U.S. Department of Housing and Urban Development

ADMINISTRATION

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Special Attention of: Transmittal Handbook No.: 2300.2 REV-3

Issued: May 21, 1984

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1\. This Transmits revised Travel Handbook 2300.2 REV-3.

2\. Explanation of changes:

a\. This revision combines a reprint of the four chapters of GSA\'s

Federal Travel Regulations (FTR), and Department policy on travel. The
FTR

is printed on white paper and the HUD implementation pages on yellow
paper.

\(1\) Supplemental policy statements on HUD pages are added to

some paragraphs of the FTR. In such cases, the paragraph numbers of the

supplements correspond to the numbers used in the FTR. For example,

supplemental paragraph 1-1.2 contains Department policy relating to

paragraph 1-1.2 of the FTR.

\(2\) In some cases, new subparagraphs, paragraphs, and even parts

are added in the Department supplements. For example, in paragraph 1-1.3

the Department expands the list of eight definitions by adding several

more, which are numbered (9) through (21). Thus, the supplements contain

a sub-paragraph 1-1.3c(10) which does not appear in the FTR.

b\. The Table of Contents presents more detail to facilitate use of

this handbook.

c\. The names of offices and titles of officials have been updated.

d\. Changes to Chapter 1, Travel Allowances, include:

\(1\) Paragraph 1-1.1a(1) incorporates the Assistant Secretary for

Administration\'s responsibility for enforcement of travel regulations

and control over travel.

\(2\) Paragraph 1-1.1a(2) indicates a detailed description of the

responsibilities of the Director, Office of Administrative and
Management

Services (OAMS).

\(3\) Paragraph 1-1.1a(3) is added to delineate the

responsibilities of the Deputy Under Secretary for Field Coordination

(DUSFC).

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\(4\) Paragraph 1-1.1a(4) is added to clearly define the

responsibilities for travel of Regional Administrators.

\(5\) Paragraph 1-1.1c expands the list of HUD handbooks which

contain information concerning official travel matters.

\(6\) Paragraph 1-1.1d incorporates updated information concerning

the role of the handbook.

\(7\) Paragraph 1-1.3c expands the list of definitions relevant to

travel.

\(8\) Paragraph 1-1.3d is added to list acronyms to assist

non-Government and newly employed users.

\(9\) Paragraph 1-1.3e incorporates amended responsibilities of

both recommending and authorizing officials to reflect OMB,
Congressional

and Department initiatives to curb excessive spending on travel and

establish greater controls over travel.

\(10\) Paragraph 1-1.3f amends the responsibilities of approving

officials.

\(11\) Paragraph 1-1.3g updates the responsibilities of travelers.

\(12\) Paragraph 1-1.4 is added to highlight the Secretary\'s

authority over travel.

\(13\) Paragraph 1-1.5a is added to detail the delegations of

authority for travel.

\(a\) Subparagraph (3) amends the redelegation of authority

for extended stay travel to limit such to one level below principal

authorizing officials.

\(b\) Subparagraph (4) is amended to clarify procedures for

authorizing the special purpose travel of Regional Administrators.

\(c\) Subparagraph (9) is amended to delegate authority to

authorize travel by advisory committee members to principal authorizing

officials.

\(d\) Subparagraph (10) is revised to delegate authority

to authorize travel by consultants and experts to principal authorizing

officials.

\(14\) Paragraph 1-1.5f incorporates the authority of the Assistant

Secretary for Administration to waive recovery of expenses for employee

violations of relocation service agreements.

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2300.2 REV-3

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\(15\) Paragraph 1-1.7 incorporates acronyms for the various types

of travel authorizations. It also facilitates use of this handbook

by grouping in one place information about the various types of

authorizations. Also, subparagraph a. denotes the change in title of

the (revised) HUD 25 from \"Travel Order - Request and Authorization\"
to

\"Official Travel Order.\"

\(16\) Paragraph 1-1.7.2 amends regulations governing the use of

Limited Open Travel Authorizations (LOTA). Changes should facilitate the

use of the LOTA by permitting its use on a monthly as well as quarterly

basis. The monthly period coincides with the typical period covered by

most travel plans. Other changes include:

\(a\) Subparagraph b expands the number of HUD employees

eligible for travel under a LOTA to include the Secretary and Under

Secretary; principal assistants and managers designated by the
Secretary;

and Office of the Inspector General employees located in Headquarters.

Requirements that travel be planned in advance have not changed;
infrequent

or unplanned travel continues to require individual travel orders.

\(b\) Subparagraph c(1) expands the number of officials

delegated authority to authorize travel under the LOTA to include
certain

Headquarters officials.

\(17\) Paragraph 1-1.7.3b increases the number of carbon copies of

the HUD 25, Official Travel Order, to be provided the employee. The
extra

copy is needed by transportation service providers when offices are
under

blanket GTR arrangements with SATO or GSA travel agent contractors.

\(18\) Paragraph 1-1.7.4 establishes greater controls over local,

in or around, travel.

\(a\) Subparagraph b defines the local travel area for

Headquarters employees and empowers Regional Administrators to determine

the area to be covered by local travel in their Regions.

\(b\) Subparagraph e incorporates Department practice of

permitting authorizing officials discretionary authority to allow or

disallow mileage payments from whatever point the employee begins
his/her

journey to a temporary duty site with no deduction for the distance the

employee would normally travel between residence and official duty
station.

\(c\) Subparagraph g is added to stress the importance of

controlling local travel reimbursement.

\(19\) Paragraph 1-1.10c incorporates policy concerning the

acceptance of travel expenses from outside organizations.

\(20\) Paragraph 1-2.2b(5) incorporates policy concerning the use

of contract airline service by cost-reimbursable contractors.

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2300.2 REV-3

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\(21\) Paragraph 1-2.2.1j revises travel order documentation

concerning the use of contract air carriers for conformity with the
revised

HUD 25, Official Travel Order.

\(22\) Paragraph 1-3.5j revises terminology. The term \"bonus

goods\" is used in lieu of \"Material received while on official
travel.\"

The paragraph also permits the use of bonus goods by employees of a

particular office for other planned official business travel prior to

submission to the appropriate accounting office.

\(23\) Paragraph 1-4.1 incorporates policy which grants principal

authorizing officials the discretion of limiting reimbursement for local

travel between an employee\'s residence and first place of temporary
duty.

For example, the Assistant Secretary for Administration has not
redelegated

this authority and requires all Administration employees to deduct for
the

distance normally travelled between their residence and office when on
TDY

in or around the official duty station.

\(24\) Paragraph 1-6.5 is added to highlight the authorizing

official\'s responsibility to control telephone calls and certify that
they

were in the interest of the Government.

\(25\) Paragraph 1-7.3 is added to clarify the responsibility for

authorizing only such per diem allowances as are justified by the

circumstances of the travel per FTR requirements.

\(a\) Subparagraph a highlights that the payment of per diem

is prohibited at an employee\'s official duty station or place of
residence.

\(b\) Subparagraph c provides guidelines and examples for

various situations under per diem. For example, c(1)(d) provides

guidelines for determining lodging costs when a traveler does not stay
in a

hotel or motel.

\(26\) Paragraph 1-8.2 is added to emphasize that reimbursement to

the employee may not exceed the maximum rate when a portion of the

subsistence expense is paid for by the Government (i.e., under purchase

order). It also establishes policy regarding commuting costs in lieu of

actual subsistence expenses (Comptroller General Decision B-192540,
dated

April 6, 1979).

\(27\) Paragraph 1-8.5b incorporates what constitutes a lodging

receipt considered acceptable for reimbursement claims.

\(28\) Paragraph 1-10.3 contains various changes concerning travel

advances.

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5/84 4

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2300.2 REV-3

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\(a\) Subparagraph a(2) modifies the term \"single trip/

non-revolving advance\" by changing it to \"single trip advance.\" It
also

increases the requirement for obtaining revolving travel advances from
one

trip per month to three trips per month. Outstationed Headquarters

employees are exempted from this increase, which is designed to help
reduce

fraud, waste and mismanagement.

\(b\) Subparagraph a(4) establishes greater controls over

travel advances from an imprest fund.

\(c\) Subparagraph a(5) is added to revise procedures

concerning the recovery of advances.

\(29\) Paragraph 1-11.4 is revised to delete the requirement that

employees on travel at the end of a month wait to claim related travel

expenses in the next month\'s voucher. Travel expenses should be claimed

either immediately or on the next month\'s voucher, depending on the

circumstances of the individual traveler. Also deleted is the provision

that only a copy of processed vouchers for temporary duty and not
permanent

change of station would be returned to the traveler by the appropriate

accounting office.

\(30\) Paragraph 1-12.4b deletes reference to immunizations for

foreign travel being provided by the Public Health Service Outpatient

Clinic located at 300 C St., S.W., Washington, D.C., because the clinic

was closed.

\(31\) Paragraph 1-12.4c updates procedures and information

concerning travel advances for foreign travel.

\(32\) Paragraph 1-13.1 revises procedures concerning training

travel and deletes references to the National Training Center in
Columbia,

Maryland, which was closed.

3\. Federal Travel Regulations (FTR) amendments are added which
implement

certain changes to the Federal employee relocation allowance levels for

household goods, temporary quarters subsistence expenses, and maximum

reimbursement for the purchase of a new residence; include certain

Presidential appointees as being eligible for certain relocation

allowances; and require a reasonable advance notice of reassignment or

transfer. FTR changes to Chapter 2, Relocation Allowances include:

a\. Paragraph 2-1.2a is amended by adding a new subparagraph (6) to

add certain new Presidential appointees to the list of persons covered
by

the FTR. New appointees to the Senior Executive Service (SES) have been

deleted from previous subparagraph (3) and are now included in new

subparagraph (6). The word \"conterminous\" is deleted from subparagraph
(3)

to be consistent with subparagraph 2-1.3a(3).

b\. Paragraph 2-1.2b(1) is revised to update the reference to the

Foreign Service Act.

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2300.2 REV-3

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c\. Paragraph 2-1.3 is retitled, reformatted for ease of use, and

revised to add:

\(1\) New provisions of 5 U.S.C. 5724(j) regarding reasonable

advance notice of transfer or reassignment in new subparagraph b.

\(2\) A specific requirement in new subparagraph c for written

travel authorizations (TA) prior to transfer and issuances of the TA in

accordance with guidelines contained in 1-1.5.

\(3\) Advice to agencies in new subparagraph d of varying

allowance levels in effect depending on the employee\'s or new
appointee\'s

effective date of transfer or appointment.

d\. Paragraph 2-1.4 is amended to add subparagraph a-1 to define the

term United States as used in these regulations.

e\. Paragraph 2-1.5f is revised to add:

\(1\) \"Certain Presidential appointees\" to the paragraph title.

\(2\) An introductory statement in subparagraph (1).

\(3\) New subparagraph (1)(d) which is a redesignation of

subparagraph (1)(a-1).

\(4\) New subparagraph (1)(e) to include certain new Presidential

appointees as being eligible for payment of certain travel and

transportation expenses to their first duty station.

f\. Paragraph 2-5.1 is revised to add a statement at the end of the

paragraph to require that the determination on the need for occupancy of

temporary quarters and the length of time for occupancy be made on an

individual-case basis.

g\. Paragraph 2-5.2 is amended to rearrange and retitle some of the

subparagraphs and to include the following regulatory revisions:

\(1\) Subparagraph a(1) allows a maximum of 60 days for occupancy

of temporary quarters for all transferred employees whose new official

station is located in the United States and non-foreign areas.

\(2\) Subparagraph a(2) allows an additional period not to exceed

60 days in temporary quarters when the agency head determines that there

are compelling reasons (examples are provided) for continued occupancy.

\(3\) Subparagraph d requires that the temporary quarters be

located within the proximity of the old or new official station unless a

different location is justified under unique or special circumstances
and

approved by the agency head.

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5/84 6

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2300.2 REV-3

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\(4\) Subparagraph f deletes the former reference to the 30- or

60-day limitations in computing the length of time allowed for temporary

quarters.

h\. Paragraph 2-5.4 is revised as follows:

\(1\) Subparagraphs a and b are amended by deleting the last

sentence of b related to local transportation expenses and adding the

sentence to the end of subparagraph a.

\(2\) Subparagraph c is revised to delete the required reduction

of reimbursement in 10-day increments; clarify that the applicable
locality

per diem rate for the conterminous United States is \$50 (the law limits
per

diem to \$50 per day in the conterminous United States); provide new
rules

for computing the maximum reimbursement for each 30-day period; require
a

reduced per diem for family members for the first 30-day period; and

require a reduction of all rates after the first 30-day period.

i\. Paragraph 2-5.5 is revised to authorize an initial advance of

funds for temporary quarters subsistence expenses not to exceed the
maximum

reimbursement for the first 30-day period and subsequent advances in
30-day

increments.

j\. Paragraph 2-6.2g(2) is revised to increase the dollar maximum for

reimbursement of allowable expenses incurred for the purchase of a new

residence at the new official duty station from \$5,000 to \$7,500.

k\. Paragraph 2-8.2a is revised to increase the maximum net weight

for shipment and storage of the employee\'s household goods and personal

effects from 11,000 pounds to 18,000 pounds.

l\. Appendix 2-A is added as a reference to reflect the various

allowance levels currently in effect for payment purposes.

m\. Other minor and/or editorial changes have been made where

indicated by change lines.

4\. Department implementation changes to Chapter 2, Relocation
Allowances,

include:

a\. Paragraph 2-1.1 indicates the effect of relocation amendments

upon the payment of relocation allowance claims. It also mentions the

revised forms needed for authorizing relocation travel and claiming
various

allowances

\(1\) Subparagraph b(1) provides guidance and examples on

authorizing various relocation allowances.

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2300.2 REV-3

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\(2\) Subparagraph b(2) requires a statement on the SF 52, Request

for Personnel Action, and SF 50, Notification of Personnel Action,

concerning the service agreement requirements and expiration date. This

provision is added to enable improved monitoring for violations of the

required service agreements.

\(3\) Subparagraph c is added to clarify the entitlement basis for

the various relocation travel categories (i.e., temporary quarters).

\(4\) Subparagraph d is added to clarify the taxation of

relocation allowances.

b\. Paragraph 2-1.3b establishes policy regarding FTR provisions for

reasonable advance notice of reassignment for transfer.

c\. Paragraph 2-1.3d references FTR Appendix 2-A for use as a guide

in authorizing or approving specific relocation allowances for
individual

employees with various transfer dates.

d\. Paragraph 2-1.5 incorporates information concerning waiving the

recovery of expenditures for violations of relocation agreements and

acceptable reasons for release from an agreement.

e\. Paragraph 2-2.3d(2)(a) incorporates an example to clarify the

setting of minimum driving distance and computation of allowances for

travel en route to the new duty station.

f\. Paragraph 2-2.5 is added to clarify provisions concerning the

time allotted an employee to accomplish a move.

g\. Paragraphs 2-4.1, 2-4.2 and 2-4.3 are added to clarify concerns

about travel to seek residence quarters. For example, the trip may not
be

authorized before an employee has formally agreed to transfer.

h\. Paragraph 2-5.2 is added to clarify concerns about subsistence

while occupying temporary quarters.

i\. Paragraph 2-5.3 indicates individuals who are not eligible for

temporary quarters allowances.

j\. Paragraph 2-5.4 is added to highlight that local transportation

during the occupancy of temporary quarters is not reimbursable.

Subparagraph c refers employees to FTR Appendix 2-A for computation of

maximum reimbursement for temporary quarters.

k\. Paragraph 2-6.1 provides information to clarify various concerns

about allowances for residence transactions.

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2300.2 REV-3

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l\. Paragraph 2-6.2 clarifies the handling of the loan origination

fee and the settlement of unexpired leases.

m\. Paragraph 2-6.3 is added to specify application procedures for

reimbursement of residence transactions and to indicate required
supportive

documentation of expenses. It also highlights employee liability for

violations of service agreements.

n\. Paragraph 2-8.3 provides information concerning the

transportation of household goods, including use of the commuted rate or

actual expense method, carrier\'s liability, and additional insurance

coverage.

5\. Appendix changes include:

a\. Appendix A provides updated information, forms and samples

relative to travel orders and travel order documentation.

b\. Appendix C contains information concerning HUD ticket offices.

The first entry deals with Headquarters. Field locations should add

appropriate data about their ticket offices following the Headquarters

pages. This appendix is preceded by a list of contract air service

city-pairs (Appendix B).

c\. Appendix D incorporates Staff Bulletin 83-99, Mileage

Reimbursement Rates.

d\. Appendix E incorporates information concerning the ten-hour rule,

with the clock for computation of per diem.

e\. Appendix F incorporates Staff Bulletin 83-87, Exemption Of

Hotel/Motel Tax When Traveling On Official Business, dated June 30,
1983.

f\. Appendix G provides an updated form to designate travel allowance

holders for submission to the appropriate accounting office and imprest

fund cashier. It also provides sample SF 1038\'s, Advance of Funds

Application and Account.

g\. Appendix H contains instructions on preparing SF 1012, Travel

Voucher. It also updates travel voucher examples.

h\. Appendix I is added to provide an example of SF 1164, Claim for

Reimbursement for Expenditures on Official Business.

i\. Appendix J provides a synopsis of relocation travel information

and forms.

j\. Appendix L incorporates Fraud Information Bulletin 83-2, Travel.

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2300.2 REV-3

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k\. Appendix M is reserved for Regional issuances with the exception

of information on field ticket offices which should be added to Appendix
C.

6\. Forms, Continue using current forms until the revised forms are

distributed:

Current Form Revised Form

HUD 25, Travel Order-Request HUD 25, Official Travel Order

and Authorization (11-65) (REV 10/83)

HUD 25a, Travel Request and HUD 21004, Service and

Authorization - Change of Reimbursement Agreement (REV 10/83)

Official Station (8-1-67) and HUD 21005, Supplement to

and HUD 25b, Instructions for Official Travel Order (REV 10/83)

Incurring and Claiming Expenses

Incident to Change of Official

Station (6-70)

HUD 25c, Employee Application HUD 21006, Application for

for Reimbursement of Expenses Reimbursement of Real Estate

Incurred Upon Sale or Purchase Expenses Related to Change of

(or both) of Residence Upon Official Station (REV 10/83)

Change of Official Station

(9-69)

HUD 25d, Actual Subsistence HUD 21007, Claim for Reimbursement

Expenses While Occupying of Subsistence Expenses While

Temporary Quarters Before Occupying Temporary Quarters

Moving to New Quarters (10-70) (REV 10/83) and HUD 21007A,

Schedule of Daily Expenses While

Occupying Temporary Quarters

(REV 10/83)

Format, Appendix 14, HUD 21008, Designation of Travel

Notification/Designation of Allowance Holder (REV 10/83)

Official(s) who may approve

Travel Advances

7\. Filing Instructions:

Remove Insert

Handbook 2300.2 REV-2, Handbook 2300.2 REV-3,

dated 8/82 dated 5/84

Change 1, dated 3/83

Change 2, dated 7/83

Change 3, dated 9/83

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5/84 10

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Handbook 2300.2 REV-3

U.S. Department of Housing and Urban Development

Washington, D.C. 20410

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Departmental

Staff

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May 1984 Travel

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ATTENTION:

THIS HANDBOOK CONFORMS TO THE FORMAT OF THE FEDERAL TRAVEL

REGULATIONS (FTR). THERE ARE TWO SECTIONS, ONE CONTAINING

THE FTR ON WHITE SHEETS AND THE OTHER CONTAINING THE

DEPARTMENT\'S IMPLEMENTING POLICY ON YELLOW SHEETS. EACH SECTION

HAS A TABLE OF CONTENTS.

THE SECTIONS MAY BE CONSULTED AS COMPLEMENTARY REFERENCES

OR MAY BE INTERFILED ACCORDING TO CHAPTER AND PART. HUD

IMPLEMENTATION PAGES SHOULD FOLLOW THE FTR PAGES. FOR

EXAMPLE: HUD CHAPTER 1, PART 1, APPLICABILITY AND GENERAL

RULES, SHOULD BE FILED AFTER FTR CHAPTER 1, PART 1 AND

BEFORE FTR CHAPTER 1, PART 2, TRANSPORTATION ALLOWABLE, ETC.