> General Services Administration October 12, 2006
>
> Washington, DC 20405
>
> FEDERAL TRAVEL REGULATION Amendment 2006-04
>
> TO: Heads of Federal agencies
>
> Subject: Amendment 2006-04, FTR Case 2005-305, E-Gov Travel
>
> Service (ETS) and Use of Contract City-Pair Fares
>
> 1\. [Purpose]{.underline}. This final rule is amending the Federal
> Travel Regulation (FTR), by adding new requirements that address the
> use of other-than contract city pair airfares, and new policy to
> travelers and responsibilities for reviewing officials under the E-Gov
> Travel Service (ETS). The FTR and any corresponding documents may be
> accessed at GSA's website at *http://www.gsa.gov/ftr*.
>
> 2\. [Effective date]{.underline}. September 22, 2006.
>
> 3\. [Background]{.underline}. This final rule is amending the Federal
> Travel Regulation (FTR), by adding new requirements that address the
> use of other-than contract city pair airfares, the handling of
> receipts under the E-Gov Travel Service (ETS) environment, and new
> responsibilities for reviewing officials. This final rule also
> introduces and defines the term "online self-service booking tool" and
> provides for exceptions under certain circumstances to the required
> use of an agency's current Travel Management Service
>
> (TMS) or ETS once the agency has fully deployed ETS. Finally, this
> final rule requires agencies to develop and submit upon request to the
> ETS Program Management Office, a plan for maximizing the agency's
> adoption rate (*i.e.*, achieving the highest possible rate of use of
> the agency's online self-service booking tool) once the agency has
> fully deployed ETS. This FTR
>
> rule was published in the Federal Register at 71 FR 49373, August
>
> 23, 2006.
>
> 4\. [Explanation of changes]{.underline}.
>
> • Sections 301-10.106 and 301-10.107 are redesignated as sections
> 301-10.105 and 301-10.106, respectively.
>
> • Newly redesignated section 301-10.106 language is revised by
> removing exceptions to the use of a contract city-pair fare and
> incorporating them into new section 301-10.107. Note to section
> 301-10.106 indicates that employees of the Government of the District
> of Columbia, with the exception of the District of
>
> Columbia Courts, are not eligible to use contract city-pair fares even
> though these employees otherwise may be covered by the FTR.
>
> • New section 301-10.107 "Are there any exceptions to the use of a
> contract city-pair fare," incorporates exceptions to use of a contract
> city-pair fare (formerly contained in section 301-
>
> 10.107, redesignated as section 301-10.106) for agency consideration
> in deciding whether to approve the use of other- than a contract
> city-pair fare. Note 1 to section 301-10.107
>
> (previously Note 2 to this section) is revised to state that any group
> of 10 or more passengers traveling together on the same day, on the
> same flight, for the same mission requiring group integrity and
> identified as a group by the travel management
>
> system upon booking, may request contract city-pair service on an
> optional basis.
>
> Note 2 to section 301-10.107 is added to clarify that contractors are
> not eligible to use contract city-pair fares in the performance of
> their contract.
>
> Note 3 to section 301-10.107 is added to encourage agencies to
> optimize savings from the contract city pair program by comparing the
> cost savings achieved by use of capacity-controlled coach class
> contract city-pair fares (MCA, QCA, VCA, etc.) to the unrestricted
> coach class contract fare (YCA), when capacity- controlled fares are
> available and meet mission needs.
>
> • Section 301-10.108 is amended by informing travelers that they are
> required to document on their travel authorization the approval and
> use of a non contract city-pair air fare. This section also adds a
> note to clarify that air carrier preference is not a valid reason for
> approving the use of a non-contract airfare.
>
> • Section 301-11.25 is revised to address the handling of receipts
> when an agency has fully deployed ETS.
>
> • The section heading for section 301-50.3 is revised to include the
> term "TMS" and references to exceptions are included in the text.
>
> • Sections 301-50.4 is revised to add TMS in its section heading and
> to incorporate when an exception to the use of an agency's current TMS
> may be granted.
>
> • Section 50.6 is redesignated as section 50.8.
>
> • New section 301-50.6 is added to define the term, "online
> self-service booking tool."
>
> • New section 301-50.7 is added to encourage travelers to use the
> agency's online self-service booking tool in the ETS environment. A
> note is added to this section to describe when the
>
> 2

![](media/image1.png){width="8.533333333333333in"
height="11.013194444444444in"}

> (BLANK PAGE)
>
> **AMENDMENT 2006--04 SEPTEMBER 22, 2006**
>
> **FEDERAL TRAVEL REGULATION**
>
> **CHAPTER 301---TEMPORARY DUTY (TDY) TRAVEL ALLOWANCES**
>
> **Subchapter A---Introduction**
>
> **Part 301-1---Applicability**
>
> §301-1.1---What is an "agency" for purposes of TDY allowances?
>
> §301-1.2---What is an "employee" for purposes of TDY allowances?
>
> §301-1.3---Who is eligible for TDY allowances?
>
> **Part 301-2---General Rules**
>
> §301-2.1---Must I have authorization to travel?
>
> §301-2.2---What travel expenses may my agency pay?
>
> §301-2.3---What standard of care must I use in incurring travel
> expenses?
>
> §301-2.4---For what travel expenses am I responsible?
>
> §301-2.5---What travel arrangements require specific authorization or
> prior approval?
>
> **Subchapter B---Allowable Travel Expenses**
>
> **Part 301-10---Transportation Expenses**
>
> **Subpart A---General**
>
> §301-10.1---Am I eligible for payment of transportation expenses?
>
> §301-10.2---What expenses are payable as transportation?
>
> §301-10.3---What methods of transportation may my agency authorize me
> to use?
>
> §301-10.4---How does my agency select the method of transportation to
> be used?
>
> §301-10.5---What are the presumptions as to the most advantageous
> method of transportation?
>
> §301-10.6---What is my liability if I do not travel by the selected
> method of transportation?
>
> §301-10.7---How should I route my travel?
>
> §301-10.8---What is my liability if, for personal convenience, I
> travel by an indirect route or interrupt travel by a direct route?
>
> **Subpart B---Common Carrier Transportation**
>
> §301-10.100---What types of common carrier transportation may I be
> authorized to use?
>
> **---Airline**
>
> §301-10.105---What are the basic requirements for using airlines?
>
> **---Use of Contract City-Pair Fares**
>
> §301-10.106---When must I use a contract city-pair fare?
>
> §301-10.107---Are there any exceptions to the use of a contract
> city-pair fare?
>
> §301-10.108---What requirements must be met to use a non-contract
> fare?
>
> §301-10.109---What is my liability for unauthorized use of a
> non-contract carrier when contract service is available and I do not
> meet one of the exceptions for required use?
>
> §301-10.110---May I use contract passenger transportation service for
> personal travel?
>
> §301-10.111---When may I use a reduced group or charter fare?
>
> §301-10.112---What must I do when different airlines furnish the same
> service at different fares?
>
> §301-10.113---What must I do if I change or do not use a common
> carrier reservation?
>
> §301-10.114---What must I do with unused Government Transportation
> Request(s) (GTR(s), ticket(s) or refund application(s)?
>
> §301-10.115---Am I authorized to receive a refund or credit for unused
> transportation?
>
> §301-10.116---What must I do with compensation an airline gives me if
> it denies me a seat on a plane?
>
> 301-i
>
> **AMENDMENT 2005--03 MAY 18, 2005**
>
> **CONTENTS** FEDERAL TRAVEL REGULATION
>
> §301-10.117---May I keep compensation an airline gives me for
> voluntarily vacating my seat on my scheduled airline flight when the
> airline asks for volunteers?
>
> **---Airline Accommodations**
>
> §301-10.121---What classes of airline accommodations are available?
>
> §301-10.122---What class of airline accommodations must I use?
>
> §301-10.123---When may I use first-class airline accommodations?
>
> §301-10.124---When may I use business-class airline accommodations?
>
> **---Use of United States Flag Air Carriers**
>
> §301-10.131---What does United States mean?
>
> §301-10.132---Who is required to use a U.S. flag air carrier?
>
> §301-10.133---What is a U.S. flag air carrier?
>
> §301-10.134---What is U.S. flag air carrier service?
>
> §301-10.135---When must I travel using U.S. flag air carrier service?
>
> §301-10.136---What exceptions to the Fly America Act requirements
> apply when I travel between the United
>
> States and another country?
>
> §301-10.137---What exceptions to the Fly America Act requirements
> apply when I travel solely outside the
>
> United States, and a U.S. flag air carrier provides service between my
> origin and my destination?
>
> §301-10.138---In what circumstances is foreign air carrier service
> deemed a matter of necessity?
>
> §301-10.139---May I travel by a foreign air carrier if the cost of my
> ticket is less than traveling by a U.S. flag air carrier?
>
> §301-10.140---May I use a foreign air carrier if the service is
> preferred by or more convenient for my agency or me?
>
> §301-10.141---Must I provide any special certification or documents if
> I use a foreign air carrier?
>
> §301-10.142---What must the certification include?
>
> §301-10.143---What is my liability if I improperly use a foreign air
> carrier?
>
> **---Train**
>
> §301-10.160---What classes of train accommodations are available?
>
> §301-10.161---What class of train accommodations must I use?
>
> §301-10.162---When may I use first-class train accommodations?
>
> §301-10.163---What is an extra-fare train?
>
> §301-10.164---When may I use extra-fare train service?
>
> **---Ship**
>
> §301-10.180---Must I travel by a U.S. flag ship?
>
> §301-10.181---What is my liability if I improperly use a foreign ship?
>
> §301-10.182---What classes of ship accommodations are available?
>
> §301-10.183---What class of ship accommodations must I use?
>
> **---Local Transit System**
>
> §301-10.190---When may I use a local transit system (bus, subway, or
> streetcar)?
>
> **Subpart C---Government Vehicle**
>
> §301-10.200---What types of Government vehicles may my agency
> authorize me to use?
>
> §301-10.201---For what purposes may I use a Government vehicle other
> than a Government aircraft?
>
> §301-10.202---What is my liability for unauthorized use of a
> Government vehicle?
>
> **---Government Automobiles**
>
> §301-10.220---What requirements must I meet to operate a Government
> automobile for official travel?
>
> **---Travel on Government Aircraft**
>
> §301-10.260---May I use a Government aircraft for travel?
>
> §301-10.261---When may I use a Government aircraft for travel?
>
> §301-10.262---How will my agency authorize travel on Government
> aircraft?
>
> 301-ii (Amendment 2006--04)
>
> Chapter 301---Temporary Duty (TDY) Travel Allowances **CONTENTS**
>
> **Subpart E---Income Tax Reimbursement Allowance (ITRA), Tax Years
> 1993 and 1994**
>
> **---General**
>
> §301-11.501---What is the Income Tax Reimbursement Allowance (ITRA)?
>
> §301-11.502---Who is eligible to receive the ITRA?
>
> §301-11.503---Are Federal Insurance Contribution Act (FICA) and
> Medicare deductions included in any reimbursement under this part?
>
> **---Employee Responsibilities**
>
> §301-11.521---Must I file a claim to be reimbursed for the additional
> income taxes incurred?
>
> §301-11.522---If I was assessed an income tax penalty and/or interest
> payment due to incorrect income tax withholdings, are those payments
> reimbursable?
>
> §301-11.523---What documentation must I submit to substantiate my
> claim?
>
> §301-11.524---What steps must my agency take to determine my ITRA?
>
> §301-11.525---Is the ITRA I receive taxable income?
>
> §301-11.526---May I receive a lump sum payment of the additional tax
> liability on the covered ITRA in lieu of submitting another claim?
>
> §301-11.527---If I elect a lump sum payment, how is the ITRA paid?
>
> §301-11.528---If I do not elect lump sum payment is there any
> additional reimbursement?
>
> **---Agency Responsibilities**
>
> §301-11.531---What documentation must the employee submit to
> substantiate a claim?
>
> §301-11.532---How should we compute the employee\'s ITRA?
>
> §301-11.533---Are tax penalty and interest payments reimbursable?
>
> §301-11.534---What tax tables should we use to calculate the amount of
> allowable reimbursement?
>
> §301-11.535---How should we calculate the ITRA?
>
> §301-11.536---Is the ITRA reimbursement considered to be income to the
> employee?
>
> §301-11.537---Are income taxes to be withheld from the ITRA?
>
> §301-11.538---May we offer a lump sum payment to cover the income tax
> liability on the covered ITRA?
>
> §301-11.539---If the employee does not elect a lump sum payment, how
> is the tax on the ITRA calculated?
>
> §301-11.540---How do we handle any excess payment?
>
> **Subpart F---Income Tax Reimbursement Allowance (ITRA), Tax Years
> 1995 and Thereafter**
>
> **---General**
>
> §301-11.601---What is the Income Tax Reimbursement Allowance (ITRA)?
>
> §301-11.602---Who is eligible to receive the ITRA?
>
> §301-11.603---Are Federal Insurance Contribution Act (FICA) and
> Medicare deductions included in any reimbursement under this part?
>
> **---Employee Responsibilities**
>
> §301-11.621---Must I file a claim to be reimbursed for the additional
> income taxes incurred?
>
> §301-11.622---If I was assessed an income tax penalty and/or interest
> payment due to incorrect income tax withholdings, are those payments
> reimbursable?
>
> §301-11.623---What documentation must I submit to substantiate my
> claim?
>
> §301-11.624---What steps must my agency take to determine my ITRA?
>
> §301-11.625---Is the ITRA I receive taxable income?
>
> §301-11.626---May I receive a lump sum payment of the additional tax
> liability on the covered ITRA in lieu of submitting another claim?
>
> §301-11.627---If I elect a lump sum payment, how is the ITRA paid?
>
> §301-11.628---If I do not elect lump sum payment is there any
> additional reimbursement?
>
> **---Agency Responsibilities**
>
> §301-11.631---What documentation must the employee submit to
> substantiate a claim?
>
> §301-11.632---How should we compute the employee\'s ITRA?
>
> (Amendment 2006--04) 301-v
>
> **AMENDMENT 2006--04 SEPTEMBER 22, 2006**
>
> **CONTENTS** FEDERAL TRAVEL REGULATION
>
> §301-11.633---Are tax penalty and interest payments reimbursable?
>
> §301-11.634---What tax tables should we use to calculate the amount of
> allowable reimbursement?
>
> §301-11.635---How should we calculate the ITRA?
>
> §301-11.636---Is the ITRA reimbursement considered to be income to the
> employee?
>
> §301-11.637---Are income taxes to be withheld from the ITRA?
>
> §301-11.638---May we offer a lump sum payment to cover the income tax
> liability on the covered ITRA?
>
> §301-11.639---If the employee does not elect a lump sum payment, how
> is the tax on the ITRA
>
> reimbursement calculated?
>
> §301-11.640---How do we handle any excess payment?
>
> **Part 301-12---Miscellaneous Expenses**
>
> §301-12.1---What miscellaneous expenses are reimbursable?
>
> §301-12.2---What baggage expenses may my agency pay?
>
> **Part 301-13---Travel of an Employee With Special Needs**
>
> §301-13.1---What is the policy for paying additional travel expenses
> incurred by an employee with a special need?
>
> §301-13.2---Under what conditions will my agency pay for my additional
> travel expense(s) under this part?
>
> §301-13.3---What additional travel expenses may my agency pay under
> this part?
>
> **Part 301-30---Emergency Travel**
>
> §301-30.1---What is emergency travel?
>
> §301-30.2---What is considered to be "family" with respect to
> emergency travel?
>
> §301-30.3---What should I do if I have to interrupt or discontinue my
> TDY travel?
>
> §301-30.4---When an illness or injury occurs on TDY, what expenses may
> be allowed?
>
> §301-30.5---Are there any limitations to the payment of these
> expenses?
>
> **Part 301-31---Threatened Law Enforcement/Investigative Employees**
>
> §301-31.1---Why pay subsistence and transportation expenses for
> threatened law enforcement/investigative employees?
>
> §301-31.2---What is "family" with respect to threatened law
> enforcement/investigative employees?
>
> §301-31.3---Are members of my family and I eligible for payment of
> subsistence and transportation expense?
>
> §301-31.4---Must my agency pay transportation and subsistence
> expenses?
>
> §301-31.5---Under what conditions may my agency pay for transportation
> and subsistence expenses?
>
> §301-31.6---Where must I and/or my family obtain lodging?
>
> §301-31.7---May my family and I occupy lodging at different locations?
>
> §301-31.8---What transportation expenses may my agency pay?
>
> §301-31.9---What subsistence expense may my agency pay?
>
> §301-31.10---How will my agency pay my subsistence expenses?
>
> §301-31.11---May my agency pay me a per diem allowance instead of
> actual expenses?
>
> §301-31.12---Must I keep track of my expenses?
>
> §301-31.13---How long may my agency pay for subsistence expenses under
> this part?
>
> §301-31.14---May I receive a travel advance for transportation and/or
> subsistence expenses?
>
> §301-31.15---What documentation must I provide for reimbursement?
>
> **Subchapter C---Arranging for Travel Services, Paying Travel
> Expenses, and**
>
> **Claiming Reimbursement**
>
> **Part 301-50---Arranging for Travel Services**
>
> §301-50.1---To whom do the pronouns "I", "you", and their variants
> throughout this part refer?
>
> §301-50.2---How must I arrange my travel?
>
> §301-50.3---Must I use the ETS or TMS to arrange my travel?
>
> 301-vi
>
> **AMENDMENT 2006--04 SEPTEMBER 22, 2006**
>
> Chapter 301---Temporary Duty (TDY) Travel Allowances **CONTENTS**
>
> §301-50.4---May I be granted an exception to the required use of TMS
> or ETS once my agency has fully deployed ETS?
>
> §301-50.5---What is my liability if I do not use my agency\'s TMS or
> the eTravel Service, and an exception has not been approved?
>
> §301-50.6 What is an "online self-service booking tool?"
>
> §301-50.7 Should I use the online self-service booking tool once ETS
> is available within my agency?
>
> §301-50.8---Are there any limits on travel arrangements I may make?
>
> **Part 301-51---Paying Travel Expenses**
>
> **Subpart A---General**
>
> §301-51.1---What is the required method of payment for official travel
> expenses?
>
> §301-51.2---What official travel expenses and/or classes of employees
> are exempt from the mandatory use of the Government contractor-issued
> travel charge card?
>
> §301-51.3---Who in my agency has the authority to grant exemptions
> from the mandatory use of the
>
> Government contractor-issued travel charge card?
>
> §301-51.4---If my agency grants an exemption, does that prevent me
> from using the card on a voluntary basis?
>
> §301-51.5---How may I pay for official travel expenses if I receive an
> exemption from use of the Government contractor-issued travel charge
> card?
>
> §301-51.6---May I use the Government contractor-issued travel charge
> card for purposes other than those associated with official travel?
>
> §301-51.7---What are the consequences of using the Government
> contractor-issued travel charge card for non-official travel purposes?
>
> **Subpart B---Paying for Common Carrier Transportation**
>
> §301-51.100---What method of payment must I use to procure common
> carrier transportation?
>
> §301-51.101---Which payment methods are considered the equivalent of
> cash?
>
> §301-51.102---How is my transportation reimbursement affected if I
> make an unauthorized cash purchase of common carrier transportation?
>
> §301-51.103---What is my liability if I lose a GTR?
>
> **Subpart C---Receiving Travel Advances**
>
> §301-51.200---For what expenses may I receive a travel advance?
>
> §301-51.201---What is the maximum amount that my agency may advance?
>
> §301-51.202---When must I account for my advance?
>
> §301-51.203---What must I do about my advance if my trip is canceled
> or postponed indefinitely?
>
> **Part 301-52---Claiming Reimbursement**
>
> §301-52.1---Must I file a travel claim?
>
> §301-52.2---What information must I provide in my travel claim?
>
> §301-52.3---Am I required to file a travel claim in a specific format
> and must the claim be signed?
>
> §301-52.4---What must I provide with my travel claim?
>
> §301-52.5---Is there any instance where I am exempt from the receipt
> requirement in §301-52.4?
>
> §301-52.6---How do I submit a travel claim?
>
> §301-52.7---When must I submit my travel claim?
>
> §301-52.8---May my agency disallow payment of a claimed item?
>
> §301-52.9---What will my agency do when it disallows an expense?
>
> §301-52.10---May I challenge my agency\'s disallowance of my claim?
>
> §301-52.11---What must I do to challenge a disallowed claim?
>
> §301-52.12---What happens if I attempt to defraud the Government?
>
> §301-52.13---Should I keep itemized records of my expenses while on
> travel?
>
> §301-52.14---What must I do with any travel advance outstanding at the
> time I submit my travel claim?
>
> §301-52.15---What must I do with any passenger coupon for
> transportation costing over \$75, purchased with cash?
>
> §301-52.16---What must I do with any unused tickets, coupons, or other
> evidence of refund?
>
> 301-vii
>
> **CONTENTS** FEDERAL TRAVEL REGULATION
>
> §301-52.17---Within how many calendar days after I submit a proper
> travel claim must my agency reimburse my allowable expenses?
>
> §301-52.18---Within how many calendar days after I submit a travel
> claim must my agency notify me of any error that would prevent payment
> within 30 calendar days after submission?
>
> §301-52.19---Will I receive a late payment fee if my agency fails to
> reimburse me within 30 calendar days after I submit a proper travel
> claim?
>
> §301-52.20---How are late payment fees calculated?
>
> §301-52.21---Is there a minimum amount the late payment fee must
> exceed before my agency will pay it to me?
>
> §301-52.22---Will any late payment fees I receive be reported as wages
> on a Form W-2?
>
> §301-52.23---Is the additional fee, which is equal to any late payment
> charge that the card contractor would have been able to charge had I
> not paid the bill, considered income?
>
> §301-52.24---Does mandatory use of the Government contractor-issued
> travel charge card change my obligation to pay my travel card bill by
> the due date?
>
> **Part 301-53---Using Promotional Materials and Frequent Traveler
> Programs**
>
> §301-53.1---To whom do the pronouns "I," "you", and their variants
> refer throughout this part?
>
> §301-53.2---What may I do with promotional benefits or materials I
> receive from a travel service provider?
>
> §301-53.3---How may I use promotional materials and frequent traveler
> benefits?
>
> §301-53.4---May I select travel service providers for which my agency
> is not a mandatory user in order to maximize my frequent traveler
> benefits?
>
> §301-53.5---Are there exceptions to the mandatory use of contract
> city-pair fares and an agency's travel management system?
>
> §301-53.6---Is a denied boarding benefit considered a promotional item
> for which I may retain compensation received from an airline whether
> voluntary or involuntary?
>
> **Part 301-54---Collection of Undisputed Delinquent Amounts Owed to
> the Contractor Issuing the**
>
> **Individually Billed Travel Charge Card**
>
> **Subpart A---General Rules**
>
> §301-54.1---Is my agency allowed to collect undisputed delinquent
> amounts that I owe to a Government travel charge card contractor?
>
> §301-54.2---What is disposable pay?
>
> **Subpart B---Policies and Procedures**
>
> §301-54.100---Are there any due process requirements with which my
> agency must comply before collecting undisputed delinquent amounts on
> behalf of the charge card contractor?
>
> §301-54.101---Can my agency initiate collection of undisputed
> delinquent amounts if it has not reimbursed me for amounts
> reimbursable under the applicable travel regulations?
>
> §301-54.102---What is the maximum amount my agency may deduct from my
> disposable pay?
>
> **Subchapter D---Agency Responsibilities**
>
> **Part 301-70---Internal Policy and Procedure Requirements**
>
> **Subpart A---General Policies and Procedures**
>
> §301-70.1---How must we administer the authorization and payment of
> travel expenses?
>
> **Subpart B---Policies and Procedure Relating to Transportation**
>
> §301-70.100---How must we administer the authorization and payment of
> transportation expenses?
>
> §301-70.101---What factors must we consider in determining which
> method of transportation results in the greatest advantage to the
> Government?
>
> 301-viii (Amendment 2006--04)
>
> Chapter 301---Temporary Duty (TDY) Travel Allowances **CONTENTS**
>
> **Part 301-71---Agency Travel Accountability Requirements**
>
> **Subpart A---General**
>
> §301-71.1---What is the purpose of an agency travel accounting system?
>
> §301-71.2---What are the standard data elements and when must they be
> captured on a travel accounting system?
>
> §301-71.3---May we use electronic signatures on travel documents?
>
> **Subpart B---Travel Authorization**
>
> §301-71.100---What is the purpose of the travel authorization process?
>
> §301-71.101---What travel may we authorize?
>
> §301-71.102---May we issue a single authorization for a group of
> employees?
>
> §301-71.103---What information must be included on all travel
> authorizations?
>
> §301-71.104---Who must sign a travel authorization?
>
> §301-71.105---Must we issue a written or electronic travel
> authorization in advance of travel?
>
> §301-71.106---Who must sign a trip-by-trip authorization?
>
> §301-71.107---When authorizing travel, what factors must the
> authorizing official consider?
>
> §301-71.108---What internal policies and procedures must we establish
> for travel authorization?
>
> **Subpart C---Travel Claims for Reimbursement**
>
> §301-71.200---Who must review and sign travel claims?
>
> §301-71.201---What are the reviewing official's responsibilities?
>
> §301-71.202---May we pay a claim when an employee does not include a
> copy of the corresponding authorization?
>
> §301-71.203---Who is responsible for the validity of the travel claim?
>
> §301-71.204---Within how many calendar days after the submission of a
> proper travel claim must we reimburse the employee's allowable
> expenses?
>
> §301-71.205---Under what circumstances may we disallow a claim for an
> expense?
>
> §301-71.206---What must we do if we disallow a travel claim?
>
> §301-71.207---What internal policies and procedures must we establish
> for travel reimbursement?
>
> §301-71.208---Within how many calendar days after submission of a
> proper travel claim must we notify the employee of any errors in the
> claim?
>
> §301-71.209---Must we pay a late payment fee if we fail to reimburse
> the employee within 30 calendar days after receipt of a proper travel
> claim?
>
> §301-71.210---How do we calculate late payment fees?
>
> §301-71.211---Is there a minimum amount the late payment fee must
> exceed before we will pay it?
>
> §301-71.212---Should we report late payment fees as wages on a Form
> W-2?
>
> §301-71.213---Is the additional fee, which is the equivalent to any
> late payment charge that the card contractor would have been able to
> charge had the employee not paid the bill, considered income?
>
> §301-71.214---Does mandatory use of the Government contractor-issued
> travel charge card change the employee's obligation to pay his/her
> travel card bill by the due date?
>
> **Subpart D---Accounting for Travel Advances**
>
> §301-71.300---What is the policy governing the use of travel advances?
>
> §301-71.301---In situations where a lodging facility requires the
> payment of a deposit, may we reimburse an employee for an advance room
> deposit prior to the beginning of scheduled official travel?
>
> §301-71.302---For how long may we issue a travel advance?
>
> §301-71.303---What data must we capture in our travel advance
> accounting system?
>
> §301-71.304---Are we responsible for ensuring the collection of
> outstanding travel advances?
>
> §301-71.305---When must an employee account for a travel advance?
>
> §301-71.306---Are there exceptions to collecting an advance at the
> time the employee files a travel claim?
>
> §301-71.307---How do we collect the amount of a travel advance in
> excess of the amount of travel expenses substantiated by the employee?
>
> (Amendment 2006--04) 301-xi
>
> **AMENDMENT 2006--04 SEPTEMBER 22, 2006**
>
> **CONTENTS** FEDERAL TRAVEL REGULATION
>
> §301-71.308---What should we do if the employee does not pay back a
> travel advance when the travel claim is filed?
>
> §301-71.309---What internal policies and procedures must we establish
> governing travel advances?
>
> **Part 301-72---Agency Responsibilities Related to Common Carrier
> Transportation**
>
> **Subpart A---Procurement of Common Carrier Transportation**
>
> §301-72.1---Why is common carrier presumed to be the most advantageous
> method of transportation?
>
> §301-72.2---May we utilize methods of transportation other than common
> carrier (e.g., POVs, chartered vehicles, etc.)?
>
> §301-72.3---What method of payment must we authorize for common
> carrier transportation?
>
> **Subpart B---Accounting for Common Carrier Transportation**
>
> §301-72.100---What must my travel accounting system do in relation to
> common carrier transportation?
>
> §301-72.101---What information should we provide an employee before
> authorizing the use of common carrier transportation?
>
> **Subpart C---Cash Payments for Procuring Common Carrier
> Transportation Services**
>
> §301-72.200---Under what conditions may we authorize cash payments for
> procuring common carrier transportation services?
>
> §301-72.201---What must we do if an employee uses cash in excess of
> the \$100 limit to purchase common carrier transportation?
>
> §301-72.202---Who may approve cash payments in excess of the \$100
> limit?
>
> §301-72.203---When may we limit traveler reimbursement for a cash
> payment?
>
> §301-72.204---What must we do to minimize the need for a traveler to
> use cash to procure common carrier transportation services?
>
> **Subpart D---Unused, Partially Used, Exchanged, Canceled, or Oversold
> Common Carrier**
>
> **Transportation Services**
>
> §301-72.300---What procedures must we establish to collect unused,
> partially used, and exchanged tickets?
>
> §301-72.301---How do we process unused, partially used, and exchanged
> tickets?
>
> **Part 301-73---Travel Programs**
>
> **Subpart A---General Rules**
>
> §301-73.1---What does the Federal travel management program include?
>
> §301-73.2---What are our responsibilities as participants in the
> Federal travel management program?
>
> **Subpart B---eTravel Service and Travel Management Service**
>
> §301-73.100---Must we require employees to use the eTravel Service?
>
> §301-73.101---How must we prepare to implement the ETS?
>
> §301-73.102---May we grant a traveler an exception from required use
> of TMS or ETS once we have fully deployed ETS within the agency?
>
> §301-73.103---What must we do when we approve an exception to use of
> the eTravel Service?
>
> §301-73.104---May further exceptions to the required use of the
> eTravel Service be approved?
>
> §301-73.105---What are the consequences of an employee not using the
> eTravel Service or the TMS?
>
> §301-73.106---What are the basic services that should be covered by a
> TMS?
>
> **Subpart C---Contract Passenger Transportation Services**
>
> §301-73.200---Must we require our employees to use GSA's contract
> passenger transportation services program?
>
> §301-73.201---What method of payment may be used for contract
> passenger transportation service?
>
> §301-73.202---Can contract fares be used for personal travel?
>
> 301-xii
>
> **AMENDMENT 2006--04 SEPTEMBER 22, 2006**
>
> Chapter 301---Temporary Duty (TDY) Travel Allowances
>
> Part 301-10---Transportation Expenses **§301-10.106**
>
> **PART 301-10---TRANSPORTATION EXPENSES**
>
> **Authority:** 5 U.S.C. 5707, 40 U.S.C. 121(c); 49 U.S.C. **§301-10.6
> What is my liability if I do not travel by the**
>
> 40118, Office of Management and Budget Circular No. A- **selected
> method of transportation?**
>
> 126, "Improving the Management and Use of Government If you do not
> travel by the method of transportation
>
> Aircraft." Revised May 22, 1992. required by regulation or selected by
> your agency, any addi- tional expenses you incur will be borne by you.
>
> **Subpart A---General**
>
> **§301-10.7 How should I route my travel?**
>
> **§301-10.1 Am I eligible for payment of transportation** You must
> travel to your destination by the usually traveled
>
> **expenses?** route unless your agency authorizes or approves a
> different
>
> Yes, when performing official travel, including local route as
> officially necessary.
>
> travel.
>
> **§301-10.8 What is my liability if, for personal**
>
> **§301-10.2 What expenses are payable as transportation? convenience,
> I travel by an indirect route or interrupt**
>
> Fares, rental fees, mileage payments, and other expenses **travel by a
> direct route?**
>
> related to transportation. Your reimbursement will be limited to the
> cost of travel by a direct route or on an uninterrupted basis. You
> will be respon-
>
> **§301-10.3 What methods of transportation may my** sible for any
> additional costs.
>
> **agency authorize me to use?**
>
> Your agency may authorize: **Subpart B---Common Carrier
> Transportation**
>
> \(a\) Common carrier transportation (e.g., aircraft, train,
>
> bus, ship, or local transit system) under [Subpart B]{.underline};
> **§301-10.100 What types of common carrier**
>
> \(b\) Government vehicle under [Subpart C]{.underline};
> **transportation may I be authorized to use?**
>
> \(c\) POV under [Subpart D]{.underline}; or You may be authorized to
> use airline, train, ship, bus, or
>
> \(d\) Special conveyance (e.g., taxi or commercial automo- local
> transit system.
>
> bile) under [Subpart E]{.underline}.
>
> **Airline**
>
> **§301-10.4 How does my agency select the method of**
>
> **transportation to be used? §301-10.105 What are the basic
> requirements for using**
>
> Your agency must select the method most advantageous to **airlines?**
>
> the Government, when cost and other factors are considered. The
> requirements for using airlines fall into three catego-
>
> Under 5 U.S.C. 5733, travel must be by the most expeditious ries:
>
> means of transportation practicable and commensurate with (a) Using
> contract carriers, when available;
>
> \(b\) Using coach class service, unless business-class or
>
> the nature and purpose of your duties. In addition, your first-class
> service is authorized;
>
> agency must consider energy conservation, total cost to the (c) Using
> U.S. flag air carrier or (ship) service, unless use
>
> Government (including costs of per diem, overtime, lost of foreign air
> carrier or (ship) is authorized.
>
> worktime, and actual transportation costs), total distance trav-
>
> eled, number of points visited, and number of travelers. **Use of
> Contract City-Pair Fares**
>
> **§301-10.106 When must I use a contract city-pair fare?**
>
> **§301-10.5 What are the presumptions as to the most** If you are a
> civilian employee of an agency as defined in
>
> **advantageous method of transportation?** [§301-1.1]{.underline} of
> this chapter, you must always use a contract city-
>
> \(a\) *Common carrier.* Travel by common carrier is pre- pair fare for
> scheduled air passenger transportation service
>
> sumed to be the most advantageous method of transportation unless one
> of the limited exceptions in [§301-10.107]{.underline} exist. An
>
> and must be used when reasonably available. Internet listing of
> contract city-pair fares is available at *http:/*
>
> \(b\) *Government automobile.* When your agency deter-
> */www.gsa.gov/citypairs.*
>
> mines that your travel must be performed by automobile, a
>
> Government automobile is presumed to be the most advanta- **Note to
> [§301-10.106]{.underline}**: Employees of the Government of
>
> geous method of transportation. the District of Columbia, with the
> exception of the District of Columbia Courts, are not eligible to use
> contract city-pair fares even though these employees otherwise may be
> covered by the FTR.
>
> 301-10-1
>
> **AMENDMENT 2006--04 SEPTEMBER 22, 2006**
>
> **§301-10.107** FEDERAL TRAVEL REGULATION
>
> **§301-10.107 Are there any exceptions to the use of a §301-10.108
> What requirements must be met to use a**
>
> **contract city-pair fare? non-contract fare?**
>
> Yes, your agency may authorize use of a fare other-than a (a) Before
> purchasing a non-contract fare you must meet
>
> contract city-pair fare when--- one of the exception requirements
> listed in [§301-10.107]{.underline} and
>
> \(a\) Space on a scheduled contract flight is not available in show
> approval on your travel authorization to use a non-con-
>
> time to accomplish the purpose of your travel, or use of con- tract
> fare; and
>
> tract service would require you to incur unnecessary over- (b) If the
> non-contract fare is non-refundable, restricted, or has specific
> eligibility requirements, you must know or rea-
>
> night lodging costs which would increase the total cost of the sonably
> anticipate, based on your planned trip, that you will
>
> trip; use the ticket; and
>
> \(b\) The contractor's flight schedule is inconsistent with (c) Your
> agency must determine that the proposed non-
>
> explicit policies of your Federal department or agency with contract
> transportation is practical and cost effective for the
>
> regard to scheduling travel during normal working hours; Government.
>
> \(c\) A non-contract carrier offers a lower fare to the general
>
> public that, if used, will result in a lower total trip cost to the
> **Note to [§301-10.108]{.underline}**: Carrier preference is not a
> valid rea-
>
> Government (the combined costs of transportation, lodging, son for
> using a non-contract fare.
>
> meals, and related expenses considered);
>
> **§301-10.109 What is my liability for unauthorized use of**
>
> Note to paragraph (c): This exception does not apply if the **a
> non-contract carrier when contract service is**
>
> contract carrier offers the same or lower fare and has seats
> **available and I do not meet one of the exceptions for**
>
> available at that fare, or if the fare offered by the non-contract
> **required use?**
>
> carrier is restricted to Government and military travelers per- Any
> additional costs or penalties incurred by you resulting
>
> forming official business and may be purchased only with a from
> unauthorized use of non-contract service are borne by you.
>
> contractor-issued charge card, centrally billed account (*e.g.*,
>
> YDG, MDG, QDG, VDG, and similar fares) or GTR where the **§301-10.110
> May I use contract passenger transportation**
>
> two previous options are not available; **service for personal
> travel?**
>
> \(d\) Cost effective rail service is available and is consistent No.
>
> with mission requirements; or
>
> \(e\) Smoking is permitted on the contract air carrier and the
> **§301-10.111 When may I use a reduced group or charter**
>
> nonsmoking section of the contract aircraft is not acceptable
> **fare?**
>
> to you. You may use a reduced group or charter fare when your agency
> has determined, on an individual case basis prior to
>
> **Note 1 to [§301-10.107]{.underline}**: Any group of 10 or more
> passen- your travel, that use of such a fare is cost effective.
> Chartered
>
> gers traveling together on the same day, on the same flight, for
> aircraft are subject to the same rules as Government aircraft,
>
> the same mission, requiring group integrity and identified as and
> agencies in the executive branch of the Federal Govern-
>
> a group by the travel management system upon booking is not ment are
> subject to the requirements of Office of Management
>
> a mandatory user of the Government's contract city-pair fares. and
> Budget (OMB) Circular A-126 and 41 CFR part 101-37
>
> For group travel, agencies are expected to obtain air passen- in
> making such cost effectiveness determinations.
>
> ger transportation service that is practical and cost effective to
>
> the Government. **§301-10.112 What must I do when different airlines
> furnish the same service at different fares?**
>
> **Note 2 to [§301-10.107]{.underline}**: Contractors are not
> authorized to When there is no contract fare, and common carriers fur-
> nish the same service at different fares between the same
>
> use contract city-pair fares to perform travel under their con- points
> for the same type of accommodations, you must use the
>
> tracts. lowest cost service unless your agency determines that the use
> of higher cost service is more advantageous to the Govern-
>
> **Note 3 to [§301-10.107]{.underline}**: If the Government contract
> city- ment.
>
> pair carrier offers a lower cost capacity-controlled coach class
>
> contract fare (MCA, QCA, VCA, etc.) in addition to the unre-
> **§301-10.113 What must I do if I change or do not use a**
>
> stricted coach class contract fares (YCA), the traveler should
> **common carrier reservation?**
>
> use the lower cost capacity-controlled fare when it is available If
> you know you will change or not use your reservation,
>
> and meet mission needs. you must take action to change or cancel it as
> prescribed by your agency. Also, you must report all changes of your
> reser- vation according to your agency's procedures in an effort to
>
> 301-10-2
>
> Chapter 301---Temporary Duty (TDY) Travel Allowances
>
> Part 301-10---Transportation Expenses **§301-10.123**
>
> prevent losses to the Government. Failure to do so may sub- (b)
> *Business-class*. A premium-class of accommodation
>
> ject you to liability for any resulting losses. offered by the
> airlines that is higher than coach and lower than first class, in both
> cost and amenities. This class of accom-
>
> **§301-10.114 What must I do with unused Government** modation is
> generally referred to as "business, business elite,
>
> **Transportation Request(s) (GTR(s), ticket(s) or refund** business
> first, world business, connoisseur, or envoy"
>
> **application(s)?** depending on the airline. Not all city-pair fares
> are available
>
> You must submit any unused GTR(s), unused ticket cou- in
> business-class, and even when use of business-class is
>
> pons, unused e-tickets, or refund applications to your agency
> authorized, the use of business-class city-pair fares is
>
> in accordance with your agency's procedures. optional. This class of
> service may only be authorized in accordance with the provisions of
> [§301-10.124]{.underline} of this part.
>
> **§301-10.115 Am I authorized to receive a refund or credit** (c)
> *First-class*. Generally, the highest class of accommo-
>
> **for unused transportation?** dation offered by the airlines in terms
> of both cost and amen-
>
> No. You are not authorized to receive a refund, credit, or ities and
> termed "first-class" by the airlines and any
>
> any other negotiable document from a carrier for unfurnished
> reservation system. This class of accommodation may only be authorized
> in accordance with the provisions of
>
> services (except as provided in [§301-10.117]{.underline}) or any
> portion of [§301-10.123]{.underline} of this part. There are no
> contract city-pair fares
>
> an unused ticket issued in exchange for a GTR or billed to an for this
> class of accommodation.
>
> agency's centrally billed account. However, any charges (d)
> *Single-class*. This term applies when an airline offers
>
> billed directly to your individually billed Government charge only one
> class of accommodations to all travelers.
>
> card should be credited to your account.
>
> **§301-10.122 What class of airline accommodations must**
>
> **§301-10.116 What must I do with compensation an airline I use?**
>
> **gives me if it denies me a seat on a plane?** For official business
> travel, both domestic and interna-
>
> If you are performing official travel and a carrier denies tional, you
> must use coach-class accommodations, except as
>
> you a confirmed reserved seat on a plane, you must give your provided
> under [§§301-10.123]{.underline} and [301-10.124]{.underline}.
>
> agency any payment you receive for liquidated damages. You
>
> must ensure the carrier shows the "Treasurer of the United
> **§301-10.123 When may I use first-class airline**
>
> States" as payee on the compensation check and then forward
> **accommodations?**
>
> the payment to the appropriate agency official. You may use
> first-class airline accommodations only when your agency specifically
> authorizes/approves your use of
>
> **§301-10.117 May I keep compensation an airline gives me** such
> accommodations, for the reasons given under
>
> **for voluntarily vacating my seat on my scheduled** [paragraphs
> (a)]{.underline} through [(d)]{.underline} of this section.
>
> **airline flight when the airline asks for volunteers?** (a) No coach
> or business-class accommodations are rea-
>
> Yes: sonably available. "Reasonably available" means available
>
> \(a\) If voluntarily vacating your seat will not interfere with on an
> airline that is scheduled to leave within 24 hours of your
>
> performing your official duties; and proposed departure time, or
> scheduled to arrive within 24
>
> \(b\) If additional travel expenses, incurred as a result of hours of
> your proposed arrival time.
>
> vacating your seat, are borne by you and are not reimbursed; (b) When
> use of first-class is necessary to accommodate a
>
> but disability or other special need. A disability must be substan-
>
> \(c\) If volunteering delays your travel during duty hours, tiated in
> writing by a competent medical authority. A special
>
> your agency will charge you with annual leave for the addi- need must
> be substantiated in writing according to your
>
> tional hours. agency's procedures. If you are authorized under
>
> [§301-13.3(a)]{.underline} of this chapter to have an attendant
> accompany
>
> **Airline Accommodations** you, your agency also may authorize the
> attendant to use first- class accommodations if you require the
> attendant's services
>
> **§301-10.121 What classes of airline accommodations are** en route.
>
> **available?** (c) When exceptional security circumstances require
> first-
>
> The following classes of air accommodations are avail- class travel.
> Exceptional security circumstances are deter-
>
> able: mined by your agency and include, but are not limited to:
>
> \(a\) *Coach-class*. The basic class of accommodations (1) Use of
> other than first-class accommodations would
>
> offered to travelers regardless of fare paid. The terms "tour-
> endanger your life or Government property;
>
> ist" or "economy-class" are sometimes used for this class of (2) You
> are an agent on protective detail and you are
>
> accommodation. When authorizing this class of accommoda- accompanying
> an individual authorized to use first-class
>
> tion, use of the contract city-pair fare is mandatory. accommodations;
> or
>
> (Amendment 2006-04) 301-10-3
>
> **§301-10.124** FEDERAL TRAVEL REGULATION
>
> \(3\) You are a courier or control officer accompanying **Use of
> United States Flag Air Carriers**
>
> controlled pouches or packages.
>
> \(d\) When required because of agency mission. **§301-10.131 What does
> United States mean?**
>
> For purposes of the use of United States flag air carriers,
>
> **Note to [§301-10.123]{.underline}:** You may upgrade to first-class
> at "United States" means the 50 states, the District of Columbia,
>
> your personal expense, including through redemption of fre- and the
> territories and possessions of the United States
>
> quent flyer benefits. (49 U.S.C. 40102).
>
> **§301-10.124 When may I use business-class airline §301-10.132 Who is
> required to use a U.S. flag air**
>
> **accommodations? carrier?**
>
> Only when your agency specifically authorizes/approves Anyone whose
> air travel is financed by U.S. Government
>
> your use of such accommodations, for the reasons given funds, except
> as provided in [§§301-10.135]{.underline}, [301-10.136]{.underline},
> and
>
> under paragraphs [(a)]{.underline} through [(i)]{.underline} of this
> section. [301-10.137]{.underline}.
>
> \(a\) Regularly scheduled flights between origin/destination points
> (including connecting points) provide only first-class
>
> and business-class accommodations and you certify such on
> **§301-10.133 What is a U.S. flag air carrier?**
>
> your voucher; or An air carrier which holds a certificate under
>
> \(b\) No space is available in coach-class accommodations 49 U.S.C.
> 41102 but does not include a foreign air carrier
>
> in time to accomplish the mission, which is urgent and cannot
> operating under a permit.
>
> be postponed; or
>
> \(c\) When use of business-class accommodations is neces-
> **§301-10.134 What is U.S. flag air carrier service?**
>
> sary to accommodate your disability or other special need. U.S. flag
> air carrier service is service provided on an air
>
> Disability must be substantiated in writing by a competent carrier
> which holds a certificate under 49 U.S.C. 41102 and
>
> medical authority. Special need must be substantiated in writ- which
> service is authorized either by the carrier's certificate
>
> ing according to your agency's procedures. If you are autho- or by
> exemption or regulation. U.S. flag air carrier service
>
> rized under [§301-13.3(a)]{.underline} of this chapter to have an
> attendant also includes service provided under a code share agreement
>
> accompany you, your agency also may authorize the attendant with a
> foreign air carrier in accordance with Title 14, Code of
>
> to use business-class accommodations if you require the
>
> attendant's services en route; or Federal Regulations when the ticket,
> or documentation for an
>
> \(d\) Security purposes or exceptional circumstances as electronic
> ticket, identifies the U.S. flag air carrier's designa-
>
> determined by your agency make the use of business-class tor code and
> flight number.
>
> accommodations essential to the successful performance of
>
> the agency's mission; or **§301-10.135 When must I travel using U.S.
> flag air**
>
> \(e\) Coach-class accommodations on an authorized/ **carrier
> service?**
>
> approved foreign air carrier do not provide adequate sanita- You are
> required by 49 U.S.C. 40118, commonly referred
>
> tion or health standards; or to as the "Fly America Act," to use U.S.
> flag air carrier service
>
> \(f\) The use results in an overall cost savings to the Govern- for
> all air travel funded by the U.S. Government, except as
>
> ment by avoiding additional subsistence costs, overtime, or provided
> in [§§301-10.136]{.underline} and [301-10.137]{.underline} or when one
> of the
>
> lost productive time while awaiting coach-class accommoda- following
> exceptions applies:
>
> tions; or (a) Use of a foreign air carrier is determined to be a
> matter
>
> \(g\) Your transportation costs are paid in full through of necessity
> in accordance with [§301-10.138]{.underline}; or
>
> agency acceptance of payment from a non-federal source in (b) The
> transportation is provided under a bilateral or mul-
>
> accordance with [Chapter 304]{.underline} of this title; or tilateral
> air transportation agreement to which the United
>
> \(h\) Where the origin and/or destination are OCONUS, and States
> Government and the government of a foreign country
>
> the scheduled flight time, including stopovers and change of are
> parties, and which the Department of Transportation has
>
> planes, is in excess of 14 hours. (In this instance you will not
> determined meets the requirements of the Fly America Act; or
>
> be eligible for a rest stop en route or a rest period upon arrival (c)
> You are an officer or employee of the Department of
>
> at your duty site.); or State, United States Information Agency,
> United States Inter-
>
> \(i\) When required because of agency mission. national Development
> Cooperation Agency, or the Arms
>
> Control Disarmament Agency, and your travel is paid with
>
> **Note to [§301-10.124]{.underline}:** You may upgrade to
> business-class funds appropriated to one of these agencies, and your
> travel
>
> at your personal expense, including through redemption of is between
> two places outside the United States; or
>
> frequent flyer benefits. (d) No U.S. flag air carrier provides service
> on a particular leg of the route, in which case foreign air carrier
> service may be used, but only to or from the nearest interchange point
> on
>
> 301-10-4 (Amendment 2006-04)
>
> Chapter 301---Temporary Duty (TDY) Travel Allowances
>
> Part 301-10---Transportation Expenses **§301-10.142**
>
> a usually traveled route to connect with U.S. flag air carrier (1)
> When the agency determines that use of a foreign air
>
> service; or carrier is necessary for medical reasons, including use of
> for-
>
> \(e\) A U.S. flag air carrier involuntarily reroutes your travel eign
> air carrier service to reduce the number of connections
>
> on a foreign air carrier; or and possible delays in the transportation
> of persons in need of
>
> \(f\) Service on a foreign air carrier would be three hours or medical
> treatment; or
>
> less, and use of the U.S. flag air carrier would at least double (2)
> When use of a foreign air carrier is required to avoid
>
> your en route travel time; or an unreasonable risk to your safety and
> is approved by your
>
> \(g\) When the costs of transportation are reimbursed in full agency
> (e.g., terrorist threats). Written approval of the use of
>
> by a third party, such as a foreign government, international foreign
> air carrier service based on an unreasonable risk to
>
> agency, or other organization. your safety must be approved by your
> agency on a case by case basis. An agency determination and approval
> of use of a
>
> **§301-10.136 What exceptions to the Fly America Act**
>
> **requirements apply when I travel between the United** foreign air
> carrier based on a threat against a U.S. flag air car-
>
> **States and another country?** rier must be supported by a travel
> advisory notice issued by
>
> The exceptions are: the Federal Aviation Administration and the
> Department of
>
> \(a\) If a U.S. flag air carrier offers nonstop or direct service
> State. An agency determination and approval of use of a for-
>
> (no aircraft change) from your origin to your destination, you eign
> air carrier based on a threat against Government employ-
>
> must use the U.S. flag air carrier service unless such use ees or
> other travelers must be supported by evidence of the
>
> would extend your travel time, including delay at origin, by threat(s)
> that form the basis of the determination and
>
> 24 hours or more. approval; or
>
> \(b\) If a U.S. flag air carrier does not offer nonstop or direct (3)
> When you can not purchase a ticket in your autho-
>
> service (no aircraft change) between your origin and your des- rized
> class of service on a U.S. flag air carrier, and a seat is
>
> tination, you must use a U.S. flag air carrier on every portion
> available in your authorized class of service on a foreign air
>
> of the route where it provides service unless, when compared carrier.
>
> to using a foreign air carrier, such use would:
>
> \(1\) Increase the number of aircraft changes you must **§301-10.139
> May I travel by a foreign air carrier if the**
>
> make outside of the U.S. by 2 or more; or **cost of my ticket is less
> than traveling by a U.S. flag air**
>
> \(2\) Extend your travel time by at least 6 hours or more;
> **carrier?**
>
> or No. Foreign air carrier service may not be used solely
>
> \(3\) Require a connecting time of 4 hours or more at an based on the
> cost of your ticket.
>
> overseas interchange point.
>
> **§301-10.140 May I use a foreign air carrier if the service**
>
> **§301-10.137 What exceptions to the Fly America Act is preferred by
> or more convenient for my agency or**
>
> **requirements apply when I travel solely outside the me?**
>
> **United States, and a U.S. flag air carrier provides** No. You must
> use U.S. flag air carrier service, unless you
>
> **service between my origin and my destination?** meet one of the
> exceptions in [§301-10.135]{.underline}, [301-10.136]{.underline}, or
>
> You must always use a U.S. flag carrier for such travel,
> [301-10.137]{.underline} or unless foreign air carrier service is
> deemed a
>
> unless, when compared to using a foreign air carrier, such use matter
> of necessity under [§301-10.138]{.underline}.
>
> would:
>
> \(a\) Increase the number of aircraft changes you must make
> **§301-10.141 Must I provide any special certification or**
>
> en route by 2 or more; or **documents if I use a foreign air
> carrier?**
>
> \(b\) Extend your travel time by 6 hours or more; or Yes, you must
> provide a certification, as required in
>
> \(c\) Require a connecting time of 4 hours or more at an
> [§301-10.142]{.underline} and any other documents required by your
>
> overseas interchange point. agency. Your agency cannot pay your
> foreign air carrier fare if you do not provide the required
> certification.
>
> **§301-10.138 In what circumstances is foreign air carrier**
>
> **service deemed a matter of necessity? §301-10.142 What must the
> certification include?**
>
> \(a\) Foreign air carrier service is deemed a necessity when The
> certification must include:
>
> service by a U.S. flag air carrier is available, but (a) Your name;
>
> \(1\) Cannot provide the air transportation needed; or (b) The dates
> that you traveled;
>
> \(2\) Will not accomplish the agency's mission. (c) The origin and the
> destination of your travel;
>
> \(b\) Necessity includes, but is not limited to, the following (d) A
> detailed itinerary of your travel, name of the air car-
>
> circumstances: rier and flight number for each leg of the trip; and
>
> (Amendment 2006-04) 301-10-5
>
> **§301-10.143** FEDERAL TRAVEL REGULATION
>
> \(e\) A statement explaining why you met one of the excep-
> **§301-10.162 When may I use first-class train**
>
> tions in [§301-10.135]{.underline}, [301-10.136]{.underline}, or
> [301-10.137]{.underline} or a copy of **accommodations?**
>
> your agency's written approval that foreign air carrier service Only
> when your agency specifically authorizes/approves
>
> was deemed a matter of necessity in accordance with your use of
> first-class train accommodations under
>
> [§301-10.138]{.underline}. [paragraphs (a)]{.underline} through
> [(d)]{.underline} of this section.
>
> \(a\) *No coach-class accommodations are reasonably avail-*
>
> **§301-10.143 What is my liability if I improperly use a** *able.*
> "Reasonably available" means available and scheduled
>
> **foreign air carrier?** to leave within 24 hours of the employee's
> proposed departure
>
> You will not be reimbursed for any transportation cost for time, or
> scheduled to arrive within 24 hours of the employee's
>
> which you improperly use foreign air carrier service. If you proposed
> arrival time.
>
> are authorized by your agency to use U.S. flag air carrier ser- (b)
> *When use of first-class is necessary to accommodate a*
>
> vice for your entire trip, and you improperly use a foreign air
> *disability or other special need.* A disability must be substan-
>
> carrier for any part of or the entire trip (i.e., when not permit-
> tiated in writing by competent medical authority. A special
>
> ted under this regulation), your transportation cost on the for- need
> must be substantiated in writing according to your
>
> eign air carrier will not be payable by your agency. If your agency's
> procedures. If you are authorized under
>
> agency authorizes you to use U.S. flag air carrier service for
> [§301-13.3(a)]{.underline} of this chapter to have an attendant
> accompany
>
> part of your trip and foreign air carrier service for another part
> you, your agency also may authorize the attendant to use first-
>
> of your trip, and you improperly use a foreign air carrier class
> accommodations if you require the attendant's services
>
> (i.e., when neither authorized to do so nor otherwise permit- en
> route.
>
> ted under this regulation), your agency will pay the transpor- (c)
> *When exceptional security circumstances require first-*
>
> tation cost on the foreign air carrier for only the portion(s) of
> *class travel.* Exceptional security circumstances include, but
>
> the trip for which you were authorized to use foreign air car- are not
> limited to:
>
> rier service. The agency must establish internal procedures for (1)
> Use of other than first-class accommodations would
>
> denying reimbursement to travelers when use of a foreign air endanger
> your life or Government property;
>
> carrier was neither authorized nor otherwise permitted under (2) You
> are an agent on protective detail and you are
>
> this regulation. accompanying an individual authorized to use
> first-class accommodations; or
>
> **Train** (3) You are a courier or control officer accompanying
> controlled pouches or packages.
>
> **§301-10.160 What classes of train accommodations are** (d)
> *Inadequate foreign coach-class train accommoda-*
>
> **available?** *tions.* When coach-class train accommodations on a
> foreign
>
> \(a\) *Coach-class---*The basic class of accommodations rail carrier
> do not provide adequate sanitation or health stan-
>
> offered by a rail carrier to passengers that includes a level of
> dards.
>
> service available to all passengers regardless of the fare paid.
>
> Coach-class includes reserved coach accommodations as well
> **§301-10.163 What is an extra-fare train?**
>
> as slumber coach accommodations when overnight train A train that
> operates at an increased fare due to the extra
>
> travel is involved. performance of the train (i.e., faster speed or
> fewer stops).
>
> \(b\) *Slumber coach---*Includes slumber coach accommoda-
>
> tions on trains offering such accommodations, or the lowest
> **§301-10.164 When may I use extra-fare train service?**
>
> level of sleeping accommodations available on a train that You may use
> extra-fare train service whenever your
>
> does not offer slumber coach accommodations. agency determines it is
> more advantageous to the Govern-
>
> \(c\) *First-class---*Includes bedrooms, roomettes, club ser- ment or
> is required for security reasons. The use of the lowest
>
> vice, parlor car accommodations, or other premium accom- class of
> service available on any AMTRAK Acela or Metro-
>
> modations. liner train service (including Acela Express) is deemed
>
> \(d\) *Business class---*A class of service offered on Amtrak
> advantageous to the Government and no further agency
>
> Acela or Metroliner extra fare train service. approval is needed. On
> the Amtrak Acela Express or Metro- liner train service, the lowest
> available class is business and
>
> **§301-10.161 What class of train accommodations must I** on the
> Amtrak Regional train service the lowest available
>
> **use?** class of service is coach. AMTRAK Acela and Metroliner
>
> You must use coach-class accommodations for all train first-class
> accommodations may be authorized/approved only
>
> travel, except when your agency authorizes first-class service. as
> provided in [§301-10.162]{.underline}.
>
> 301-10-6 (Amendment 2006-04)
>
> Chapter 301---Temporary Duty (TDY) Travel Allowances
>
> Part 301-10---Transportation Expenses **§301-10.202**
>
> **Ship Local Transit System**
>
> **§301-10.180 Must I travel by a U.S. flag ship? §301-10.190 When may
> I use a local transit system (bus,**
>
> Yes, when a U.S. flag ship is available unless the necessity **subway,
> or streetcar)?**
>
> of the mission requires the use of a foreign ship. (See (a) To, from,
> and between places of work. The use of bus,
>
> 46 U.S.C. App. §1241.) subway, or streetcar is an allowable expense
> for local travel between places of business at your official station
> or a TDY
>
> **§301-10.181 What is my liability if I improperly use a** station,
> and between places of lodging and place of business
>
> **foreign ship?** at a TDY station.
>
> You are required to travel by U.S. flag ship for the entire (b) To
> places where meals can be obtained. Where the
>
> trip, unless use of a foreign ship has been authorized by your nature
> and location of the work at your TDY station are such
>
> agency. Any cost that is attributed to improper or unautho- that meals
> cannot be obtained there, travel to obtain meals at
>
> rized use of a foreign ship is your responsibility. the nearest
> available place is an allowable expense. You must, however, attach a
> statement to your travel voucher explaining
>
> **§301-10.182 What classes of ship accommodations are** why such
> travel was necessary.
>
> **available?**
>
> Accommodations on ships vary according to deck levels. **Subpart
> C---Government Vehicle**
>
> \(a\) *First-class---*All classes above the lowest first class,
>
> includes but is not limited to a suite. **§301-10.200 What types of
> Government vehicles may my**
>
> \(b\) *Lowest first class---*The least expensive first class of
> **agency authorize me to use?**
>
> reserved accommodations available on a ship. You may be authorized to
> use:
>
> \(a\) A Government automobile in accordance with
>
> **§301-10.183 What class of ship accommodations must I**
> [§301-10.220]{.underline};
>
> **use?** (b) A Government aircraft in accordance with
>
> You must use the lowest first class accommodations when
> [§§301-10.260]{.underline} through [301-10.262]{.underline} of this
> part; and
>
> traveling by ship, except when your agency specifically (c) Other type
> of Government vehicle in accordance with
>
> authorizes/approves your use of first-class ship accommoda- any
> Government-issued rules governing its use.
>
> tions under [paragraphs (a)]{.underline} through [(c)]{.underline} of
> this section.
>
> \(a\) Lowest first class accommodations are not available on
> **§301-10.201 For what purposes may I use a Government**
>
> the ship. **vehicle other than a Government aircraft?**
>
> \(b\) When use of first-class is necessary to accommodate a Only for
> official purposes which include transportation:
>
> disability or other special need. Disability must be substanti- (a)
> Between places of official business;
>
> ated in writing by competent medical authority. Special need (b)
> Between such places and places of temporary lodging
>
> must be substantiated in writing according to your agency's when
> public transportation is unavailable or its use is imprac-
>
> procedures. If you are authorized under [§301-13.3(a)]{.underline} of
> this tical;
>
> chapter to have an attendant accompany you, your agency (c) Between
> either [paragraph (a)]{.underline} or [(b)]{.underline} of this
> section and
>
> also may authorize the attendant to use first-class accommo-
> restaurants, drug stores, barber shops, places of worship,
>
> dations if you require the attendant's services en route. cleaning
> establishments, and similar places necessary for the
>
> \(c\) When exceptional security circumstances require first-
> sustenance, comfort, or health of the employee to foster the
>
> class travel. Exceptional security circumstances include, but
> continued efficient performance of Government business; or
>
> are not limited to: (d) As otherwise authorized by your agency under
>
> \(1\) The use of lowest first class accommodations would 31 U.S.C.
> 1344.
>
> endanger your life or Government property; or
>
> \(2\) You are an agent on protective detail and you are **§301-10.202
> What is my liability for unauthorized use of**
>
> accompanying an individual authorized to use first-class **a
> Government vehicle?**
>
> accommodations; or You are responsible for any additional cost
> resulting from
>
> \(3\) You are a courier or control officer accompanying unauthorized
> use of a Government vehicle and you may be
>
> controlled pouches or packages. subject to administrative and/or
> criminal liability for misuse of Government property.
>
> (Amendment 2006-04) 301-10-7
>
> **§301-10.220** FEDERAL TRAVEL REGULATION
>
> **Government Automobiles** larger aircraft or result in more than
> minor additional cost to the Government; or
>
> **§301-10.220 What requirements must I meet to operate a** (2) You are
> a Federal traveler or a dependent of a Fed-
>
> **Government automobile for official travel?** eral traveler stationed
> by the Government in a remote location
>
> You must possess a valid State, District of Columbia, or not
> accessible to commercial airline service and authorized to
>
> territorial motor vehicle operator's license and have a travel use
> Government aircraft; or
>
> authorization specifically authorizing the use of a Govern- (3) You
> are authorized to travel on a space available
>
> ment-furnished automobile. basis under 10 U.S.C. 4744 and regulations
> implementing that statute.
>
> **Travel on Government Aircraft**
>
> **§301-10.260 May I use a Government aircraft for travel? §301-10.262
> How will my agency authorize travel on**
>
> You may use Government aircraft for travel only if you **Government
> aircraft?**
>
> have authorization from an executive agency under the rules Your
> agency will authorize your travel on Government air-
>
> specified in this part (except with regard to travel under craft as
> follows:
>
> [§301-70.808]{.underline} and [§301-70.910]{.underline}. Because the
> taxpayers should (a) *Required use travelers.* Your agency's senior
> legal
>
> pay no more than necessary for your transportation, generally official
> or his/her principal deputy must authorize your
>
> you may travel on Government aircraft only when a Govern- required-use
> travel on a trip-by-trip basis, in advance, in writ-
>
> ment aircraft is the most cost-effective mode of travel. ing, and in
> compliance with the agency's written policies describing the special
> circumstances under which the agency
>
> **§301-10.261 When may I use a Government aircraft for** will require
> a traveler to use Government aircraft, unless*---*
>
> **travel?** (1) You are an agency head and the President has deter-
>
> You may use Government aircraft*---* mined that all your travel (or
> your travel in specified catego-
>
> \(a\) For official travel only when*---* ries) qualifies as
> required-use travel; or
>
> \(1\) No scheduled commercial airline service is reason- (2) You are
> not an agency head, and your agency head
>
> ably available (*i.e.*, able to meet your departure and/or arrival has
> determined in writing that all of your travel, or your travel
>
> requirements within a 24-hour period, unless you demonstrate in
> specified categories, qualifies as required-use travel. Such
>
> that extraordinary circumstances require a shorter period) to written
> explanation must state the specific basis for the deter-
>
> fulfill your agency\'s travel requirement; or mination.
>
> \(2\) The cost of using a Government aircraft is less than
>
> the cost of the city-pair fare for scheduled commercial airline **Note
> to [§301-10.262(a)]{.underline}:** In an emergency situation, prior
>
> service or the cost of the lowest available full coach fare if a
> verbal approval for required-use travel with an after-the-fact
>
> city-pair fare is not available to you. The cost of non-produc-
> written authorization is permitted.
>
> tive or lost work time while in travel status and certain other (b)
> *Senior Federal officials.* If you are a senior Federal
>
> costs should be considered when comparing the cost of using official,
> your agency's senior legal official or his/her principal
>
> a Government aircraft in lieu of scheduled commercial airline deputy
> must authorize all your travel on Government aircraft
>
> service. Additional information on costs included in this cost in
> advance and in writing, except for required use travel
>
> comparison may be found in the "U.S. Government Aircraft authorized
> under [paragraphs (a)(1)]{.underline} and [(a)(2)]{.underline}of this
> section.
>
> Cost Accounting Guide," available from the General Services In an
> emergency situation, prior verbal approval with an after-
>
> Administration, Office of Governmentwide Policy, MTA, the-fact written
> authorization by your agency's senior legal
>
> 1800 F Street, N.W., Washington, DC 20405. official is permitted.
> Senior Federal officials who are crew-
>
> \(b\) For required-use travel only when you are required to members or
> qualified non-crewmembers on a flight in which
>
> use Government aircraft for bona fide communications (e.g., they are
> also traveling (*i.e*., being transported from point to
>
> 24-hour secure communications) or security reasons (e.g., point) are
> considered travelers and must be authorized to
>
> highly unusual circumstances that present a clear and present travel
> on Government aircraft according to this paragraph.
>
> danger) or exceptional scheduling requirements (e.g., a (c)
> *Non-Federal travelers.* If you are a non-Federal trav-
>
> national emergency or other compelling operational consider- eler, the
> senior legal official or his/her principal deputy in the
>
> ations). Required use travel may include travel for official, agency
> sponsoring your travel must authorize you to fly on
>
> personal, or political purposes, but must be approved in accor-
> Government aircraft in advance and in writing. In an emer-
>
> dance with [§301-10.262(a)]{.underline} and
> [§301-70.803(a)]{.underline}. gency situation, prior verbal approval
> with an after-the-fact
>
> \(c\) For space available travel only when*---* written authorization
> by your sponsoring agency's senior
>
> \(1\) The aircraft is already scheduled for use for an offi- legal
> official is permitted.
>
> cial purpose, and your use of the aircraft does not require a (d) *All
> other Federal travelers.* Your designated travel- approving official
> (or anyone to whom he/she delegates this
>
> 301-10-8 (Amendment 2006-04)
>
> Chapter 301---Temporary Duty (TDY) Travel Allowances
>
> Part 301-10---Transportation Expenses **§301-10.301**
>
> authority), who must be at least one organizational level the full
> coach fare for all flights taken on the trip over the full
>
> above you, must authorize your travel on Government air- coach fare
> for the flights that you would have taken had you
>
> craft, in advance and in writing. Prior verbal approval with an not
> engaged in political activities, except if other law or reg-
>
> after-the-fact written authorization by your agency's desig- ulation
> specifies a different amount (see, e.g., 11 CFR 106.3,
>
> nated travel approving official is permitted in an emergency
> "Allocation of Expenses between Campaign and Non-cam-
>
> situation. If you hold a blanket travel authorization for offi- paign
> Related Travel."), in which case the amount reimbursed
>
> cial travel that authorizes travel on Government aircraft, it is the
> amount required by such law or regulation.
>
> must define the circumstances that must be met for using
>
> Government aircraft and must comply with this regulation **Note to
> §301-10.264:** Except for required use travel, any
>
> and any additional agency policies. Travel on Government use of
> Government aircraft for personal or political activities
>
> aircraft that does not meet the circumstances specified in the shall
> not cause an increase in the actual costs to the Govern-
>
> blanket travel authorization must be authorized on a trip-by- ment of
> operating the aircraft.
>
> trip basis in accordance with this regulation and other appli-
>
> cable agency policies. Check with your designated travel **§301-10.265
> Will my travel on Government aircraft be**
>
> approving official for information on your agency\'s policy.
> **reported?**
>
> Your travel on Government aircraft will not be reported
>
> **§301-10.263 What travel authorization documents must I** unless you
> are a senior Federal official, or a non-Federal trav-
>
> **present to the aircraft management office that operates** eler.
> (Travel under 10 U.S.C. 6744 is not reported.) If you are
>
> **the Government aircraft?** a senior Federal official or a
> non-Federal traveler, any use you
>
> You must present to the aircraft management office that make of
> Government aircraft, *i.e.*, as a passenger, crewmem-
>
> operates the Government aircraft*---* ber, or qualified
> non-crewmember, will be reported to the
>
> \(a\) A copy of your written travel authorization, including General
> Services Administration (GSA) by the agency that
>
> a blanket travel authorization, if applicable, approved in owns or
> hires the Government aircraft. (Agencies must main-
>
> accordance with [§301-10.262]{.underline}; and tain information on
> classified trips, but do not report classi-
>
> \(b\) Valid picture identification, such as a Government fied trips to
> GSA.)
>
> identification card or a state-issued driver's license.
>
> **§301-10.266 Is information available to the public about**
>
> **§301-10.264 What amount must the Government be travel on Government
> aircraft by senior Federal**
>
> **reimbursed for travel on Government aircraft? officials and
> non-Federal travelers?**
>
> \(a\) No reimbursement is required for official travel on a Yes, an
> agency that authorizes travel on Government air-
>
> Government aircraft. craft and an agency that owns or hires Government
> aircraft
>
> \(b\) For personal travel on Government aircraft, reimburse- must make
> records about travelers on those aircraft available
>
> ment depends upon which of the following special cases to the public
> in response to written requests under the Free-
>
> applies: dom of Information Act (5 U.S.C. 552), except for portions
>
> \(1\) For any required use travel, you must reimburse the exempt from
> disclosure under that Act (such as classified
>
> Government for the excess of the full coach fare for all flights
> information).
>
> taken over the full coach fare for the flights that you would
>
> have taken had you not engaged in personal activities during **Subpart
> D---Privately Owned Vehicle (POV)**
>
> the trip, *i.e.*, for a wholly personal trip, you must pay the full
>
> coach fare for the entire trip; **§301-10.300 When may I use a POV for
> official travel?**
>
> \(2\) For travel authorized under 10 U.S.C. 4744 and reg- When
> authorized by your agency.
>
> ulations implementing that statute, or when you or your
>
> dependents are stationed by the Government in a remote loca-
> **§301-10.301 How do I compute my mileage**
>
> tion with no access to regularly scheduled commercial airline
> **reimbursement?**
>
> service and are authorized to use Government aircraft, you do You
> compute mileage reimbursement by multiplying the
>
> not have to reimburse the Government. distance traveled, determined
> under [§301-10.302]{.underline} of this sub-
>
> \(c\) For political travel on a Government aircraft (*i.e.*, for part
> by the applicable mileage rate prescribed in [§301-10.303]{.underline}
>
> any trip or part of a trip during which you engage in political of
> this subpart.
>
> activities), the Government must be reimbursed the excess of
>
> (Amendment 2006-04) 301-10-9
>
> **§301-10.302** FEDERAL TRAVEL REGULATION
>
> **§301-10.302 How do I determine distance measurements §301-10.306
> What will I be reimbursed if authorized to**
>
> **for my travel? use a POV instead of a taxi between my residence and
> office to a common carrier terminal, or from my**
>
> **The distance between your origin and**
>
> **If you travel by destination is residence directly to a common
> carrier terminal on**
>
> Privately owned As shown in paper or electronic standard **travel
> requiring an overnight stay?**
>
> automobile or highway mileage guides, or the actual miles If
> determined advantageous to the Government, you will
>
> privately owned driven as determined from odometer readings. be
> reimbursed on a mileage basis plus other allowable costs
>
> motorcycle. for round-trip travel on the beginning and/or ending of
> travel
>
> Privately owned As determined from charts issued by the Federal
> between the points involved.
>
> aircraft. Aviation Administration (FAA). You may
>
> include in your travel claim with an explanation **§301-10.307 What
> will I be reimbursed if I use a POV to**
>
> any additional air mileage resulting from a
>
> detour necessary due to adverse weather, **transport other
> employees?**
>
> mechanical difficulty, or other unusual Using a POV to transport other
> employees is strictly vol-
>
> conditions. If a required deviation is such that untary and you may be
> reimbursed in accordance with
>
> airway mileage charts are not adequate to [§301-10.305]{.underline}.
>
> determine distance, you may use the formula of flight time multiplied
> by cruising speed of the
>
> aircraft to determine distance. **§301-10.308 What will I be
> reimbursed if I park my POV**
>
> **at a common carrier terminal while I am away from my**
>
> **§301-10.303 What am I reimbursed when use of a POV is official
> station?**
>
> **determined by my agency to be advantageous to the** Your agency may
> reimburse your parking fee as an allow-
>
> **Government?** able transportation expense not to exceed the cost of
> taxi fare to/from the terminal.
>
> **For use of a Your reimbursement is**
>
> Privately owned aircraft Actual cost of operation **§301-10.309 What
> will I be reimbursed if I am authorized**
>
> (e.g., helicopter, except an (i.e., fuel, oil, plus the additional
> **to use common carrier transportation and I use a POV**
>
> airplane). expenses listed in [§301-10.304]{.underline}). **instead?**
>
> Privately owned airplane. 11.07 You will be reimbursed on a mileage
> basis (see
>
> Privately owned automobile. 10.445 [§301-10.303]{.underline}), plus
> per diem, not to exceed the total construc- tive cost of the
> authorized method of common carrier trans-
>
> Privately owned motorcycle. 10.305 portation plus per diem. Your
> agency must determine the
>
> 1 Per mile. constructive cost of transportation and per diem by common
> carrier under the rules in [§301-10.310]{.underline}.
>
> **§301-10.304 What expenses are allowable in addition to**
>
> **the allowances prescribed in [§301-10.303]{.underline}? §301-10.310
> What will I be reimbursed if I am authorized**
>
> Following is a chart listing the reimbursable and non-reim- **to use a
> Government automobile and I use a privately**
>
> bursable expenses: **owned automobile instead?**
>
> \(a\) *Reimbursement based on Government costs---*Unless
>
> **Non-reimbursable expenses** you are committed to using a Government
> automobile as pro-
>
> **Reimbursable expenses in included in the mileage** vided in
> [paragraph (b)]{.underline} of this section, your reimbursement
>
> **addition to mileage allowance allowance**
>
> will be limited to the cost that would be incurred for use of a
>
> Parking fees; ferry fees; bridge, Charges for repairs, depreciation,
> Government automobile, which in CONUS is 28.5 cents per
>
> road, and tunnel fees; and aircraft replacements, grease, oil,
>
> or airplane parking, landing, and antifreeze, towage and similar mile.
> If your agency determines the cost of providing a Gov-
>
> tie-down fees. speculative expenses, gasoline, ernment automobile
> would be higher because of unusual cir-
>
> insurance, state and Federal taxes. cumstances, it may allow
> reimbursement not to exceed the mileage rate provided in
> [§301-10.303]{.underline} for a privately owned
>
> **§301-10.305 How is reimbursement handled if another** automobile.
>
> **person(s) travels in a POV with me?** In addition, you may be
> reimbursed other allowable
>
> If another employee(s) travels with you on the same trip in expenses
> as provided in [§301-10.304]{.underline}.
>
> the same POV, mileage is payable to only one of you. No (b) *Partial
> reimbursement when you are committed to use*
>
> deduction will be made from your mileage allowance if other *a
> Government owned automobile---*When you are committed
>
> passengers contribute to defraying your expenses. to use a Government
> automobile or would not ordinarily be authorized to use a privately
> owned automobile due to the availability of a Government automobile,
> but nevertheless
>
> 301-10-10 (Amendment 2006-04)
>
> Chapter 301---Temporary Duty (TDY) Travel Allowances
>
> Part 301-10---Transportation Expenses **§301-10.420**
>
> request to use a privately owned automobile, you will be (1) Between
> places of business at an official or TDY
>
> reimbursed 12.5 cents per mile. This is the approximate cost station;
>
> of operating a Government automobile, fixed costs excluded. (2)
> Between a place of lodging and a place of business
>
> In addition, parking fees, bridge, road and tunnel fees are at a
> temporary duty station; and
>
> reimbursable. (3) To obtain meals at the nearest available place where
> the nature and location of the work at a TDY station are such
>
> **Subpart E---Special Conveyances** that meals cannot be obtained
> there.
>
> \(b\) *To and from a carrier terminal.* (1) *General authori-*
>
> **§301-10.400 What types of special conveyances may my** *zation.*
> Except as provided in [paragraph (b)(2)]{.underline} of this section,
>
> **agency authorize me to use?** you will be reimbursed the usual fare
> plus tip for use of a taxi-
>
> Your agency may authorize/approve use of: cab or shuttle services in
> the following situations:
>
> \(a\) Taxicabs as specified in [§§301-10.420]{.underline} through (i)
> Between a common carrier or other terminal and
>
> [301-10.421]{.underline} of this chapter; either your home or place of
> business at your official station,
>
> \(b\) Commercial rental automobiles as specified in or your place of
> business or lodging at a TDY station; or
>
> [§§301-10.450]{.underline} through [301-10.453]{.underline} of this
> chapter; or (ii) Between the carrier terminal and shuttle termi-
>
> \(c\) Any other special conveyance when determined to be nal.
>
> advantageous to the Government. (2) *Courtesy transportation.* You
> should use courtesy transportation service furnished by hotels/motels
> to the max-
>
> **§301-10.401 What types of charges are reimbursable for** imum extent
> possible as a first source of transportation
>
> **use of a special conveyance?** between a place of lodging at the TDY
> station and a common
>
> Actual expenses that your agency determines are neces- carrier
> terminal. You will be reimbursed for tips when you use
>
> sary, including, but not limited to: courtesy transportation service.
>
> \(a\) Gasoline and oil; (3) *Restrictions.* When appropriate, your
> agency will
>
> \(b\) Rental of a garage, hangar, or boathouse; restrict or place a
> monetary limit on the amount of reimburse-
>
> \(c\) Feeding and stabling of horses; ment for the use of taxicabs
> under this paragraph when:
>
> \(d\) Per diem of operator; and (i) Suitable Government or common
> carrier trans-
>
> \(e\) Ferriage, tolls, etc. portation service, including shuttle
> service, is available for all or part of the distance involved; or
>
> **§301-10.402 What will I be reimbursed if I am authorized** (ii)
> Courtesy transportation service is provided by
>
> **to use a special conveyance and I use a POV instead?** hotels/motels
> between the place of lodging at the TDY station
>
> You will be reimbursed the mileage cost for the use of your and the
> common carrier terminal.
>
> POV, and additional expenses such as parking fees, bridge, (c)
> *Between residence and office on day you perform offi-*
>
> road and tunnel fees, not to exceed the constructive cost of the *cial
> travel.* In addition to use of a taxi under [paragraph
> (b)]{.underline} of
>
> special conveyance. this section, your agency may authorize/approve
> reimburse- ment of the usual taxicab fare plus tip in the following
> situa-
>
> **§301-10.403 What is the difference between a** tions:
>
> **Government aircraft and an aircraft hired as a special** (1) From
> your home to your office on the day you
>
> **conveyance?** depart the office on an official trip requiring at
> least one
>
> A Government aircraft is any aircraft owned, leased, char- night's
> lodging; and
>
> tered, or rented and operated by the Government. An aircraft (2) From
> your office to your home on the day you return
>
> hired as a special conveyance is an aircraft that you, in your to the
> office from your trip.
>
> private capacity, rent, lease, or charter and operate. (d) *Between
> residence and office in cases of necessity.*
>
> Your agency may authorize/approve the usual taxicab fare
>
> **Taxicabs, Shuttle Services, or Other Courtesy** plus tip for travel
> between your office and home when you
>
> **Transportation** perform official business at your official station
> and:
>
> **§301-10.420 When may I use a taxi or shuttle service?** (1) You are
> dependent on public transportation for offi-
>
> \(a\) *For local travel.* When your agency authorizes/ cially ordered
> work outside regular working hours; and
>
> approves the use of a taxi for the following, local travel is (2) The
> travel between your office and home is during
>
> reimbursable: hours of infrequently scheduled public transportation or
> dark- ness.
>
> (Amendment 2006-04) 301-10-11
>
> **§301-10.421** FEDERAL TRAVEL REGULATION
>
> **§301-10.421 How much will my agency reimburse me for** (3) Any
> deductible amount paid by you may be reim-
>
> **a tip to a taxi, shuttle service, or courtesy** bursed directly to
> you or directly to the rental agency if the
>
> **transportation driver?** damage occurred while you were performing
> official busi-
>
> An amount which your agency determines to be reason- ness.
>
> able. (b) *Exception.* You will be reimbursed for collision dam- age
> waiver or theft insurance when you travel outside
>
> **Rental Automobiles** CONUS and such insurance is necessary because
> the rental or leasing agency requirements, foreign statute, or legal
> proce-
>
> **§301-10.450 When can I use a rental vehicle?** dures could cause
> extreme difficulty for an employee
>
> Your agency must determine that use of a rental vehicle is involved in
> an accident.
>
> advantageous to the Government and must specifically autho-
>
> rize such use. **§301-10.452 May I be reimbursed for personal accident
> insurance?**
>
> **§301-10.451 May I be reimbursed for the cost of collision** No. That
> is a personal expense and is not reimbursable.
>
> **damage waiver (CDW) or theft insurance?**
>
> \(a\) *General rule---no.* You will not be reimbursed for
> **§301-10.453 What is my liability for unauthorized use of**
>
> CDW or theft insurance for travel within CONUS for the fol- **a rental
> automobile obtained with Government funds?**
>
> lowing reasons: You are responsible for any additional cost resulting
> from
>
> \(1\) The Government is a self-insurer. the unauthorized use of a
> commercial rental automobile for
>
> \(2\) Rental vehicles available under agreement(s) with other than
> official travel-related purposes.
>
> the Government includes full coverage insurance for damages resulting
> from an accident while performing official travel.
>
> 301-10-12 (Amendment 2006-04)
>
> **AMENDMENT 2006--04 SEPTEMBER 22, 2006**
>
> Chapter 301---Temporary Duty (TDY) Travel Allowances
>
> Part 301-11---Per Diem Expenses **§301-11.25**
>
> **§301-11.17 If my agency authorizes per diem** diem or actual
> expenses or permitting your return to your offi-
>
> **reimbursement, will it reduce my M&IE allowance for** cial station).
>
> **a meal(s) provided by a common carrier or for a** (b) Your agency
> will determine whether you will be reim-
>
> **complimentary meal(s) provided by a hotel/motel?** bursed for
> non-workdays when you take leave immediately
>
> No. A meal provided by a common carrier or a complimen- (e.g., Friday
> or Monday) before of after the non-workday(s).
>
> tary meal provided by a hotel/motel does not affect your per
>
> diem. **Note to [§301-11.21]{.underline}:** If emergency travel is
> involved due to an incapacitating illness or injury, the rules in
> [Part 301-30]{.underline} of this chapter govern.
>
> **§301-11.18 What M&IE rate will I receive if a meal(s) is**
>
> **furnished by the Government or is included in the §301-11.22 Am I
> entitled to per diem or actual expense**
>
> **registration fee? reimbursement if I am required to return to my
> official**
>
> Your M&IE rate must be adjusted for a meal(s) furnished **station on a
> non-workday?**
>
> to you by the Government (including meals furnished under If required
> by your agency to return to your official station
>
> the authority of [Chapter 304]{.underline} of this Title) by deducting
> the on a non-workday, you will be reimbursed the amount allow-
>
> appropriate amount shown in the chart in this section for able for
> return travel.
>
> travel within CONUS and the chart in [Appendix B]{.underline} of this
>
> Chapter for meal deductions for OCONUS and foreign travel.
> **§301-11.23 Are there any other circumstances when my**
>
> The total amount of deductions made will not cause you to **agency may
> reimburse me to return home or to my**
>
> receive less than the amount allowed for incidental expenses.
> **official station for non-workdays during a TDY**
>
> **assignment?**
>
> **Total** Your agency may authorize per diem or actual expense and
>
> **M&IE \$39 \$44 \$49 \$54 \$59 \$64** round-trip transportation
> expenses for periodic return travel
>
> Breakfast 7 8 9 10 11 12 on non-workdays to your home or official
> station under the
>
> Lunch 11 12 13 15 16 18 following circumstances:
>
> Dinner 18 21 24 26 29 31 (a) The agency requires you to return to your
> official sta-
>
> Incidentals 3 3 3 3 3 3 tion to perform official business; or
>
> \(b\) The agency will realize a substantial cost savings by
>
> **§301-11.19 How is my per diem calculated when I travel** returning
> you home; or
>
> **across the international dateline (IDL)?** (c) Periodic return
> travel home is justified incident to an
>
> When you cross the IDL your actual elapsed travel time extended TDY
> assignment.
>
> will be used to compute your per diem entitlement rather than
>
> calendar days. **§301-11.24 What reimbursement will I receive if I**
>
> **voluntarily return home or to my official station on**
>
> **§301-11.20 May my agency authorize a rest period for me non-workdays
> during my TDY assignment?**
>
> **while I am traveling?** If you voluntarily return home or to your
> official station on
>
> \(a\) Your agency may authorize a rest period not in excess
> non-workdays during a TDY assignment, the maximum reim-
>
> of 24 hours at either an intermediate point or at your destina-
> bursement for round trip transportation and per diem or actual
>
> tion if: expense is limited to what would have been allowed had you
>
> \(1\) Either your origin or destination point is OCONUS; remained at
> the TDY location.
>
> \(2\) Your scheduled flight time, including stopovers,
>
> exceeds 14 hours; **§301-11.25 Must I provide receipts to substantiate
> my**
>
> \(3\) Travel is by a direct or usually traveled route; and **claimed
> travel expenses?**
>
> \(4\) Travel is by coach-class service. Yes. You must provide a
> lodging receipt and a receipt for
>
> \(b\) When a rest stop is authorized the applicable per diem every
> authorized expense over \$75, or provide a reason
>
> rate is the rate for the rest stop location. acceptable to your agency
> explaining why you are unable to furnish the necessary receipt(s) (see
> [§301-52.4]{.underline} of this chap-
>
> **§301-11.21 Will I be reimbursed for per diem or actual** ter).
>
> **expenses on leave or non-workdays (weekend, legal**
>
> **Federal Government holiday, or other scheduled non- Note to
> 301-11.25**: Hard copy receipts should be electron-
>
> **workdays) while I am on official travel?** ically scanned and
> submitted with your electronic travel claim
>
> \(a\) In general, you will be reimbursed as long as your when your
> agency has fully deployed ETS and notifies you
>
> travel status requires your stay to include a non-workday, that
> electronic scanning is available within your agency (see
>
> (e.g., if you are on travel through Friday and again starting
> [§301-50.3]{.underline} of this chapter). You may submit a hard copy
>
> Monday you will be reimbursed for Saturday and Sunday), receipt, in
> accordance with your agency's policies, to support
>
> however, your agency should determine the most cost effec- a claimed
> travel expense only when electronic imaging is not
>
> tive situation (i.e., remaining in a travel status and paying per
> available within your agency.
>
> 301-11-3
>
> **§301-11.26** FEDERAL TRAVEL REGULATION
>
> **§301-11.26 How do I get a per diem rate increased?** allowance.
> Approval of actual expenses is usually in advance
>
> If you travel to a location where the per diem rate is insuf- of
> travel and at the discretion of your agency. (See
>
> ficient to meet necessary expenses, you may submit a request,
> [§301-11.302]{.underline}.)
>
> containing pertinent lodging and meal cost data, through your
>
> agency asking that the location be surveyed. Depending on **§301-11.31
> Are laundry, cleaning and pressing of clothing**
>
> the location in question your agency may submit the survey **expenses
> reimbursable?**
>
> request to: Yes. The expenses incurred for laundry, cleaning and
> pressing of clothing at a TDY location are reimbursable as a
>
> **For CONUS For non-foreign area For foreign area** miscellaneous
> travel expense. However, you must incur a
>
> **locations locations locations**
>
> General Services Department of Department of State, minimum of 4
> consecutive nights lodging on official travel to
>
> Administration, Defense, Per Diem, Director of qualify for this
> reimbursement. Laundry and dry cleaning
>
> Office of Travel and Allowances, expenses have not been removed from
> foreign per diem rates
>
> Governmentwide Transportation, State Annex 29, established by the
> Department of State, or from non-foreign
>
> Policy, Allowance Room 262, area per diem rates established by the
> Department of Defense.
>
> Attn: Travel Committee Washington, DC Separate claims for laundry and
> dry cleaning expenses
>
> Management Division (PDTATAC), 20522-2902.
>
> (MTT), Hoffman Building #1, incurred in foreign areas and non-foreign
> areas are not
>
> Washington, DC Room 836, allowed.
>
> 20405\. 2461 Eisenhower
>
> Ave., **§301-11.32 May I be reimbursed for an advanced room**
>
> Alexandria, VA **deposit in situations where a lodging facility
> requires**
>
> 22331-1300
>
> **the payment of a deposit, prior to the beginning of my**
>
> **§301-11.27 Are taxes included in the lodging portion of scheduled
> official travel?**
>
> **the Government per diem rate?** Yes, your agency may reimburse you
> for an advance room
>
> No. Lodging taxes paid by you are reimbursable as a mis- deposit, when
> such a deposit is required by the lodging facil-
>
> cellaneous travel expense limited to the taxes on reimbursable ity to
> secure a room reservation, prior to the beginning of your
>
> lodging costs. For example, if your agency authorizes you a scheduled
> official travel. However, if you are reimbursed the
>
> maximum lodging rate of \$50 per night, and you elect to stay advance
> room deposit, but fail to perform the scheduled offi-
>
> at a hotel that costs \$100 per night, you can only claim the cial
> travel for reasons not acceptable to your agency, resulting
>
> amount of taxes on \$50, which is the maximum authorized in forfeit of
> the deposit, you are indebted to the Government
>
> lodging amount. This section is effective January 1, 1999, for for
> that amount and must repay it in a manner prescribed by
>
> CONUS locations and effective January 1, 2000, for non-for- your
> agency.
>
> eign areas. For foreign areas, lodging taxes have not been
>
> removed from foreign per diem rates established by the **Subpart
> B---Lodgings Plus Per Diem**
>
> Department of State. Separate claims for lodging taxes
>
> incurred in foreign areas are not allowed. **§301-11.100 What will I
> be paid for lodging under**
>
> **Lodgings-plus per diem?**
>
> **§301-11.28 As a traveler on official business, am I** When travel is
> more than 12 hours and overnight lodging
>
> **required to pay applicable lodging taxes?** is required you are
> reimbursed your actual lodging cost not to
>
> Yes, unless exempted by the State of local jurisdiction. exceed the
> maximum lodging rate for the TDY location or stopover point.
>
> **§301-11.29 Are lodging facilities required to accept a**
>
> **generic federal, state or local tax exempt certificate? §301-11.101
> What allowance will I be paid for M&IE?**
>
> Exemptions from taxes for Federal travelers, and the forms (a) Except
> as provided in [paragraph (b)]{.underline} of this section,
>
> required to claim them, vary from location to location. The your
> allowance is as shown in the following table:
>
> GSA Travel Homepage (*http://policyworks.gov/travel*) lists **When
> travel is Your allowance is**
>
> jurisdictions where tax exempt certificates should be honored. More
> than 12 but less than 24 hours 75 percent of the applicable M&IE rate.
>
> **§301-11.30 What is my option if the Government lodging** 24 hours or
> more, The day of departure 75 percent of the
>
> **rate plus applicable taxes exceeds my lodging** on applicable M&IE
> rate.
>
> **reimbursement?** Full days of travel 100 percent of the applicable
> M&IE rate.
>
> You may request reimbursement on an actual expense The last day of
> travel 75 percent of the
>
> basis, not to exceed 300 percent of the maximum per diem applicable
> M&IE rate.
>
> 301-11-4 (Amendment 2006-04)
>
> **AMENDMENT 2006--04 SEPTEMBER 22, 2006**
>
> Chapter 301---Temporary Duty (TDY) Travel Allowances
>
> Part 301-50---Arranging for Travel Services **§301-50.8**
>
> **PART 301-50---ARRANGING FOR TRAVEL SERVICES**
>
> **Authority:** 5 U.S.C. 5707; 40 U.S.C. 121(c). penalties, or other
> additional costs (e.g., higher airfares, rental car charges, or hotel
> rates). In addition, your agency may take
>
> **§301-50.1 To whom do the pronouns "I", "you", and their**
> appropriate disciplinary action.
>
> **variants throughout this part refer?**
>
> In this part, the pronouns "I", "you", and their variants **§301-50.6
> What is an "online self-service booking tool?"\'**
>
> refer to the employee. An online self-service booking tool is an
> Internet based system that permits travelers to make their own
> reservations
>
> **§301-50.2 How must I arrange my travel?** for transportation
> (*e.g.*, air, rail, and car rental) and lodging.
>
> You must arrange your travel as designated by your agency ETS and some
> agency TMS's incorporate a self service book-
>
> and in accordance with this part. ing tool.
>
> **§301-50.3 Must I use the ETS or TMS to arrange my §301-50.7 Should I
> use the online self-service booking tool**
>
> **travel? once ETS is available within my agency?**
>
> Yes, if you are an employee of an agency as defined in Yes, you should
> use the online self-service booking tool
>
> [§301-1.1]{.underline} of this chapter, you must use the eTravel
> Service offered by ETS or your agency's TMS until ETS becomes
>
> when your agency makes it available to you. Until then, you available
> to you.
>
> must use your agency\'s existing Travel Management System
>
> (TMS) to make your travel arrangements. If you are an **Note to
> section [301-50.7]{.underline}**: Some extenuating circum-
>
> employee of the Department of Defense (DoD) or of the Gov- stances for
> which you may not be able to use online self-ser-
>
> ernment of the District of Columbia, you must arrange your vice
> booking are (1) when you are attending a conference
>
> travel in accordance with your agency\'s TMS. Your agency where the
> conference sponsor has negotiated with one or
>
> may grant an exception to required use of TMS/ETS under more lodging
> facilities to set aside a specific number of rooms
>
> [§§301-50.4]{.underline}, [301-73.102]{.underline}, or
> [301-73.104]{.underline} of this chapter. for conference attendees and
> to ensure that a set aside room is available to you, you are required
> to book lodging directly
>
> **§301-50.4 May I be granted an exception to the required** with the
> lodging facility, (2) when your travel is to a remote
>
> **use of TMS or ETS once my agency has fully deployed** location and
> it is not possible to book lodging accommoda-
>
> **ETS?** tions through the TMS or ETS, or (3) when such travel
>
> Yes, your agency head or his/her designee may grant an arrangements
> are so complex and circumstance will not allow
>
> individual case exception to required use of your agency's you to book
> your travel through an online self-service book-
>
> current TMS or to required use of ETS once your agency has ing tool.
>
> fully deployed ETS, but only when your travel meets one of
>
> the following conditions: **§301-50.8 Are there any limits on travel
> arrangements I**
>
> \(a\) Such use would result in an unreasonable burden on **may make?**
>
> mission accomplishment (*e.g.*, emergency travel is involved Yes,
> there are limits on travel arrangements you may make
>
> and TMS/ETS is not accessible; you are performing invita- for common
> carrier, commercial lodging, and car rental
>
> tional travel; or you have special needs or require disability
> accommodations. Such limitations include, but are not lim-
>
> accommodations under part [301-13]{.underline} of this chapter). ited
> to the following:
>
> \(b\) Such use would compromise a national security inter- (a) *Common
> carrier accommodations.* (1) If your agency
>
> est. is a mandatory user of the General Services Administration\'s
>
> \(c\) Such use might endanger your life (*e.g.*, you are travel-
> city-pair contracts for air passenger transportation services,
>
> ing under the Federal witness protection program, or you are you must
> use the contract carrier, unless you have an
>
> a threatened law enforcement/investigative officer traveling approved
> exception (see [§§301-10.106]{.underline} and [301-10.108]{.underline}
> of
>
> under part [301-13]{.underline} of this chapter). this chapter);
>
> \(2\) You may use first-class accommodations only under
>
> **§301-50.5 What is my liability if I do not use my agency\'s**
> [§§301-10.123]{.underline}, [301-10.162]{.underline}, and
> [301-10.183]{.underline} and business- class accommodations only under
> [§301-10.124]{.underline} of this chap-
>
> **TMS or the eTravel Service, and an exception has not** ter; and
>
> **been approved?** (3) You must always use a U.S. Flag Air Carrier
> unless
>
> If you do not have an approved exception under your travel
> circumstances meet one of the exceptions in
>
> [§§301-50.4]{.underline} or [301-73.104]{.underline} of this chapter,
> you are responsible [§§301-10.131]{.underline} through
> [301-10.143]{.underline} of this chapter.
>
> for any additional costs resulting from the failure to use the (b)
> *Lodging accommodations.* (1) You should always stay
>
> TMS or eTravel Service, including service fees, cancellation in a
> "fire safe" facility. This is a facility that meets the fire
>
> 301-50-1
>
> **§301-50.8** FEDERAL TRAVEL REGULATION
>
> safety requirements of the Hotel and Motel Fire Safety Act of (iii)
> Your agency determines on an individual case-
>
> 1990, as amended (see 5 U.S.C. 5707a). by-case basis that it is not
> practical to use FPLP facilities to
>
> \(2\) When selecting a commercial lodging facility, first meet mission
> requirements.
>
> consideration must be given to the commercial lodging facil-
>
> ities contracted by GSA under the Federal Premier Lodging (iv) You are
> attending a conference with prearranged
>
> Program (FPLP) (a list of FPLP facilities may be found on the lodging
> accommodations and are required to book lodging
>
> Internet at *http://www.gsa.gov*), all of which meet fire safety
> directly with the lodging facility.
>
> requirements, unless one or more of the following conditions
>
> exist: (v) Your travel is OCONUS.
>
> \(i\) An FPLP facility is not available at the location (c) *Car
> rental accommodations*. When authorized to
>
> you need (e.g., there are no FPLP facilities under contract use a
> rental vehicle under [§301-10.450]{.underline} of this chapter, you
>
> within a reasonable proximity of your temporary duty station, must
> rent a vehicle from a vendor that participates in the Mil-
>
> or there are no vacancies at the FPLP facilities at that loca-
>
> tion). (Your agency\'s TMS or eTravel Service (eTS) must pro- itary
> Traffic Management Command (MTMC) U.S. Govern-
>
> vide you with a list of alternative facilities that meet the fire ment
> Car Rental Agreement, unless you are OCONUS and no
>
> safety requirements of the Act). agreement is in place for your TDY
> location. MTMC has
>
> \(ii\) Your agency has other contractual arrangements negotiated
> rental car agreements that include automatic
>
> with commercial lodging facilities that meet the FEMA fire unlimited
> mileage, collision damage insurance, and ceiling
>
> safety requirements at a lower cost than FPLP properties. rates.
>
> 301-50-2 (Amendment 2006-04)
>
> **AMENDMENT 2006--04 SEPTEMBER 22, 2006**
>
> Chapter 301---Temporary Duty (TDY) Travel Allowances
>
> Part 301-52---Claiming Reimbursement **§301-52.9**
>
> **PART 301-52---CLAIMING REIMBURSEMENT**
>
> **Authority:** 5 U.S.C. 5707; 40 U.S.C. 121(c); Sec. 2., claim must be
> initialed. If your agency has electronic process-
>
> Pub. L. 105-264, 112 Stat. 2350 (5 U.S.C. 5701 note). ing, use your
> electronic signature where required.
>
> **§301-52.1 Must I file a travel claim? §301-52.4 What must I provide
> with my travel claim?**
>
> Yes. You must provide:
>
> \(a\) Evidence of your necessary travel authorizations
>
> **§301-52.2 What information must I provide in my travel** including
> any necessary special authorizations;
>
> **claim?** (b) Receipts for:
>
> You must provide the following: (1) Any lodging expense, except when
> you are autho-
>
> \(a\) An itemized list of expenses and other information rized a fixed
> reduced per diem allowance;
>
> (specified in the listing of required standard data elements (2) Any
> other expense costing over \$75. If it is imprac-
>
> contained in [Appendix C]{.underline} of this chapter, and any
> additional ticable to furnish receipts in any instance as required by
> this
>
> information your agency may specifically require), except: subtitle,
> the failure to do so must be fully explained on the
>
> \(1\) You may aggregate expenses for local telephone travel voucher.
> Mere inconvenience in the matter of taking
>
> calls, local metropolitan transportation fares, and parking receipts
> will not be considered; and
>
> meter fees, except any individual expenses costing over \$75 (3)
> Receipts must be retained for 6 years and 3 months
>
> must be listed separately; as prescribed by the National Archives and
> Records Admin- istration (NARA) under General Records Schedule 6,
>
> \(2\) When you are authorized lodgings-plus per diem, paragraph 1
> (*http://ardor.nara.gov/grs/grs06.html*).
>
> you must state the M&IE allowance on a daily basis;
>
> \(3\) When you are authorized a reduced per diem, you **§301-52.5 Is
> there any instance where I am exempt from**
>
> must state the reduced rate your agency authorizes on a daily **the
> receipt requirement in [§301-52.4]{.underline}?**
>
> basis; and Yes, your agency may exempt an expenditure from the
>
> \(4\) When your agency limits M&IE reimbursement to receipt
> requirement because the expenditure is confidential.
>
> the prescribed maximum M&IE for the locality concerned,
>
> you must state the reduced rate on a daily basis. **§301-52.6 How do I
> submit a travel claim?**
>
> \(5\) Your agency may or may not require itemization of You must
> submit your travel claim in accordance with
>
> M&IE when reimbursement is limited to either the maximum
> administrative procedures prescribed by your agency.
>
> M&IE locality rate or a reduced M&IE rate is authorized.
>
> \(b\) The type of leave and the number of hours of leave for
> **§301-52.7 When must I submit my travel claim?**
>
> each day; Unless your agency administratively requires you to sub-
>
> \(c\) The date of arrival and departure from the TDY station mit your
> travel claim within a shorter timeframe, you must
>
> and any non-duty points visited when you travel by an indirect submit
> your travel claim as follows:
>
> route other than a stopover to change planes or embark/dis- (a) Within
> 5 working days after you complete your trip or
>
> embark passengers; period of travel; or
>
> \(d\) A signed statement, "I hereby assign to the United (b) Every 30
> days if you are on continuous travel status.
>
> States any rights I may have against other parties in connec-
>
> tion with any reimbursable carrier transportation charges **§301-52.8
> May my agency disallow payment of a claimed**
>
> described herein," when you use cash to pay for common car- **item?**
>
> rier transportation. Yes, if you do not:
>
> \(a\) Provide proper itemization of an expense;
>
> **§301-52.3 Am I required to file a travel claim in a specific** (b)
> Provide receipt or other documentation required to
>
> **format and must the claim be signed?** support your claim; and
>
> As soon as your agency fully deploys the eTravel Service (c) Claim an
> expense which is not authorized.
>
> (eTS), you must use the eTS to file all your travel claims.
>
> (Agencies are required to fully deploy the eTS no later than
> **§301-52.9 What will my agency do when it disallows an**
>
> September 30, 2006.) Until that time, you must file your **expense?**
>
> travel claim in the format prescribed by your agency. If the Your
> agency will disallow your claim for that expense,
>
> prescribed travel claim is hardcopy, the claim must be signed issue
> you a notice of disallowance, and pay your claim for
>
> in ink. Any alterations or erasures to your hardcopy travel those
> items which are not disallowed.
>
> 301-52-1
>
> **§301-52.10** FEDERAL TRAVEL REGULATION
>
> **§301-52.10 May I challenge my agency\'s disallowance of §301-52.17
> Within how many calendar days after I**
>
> **my claim? submit a proper travel claim must my agency**
>
> Yes, you may request reconsideration of your claim if you **reimburse
> my allowable expenses?**
>
> have additional facts or documentation to support your Your agency
> must reimburse you within 30 calendar days
>
> request for reconsideration. after you submit a proper travel claim to
> your agency's desig- nated approving office. Your agency must ensure
> that it uses
>
> **§301-52.11 What must I do to challenge a disallowed** a satisfactory
> recordkeeping system to track submission of
>
> **claim?** travel claims. For example, travel claims submitted by
> mail,
>
> You must: in accordance with your agency's policy, could be annotated
>
> \(a\) File a new claim. with the time and date of receipt by your
> agency. Your agency
>
> \(b\) Provide full itemization for all disallowed items
>
> reclaimed. could consider travel claims electronically submitted to
> the
>
> \(c\) Provide receipts for all disallowed items reclaimed that
> designated approving office as submitted on the date indi-
>
> require receipts, except that you do not have to provide a cated on an
> e-mail log, or on the next business day if submit-
>
> receipt if your agency already has the receipt. ted after normal
> working hours. However, claims for the
>
> \(d\) Provide a copy of the notice of disallowance. following
> relocation allowances are exempt from this provi-
>
> \(e\) State the proper authority for your claim if you are chal- sion:
>
> lenging your agency's application of the law or statute. (a)
> Transportation and storage of household goods and
>
> \(f\) Follow your agency's procedures for challenging disal-
> professional books, papers and equipment;
>
> lowed claims. (b) Transportation of mobile home;
>
> \(g\) If after reconsideration by your agency your claim is
>
> still denied, you may submit your claim for adjudication to the (c)
> Transportation of a privately owned vehicle;
>
> GSA Board of Contract Appeals in accordance with (d) Temporary
> quarters subsistence expense, when not
>
> 48 CFR part 6104. paid as lump sum;
>
> \(e\) Residence transaction expenses;
>
> **§301-52.12 What happens if I attempt to defraud the** (f) Relocation
> income tax allowance;
>
> **Government?** (g) Use of a relocation services company;
>
> \(a\) You forfeit reimbursement pursuant to 28 U.S.C. 2514; (h) Home
> marketing incentive payments; and
>
> and (i) Allowance for property management services.
>
> \(b\) You may be subject under 18 U.S.C. 287 and 1001 to
>
> one, or both, of the following: **§301-52.18 Within how many calendar
> days after I**
>
> \(1\) A fine of not more than \$10,000, or **submit a travel claim
> must my agency notify me of any**
>
> \(2\) Imprisonment for not more than 5 years. **error that would
> prevent payment within 30 calendar days after submission?**
>
> **§301-52.13 Should I keep itemized records of my**
>
> **expenses while on travel?** Your agency must notify you as soon as
> practicable after
>
> Yes. You will find it helpful to keep a record of your you submit your
> travel claim of any error that would prevent
>
> expenses by date of the expense to aid you in preparing your payment
> within 30 calendar days after submission and must
>
> travel claim or for tax purposes. provide the reason(s) why your
> travel claim is not proper. However, not later than May 1, 2002,
> agencies must achieve
>
> **§301-52.14 What must I do with any travel advance** a maximum time
> period of seven working days for notifying
>
> **outstanding at the time I submit my travel claim?** you that your
> travel claim is not proper.
>
> You must account for the travel advance in accordance
>
> with your agency's procedures. **§301-52.19 Will I receive a late
> payment fee if my agency fails to reimburse me within 30 calendar days
> after I**
>
> **§301-52.15 What must I do with any passenger coupon submit a proper
> travel claim?**
>
> **for transportation costing over \$75, purchased with** Yes, your
> agency must pay you a late payment fee, in addi-
>
> **cash?** tion to the amount due you, for any proper travel claim not
>
> You must submit the passenger coupons to your agency in reimbursed
> within 30 calendar days of your submission of it
>
> accordance with your agency's procedures. to the approving official.
>
> **§301-52.16 What must I do with any unused tickets,**
>
> **coupons, or other evidence of refund? §301-52.20 How are late
> payment fees calculated?**
>
> You must submit any unused tickets, coupons, or other evi- Your agency
> must either:
>
> dence of refund to your agency in accordance with your (a) Calculate
> late payment fees using the prevailing
>
> agency's procedures. Prompt Payment Act Interest Rate beginning on the
> 31st day
>
> 301-52-2 (Amendment 2006-04)
>
> **AMENDMENT 2005--03 MAY 18, 2005**
>
> Chapter 301---Temporary Duty (TDY) Travel Allowances
>
> Part 301-71---Agency Travel Accountability Requirements
> **§301-71.105**
>
> **PART 301-71---AGENCY TRAVEL ACCOUNTABILITY REQUIREMENTS**
>
> **Authority:** 5 U.S.C. 5707; 40 U.S.C. 486(c); Sec. 2, **§301-71.102
> May we issue a single authorization for a**
>
> Pub. L. 105-264, 112 Stat. 2350 (5 U.S.C. 5701 note). **group of
> employees?**
>
> Yes. You may issue a single authorization for a group of
>
> **Subpart A---General** employees when they are traveling together on
> a single trip. However, you must attach a list of all travelers to the
> authori-
>
> **Note to [Subpart A]{.underline}:** For purposes of this subpart, GSA
> zation.
>
> uses a "we" question when referring to an agency, and an "I"
>
> question when referring to the employee. **§301-71.103 What
> information must be included on all travel authorizations?**
>
> **§301-71.1 What is the purpose of an agency travel** You must
> include:
>
> **accounting system?** (a) The name of the employee(s);
>
> To: (b) The signature of the proper authorizing official;
>
> \(a\) Pay authorized and allowable travel expenses of (c) Purpose of
> travel;
>
> employees; (d) Any conditions of or limitations on that authorization;
>
> \(b\) Provide standard data necessary for the management of (e) An
> estimate of the travel costs (for open authorizations
>
> official travel; and it should include an estimate of the travel costs
> over the period
>
> \(c\) Ensure adequate accounting for all travel and transpor-
> covered); and
>
> tation expenses for official travel. (f) A statement that the
> employee(s) is (are) authorized to travel.
>
> **§301-71.2 What are the standard data elements and when**
>
> **must they be captured on a travel accounting system? §301-71.104 Who
> must sign a travel authorization?**
>
> The data elements are listed in [Appendix C]{.underline} of this
> chapter Your agency head or an official to whom such authority
>
> and must be on any travel claim form authorized for use by has been
> delegated. This authority may be delegated to any
>
> your employees. person(s) who is aware of how the authorized travel
> will sup- port the agency's mission, who is knowledgeable of the
>
> **§301-71.3 May we use electronic signatures on travel** employee's
> travel plans and/or responsible for the travel
>
> **documents?** funds paying for the travel involved.
>
> Yes, if you meet the security and privacy requirements
>
> established by the National Institute of Standards and Tech-
> **§301-71.105 Must we issue a written or electronic travel**
>
> nology (NIST) for electronic data interchange. **authorization in
> advance of travel?**
>
> Yes, except when advance written or electronic authoriza-
>
> **Subpart B---Travel Authorization** tion is not possible or practical
> and approval is in accordance with [§§301-2.1]{.underline} and
> [301-2.5]{.underline} for:
>
> **§301-71.100 What is the purpose of the travel** (a) Use of
> first-class or business-class service on common
>
> **authorization process?** carrier transportation;
>
> The purpose is to: (b) Use of a foreign air carrier;
>
> \(a\) Provide the employee information regarding what (c) Use of
> reduced fares for group or charter arrangements;
>
> expenses you will pay; (d) Use of cash to pay for common carrier
> transportation;
>
> \(b\) Provide travel service vendors with necessary docu- (e) Use of
> extra-fare train service;
>
> mentation for the use of travel programs; (f) Travel by ship;
>
> \(c\) Provide financial information necessary for budgetary (g) Use of
> a rental car;
>
> planning; and (h) Use of a Government aircraft;
>
> \(d\) Identify purpose of travel. (i) Payment of reduced rate per
> diem;
>
> \(j\) Payment of actual expenses;
>
> **§301-71.101 What travel may we authorize?** (k) Travel expenses
> related to emergency travel;
>
> You may authorize only travel which is necessary to (l) Transportation
> expenses related to threatened law
>
> accomplish the purposes of the Government effectively and
> enforcement/investigative employees and members of their
>
> economically. This must be communicated to any official immediate
> families;
>
> \(m\) Travel expenses related to travel to a foreign area,
>
> who has the authority to authorize travel. except as provided by
> agency mission;
>
> (Amendment 2006--04) 301-71-1
>
> **AMENDMENT 2006--04 SEPTEMBER 22, 2006**
>
> **§301-71.106** FEDERAL TRAVEL REGULATION
>
> \(n\) Acceptance of payment from a non-Federal source for **Subpart
> C---Travel Claims for Reimbursement**
>
> travel expenses (see [Chapter 304]{.underline} of this title); and
>
> \(o\) Travel expenses related to attendance at a conference.
> **§301-71.200 Who must review and sign travel claims?**
>
> The travel authorizing/approving official or his/her desig-
>
> **Note to [§301-71.105]{.underline}:** You should establish procedures
> for nee (e.g., supervisor of the traveler), must review and sign
>
> travel situations where it is not practical or possible to issue a
> travel claims to confirm the authorized travel.
>
> written authorization in advance, except for [paragraphs
> (c)]{.underline}, **§301-71.201 What are the reviewing official's**
>
> [(i)]{.underline}, [(n)]{.underline}, and [(o)]{.underline}, which
> always require written or electronic **responsibilities?**
>
> advance authorization. The reviewing official must have full knowledge
> of the employee's activities. He/she must ensure:
>
> **§301-71.106 Who must sign a trip-by-trip authorization?** (a) The
> claim is properly prepared in accordance with the
>
> The appropriate official is determined as follows: pertinent
> regulations and agency procedures;
>
> **The appropriate official to sign** (b) A copy of authorization for
> travel is provided;
>
> **For a trip-by-trip authorization is** (c) The types of expenses
> claimed are authorized and
>
> Use of cash to procure common An official at as low an allowable
> expenses;
>
> carrier transportation. administrative level as permitted (d) The
> amounts claimed are accurate; and
>
> by 41 CFR 101-203.2 to ensure (e) The required receipts, statements,
> justifications, etc.
>
> adequate consideration and are attached to the travel claim, or once
> the agency fully
>
> review of the circumstances. deploys ETS and implements electronic
> scanning, the elec-
>
> Travel on a Government aircraft. Determined under 41 CFR 101- tronic
> travel claim includes scanned electronic images of such
>
> 37.405. documents.
>
> Acceptance of payment from a An official at as low an
>
> non-Federal source for travel administrative level as permitted
> **§301-71.202 May we pay a claim when an employee does**
>
> expenses. by 41 CFR [Chapter 304]{.underline} to ensure
>
> adequate consideration and **not include a copy of the corresponding
> authorization?**
>
> review of the circumstances Yes, as long as the travel claim was
> signed by the approv-
>
> surrounding the offer and ing/authorizing official, except for the
> following, which
>
> acceptance of the payment. require advance authorization:
>
> Travel expenses related to A senior agency official. (a) Use of
> reduced fares for group or charter arrangements;
>
> attendance at a conference. (b) Payment of a reduced rate of per diem
> for subsistence
>
> All other specific authorizations. An official who may issue the
>
> employee a general authorization. expenses;
>
> \(c\) Acceptance of payment from a non-Federal source for
>
> **§301-71.107 When authorizing travel, what factors must** travel
> expenses; and
>
> **the authorizing official consider?** (d) Travel expenses related to
> attendance at a conference.
>
> The following factors must be considered: **§301-71.203 Who is
> responsible for the validity of the**
>
> \(a\) The need for the travel; **travel claim?**
>
> \(b\) The use of travel substitutes (e.g., mail, teleconferenc- The
> certifying officer assumes ultimate responsibility
>
> ing, etc.); under 31 U.S.C. 3528 for the validity of the claim;
> however:
>
> \(c\) The most cost effective routing and means of accom- (a) The
> traveler must ensure all travel expenses are prudent
>
> plishing travel; and and necessary and submit the expenses in the form
> of a proper
>
> \(d\) The employee's travel plans, including plans to take claim;
>
> leave in conjunction with travel. (b) The authorizing/approving
> official shall review the completed claim to ensure that the claim is
> properly prepared in accordance with regulations and agency procedures
> prior to
>
> **§301-71.108 What internal policies and procedures must** authorizing
> it for payment.
>
> **we establish for travel authorization?**
>
> You must establish the following: **Note to
> [§301-71.203]{.underline}:** You should consider limiting the
>
> \(a\) The circumstances under which different types of levels of
> approval to the lowest level of management.
>
> travel authorizations will be used, consistent with the guide-
>
> lines in this subpart; **§301-71.204 Within how many calendar days
> after the**
>
> \(b\) Who will be authorized to sign travel authorizations;
> **submission of a proper travel claim must we reimburse**
>
> and **the employee's allowable expenses?**
>
> You must reimburse the employee within 30 calendar days
>
> \(c\) What format you will use for travel authorizations. after the
> employee submits a proper travel claim to the agency's designated
> approving office. You must use a satis-
>
> 301-71-2
>
> **AMENDMENT 2006--04 SEPTEMBER 22, 2006**
>
> Chapter 301---Temporary Duty (TDY) Travel Allowances
>
> Part 301-73---Travel Programs **§301-73.101**
>
> **PART 301-73---TRAVEL PROGRAMS**
>
> **Authority:** 5 U.S.C. 5707; 40 U.S.C. 121(c). (d) Require employees
> to use eTS in lieu of your TMS as soon as it becomes available in your
> agency (unless an excep-
>
> **Subpart A---General Rules** tion has been granted in accordance with
> [§§301-73.102]{.underline} or
>
> [301-73.104]{.underline}), but no later than September 30, 2006; and
>
> **§301-73.1 What does the Federal travel management** (e) Ensure that
> any agency-contracted travel agency ser-
>
> **program include?** vices (TMS) complement and support eTS in an
> efficient and
>
> The Federal travel management program includes--- cost effective
> manner.
>
> \(a\) A travel authorization and claim system that imple-
>
> ments the related requirements of the Federal Travel Regula- **Subpart
> B---eTravel Service and Travel**
>
> tion. (See [§§301-2.1]{.underline} and [301-52.3]{.underline} and
> [Part 301-71]{.underline} of this **Management Service**
>
> chapter for those requirements);
>
> \(b\) A TMS that provides reservation and ticketing support
> **§301-73.100 Must we require employees to use the**
>
> and management reports on reservation and ticketing activi- **eTravel
> Service?**
>
> ties. (See [§301-73.106]{.underline} for specific services that should
> be Yes, unless you have an exception to the use of the eTS
>
> provided by a TMS); (see [§§301-73.102]{.underline} and
> [301-73.104]{.underline}), you must have fully
>
> \(c\) A Travel payment system for paying travel service pro- deployed
> the eTS across your agency and require employees
>
> viders in accordance to [§§301-73.300]{.underline} and
> [301-73.301]{.underline} of this to use the eTS for all temporary duty
> travel no later than
>
> chapter; September 30, 2006. Agencies must submit their eTS migra-
> tion plans and schedules by March 31, 2004 to the eTravel
>
> \(d\) Contracts and similar arrangements, with transporta- PMO, (see
> [§301-73.101]{.underline}). You must implement the eTS no
>
> tion and lodging providers (e.g. Government-contract air car- later
> than December 31, 2004, and require employees to use
>
> riers, rental car companies, trains, hotels (e.g., Federal the eTS as
> soon as it becomes available in your agency. The
>
> Premier Lodging Program (FPLP) properties), etc.) that give Department
> of Defense and the Government of the District of
>
> preferential rates and other benefits to Federal travelers on Columbia
> are not subject to this requirement.
>
> official business; and
>
> \(e\) A Travel Management Reporting System that covers **Notes to
> [§301-73.100]{.underline}:** (1) You have the option to use the con-
>
> financial and other travel characteristics required by the bien-
> tracted travel agent service(s) of your choice (through the eTS or
>
> nial Travel Survey (see [§§300-70.1]{.underline} through
> [300-70.4]{.underline} of this other contract vehicles). You have the
> responsibility for ensuring
>
> title). agency-contracted travel agent services complement and support
> the eTS in an efficient and cost effective manner. (2) Award of a task
>
> **Note to [§301-73.1]{.underline}:** The eTravel Service (eTS)
> fulfills the order to a vendor on the eTS Master Contract constitutes
> eTS imple-
>
> requirements of [paragraphs (a)]{.underline}, [(b)]{.underline}, and
> [(e)]{.underline} of this section. mentation. Agency-wide use of the
> eTS for all travel management processes and travel claim submission
> constitutes complete migra-
>
> **§301-73.2 What are our responsibilities as participants in** tion.
>
> **the Federal travel management program?**
>
> As a participant in the Federal travel management pro- **§301-73.101
> How must we prepare to implement ETS?**
>
> gram, you must--- You must prepare to implement ETS as expeditiously
> as possible by---
>
> \(a\) Designate an authorized representative to administer (a)
> Developing a migration plan and schedule to deploy
>
> the program including leading your agency\'s migration of ETS across
> your agency as early as possible with full deploy-
>
> eTS; ment required no later than September 30, 2006;
>
> \(b\) Ensure that you have internal policies and procedures (b)
> Requiring employees to use your ETS unless you
>
> in place to govern use of the program including a plan and approve an
> exception under[§301-50.6]{.underline}, [§301-73.102]{.underline} or
>
> timeline to implement eTS no later than December 31, 2004,
> [§301-73.104]{.underline};
>
> with agency-wide migration to eTS completed no later than (c)
> Establishing goals, plans and procedures to maximize
>
> September 30, 2006; agency-wide traveler use of your online
> self-service booking
>
> \(c\) Establish a plan that will measure direct and indirect tool once
> you have fully deployed ETS within your agency.
>
> cost savings and management efficiencies through the use of These
> goals, plans, and procedures should be available for
>
> eTS once deployed. This plan must include your migration submission to
> the ETS PMO upon its request.
>
> plan and schedule which must be submitted by
>
> March 31, 2004 to the eTravel Program Management Office **Note 1 to
> [§301-73.101]{.underline}:** Your agency should work with the Office
>
> (PMO) (see [§301-73.101]{.underline}); of Management and Budget (OMB)
> to allocate budget and personnel
>
> 301-73-1
>
> **AMENDMENT 2006--04 SEPTEMBER 22, 2006**
>
> **§301-73.102** FEDERAL TRAVEL REGULATION
>
> resources to support ETS migration and data exchange. Your agency
> Travel Management System (TMS) and has determined that
>
> is responsible for providing the funds required to establish
> interfaces the agency\'s current TMS is a better value);
>
> between the ETS standard data output and applicable business sys- (2)
> The agency has security, secrecy, or protection of
>
> tems (*e.g.*, financial, human resources, etc.) information issues
> that cannot be mitigated through security provided by the eTS
> contractors;
>
> **Note 2 to [§301-73.101]{.underline}:** Best practices show that
> organizations
>
> are able to realize significant benefits once they achieve a 70
> percent (3) The agency lacks the technology necessary to
>
> or greater self-booking rate. access eTS; or
>
> \(4\) The agency has critical and unique technology or
>
> **§301-73.102 May we grant a traveler an exception from** business
> requirements that cannot be accommodated by the
>
> **required use of TMS or ETS once we have fully** eTS contractors at
> all or at an acceptable and reasonable price
>
> **deployed ETS within the agency?** (e.g., majority of travel is
> group-travel).
>
> \(a\) Yes, your agency head or his/her designee may grant an (b) As a
> condition of receiving an exception, the agency
>
> individual case by case exception to required use of your must agree
> to conduct annual business case reviews of its
>
> agency's current TMS or to required use of ETS once it is TMS and must
> provide to the eTravel PMO data elements
>
> fully deployed within the agency, but only when travel meets required
> by the eTravel PMO in a format prescribed by the
>
> one of the following conditions: eTravel PMO.
>
> \(1\) Such use would result in an unreasonable burden on (c) Requests
> for exceptions should be sent to the Adminis-
>
> mission accomplishment *(e.g.*, emergency travel is involved trator,
> General Services Administration, 1800 F Street, NW.,
>
> and TMS/ETS is not accessible; the traveler is performing Washington,
> DC 20405 with full justification and/or analysis
>
> invitational travel; or the traveler has special needs or requires
> addressing [paragraphs (a)(1)]{.underline}, [(a)(2)]{.underline},
> [(a)(3)]{.underline}, or [(a)(4)]{.underline} of this
>
> disability accommodations in accordance with part [301-13]{.underline}
> of section.
>
> this chapter).
>
> \(2\) Such use would compromise a national security **§301-73.105 What
> are the consequences of an employee**
>
> interest. **not using the eTravel Service or the TMS?**
>
> \(3\) Such use might endanger the traveler's life (*e.g.*, the If an
> employee does not use the eTS (when available) or
>
> individual is traveling under the Federal witness protection your
> agency\'s designated TMS, he/she is responsible for any
>
> program, or is a threatened law enforcement/investigative additional
> costs (see [§301-50.5]{.underline} of this chapter) resulting from
>
> officer traveling under part [301-31]{.underline} of this chapter).
> the failure to use the eTS or your TMS. In addition, you may
>
> \(b\) Any exception granted must be consistent with any take
> appropriate disciplinary actions.
>
> contractual terms applicable to your current TMS or ETS,
>
> once it is fully deployed, and must not cause a breach of con-
> **§301-73.106 What are the basic services that should be**
>
> tract terms. **covered by a TMS?**
>
> The TMS must, at a minimum---
>
> **§301-73.103 What must we do when we approve an** (a) Include a
> Travel Management Center (TMC), commer-
>
> **exception to use of the eTravel Service?** cial ticket office (CTO),
> an in-house system, an electronically
>
> The head of your agency or his/her designee must approve available
> system, or other method(s) of arranging travel,
>
> an exception to the use of the eTS under [§301-73.102]{.underline} in
> writ- which has the ability to provide the following as appropriate
>
> ing or through electronic means. to the agency\'s travel needs:
>
> \(1\) Booking and fulfillment of common carrier arrange-
>
> **§301-73.104 May further exceptions to the required use** ments
> (e.g., flight confirmation and seat assignment, compli-
>
> **of the eTravel Service be approved?** ance with the Fly America Act,
> Governmentwide travel
>
> \(a\) The Administrator of General Services or his/her des- policies,
> contract city-pair fares, electronic ticketing, ticket
>
> ignee may grant an agency-wide exception (or exempt a com- delivery,
> etc.).
>
> ponent thereof) from the required use of eTS when requested (2)
> Lodging information (e.g., room availability, reser-
>
> by the head of a Department (cabinet-level agency) or head of vations
> and confirmation, compliance with Hotel/Motel Fire
>
> an Independent agency when--- Safety Act, availability of Federal
> Premier Lodging Program
>
> \(1\) The agency has presented a business case analysis properties,
> per diem rate availability, etc.).
>
> to the General Services Administration that proves that it has (3) Car
> rental and rail information (e.g., availability of
>
> an alternative TMS to the eTS that is in the best interest of the
> Military Traffic Management Command (MTMC) Govern-
>
> Government and the taxpayer (i.e., the agency has evaluated ment
> agreement rates where applicable, confirmation of res-
>
> the economic and service values offered by the eTS contrac- ervations,
> etc.).
>
> tor(s) compared to those offered by the agency\'s current (b) Provide
> basic management information, such as---
>
> 301-73-2
>
> Chapter 301---Temporary Duty (TDY) Travel Allowances
>
> Part 301-73---Travel Programs **§301-73.301**
>
> \(1\) Number of reservations by type of service (common lished
> account, or a GTR (when no other option is available
>
> carrier, lodging, and car rental); or feasible).
>
> \(2\) Extent to which reservations are in compliance with
>
> policy and reasons for exceptions; **§301-73.202 Can contract fares be
> used for personal**
>
> \(3\) Origin and destination points of common carrier **travel?**
>
> usage; No.
>
> \(4\) Destination points for lodging accommodations;
>
> \(5\) Number of lodging nights in approved accommoda- **Subpart
> D---Travel Payment System**
>
> tions;
>
> \(6\) City or location where car rentals are obtained; and
> **§301-73.300 What is a travel payment system?**
>
> A system to facilitate the payment of official travel and
>
> \(7\) Other tasks, e.g., reconciliation of charges on cen-
> transportation expenses which includes, but is not limited to:
>
> trally billed accounts and processing ticket refunds. (a) Issuance and
> maintenance of Government contractor- issued individually billed
> charge cards;
>
> **Note to [301-73.106]{.underline}:** The eTS fulfills the basic
> services of a TMS.
>
> You have the option to use the contracted travel agent service(s) of
> (b) Establishment of centrally billed accounts for the pur-
>
> your choice through eTS or other contract vehicles. You have the chase
> of travel and transportation services;
>
> responsibility to ensure that agency-contracted-for travel agent ser-
> (c) Issuance of travelers checks; and
>
> vices complement and support the eTS in an efficient and cost effec-
> (d) Provision of automated-teller-machine (ATM) services
>
> tive manner. (See [§301-73.2]{.underline}.) worldwide.
>
> **Subpart C---Contract Passenger §301-73.301 How do we obtain travel
> payment system**
>
> **Transportation Services services?**
>
> You may participate in GSA's or another Federal agency's
>
> **§301-73.200 Must we require our employees to use GSA's** travel
> payment system services program or you may contract
>
> **contract passenger transportation services program?** directly with
> a travel payment system service if your agency
>
> Yes, if such services are available to your agency. has contracting
> authority and you are not a mandatory user of
>
> GSA's charge card program.
>
> **§301-73.201 What method of payment may be used for Note to
> [§301-73.301]{.underline}:** Under the new GSA charge card program
>
> **contract passenger transportation service?** effective November 30,
> 1998, it will be your responsibility to select
>
> GSA individual Government contractor-issued travel the vendor that
> will be most beneficial to your agency's travel and
>
> charge card(s), or your agency centrally billed or other estab-
> transportation needs.
>
> (Amendment 2006-04) 301-73-3
>
> FEDERAL TRAVEL REGULATION
>
> This page intentionally left blank.
>
> 301-73-4 (Amendment 2006-04)