# Employee Travel Management

MP-1, Part II

Chapter 2, Appendices B-N

February 28, 1995 MP-l, Part II

Chapter 2, Appendix B

PRESCRIBED FORMS FOR AUTHORIZING AND CONTROLLING EMPLOYEE TRAVEL

1\. VA FORMS

a\. 3036, Travel Authority for Temporary Duty. (Par. 6c)

b\. 3036a, Request for Travel Reservations-Work Sheet. (Par. 8c(7))

c\. 3036b, Notice of Anticipated Expenses by Employee Changing Official
Station. (Pars. 6d(3) and 13q)

d\. 3036c, Travel Authority for Permanent Duty. (Par. 6d)

e\. 3036d, Transferred Employee Application for Reimbursement of Real
Estate Expenses. (Par. 13k(3)(b))

f\. 3079, Request for Tokens or Tickets. (Par. 8n(1))

g\. 3918, Intra-Agency Transfer Request. (Par. 13d(1))

h\. 4530, Accountability Record for Tokens or Tickets. (Par. 8n(2))

i\. 4945, Affidavit of Forgery. (App. M, par. 13)

j\. 4946, Employee Acknowledgment. (App. M, Par. 6)

2\. STANDARD FORMS

a\. SF 91, Operator\'s Report of Motor Vehicle Accident. (Par. 8j(7))

b\. SF 1012, Travel Voucher and SF 1012b, Travel Voucher-Continuation
Sheet. (Par. 18)

c\. SF 1038, Application and Account for Advance of Funds. (Par. 17d)

d\. SF 1120, Transportation Request Accountability Record. (Par. 7a(2))

e\. SF 1164, Claim for Reimbursement for Expenditures on Official
Business. (Par. 8m(7))

f\. SF 1169 and 1169a, U.S. Government Transportation Request, (Original
and Memorandum Card Copy). (Par. 7)

g\. SF 1170, Redemption of Unused Tickets. (Par. 3.22c(3), pt. III,
MP-4)

h\. SF 1171 and 1171a, Public Voucher for Transportation of Passengers
(Original and Memorandum

Copy)-(For Carrier Use Only).

i\. SF 1172, Certificate in Lieu of Lost (U.S. Government)
Transportation Request (For Carriers Use Only).

3\. OPTIONAL FORMS

a\. OF 68, Record of Travel Expenses. (Par. 2g(3)) 2B-1

February 28, 1995 MP-l, Part II

Chapter 2, Appendix C

DEFINITIONS

The following definition of terms shall be used for the purpose of this
chapter:

Agency An executive agency as defined in 5 U.S.C. 105;

includes an independent agency as well as an agency within the Executive
Office of the President; a military department; an office, agency, or
other establishment in the legislative branch; and the government of the
District of Columbia; but does not include a Government-controlled
corporation, a Member of Congress, or an office or committee of either
House of Congress or of the two Houses.

Alternate Location An alternate location is a destination, other than
the

employee\'s official station or the point of interruption, where
necessary medical services or a personal emergency situation exists. In
the case of illness or injury of the employee, the nearest hospital or
medical facility capable of treating the illness or injury is not
considered to be an alternate location.

Calendar Day Calendar day means the 24 hour period from one midnight to

the next midnight. For purposes of these regulations, the calendar day
technically begins one second after midnight (reflected herein as 12:01
a.m.) and ends at 12 midnight.

Conterminous United States The 48 contiguous States and the District of
Columbia

(excludes Alaska and Hawaii).

CONUS CONUS refers to both the \"Continental United States,\"

> defined in 5 U.S.C. 5701(6), and the \"conterminous United States,\"
> defined above as the 48 contiguous States and the District of
> Columbia.

Effective Date of Transfer or

Appointment The date on which an employee or new appointee reports for

duty at the new or first official duty station.

Employee An appointed officer or employee of an agency, including a

special Government employee as defined in 18 U.S.C. 202. This definition
also includes an individual employed intermittently in the Government
service as an expert or consultant and paid on a daily
when-actually-employed basis, and an individual serving without pay or
at \$1 a year.

Field Facility Director Includes Directors of regional office and
insurance centers,

> medical centers, automation center, finance centers, domiciliaries,
> outpatient clinics, regional offices, supply depots and the National
> Acquisition Center, Chiefs and Assistant .Chiefs, National Cemetery
> Area Offices, District Counsels, , and prosthetics centers.

Fire, Flood, or Act of God Fires or floods may be due to natural causes
or human actions

> (e.g., arson) or other identifiable causes. Act of God means an
> extraordinary happening by a natural cause (as fire, flood, tornado,
> hurricane, earthquake, or other natural catastrophe) for which no one
> is liable because experience, foresight, or care could not prevent it.

Government The Government of the United States and the government of the
District of Columbia.

Government-Contract Rental

Automobile An automobile obtained for short-term use from a commercial

> firm as specified in the Federal Travel Directory, under the
> provisions of an appropriate General Services Administration (GSA)
> Federal Supply Schedule contract.

Government-Furnished Automobile Includes an automobile which is owned by
VA, an automobile

which is assigned or dispatched to VA on a rental basis from a GSA
Interagency Fleet Management Center, or an automobile which is leased by
VA for a period of 30 days or longer from a commercial firm.

Household Goods All personal property associated with the home and all

> personal effects belonging to an employee and the immediate family
> when shipment or storage begins, which can be legally accepted and
> transported as household goods by an authorized commercial carrier in
> accordance with the rules and regulations established or approved by
> an appropriate Federal or State regulatory authority, except the items
> listed in (a) through (d) below. Snowmobiles and vehicles with two or
> three wheels, e.g., motorcycles, mopeds, and golf carts, may be
> shipped as household goods. The following items may not be shipped as
> household goods:
>
> \(a\) Automobiles, trucks, vans, and similar motor vehicles; boats;
> airplanes; mobile homes; camper trailers; and farming vehicles.
>
> \(b\) Live animals, birds, fowls and reptiles.
>
> \(c\) Cordwood and building materials.
>
> \(d\) Property for resale, disposal, or commercial use rather than for
> use by the employee or the immediate family.
>
> NOTE 1: Generally, carriers\' tariffs prohibit household goods
> carriers from accepting the articles listed below for shipment.
> Information should be obtained regarding the applicable tariff or the
> involved carrier should be contacted if problems arise concerning
> shipment of the following prohibited articles: .
>
> \(a\) Property liable to impregnate or otherwise damage equipment or
> property (e.g., hazardous articles including explosives, flammable and
> corrosive materials, poisons, etc.).
>
> \(b\) Articles which cannot be taken from the premise without damage
> to the article or the premise.
>
> \(c\) Perishable articles including frozen foods, articles requiring
> refrigeration, or perishable plants, unless all the following
> conditions are met:
>
> \(1\) Shipment is to be transported not more than 150 miles and/or
> delivery accomplished within 24 hours from the time
>
> of loading,.
>
> \(2\) no storage of shipment is required; and
>
> \(3\) no preliminary or en route servicing or watering or other
>
> preservative method is required of the carrier
>
> NOTE 2: Items which are irreplaceable or are of extreme value or
> sentiment are not provided special security even though extra value
> insurance may be purchased. Employees and their immediate families are
> advised to personally transport these types of items.

Immediate Family Any of the following named members of the employee\'s

> household at the time the employee reports for duty at a new permanent
> duty station or performs authorized or approved overseas travel,
> renewal agreement travel or separation travel:
>
> \(a\) Legally recognized spouse.
>
> \(b\) Children of the employee or employee\'s spouse who are unmarried
> and under 21 years of age or who, regardless of age, are physically or
> mentally incapable of self-support. The term \"children\" includes
> natural offspring; stepchildren; adopted children; grandchildren, and
> legal minor wards, or other dependent children who are under legal
> guardianship of the employee or employee\'s spouse; and a child born
> after the employee\'s effective date of transfer when the travel of
> the employee\'s expectant spouse to the new official station is
> prevented at the time of the transfer because of advanced stage of
> pregnancy, or other reasons acceptable to the agency concerned, e.g.,
> awaiting completion of the school year by other children.
>
> \(c\) Dependent parents (including step and legally adoptive parents)
> of the employee or employee\'s spouse.
>
> \(d\) Dependent brothers and sisters (including step and legally
> adoptive brothers and sisters) of the employee or the employee\'s
> spouse who are unmarried and under 21 years of age or who, regardless
> of age, are physically or mentally incapable of self-support.
>
> Generally, the individuals named in (c) and (d) above shall be
> considered dependents of the employee if they receive at least 51
> percent of their support from the employee or the employee\'s spouse;
> however, this percentage of the support shall not be the decisive
> factor in all cases. These individuals may also be considered
> dependents if they are members of the employee\'s household and, in
> addition to their own income, receive support (less than 51 percent)
> from the employee or the employee\'s spouse without which they would
> be unable to maintain a reasonable standard of living.
>
> When emergency travel is performed by an employee (par. 12d), for
> compassionate reasons, when warranted by the circumstances of a
> particular emergency situation, this definition may be expanded on an
> individual case basis to encompass other members of the extended
> family of an employee and employee\'s spouse, such as the individuals
> named above who are not dependents of the employee or members of the
> employee\'s immediate household. In using this authority and deciding
> each case, the authorizing official shall evaluate the extent of the
> emergency and the employee\'s relationship to, and degree of
> responsibility for, the individual( s) involved in the emergency
> situation.

Incapacitating Illness or Injury of

Employee When emergency travel is performed by an employee (par.

> 12d), an incapacitating illness or injury is one that occurs suddenly
> for reasons other than the employee\'s own misconduct and renders the
> employee incapable of continuing, either temporarily or permanently,
> the travel assignment. A sudden illness or injury may include a
> recurrence of a previous medical condition thought to have been cured
> or under control. The illness or injury may occur while the employee
> is at, or en route to or from, a temporary duty location.

Locality Rates Locality rates are maximum per diem rates

> prescribed for specific localities within CONUS. Locality rates are
> listed by State and city in appendix G.

Meeting or Similar Function As referred to in paragraph 3j, a
conference, seminar, speak-

> ing engagement, symposium, training course, or similar event that
> takes place away from the employee\'s official station, and is
> sponsored or cosponsored by a non-Federal source. A meeting or similar
> function need not be widely attended for purposes of this definition,
> and includes but is not limited to the following:
>
> \(a\) An event at which the employee will participate as a speaker or
> panel participant, including an event at which the employee will give
> an oral presentation focusing on his/her official duties or on the
> policies, programs, or operations of VA.
>
> \(b\) A conference, convention, seminar, symposium, or similar event
> at which the primary purpose is to receive training other than
> promotional vendor training, or to present or exchange substantive
> information concerning a subject of mutual interest to a number of
> parties.
>
> \(c\) An event at which the employee will receive an award or honorary
> degree, which is in recognition of meritorious public service that is
> related to the employee\'s official duties, and which may be accepted
> by the employee consistent with the applicable standards of conduct
> regulation. This term does not include events required to carry out
> VA\'s statutory and regulatory functions such as investigations,
> inspections, audits, or site visits, and does not include promotional
> vendor training or other meetings held for the primary purpose of
> marketing the non-Federal source\'s products or services.

Mobile Home Any type of housetrailer or mobile dwelling constructed for

> use as a residence and designed to be moved overland, either by
> self-propulsion or towing. Also, a boat when used as the
>
> employee\'s primary residence.

New Appointee Includes any person newly appointed to Government service,

> including an individual who has performed transition activities under
> section 3 of the Presidential Transition Act of 1963 (3 U.S.C.I02
> note) and who is appointed in the same fiscal year as the Presidential
> inauguration that immediately follows his/her transition activities.
> \"New appointee\" also includes an individual appointed after a break
> in service except that an employee separated as a result of reduction
> in force or transfer of function may be treated as a transferee
> instead of a new appointee under the conditions set out in 41 CFR
> 302-1.9. A \"new appointee\" includes a student trainee who is
> assigned upon completion of college work.

Official Station and Post of Duty For Temporary Duty Travel. Designated
post of duty and

> official station mean the same. The limits of the official station
> will be the corporate limits of the city or town in which the employee
> is stationed or an established mileage radius measured from the
> official duty site. If the employee is not stationed in an
> incorporated city or town, the official station is the reservation,
> station, or established area, or, in the case of large reservations,
> the established subdivision --thereof having definite boundaries
> within which the designated post of duty is located.
>
> For Permanent Duty Travel. The building or other place where the
> employee regularly reports for duty. With respect to entitlement under
> this chapter and MP-2, subchapter G, relating to the residence and the
> household goods and personal effects of the employee, official station
> or post of duty also means the residence or other quarters from which
> the employee regularly commutes to and from work.
>
> For Emergency Travel (par. 12d). The term \"official station\" also
> refers to the home or regular place of business as it pertains to
> experts and consultants described in 5 U.S.C.
>
> 5703\.

Payment Payment means funds paid by a non-Federal source for trav-

el, subsistence, and related expenses by check or similar instrument to
VA, or payment in kind.

Payment in Kind Means any goods, services, or other benefits provided by
a

> non-Federal source for travel, subsistence, and related expenses in
> lieu of funds paid to VA by check or similar instrument for the same
> purpose.

Per Diem Per Diem is a computed allowance authorized in lieu of ac-

> tual subsistence. It is intended to compensate an employee for
> necessary subsistence incurred while in a travel status on official
> business. The expenses included in a per diem allowance are identical
> to those expenses that would be considered appropriate for allowance
> on an actual subsistence expense reimbursement basis.

Personal Emergency Situation Personal emergency situation means the
death or serious ill-

> ness or injury of a member of the employee\'s family or a catastrophic
> occurrence or impending disaster such as a fire, flood, or act of God
> which directly affects the employee\'s home at the official station or
> the family and occurs while the employee is at, or en route to or
> from, a temporary duty location.

Premium-Class Air Accommodations Includes first-class and
business-class.

Senior Executive Service VA managerial positions above GS-15 or
equivalent so designated by VA and approved by Office of Personnel

Management.

Serious Illness or Injury of Family

Member Serious illness or injury of a family member means a grave,

> critical, or potentially life-threatening illness or injury; a sudden
> injury such as an automobile or other accident where the exact extent
> of injury may be undetermined but is thought to be critical or
> potentially life-threatening based on the best assessment available;
> or other situations involving less serious illness or injury of a
> family member in which the absence of the employee would result in
> great personal hardship for the immediate family.

Standard CONUS Rate Generally, the standard CONUS rate is prescribed for
any lo-

> cation within CONUS that is not included in one of the defined
> localities or areas for which a specific rate is prescribed in
> appendix G. The standard CONUS rate is also prescribed in certain
> specified circumstances as provided herein for all locations within
> CONUS, including the separately defined localities.

Student Trainees Personnel who are assigned upon completion of college
work.

Subsistence Subsistence expenses are those necessary to sustain life.
For

> the purpose of travel, subsistence expenses will include lodging,
> meals, and miscellaneous personal care items, such as laundry, dry
> cleaning, fees and tips to waiters, porters, baggage handlers,
> bellhops and maids, transportation to obtain meals, and telegrams or
> telephone calls to reserve hotel accommodations.

Temporary Storage Storage of household goods for a limited period of
time at ori-

> gin, destination, or en route in connection with transportation to,
> from or between official stations or posts of duty or authorized
> alternate points.

Travel Temporary Duty. Involves the movement of an employee

> from the official duty station to a temporary place(s) of duty and
> return to the official duty station.
>
> Permanent Duty. Involves the movement and relocation of residence of
> an employee or an employee and immediate family from one duty station
> or location to a new duty station or location.
>
> Local. Involves the movement of an employee from the designated post
> of duty to a temporary place( s) of duty within the commuting area of
> the official station.

United States The 50 States and the District of Columbia.

February 28, 1995 MP-l, Part II

Chapter 2, Appendix D

Department of Veterans Affairs Unlimited Open Travel Authorization

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

Type of Office

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

Location

Unlimited Open Travel Authorization No.

1\. During the fiscal year beginning October 1,\_\_\_, and ending
September 30,\_\_\_\_, (employee\'s name) is hereby authorized, under
proper direction, to perform official temporary duty travel and claim
reimbursement therefore in accordance with the Federal Travel Regulation
and VA directives, without necessity for obtaining further written
authorization.

2\. Estimated travel costs to be incurred over the period covered by
this unlimited authorization are:

3\. (Employee s name), after performing properly directed travel
pursuant to this authorization, will submit his/her reimbursement
voucher on SF 1012. Vouchers will be submitted immediately after
completion of each trip, except that when in a continuous travel status,
vouchers will be submitted currently, i.e., at least one each month when
travel period exceeds 30 days. Copies of this authorization have been
furnished the finance office and therefore need not accompany
reimbursement vouchers. Instead, insert in the block \"Applicable Travel
Authorization(s )\" on SF 1012, the number and date of the unlimited
open travel authorization.

4\. (Employee\'s name) is responsible for being familiar with the
Federal Travel Regulation and VA directives governing travel
reimbursement.

> \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
>
> Signature of Designated Official
>
> \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
>
> Title
>
> \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
>
> Date

Department of Veterans Affairs Limited Open Travel Authorization

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

Type of Office

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

Location

Limited Open Travel Authorization No.

1\. During the fiscal year beginning \_\_\_\_\_\_\_\_\_\_\_and ending
\_\_\_\_\_\_\_\_\_\_\_, (employee\'s name) is hereby authorized under
proper direction, to perform official temporary duty travel and claim
reimbursement therefore in accordance with the Federal Travel Regulation
and VA directives, without the necessity for obtaining further written
authorization.

2\. The purpose of the travel under this limited open authorization is
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_.The geographic area covered
is \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_, and
trip duration will be .Cost of travel under this limited open
authorization will not exceed \_\_\_\_\_\_\_\_\_\_\_\_.

3\. (Employee\'s name), after performing properly directed travel
pursuant to this authorization will submit his/her reimbursement voucher
on SF 1012. Vouchers will be submitted immediately after completion on
each trip, except that when in a continuous travel status vouchers will
be submitted currently, i.e., at least one each month when travel period
exceeds 30 days. Copies of this authorization have been furnished the
finance office and therefore need not accompany reimbursement vouchers.
Instead insert in the block \"Applicable Travel Authorization( s )\" on
SF 1012, the number and date of the limited open travel authorization.

4\. (Employee\'s name) is responsible for being familiar with the
Federal Travel Regulation and VA directives governing travel and
reimbursement.

> \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
>
> Signature of Designated Official
>
> \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
>
> Title
>
> \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
>
> Date

.

February 28, 1995 MP-l, Part II

Chapter 2, Appendix E

REQUIREMENTS FOR REIMBURSEMENT OF ALLOWABLE EXPENSE ITEMS

1\. Receipts are required for the following expenditures for official
business, regardless of amount, and authorization or approval is
required by the official who authorized the travel:

a\. Baggage (Government and/or personal property of the traveler for
official travel)

\(1\) Excess (exceeding weight, size, or number of pieces that is
carried free by transportation companies)- receipt or voucher must show
weight of baggage and points between which moved.

\(2\) Transfer, checking, and storage-receipt or voucher must show that
storage was solely on account of official business and that charges or
tips at transportation terminals are for handling Government property.

CAUTION: A traveler will stop baggage that has been checked on a ticket
beyond the point where he or she leaves the train. If baggage could not
be intercepted or transferred and is carried through to original
destination on unused portion of ticket, the traveler must explain the
facts when he or she transmits the unused ticket for redemption. Failure
to do this will result in any excess cost to the Government being
charged to the traveler.

b\. Foreign Travel

\(1\) Fees for cashing U.S. Government checks or drafts reimbursing
traveler for travel expenses only incurred in foreign countries.

\(2\) Commissions for conversion of currency in foreign countries-
receipt or voucher will show rate of conversion and commission charges.

\(3\) Fees in connection with issuance of passports and visas, costs of
photographs for passports and visas, costs of birth, health, and
identity certificates, affidavits, and inoculation which cannot be
obtained at a Federal dispensary.

c\. Services; i.e., clerical assistance, including stenographic and
typing, rental of typewriter or room, guides, interpreters, packers,
drivers of vehicles-receipt or voucher will show date of service,
quantity, unit, unit price, and statement of need for hire of such
service.

d\. Hire of special conveyance such as livery, boat, automobile,
aircraft (including helicopter) receipt will show the service hired and
rendered, rate of compensation by day (hour or other unit) and
subsistence if included in cost.

e\. Shipments of Government property by freight or express when property
needed by the traveler exceeds baggage allowance-if Government Bill of
Lading is not used, explain circumstances. Receipt will show original
point of shipment, destination, number of packages, \~contents, and
separate weight of each package, rate, and amount of charges paid.

f\. Steamer chairs, cushions, rugs.

g\. Telegrams, cablegrams, radiograms, official long-distance telephone
calls-receipt will show the date and amount paid. The traveler will
provide a supporting statement on the travel voucher which shows the
points between which service was rendered and that the call was for
official business. Receipt is not required for long-distance telephone
calls where a coin box is used and it is so stated on the SF 1012.

h\. Records-Charges for copies of records furnished by State officials
(e.g., clerks of courts etc.)-receipt or voucher .will show date of
service, quantity, unit, and unit price.

REQUIREMENTS FOR REIMBURSEMENT OF ALLOWABLE EXPENSE ITEMS-Continued

i\. Cash used in lieu of Transportation Request for Passenger
Transportation Services-receipt will show name of carrier, points of
travel, and cost of transportation, plus Federal transportation tax.
There will be attached to the SF 1012 the pertinent transportation
coupons or other appropriate evidence. Also, the following statement
will be made on the SF 1012: \"I hereby assign to the United States any
rights 1 may have against other parties in connection with any
reimbursable charges described herein.\"

j\. Operating expenses of privately owned conveyance such as gasoline,
oil, bridge, ferry, and other tolls, garage and hangar rental, and
feeding and stabling of horses. However, charges for repairs,
depreciation, replacements, grease, antifreeze, towage, and similar
speculative expenses shall not be allowed.

k\. Dry-cleaning and laundry-in addition, for temporary duty of 5
working days or less, there will be a justification on voucher as to
need; e.g., waiter spilled food on clothes, vehicle splashed mud on
clothes, etc. A receipt is not required for use of coin-operated
dry-cleaning and laundry machines and it is so stated on the voucher.

l\. Lodging-to support all lodging costs for which an allowance is
claimed under the lodgings-plus per diem system except that a statement
instead of a receipt may be accepted for the fee or service charge
incurred for the use of Government quarters.

m\. Fees for joining frequent traveler programs. (See par. 2g(II)(c).)

2\. Receipts are not required for the following expenditures, unless the
amount is in excess of \$25, plus any applicable tax:

a\. Limousine Service

b\. Postage for Official Business. SF 1012 will state that postage was
used for official business mail.

c\. Streetcars and Buses While in Travel Status

\(1\) From or to the common carrier or other terminals, to or from place
of abode or place of business.

\(2\) Between place of abode and place of business or between places of
business.

\(3\) Not incidental to subsistence, to obtain meals at nearest
available place, where nature and location of work at temporary duty
station is such that suitable meals cannot be procured there-voucher
will state the necessity for such daily travel.

d\. Taxicabs When Used Locally While In Travel Status

\(1\) From or to common carrier or other terminal, to or from place of
abode or place of business.

\(2\) Between place of abode and place of business or between places of
business where cheaper mode of transportation is not available or is
impractical to use.

\(3\) Not incidental to subsistence, to obtain meals at nearest
available place, where nature and location of work at temporary duty
station is such that suitable meals cannot be procured there and cheaper
mode of transportation is not available or is impracticable to use,
voucher will state the necessity for such daily travel.

REQUIREMENTS FOR REIMBURSEMENT OF ALLOWABLE EXPENSE ITEMS-Continued

e\. Local Telephone Calls

f\. Costs of Traveler\'s Checks, Money Orders, or Certified Checks
Purchased in Connection With Local Travel. The amount may not exceed the
amount of funds necessary to cover estimated reimbursable expenses.

g\. Meals-for any individual meal when the employee travels under the
provisions of paragraph 10.

3\. Receipts will be numbered consecutively, commencing with No.1, for
each account. Where it is impracticable to furnish receipts, the failure
to do so must be fully explained on the travel voucher. Mere
inconvenience in the matter of taking receipts will not be considered.

February 28, 1995 MP-l, Part II

Chapter 2, Appendix F

GUIDE TO PREPARATION OF U.S. GOVERNMENT TRANSPORTATION REQUEST (GTR), SF
1169

Issuing officials will:

a\. Prepare SF 1169 in accordance with instructions contained in items
(1) through (13) below.

b\. Ensure that SF 1169 is legibly prepared.

c\. Check SF 1169 to see that it contains all the information and
insertions, other than signatures, that appear on SF 1169 at the time of
its surrender for service.

d\. Draw horizontal lines through spaces not required for services being
procured.

e\. Use the space on reverse of SF 1169 when space on the front is
inadequate.

\(1\) Bill Charges To. Enter exact name and complete postal address of
VA office to which the carrier is to direct its bill for payment.

\(2\) Fiscal Data (Appropriation, Authorization, etc.). Enter the
appropriation, authorization number, obligation number, and decimal
suffix assigned to the covering travel authorization. When payment is to
be made in a currency other than U.S. dollars, show type of currency in
\"Special Accommodations and Requirements\" box; e.g., \"To be paid in
Indian Rupees.\"

\(3\) Place and Date of Issue. Enter installation, point, or city, State
or country, and date of issue of the GTR and not t of the ticket or
transportation service involved.

\(4\) Issuing Government Officer (Signature and Office). Sign name and
enter name of office.

\(5\) Traveler (Type or Print). Enter name of traveler and traveler\'s
title.

\(6\) Others (No.). Enter number of persons in addition to the traveler
for whom transportation and/or accommodations are being requested.
Include infants in the number of \"Others\" regardless of whether
seating or other accommodations are authorized. When GTR is to cover
only one person, enter the word \"No.\"

\(7\) Dependent Travel-Children (Ages). Check \"Spouse\" block and list
name of spouse if he/she is to accompany the traveler. Also, list names
and ages of any dependent children that will accompany the traveler; for
example, use \"8-5-4-1 (free)\" or \"8-5-4-1(seat)\" to show ages of
four children 8, 5, 4, and 1, with the \"(free)\" or \"(seat)\"
indicating whether a seat ticket is authorized for the child under 2
years of age. Ages of children as of the date of departure from first
point of travel should be used.

\(8\) Special Accommodations and Requirements. Enter number and type of
accommodations to be furnished and list points between which each type
of accommodation is to be utilized. Abbreviate if necessary. For rail
travel, indicate whether parlor car seat, roomette, etc.

\(a\) For steamship travel, when known, show name of vessel, sailing
date, and number of assigned stateroom (bed or berth where less than
room capacity is involved). If the available accommodation for the class
desired is unknown at time of issuance of the GTR, enter the words
\"lowest available accommodation.\" Then, before surrendering the GTR to
the carrier, the traveler shall enter in the \"Continuation of Services
Required\" box on the reverse of the GTR, over the traveler\'s
signature, the following:

\"I certify that berth \_\_\_\_\_\_\_\_\_, state room No.
\_\_\_\_\_\_\_\_\_\_\_, on SS \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_, date of
sailing was furnished as the lowest available accommodation at time
reservation was made.\"

GUIDE TO PREPARATION OF U.S. GOVERNMENT TRANSPORTATION REQUEST (GTR), SF
1169

The foregoing provision should not be construed as authorizing travelers
to obligate the U.S. Government to pay for services in excess of those
allowed by law or pertinent administrative regulations. Where use of a
state room on a lake, river, or coastwise steamship involves a separate
charge, enter the specific value of the authorized room in the \"Special
Accommodations and Requirements\" box.

\(b\) Also enter in this box any special fares and/or charges, such as
GF-CAM, (Group Fare-Commercial Air Movement) Charter, Contract, Section
22 Quotation, Military Recruit, Youth Fare, Discover America Fare, etc.,
followed by any pertinent movement, charter, or contract number. On a
GTR issued for the U.S. domestic portion of any international journey,
enter \"Conj/intl travel.\"

\(9\) Carrier or Agent Tendered To. Enter name of the carrier that is to
honor the GTR. When the GTR must be presented to a carrier or agent
other than the one shown in this box, either the issuing officer or the
traveler shall endorse the GTR to that carrier or agent by entering in
the \"Service Furnished If Other Than Requested\" box on the reverse,
over the traveler\'s signature, the words: \"Endorsed to (carrier/agent)
for ticket issuance.\"

\(10\) Cities. Enter in the \"From\" box the name of the city and State
or point from which transportation and/or accommodations are to be
furnished. In the \"To\" boxes, enter the cities and States or points to
which such services are to be furnished. Use city/airport codes for air
travel when such are known; otherwise use the city with the Postal
Service style of two letter State and Province abbreviation. For
example, for a round trip authorized from Duluth to Gulfport and return,
show from \"DLH\" to \"GPT\" to \"DLH\" (city/airport codes) or from
\"Duluth, MN\" to \"Gulfport, MS\" to \"Duluth, MN\" (Postal Service
style).

\(II\) Stopover Auth. Enter \"Yes\" before the cities at which stopovers
are authorized and \"No\" for all others.

\(12\) Carrier and Class of Service. Enter in the applicable box the
initials or code name of each carrier and the name or officially
identified code for the class of service authorized between each listed
city or point. For air travel, show jet first class, standard class,
propeller first class, jet coach, jet economy, jet night coach, charter,
etc.; for rail, show first, second, coach, etc.; for bus, show first
class, second, coach, etc.; and for steamship, show first, second,
cabin, tourist, etc. When category A or category Z air travel is
requested, show \"Cat A\" or \"Cat Z.\"

\(13\) Excess Baggage Authorized. Enter the exact weight and/or number
of pieces of excess baggage authorized to be transported for each leg of
the trip. When the exact weight or number of pieces is unknown, show the
maximum excess authorized. If excess baggage is not authorized, enter
the word \"None\" in the \'Weight\" and \"Pieces\" columns opposite the
respective city or point entered in the \"To\" box. On a GTR issued to
procure excess baggage only, complete the GTR as outlined above, but
enter the words \"Excess baggage only\" in the \"Special Accommodations
and Requirements\" box.

U. S GOVERNMENT TRANSPORATION REQUEST (GTR) SF 1169

SEE HARDCOPY

February 28, 1995 MP-l, Part II

Chapter 2, Appendix G

RESERVED FOR PRESCRIBED MAXIMUM PER DIEM RATES FOR CONUS

EFFECTIVE: 01-01-95

February 28, 1995 MP-l, Part II

Chapter 2, Appendix H

EMPLOYEE AGREEMENT TO REMAIN IN THE GOVERNMENT SERVICE FOR TWENTY-FOUR
(24) MONTHS OR TO REPAY THE COSTS OF TRAVEL AND/OR TRANSPORTATION
ADVANCED

I have agreed to accept transfer or appointment within VA to duty
station located in \_\_\_\_\_\_\_\_\_\_\_

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

(city and place)

1\. In consideration of the payment by the Government of expenses of my
travel and transportation and those of my immediate family, including
expenses of transportation and/or storage of my household goods, and
other applicable allowances, I hereby agree:

a\. To remain in the service of the Government for twenty-four (24)
months following the date of my transfer or appointment, unless it be
known in advance that my services will not be required for as long a
period or unless separated for reasons beyond my control which are
acceptable to VA, such as:

\(1\) Completion of the job for which employed.

\(2\) Convenience of VA.

\(3\) Induction into the Armed Forces of the United States of America.

\(4\) Permanent or semipermanent illness or death not due to my own
misconduct.

\(5\) Compelling personal reasons which are beyond my control and which
are acceptable to VA.

\(6\) Failure to qualify for the job for which employed (through no
fault of my own).

\(7\) Notorious, disgraceful, or immoral conduct on my part.

b\. That if I violate or terminate this transportation agreement within
twelve (12) months following my transfer or appointment, any moneys
expended by the United States on my account or on account of my family
for travel, transportation, and other applicable allowances, including
transportation of my household goods, will be considered as a debt due
by me or my estate or personal representative to the United States,
which I hereby agree to pay in full as directed by VA, and that my
return travel and transportation at Government expense will not be
authorized.

c\. That at any time after satisfactory completion of twenty-four (24)
months of service, or upon prior termination of employment for reasons
enumerated in subparagraphs (1) through (5) above, VA agrees to defray
the cost of transportation for myself and immediate dependents to the
place of return. When this agreement is terminated by virtue of my
failure to qualify for the job for which employed, it shall be within
the discretion of VA to authorize my return at Government expense. Where
this agreement is terminated by virtue of notorious, disgraceful, or
immoral conduct on my part, VA will not authorize my return at
Government expense.

d\. That at the time I was selected for transfer or appointment my
actual place of residence was

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_,
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_.

City State

2\. I affirm that no promises or representations concerning this
employment, other than those contained herein, have been made by VA, and
that I have read the provisions of this agreement and understand them.

.

3\. Questions as to interpretation of this agreement will be submitted
to the Secretary of Veterans Affairs and the decision of the Secretary
thereon will be final.

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

Signature of Employee Title of Employee Date

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

Signature of VA Representative Name and Title Date

February 28, 1995 MP-l, Part II

Chapter 2, Appendix I

EMPLOYEE'S AGREEMENT TO REMAIN IN THE GOVERNMENT SERVICE FOR THIRTY
--SIX (36) MONTHS OR TO REPAY THE COSTS OF TRAVEL AND/OR TRANSPORTATION
ADVANCED

I have agreed to accept transfer or appointment within VA to duty
station located in\_\_\_\_\_\_\_\_\_\_\_\_\_\_

> (city and place)

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

1\. In consideration of the payment by the Government of expenses of my
travel and transportation and those of my immediate family, including
expenses of transportation and/or storage of my household goods, and
other applicable allowances, I hereby agree:

a\. To remain in the service of the Government for thirty-six (36)
months following the date of my transfer or appointment, unless it be
known in advance that my services will not be required for as long a
period or unless separated for reasons beyond my control which are
acceptable to VA, such as:

\(1\) Completion of the job for which employed.

\(2\) Convenience of VA.

\(3\) Induction into the Armed Forces of the United States of America.

\(4\) Permanent or semipermanent illness or death not due to my own
misconduct.

\(5\) Compelling personal reasons which are beyond my control and which
are acceptable to VA.

\(6\) Failure to qualify for the job for which employed (through no
fault of my own).

\(7\) Notorious, disgraceful, or immoral conduct on my part.

b\. That if I violate or terminate this transportation agreement within
twelve (12) months following my transfer or appointment, any moneys
expended by the United States on my account or on account of my family
for travel, transportation, and other applicable allowances, including
transportation of my household goods, will be considered as a debt due
by me or my estate or personal representative to the United States,
which I hereby agree to pay in full as directed by VA, and that my
return travel and transportation \'at Government expense will not be
authorized.

c\. That at any time after satisfactory completion of thirty-six (36)
months of service, or upon prior termination of employment for the
reasons enumerated in subparagraphs (1) through (5) above, VA agrees to
defray the cost of transportation for myself and immediate dependents to
the place of return. When this agreement is terminated by virtue of my
failure to qualify for the job for which employed, it shall be within
the discretion of VA to authorize my return at Government expense. Where
this agreement is terminated by virtue of notorious, disgraceful, or
immoral conduct on my part, VA will not authorize my return at
Government expense.

d\. That at the time I was selected for transfer or appointment my
actual place of residence was

\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_.

City State

2\. I affirm that no promises or representations concerning this
employment, other than those contained herein, have been made by VA, and
that I have read the provisions of this agreement and understand them.

3\. Questions as to interpretation of this agreement will be submitted
to the Secretary of Veterans Affairs and the decision of the Secretary
thereon will be final.

Signature of Employee Title of Employee Date

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

Signature of Employee Title of Employee Date

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

Signature of VA Representative Name and Title Date

February 28, 1995 MP-l, Part II

Chapter 2, Appendix J

APPOINTEE\'S OR ASSIGNEE\'S AGREEMENT TO REMAIN IN THE GOVERNMENT
SERVICE FOR TWELVE (U) MONTHS OR TO REPAY THE GOVERNMENT FOR COSTS OF
TRAVEL AND/OR TRANSPORTATION ADVANCED

I have agreed to accept employment with VA, and the position which I
will be filling is one of those contemplated in 5 USC 5723 for which the
Government may pay my travel and transportation expenses.

1\. Inconsideration of the payment by the Government of expenses of my
travel and transportation and those of my immediate family; including
expenses of transportation and/or storage of my household goods I here
agree:

a\. To remain in the service of the Government for twelve (12) months
following the date of my appointment or assignment unless separated for
reasons beyond my control which are acceptable to VA, such as:

\(1\) Induction into 1he Armed Forces of the United States of America:

\(2\) Permanent or semipermanent illness or death not due to my own
misconduct.

\(3\) Compelling personal reasons which are beyond my control and which
are acceptable to VA.

\(4\) Failure to qualify for the job for which employed (through no
fault of my own).

b\. That if I do not fulfill that portion of this agreement set forth in
subparagraph a above, or for any reason, not otherwise excused herein do
not enter Government employment thereby violating the terms of this
agreement any moneys expended by the United States on my account or on
account of my family for travel and transportation of my household goods
to my duty station will be considered: as a debt due by me or my estate
personal representative to the United States, which I hereby agree to
pay in full as directed by VA.

2\. I affirm that no promises or representations concerning this
employment (other than those contained herein) have been made by VA, and
that I have read the provisions of this agreement and understand them.

3\. Questions as to interpretation of this agreement will be submitted
to the Secretary of Veterans Affairs. The decision of the Secretary
thereon will be final.

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

Signature of appointee or assignee Date

February 28, 1995 MP-l, Part II

Chapter 2, Appendix K

PREPARATION OF TRAVEL VOUCHERS, SF 1012

1\. ITEMIZATION OF EXPENSES

Travelers will itemize expenses incurred in chronological order on their
travel vouchers, except that total amounts may be entered for expenses
of local telephone calls; local streetcar, bus and subway fares; and
on-street parking fees. Claims for per diem will be shown as one amount
for the voucher period together with the number of days for which per
diem is claimed.

2\. TIME OF DEPARTURE AND ARRIVAL

a\. Travelers will show the date and hour of departure from and arrival
at the official station where official travel begins and ends, and
points at which temporary duty is performed when such arrival or
departure affects the per diem allowance or other travel expenses.
Travelers will also show other points visited on temporary duty but not
time of arrival and departure.

b\. Travelers will show the exact hour of departure from and return to
duty when any leave of absence is taken while in a travel status and the
amount of leave taken with date.

3\. PRIVATELY OWNED AUTOMOBILE, MOTORCYCLE, OR AIRPLANE

a\. Where travel by such means is performed without prior authorization,
travelers will show on the voucher the necessity for such travel. If an
authorizing official determines such travel was advantageous to the
Government, the authorizing official may approve it by including on the
voucher \"I have determined that the travel by privately owned vehicle
at cents per mile was advantageous to the Government.\" If there was no
-advantage to the Government, reimbursement is limited to those expenses
allowed in paragraph 8j(4).

b\. Where overnight stops are made or where any other action is taken
that may affect the payment of per diem or transportation, show the
times of arrival at, and departure from the points involved (together
with mileage distances or odometer readings, rate per mile, and amounts
claimed). Where travel assignments are so definite to preclude naming
the points to be visited on the travel authority, show the times of
arrival at (and departure from) each city or town visited on official
business. However, no entries on the voucher are required where more
than one stop or contact at or around any particular town or city on any
day is made.

c\. On travel by privately owned automobiles or motorcycles, distances
between points traveled will be as shown in standard highway mileages
guides or by odometer readings. Travelers will explain mileage which is
substantially in excess of that shown in standard highway guides. Show
odometer readings at the beginning and ending of all vicinity and in and
around travel and where the mileage claimed exceeds that shown in
standard mileage guides or route traveled cannot be verified by
reference to such guides.

d\. If more than one rate per mile is authorized, the mileage for each
rate will be shown separately on the voucher.

e\. If privately owned automobile is used instead of taxicab between
place of abode and common carrier terminal, apply the reimbursement
provisions in paragraph 8j( I).

f\. In addition to the mileage allowance, travelers may claim and be
reimbursed for the actual cost of parking fees, ferry fares and bridge,
road and tunnel tolls, and airplane landing, parking and tie down fees,
unless the travel authority or other administrative determination
restricts their allowance.

g\. Where two or more employees travel together in the same privately
owned conveyance, the voucher will show the names of the employees and
their employing agency. In such cases mileage will be paid to only one
of the employees entitled thereto. Where an employee is accompanied by
his or her immediate family (incident to change of official station), he
or she will so state on the voucher.

h\. Travelers will compute mileage for privately owned airplane by using
the airway charts issued by the National Oceanic and Atmospheric
Administration, Department of Commerce. If a detour was necessary
because of adverse weather, mechanical difficulty, or other unusual
conditions, the traveler may include the additional mileage on the
voucher, giving full explanation therefore. No airport landing fees are
allowed.

i\. Where travel is performed by privately owned conveyance for the
employee\'s convenience and he or she used more traveltime during the
regularly scheduled basic workweek than would have been necessary had
traveltime been performed by the carrier used to determine the per diem
allowance, this statement will be included on the travel voucher:

\"Excess travel time of \_\_\_\_\_\_\_\_\_\_\_ hours charged to annual
leave.\"

4\. SPECIAL CONVEYANCE

Travelers will:

a\. Submit a receipt for hire of special conveyance (not taxicabs used
between places of lodgings and terminals) regardless of the amount. The
receipt will show the service hired, service rendered, the rate of
compensation by the day (hour or other unit) and subsistence of driver,
if included in cost.

b\. Where payment for hire of special conveyance includes incidental
expenses of gasoline, oil, rent of garage, tolls, etc., an itemized bill
marked \"Paid\" will be attached to the voucher.

c\. Where travel is performed by special conveyance without prior
authorization the employee must satisfactorily explain the necessity for
such use on the voucher which must be approved by an authorizing
official.

5\. STREETCARS AND BUSES

When these are used on official business, travelers will show on the
voucher the places between which they were used, number and cost of each
trip, and the total amount in the \"Amount Claimed\" column. On
transportation to procure meals, include the required statement (see
item 2c, app. E).

6\. FOREIGN CURRENCY

Persons traveling in foreign countries will report their expenditures
(by items) in the money of the country in which made. Convert the total
expenditures in foreign currency into U.S. dollars at the rate at which
the foreign money was obtained. The rates of conversion and the
commission charged must be shown on the travel voucher, SF 1012.

7\. REIMBURSEMENT FOR TRANSPORTATION OF HOUSEHOLD GOODS UNDER THE
COMMUTED RATE SYSTEM

a\. General Requirements

\(1\) Submit vouchers claiming reimbursement for the cost of such
transportation immediately following payment of the carrier. Show on the
voucher whether it is for full or partial payment of the claim.

\(2\) State on the voucher whether or not prohibited items (41 CFR
302-l.4(j)) were included in the shipment.

b\. Supporting Documents

\(1\) The provisions of 41 CFR 302-8 apply.

\(2\) Transportation by Rented Truck or Trailer, or Privately Owned
Vehicle. Claims for reimbursement must be supported by a proper weight
certificate showing gross weight (weight of vehicle and goods) and the
tare weight (weight of vehicle only) taken at scales reasonably near the
point of departure or on employee\'s itinerary. If no adequate scale is
available at point of origin or any point en route or at destination a
constructive weight may be used as provided in subparagraph (1) above.
In such cases, satisfactory evidence must be submitted showing that an
expense was incurred.

c\. Temporary Storage. Submit with the voucher a receipted copy of the
warehouse or other bill for storage costs.

8\. TRANSPORTATION REQUESTS

a\. Show on the voucher (in chronological order) the serial numbers of
transportation requests issued; dates of travel; points of departure and
destination; classes of services used; name of transportation company;
and value of the transportation received. Attach memorandum copies of
transportation requests to the voucher. If memorandum copies are lost,
submit an explanation of the loss.

b\. Where a transportation request was issued for a premium class ticket
and coach service was used for any part of the journey, make such a
statement on the voucher. Also, show the specific points between which
coach was used.

c\. Attach to the voucher copies of tickets and unused tickets or
portions thereof secured with transportation requests. Also, show the
serial numbers and dates of the transportation requests issued to secure
the tickets and an explanation as to why they were not used.

d\. Where train or steamer accommodations superior to those authorized
are obtained because of unavailability of the authorized accommodations,
the employee will make certification on voucher as required by
paragraphs 8h(3) and 8i(2).

e\. Air Travel. When a traveler obtains a premium-class airplane
accommodations either personally or by request to the Travel activity,
the traveler will make a factual statement on the voucher as to why he
or she did not use less than premium-class airplane accommodations. Such
a statement is not required where the premium-class airplane
accommodations were obtained by the Travel activity as being the only
accommodations available or where the authorizing official determined
that only premium-class airplane accommodations would meet the
requirements of the official travel and the authorizing official made
such a statement on the travel authority.

9\. CASH USED IN LIEU OF TRANSPORTATION REQUEST

On claims for common carrier transportation paid in cash the traveler
will show on the voucher the amount spent, including Federal
transportation tax, and the mode and class of transportation used. A
copy of the ticket will be attached to the voucher. Receipts are
required regardless of the amount.

10\. MISCELLANEOUS ALLOWABLE EXPENSES

Reimbursement requirements for such expenses are in appendix E.

11\. INDIRECT ROUTE TRAVEL

The travel voucher will set forth the details of the expenses actually
incurred, the hour of departure from post of duty, and the hour of
arrival at post of duty. Where leave has been taken while in a travel
status, the date and time that leave began and terminated will be shown.

12\. RECEIPTS

For receipt requirements on reimbursement of allowable expense items,
see appendix E.

February 28, 1995 MP-l, Part II

Chapter 2, Appendix L

STATEMENT OF JUSTIFICATION FOR USE OF FOREIGN FLAG AIRPLANE OR VESSEL
WHERE U.S. FLAG AIRPLANE OR VESSEL IS DETERMINED TO BE UNAVAILABLE

I certify that it (is (was)) necessary
for\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

(Traveler\'s Name)

to use
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_or
to transport

(Name of foreign flag airplane or vessel) (Flight Identification Number)

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

(Personal Effects) (Freight)

between\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

and\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

en route
from\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

to\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_

on
\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_for
the following reasons:

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

(Date) (Signature of Authorizing Official)

> \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
>
> (Title)
>
> \_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_\_
>
> (Organization)

February 28, 1995 MP-l, Part II

Chapter 2, Appendix M

TRAVEL AND TRANSPORTATION EXPENSE

PAYMENT SYSTEM (TRAVEL CHARGE CARD PROGRAM)

1\. PURPOSE. To prescribe policy and procedures covering the use of the
General Services Administration (GSA) authorized charge card program for
the procurement of transportation services, subsistence, and other
.allowable travel and transportation expenses incurred during official
travel. Employees are expected to pay for their expenses to the maximum
extent possible by the use of the GSA authorized charge card. This
program is expected to substantially reduce the Government\'s cash
requirements through a lessening of the need for travel advances and to
result in savings to VA through improved cash management and
administrative procedures.

2\. BACKGROUND

a\. Title 41 CFR 301-15.40 contains information on the GSA contract with
American Express, Inc., for the issuance and maintenance of charge cards
to be used by Federal travelers to cover transportation, subsistence,
and other travel allowances authorized by the Federal Travel Regulation
(FTR). Agencies participating in the charge card program, and their
employees, are authorized by the Administrator of General Services (48
FR 36893) to deviate from the provisions \_of 41 CFR 101-41.203 when
procuring passenger transportation.

b\. In January 1985, the Department of Veterans Affairs (VA) implemented
a test of the charge card program in VA Central Office and 13 field
facilities. The test demonstrated the charge card program is a viable
and cost-effective method for paying for employee travel. In addition,
VA will realize savings in excess of \$200,000 annually from improved
cash management and administrative procedures.

3\. SCOPE. All VA elements will participate in the charge card program.

4\. DEFINITIONS. For the purpose of this program, certain terms used
herein are defined as follows:

a\. Charge Card means a GSA contractor-issued charge card for use by
travelers to cover major travel and transportation items such as
passenger transportation tickets, rental vehicles, lodging, and meals in
connection with official travel. The term does not include personal
credit cards issued to employees based upon their own financial merit by
any credit card or other company.

b\. Contractor means American Express, Incorporated.

c\. Coordinator means an employee who has been designated by the Under
Secretary, Assistant Secretary, or Other Key Official in Central Office
or the field facility director to administer the charge card program for
their respective organization.

d\. Government Travel Account (GTA) is a centrally billed account for
common carrier transportation charges only.

e\. VA Program Administrator. The Assistant Secretary for Human
Resources and Administration has delegated authority for this program to
the Travel Policy Staff (031 C). Questions should be directed to that
office at 202-273-5380.

5\. EMPLOYEE PARTICIPATION CRITERIA. All employees who can be expected
to make two or more trips .per year will be offered the charge card.

6\. CARD ISSUANCE PROCEDURES

a\. Eligible employees who wish to apply for a charge card shall:

\(1\) Complete an American Express Government Program Government Card
Application and Agreement. Instructions for preparation and sample form
are shown in figure 1 of this appendix.

\(2\) Sign an Employee Acknowledgment, VA Form 4946, as evidence that
he/she has received, read and understood the Description of Employee
Rights and Obligations Related to the Use of Contractor Issued Charge
Cards (figure 2).

\(3\) Forward the application and acknowledgment forms to the
coordinator.

b\. Coordinators shall:

\(1\) Ensure completeness of employee information on the Government Card
Application and Agreement and Employee Acknowledgment forms;

\(2\) Complete the Government Card Application and Agreement as shown in
figure 1.

\(3\) Forward the original copy of the application to the Contractor and
distribute the remaining copies as designated; and

\(4\) Retain the employee acknowledgment statements. -

c\. Contractor shall:

\(1\) Issue a charge card in the name of the employee and VA upon the
request of the coordinator; and

\(2\) Mail the charge card directly to the participating employee\'s
home, business or P.O. Box number.

d\. Employees who are offered the card but who decline the acceptance
shall provide the coordinator with a memorandum stating they were
offered the card but have declined to accept. Use of a handwritten or
typed VA Memorandum, VA Form 2105, is recommended. The coordinator will
maintain a file of these declinations. Declinations will remain on file
until the employee either requests a charge card or transfers from the
facility.

7\. GENERAL CARD INFORMATION

a\. No credit check will be performed on an individual employee.

b\. No preset expenditure limit has been placed on cards.

c\. Business Travel Accident Insurance (BTAI) of \$200,000 covering
accidental death and dismemberment, 24 hours a day, for official trips
lasting up to 30 days is automatically provided to employees free of
charge, except where prohibited by State or local law, when common
carrier tickets are obtained with the charge card or through GTA
account. Coverage is effective from the time a traveler leaves home or
office on a trip, or charges tickets on a common carrier, whichever is
later. To receive claim forms cardholders can call 800-538-4567.

d\. Baggage Insurance of up to \$1,250 for carry-on and \$500 for
checked baggage is provided in excess of the official common carrier\'s
coverage. Baggage is covered while being transported to or from a common
carrier, limousine, taxi, rental car or terminal. To file a claim,
cardholders should call the toll-free number 800-645-9700.

e\. Personal check cashing privileges are provided at participating
facilities worldwide and at participating hotels/motels for guests.

f\. Foreign currency conversion is provided without a fee at selected
overseas American Express locations.

g\. No interest or late payment charges will be assessed on an
employee\'s charge card account.

h\. No annual membership fee is charged for the issuance of the charge
card.

i\. The charge cards have an expiration date of 2 years from the start
of the contract November 30, 1993, or from individual enrollment,
whichever is later.

j\. The Cardholder Assistance Center is available 24 hours a day at the
toll-free number 800-492-4922 or 602-492-4922 collect when traveling
outside the United States.

8\. USE OF CHARGE CARDS

a\. Expenses Incurred for Official Travel. Charge cards issued under the
program will be used solely for expenses incurred for official
authorized Government travel. The employee will use the charge card to
pay for official travel expenses to the maximum extent possible.
(Personal expense items purchased during travel status are to be
obtained with cash or through personal credit.)

b\. Transportation Charges

\(1\) Those facilities utilizing the services of a GSA contracted Travel
Management Center (TMC) or Scheduled Airline Traffic Office (SATO) will
establish a \"Government Travel Account\" (GTA) for payment of
transportation charges. Facilities should contact the Travel Policy
Staff (031C) in VA Central Office (FTS 202-273-5380) to establish a GTA
account. GTAs may be established for payment of beneficiary travel
transportation charges. GTAs do not involve charge cards, only an
account number under which the facility or organization is billed
directly for transportation tickets issued. Thus, once the account is
established, the use of Government Transportation Requests (GTRs), SF
1169, will be curtailed to the maximum extent possible.

\(2\) GTA accounts are an option only at those facilities utilizing the
services of a TMC or SATO. Facilities not utilizing a TMC or SATO will
continue to pay for transportation expenses with GTRs or by having the
charges billed to the individual employee\'s charge card. The decision
to use GTRs or bill charges to the individual charge card account will
be at the option of facility management. If the individual charge card
option is selected, travelers will claim the transportation expenses on
page 2 of the Travel Voucher, SF 1012, be reimbursed for the expenses,
and pay the Contractor when billed. In all cases, facilities will notify
the Travel Policy Staff (031 C), through the appropriate field facility
director, which payment option is chosen.

\(3\) The charge card may not De used to procure travel services from
travel agencies that are not under contract to GSA to provide such
services to the Government traveler.

\(4\) The TMC or SATO may require the traveler to complete a
signature-on-file form to authorize charges to individual employee
accounts in those cases where the traveler does not personally pick up
the tickets and present the charge card.

c\. Effect on Current Procedures. All travel requirements shall continue
to be fully observed, and all travel must continue to be authorized in
accordance with VA policy and procedures. Use of the charge card does
not relieve the employee of prudent travel practices and observance of
rules and regulations governing travel as set forth in current Federal
and VA travel policy.

9\. SECURITY OF THE CARD

a\. The employee will receive the card at his/her home, business, or
P.O. Box number and will be responsible for exercising the same care and
responsibility for the security of the card and number as he/she would
with a personal charge card.

b\. The card shall NOT be stored or kept by an administrative officer,
supervisor, or secretary.

c\. Employees should exercise caution and care in giving the card number
to another employee to make travel arrangements on their behalf and when
giving signature-on-file authorizations to TMCs or SATO offices.

d\. Employees are encouraged to black out the charge card number from
any receipts submitted with their travel vouchers.

10\. TRAVEL VOUCHER CLAIMS

a\. General. The SF 1012, Travel Voucher, will be prepared and submitted
by employees in the usual manner. Employees will be reimbursed for
authorized and allowable travel and transportation expenses in
accordance with applicable travel policies and procedures.

b\. Transportation Charges. When claiming reimbursement on a travel
voucher for transportation expenses purchased with a charge card, the
employee shall:

\(1\) Claim only the cost of transportation tickets actually used.
(Refer to instructions in par. l2a of this appendix for the procedure to
follow when a complete or partial airline ticket is not used.)

\(2\) Initial the preprinted statement on the SF 1012 concerning
assignment of all rights to the United States which the traveler has in
connection with recovery of overcharges from the carrier(s).

c\. Voucher Submission and Processing Schedule. The following schedule
must be followed to ensure that employees receive reimbursement for
allowable expenses before payment is due the Contractor:

\(1\) Employees are to submit travel vouchers to approving officials
within FIVE workdays of completion on trips or at least once each month
during extended travel assignments. Vouchers may be handwritten legibly
in ink.

\(2\) The approving official will submit the voucher to the servicing
Fiscal Office within THREE workdays of receipt or return it to the
traveler for revision.

11\. MONTHLY CONTRACTOR BILLINGS AND PAYMENT

a\. The employee will receive a monthly billing statement from American
Express at the address noted on the application at the end of each
month. A statement will be issued when expenditures are incurred or when
a credit is posted to the account. If a monthly statement is not
received, but the employee believes there should have been one, the
employee should contact American Express Government Services, at
800-492-4922. A receipt copy of charges will be included with the
American Express billing statement when the service establishment
submits a copy of the charge to American Express. If the service
establishment submits charges to American Express on magnetic tape, the
charges will be descriptively listed on the statement in lieu of a
record of charge.

b\. No interest or late charges will be assessed by the Contractor.

c\. Payment in full for the amount billed is due and payable by the
employee directly to American Express upon receipt of the statement.
Extended or partial payments are not permitted. If a charge is disputed,
it can be deducted from the amount due, but the remaining balance must
be paid in full.

d\. If an American Express bill contains a disputed charge, it is the
employee\'s responsibility to contact American Express in the following
manner to resolve the dispute:

\(1\) Call American Express on 800\--492-4922 seven days a week, 24
hours a day. American Express will need to know the following:

\(a\) Employee\'s name and account number.

\(b\) Have the statement in front of you when you call.

\(c\) Amount of the charge disputed.

\(2\) For additional Government Account Assistance you may write or fax
to:

American Express

Government Accounts

P.O. Box 53609

Phoenix, AZ 85072

Facsimile: (602) 492-7499

\(3\) With this information, research can be conducted to solve the
problem, generally within 10 working days.

12\. UNUSED AND LOST TICKETS

a: If a complete or partial airplane ticket is not used, the coupons
should be returned to the travel agent, SATO, or airline representative
by the employee and a refund credit should be obtained. This receipt
must be retained until the appropriate credit is issued on a subsequent
American Express statement. The employee shall not submit the unused
tickets with the travel voucher.

b\. If a charge appears on the American Express statement, but the
credit does not, call American Express on 800-492-4922. The employee
will be advised to subtract the amount of credit from the payment. I

c\. American Express will monitor the account and take whatever steps
are necessary to obtain the credit. The employee will be advised of the
final resolution.

d\. If an airline ticket is lost, the same procedures described herein
for unused tickets are to be followed, with the exception that a Lost
Ticket Application (available from your TMC, SATO, or airline
representative) is to be filed with the carrier with a photocopy sent to
American Express. The Lost Ticket Application is not submitted with the
travel voucher.

13\. LOST OR STOLEN CARDS

a\. If the American Express Government Card is lost, the cardholder
should call American Express immediately toll-free, 800-492-4922, or
collect from any international location, 602-492-4922. American Express
will verify the Cardholder\'s identity by asking for pertinent
Cardholder information provided during Card enrollment. American Express
will cancel the account and issue a new account number and Card. The new
American Express Government Card will be issued within 24 hours of
notification, and within 48 hours of notification abroad. The Card will
be mailed to the Cardholder\'s billing address and should arrive in 7-10
working days after the loss occurs.

b\. The employee is not liable for any fraudulent charges if the card is
lost or stolen provided American Express is notified promptly. The
employee should review any charges considered fraudulent and complete an
Affidavit of Forgery (VA Form 4945) stating he/she did not make the
charges. All charges will be the employee\'s responsibility should
he/she refuse to sign the affidavit.

c\. If the Government Cardholder is traveling and needs a Card replaced
immediately, an Emergency Replacement Card can be issued. The Emergency
Replacement Card is valid for a maximum of 30 days and can be used by
the cardholder until their new, permanent Government Card is received.

14\. CHARGE CARD RENEWALS. Charge cards have an expiration date of 2
years from the start of the contract November 30, 1993, or from
individual enrollment, whichever is later. At least 90 days prior to the
expiration date of an individual\'s card, American Express will submit a
list of names of all expiring accounts to the Coordinator who will
follow the procedures below to ensure uninterrupted charge card service
to employees:

a\. Review the list to determine if there are any employees who have
separated from the organization or whose accounts were canceled for
other reasons but remain on the list;

b\. Delete names of employees who should not receive new cards;

c\. Indicate any employee change of address; and

d\. Return the completed list within 30 calendar days of receipt of the
renewal report advising the Contractor that the renewal cards should be
sent directly to the employees.

e\. American Express will mail renewal Cards at least 30 calendar days
prior to the expiration date of the existing Cards. Upon expiration, the
Cardholder should cut the old Card in half and discard it.

15\. CHARGE CARD CANCELATION AND CHANGES. A charge card may be canceled
by the employee, the Coordinator, the VA Program Administrator or the
Contractor. The Contractor may not unilaterally cancel any charge card
without prior consultation with and concurrence of the Coordinator. In
all cases, cancellation requests may be accomplished by telephone
notification with subsequent written confirmation to the Contractor.
Cancellation requests by employees must be made through the Coordinator.

a\. Employee Separations. When an employee resigns, transfers to another
Government agency or transfers to another VA organization the
Coordinator shall:

\(1\) Obtain the charge card from the employee, cut the card in half and
throw it away.

\(2\) Immediately notify the Contractor by telephone to cancel the
account; and

\(3\) Submit a Program Maintenance Form as provided for in the American
Express Government Program Reference Manual.

b\. Internal Employee Transfers. To ensure uninterrupted service when an
employee transfers within the same organization, the Coordinator shall:

\(1\) Be provided a new billing address (when necessary) by the employee
prior to the actual transfer;

\(2\) Notify the Contractor by telephone of any changes; and

\(3\) Submit a Program Maintenance Form as provided for in the American
Express Government Program Reference Manual.

16\. FINANCIAL OBLIGATIONS/LIABILITY

a\. Employee. Except when they promptly report lost or stolen charge
cards, employees are liable for all billed charges. Government employees
are required to pay their just financial obligations in a proper and a
timely manner pursuant to section 101(1) of Executive Order 12674 (April
12, 1989) and 5 CFR section 2635.809.

b\. Government. The Government will assume no liability for charges
incurred on employee charge cards, nor will the Government be liable for
lost or stolen charge cards issued to employees.

17\. ACCEPTABILITY OF AMERICAN EXPRESS CARD. The American Express Card
is accepted by over 3.5 million establishments worldwide. It is expected
that employees will use the card whenever possible for all airline,
hotel, restaurant, and other expenses.

18\. TRAVEL ADVANCES

a\. Employees performing official temporary duty travel under the Travel
and Transportation Expense Payment System are expected to pay for their
expenses to the maximum extent possible with the Contractor-issued
charge card.

b\. The maximum travel advance for all employees who are offered the
card will be limited to the amounts prescribed in chapter 2, paragraph
17c(2)(a). This limitation will apply to employees regardless of whether
they accept or reject the charge card. Exceptions will be allowed in
accordance with chapter 2, paragraph 17c(2)(a)1.

c\. Those infrequent travelers who were never offered the charge card
will not be limited.

19\. MANAGEMENT REPORTS

a\. Each Coordinator will receive a comprehensive series of management
reports on a monthly basis directly from American Express. The reports
will detail account activity only for that organization. In addition,
the VA Program Administrator in the Travel Policy Staff (031C) in VA
Central Office will receive duplicate copies of all reports provided to
all VA organizations and/or facilities. Reports will be provided in
paper form.

b\. Management reports and other material concerning this program, where
records are retrievable by name, Social Security number, and/or credit
card number, will be stored in lockable file cabinets or in secured
rooms with access limited to those individuals whose official duties
require access. Reports will be destroyed by shredding or burning when
no longer needed for local questions. In no case will the reports be
retained for more than 1 year.

c\. The VA Program Administrator will retain a master copy of the
management reports for a period of 2 years in accordance with General
Records Schedule 9, item 4a.

20\. PRIVACY ACT. The following information is provided to comply with
the Privacy Act of 1974 (5 U.S.C. 552a). The information requested on
the application form is required under the provisions of 5 U.S.C.
Chapter 57 (as amended) for the purpose of recording travel expenses
incurred by the employee. The information requested on the application
form is required to provide Government agencies with (1) necessary
information on the commercial travel and transportation payment expense
control system which will provide travelers charge cards for official
travel and related expenses, (2) attendant operational and control
support, and (3) management information reports for expense control
purposes. The information contained under this system will be used by
Federal agency officers and employees who have a need for such
information in the performance of their duties. Information will be
transferred to appropriate Federal, State, or local agencies, when
relevant to civil, criminal, or regulatory investigations or
prosecutions or pursuant to a requirement by the General Services
Administration or such other agency in connection with the hiring or
firing, or security clearance, or such other investigations of the
performance of official duty in Government service. The information
requested is not mandatory. However, failure to provide the information
will invalidate the application and prevent the issuance of the charge
card.

Figure 1. American Express Government Card Application and Agreement

1\. TO BE COMPLETED BY EMPLOYEE BLOCKS. These blocks must be completed
by the employee with the employee\'s first and last name, and middle
initial. The employee\'s Social Security number should be entered in the
next block. Agency name, the employee\'s title, and the employee\'s
mother\'s maiden name (for security purposes) should be entered in the
following blocks. Enter the employee\'s home and work addresses and
check the box where you would like the credit card and invoices mailed
to. Note the home and office telephone numbers. The employee should read
the signature block and the agreement on the back of the application
carefully before signing and dating the application.

2\. TO BE COMPLETED BY AGENCY PROGRAM COORDINATOR BLOCKS.

Control Account number. Enter the control account number assigned to
your organization by the Contractor.

Agency Name and Address, and FIPS number. Enter the name and address of
the facility requesting the card for the employee. Enter the room
number, mail and office symbol, city, state, ZIP Code and country. Enter
the appropriate PIPS number.

ATM Cash Limit. Every rolling 7 days the employee is allowed to withdraw
the dollar amount authorized for the particular trip they are taking up
to \$1,000.

Signature Block. After the Coordinator reads this section carefully,
they should note their name and title before signing and dating this
block.

NOTE: THE AMERICAN EXPRESS APPLICATION IS A THREE PART COLOR CODED FORM.
THE DISTRIBUTION OF THE PARTS BY THE COORDINATOR AFTER COMPLETION IS AS
FOLLOWS:

White Copy: Mail to the following address:

> American Express
>
> Government Account Unit
>
> P.O. Box 53609
>
> Phoenix, Arizona 85072-3609
>
> Facsimile: (602) 492-7499

The yellow copy is retained in the program coordinator\'s files and the
pink copy is for the employee.

FIPS ORGANIZATION CODES:

> 3601 Office of the Secretary
>
> 3603 General Counsel
>
> 3604 Inspector General
>
> 3605 Assistant Secretary for Finance and Information Resources
> Management
>
> 3606 Assistant Secretary for Policy and Planning
>
> 3607 Assistant Secretary for Public and Intergovernmental Affairs
>
> 3608 Assistant Secretary for Congressional Affairs
>
> 3610 Board of Veterans\' Appeals
>
> 3611 Assistant Secretary for Human Resources and Administration
>
> 3612 Board of Contract Appeals
>
> 3613 Office of Small and Disadvantaged Business Utilization
>
> 3614 Assistant Secretary for Acquisition and Facilities
>
> 3620 Veterans Health Administration
>
> 3630 National Cemetery System

3640. Veterans Benefits Administration

NOTE: (1) These codes are contained in the Federal1nformation Processing
Standards (FIPS) Publication No. 95.

NOTE: (2) Facilities are to use the code for their parent organization,
i.e., VA Regional Office Atlanta will use code 3640. VA Central Office
elements will use the code for their parent organization if the element
is not listed above. Therefore, the Travel Policy Staff (031 C) will use
code 3611.

Figure 2. Description of Employee Rights and Obligations Related to the
Use of Contractor Issued Charge .Cards.

Effective November 30, 1993, American Express Government Cards are to be
used in connection with official Government travel. Before you use such
a card, you should read and familiarize yourself with this description
of the rights and obligations of American Express Government Card
holders.

1\. How is the card to be used?

Employees who have American Express cards are expected to use them to
the maximum extent possible to pay for expenses incurred in connection
with official travel. You will file a voucher and be reimbursed for
allowable expenses as in the past.

2\. Does issuance of charge cards mean a change in current travel
authorization procedures?

No, you must continue to obtain prior approval and authorization of
official travel in the same manner as you have in the past. Other travel
requirements, such as the use of contract city-pair airlines, GSA
automobile rental contracts, etc., must continue to be observed fully.
If you currently make your travel arrangements through a TMC or SATO you
are to continue to do so.

3\. How will cardholders be billed?

A separate account will be established in the name of each individual
Government cardholder. Each month you will receive a statement directly
from American Express, Inc. Payment in full for the amount billed is due
and payable by the employee directly to American Express upon receipt of
the statement. You are liable for all charges which you have incurred,
regardless of whether or not they exceed the amount which you are
entitled to be reimbursed by the Government.

Please note that you will receive a detailed statement of billing and
paying procedures, as well as instructions on how to request billing
adjustments and corrections, with your card. Disputed charges or other
billing problems may be reported to American Express Government Services
by calling 800-492-4922 or writing to:

> American Express
>
> Government Accounts
>
> P.O. Box 53609
>
> Phoenix, AZ 85072
>
> Facsimile: (602) 492-7499

4\. Will employees be reimbursed in time to pay the American Express
bill?

If you are conscientious about filing travel vouchers promptly, you
should receive reimbursement for allowable expenses in time to pay your
(government American Express invoice. Employees are required to submit
travel vouchers, along with appropriate receipts, within 5 workdays of
completing their travel. (Legible handwritten vouchers are acceptable.)
In turn, approving officials are required to submit the voucher within 3
workdays to the servicing accounting office which will process all
vouchers within 10 workdays of receipt.

5\. What specific protection and features are available to American
Express Government Cardholders?

a\. Under the terms of its contract with the General Services
Administration, American Express, Inc. may not:

-   establish preset expenditure limits.

-   release credit information to other than authorized employing agency
    officials or the individual cardholder.

-   sell or otherwise provide employee names or addresses to other
    commercial interests.

-   charge membership, interest, or late payment fees.

-   include commercial advertisements or other forms of solicitation
    with monthly billing statements.

-   issue or cancel employee cards without the concurrence of authorized
    Program Coordinators.

-   hold employees or their agencies liable for any charges made with
    lost or stolen cards, provided employees

-   notify American Express promptly upon discovering that their cards
    have been lost or stolen.

    b\. As an American Express Government cardholder, you will receive
    the major features summarized below:

-   \$200,000 worth of travel accident insurance, covering accidental
    death and dismemberment, which is automatically in force each time
    you or your facility GTA purchase a common carrier ticket with your
    card, except where prohibited by State or local law. This insurance
    is provided free of charge to you.

-   \$1,250 excess baggage insurance is provided in instances of lost or
    stolen baggage for carry-on and \$500 for checked baggage in excess
    of official common carrier coverage.

-   confirmed hotel reservations on your card number regardless of time
    of arrival. (Please note that you must notify hotels before 6 p.m.
    on the day of arrival if your plans change and ask for/retain your
    cancellation number)

-   cash personal checks up to \$1,000 at a network of 1700 Travel
    Service locations worldwide, every 30 days.

-   buy or sell foreign currency at American Express branches overseas
    without the normal fee.

-   emergency card replacement within 24 hours, worldwide.

    6\. What effect will this program have on travel advances?

    All employees who are offered the card, regardless of whether they
    accept or reject the card, will be limited to a maximum advance of
    100% of out-of-pocket expenses shown on VA Form 3036 (i.e., meal and
    incidental expense allowance, and miscellaneous expenses for taxis,
    tolls, parking, etc.). Of course, the majority of travel expenses
    can be expected to be charged on the card. Exceptions to this
    limitation will be allowed when it can be demonstrated in advance
    that the lodging site does not accept the American Express card.

    7\. Where are American Express cards accepted?

    The American Express card is accepted in more than 3.5 million
    establishments, including:

-   all major domestic and international airlines, automobile rental
    agencies, AMTRAK, and other common carriers; every major domestic
    hotel and motel chain, as well as other major hotels in the U.S. and
    overseas (to include approximately 95 percent of the more than 2,600
    hotels and motels listed in the Federal Travel Directory published
    by GSA); and,

-   in restaurants throughout the United States.

8\. How do card holders report lost or stolen cards?

Lost or stolen cards should be reported as soon as you discover they are
missing to American Express at one of the following numbers:

-   .From the United States, Virgin Islands or Puerto Rico, call
    800\--492-4922.

-   .From other locations, call collect 602-492-4922.

-   .Emergency card replacement can be arranged upon notification.

9\. Where can cardholders get answers to additional questions as they
arise?

Any questions related to your account may be referred to American
Express Government Services officials who can be reached toll-free at
800-492-4922.

February 28, 1995 MP-l, Part II

Chapter 2, Appendix N

RELOCATION SERVICES PROGRAM

1\. PURPOSE This appendix establishes policies and procedures for use of
the VA relocation services contract which provides employees with real
estate assistance and assistance in getting settled at the new duty
station incident to permanent change of station moves.

2\. BACKGROUND

a\. Public Law 98-151 (5 U.S.C. 5724c) authorized agencies to enter into
contracts with private firms to provide relocation assistance to
eligible employees who reported to their new duty station on or after
November 14, 1983. The General Services Administration (GSA)-issued
guidelines for the use of these third-party relocation services
companies are in 41 CFR 302-12.

b\. The primary purpose of the legislation and the GSA guidelines was to
allow agencies to establish programs comparable to those in the private
sector to provide assistance to transferring employees. However,
agencies are allowed to develop programs to meet their individual needs.
VA\'s program provides a safety net to transferring employees who are
unable to sell their residences upon transferring to new duty stations.
The program is not intended to ensure that relocating employees will
never lose money in connection with residence transactions. Further,
employees have the option of whether to use the relocation services
contract or sell the residence themselves and claim reimbursement using
the traditional voucher method.

3\. SCOPE. All VA elements will participate in the relocation services
program.

4\. DEFINITIONS. For purposes of this program, certain terms used herein
are defined as follows:

a\. Contracting Officer (CO) is the individual at VA authorized to issue
the relocation services contract, and to make modifications thereto
including changes in prices, time and delivery. The Contracting Officer
will be assisted by contract specialists who are the individuals
authorized to place orders against the contract.

b\. Contracting Officer\'s Technical Representative (COTR) is the
individual designated to act as the primary liaison between VA
organizations, the contractor, and the Contracting Officer. The COTR
will be located in the Travel Policy Staff (031C) in VA Central Office.
The COTR is authorized to provide technical information and
interpretations to VA organizations and the contractor, monitor service
performance, maintain and review program management reports, and assist
the CO in resolving problems arising under the contract.

c\. Relocation Services Coordinators (RSC\'s) are designated individuals
(see par. 11d of this appendix) within VA organizations who will
administer the program on a day-to-day basis. They- are authorized to
monitor service performance, provide information and conduct day-to-day
operations of the contract, assist in problem resolution, and refer
questions of a technical nature to the COTR.

5\. GENERAL POLICY. The VA Relocation Services Program is designed to
provide enhanced benefits to relocating employees and thus facilitate
retention of well-qualified employees. The program offers eligible
employees the opportunity to sell his/her residence to the third-party
contractor at a firm price or sell to an individual at a higher price.
In either case, the contractor will advance the employee the equity and
allow the employee to move to the new location and get settled as
quickly as possible. The contract also affords access to other
relocation services including marketing assistance, mortgage finding
assistance, and home finding assistance in the new location.

6\. EMPLOYEE RELOCATION GUIDE. An Employee Relocation Guide is prepared
by the contractor for distribution to prospective employee participants
in the Relocation Services Program. The guide is an essential part of
the program and provides information on available services and the
procedures to be followed by employees in order to obtain them.

7\. DESCRIPTION OF RELOCATION SERVICES. The program provides relocation
assistance to help

employees plan and complete their moves to their new duty stations as
smoothly as possible. Under the contract the following services are
offered:

a\. Guaranteed Home Sale. The contractor makes an offer to purchase the
employee\'s residence at current market value based on the average of
two appraisals, or at a higher \"amended value\" offer (see paragraph 8
of this appendix obtained independently by the employee. When the
employee accepts the contractor\'s offer and vacates the residence
responsibility for resale of the residence and all the costs associated
with its maintenance and resale are assumed by the contractor. The
Government pays the contractor a fee for this service and the employee
receives the full equity based on the offer from the sale.

\(1\) Eligible Properties. To be eligible, the property must be livable,
saleable, insurable, qualify for financing, and meet the requirements
for a property under 41 CFR 302-6.1. The eligible residence must be
completely constructed and conform to local building code requirements.

\(2\) Ineligible Properties. The following are ineligible for the
guaranteed home sale program: uninsurable residences; cooperatives;
mobile homes; residences contaminated with a toxic substance including,
but not limited to active Urea Foam Formaldehyde Insulation, and radon
gas of 4 pico curies per liter (or .02 working levels) that cannot be
corrected; houseboats; homes not adequately serviced by potable water or
sanitary waste facilities; homes without foundations; residences for
which financing under conventional or Federal insured or guaranteed
programs, or other financing typical for the location and zoning of the
property is not available; and, certain other residences as mutually
determined by the contractor and the contracting officer. Also
ineligible are residences contaminated with other toxic substances, such
as asbestos, which pose a potential health hazard. In those cases, the
employee will be given an opportunity to take corrective action. If
contamination levels are reduced to within acceptable levels as
established in Environmental Protection\' Agency guidelines, the
contractor will proceed with the home sale program.

b\. Marketing Assistance. Marketing assistance is designed to provide
the employee with strategies which will enable him/her to sell the
residence at a higher price than that offered by the contractor. The
employee will be provided with a marketing analysis, a marketing plan,
advice on negotiating strategies with potential buyers, and, if
requested by the employee, a recommended broker and/or closing agent.
Employees are required to list their residence within 10 calendar days
of receipt of the marketing strategy. They are also required to list
their residence for a minimum of 30 calendar days prior to the
acceptance of the guaranteed offer.

c\. Home Finding for the Buyer. When an employee plans to purchase a
residence at the new facility, the contractor will provide information
on the new community, select a broker to prescreen the local housing
market for properties, offer househunting trip scheduling if such a trip
is authorized on the travel authority, and offer planning and counseling
throughout the home finding process.

d\. Mortgage-Finding Assistance. The contractor assists the employee to
locate a satisfactory mortgage product providing information and
counseling on local and national mortgage programs, and offering
prequalification for mortgage amount and monthly payment without any
obligation on the employee\'s part. The program is designed to assist
the employee to locate suitable mortgage funding, close on the property,
and move into the new residence as quickly as possible.

e\. Home Finding for Renters. The contractor will provide advance
information about local rental housing at rental practices and will
recommend rental agencies for assistance when the employee plans to rent
at the new location.

f\. Spouse Employment Counseling. The contractor offers a spouse
employment counseling service if the employee\'s spouse intends to work
at the new location. Employees are responsible for the nonreimbursable
fee for this service which is payable by the employee to the contractor.
The service is designed to provide guidance and training on planning a
job search in the new location, offer resume\' development and
production, and provide information on job opportunities and potential
employment sources in the new location. Upon request, the contractor
will provide the employee with complete information on the service and
its cost.

8\. AMENDED VALUE OFFERS. The contractor\'s offer under the guaranteed
home sale provision of the program may not provide the highest price for
the residence. Consequently, the employee will market the residence
independently in an attempt to find a qualified buyer and obtain a
higher net offer. If a higher bona fide offer from a qualified buyer is
obtained after the contractor has presented the guaranteed offer, the
contractor will amend its offer to reflect the higher amount. Employees
are cautioned to fully discuss this process with the contractor to
ensure that eligibility conditions are clearly understood. In addition,
the following are essential to the amended value process:

a\. An exclusion clause must be included in the listing agreement the
employee signs with the real estate broker to exempt the employee from
any obligation to the broker if the employee sells the residence to the
contractor.

b\. The employee must not accept a down payment or earnest money deposit
from the potential buyer.

c\. The employee must not sign an offer presented by the potential
buyer.

d\. The employee will notify the contractor immediately of any potential
offer. The contractor will receive and evaluate the offer to determine
if, in fact, the higher offer will net the employee additional equity.
(Employees should be aware that any costs of contingencies and buyer
concessions, such as discount points and repairs, which are not
reimbursable under the Federal Travel Regulation will be deducted from
the gross proceeds of the sale.) The employee will also advise the RSC
of the potential offer.

e\. If the higher offer is acceptable to the contractor, the employee
will sign a binding sales agreement with the contractor and set a date
to vacate the property. Once the employee vacates the property, the
contractor assumes responsibility for the property and negotiates a
separate listing agreement with the broker to assist in its final sale.

9\. GENERAL CONDITIONS AND LIMITATIONS FOR ELIGIBILITY

a\. Services for Which Fees Are Charged

\(1\) Eligible Employees. Eligible employees include all VA employees
and other Federal Government employees who join the VA without a break
in service and who are transferring for the benefit of the Government,
subject to the Federal Travel Regulation.

\(2\) Service Agreement. The employee must sign a service agreement to
be eligible for the Relocation Services Program. In the event the
employee violates the terms of the service agreement, VA has the right
to recover from the employee all payments made to the contractor on the
employee\'s behalf.

\(3\) Ineligible Employees. The following employees are ineligible for
the home sale program:

\(a\) New appointees to any position;

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

\(c\) Employees assigned or transferred to or from a post of duty in a
foreign area except employees eligible for reimbursement of residence
transaction expenses as provided in 41 CFR 302-6.1 (g).

b\. No-Fee Services. All employees are eligible for program services
provided under the contract for which there is no fee to VA. The no-fee
services include home finding for buyers and renters, and mortgage
finding assistance.

10\. PROCEDURAL REQUIREMENTS AND CONTROLS

a\. Requesting Services. The employee will request the services by
submitting a signed VA Form 3036c, page 3, Relocation Services
Authorization, to the appropriate RSC. Once an employee decides to
utilize the services and later drops out of the program, the employee
will not be allowed to reenter the program and utilize the services in
connection with the same permanent change of station.

b\. Entitlement Period. The employee may request the services at any
time after official notification of the transfer is received. In order
to maximize the potential offer from the contractor and to minimize the
cost to VA, the employee must make a decision on whether to use the
Relocation Services Program prior to the reporting date at the new
facility. After the employee is enrolled in the program (see par. 12),
the contractor will call the employee within three calendar days. Within
10 calendar days of this initial contact, the employee will complete and
return to the contractor either the Employee Relocation Council
(ERC)-recommended disclosure statement or any other similar disclosure
statement required by state or local laws prior to the performance of
any appraisals or inspections on the property.

c\. Optional Use of Services. An employee offered use of the Relocation
Services Program has the option to accept or reject any or all of the
services. An employee who requests the guaranteed home sale service must
also participate in the marketing assistance program and may accept or
reject the relocation contractor\'s purchase offer.

d\. Cancellations and Rejections. An employee who requests the
guaranteed home sale service may cancel the service at any time prior to
an offer or reject the offer once made. In either case, any authorized
charge to VA by the contractor generally will not be recovered from the
employee. The exception occurs when the employee decides not to relocate
or violates the service agreement. In such cases, VA may recover from
the employee any cancellation fees and other costs (e.g., appraisal and
inspection costs) incurred in providing services to the employee under
the contract. Once an employee elects not to use the program or
cancels/rejects the guaranteed offer, he/she cannot reenter the program
for the rejected services in connection with the same permanent change
of station.

e\. Dual Benefit Prohibited. Once an employee chooses to use the offered
relocation services, he or she shall not be allowed reimbursement for
expenses incurred in connection with a permanent change of station
transfer (see paragraph 13 of this chapter) that are analogous or
similar to services that will be paid under the contract should the
employee later decide to cancel the services or reject the offer.

f\. Ineligible Individuals. VA will not pay for relocation services
which will benefit ineligible individuals. For example, where joint
ownership of a residence exists between an employee and an individual
who is not a member of the employee\'s immediate family, the benefit
derived from the relocation services could accrue equally to the
ineligible individual. In this example, VA will pay a portion of the
contractor\'s fee for the service based on the employee\'s share of or
interest in the residence. The employee will be responsible for paying
the contractor the remainder of the fee. If the residence is a duplex or
other type of multiple-family dwelling, the contractor will be
authorized to provide relocation services only on the portion of the
dwelling which is occupied by the employee.

g\. Effect on Temporary Quarters Allowances. VA and the Federal Travel
Regulation provide that temporary quarters subsistence expenses may be
allowed for a period of up to 60 consecutive days when occupancy of
temporary quarters is determined to be necessary on a case-by-case
basis. Additional periods of time, up to 60 additional days, may be
allowed subject to the provisions of 41 CFR 302-5.2. Given that the
Relocation Services Program provides the employee with ample opportunity
to sell the old residence, move to the new location, and settle in a new
residence quickly, and since the Relocation Services Program is a more
expensive method of relocating employees, the following restrictions
apply to temporary quarters allowances for employees utilizing the
services of the program:

\(1\) Approving officials will approve no more than 30 days temporary
quarters at a time for employees entered on the relocation services
contract.

\(2\) A maximum of 60 days may be allowed for employees entered on the
relocation services contract.

\(3\) Under extraordinary circumstances, an exception to policy to allow
more than 60 days temporary quarters may be approved upon request and
full justification by the employee.

11\. RESPONSIBILITIES. The following individuals have direct
responsibilities for the relocation services program:

a\. Under Secretaries; Assistant Secretaries; Director, National
Cemetery System; and Other Key Officials in VACO and field facility
Directors are responsible for designating the RSC\'s for their
organizations. Also see paragraph 2e of this chapter. The name, title,
address, and commercial and FTS telephone number of the individual
designated as RSC will be provided to the COTR. The COTR will be
notified of any changes in the designation.

b\. Travel authorizing officials, with the assistance of the losing
facility, will prepare a VA Form 3036c, Travel Authority for Permanent
Duty, that correctly identifies the residence transactions authorized.
If the travel authorization provides for the sale of residence benefits,
the authorizing official must ensure that the residence address shown on
the authorization is the dwelling from which the employee regularly
commutes to and from the duty station. In preparing the travel
authority, the assumption will be made that any eligible employee will
use the relocation program. See paragraph 109 of this appendix for a
discussion of the effect on temporary quarters. Should the employee
later decide not to use the program, the travel authority will be
amended to reflect that fact. Proper care in preparing the travel
authorization is critical in helping ensure smooth contract
administration. The authorizing official is responsible for ensuring
that the travel authorization is completed expeditiously and that a copy
is forwarded to the RSC.

c\. Transferring employees are responsible for requesting services under
the contract in ample time to ensure that the services will be completed
within the eligibility period. See paragraph l0b of this appendix.
Employees are also responsible for knowing their transfer requirements
and the conditions that their residences must meet for eligibility for
relocation services.

d\. RSC\'s are responsible for:

\(1\) Referring employee requests to the contracting officer when copies
of the travel authorization, employee service agreements, and employee
relocation services authorization forms are received. Before making the
referral, the RSC will review the travel authorization to verify that
the employee was properly approved for residence transactions. The RSC
will also compare the former duty location to the address shown on the
travel authorization and employee relocation services authorization
forms. If it is questionable whether the employee commuted to work daily
from the residence, the RSC will confirm with the employee and the
employee\'s former (losing) supervisor.

\(2\) Ensuring that only eligible employees are initiated in the
program.

\(3\) Notifying transferring employees when their requests for service
have been presented to the contractor and identifying themselves with
names and telephone numbers as the Department contact point for
questions and problem resolution.

\(4\) Serving as primary liaison with the contractor on behalf of the
employee.

\(5\) Monitoring contractor performance under the contract and fully
reporting the status of contractor activities to the contracting
officer\'s technical representative.

\(6\) Serving as the information and follow up contact for the
contractor.

\(7\) Monitoring the progress of each case until services are completed.

\(8\) Reviewing and recommending payment on invoices received from the
contractor.

\(9\) Preparing the VA Form 2237, Request, Turn-In, and Receipt for
Property or Services.

\(10\) Monitoring expected and actual costs for each case against the
delivery order.

e\. The COTR is responsible for:

\(1\) Serving as the central contact point for all VA RSC\'s. This
responsibility includes coordinating interpretation of program policy
questions and providing information on relocation issues and service
delivery related to the contract.

\(2\) Coordinating the training, communication, service assessment and
problem resolution activities under the relocation services contract.

\(3\) Tracking and assessing vendor performance and analyzing cost and
service impact of the program and related policy changes.

\(4\) Serving as the primary coordination point within VA on the impact
of changes to policy, services, and internal procedures.

\(5\) Representing VA on relocation contract issues applicable to other
organizations and the relocation industry and keeping management
appraised of significant industry developments related to relocation
services contracts and programs.

\(6\) Preparing contractor progress reports, notifying the contracting
officer of potential problems and assisting in their resolution.

f\. Fiscal offices will assume that all employees entitled to relocation
services will use them. (RSC\'s are responsible for notifying the
gaining activity and Fiscal office if the employee does not elect to use
the services or later decides to cancel or change his/her selection of
services so that the obligation related to the relocation funds can be
adjusted.) Fiscal Officers and the Austin Finance Center are responsible
for enforcing the dual benefit prohibition. The Fiscal Office will
annotate the employee\'s SF 1012, Travel Voucher, to reflect that the
employee canceled/rejected use of the relocation services and will
attach a copy of the vendor invoice to show what expenses have already
been paid on behalf of the employee.

g\. The relocation contractor is responsible for performing in
conformance with the terms of the current contract. The contractor\'s
primary responsibilities include:

\(1\) Making initial contact with employees after enrollment to explain
contract services and procedures.

\(2\) Distributing the VA Employee Relocation Guide which describes the
relocation services in detail.

\(3\) Providing each employee in the program with services authorized
under the delivery order.

\(4\) Providing reports as required.

12\. ADMINISTRATIVE PROCEDURES

a\. Funding. Each organization will fund its own relocation services as
is currently done under the traditional direct reimbursement method.
Subaccount 2531 will be used to record obligations for services provided
under the relocation contract.

b\. Travel Authorization. The VA Form 3036c will be used to request
services under the contract. (See par. 10a. of this appendix.) The
Relocation Services Program requires that additional information be
shown on the VA Form 3036c to ensure proper recording of fund
obligations, to furnish employee telephone numbers for the contractor,
and to provide authorizing officials the estimated total cost of the
relocation. Block 19 shall include the cost of the guaranteed home sale
service (which is the employee\'s estimate of the value of the residence
multiplied by the contractor\'s current appraisal fee).

c\. Delivery Orders

\(1\) Under the contract, each organization will initiate requests for
delivery orders to the contractor for services. The RSC initiates the
delivery order by submitting the VA Form 2237 to the servicing
procurement office. The delivery order procedures provide the issuing
organization with the authority to request the guaranteed home sale
services up to the amount shown on the delivery order. The VA Form 2237
will include the following information:

\(a\) The relocation services contract number.

\(b\) The name of the organization.

\(c\) The dollar amount for the services.

\(d\) The employee to whom services are to be provided, the services
authorized and the employee\'s home and commercial office telephone
numbers.

Note: A VA Form 2237 will not be completed when the transferring
employee is being authorized for services for which there is no fee,
i.e., services other than guaranteed home sale.

\(2\) The contract specialist will forward copies of all delivery orders
and purchase orders to the COTR. These documents will be used to track
total program activity and fund obligations under the contract.

13\. CONTRACT REQUIREMENTS. Contracts for relocation services may not
violate other regulatory or statutory provisions. Those provisions
include the following:

a\. Real Estate Losses. Reimbursement may not be made for losses on
residence transactions. These include losses resulting from failure to
sell a residence at the old location at the price asked, at its current
appraised value, or at its original cost. Also included are losses
resulting from failure to buy a dwelling at the new location at a price
comparable to the selling price of the residence at the old location.

b\. Mortgage Cost Differences. Reimbursement may not be made for
mortgage interest differentials. A mortgage interest differential is the
difference between the interest rate of the mortgage on the residence at
the old duty station and the interest rate of the mortgage on the
residence being purchased at the new official station.

c\. Home Purchases. The law does not authorize the Government to become
a homeowner either by direct purchase of the employee\'s residence or by
taking title to the home through the contractor.