items under a., normal, indicate the
contract

or lowest noncontract fare applicable for the selected mode of

transportation. When not the contract or lowest noncontract fare

available, check the selected mode under b, special, and provide a

justification in block 17 or an attachment when extra space is needed.

\(2\) Block 17, Justification for special modes of travel and

allowances. When use of a noncontract airline service is authorized, the

subparagraph number at the appropriate justifying condition, as listed
in

subpara. h., above, shall be entered. A detailed justification is also

required.

k\. Travel voucher documentation. Authorizing officials may

approve the use of a noncontract carrier which was not authorized in

advance of travel provided the traveler has an appropriate and
verifiable

justification (see paragraph 1-2.2.1.h.). A detailed, narrative

justification must be attached to the SF-1012, Travel Voucher. Indicate

the justification code in block 12. The signature of the authorizing

official in block 14 of the voucher shall certify the approval of the

justification for the use of a noncontract carrier.

l\. Travel on official time. Section 6107 (b)(2) of Title 5,

United States Code, provides, in part: \"To the maximum extent
practicable,

the head of an agency shall schedule the time to be spent by an employee

in a travel status away from his/her official duty station within the

regularly scheduled workweek of the employee.\" Insofar as practicable,

travel during non-duty hours shall not be required of an employee. It is

not the policy of the Department to require an employee to travel during

nonduty hours for the purpose of using contract airlines.

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m\. Collective agreements. This regulation (paragraph 1-2.2.1)

shall not be interpreted to nullify any valid, negotiated agreement
between

management and a union covering any provision of employee travel in
effect

on June 30, 1980. Upon the expiration of agreements exempted, the

provisions of this paragraph shall apply.

1-2.6. Use of Government-furnished vehicles.

b\. Government driver\'s identification card.

\(1\) Occasional use. To obtain a Government-furnished

vehicle (GFV) for short-term use, the traveler must have a HUD 25 which

specifically authorizes use of a GFV. The traveler must also have a
valid

state, District of Columbia, or territorial motor vehicle driver\'s
license.

\(2\) Long-term use. A Standard Form 46, U.S. Government

Motor Vehicle Operators Identification Card, and a valid state license
must

be in the high mileage driver\'s possession while operating a GFV. SF 46

may be issued to employees upon submission to the administrative office
of

Forms HUD 87, Driver\'s Past Performance Record, and SF 47, Physical
Fitness

inquiry for Motor Vehicle Operators. The identification card will
include:

type of Government vehicle authorized to be operated by the employee;
any

restriction imposed upon the holder; and the date of expiration, not to

exceed three years beyond the date of issue. The issuing officer shall:

\(a\) Review the completed SF 47 and HUD 87. If

necessary, refer the employee for a medical examination using SF 78,

Certificate of Medical Examination.

\(b\) Waive the road test when it is impractical to

apply it or when the competence of the employee has been established by

his past driving record, or require the employee to take a practical
road

test.

\(c\) Reject the application on the basis of the

employee\'s poor driving record or physical condition.

\(d\) Issue or renew the identification card for a

three-year period.

\(e\) Obtain and cancel the identification card issued

to an employee who is separated or reassigned to duties not requiring
its

use, whose card has expired, or whose state operator\'s permit has been

revoked or not reissued.

\(3\) Use records. The operator\'s packet provided with each

vehicle contains a supply of GSA Forms 494, Monthly Motor Vehicle Use

Record, and instructions concerning its use. Upon return of the vehicle,

the form

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CHG-1

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shall be completed and the original furnished to the GSA Motor Pool. For

long-term rental vehicles, the GSA Form 494 shall be completed and

furnished to the Motor Pool monthly. A copy of all GSA Forms 494 shall
be

furnished to the Administrative Officer of the HUD office to be billed.

\(4\) Pickup and return of vehicles. Unless otherwise

arranged in advance, vehicles must be picked up and returned during

official working hours.

\(5\) Gasoline. It is the policy of the Government to use

unleaded or lowlead content gasoline in vehicles except when it is
clearly

impracticable or not feasible to do so. The cost of gasoline shall not
be

used as a factor in determining the practicability or feasibility of
using

unleaded or lowlead content gasoline; however, manufacturer\'s

recommendations on octane requirements shall be generally followed.

Lowlead content gasoline is defined as containing 0.5 gm/gal. lead.

\(a\) Government dispensing stations. Government

dispensing stations will be used to the maximum extent practicable. Each

GSA Regional Motor Pool maintains bulk gasoline storage for dispensing
to

Government vehicles. Information concerning the location of additional
GSA

dispensing facilities may be obtained from the GSA Regional Motor Pool.

\(b\) Commercial service stations. Included with each

Interagency Motor Pool vehicle is a booklet entitled \"Government
Vehicle

Operators: Your Guide to Service Stations for Gasoline, Oil and

Lubrication.\" The booklet lists all commercial suppliers on contract

under the Federal Supply Schedule, FSC Group 91, Part III. In locations

where Government dispensing stations are not available, service stations

listed in the guide that dispense unleaded or lowlead gasoline at the

largest discount should be used to the extent practicable.

\*

1-2.7 Reporting of accidents. Accidents which occur while operating a

Government furnished, privately owned or commercial conveyance during
the

conduct of official business shall be reported in accordance with
Handbook

791.1, Employee\'s Safety and Health. \*

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12/84 1-2-8

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2300.2 REV-3

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HOUSING AND URBAN DEVELOPMENT

TRAVEL REGULATIONS

Chapter 1. Travel Allowances

Part 3. Use of Commercial Transportation

1-3.1. Taxicabs. It is the Department\'s policy that employee

convenience alone is not sufficient justification for use of a taxicab.

c\. Receipts. Receipts are required for all cab fares in excess

of \$25.

1-3.3. Travel policy and class of service authorized.

a\. General policy. The class of service shall be documented on

the HUD 25, Official Travel Order. The authorizing official shall be

responsible for approving the appropriate class of service for each
trip,

including all segments of each trip. Contract air carrier service shall
be

used for all official airline travel to city-pair locations (see
Appendix

B), unless appropriately justified and approved (see paragraph
1-2.2.1.h).

b\. Train accommodations.

\(1\) Sleeping car accommodations. Use of higher cost

sleeping accommodations for security purposes must be authorized by the

principal authorizing official only.

\(4\) Amtrak ticket purchase. Amtrak does not accept GTR\'s

for ticket purchases under \$100. Amtrak will accept cash, check or
credit

card. At Headquarters, travelers shall present travel orders to obtain

tickets (see Appendix C).

d\. Airline accommodations.

\(2\) Authorization and approval of the use of first-class

air accommodations.

\(a\) Authorization or approval. Authority to authorize

or approve first-class air accommodations is limited to the Secretary
and

Under Secretary except that PAO\'s have authority to authorize or
approve

first-class accommodations for handicapped employees and travelers who

certify that regularly scheduled flights provided only first-class
service.

\(b\) Requirements. Requests for authorization or

approval for the use of first-class accommodations shall be in writing
and

submitted to the Under Secretary through the cognizant PAO. Requests
shall

be routed

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2300.2 REV-3

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to these officials through the usual supervisory channels. Any
authorizing

official in the chain of command may disapprove a request made on the
basis

that space was not available in less-than-first-class in time to
accomplish

the purpose of travel.

\(c\) Employee responsibility and documentation.

\(i\) Requests for first-class air service shall

include the name and position or title of the traveler, a detailed

justification for the use of first-class accommodations and other
pertinent

data. Any request that is not fully justified will be disapproved.

o When less-than-first-class is not

available in time to accomplish the purpose of travel, requests for

approval must include information such as when the travel assignment was

first known, when reservations were made, flight number and other

particulars. In this situation, the traveler must request the airline to

place them on a \"wait-list\" for coach accommodations which may become

available before flight time. Requests for approval must state that the

traveler was placed on a \"wait-list.\"

o Requests for approval based on overall

savings to the Government must include a statement of the savings.

\(ii\) Fully justified requests for first-class

airline accommodations shall be signed and dated by the authorizing

official and attached to the travel order. The authorizing official
shall

also indicate the trip segments for which first-class travel is
authorized.

Authorization of first-class accommodations based on specific
circumstances

relating to only a portion of a trip does not constitute approval of

first-class accommodations for the entire trip. Travel order
documentation

in Block 15 is also required (see Appendix A).

\(iii\) The traveler must state on the travel

voucher the reason for the use of first-class air accommodations.

Signature of the employee on the voucher certifies the statement. When

prior approval is granted, the specific authorization or approval shall
be

attached to the voucher. When the traveler is unable to obtain prior

authorization because of extenuating circumstances of the travel, a

detailed justification statement shall be approved by the authorizing

official and attached to the travel voucher. When the use of first-class

is due to a physical impairment and a current medical certificate is on

file, the traveler should reference the medical certificate.

\(iv\) In the absence of specific authorization or

approval for the use of first-class accommodations, the employee shall
be

responsible for all additional costs resulting from the first-class
travel.

Further, when a traveler uses first-class accommodations for ALL
SEGMENTS

of a trip when first-class was authorized for only a portion of the
entire

trip, the traveler shall be liable for the excess costs of all trip

segments for

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2300.2 REV-3

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which first-class travel was not authorized or approved. The additional

costs shall be the difference between the first-class accommodations
used

and the next lower class below first-class except that between city-pair

locations, the difference shall be between the first-class fare and the
YCA

contract fare. Employees who travel first-class for their own
convenience

shall pay the additional costs involved directly to the airline, SATO or

GSA travel agency contractor. Also, travelers who do not have the
required

first-class authorization indicated on the face of the travel order and
the

necessary justification statement, shall pay excess costs directly to
the

airline, SATO or GSA travel agency contractor. When approval for the use

of first-class is denied, any additional cost will be deducted from the

amount claimed on the voucher.

\(3\) Use of first-class air accommodations.

\(a\) Employee certification required. An employee\'s

usual authorizing official may authorize or approve the use of
first-class

air accommodations when it is the only class of service provided on

regularly scheduled flights between the authorized origin and
destination

points, including connecting points.

\(b\) Agency authority or approval required.

\(ii\) PAO\'s are delegated the authority to

authorize or approve first-class air accommodations for handicapped or

physically impaired employees who are not able to use other
accommodations.

Requests for authorization will be forwarded to the appropriate official

together with the medical certificate to substantiate the condition. The

medical certificate and the authorization will be forwarded to the

appropriate accounting office. A copy of the authorization will be

furnished to the traveler. Except for a permanent handicap or physical

impairment, medical certificates shall be updated annually. An employee

with a permanent impairment is not required to have the medical
certificate

recertified annually. However, the physician\'s medical certificate must

indicate that the employee\'s condition is permanent.

1-3.4. Special fares.

b\. Reduced rates.

\(1\) Use of special lower fares. Travel by noncontract

carriers between the designated city-pairs should be authorized in
advance

on a HUD 25, Official Travel Order. Justification for the use of

non-contract carriers and other contract airline procedures are
contained

in paragraph 1-2.2.1.

1-3.4.1 Prepaid airline tickets. To minimize the issuance of individual

GTR\'s to travelers, prepaid tickets should be used to the greatest
extent

practicable. A prepaid ticket is one that is ordered from and

electronically

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1-3-3 5/84

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2300.2 REV-3

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transmitted, by the ticketing facility used, to the departure airport
for

traveler pick-up. Tickets shall be procured from the appropriate
Scheduled

Airline Traffic Office or GSA Travel Management Center.

a\. Time Factor. This arrangement usually requires

approximately three to four hours to permit ticket availability at the

departure airport. However, since delays occasionally occur in
electronic

ticket transmissions, prepaid tickets should be ordered at least one
work

day in advance of the departure time. Travelers should contact the
airport

in advance to assure that the ticket is available for pick-up.

b\. Unavailable Tickets. If the ordered ticket is not

available, the traveler should contact his/her office or the
transmitting

ticketing facility for assistance, including the transmission of a

duplicate ticket, if necessary. If this is not feasible due to time

constraints, the traveler may obtain an individual GTR from the

Administrative unit of the local HUD office where temporary duty travel
is

being performed or, in the case of non-employees, from the HUD office
that

services the individual\'s local area.

1-3.5. Unused, downgraded or oversold transportation services.

c\. \"Bill charges to\" documentation. Travelers shall be

responsible for providing Department \"bill charges to\" information to

airline agents in the event of a ticket exchange or downgrade. The

authorizing official shall be responsible for assuring that \"bill
charges

to\" data is provided to the traveler. \"Bill to\" information, includes
the

name of the agency, accounting office and address of the appropriate

accounting office. This information shall be documented on the travel

order prior to approval of the order (see Appendix A).

d\. Downgraded tickets. Where transportation service furnished

is inferior to that called for by a ticket or where a journey is
terminated

short of the destination specified on the GTR, the traveler shall report

the facts on the travel voucher and indicate that a partial refund is
due

the Department. \"Partial Refund Due/Ticket Attached\" shall be written
in

bold letters on the face of the voucher. The downgraded ticket refund

application or partially used ticket shall be attached to the voucher.

e\. Ticket exchanges. Travelers shall obtain appropriate

tickets and receipts or ticket refund applications from air carriers at
the

time ticketing changes occur.

\(1\) Procedure. Tickets obtained from a SATO or GSA Travel

Management Center shall only be returned to the facility during the same

week in which the ticket was initially obtained. Tickets which require

amending or cancelling after this time shall be submitted to the

appropriate accounting office in accordance with regulations.

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5/84 1-3-4

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2300.2 REV-3

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\(2\) Itinerary changes. After tickets have been obtained by

the traveler, any official travel itinerary changes which will increase
the

cost of the ticket by more than \$50 shall be authorized only by an
amended

travel order prior to the performance of official travel.

f\. Cash payments for upgraded tickets. When it becomes

necessary to expand original trip itineraries due to authorized
emergency

situations either immediately preceding, during or after official
travel,

the procedures below shall be followed to reduce excess and/or penalty

charges to the Department.

\(1\) Amended travel orders are required for official travel

when adding cities to the trip itinerary.

\(2\) When time permits, travelers shall be issued prepaid

tickets for pick up at the departure airport. However, when time does
not

allow the wiring of airline tickets, travelers may obtain a GTR from the

temporary duty (TDY) station after receiving an amended travel order.

\(3\) Authorizing officials shall expeditiously forward

amended travel orders to the traveler; facsimile transmission may be
used,

if practicable.

\(4\) The unused portion of the original ticket may be turned

in to the airline agent with the appropriate bill charges to information

(see subpara. c, above). Carriers are required to make refunds to the

\"bill charges to\" office indicated within 60 days from the date of
ticket

exchange.

\(5\) When the unused portion of an original ticket was not

turned in to the airline agent, it shall be submitted to the appropriate

accounting office in accordance with established procedures. Accounting

offices shall request refunds for unused or partially used tickets
(tickets

that have not been exchanged and on which all or some portion of travel

remains unperformed), through the use of SF 1170, Redemption of Unused

Tickets.

\(6\) Frequent travelers may obtain an extra GTR prior to

travel to accommodate possible itinerary changes which may occur while
on

travel. Travelers who obtain extra GTR\'s for travel will be closely

monitored to assure compliance with applicable Federal regulations.

Improper use of GTR\'s may subject the employee to personal liability
and/or

disciplinary actions. Travelers shall return any unused GTR\'s to the
issuer

upon completion of the official travel.

g\. Employee liability. Failure of travelers to comply with the

above procedures may subject them to liability for any resulting losses.

Unused tickets or portions thereof, whether paid for in cash or cash

equivalent, shall be attached to the voucher. Ticket numbers should be

noted by the traveler for his/her protection. Never write \"void\" or

anything else on a ticket to be submitted for refund. When you alter the

face of a ticket, the airline is not required to refund that ticket. Any

notes should be attached to the ticket with a paper clip.

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2300.2 REV-3

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h\. Oversold reserved accommodations.

\(1\) Penalty payments from airlines for denied boarding.

Penalty payments made by air carriers under certain provisions of their

tariffs for failing to furnish accommodations for confirmed reserved
space

are due the Government and not the traveler when they result from travel
on

official business. Travelers denied confirmed reserved space shall
ensure

that the liable carrier shows on the compensation check the \"Treasurer
of

the United States\" as payee. The traveler shall give the carrier a
receipt

for the check and retain a copy of the receipt. Any such payments
received

from carriers shall be turned in to the appropriate accounting office.

(See subpara. j, below concerning other items received while on official

travel.)

\(2\) Carrier payments for voluntarily vacating seat.

Payments received by an employee for voluntarily vacating his/her seat
on

an overbooked flight may be retained by the employee only under the

following conditions. If the employee voluntarily gives up his/her seat
and

thereby incurs additional travel expenses beyond that which he/she would

have normally incurred, these additional expenses must be offset against

the payment received by the employee. Also, Government employees are not

expected to voluntarily give up their reserved seats if it would impinge

upon the performance of official duties. To the extent the employee\'s

travel is delayed during official duty hours, the employee will be
charged

annual leave for the additional time (59 Comp. Gen. 203). In this

situation, the travel voucher must show the actual travel, including

additional costs and constructive travel costs, i.e., how the travel
could

have been accomplished and related costs, if the employee had not

voluntarily vacated his/her reserved seat. The voucher must also show
any

annual leave chargeable.

i\. Used airline tickets. Photocopies of used airline tickets

will not be acceptable to support travel claims. The passenger copy of

used tickets shall be attached to the SF 1012, Travel Voucher, prior to

submitting the voucher for processing. The employee shall maintain

photocopies of the passenger copy of a ticket for his/her own records,
if

desired.

j\. Bonus goods. Any bonus goods (coupons, cash, merchandise,

etc.) received by personnel while on official travel becomes the
property

of the United States Government. This includes, but is not limited to,
the

following: coupons and other items which offer a cash surrender value;
gold

nuggets and other bonus goods; trading stamps good for a variety of

merchandise; and direct cash payment by airlines due to delayed boarding

and/or cancellation of a reservation (denied boarding compensation).

\(1\) Coupons or other items which carry only a cash

surrender value shall be forwarded to the accounting office and redeemed

immediately with the proceeds deposited to miscellaneous income account.

Coupons which carry a discount for future travel should be integrated
into

agency travel plans to maximize their benefit to the Government. When a

coupon is used, the appropriation shall only be charged the net amount

required to cover

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5/84 1-3-6

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2300.2 REV-3

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the travel (full fare less the coupon value). If office travel plans
will

not absorb all coupons held, the office should forward the surplus to
the

appropriate Administrative Officer. Coupons not usable by other offices/

divisions shall be forwarded to the appropriate accounting office.

\(2\) Other merchandise received as bonus goods shall be

forwarded to Administrative and Management Services in Headquarters and
the

Administrative Services Division or equivalent in field offices. These

offices shall follow procedures contained in 41 CFR 101.25.103 for
disposal

of merchandise received as bonus goods. This regulation provides that
such

merchandise be forwarded to the nearest Government medical facility for
its

use. Merchandise received that is of no value to a medical facility
should

be disposed of or utilized in accordance with 41 CFR 101-43, 44, 45.

\(3\) Each employee is responsible for the reasonable

safeguarding of U.S. Government property in his/her custody, including

items received while on official travel. Such property may not be

converted to personal use. Employees will report to their Administrative

Officer, who in turn will report to the Accountable Property Officer,
any

such property which is lost or stolen. In addition, when property
received

while on official travel is lost or stolen, the related voucher must

include a statement of the facts.

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2300.2 REV-3

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HOUSING AND URBAN DEVELOPMENT

TRAVEL REGULATIONS

Chapter 1. Travel Allowances

Part 4. Reimbursement for Use of Privately Owned Conveyances

1-4.1. Basic rules.

a\. Mileage payments.

\(1\) PAO\'s may limit payments for travel between an

employee\'s residence and first place of temporary duty in the vicinity
of

the official duty station (see para. 1-1.7.4f). This authority may be

redelegated.

\(2\) Except as otherwise provided in these regulations, an

administrative determination must be made before use of a privately
owned

conveyance may be authorized or approved.

1-4.2. When use of a privately owned conveyance is advantageous to the

Government.

a\. Authorized mileage rates. The mileage rates in this

paragraph do not apply to relocation (see chart, Appendix D). Rates for

relocation are shown in Chapter 2.

1-4.3. Use of a privately owned conveyance instead of common carrier

transportation. A privately owned conveyance may be used for official

business travel as a matter of personal preference instead of common

carrier transportation. However, leave must be charged for travel time

during normal working hours in excess of the travel time that would have

been required if travel had been performed by common carrier and the

mileage reimbursement is limited to the constructive cost of travel by

common carrier. The voucher must show the actual travel, i.e., time of

departure; miles traveled times the appropriate rate per mile; time of

return; and per diem computation for the actual travel time. The voucher

must also show the constructive cost statement shall include all
elements

of the rules provided including the time travel would have begun and
ended,

constructive per diem for this period, usual transportation costs to and

from carrier terminals, cost of excess baggage, and air fare. The amount

reimbursable is limited to the total constructive cost. Accordingly, the

amount claimed will be the lesser of the total actual cost or the total

constructive cost.

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1-4-1 5/84

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2300.2 REV-3

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1-4.4. Use of a privately owned conveyance instead of a

Government-furnished automobile.

a\. Planning for use of Government-owned automobiles. Annually,

by July 31, each employee whose official mileage is expected to exceed

1,000 miles per month (high-mileage driver) will make a written
commitment

for the next fiscal year. The commitment will state whether the employee

will drive a Government-furnished automobile specifically assigned for
his

individual use, or his privately owned automobile. While the commitment
is

normally intended to cover a fiscal year period, the date of Government

vehicle availability may require that 12 months other than a fiscal year
be

used. The actual commitment period begins when the vehicle is delivered

and runs for 12 months thereafter. The commitment will be the basis for

reimbursement to the employee for the commitment period.

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5/84 1-4-2

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2300.2 REV-3

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HOUSING AND URBAN DEVELOPMENT

TRAVEL REGULATIONS

Chapter 1. Travel allowances

Part 5. Baggage

\*

1-5.3. Payment of costs for baggage.

a\. Transportation charges for excess baggage. Receipts are

required for all cash payments, regardless of amount, and must show the

weight of the baggage and the points between which it was shipped.

d\. Checking and handling of baggage. Charges of tips for

handling personal property items are included in the per diem allowance
or

maximum daily rate when actual subsistence is authorized.

1-5.6. Lost or damaged baggage. When not adequately reimbursed by a

carrier for lost or damaged property, the traveler may file a claim
under

the Military Personnel and Civilian Employees Claims Act of 1964. \*

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1-5-1 12/84

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2300.2 REV-3

CHG-1

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HOUSING AND URBAN DEVELOPMENT

TRAVEL REGULATIONS

Chapter 1. Travel Allowances

Part 6. Communications Services

\*

1-6.5. Supporting statement. The approving official\'s signature on the

travel voucher certifies that official telephone calls were in the
interest

of the Government. For any other method of communication, a supporting

statement must appear on the travel voucher. \*

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1-6-1 12/84

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2300.2 REV-3

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HOUSING AND URBAN DEVELOPMENT

TRAVEL REGULATIONS

CHAPTER 1. Travel Allowances

Part 7. Per Diem In Lieu of Actual Subsistence

1-7.2. Maximum locality rates.

a\. Conterminous United States. When it is determined due to

unusual circumstances of the travel assignment, that the maximum per
diem

allowance would be less than the amount required to meet the necessary

subsistence expenses of the traveler, reimbursement on the basis of
actual

subsistence expenses may be requested in accordance with paragraph
1-8.1.c.

1-7.3. Agency responsibility for authorizing individual rates.

a\. General. It is the responsibility of each authorizing

official to authorize only such per diem allowances as are justified by
the

circumstances affecting the travel. All travelers are expected to obtain

the most economical available rates for adequate and reasonable

accommodations. Travelers should refer to the annual Federal Hotel/Motel

Discount Directory and the monthly Federal Travel Directory when making

travel plans. (These publications may be obtained for referencing from

Administrative Officers in Headquarters and administrative offices in
the

field.) Any payment required for unused room reservations is the

responsibility of the traveler. Reservations which cannot be kept should
be

cancelled as soon as possible.

b\. When lodgings are not required. For travel of less than 24

hours when lodgings are not required, the per diem rate is \$23. No per

diem shall be allowed for temporary duty travel when the travel period
is

10 hours or less except when the travel period is 6 hours or more and

begins before 6 a.m. or terminates after 8 p.m.

c\. When lodgings are required.

\(1\) A traveler\'s daily lodging cost is ordinarily shown on

the bill from the hotel or motel. However, there are occasions when a

traveler rents accommodations on a periodic basis, (weekly, monthly,
etc.)

or shares accommodations with others, requiring a determination of the

daily lodging cost for each individual. Guidelines for determining the

daily lodging cost are as follows:

\(a\) When quarters are rented on a periodic basis, the

total cost for each period may be divided by the number of nights during

the period that the traveler occupied them to determine the daily
lodging

cost. If facilities or services must be paid separately, they may be

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1-7-1 5/84

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2300.2 REV-3

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included in lodging costs to the extent that they are items that would

ordinarily be included in a bill for a hotel or motel room. The
following

items may properly be included in such charges:

\(i\) Rental of quarters;

\(ii\) Non-refundable deposit;

\(iii\) Rental (not purchase) of dishes, linens, and

furniture (including television);

\(iv\) Maid service for cleaning, making beds, etc.

(tips are not allowable);

\(v\) Local telephone service but not the

installation of a telephone; and

\(vi\) Utilities.

\(b\) When two or more employees in an official travel

status share accommodations, they should arrange to be billed separately

for their portion of the costs in order to have the documentation
necessary

for their vouchers. If this is not possible, the lodging cost for each

should be found by dividing the number of travelers using the

accommodations into the total lodging cost for the period. The result

should be divided by the number of nights during the period spent in the

accommodations by each employee, to find the daily lodging cost for that

employee.

\(c\) When a traveler shares accommodations with family

members or others who are not Government employees in an official travel

status, the single occupant rate is the daily lodging cost.

\(d\) Lodging costs for nights not spent in a commercial

establishment, such as a hotel or motel, will be determined as follows:

\(i\) If the traveler pays for staying with friends

and relatives in noncommercial lodging, reimbursement for lodging costs

will not be at some arbitrary figure such as the usual commercial rate
in

that area. By decision of the Comptroller General, lodging costs must be

reasonable and based on the additional expenses incurred by the host as
a

result of the employee\'s stay. Therefore, the costs will be considered

as zero unless the traveler furnishes a statement detailing the actual

additional expenses incurred by the host in operating the household due
to

the employee\'s presence (such as, extra utilities and laundering of bed

linen) and a receipt from the host for payment for the expenses reported

see 55 Comptroller General 856 (1976) . Alternately, the A.O. may

establish a reduced per diem rate in advance of the travel (see g.,
below).

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5/84 1-7-2

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2300.2 REV-3

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\(ii\) When a traveler uses a rented trailer or

camping vehicle, the daily rental and overnight parking expense will be

considered the lodging costs in calculating the per diem rate.

\(iii\) Fees charged for nights spent at

noncommercial facilities such as military posts and educational

institutions will be considered as lodging costs in calculating per
diem.

\(e\) Calculating the average cost of lodging. One per

diem rate shall be computed for all travel covered by the voucher for
which

per diem is claimed. Days for which actual subsistence expense is
claimed

and the lodging cost for such days shall be excluded in computing the
per

diem rate. The per diem rate using the average lodging-plus method shall

be computed as follows:

\(i\) Divide the number of nights for which

lodgings were or would have been required while away from the official

station into the total amount paid for lodgings during the period
covered

by the voucher. Exclude the night of the employee\'s return to his/her

residence or official station from this computation.

\(ii\) To the average cost of lodging add \$23 for

meals and miscellaneous expenses. The resulting amount rounded to the
next

whole dollar, not to exceed \$50, shall be the rate to be applied to the

traveler\'s reimbursement voucher.

\(f\) Examples of per diem computation:

Example 1: Summary of per diem computation:

5 days @ \$25.50

Average lodging \$25.50 plus \$23.00 equals \$48.50

Per diem rate \$49.00 (rounded)

Example 2: Summary of per diem computation:

4 days at \$24.30 \$ 97.20

2 days at 0 0

3 days at \$19.60 86.40

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Total lodging cost \$183.60

\$183.60 divided by 9 days equals \$20.40

\$20.40 plus \$23.00 equals \$43.40

Per diem rate \$44.00 (rounded)

Example 3: Summary of per diem computation:

3 days at \$27.80

Average lodging \$27.80 plus \$23.00 equals \$50.80

Per Diem Rate \$50.00 (maximum allowable).

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1-7-3 5/84

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2300.2 REV-3

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\(g\) Lodging receipts. Receipts for lodging costs are

not required. However, employees must retain lodging receipts for a
period

of one year. Such receipts shall be made available for review or audit

purposes.

\(h\) Required certification/information. Travel

vouchers must include a certification that per diem claimed is based on
the

average cost for lodging. The required certification is printed on the

face of the SF-1012 (Rev. 10-77). All departure and arrival times used
to

compute per diem entitlement shall be shown on the voucher.

e\. Meetings and conventions.

\(1\) HUD-sponsored meetings and conferences should be

planned to allow the most effective use of HUD funds. If a meeting or

conference is necessary, facilities must be chosen with paramount
concern

for minimizing costs of transportation, per diem or subsistence, local

meals, and rental of conference rooms. The following order of preference

must be adhered to:

\-- local HUD facilities,

\-- other local Government facilities,

\-- other local conference facilities, and

\-- facilities outside the employee\'s official duty

station.

\(2\) If employees from more than one official duty station

are to attend a meeting or conference, a site shall be chosen which
results

in the lowest overall cost to the Department. There are several
resources

available to assist authorizing officials in planning and selecting the

optimum site for conferences and meetings. These resources include:

\-- Office of Training-optimum meeting location

computer program.

\-- GSA computerized conference location selection

model (see FPMR A-83).

\-- Scheduled Airline Traffic Offices (SATO\'s) or GSA

Travel Management Centers can assist authorizing officials in planning

conferences. These service providers should be contacted at least 90
days

in advance of the desired conference date(s) for the best service.
Offices

may only request assistance from the service provider that the
Headquarters

or field office is utilizing.

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5/84 1-7-4

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2300.2 REV-3

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\(3\) If a meeting of 7 or more employees requires the

payment of transportation expenses, a cost analysis must be made and
kept

on file by the approving official. At a minimum, this analysis shall

contain the name and duty location of each employee, the estimated total

travel costs of each employee, other anticipated expenses (conference
room

rental, etc.), and a justification for choosing the conference site over
at

least three other reasonable sites.

\(4\) Meals included in registration fees. If meals are

included in the registration fee for a meeting or conference, deduct \$6

from the per diem claim for each meal provided. This applies to meals

furnished by non-Government organizations through arrangement with the

Government or through registration fees paid by the Government.

f\. Subsistence payments for extended training assignments.

Extended training assignments place employees in a special situation
where

lodging and meals at reduced rates are generally available from the

training institutions or from nearby facilities. The Department is

required to justify any payment greater than 55 percent of either full
per

diem or of the prescribed maximum daily rate for high rate geographical

areas. The Director of Training is responsible for authorizing training

travel that involves an extended stay.

\(1\) Payment options for extended training assignments.

Training subsistence payments shall be in accordance with the following

options:

\(a\) Standardized subsistence payments. When

standardized subsistence payments are made the authorizing official may

authorize payment of either:

\(i\) Fifty-five percent of the maximum per diem

rate, or, if the training facility is in a designated high rate

geographical area, 55 percent of the maximum daily rate specified for

that area.

\(ii\) Where large numbers of employees are trained

at facilities in a single area, the Director of Training or designee may

authorize an alternative standardized payment. The alternative

standardized payment shall be based on survey data of actual subsistence

expenses for the geographical area, not exceeding the full per diem or
the

prescribed maximum HRGA rate specified for that area. Also, a set amount

below the 55 percent rate may be established by the authorizing official
as

part payment towards the subsistence expenses of any employee who
accepts a

training assignment of any length at that set payment.

\(2\) Other than standardized payments. If an authorizing

official chooses to make other than a standardized payment described in

(a), above, he/she may pay all or part of the actual subsistence
expenses.

If any payment greater than the 55 percent of the rate in (a), above, is

made, documentation of the circumstances leading the authorizing
official

to determine that a higher payment would be in the public interest must
be

attached to the HUD 25, Official Travel Order.

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1-7-5 5/84

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2300.2 REV-3

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g\. Specific per diem rates. When a traveler is able to secure

lodging and meals at no or lower costs, the authorizing official shall

establish a specific per diem rate in advance of the travel. The

individual circumstances surrounding the travel of an employee shall be

considered when setting a specific per diem rate. The authorized rate

shall be documented on the HUD 25.

\(1\) Lower lodging and meals costs.

\(a\) For travel assignments over 30 days when travelers

are able to secure lodging and meals at lower costs, the per diem rate

shall be adjusted downward on a case-by-case basis.

\(b\) Travelers who incur no lodging costs while in

official travel status may be reimbursed for transportation expenses to
and

from the place of free lodging, not to exceed the average daily lodging

cost which would normally be incurred. If the employee has incurred

lodging costs in the same city immediately before the free lodging, the

reimbursement will be limited to the daily average cost of this lodging.

(Zero-cost lodging nights will not be used to arrive at the average
daily

lodging cost for purposes of this comparison.) Allowable transportation

costs must not exceed \$27 per day. If the traveler is in free lodgings
for

the entire trip, reimbursement for transportation costs may not exceed
\$27

per day. Travel by private automobile under these conditions will be

reimbursed at the rate applicable when use of a private automobile is

advantageous to the Government. This provision is not applicable when

lodging is obtained under contract unless the employee makes appropriate

arrangements in advance and is released from the space previously
reserved

for his/her use.

\(2\) No meal costs. For meals furnished at no cost to the

Government, a reduction of \$6 per meal from the established locality
per

diem rate shall be made. No deduction is required for meals furnished on

common carrier.

\(3\) No lodging or meal costs. When there is no cost for

lodging or meals, the per diem rate may be set at \$6.00 per day.

\(4\) Lodging or meals furnished under contract. It is the

responsibility of the authorizing official to ascertain the cost to the

Government for lodging furnished to a traveler under a Government
contract.

The contract cost of lodging and/or meals and the per diem reimbursed to
a

traveler may not exceed the maximum allowable per diem. Generally, the

lodgings-plus method of computing per diem is not appropriate when
lodging

and/or meals are provided to a traveler under a Government contract.

However, this method may be used when the fixed allowance for meals and

miscellaneous subsistence expenses plus the contracted lodging cost does

not exceed the maximum allowable per diem. A flat rate per diem at a

reduced rate should be established in advance of the travel when the

lodgings-plus method is inappropriate.

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5/84 1-7-6

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2300.2 REV-3

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1-7.5. Interruptions of per diem entitlement.

\(1\) General.

\(a\) Example 1. An employee who normally works from

7:30 AM to 4:00 PM goes on leave at 2:00 PM. Since 2:00 is in the third

quarter-day, the employee\'s per diem will stop at the end of the third

quarter-day (6:00 PM). If the employee returns to work at 2:00 PM the

next day, per diem entitlement will resume as of 12:01 PM (the start of

the third quarter-day).

\(b\) Example 2. An employee who works from 7:30 AM to

4:00 PM is on TDY for one week. If the employee takes 2 days of leave

(Wednesday and Thursday), per diem will end at midnight Tuesday and
resume

at 12:01 AM Friday.

b\. Illness or injury.

\(2\) Evidence of illness or injury required. The type and

duration of the leave must be shown on the travel voucher. No additional

evidence of the illness or injury need be submitted with the travel

voucher. The time and attendance records shall suffice.

c\. Return to official station on nonworkdays.

\(1\) When travel cost is less. Except when official

business is to be transacted at the temporary duty site on nonworkdays,

authorizing officials shall require travelers to return to their
official

station for non-workdays when such return would result in reduced travel

costs, i.e., the cost of transportation and per diem to and from the

temporary duty site is less than the cost of per diem and any travel

expenses which would have been allowable if the traveler remained at the

temporary duty location.

\(2\) Employees in positions requiring extended periods of

TDY. Employees may be ordered to return to their official stations on

non-workdays when the cost of returning is outweighed by savings in
terms

of increased morale, efficiency and productivity, as well as by reduced

costs of employee recruitment and retention. Generally, employees may be

ordered to return to their official stations at intervals of not less
than

two weeks, provided that the TDY assignment will continue for at least
two

more weeks. Requests for authority shall be submitted to the Assistant

Secretary for Administration through the PAO together with the cost

analysis and justification. Approvals may be for up to a biannual period

or the period covered by the employee\'s extended period of TDY. Weekend

travel to locations other than the permanent duty stations does not
qualify

under this authority.

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1-7-7 5/84

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2300.2 REV-3

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1-7.6. Per diem computation rules.

a\. No allowance at permanent duty station. Regional

Administrators have the authority to define the boundaries of an
official

duty station for the purpose of determining whether or not per diem may
be

paid (see para. 1-1.7.4). It is recommended that the following criteria
be

used:

\-- HRGA\'s \-- the boundaries set by GSA.

\-- Non-HRGA\'s \-- an area within a 25-mile radius of

the employee\'s duty point.

d\. Computation of basic entitlement.

\(2\) Travel of more than 24 hours.

Midnight Begin here at 12:01 a.m.

P.M. A.M.

6 p.m. 6 a.m.

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P.M. A.M.

Noon

Examples:

Traveler departs residence at 9 p.m. = 1/4 day

Traveler departs office at 3 p.m. = 1/2 day

Traveler departs residence at 7:30 a.m. = 3/4 day

Traveler departs residence at 5 a.m. = 1 day

Traveler returns to residence at 5:10 a.m. = 1/4 day

Traveler returns to office at 11:20 a.m. = 1/2 day

Traveler returns to office at 3 p.m. = 3/4 day

Traveler returns to residence at 9:30 p.m. = 1 day

Example of divisions of day for computation of per

diem.

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5/84 1-7-8

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2300.2 REV-3

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HOUSING AND URBAN DEVELOPMENT

TRAVEL REGULATIONS

Chapter 1. Travel Allowances

Part 8. Reimbursement of Actual Subsistence Expenses

1-8.1. Authorization or approval.

a\. General. For temporary duty travel to or within the cities

designated as high-rate geographical areas, a traveler shall
automatically

be placed in an actual subsistence expense status and shall be
reimbursed

for the actual and necessary subsistence expenses incurred, not to
exceed

the maximum rate prescribed for the particular geographical area
involved.

Exception may be made when per diem is authorized prior to the travel as

provided in para. 1-8.1.b or when a higher maximum rate is authorized
due

to unusual circumstances of the travel assignment as provided in para.

1-8.1.c.

b\. Travel to high rate geographical areas (HRGA\'s).

\(1\) Per diem in lieu of actual subsistence may be

authorized in HRGA\'s. An appropriate per diem rate based on the
individual

circumstances of the travel may be authorized. Other provisions of Part
7

of this handbook apply when per diem is authorized.

\(a\) Authorization. PAO\'s have authority to authorize

per diem in lieu of subsistence in HRGA\'s. This authority may be
exercised

only on an exception basis when properly justified. Redelegation of this

authority shall be held to as high an administrative level as
practicable

to ensure adequate consideration and review of the circumstances
involved

in the travel assignment. The authorizing official must review each

individual travel assignment in advance of the travel to determine
whether

factors are present which would reduce the employee\'s subsistence
expenses

to an amount adequately covered by an appropriate per diem allowance.

\(b\) Travel order. An individual travel order is

required when per diem in lieu of actual subsistence expense is
authorized.

c\. Unusual circumstances of the travel assignment. Only the

Secretary and Under Secretary have authority to authorize or approve

reimbursement of actual subsistence expenses when warranted due to
unusual

circumstances of a travel assignment.

\(4\) HUD 25, Official Travel Order, shall be used for all

requests for travel on an actual subsistence expense basis due to
unusual

circumstances. Authorization should be obtained in advance of the
travel.

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1-8-1 5/84

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2300.2 REV-3

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Justification for the request for actual expenses shall be included in

block 17 of the HUD 25. The justification must explain the unusual

circumstances of the travel assignment and the maximum daily
reimbursement

requested. Requests shall be forwarded through normal administrative

channels and submitted for authorization or approval only by officials

reporting directly to the Secretary/Under Secretary. Such officials
shall

review the justification and assure that it is in accordance with the

criteria and conditions under which such travel may be authorized. After

the required review, these officials shall sign block 23 of the HUD 25.

The signature certifies that the required review has been completed and

that authorization of the request is deemed appropriate. (The Secretary
or

Under Secretary shall sign block 25 of the HUD 25.) Requests for actual

subsistence that involves official foreign travel shall be submitted

through the Assistant to the Secretary for International Affairs, who
shall

indicate approval by signing block 21 of the HUD 25.

1-8.2. Authorized reimbursement.

a\. Maximum daily reimbursement. The total of reimbursement to

the employee plus subsistence expenses incurred by the Government on
behalf

of the employee (e.g., lodgings paid for under a purchase order) may not

exceed the stated maximum rate. Travelers who incur no lodging costs may

be reimbursed for transportation expenses to and from the place of free

lodging, not to exceed 50% of the applicable subsistence rate (i.e.,
when

lodging is provided free by friends or relatives).

1-8.3. Agency responsibilities, review, and administrative controls.

a\. Delegation of authority.

\(1\) See para. 1-8.1.b.(1)(a) for per diem in lieu of actual

subsistence and para. 1-8.1.c. for actual subsistence expenses when

warranted due to unusual circumstances of a travel assignment.

\(2\) Officials who have authority to authorize operational

travel may authorize reimbursement of actual subsistence expense when

travel is to a designated high rate geographical area.

b\. Review and administrative controls.

\(1\) Employees are expected to incur expenses in a prudent

manner. Generally, forty-eight percent (48%) of the prescribed maximum

daily rate is adequate for meals and miscellaneous subsistence expenses.

This includes all subsistence expenses normally covered by a per diem

allowance except lodging. When claims for such expenses exceed 48% of
the

prescribed maximum daily rate, a statement shall be included on the
voucher

explaining the circumstances that required the traveler to incur
expenses

in excess of those normally required. In addition, an explanation shall
be

provided when a meal or other expense may appear exorbitant.

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\(2\) Approving officials may refuse to approve reimbursement

of excessive claims, even if they fall within the authorized daily
maximum.

For example, a traveler whose daily rate is set at \$68, and who obtains

lodging at \$23 per night, should not be allowed to spend an exorbitant

amount for meals to \"use up\" the remainder of the allowance.

\(3\) Authorizing or approving officials shall review

expenses claimed on travel vouchers to administratively determine
whether

they are reasonable and necessary. The official\'s signature on the
voucher

certifies that the required review was accomplished.

\(4\) Vouchers will be returned or administratively adjusted

if justifications are not provided or are inadequate, or if costs
claimed

are not deemed reasonable and necessary.

1-8.5. Evidence of actual expenses.

a\. It is the responsibility of the traveler to keep detailed

records of expenditures when traveling on an actual subsistence expense

basis. Subsistence costs shall be itemized daily to indicate the amount

spent for lodging, each meal, and other allowable subsistence expenses

(identified by type and amount for each expense). The expenses related
to

the laundering, cleaning, and pressing of clothing are accumulated
expenses

and may be prorated over previous days of travel instead of charging the

entire expense to the day on which the bill was paid. All other expenses

must be charged to the calendar day the expense was incurred.

b\. Receipts for lodging are required as are receipts for any

meal or miscellaneous expense of more than \$25; attach receipts to the
SF

1012, Travel Voucher. Meals and miscellaneous expenses in excess of 48

percent of the authorized actual expense rate will be considered

unreasonable in amount and not reimbursable without appropriate

justification. Vouchers submitted without lodging receipts shall be

returned to the traveler. In the event a lodging receipt is lost, it is

the employee\'s responsibility to obtain a duplicate. Acceptable lodging

receipts include the hotel/motel bill and rent receipts (extended
stays);

credit card receipts are not acceptable since costs are not itemized as

required.

c\. The cost of alcoholic beverages may not be included in the

cost of a meal.

d\. Actual subsistence expenses incurred by an employee at

his/her permanent duty station, his/her residence, or at or enroute to
or

from a nearby common carrier terminal where the travel begins or ends
are

not reimbursable.

e\. When the actual subsistence expenses incurred during any one

day are less than the daily rate authorized, the traveler will be

reimbursed only for the lesser amount.

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f\. The daily rate shall not be prorated for fractions of a day;

however, expenses incurred and claimed for a fraction of a day shall be

reviewed and allowed only to the extent determined to be reasonable.

g\. Reimbursement may be allowed for a duplicate meal purchased

by a traveler who elects to forego a meal provided by the airline, only

when a justification which has been administratively approved is
attached

to the travel voucher. Approving officials shall ascertain the

reasonableness of the claim, for example, the time of day the meal is

served aboard the airplane and other pertinent facts.

h\. Expenditures for snacks are not reimbursable.

1-8.7. Requests for designation of HRGA\'s. Regional Administrators and

Headquarters PAO\'s may request that a location be designated as a HRGA
when

the maximum per diem rate is inadequate or increased rates and/or
expansion

of an existing HRGA is necessary. Requests must be in writing, fully

documented, and submitted to the Director, AS, for review and, if

justified, forwarding to GSA.

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HOUSING AND URBAN DEVELOPMENT

TRAVEL REGULATIONS

Chapter 1. Travel Allowances

Part 10. Sources of Funds

1-10.2. Procurement of common carrier transportation.

a\. U.S. Government transportation requests (GTR\'s).

\(1\) Regulations governing use.

\(a\) The Administrative Officer, Office of

Administrative and Management Services (AS), is responsible for
providing

GTR\'s to primary offices in Headquarters. In field offices, the

Administrative Services Division is responsible for disseminating
GTR\'s.

Departmental procedures are specified in HUD Handbook 2300.6,
Procurement,

Control, Issuance and Accountability of Transportation Requests.

\(b\) At Headquarters and certain locations in the

field, airline teleticketing and other travel services are available
from

facilities such as the Scheduled Airline Traffic Office (SATO) or travel

agencies under contract with the General Services Administration. These

facilities permit the blanket procurement of tickets through the use of
one

GTR per weekly or monthly billing period. Field offices are now required

to enter into agreements for the blanket procurement of transportation
with

either a SATO or GSA Travel Management Center (travel agent contractor)

whenever service by such providers is available. If issuance of an

individual GTR is necessary, travelers should use the above facilities,

where available, instead of making arrangements directly with an airline

and risking personal liability for possible excess costs for failure to

follow Federal and Department travel procedures.

\(2\) Use of the GTR.

\(e\) GTR\'s may not be issued to travel agents unless

the travel agency is under contract to GSA and the HUD Headquarters or

field office has agreed and arranged to obtain transportation services
from

said service provider. Travel agents under GSA contract will be issued

GTR\'s and will bill the HUD component, following agreed upon procedures

cleared with the appropriate accounting office.

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\(f\) Payee and processing. GTR\'s covering airline

tickets when purchased directly from the airline ticket agent are to be

made payable to the carrier issuing the ticket. After the carrier
confirms

a reservation, the traveler shall give the airline reservation clerk the

blue completed GTR for payment of the ticket, retaining the buff copy
for

the travel voucher. \"Bill charges to\" information shall be indicated
on the

GTR. Such information includes the name of the Department and the name
and

address of the appropriate accounting office.

\(g\) Accounting codes. It is the responsibility of the

employee who prepares a GTR to show the proper HUD organization code

(alphanumeric), travel order number, appropriation and sub-object code

relative to the transportation charges for the proposed trip (see
Handbook

2160.4, Handbook of Codes). The codes shall be shown in the \"Fiscal
Data\"

section of the GTR. The codes should be recorded on the original with
the

carbon intact. The traveler shall assure that the codes are clear and

legible on the buff copy, which IS attached to the travel voucher.

\(3\) Lost or stolen GTR. When a GTR in the possession of a

traveler or other accountable person is lost, stolen, voided, or
mutilated

beyond use, a prompt written notice shall be made to the office that
issued

the GTR as provided in Handbook 2300.6. If the lost or stolen GTR shows

the carrier, service desired, and point of origin, the named carrier and

other local carriers shall be promptly notified. A GTR which is
recovered

subsequent to having been reported lost shall not be used, but shall be

voided and sent to the office that issued the GTR. A traveler may be
held

liable for any expenditure by the Government caused through negligence
on

his/her part in safeguarding GTR\'s or tickets received in exchange for
a

GTR.

b\. Cash payments for transportation.

\(1\) Use of employees\' personal funds to purchase

transportation services shall not be required. Travel advances may be

obtained for payment when necessary.

\(2\) Travelers are required to use cash, check or credit

card to pay for passenger transportation services costing \$100 or less.

However, where contract air service is available or where a Government

discount fare is available only through use of a GTR, an individual GTR

shall be used except when blanket GTR procurement is available.

Authorizing officials shall not impose a financial hardship on travelers
by

requiring their use of personal funds to purchase the subject services
but

shall provide the funds through travel advance.

\(3\) Non-emergency cash purchases. Under non-emergency

circumstances, GTR\'s shall be used to procure passenger transportation

services costing over \$100. When a traveler uses cash where use of a
GTR

is possible, the following procedures apply:

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\(i\) PAO\'s shall authorize traveler requests for

approval of non-emergency cash purchases of passenger transportation

services over \$100 contingent upon final approval by GSA. This
authority

may not be redelegated. After pre-authorization by PAO\'s, appropriate

accounting offices shall request an exemption from the Administrator of

General Services.

\(ii\) Exemption requests provided by travelers and

PAO\'s shall be in writing, may only be for individual travel
itineraries

and not for groups of travelers, and must fully explain why an exemption

should be granted. Simple traveler convenience will not be cause for GSA

approval. For the purpose of performing a fare audit, requests must also

include copies of travel orders, ticket coupons, and any ticket refund

applications or SF 1170\'s associated with the particular travel.

\(iii\) Travelers shall not be reimbursed for

non-emergency use of cash to procure passenger transportation services

costing more than \$100 unless written approval is granted by GSA.

\(iv\) GSA will report suspected travel management

errors and/or misroutings which result in higher travel costs to the

Government to the Office of Administrative and Management Services for

corrective action.

\(4\) Emergency cash purchases.

\(i\) Authorizing policy. PAO\'s are delegated authority

to approve emergency cash purchases of passenger transportation services

costing more than \$100 when the use of a GTR is not possible. This

authority may not be redelegated.

\(ii\) Travel voucher documentation. The traveler, the

traveler\'s authorizing official for operational travel, and the PAO
shall

certify on the travel voucher the reasons for the emergency use of cash
in

excess of \$100 instead of GTR to purchase passenger transportation

services. A detailed, properly authorized justification statement must
be

attached to the voucher prior to submission to the appropriate
accounting

office.

\(iii\) GSA submission. Prior to traveler

reimbursement, copies of travel orders, ticket coupon, and any ticket

refund applications, or SF 1170\'s, Redemption of Unused Tickets, must
be

submitted for audit by the appropriate accounting office to:

General Services Administration (BWAA/C)

Attention: Code E

Washington, D.C. 20405

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2300.2 REV-3

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\(iv\) Audit requirement. Travel vouchers related to

emergency cash purchases of passenger transportation services costing
over

\$100 and approved by PAO\'s shall be maintained in a separate file by

appropriate accounting offices. Such vouchers shall be available for
site

audit by GSA auditors. Disposal of these vouchers shall be in accordance

with General Records Schedule 9, Travel and Transportation Records.

\(v\) Traveler liability. Travel shall be in accordance

with policies and procedures prescribed in this handbook. The traveler

shall be responsible for all additional costs involved for this travel,

such as the use of foreign-flag carriers, first-class travel, or other
more

costly modes. Also, the traveler should be aware that the use of a GTR
may

be required to obtain certain discount fares and to comply with the

mandatory regulations governing the use of contract airline service
between

designated city-pairs. Cash shall not be used to circumvent the
regulations

governing airline city-pair contracts.

1-10.3. Advance of Funds.

a\. Authority.

\(1\) Advances should be limited to amounts, within the

prescribed maximum, necessary to accomplish the purpose for which the

advance is made. Advances may be used only for proper expenditures under

the laws and regulations applicable to the type of travel involved. All

advances must be properly accounted for and promptly refunded when the

official need ends.

\(2\) PAO\'s may approve advances of funds for the purposes

set forth above in accordance with applicable laws and regulations. This

authority may be redelegated to the extent necessary for good

administration.

\(3\) Employees authorized to travel on temporary duty at HUD

expense may obtain an advance of funds to defray necessary travel
expenses.

Funds may be advanced to new employees who are eligible to receive

reimbursement for travel to the first post of duty. Funds may also be

advanced to non-Government individuals or to employees of other Federal

agencies when traveling for the Department and when the advance is

justified.

\(4\) Approving officers are responsible for ensuring that

advances are not requested until needed and that the amount requested is

commensurate with the travel to be performed.

a.1. Designation of approving officials. PAO\'s shall submit to

the appropriate accounting office and imprest fund cashier(s), the

following information on officials, including him/herself, delegated

authority to approve travel advances: (1) name and signature of
approving

official; (2) organization for which the delegated official will be

approving travel advances; (3) name and signature of the designated

alternate(s) for each approving official. The form shown in Appendix G

shall be used for this purpose.

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a.2. Types of advances.

\(1\) Single trip advance. This type of advance is made to

meet the cash needs for allowable expenses for a specific official
travel

assignment. The amount requested shall not exceed the estimated per diem

and other expenses, considering the character and probable duration of
the

travel assignment. This type of advance must be liquidated upon
completion

of the travel action for which the advance was authorized by prompt

submission of the travel voucher. If the proposed travel is not
performed,

the advance shall be promptly refunded to the accounting office.

\(2\) Revolving advance. Only permanent, full-time employees

are eligible for this type of advance. To qualify, the traveler must be
a

frequent traveler (performs 3 trips per month). Headquarters employees

out-stationed in the field are exempt from the 3-trip requirement.

Temporary employees are not permitted to retain travel advance balances

remaining after each trip for more than 20 days after the end of the
month

in which the trip was made, unless specific repayment agreement is
reached

with the accounting office. Revolving advances shall not be made to
these

employees unless an exception to this policy is specifically authorized
by

the Assistant Secretary for Administration (Headquarters) or the
Director,

Office of Regional Administration in each individual case. This type of

advance need not be deducted from the travel voucher except to reduce
the

advance to an amount estimated to meet current needs for the
reimbursement

cycle (generally about a six-week period). Travel performed should be

sufficiently continuous to justify the retention of a revolving advance.

\(3\) Advances for relocation expenses. See Relocation

Chapter 2, regarding qualifying expenses and travel advance amounts for

each.

a.3. Maximum advances. The maximum amount that may be approved,

including any advance currently outstanding is:

\(1\) \$7,500 for routine temporary duty and relocation travel

advances.

\(2\) \$300 for an emergency travel advance from an imprest

fund.

\(3\) \$150 for a nonemergency travel advance from an imprest

fund.

If an advance is needed in excess of these amounts, the request for an

advance and a justification statement must be submitted to the Director,

OFG, for his/her consideration.

a.4. Control procedures.

\(1\) Imprest fund advances. Employees requesting travel

advances from an imprest fund shall present an official HUD
identification

card and submit an original of a properly authorized HUD 25, Official

Travel

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Order (REV 10/83) and SF 1038, Application and Account for Advance of

Funds, in duplicate. Erasures or defacing marks on either form will not
be

acceptable and will void the transaction.

\(2\) Delinquent travel advance accounts. Travel advances

will not be made to an employee who has a delinquent travel advance
account

and has not made satisfactory arrangements with the accounting office
for

repayment of overdue amounts. Field imprest fund cashiers shall obtain

telephonic approval from the Regional Accounting Office before
disbursing a

travel advance. In Headquarters, the accounting office will advise the

imprest fund cashier, in writing, of those employees whose accounts are

delinquent. The accounting office will maintain travel advance accounts
on

a current basis and will furnish the imprest fund cashier written
changes

covering additions and/or deletions to be made to the delinquent
accounts

listing.

\(3\) Review by approving official. Approving officials or

their designees shall review the travel advance request at the time of

submission by the employee to assure that prior single trip advances
have

been completely liquidated. When delinquent, the approving official or

his/her designee shall return the travel advance request to the employee

for either repayment or a detailed justification for the delinquency
prior

to approving or disapproving the request.

\(4\) Accounting office review. The appropriate accounting

office shall periodically review travel advances made and, when the
amount

is in excess of the official needs of the employee, the accounting
office

shall initiate recovery action. The accounting office shall exercise

particular care to offset, to the fullest extent possible, the amount of

travel reimbursement to which an employee is entitled against any single

trip advance, whether the traveler shows such offset on his/her voucher.

If the offset does not fully liquidate the travel advance, the
accounting

office shall contact the employee concerning repayment of any remaining

balance. If prompt settlement is not made or specific arrangements
agreed

upon for repayment, the accounting office shall initiate action in

accordance with subsection (a)(2)(D) of the Debt Collection Act of 1982
to

recover debts owed the Government from the salary of the employee.

\(5\) Annual reapproval of revolving advances. At the

beginning of each fiscal year, revolving advances and change of station

advances to be carried into the new fiscal year must be specifically

reapproved. This review function shall be performed by the travel

allowance holder or his/her authorized designee.

\(6\) Settlement of advances upon separation from HUD. Each

employee is responsible for settling any outstanding travel advance
before

separation from the Department. The departing employee must settle any

outstanding advance before receiving a final salary check.

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a.5. Payment of travel advances. SF 1038, Application and

Account for Advance of Funds, shall be used to apply for a travel
advance.

The application should be submitted to the appropriate accounting office
at

least two weeks prior to the travel to allow for issuance of a treasury

check. All travel advances in excess of \$300 and those requested under

nonemergency conditions in amounts of more than \$150 shall be obtained

through the accounting office. To obtain such an advance of funds, the

traveler shall prepare and submit to the designated approving official
an

original and one copy of SF 1038, indicating the amount of advance
required

along with a carbon copy of the HUD 25. The \"Account No.\" space on the

form shall be left blank. All other parts of the form shall be
completed.

The Remarks area of the form shall cite: the type of advance, i.e.,

revolving; the planned travel; the period of time for which the advance
is

requested; and a computation of the amount of advance needed, including
any

outstanding balance. For single trip advances, dates of travel must be

shown. If the employee is other than a permanent full-time employee
(PFT)

his type of appointment must be shown, e.g., consultant, temporary, or
WAE.

Cash advances from the imprest fund are available for single advances of

\$150 or less for planned travel and \$300 or less for emergency travel

situations. The employee must present an official HUD identification
card

and submit original carbons of the HUD 25 (REV 10/83) and SF 1038, in

duplicate. Revolving advances shall be approved only for estimated needs

for 30 days. Checks or cash advances shall be made available no earlier

than five workdays before the scheduled trip. Advances made shall be

recorded against the appropriation or fund to which the traveler\'s

reimbursable expenses will be charged. SF 1038\'s which have any

alterations or erasures will be returned without processing. Sample SF

1038\'s are contained in Appendix G.

\(1\) Headquarters.

\(a\) An original of a properly authorized HUD 25,

Official Travel Order (REV 10/83), must be submitted with the SF 1038,
in

duplicate, to the accounting office (AFGO) in sufficient time (10 days)
to

allow for issuance of a Treasury check. The SF 1038 must show the
balance

due from previous advance(s). For single trip advances, travelers with
an

outstanding advance must include an explanation or the application will
be

returned. Single trip travel advances must be liquidated promptly upon

completion of the travel and/or submission of the reimbursement travel

voucher. Requests for revolving advances must be approved by the
traveler

allowance holder or his/her designee and submitted to the accounting

office. The SF 1038 must contain an explanation of why the revolving

advance is necessary. Revolving travel advances must be reviewed
quarterly

and validated annually; they must be repaid if the traveler\'s official

duties no longer require the performance of recurring travel. Travelers

are personally responsible for travel advances, and must:

\- Safeguard funds,

\- Spend funds for authorized travel and expenditures

only,

\- Be able to account for all funds advanced,

\- Promptly submit travel vouchers, and

\- Promptly repay any advances that are not needed.

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1-10-7 5/84

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2300.2 REV-3

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\(b\) Travel advances in amounts up to \$150 and those

requested under emergency conditions in amounts up to \$300 may be
obtained

in cash from imprest fund cashiers. To obtain such an advance of funds,
a

traveler must submit an original HUD 25, Official Travel Order (REV
10/83)

properly authorized, and SF 1038, in duplicate. In addition, the SF 1038

shall show in the \"Mail check to\" block of the form the words
\"IMPREST FUND

PAYMENT.\" A written justification must be placed in the Remarks block
of

the SF 1038 for all travel advances over \$150 requested under emergency

conditions. The imprest fund cashier shall obtain the signature of the

traveler on the original SF 1038 indicating \"cash payment received\"
and the

date thereof. The cashier is responsible for contacting the accounting

office and obtaining telephonic approval for a single trip advance when:

the application shows an outstanding travel advance balance that is not

satisfactorily explained on the SF 1038, or the requested advance is for
an

employee on the delinquent accounts listing furnished by the accounting

office. Single trip advances may not be obtained more than three
workdays

before the scheduled travel, unless unusual circumstances exist and are

documented on the travel order.

\(2\) Regional advances chargeable to Headquarters funds.

\(a\) General. Regional employees traveling at

Headquarters direction and expense and personnel assigned to field
offices

but payrolled from Headquarters funds may obtain travel advances through

regional imprest fund cashiers or through regular regional disbursing

channels, as appropriate Advances to regional employees who will travel
at

Headquarters expense shall be approved by the designated regional
approving

official.

\(b\) Transfer of funds. Upon payment of the travel

advance through regular disbursing channels, the accounting office in
the

appropriate region shall promptly record the disbursement in the

appropriate general ledger account. HUD 219, Interoffice Transfer
Voucher,

shall be prepared by the appropriate region and forwarded to AFGO.

\(3\) Field office. Requests for travel advances shall be

submitted to the Regional Accounting Office on SF 1038. The application
is

to be signed and dated by the traveler and the travel authorizing
official.

The type of advance, the traveler\'s HUD organization, travel order
number

and dates of travel must be shown in the Remarks block. If the traveler

has an outstanding travel advance and has not submitted a travel voucher
or

made settlement, justification for the travel advance must accompany the
SF

1038\. The accounting office may authorize payment of travel advances by

Treasury check or through the imprest fund. If the traveler desires to

obtain a cash advance and time does not permit submission of the SF 1038
to

the accounting office, the traveler shall submit the SF 1038 to the
imprest

fund cashier. The imprest fund cashier is responsible for contacting the

accounting office and obtaining telephone authorization to pay the
travel

advance from the imprest fund. Imprest fund cashiers are not authorized
to

process revolving or change of station type advances; SF 1038\'s for
these

advances must be submitted to the accounting office.

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5/84 1-10-8

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2300.2 REV-3

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c\. Recovery of advances.

\(1\) Deduction from vouchers. Not later than the end of

each month during which an employee travels, he/she must submit a SF
1012,

Travel Voucher, and settle any outstanding single trip advance by

offsetting the advance against the amount of reimbursement to which he
is

entitled. In the event the offset does not completely settle the travel

advance, the traveler must attach a personal check or money order in an

amount sufficient to reduce the advance balance to zero or make other

specific arrangements for repayment with the accounting office. Failure
to

settle a travel advance within 20 days after the end of the month in
which

the travel was performed or failure to reach a repayment agreement with
the

accounting office may result in a payroll deduction from the employee\'s

salary in an amount sufficient to recover the unsettled portion of the

advance in accordance with subsection (a)(2)(d) of the Debt Collection
Act

of 1982 (P.L. 97-365).

\(2\) Other means of recovery. Outstanding advances which

have not been recovered by deductions from reimbursement vouchers shall
be

recovered under the following procedure:

\(a\) Travelers will be given the option by the

accounting office of making direct repayment in cash or check.

\(b\) When direct repayment cannot be made, employee

authorization of salary offset or payroll deduction for lump sum
repayment

will be requested.

\(c\) Installment agreements by direct repayment or

salary offset will be requested when both (a) and (b) above, are not

possible after meeting with accounting office. Interest will be assessed

on installment payments.

\(d\) Payments over 90 days late will be subject to

penalty charges in addition to interest assessments.

\(e\) Disputes as to the amount of the travel advance or

the repayment amount due will be handled in accordance with subsection

(a)(2)(1) of the Debt Collection Act of (P.L. 97-365).

d\. Accounting for advances.

\(1\) Interest charges of delinquent travel advances.

Interest will be charges on delinquent travel advances in accordance
with

Section 102.11 of the Federal Claims Collection Standards.

\(a\) Temporary duty travel advance. A temporary duty

(TDY) travel advance will be considered delinquent two months after the
end

of the month in which the advance was made. For example, an advance made

on April 25th will be considered delinquent the first workday following
the

end of June if a voucher has not been filed or a refund has not been

received.

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1-10-9 5/84

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2300.2 REV-3

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In order to reach the accounting office within the two month period to

avoid delinquency, the voucher must be filed with the appropriate

administrative officer by the first workday following the month in which

the travel was performed (i.e., July 1 in the example). However, if the

administrative officer or other management official certifies that the

delay in processing was not the result of late filing of the voucher by
the

employee, or that the filing of a voucher was delayed due to no fault of

the traveler (illness, extended travel status, etc.) no interest will be

assessed. The following chart illustrates the example noted above:

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

Delinquency Notices

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

Travel Travel 1st Notice 2nd Notice

Started Ended by Issued Issued

May 1 June 15 July 5 July 20

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

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APRIL MAY JUNE JULY

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

Travel advance issued April \*Voucher Interest

25\. The clock starts here Submission Charge

except for extended travel Due Date Starts

(approx. 45 days or longer) July 1 July 20

or illness.

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

\* Travel advance is considered delinquent if not liquidated when
voucher is

filed.

\(b\) Permanent change of station (PCS) advances. In

recognition of the time required to complete relocations, travel
advances

for this purpose will not be considered delinquent until 4 months from
the

dates the advances were made. Advances for transportation, subsistence,

house hunting trips, etc., should be requested separately from advances
for

shipment of household goods. In each instance, the advance should not be

requested until there is an immediate need. Reimbursement vouchers
should

be filed promptly as segments of the relocation travel are completed,
that

is, if the house hunting trip has been completed, the reimbursement
voucher

should be filed promptly as opposed to waiting until the household goods

shipment is complete.

\(2\) Notification of delinquent account. No interest

assessment will be made for either TDY or PCS (relocation) travel until
the

traveler has been notified and given an opportunity to settle the
advance

or to contest the validity of the travel account balance. Notification

will be by memorandum from the appropriate accounting office. The

memorandum will be forwarded through the appropriate administrative

officer. Travelers will be given 15 days from the date of the original

notification to file a voucher, make a refund, or respond in writing to
the

appropriate accounting office. Responses (vouchers, refunds or
memoranda)

concerning contested balances should be

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5/84 1-10-10

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2300.2 REV-3

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forwarded through the appropriate administrative officer. When travelers

fail to take action, a second notification will be forwarded to the

employee, via the appropriate administrative officer, to advise that

interest will be assessed effective from the date of the second

notification.

\(3\) Interest rate. The Treasury \"Value of Funds Rate\" is

used in Federal billings, collection, and disbursement operations
pursuant

to cash management regulations contained in the Treasury Fiscal

Requirements Manual (I TFRM 6-8000). This rate, as determined quarterly

by the Treasury Department, will be used for assessing interest on

delinquent travel advances. The percentage rate is published in the

Federal Register about one week before the beginning of each quarter and

is applicable for the ensuing quarter. The Treasury Interest rate in

effect at the time an employee is notified that interest will be
assessed

will continue to apply until the entire debt is liquidated even though
the

Treasury rate may change after assessment of interest on the debt
begins.

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1-10-11 5/84

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2300.2 REV-3

CHG-1

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HOUSING AND URBAN DEVELOPMENT

TRAVEL REGULATIONS

Chapter 1. Travel Allowances

Part 11. Claims for Reimbursement

1-11.3. Travel vouchers and attachments. Only authorizing officials or

their designees may approve travel vouchers. Generally, the official who

authorizes the travel should approve the related travel voucher;
however,

the A.O. may redelegate authority to approve travel (sign travel
voucher)

to another official within a traveler\'s supervisory chain of command
who

has specific knowledge of the purpose, budget, and other circumstances

surrounding the travel. Unless specifically restricted by their
superior,

principal authorizing officials may approve their own travel vouchers

except for foreign travel, trips involving first-class travel, and other

special travel situations.

a\. Use of authorized form. The SF 1012, Travel Voucher, must

be used for all HUD claims for reimbursement that include subsistence

expense. The SF 1164, Claim for Reimbursement of Expenditures on
Official

Business, may be used for local transportation, e.g., bus, subway,
taxicab

or privately owned vehicle, where subsistence expense is not involved
and

in accordance with local procedures.

b\. Evidence of authorization. The HUD 25, Official Travel

Order, must be attached to all travel vouchers. When travel is under the

Limited Open Travel Authorization, the HUD 25 must be attached to the
first

related travel voucher per monthly or quarterly period.

c\. Receipts required. The Department requires receipts for

expenses over \$25, exclusive of taxes or tips, including meals and
taxicabs

costing over \$25. Receipts for lodging and meals under per diem do not

have to be attached to the voucher; however, travelers should retain

receipts to substantiate their claims. Receipts for lodging under actual

subsistence expense are required to be submitted with the voucher; no

payment is possible without the lodging receipt under this type of

reimbursement. When receipts for lodgings are lost, the traveler should

contact the lodging facility for a duplicate receipt; under actual

subsistence expenses, no reimbursement is possible without lodging

receipts. When receipts for meals, miscellaneous expenses, or taxis are

lost, claims may be limited to what is considered reasonable.

\* d. Passenger copies of used tickets for transportation

services. Photocopies will not be acceptable to support travel claims.
\*

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1-11-1 12/84

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2300.2 REV-3

CHG-1

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e\. Justification statements. When required for special travel

situations, such as leave before, during or after official travel,

justification statements as required by the policies and procedures of

this handbook shall be included on or attached to the applicable travel

voucher. Failure to provide required justifications will result in the

\*return of the voucher to the traveler. Also, include appropriate

subobject classes (see appendix A) and a brief description of the

purpose of each trip on the voucher. \*

f\. No claim vouchers. When travel is performed by means of a

GTR and no claim for reimbursement is involved, the traveler shall
prepare

a \"record voucher\" using the SF 1012. The voucher shall be fully

executed, including the serial number of the used GTR; the complete

itinerary (points visited and dates of travel); and, the word \"none\"
in

the space \"Amount Claimed.\" The traveler shall sign the voucher and,

except when a blanket GTR is used, attach the buff memorandum copy(s) of

the GTR and forward it through normal channels for approval and
submission

to the accounting office.

1-11.4. Submission of voucher. Approving officials are responsible for

seeing that travelers submit their travel vouchers to the accounting

office at least monthly. Vouchers shall be submitted to the accounting

office in an original and two memorandum copies. Only the original

voucher is required to be signed by the traveler and the approving

official. Additional copies may be prepared for use by the traveler or

his office as required. Travel vouchers shall be submitted to the

approving official by the first workday following the end of the month
in

which the travel was performed. Approving officials should forward
travel

vouchers to the accounting office in time for receipt by the fifth
workday

of the month. Vouchers may be submitted for one trip or any combination

of trips performed during a month. A copy of the processed travel
voucher

will be returned to the traveler by the accounting office as evidence of

receipt and processing. The returned traveler\'s copy will show

disallowances and obvious errors as well as the net amount paid.

1-11.5. Preparation of vouchers.

a\. Itemization. See Appendix H for step-by-step instructions

on preparing the voucher.

\(2\) Leave of absence. When annual leave is taken before,

during or immediately after official travel, the word \"leave\" must be

written on the top of the voucher and the exact time of departure from

and return to duty status must be shown. All such travel must comply

with the travel/leave regulations indicated in para. 1-1.9. Failure to

follow regulations will result in the disallowance of expenses.

1-11.6. Administrative approvals. The approving officer is responsible

for reviewing the propriety of the claim, assuring that single trip

advances are liquidated on the voucher, assuring that the voucher is

accurate, complete,

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12/84 1-11-2

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2300.2 REV-3

CHG-1

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and contains all required certifications, statements or other
information

required by this handbook, and ascertaining that required receipts are

attached. Improper vouchers shall be returned to the traveler for

appropriate action prior to approval. Signature of the approving

officer shall signify that the required review was completed, shall

constitute the approvals, when appropriate, required in FTR 1-11.6, and

shall certify that the voucher is approved as correct for payment.

\*

1-11.7. Disputed claims.

a\. Suspension of charges. Items which have been suspended and

are subsequently found to be reimbursable when sufficient information or

required supporting documents are furnished, may be reclaimed on a

separate or subsequent travel voucher. The voucher must be supported by

the original of the notice of suspension and any required receipts and

documentation.

b\. Appeals. If a claim is disallowed based on law, Federal or

Department regulations, or decision of the Comptroller General (CG), an

employee may appeal the disallowance if he believes the claim is valid

after reviewing of the basis for disallowance. Claims are filed in

accordance with Title 4 of the General Accounting Office (GAO) Policy

and Procedures Manual for Guidance of Federal Agencies.

\(1\) Submission of appeals. Appeals must be filed directly

with the accounting office that processed the original claim. Regional

Accounting Offices will process claims through OFA. Claims that cannot
be

disposed of by HUD will be sent by OFA to the Claims Division of GAO in

accordance with Handbook 1900.22, Voucher Examination and Related Fiscal

Activities. The claimant should include an explanation of the basis on

which it is submitted and a copy of, or reference to, the regulation,
law

or CG decision which is believed to support the claim.

\(2\) Statutory limitation for filing claims. The statutory

limitation for filing claims is six years. When the statutory period of

limitation is about to expire, employees should submit their claim

directly to GAO. Direct claims must be submitted in writing over the

signature and address of the claimant or over the signature of the

claimant\'s authorized agent or attorney. Claims filed by an agent or

attorney must be supported by a duly executed power of attorney or other

documentary evidence of the agent\'s or attorney\'s right to act for the

employee. Address claims to:

Claims Division

U.S. General Accounting Office

Washington, D.C. 20458 \*

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1-11-3 12/84

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2300.2 REV-3

CHG-1

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\*

1-11.8. Tort claims (Federal Tort Claims Act).

a\. General. These are claims for damage to, or loss of,

property, personal injury, or death caused by the negligent or wrongful

act or omission of an officer or employee of HUD while acting within the

scope of his office or employment.

b\. Where to present claims. If the claim relates to a Regional

HUD employee, the claim shall be presented to the Administrator of the

Regional Office of the employee whose act or omission caused the loss,

damage, death, or injury. If the claim is related to a HUD Headquarters

employee, or if the office of the employee is not readily ascertainable,

the claim shall be filed with the Assistant Secretary for
Administration.

c\. Statutory limitations. When under dispute, a tort claim

must be presented to GAO in writing within 2 years after the claim
accrues

or within 6 months after the date of mailing, by certified or registered

mail, of notice of final denial of the claim by HUD.

d\. Who may settle claims. The Assistant Secretary for

Administration and the Deputy Assistant Secretary for Administration are

authorized to settle these claims for HUD, after proper consultation
with

and approval by the General Counsel and/or the Department of Justice.
See

HUD Handbook 1900.22, Voucher Examination and Related Fiscal Activities,

for more detailed information.

1-11.9. Personal property claims.

a\. General. These claims relate to an employee\'s personal

property which was lost or damaged incident to his/her official duties

with HUD, including losses of unaccompanied baggage or household goods
and

losses while in official travel status.

b\. Amount of limitation. The total amount of the claim arising

from a single incident may not be less than \$10 nor more than \$25,000.
No

more than 10 percent of the amount paid on each claim shall be for

services rendered by an agent or attorney in connection with the claim.

c\. Submission of claim. A claim shall be submitted by the

employee to the director of the office, administration, or staff (or to

the Director of Administration) under whose jurisdiction the claimant is

employed. The claim shall be supported by repair bills, repair
estimates,

statement of insurance coverage, statement of any insurance
reimbursement,

and copies of bills of lading. After approval of the claim, the director

(or the DOA) shall obtain the claimant\'s acceptance.

d\. Statutory limitation. Claims must be submitted within two

years after the loss or damage occurs, unless war or armed conflict

intervenes; in which case, if good cause is shown, the claim may be

submitted not later than two years after peace is restored. See

Handbook 1900.22 for additional information. \*

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12/84 1-11-4

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2300.2 REV-3

CHG-1

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\*

1-11.10. Travel reimbursed by outside organizations. All travel incident
\*

to performing work for another Government agency-Federal, State or local

\- shall be vouchered separately. An additional copy of the voucher
shall

be prepared for use under the Employee Time Reporting System (ETRS).

a\. Required accounting data. The employee\'s alpha-numeric

organization code shall be shown. Travel costs shall be shown by Program

Activity Code (PAC) as described in Handbook 2140.5 REV-5, Employee Time

Reporting System. The applicable PAC shall be obtained from the ETRS

Control Point or field administrative office. The data shall reflect all

travel costs, including GTR\'s and gross amount claimed (before
application

of any travel advance). When the costs apply to more than one code, a

dollar proration by code should be shown.

b\. Recording data on travel vouchers. The required data shall

be recorded in the extreme left portion of the \"Accounting
Classification\"

block of the SF 1012. Sub-object codes shall be shown together with the

amounts applicable to each code. An example of the recording format is

shown below. The example reflects a trip from Philadelphia,
Pennsylvania,

to Richmond, Virginia, chargeable to two PACs. Cost of tickets obtained

by means of a GTR \$82.00; Amount Claimed (gross) \$79.20; Total Cost

\$161.20.

HUD Organization Code

Program Code Sub-Obj. Code Transp. Travel Total

X391P41 2180 \$41.00 \$39.60 \$ 80.60

X392P41 2181 41.00 39.60 80.60

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

\$82.00 \$79.00 \$161.20

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1-11-5 12/84

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2300.2 REV-3

CHG-1

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HOUSING AND URBAN DEVELOPMENT

TRAVEL REGULATIONS

Chapter 1. Travel Allowances

Part 12. Foreign Travel

\*

1-12.1. General. Foreign travel is official travel by Department

officials to foreign countries and territories of foreign countries.

1-12.2. Authorization.

a\. The Secretary is the authorizing official for foreign travel

by:

\(1\) All Department officials, including Presidential and

Secretarial level officials, and Regional Administrators; and

\(2\) Officials attending meetings of American associations

being held in foreign areas.

b\. The Assistant to the Secretary for International Affairs is

the approving official for all foreign travel. Such travel may be at the

request of Department officials, the State Department, the White House
or

another Government agency. The travel request must be by memorandum

through Office of International Affairs (OIA). OIA will determine
funding

availability, priority and recommend that the Secretary approve or

disapprove the request.

1-12.3. Authorization procedures. The most careful administrative

consideration is given to all recommendations for foreign travel and to

the costs involved. Before issuance of each authorization for such

travel, it is the responsibility of the recommending official to
exercise

prudent judgment as to its necessity, and to ascertain that the purpose
of

the travel:

o Relates directly to the accomplishment of authorized

programs or functions of the Department and, therefore, that the
expenses

may be properly paid from funds appropriated or otherwise available to
the

agency; or

o Concerns the authorized program or functions of another

Federal agency, for example, the Department of State, and that the

expenses are chargeable to the funds of that agency; or

o Is for the joint benefit of the Department and some

other Federal agency, the White House, a foreign country, an
international\*

Organization, etc., and that such benefit warrants a sharing of expenses

by the parties involved.

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a\. Submission of requests.

\(1\) The Secretary has directed the Assistant to the

Secretary for International Affairs to monitor and act on all requests

for foreign travel. This includes both HUD and non-HUD funded travel.

\*Requests should be made by memorandum which must be forwarded to the

Office of International Affairs (OIA) with as much lead time as
necessary

to accomplish preparation for the travel. All requests should include

appropriate background information and justifications outlining the

reasons for going and how the proposed travel could benefit the

Department. OIA will assist in making all administrative arrangements,

including advising on the preparation of the HUD 25 and obtaining proper

approval.

\(2\) When approval of the Secretary is required, the

Assistant to the Secretary for International Affairs will request

approval by memorandum. The memorandum will provide the following

information:

\(a\) Name and title of traveler(s);

\(b\) Purpose and objectives of the travel;

\(c\) Assistant to the Secretary, OIA, recommendation \*

concerning participation in the international activity.

b\. Calendar of international activities. A comprehensive

calendar of international and bilateral meetings, seminars, conferences,

and events will be maintained by OIA and updated biannually. Employees

having knowledge of international activities of potential interest to
the

Department are encouraged to alert the Office of International Affairs
as

to whether HUD\'s participation is anticipated. Foreign travel
priorities

will be determined strictly by the program interests of the Department.

c\. Clearance by Department of State.

\* (1) All proposed official travel by HUD employees

regardless of grade or position which involves travel to a foreign
country

requires prior clearance and coordination with the Department of State

except that official travel to Mexico, Canada, Bermuda and the Bahamas
do

not require State Department clearance unless the travel is to a U.S.

Embassy or involves foreign government officials.

\(2\) OIA has responsibility for coordinating clearances with

the State Department. A request for clearance must be submitted at least

15 work-days in advance of the travel (under extraordinary circumstances
\*

the request may be submitted as soon as an indication of an impending

travel requirement

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is known). OIA will notify the requesting office when a State Department

response is received (approximately 5 workdays). The following
information

must be provided:

\(a\) Traveler\'s name, title, and office phone number;

\(b\) Dates of travel;

\(c\) Cities and countries to be visited;

\(d\) Purpose of travel; and

\(e\) Anticipated contact with foreign officials.

d\. Clearance by the White House.

\(1\) All proposed official travel to a foreign country by

Presidential appointees is to be submitted to the Assistant to the

President for National Security Affairs for approval by the President.

This clearance will be requested by OIA.

\(2\) OIA should be furnished, with as much advance notice as

possible, the following information:

\(a\) Objectives of the trip;

\(b\) Names of the senior participants;

\(c\) Itinerary; and

\* (d) List of major events, meetings and appearances.

1-12.3. Waiver of foreign travel designation (Canada, Mexico, Bermuda
and

the Bahamas). The Office of International Affairs may issue a waiver of

foreign travel requirements for certain travel to Canada, Mexico,
Bermuda

and the Bahamas. This will be determined on a case-by-case basis by the

Assistant to the Secretary for International Affairs. Generally, the

guidelines for such travel are that such travel: \*

a\. Will be considered foreign travel when for the purpose of

Government-to-Government consultation, or when either country is the
site

of an international conference dealing with an on-going program in which

HUD is a participant, e.g., on energy, human settlements, etc.

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\* b. Will not normally be considered foreign travel when for

participation in, or attendance at, conferences and congresses of
national

or international trade associations, profession societies and other

non-Governmental bodies.

c\. Will not be considered foreign travel when for the

advancement of on-going HUD domestic programs, e.g., for inspecting
plants

holding HUD Engineering Bulletins and Letters of Acceptance or for

discussing PD&R programs with contractors and subcontractors.

1-12.4. Administrative procedures. The requesting office is generally

responsible for completing all administrative arrangements for approved

foreign travel. These include:

o Arranging flight schedules and hotel accommodations;

o Ordering airline tickets;

o Providing assistance in obtaining official passports, visas,

and immunizations;

o Preparing HUD 25\'s, Official Travel Orders;

o Preparing SF 1038\'s, Application and Account for Advance of

Funds; and

o Making administrative arrangements required for individual

trips.

a\. Passports. OIA is responsible for controlling passports

issued to HUD employees and assisting HUD employees in obtaining
passports

in order to complete official foreign travel.

\(1\) Types of passports. HUD employees are authorized

issuance of either diplomatic or official passports in order to perform

official foreign travel.

\(a\) Diplomatic passport. Diplomatic passports are

authorized to be issued to the Secretary and spouse and the Under
Secretary

and spouse.

\(b\) Official passport. Official passports are

authorized to be issued to all other HUD employees.

\(2\) Obtaining appropriate passport. Once an individual has

been designated to attend a conference, meeting, etc., in a foreign area

and the proposed travel has been approved, the traveler will consult
with

OIA in obtaining a passport. \*

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\* (a) A letter of authorization from OIA and a passport

application will be furnished to the traveler. \*

\(b\) The traveler will complete the application and

obtain two passport size pictures (3\"x3\") and proof of citizenship.
Where

the official will visit countries requiring visas, additional photos
will

be needed for visa applications. Proof of U.S. citizenship may be any
one

of the following: a birth certificate which carries an embossed seal
(not

a photo of the seal); citizenship papers, also with a seal; discharge

papers from the U.S. Armed Forces (only if applicant had been an
officer);

or, a tourist passport.

\(c\) The traveler will personally take the completed

application, photographs and proof of citizenship to the Passport
Office,

1425 K Street, N.W., to apply for the passport.

\* (d) The traveler will notify OIA of the date \*

application is made at the Passport Office.

\(e\) Where a spouse will accompany the traveler, the

spouse may apply for an official passport. However, photographs and
health

services must be provided by private sources. The costs for these
services

must be borne by the individual. Such expenses are not reimbursable.

\* (3) Control of passports. OIA is responsible for \*

controlling the receipt, issuance and retrieval of both diplomatic and

official passports issued to HUD employees. These responsibilities

include:

\(a\) Picking up all passports from the Passport Office

and logging them into the passport control system.

\(b\) Issuing the appropriate passport to the traveler

prior to departure on official travel, and indicating the date of issue
on

Form HUD 79.

\(c\) Retrieving passports from travelers within five

\(5\) working days of completion of foreign travel.

\(d\) Returning passports to the file and indicating the

date of return on Form HUD 79.

\(e\) Maintaining appropriate documentation on the

issuance and control of diplomatic and official passports.

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\(4\) Termination of HUD employment. When employment is

terminated with HUD, final salary payments will not be made when there
is

an outstanding travel advance. Travel vouchers will not be processed
until

the traveler has returned the passport to OIA.

\(5\) Audit of passport controls. The Office of the

Inspector General will be responsible for completing periodic audits
which

will include a review of the effectiveness of the controls over
passports

issued to HUD employees.

\(6\) Use of official and diplomatic passports. Diplomatic

and official passports may not be used for tourist visits, except where

such visits are a part of a continuing journey (NOT a side trip) to or

from the place of the foreign mission.

b\. Immunizations. OIA will advise HUD personnel concerning

required immunizations. Although the United States no longer requires

proof of smallpox immunization for reentry into the country, some
countries

still require this and a vaccination is mandatory. Other immunizations
may

be required in certain countries. The traveler is responsible for

consulting the Department Health Unit regarding immunizations as soon as
a

trip is planned. If the necessary immunizations cannot be given in the

Health Unit, the traveler shall make necessary arrangements for the

inoculations to be given at a public health facility or by a private

physician.

c\. Travel allowances.

\* (1) Per diem. The per diem rate authorized for official

travel to foreign countries by HUD employees shall be the maximum rate

established by the Department of State. Such maximum rates shall be

adjusted as necessary, in accordance with State Department regulations
for

travel by U.S. Officials. Maximum per diem rates for official travel at

localities in foreign areas (including the Trust Territory of the
Pacific

Islands) are prescribed by the Secretary of State. These rates are

published in the Department of State Standardized Regulations
(Government

Civilians, Foreign Areas), and are effective as specified without
further

implementation by HUD.

\(2\) Miscellaneous expenses. The following items of expense

may be authorized relating to travel outside the conterminous United

States:

\(a\) Fees charged for conversion of currency in foreign

countries;

\(b\) Charges covering the cost of travelers checks;

\(c\) Fees in connection with the issuance of passports,

visa fees, costs of photographs for passports and visas, costs of

certificates of birth, health, and identify, and of affidavits and
charges

for inoculations which cannot be obtained through a Federal facility. \*

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d\. Travel advances.

\* (1) Application. Once the proposed travel request has been

prepared for the Secretary or Assistant to the Secretary for
International

Affairs, or designees, the requesting office will prepare Standard Form

1038, Application and Account for Advance of Funds. The application must

be approved by the Secretary and Assistant to the Secretary for

International Affairs, or designees. It will then be sent to OFA for

issuance of a Treasury check; this process takes approximately two
weeks.

\(2\) Travel advance amounts. Travel advances will be based

on the allowable daily per diem rate for foreign areas. Maximum advances

will be based on the sum of the daily per diem rate per location plus

miscellaneous expenses. The applicable per diem rate must be documented
on

the travel order.

e\. Use of American commercial carriers. Any employees

traveling or transporting personal effects by ship or airplane on
official

business outside the conterminous United States must do so via
commercial

carriers registered under the laws of the United States as required
under

the international Air Transportation Fair Competitive Practices Act of
1974

and the Merchant Marine Act of 1936. Refer to FTR 1-3.6 for guidelines
on

the use of American commercial carriers.

f\. Rest stops. When travel begins or terminates at a point

outside the conterminous United States and involves a continuous flight
of

more than 8 hours actual flying time or if the flight crosses several
time

zones, the authorizing official may authorize a rest period stopover not
to

exceed 1 day either en route or at the destination. Rest stops may not
be

authorized for travel within the conterminous United States. Per diem

entitlement is not interrupted because of an authorized rest period. The

point at which the rest period stopover is taken may be at the
discretion

of the traveler; however, no added transportation cost will be
authorized.

Rest stops are not authorized when travel is performed by an indirect

route. Form HUD 25, Official Travel Order, must clearly indicate the

authorized rest stops and show a cost comparison between the direct
route

and the routing with the rest stops. Authorizing officials must also
take

into account the requirements of the Fly America Act. Rest stops may not

be authorized when the travel is performed by extra-fare planes (first

class and less than first class but more costly than the section
designated

air coach or similar class of travel).

g\. Working in foreign countries.

\(1\) Simple courtesy requires honoring all official and

social appointments unless the traveler is physically unable to do so.
\*

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\* (2) Hotel reservations which are made by an Embassy must be

honored if they are not cancelled sufficiently in advance. Failure to

properly cancel generally means the first night\'s lodging must be paid
by

the Embassy, and the traveler will be required to reimburse the Embassy.

If this occurs, the traveler will not be reimbursed for this expense.

h\. Travel vouchers. Travel vouchers must be submitted to OIA

for approval by the Assistant to the Secretary for International
Affairs.

In the event the traveler was issued an official or diplomatic passport,

the voucher will not be approved and forwarded for final processing
until

the passport has been returned to OIA. OIA will provide advice and

assistance, if necessary, in completing travel vouchers. A complete
record

of expenses, including receipts, should be maintained in order to

facilitate the preparation of the travel voucher.

i\. Post-travel requirements.

\(1\) The trip report. Upon return from foreign travel, each

official is required to submit a report to OIA. An appropriate due date

may be arranged with OIA.

\(2\) Further dissemination of information.

\(a\) When information obtained on a foreign travel

assignment is of special interest to other officials of the Department
or

the general public, the traveler is encouraged to prepare an additional

report for publication or other distribution. OIA will provide necessary

advice and assistance.

\(b\) Oral briefing. OIA may ask the traveler to give

an oral briefing to a group of HUD and other interested Federal
personnel.

\*

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HOUSING AND URBAN DEVELOPMENT

Travel Regulations

Chapter 1. Travel Allowances

Part 13. Procedures for Various Travel Categories

1-13.1. Training travel.

a\. Headquarters funded/managed training programs. The Office

of Training coordinates programs in this category. Examples of training

programs are: HUD-centrally managed training, the Office of Personnel

Management\'s Executive Seminar Program, the Federal Executive
Institute,

Brookings Institute and other executive development programs provided

through HUD and non-HUD training sources. Travel incidental to these

programs is authorized by the Office of Training and travel costs are

charged to the designated cost center code in Training. Authority to

authorize travel which involves an extended stay (over 30 days) shall
not

be redelegated. Only the Director of Training shall authorize extended

stay training travel. SF 182, Request, Authorization, Agreement and

Certification of Training, must be approved by the authorizing official

prior to authorizing travel on the HUD 25. The SF 182 has been adapted
tor

Regional use only as a dual training/travel authorization form for

centrally managed training when charged to the Training Office\'s cost
code

(see Appendix A).

b\. HUD-centrally managed training.

\(1\) Per diem rates. Per diem rates for HUD-centrally

managed training will be set per course. When both lodging and meals are

provided at residential centers, no per diem will be provided (see d

below).

\(2\) Use of contract training facilities. It has been

administratively determined that the use of facilities provided by the

Department at HUD-contract training sites is essential to the successful

completion of training. This determination may be waived under certain

circumstances as provided in paragraph (3), below.

\(3\) Use of non-contract facilities. If it is not

considered advantageous for an employee to use the facilities provided,
a

written request and justification for use of other lodging must be

submitted for advance approval by the Director of Training. No per diem

shall be provided when an employee elects to use lodging facilities
other

than those provided without specific authorization. In addition, any

transportation expenses that may be incurred as a result of an
employee\'s

election to use other facilities without approval shall be a personal

expense to the employee.

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\(4\) Local commuting to HUD training facilities.

\(a\) General. In the interest of reducing travel

costs, the Director of Training or his/her designee shall require
employees

whose official duty station or residence is within 50 miles of the
training

site to commute to the training site when the nature of the specific

training involved is such that it would not be detrimental to the

successful completion of the training. When HUD 25 and SF 182, or
adapted

SF 182, are approved for local commuting, transportation costs should be

claimed on SF 1164, Claim for Reimbursement for Expenditures on Official

Business. The SF 1164 must show the travel order number.

\(b\) Per diem entitlement. Generally per diem is

allowed only when travel involves at least one night\'s lodging.
Whenever

possible, employees who commute should plan their schedule so that their

total travel time is 10 hours or less, begins at 6 a.m. or later and
ends

by 8 p.m. If this is not possible, and per diem is claimed, a travel

voucher must be submitted with the audit copy of the HUD 25 attached.

Reimbursement for mileage or other transportation shall not be claimed

separately on SF 1164. The voucher must include a statement of the

official necessity for the hours of departure and return.

\(5\) Headquarters employees. The HUD 25 shall be prepared

by the traveler or his office. Travel costs must be estimated and
included

on the form. These costs will be charged to the Office of Training

Organization/cost center node.

\(a\) Training course participant. If the employee is

attending the training as a course participant, the HUD 25 is forwarded
to

the Office of Training together with Standard Form 182. The Office of

Training will completo the authorization portion of the HUD 23 and
return

the original and appropriate copies to the traveler. This Office will
also

approve the SF 1164 for employees commuting to the training.

\(b\) Training course instructor. If the employee is

attending the training as a course instructor, only the HUD 25 is
forwarded

to the Office of Training. This Office completes the authorization
portion

of the HUD 25 and returns the original and appropriate copies to the

traveler. This office will also approve the SF 1164 for employees

commuting to the training.

\(6\) Field office employees. The field office authorizing

official who normally approves operational travel for the employee shall

authorize travel on the HUD 25 or the SF 182 which was adopted for use
as a

travel order (see Appendix A). Travel costs will normally be charged to

the Office of Training organization/cost center code. Prior approval of

the appropriate Training Officer on the SF 182 is required prior to

authorization of travel. When field offices fund such travel instead of

the Office of Training, approval of the Deputy Under Secretary for Field

Coordination for travel outside the region shall only be required when
the

training is not centrally managed by the Office of Training.

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c\. Non-HUD training - Headquarters employees. Examples of

non-HUD training are courses offered by OPM or other Government agencies

and non-Government organizations such as universities. Non-HUD training

is usually provided through local training sources.

\(1\) Travel Within the Washington, D.C. metropolitan area.

When training is by local training sources, travel expenses shall be

authorized for local commuting only. The estimated transportation costs

must be included on the SF 182, prior to approval. Reimbursement shall
be

claimed on the SF 1164, which requires prior approval by the Office of

Training.

\(2\) Travel outside the Washington, D.C. metropolitan area.

For approved non-HUD training outside the local metropolitan area,
travel

allowances including per diem, may be authorized. Forms HUD 25 and SF
182

(10 part form) are required and shall he prepared by the traveler\'s
office.

The HUD 25 must be approved by the authorizing official in block 25;

include the traveler\'s organization cost center code on the form. The
SF

182 must be approved by the supervisor and administrative officer;
include

the traveler\'s organization cost center code in block 22.

d\. Residential training centers. Residential training centers

include OPM\'s Executive Seminar centers, the Federal Executive
Institute,

and HUD\'s residential training center used for centrally managed
training.

It is the responsibility of the Director of Training or his/her designee
to

determine and prescribe appropriate per diem rates for training at

residential training centers. In determining per diem, consideration
shall

be given to any per diem rate recommended by the sponsoring organization

and any special circumstances at the training site that may affect

subsistence expenses. Where both lodging and meals are included under

contract or in the tuition or other training fee, any per diem shall

provide for miscellaneous subsistence expenses only.

1-13.2. Extended stay travel. Extended stay travel includes temporary

duty assignments to one location for a period of more than 30 days,

including travel for training purposes.

a\. Review/documentation of need (excludes training travel).

\(1\) Review. When a temporary duty travel assignment is

expected to exceed 60 days, a careful review and determination of the
need

for the travel is required. If the assignment is expected to last one
year

or more, a permanent change of duty station shall be considered. If a

travel assignment is not expected to exceed 60 days initially, and it
later

becomes necessary to extend the assignment beyond 60 days, a review and

determination of the need for the extension is required and must be

attached to the travel order.

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1-13-3 5/84

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2300.2 REV-3

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\(2\) Documentation. A written determination of the need for

extended stay travel is required for assignments exceeding 60 days. The

determination shall be made prior to the travel when it is known in
advance

that the assignment will exceed 60 days and before each extension beyond

the first 60 days. The determination shall include the reason(s) for the

need for the travel and shall reference the related travel order. A copy

of the determination shall be furnished to the accounting office. Travel

advances or reimbursements shall not be paid without this required

documentation.

b\. Travel authorization. Travel must be authorized by

individual travel order. The HUD 25 shall state the authorized per diem

rate(s) for the period of the travel assignment. The LOTA shall not be

used for travel involving an extended stay.

c\. Travel allowances/per diem rates. Authorizing officials are

responsible for authorizing only such per diem allowances as are
justified

by the circumstances affecting the travel. Generally, temporary duty

travel involving an extended stay should be authorized on a per diem
basis

for the entire period of the travel assignment. However, reimbursement
of

actual subsistence expense may be authorized up to the first 30 days
when

the travel assignment is to a high rate geographical area and
circumstances

warrant reimbursement of actual expenses.

\(1\) First 30 days of assignment. Based on the particular

circumstances of each travel assignment, reimbursement may be authorized

for the first 30 days as follows: (a) actual subsistence expense in high

rate geographical areas not to exceed the prescribed maximum for the
area;

\(b\) per diem based on the average lodgings-plus method, or (c) a fixed

daily per diem rate. Per diem may not exceed the maximum per diem rate
set

forth in FTR para. 1-7.2.

\(2\) Adjusting per diem downward. Per diem shall be

adjusted downward at a temporary duty station when the traveler is able
to

secure lodging and/or meals at lower cost. When per diem is not reduced

during the first 30 days of the assignment, per diem is required to be

reduced after the first 30 days unless local conditions dictate
otherwise.

Headquarters administrative officers and administrative offices in the

field are responsible for providing employees on extended assignments
with

a listing of hotels/motels and/or apartments which provide adequate
housing

on a weekly/monthly basis at rates lower than the daily rates generally

charged by hotels/motels. Employees are responsible for contacting the

administrative office for housing referral assistance prior to making

lodging arrangements for extended TDY assignments.

1-13.3. Headquarters funded travel. Procedures for travel funded by

Headquarters including numbering and processing of travel orders, funds

control and obtaining travel advances and tickets are indicated below.

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5/84 1-13-4

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2300.2 REV-3

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a\. Headquarters directed travel of field employees.

\(1\) Individual travel orders authorized by an authorizing

official of the office directing the travel are required for all

Headquarters directed travel of field employees. Field office
authorizing

officials may not Sign travel orders for this category of travel.

Coordination and advance approval of the Deputy Under Secretary for
Field

Coordination (DUSFC) is required. Headquarters directed travel shall be

planned far enough in advance to allow sufficient time for coordination

with the DUSFC and field offices involved. Sufficient time must also be

allowed for transmittal of travel orders and receipt by field personnel

prior to commencement of travel. Except for travel by employees who are

summoned to appear in court cases or administrative hearings, all

Headquarters directed travel shall be coordinated as follows:

\(a\) The cognizant principal staff member must advise

the DUSFC of the proposed travel to ensure that it does not conflict
with

previously scheduled events or create excessive vacancies in a specific

office. This should be done at least two weeks in advance of the
proposed

travel.

\(b\) The office sponsoring the event must consult with

the affected Regional Administrator(s) regarding names and/or positions

involved in the travel.

\(c\) HUD 25 shall be prepared and forwarded to the

DUSFC through the cognizant principal staff member at least 5 days
before

a decision is needed for timely processing of the HUD 25 to the field

office. The principal staff member shall sign the HUD 25 in Block 23.

\(i\) HUD 25 must identify the purpose of the

travel, place(s) to be visited and the estimated cost.

\(ii\) Generally, travel orders include only a

brief statement of the purpose of the travel, therefore, additional
details

concerning the event should be furnished to the DUSFC with the travel

order(s), when appropriate.

\(iii\) The DUSFC will sign block 21 of the HUD 25

to indicate his/her approval.

\(iv\) An authorizing official of the office

funding the travel shall authorize the travel only after approval by the

DUSFC.

\(d\) Field office(s) must be furnished with travel

orders in time for receipt prior to commencement of travel. Field
offices

will disregard any notices from Headquarters directing the travel of
field

personnel that do not have a HUD 25 approved by the Deputy Under
Secretary

for Field Coordination attached.

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1-13-5 5/84

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2300.2 REV-3

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\(2\) Travel vouchers shall be approved by the field office

official who normally approves the employee\'s travel vouchers, EXCEPT
that

vouchers covering foreign travel must be approved by the Assistant to
the

Secretary for International Affairs before submission to the
Administrative

and Program Accounting Branch, Accounting Operations Division (see Part
12,

Foreign Travel). A copy of the individual travel order must be attached
to

the voucher. Additional procedures are as follows:

\(a\) Field employees traveling at Headquarters

direction. The SF 1012, Travel Voucher, shall be submitted through
proper

supervisory channels to the appropriate accounting office in the field.

Regional accounting offices will reimburse travelers and submit an

Interoffice Transfer Voucher (IOTV) to the General Accounting Operations

Division (AFGO) in Headquarters for payment.

\(b\) Headquarters employees assigned to Field offices.

Travelers shall submit travel vouchers through proper supervisory
channels

to the General Accounting Operations Division (AFGO) for payment.

\(c\) Interoffice Transfer Voucher. When preparing

Interoffice Transfer Vouchers (IOTVs) to transfer costs chargeable to

Headquarters, Regional Accounting Divisions shall identify the traveler,

travel order number and date, office code chargeable and costs
transferred.

Copies of vouchers covering travel to HUD centrally managed training are

not required by AFGO.

\(3\) Travel advances. Travel advances for Headquarters

employees out-stationed in the field shall be available through

Headquarters (AFGO).

\(4\) Prepaid Airline Tickets. Prepaid airline tickets shall

be used to the maximum extent practicable for all appropriate

Headquarters-directed travel and travel by Headquarters employees

out-stationed in the field. Prepaid tickets shall be procured from the

Scheduled Airline Traffic Office (SATO).

\(5\) Bill to address. When an individual or blanket GTR is

used to purchase commercial transportation, the bill to address is the

address of the accounting office which services the office from which
the

particular GTR was obtained.

\(6\) Group Travel Orders. When an event involves travel by

a group of field office employees, a group travel order should be
issued.

b\. Travel by Headquarters employees.

\(1\) Travel orders. All travel by Headquarters employees,

except those covered under the LOTA, requires an individual travel order
on

a trip-by-trip basis. When an itinerary is changed, an amended travel

order must be issued prior to the travel to reflect the change and cost

estimate.

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5/84 1-13-6

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2300.2 REV-3

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A copy of all amended travel orders must be processed through the
funding

organization\'s control point and a copy furnished to the Administrative
and

Program Accounting Branch, General Accounting Division. When approved

travel is cancelled, the original of the travel order shall be marked

\"CANCELLED\" in bold letters across the face of the travel order. The

original shall be forwarded to the organization\'s fund control point
for

adjustment of records, after which it shall be forwarded to the

Administrative and Program Accounting Branch, General Accounting
Division.

\(2\) Funds control.

\(a\) Each Headquarters travel allowance holder shall

establish and maintain a funds control point to assure, in advance of

travel, that funds are available. A log should be maintained for control

of funds. Transportation costs for local, in and around travel are not

required to be individually controlled in advance of travel; a copy of
the

claim for reimbursement (SF 1164) shall be furnished to the funds
control

point.

\(b\) Travel orders shall be processed within

organizations in accordance with internal procedures. Such procedures

shall assure that all required approvals and authorizations are
obtained.

They shall also assure that all travel orders, including amendments and

cancellations, are processed through the organization\'s control point.

\(c\) Each organization\'s fund control point shall

process all travel orders and amendments thereto as follows:

\(i\) Record the travel order number. Travel

orders shall be numbered sequentially, preceded by the correspondence

symbol of the control point and the fiscal year designation. For
example,

the first travel order issued by the Office of Administrative Services
to

be funded from the fiscal year 1984 appropriation would be No. AS-84-1,

the second, AS-84-2, etc. The numbering sequence will begin with \"1\"

each fiscal year.

\(ii\) Check to assure that sufficient funds are

available from the office\'s travel budget to cover estimated travel
costs.

Record and debit estimated travel costs for each authorized trip.

\(iii\) Forward the accounts copy of the travel

order to the Administrative and Program Accounting Branch, General

Accounting Division for obligation of funds.

\(iv\) Return the original and audit copy of the

travel order to the traveler.

\(3\) Claims for reimbursement. A copy of each SF 1012,

Travel Voucher, and SF 1164, Claim for Reimbursement for Expenditures on

Official Business, shall be forwarded to the funds control point by the

traveler after

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1-13-7 5/84

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2300.2 REV-3

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processing. The funds control point shall use the travel voucher to
adjust

records, i.e., add or subtract from amount prevalidated to amount
claimed.

Amounts claimed on SF 1164 shall be posted to the funds control record.

1-13.4. Headquarters travel advances. No travel advance shall be issued

unless the traveler has an approved travel order and an approved SF
1038,

Application and Account for Advance of Funds. The SF 1038 must show the

type of advance (single trip or revolving travel advance). In addition,

the SF 1038 must show any balance due from a previous advance(s).
Requests

for travel advances should be prepared and submitted to the
Headquarter\'s

accounting office in sufficient time to allow for issuance of a Treasury

check (usually 10 days). Applications containing erasures, strike-overs

or other alterations shall be returned without processing.

a\. Single trip travel advances.

\(1\) Travel advances may be authorized to cover estimated

per diem and other allowable costs in connection with the planned
travel.

If the traveler has an outstanding travel advance, the SF 1038 must
include

an explanation as to why the outstanding advance has not been liquidated
or

the travel advance application will be returned.

\(2\) Single trip travel advances must be liquidated promptly

upon completion of the travel or submission of the reimbursement travel

voucher within 30 days.

b\. Revolving travel advances.

\(1\) Permanent employees performing temporary duty travel on

a recurring basis may apply for a revolving travel advance in accordance

with Department regulations. Requests for revolving travel advances must

be approved by the travel allowance holder or his/her designee and

submitted to the accounting office. The SF 1038 must contain an

explanation of why the revolving travel advance is necessary.

\(2\) Payment of revolving travel advances will be made by

Treasury check only.

\(3\) Revolving travel advances must be repaid if the

traveler\'s official duties no longer require the performance of
recurring

travel.

\(4\) Revolving travel advances must be revalidated annually,

by October 1 of each fiscal year.

c\. Payment of travel advances from imprest funds. When time

does not permit the issuance of a Treasury check, the SF 1038 shall be

prepared indicating \"Imprest Fund\" on the \"mail check to\" line. To
obtain

a travel advance, the SF-1038 must be properly prepared showing the
dates

of travel, signed by the applicant and approved by an officer authorized

to approve travel. The SF-1038 must be supported by a properly prepared

and approved

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5/84 1-13-8

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2300.2 REV-3

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original HUD-25, Official Travel Order. The HUD-25 must be free of any

alterations to the traveler\'s name, travel dates or amounts. If a
mistake

is made during the preparation of the SF-1038, or if a change is
necessary

after the preparation of the SF-1038, prepare a new form; paintovers,

tapeovers, erasures or corrections of any kind are not acceptable. The

applicant or his/her representative shall identify themselves to the

cashier with an official HUD identification card and acknowledge receipt
or

payment by signing the Form HUD-289, Imprest Fund Disbursement Register.

Single trip travel advances of \$150 or less may be made from the
Imprest

fund and, in an emergency, a maximum of \$300 may be advanced. The

emergency circumstances must be explained on the SF 1038. The
Headquarters

Imprest fund cashier is responsible for contacting the accounting office

and obtaining telephonic approval for a single trip travel advance when:

\(1\) the application shows an outstanding travel advance

balance that is not satisfactorily explained on the SF 1038, or

\(2\) the requested advance is for an employee on the

delinquent accounts listing furnished by the accounting office.

d\. Cancelled trip. If a trip, for which an advance was made,

is cancelled or indefinitely postponed, as evidenced by a notice of

cancellation of the travel order or an advice of postponement of the

authorized travel, the amount of the advance shall be repaid by the

employee to the accounting office and not to the cashier.

e\. Delinquent travel advances. Interest will be assessed on

delinquent travel advances in accordance with Department regulations.

1-13.5. Invitational travel. Travel performed by a person not employed

by the Government who is called upon to confer with Department staff on

official business and perform a direct service for the Department should

be handled as indicated below:

a\. Policy. The Comptroller General has ruled that

reimbursement of travel expenses in an \"invitational travel\" situation

may only be authorized when the traveler is providing a direct service
to

the Department (Comptroller General Decision B-166506, dated February
12,

1976). Travel expenses may not be paid for persons not employed by the

Department merely to attend training sessions, meetings or conferences

where they are not providing a direct service, unless authorized by

specific statutory authority. Authorizing officials must assure that

invitational travelers will provide a direct service to HUD and are not

merely serving their own interests or those of the group they may
represent

rather than those of the Department.

b\. Travel orders. Individual travel orders shall be used for

invitational travel. Travel allowances are subject to the provisions of

this handbook. Since persons not employed by the Government are
generally

not familiar with Federal or Departmental travel regulations, it is

important that the travel order precisely cover authorized allowances.

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1-13-9 5/84

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2300.2 REV-3

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c\. Prepaid airline tickets. Authorizing officials or their

designees shall instruct invitational travelers not to purchase

transportation tickets with personal funds. Federal travel regulations,

which require the use of U. S. Government Transportation Requests (GTRs)

when the cost of travel exceeds \$100, are applicable to both Federal

employees and other individuals traveling for the account of the

Government. Consequently, invitational travelers, like employees, who
use

cash, check or credit cards to purchase transportation in excess of
\$100,

risk not being reimbursed. To prevent personal liability to invitational

travelers, authorizing officials or their designee should arrange to
have a

prepaid ticket available for the invitational traveler at the departure

airport. Prepaid tickets shall be prepared in accordance with the

guidelines set forth in paragraph 1-3.3.1. Alternately, the traveler may

be forwarded by registered mail, a completed GTR for obtaining his/her
own

ticket. In this case, authorizing officials or their designees shall
make

the travel arrangements for the invitee to assure compliance with
Federal

regulations and, subsequently, diminish the potential for personal

liability to the invitational traveler.

d\. Travel vouchers. Reimbursement of travel expenses shall be

claimed on SF 1012, Travel Voucher. It is the responsibility of the

authorizing official or his/her designee to assist the invitational

traveler in preparing the necessary travel voucher.

1-13.6. Preemployment Interviews. In a limited number of situations,

employees or applicants for certain positions in the excepted and

competitive service may be authorized to travel at Department expense
for

the purpose of a preemployment interview. This authority must be used

judiciously and sparingly.

a\. Excepted service positions. Written clearance must be

obtained from the servicing personnel office prior to authorizing travel

for a preemployment interview for a position in the excepted service.

b\. Competitive service positions. Authorization for travel for

preemployment interviews for positions in the competitive service shall
be

made in accordance with pertinent instructions issued by the Office of

Personnel, the provisions of this handbook, and FPM Letter 571-66, dated

April 28, 1976. A copy of the FPM Letter and further guidance concerning

key provisions of this authority are available from administrative
officers

and personnel offices.

\(1\) General limitations. OPM regulations limit the payment

of travel expenses for preemployment interviews to those few high grade
or

unique positions in the competitive service for which OPM cannot fully

gauge the qualifications of the applicants and where it finds that a
final

determination of an appointee\'s qualifications can only be made after
an

interview with the employing agency. Depending on the position to be

filled, prior approval of OPM or submission to OPM of post audit
material

is required for each interview.

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5/84 1-13-10

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2300.2 REV-3

CHG-1

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\(2\) Key professional managerial positions at grade GS-14

and above. Prior approval of OPM is not required for positions at GS-14

and above. Restrictions and guidelines for the use of this authority are

contained in FPM Letter 571-66. Additional guidance and key provisions

for the use of this authority are available from administrative officers

or the appropriate personnel office. This authority must be used only in

strict accordance with OPM and Department guides. Each time the
authority

is used to pay travel expenses for a preemployment interview for
positions

at these levels, the Department is required to forward post audit
material

to OPM within 30 days. The post audit material required is listed in

Appendix C, Attachment 2 of FPM Letter 571-66. Personnel officers will

provide advice as to post audit material required and the OPM office to

which the material should be sent. Post audit material submitted to OPM

shall be forwarded through the appropriate HUD servicing personnel
office.

\(3\) Positions at grade GS-13 and below. For positions at

GS-13 and below, the Department may pay preemployment travel expenses
only

with prior approval of OPM on a case-by-case basis. Requests for OPM

approval will be prepared by personnel officers upon request by
management

officials.

1-13.7. Intergovernmental Personnel Act (IPA) assignees. State or local

Government agency employees assigned to HUD under an IPA appointment are

entitled to travel and transportation allowances as authorized by 5
U.S.C.

3375\. Department appropriations may be used to pay for all or a part of

these expenses. The type and extent of expenses to be authorized are

based on an administrative determination by an authorized official and

must be set forth in a written IPA Agreement. IPA assignments may
receive

either change of station expenses or per diem for each assignment, but
not

both.

a\. Service agreement. Expenses for either per diem or change

of station may not be authorized unless the IPA assignee has agreed, in

writing, to complete the entire period of assignment or one year,

whichever is shorter, unless separated or reassigned for reasons beyond

the assignee\'s control and acceptable to HUD. If the IPA assignee

violates the agreement, the money spent for expenses, other than those
for

official travel while away from the assignment location, is recoverable

from the assignee as a debt due, unless waived in whole or in part by
the

Assistant Secretary for Administration.

b\. Assignment where change of official duty station is

involved. When it has been determined that a change of official duty

station is advantageous to the Government, the following allowances are

authorized:

\(1\) Transportation and per diem of assignee and immediate

family to and from the assignment location.

\(2\) Expenses of transportation of household goods and

personal effects, which include transporting, packing, crating,

\*temporarily storing, draying and unpacking such goods not in excess of

18,000 pounds net weight. \*

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1-13-11 12/84

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2300.2 REV-3

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\(3\) Subsistence of assignee and immediate family while

occupying temporary quarters at assignment location and temporary
quarters

upon return to former post of duty.

\(4\) Storage of household goods and personal effects for

assignment at an isolated location.

\(5\) Assignee\'s transportation, per diem, and other

allowable travel expenses while traveling on official business away from

the designated post of duty during the assignment.

c\. Assignments where transfer of permanent duty station is not

involved. The following travel allowances are authorized FOR THE IPA

ASSIGNEE ONLY:

\(1\) Between home and assignment location. Travel between

assignee\'s home and the assignment location which includes
transportation

by less-than first-class air accommodations or mileage at the rate of
20.5

cents a mile for use of a privately owned vehicle plus a per diem rate
or

\$50 during travel when initially reporting for duty and when returning
to

original duty station upon completion of the assignment.

\(2\) While at assignment location.

\(a\) Assignment of 30 days or less. The standard per

diem rate or high rate geographical area actual expense, not to exceed
the

statutory maximum, will be paid to the assignee.

\(b\) Assignment greater than 30 days. For the first 30

calendar days of an assignment, the standard per diem rate or high-rate

geographical area actual expense, not to exceed the statutory maximum,
may

be paid to the assignee. During this first 30-day period the assignee is

expected to seek long-term residence accommodations when not secured
prior

to reporting for duty. Based on this policy, a per diem of either 55% of

either the high rate geographical area rate or the maximum per diem
rate,

whichever applies to the assignment location, will be authorized for the

remainder of the assignment. A HUD 25 must be issued prior to the start
of

the assignment and must specify exactly what travel allowances are

approved.

\(3\) While traveling away from the assignment location. The

assignee will be authorized expenses of transportation, per diem and
other

expenses at the current locality rates when traveling on official
business

away from the assignment location. Per diem will not be allowed at the

location of the IPA assignee\'s permanent duty station or headquarters
while

official duty is being performed at that location. However, round trip

transportation and other expenses to and from that location will be

permitted.

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2300.2 REV-3

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\(4\) Dual per diem rates. An IPA assignee who is receiving

per diem at the assignment location is authorized receipt of an
additional

per diem allowance while on official temporary duty at another location

(except as noted above). The additional per diem is allowed only if the

assignee is occupying long-term residence accommodations, and is limited

to the increased expenses resulting from the temporary duty travel.

\(a\) Full per diem at a temporary duty location will be

paid to assignees who will not incur dual lodging costs or who made a

permanent change of duty station in lieu of per diem. Assignees are

authorized the same allowances as employees

\(b\) In computing dual per diem allowances, the

authorized per diem rate at the assignment location will be reduced by
48%

to allow reimbursement of lodging costs only.

d\. Additional information concerning IPA assignments. HUD

Handbook 334.1 REV provides detailed policy, procedures and instructions

regarding the temporary assignment of employees between the Department
and

state and local governments and institutions of higher learning under

authority of the Intergovernmental Personnel Act.

1-13.8. Training assignments. Relocation allowances may be authorized

under 5 U.S.C. 4109 for employees who are assigned for training in

Government or non-Government facilities. This authority may be used only

when the estimated cost of transportation of the employee\'s immediate

family, and transportation and temporary storage of household goods is

less than the estimated aggregate per diem amount payable during the
period

of the training assignment.

a\. Interns and trainees. In cases involving relocation of an

\"Intern\" or \"trainee,\" it is necessary to determine whether the
purpose of

the move is primarily for \"training\" or primarily for the
\"performance of

work.\" If the assignment is determined to be primarily for training,
the

provisions of this paragraph apply.

b\. Allowances authorized. Relocation allowances that may be

authorized are limited by law (Comp. Gen. B-186218 dated November 10,
1976)

to the following:

\(1\) Transportation for the employee and immediate family.

FTR 2-2.

\(2\) Subsistence for the employee while en route. FTR 2-2.

\(3\) Transportation and temporary storage of household

goods. FTR 2-8.

c\. Allowances not authorized. The following relocation

allowances may not he authorized for employees relocating for training

purposes:

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1-13-13 5/84

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2300.2 REV-3

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\(1\) Per diem for employee\'s immediate family. FTR 2-2.

\(2\) Allowance for miscellaneous expenses. FTR 2-3.

\(3\) Travel to seek residence quarters. FTR 2-4.

\(4\) Temporary quarters subsistence. FTR 2-5.

\(5\) Allowances for expenses incurred in connection with

residence transactions. FTR 2-6.

\*

1-13.9. Special purpose travel. In order to assure that the
Department\'s

adequately but not overly represented at conventions, meetings and other

affairs (functions) covered by this paragraph, all special purpose
travel

shall be approved, in advance, in accordance with the provisions of this

paragraph. In Headquarters, any questions concerning whether a proposed

travel assignment is \"special purpose travel\" should be referred to
the

Office of Public Affairs.

a\. Special purpose travel includes:

\(1\) Active participation in and attendance at conventions,

conferences and major meetings of public and private organizations and
for

public appearances, where an individual will officially represent the

Department. Public and private organizations include organizations such
as

trade, business and commercial; legal, governmental, public
administration;

scientific, engineering and technical; educational; cultural, social

welfare; labor unions, associations and federations and chambers of

commerce.

\(2\) Travel by an employee to:

\(a\) Speak before or actively participate in

conventions, conferences and other events held by national
organizations;

\(b\) Participate as a panel member at workshop sessions

or at seminars or other local events relating to national organizations;

and

\(c\) Attend exhibitions or industry-trade shows

affiliated with the above types of organizations which do not fall into
the

category of subparagraph b(3), below.

b\. Special purpose travel does not include:

\(1\) Operational travel to carry out ongoing functions or

related activities of the office. Operational travel to Hawaii, Alaska,

Puerto Rico, and possessions of the United States is special purpose
travel

except when located within the area of regional jurisdiction. For
example,

although travel to Puerto Rico by a Region III employee is special
purpose

travel, it is operational travel by a Region II employee. \*

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2300.2 REV-3

CHG-1

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\* (2) Travel to attend training courses where a Form SF-182,

Request and Authorization for Training, is appropriate; and

\(3\) Travel to attend workshops, seminars, meetings, etc.,

to survey and preview user equipment and software, such as ADP and other

sophisticated equipment, and proprietary software packages to maintain

familiarity with the state-of-the-art for activities directly related to

equipment or software in use in the HUD office.

c\. Authorization procedures. See HUD 1-1.5.a(4). \*

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