![](media/image1.wmf)

Travel

System

Requirements

## 

## What is JFMIP?

The Joint Financial Management Improvement Program (JFMIP) is a joint
and cooperative undertaking of the U.S. Department of the Treasury the
General Accounting Office, the Office of Management and Budget, and the
Office of Personnel Management, working in cooperation with each other
and other agencies to improve financial management practices in
government. The Program was given statutory authorization in the Budget
and Accounting Procedures Act of 1950\
(31 USC 65). Leadership and program guidance are provided by the four
Principals of the JFMIP-­Comptroller General of the United States,
Secretary of the Treasury, and the Directors of the Office of Management
and Budget, and the Office of Personnel Management. Each Principal
designates a representative to serve on the JFMIP Steering Committee,
which is responsible for the general direction of the Program. The JFMIP
Executive Director and a program agency representative (who serves for 2
years) are also on the Steering Committee.

The Program promotes strategies and guides financial management
improvement across government; reviews and coordinates central agencies'
activities and policy promulgations; and acts as catalyst and
clearinghouse for sharing and disseminating information about good
financial management practices. This information sharing is done through
conferences and other educational events, newsletters, meetings with
interagency groups and agency personnel, and through FinanceNet, an
electronic clearinghouse on the Internet.

The JFMIP has worked on interagency projects that developed a financial
systems framework and financial systems requirements. For the future
JFMIP plans to assist Federal agencies in improving their financial
systems through its Program Management Office. The Office will work on
revising the Federal government's requirements definition, testing and
acquisition processes, the first target of opportunity is core financial
systems. The objectives of the Office are to develop systems
requirements, communicate and explain Federal and agency needs, provide
agencies and vendors information to improve financial systems, ensure
that products meet relevant system requirements, and simplify the
procurement process.

Information on JFMIP can be found at its website at

www.financenet.gov/financenet/fed/jfmip/jfmip.htm or call (202)
512-9201.

## Foreword

This travel system functional requirements document for government
civilian employees is one in a series issued by the Joint Financial
Management Improvement Program (JFMIP) in support of agency operations.
Its preparation addresses the goal of the JFMIP to improve the
efficiency and quality of financial management in the Federal
government.

The requirements have been prepared in consultation with the Office of
Management and Budget (OMB), the General Accounting Office (GAO), the
Department of the Treasury, and Federal program agencies. Upon issuance,
including future mandated implementation dates for specific
requirements, agencies are to comply with these requirements in planning
improvements to their financial systems.

![](media/image2.wmf){width="2.625in" height="0.625in"}We thank the
agency officials and others in the financial management communities for
their contributions to the document. We appreciate their invaluable
assistance. Their support helped provide a document to enhance financial
management systems that contribute to effective and efficient operations
governmentwide.

> Karen Cleary Alderman
>
> Executive Director

## Table Of Contents

[[What is JFMIP? 1]{.smallcaps}](#__RefHeading___Toc72304087)

[Foreword 3](#foreword)

[Acronyms 5](#acronyms)

[Introduction 1](#introduction)

[Federal Financial Management Framework
3](#federal-financial-management-framework)

[System Overview 6](#system-overview)

[Introduction to Functional Requirements
10](#introduction-to-functional-requirements)

[General 11](#general)

[Travel Authorization 13](#travel-authorization)

[Travel Advances 15](#travel-advances)

[Travel Vouchers 16](#travel-vouchers)

[Local Travel 19](#local-travel)

[Non-Federal Sponsored Travel 20](#non-federal-sponsored-travel)

[Temporary/Permanent Change of Station
21](#temporarypermanent-change-of-station)

[Interface Requirements 37](#interface-requirements)

[Reports 38](#reports)

[System Administration 39](#system-administration)

[Records Retention 41](#records-retention)

[Appendix A: References 42](#appendix-a-references)

[Appendix B: Glossary 43](#appendix-b-glossary)

[Appendix C: Contributors 48](#appendix-c-contributors)

### Figures

[Figure 1. Financial System Improvement Projects
4](#__RefHeading___Toc72304983)

[Figure 2. Integrated Model for Federal Information Systems
5](#__RefHeading___Toc72304984)

[Figure 3. Agency Systems Architecture 7](#__RefHeading___Toc72304985)

[Figure 4. The Travel Process 8](#__RefHeading___Toc72304986)

## Acronyms

ATM Automated Teller Machines

CMTR Combined Marginal Tax Rate

CONUS Continental United States

DoD Department of Defense

DSSR Department of State Standardized Regulations

EFT Electronic Funds Transfer

FFMIA Federal Financial Management Improvement Act

FFMSR Federal Financial Management System Requirements

FICA Federal Insurance Contribution Act

FTR Federal Travel Regulation

GAO General Accounting Office

GBL Government Bill of Lading

GRS General Records Schedule

GSA General Services Administration

GTR Government Transportation Request

IRS Internal Revenue Service

JFMIP Joint Financial Management Improvement Program

JTR Joint Travel Regulations

M&IE Meals and Incidental Expenses

NARA National Archives and Records Administration

OMB Office of Management and Budget

OPAC On-Line Payment and Collection

OPM Office of Personnel Management

PCS Permanent Change of Station

PDTATAC Per Diem, Travel and Transportation Allowance Committee

POV Privately Owned Vehicle

RIT Relocation Income Tax

SES Senior Executive Service

SGL Standard General Ledger

SSN Social Security Number

TCS Temporary Change of Station

TDY Temporary Duty

TMS Travel Management System

WTA Withholding Tax Allowance

## Introduction

Travel policy establishes reasonable, allowable, and acceptable rules
governing travel procedures. Central agencies such as the General
Services Administration (GSA), Office of Personnel Management (OPM), and
Department of State prescribe travel policies in governmentwide
regulations and rules for Federal departments and agencies. For
instance, GSA establishes per diem rates for government civilian travel
in the Continental United States; Department of State establishes rates
for government civilian travel in foreign areas; and the Per Diem,
Travel and Transportation Allowance Committee (PDTATAC) prescribes rates
for the non-foreign areas. Rates for government civilians --- foreign
and non-foreign --- are published in section 925, Department of State
Standardized Regulations (DSSR). The regulations pertaining to these
rates are published in the Federal Travel Regulation (FTR). In many
instances, the policies defer to departments and agencies the
responsibility for developing specific procedures to implement the
regulations. The PDTATAC, chartered under the Department of Defense
(DoD) publishes the Joint Travel Regulations (JTR) that implement the
FTR for DoD civilian employees. Travel policy affects every step of the
travel cycle and the rules derived from it govern an agency's travel
practices, whether manual or automated.

In October 1994, an interagency travel reinvention team was established
by the JFMIP to reengineer Federal travel policies and procedures that
affect: (1) temporary duty (TDY) and (2) relocation travel within the
Federal government. Since then, numerous legislative changes recommended
by JFMIP have been signed into law.

In order to reflect the current environment and follow new legislative
and regulatory requirements, including the Federal Financial Management
Improvement Act (FEMIA), an interagency travel system requirements team
was formed to update the January 1991 Travel System Requirements
document for government civilian employees. The project team's efforts
produced this revised document that defines mandatory and value-added
functional requirements for system administration and major elements of
the travel process. The major elements include: (1) travel
authorization, (2) travel advance, (3) travel voucher, (4) local travel,
(5) non-Federal sponsored travel, (6) temporary/permanent change of
station, (7) interface requirements, and (8) reports.

The mandatory requirements describe what the system must do and consist
of the minimum acceptable functionality necessary to establish a system
or are based on Federal laws and regulations. Mandatory requirements are
those against which agency heads evaluate their systems to determine
substantial compliance with system requirements under the FFMIA. These
requirements apply to existing systems in operations and new systems
planned or under development.

The value-added requirements describe features or characteristics and
may consist of any combination of the following: (1) using
state-of-the-art technology, (2) employing the preferred or best
business practices, or (3) meeting the special management needs of an
individual agency. Value-added, optional, and other similar terminology
may be used to describe this category of requirements. Agencies should
consider value-added features when judging systems options. The need for
these value-added features in agency systems is left to the discretion
of each agency head.

Agencies may augment the mandatory requirements with value-added
features or with agency unique requirements, which must be carefully
defined to assure consistency with governmentwide standard requirements.
Further, each agency must also integrate the standard requirements with
existing systems and with the major program systems that are unique to
the agency.

## Federal Financial Management Framework

In January 1995 the JFMIP published the document entitled "Framework for
Federal Financial Management Systems." The Framework document set the
stage for establishing and maintaining financial management system to
support management and deliver programs of the Federal government. It
describes how the various financial management systems covered in the
specific requirements documents fit together and how these systems
should integrated to meet the needs of program and financial managers of
the government.

As shown in Illustration 1, Financial System Improvement Projects,
establishing standard requirements is only part of the process of
improving financial management systems and information. Standardization
can be achieved through the selection, development, and/or purchase of
applications that meet approved functional requirements and technical as
well as data management specifications. Governmentwide common data
standards/requirements assist agencies in developing efficient and
effective systems and provide a common framework so that Federal
personnel and vendors can more economically provide systems software.

The Framework document should be used in conjunction with JFMIP's
Federal Financial Management System Requirements (FFMSR) series that
describes specific standards/requirements for financial information,
financial systems, reporting, and financial organization. This
publication, Travel System Requirements, continues the effort to
establish required functional capabilities that are needed for
subsidiary systems that are being improved, consolidated, or replaced,
and linked to an agency's core financial system.

Integrated elements such as those shown in Illustration 2, Integrated
Model for Federal Information Systems, make up the model for Federal
financial management systems. If all the elements are implemented
effectively, the result should be an integrated financial management
system for the Federal government that supports the President, the
Congress, individual program managers, financial managers, and other
customers.

[]{#__RefHeading___Toc72304983 .anchor}Figure 1. Financial System
Improvement Projects

![](media/image3.wmf){width="6.0in" height="7.782638888888889in"}

[]{#__RefHeading___Toc72304984 .anchor}*Figure 2. Integrated Model for
Federal Information Systems*

![](media/image4.wmf){width="5.322916666666667in"
height="3.9881944444444444in"}

## System Overview

Each agency should devise a comprehensive financial management system
based on its technical infrastructure and need to record, manage,
distribute, and access financial data. As shown in Illustration 3,
Agency Systems Architecture, the travel system is one of the essential
system components needed to support program delivery/financing and
financial event processing for effective and efficient program
execution. Most financial functions interface or integrate with a core
financial system and indirectly link to one or more administrative
support systems. The requirements for a travel system, therefore, must
be evaluated on the basis of *how* the system performs its control
function within the technical and financial architecture of the agency.
A mixture of centralized and distributed functions may achieve
functionality of the travel system.

As Illustration 4, The Travel Process, shows, the travel system must be
able to prepare and track the status of a travel authorization, a travel
advance issued by the agency as necessary, and a travel voucher as it
goes through the various stages of preparation, approval and processing.
The system must incorporate the preparation and approval of travel and
transportation authorizing documents, including fund certification;
preparation and authorization of emergency travel advances; and
computation, preparation, and approval of travel vouchers. Additionally,
the system should provide, effective January 1, 2001, for interfacing
with a Travel Management System (TMS), arranging tickets and
transportation and processing of claims from vendors related to the
travel and transportation documents.

As travel expenses are incurred, they must be recorded in order of
precedence (authorization must precede a voucher). To be processed,
appropriate travel information must be identified, tracked, and
approved. The system must document travel information so it is easily
and readily available for analysis, decision support, operational
control and external regulatory reports.

Appropriate levels of security are required by travel systems to protect
the integrity of the travel process and the content of the system. Risk
assessments should measure whether the benefits gained outweigh the
costs necessary to protect the system.

[]{#__RefHeading___Toc72304985 .anchor}Figure 3. Agency Systems
Architecture

![](media/image5.wmf){width="5.990277777777778in"
height="3.767361111111111in"}

[]{#__RefHeading___Toc72304986 .anchor}Figure 4. The Travel Process

![](media/image6.wmf){width="5.263194444444444in"
height="7.250694444444444in"}

Figure 4. The Travel Process (Continued)

![](media/image7.wmf){width="4.927777777777778in"
height="6.271527777777778in"}

## Introduction to Functional Requirements

System requirements for the following travel functions are either
mandatory or value-added. Mandatory requirements describe what the
system must do and consist of the minimum acceptable functionality
necessary to establish a system or are based on Federal laws and
regulations. Mandatory requirements are those against which agency heads
evaluate their systems to determine substantial compliance with system
requirements under the FFMIA. These requirements apply to existing
systems in operations and new systems planned or under development.

Value-added requirements describe features or characteristics and may
consist of any combination of the following: (1) using state-of-the-art
technology, (2) employing the preferred or best business practices, or
(3) meeting the special management needs of an individual agency.
Value-added, optional, and other similar terminology may be used to
describe this category of requirements. Agencies should consider
value-added features when judging systems options. The need for these
value-added features in agency systems is left to the discretion of each
agency head. Value-added features support the degree to which agencies
can migrate to an automated travel system.

## General

The travel system must support the following common requirements for all
travel functions:

*Mandatory*

-   Provide the capability to maintain the order of precedence for
    executing each travel step (i.e., authorization must precede a
    voucher, etc.).

-   Provide override capability to change the order of precedence of the
    processing steps to handle unusual travel demands.

-   Provide the capability to capture required standard data elements
    contained in the Federal Travel Regulation (FTR). Provide
    flexibility to accommodate additional data elements necessary to
    meet agency needs.

-   Maintain adequate separation of duties.

-   Provide controls to prevent the creation of duplicate travel
    documents.

-   Provide for fault-free performance of any data with dates prior to,
    through, and beyond January 1, 2000.

-   Provide the ability to cite multiple funding sources and the ability
    to designate travel costs by funding source (e.g., dollar amount,
    percentage allocation).

-   Provide for coding and processing features that will link all phases
    of travel together, as shown in Illustration (i.e., travel
    authorization, travel approval, etc.).

-   Provide by October 21, 2003, for appropriate electronic
    authentication technologies to verify the identity of sender and the
    integrity of electronic content that satisfies OMB's implementation
    requirements of the Government Paperwork Elimination Act (GPEA),
    Public Law 105-277.

-   Provide for an audit trail on historical data that identifies input,
    correction, amendment, cancellation and approval.

-   Provide for the use of mandated Federal travel charge cards.

-   Provide for the system to maintain and send a record of expenses for
    same day trip of more than 12 hours but less than 24 hours with no
    lodging to the payroll system to be included in the employee's Form
    W-2, Wage a Tax Statement. In addition, report and send the
    employer's matching tax amounts.

-   Provide for substantiating lodging expenses and other authorized
    expenses costing \$75 or more in accordance with FTR 301-52.

*Value-Added*

-   Provide the ability to address foreign currency conversions and
    fluctuations.

-   Provide for the electronic routing of travel documents to reviewing
    and approving officials.

-   Provide the ability to electronically route approved documents based
    on agency defined criteria.

-   Provide for on-line search capability based on user-defined
    parameters.

-   Provide the capability to allow a user to drill down from summary
    data to detail data.

-   Provide for a tracking system that will allow employees to determine
    the status of any travel document at any time.

-   Provide the capability to insert free form text or comments.

-   Provide the capability to allow automatic deobligation on prior year
    blanket obligations.

-   Provide the capability to download travel information from the
    agency's Travel Management System.

## Travel Authorization

All official travel for the Federal government must be specifically
authorized. The travel authorization is approval to travel on official
business and is the foundation upon which all other travel documents are
processed. If it is not practical or possible to obtain an authorization
prior to travel, an agency may approve reimbursement for travel expenses
after travel is completed.

The travel authorization function should provide the capability to
create travel authorizations and provide funds availability when
appropriate (e.g., specific trip authorization). This function must
also:

*Mandatory*

-   Allow for processing various types of travel authorizations
    including unlimited open, limited open, and trip-by-trip.

-   Provide for determining whether the traveler is a holder of a
    government-issued charge card.

-   Allow for the option of specific authorization or prior approved
    travel arrangements as required by the FTR 301-2.

-   Provide for verification that authorization exists and that funds
    are available.

-   Provide the capability to process travel authorizations with split
    fiscal year funding and with multiple funding.

-   Record detailed itinerary information.

-   Calculate authorized per diem (including for non-work days,
    interrupted travel and reduced per diem rates) and meals and
    incidental expenses (M&IE) based on the temporary duty (TDY)
    location.

-   Provide the capability to interface with the agency's Travel
    Management System (TMS) in accordance with the FTR 301-73, effective
    January 1,2001.

-   Allow correction, amendment, and cancellation of the travel
    authorization with appropriate reviewing and approving controls and
    allow for notification to the traveler and accounting office.

-   Provide the capability to display defined messages to the user
    regarding certification statements, Privacy Act Statement, standard
    clauses for required receipts, supporting documentation
    requirements, etc., and justification statements for use of special
    travel arrangements.

*Value-Added*

-   Allow for processing an annual unlimited open travel authorization
    without recording an estimated obligation amount for each trip prior
    to travel.

-   Provide for entry for retention of the traveler's profile (e.g.,
    name, mailing address, internal number, e-mail address, bank
    account, Social Security Number (SSN), payment address, permanent
    duty station, organization, position title, office phone, tickets
    and seating preferences, etc.) for subsequent travel actions.

-   Provide for an automated interface of accounting codes and funds
    availability with the core system.

-   Support use of voice recognition system in reservation system.

-   Ability to obligate travel funds based on estimated costs and
    liquidate on actual costs at the point of individual trip approval.

## Travel Advances

Authorized travel advances are issued for the estimated cash transaction
expenses before travel is begun or while travel is being performed. The
travel advance may be paid by currency, traveler's checks, electronic
funds transfer (EFT), or by an Automated Teller Machine (ATM) withdrawal
using an agency travel card. The use of a Government contractor-issued
charge card is the preferred method of payment.

*Mandatory*

If the Government issues an advance in the form of currency, traveler's
checks, or EFT under exceptional procedures, the travel advance function
must provide for entry, processing, approval, and the payment and
liquidation of government funds. This function must provide for the
tracking, aging, and control of advances. Tb travel system must also:

-   Provide the capability to set, change, and apply established limits
    on travel advances.

-   Provide for limiting the allowed advance based upon transportation
    method (Government Transportation Request (GTR) vs. non-GTR),
    subsistence rates, miscellaneous expenses, and possession of a
    charge card.

-   Allow travel advance information to be accessible in travel voucher
    preparation.

-   Integrate the issuance and control of the travel advances with the
    travel voucher payment process to ensure the advance is liquidated
    or collected prior to the issuance of a payment to the traveler;
    also provide the capability not to liquidate when the traveler has
    been authorized a "retained" travel advance in accordance with FTR
    301-51.

-   Provide data for automatic aging outstanding travel advances based
    on the end of trip date and generate follow-up notices to the
    travelers and administrative staff concerning delinquent advances
    effecting payroll offsets or other means of collection.

-   Provide for reporting to the Internal Revenue Service (IRS)
    delinquent travel advances as taxable income to the traveler.

## Travel Vouchers {#travel-vouchers .unnumbered}

Once a travel assignment has been completed and unless the agency
administratively requires a traveler to submit a travel claim within a
shorter time frame, the government traveler must prepare a travel
voucher/claim for reimbursement of expenses incurred in the performance
of official travel (a) within 5 working days or (b) every 30 days if on
continuous travel status. All claims must be in accordance with travel
policies. The system should provide for input by both travelers and
designated officials at central and/or remote locations. The system
should provide for automated point of entry input and be easy to use
with adequate direction and prompts to lead the user through the program
and collect the necessary information to prepare the voucher. This
function must:

*Mandatory*

-   Provide the capability to draw upon the information reflected on the
    travel authorization and/or government cash advance provided to the
    traveler; the system should prepare the voucher/claim as required
    consistent with authorizing type, including unlimited open, limited
    open, and trip-by-trip. The system should access the appropriate per
    diem and mileage allowances.

-   Allow for recording the date of departure from, and arrival at, the
    official duty station or any other place when travel begins, ends,
    or requires overnight lodging.

-   Provide the capability to calculate authorized mileage allowances
    and per diem amounts (including for non-work days, interrupted
    travel and reduced per diem rates) based on TDY location and other
    related information.

-   Provide the capability to compute M&IE allowance rates based on
    travel completed:

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-   More than 12 hours but less than 24: 75 percent of the applicable
    M&IE rate

-   24 hours or more, on:

\- Day of departure 75 percent of the applicable M&IE rate

\- Full days of travel 100 percent of the applicable M&IE rate

\- Last day of travel 75 percent of the applicable M&IE rate

-   Meals provided in accordance with FTR 301-11.

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-   Allow entering approved or official subsistence rates, mileage
    allowance, etc., when not available in the travel system

-   Process partial/interim vouchers against a travel authorization to
    expedite liquidation related to travel obligations.

-   Provide to the traveler the capability to create and modify travel
    vouchers before final approval. The voucher then would be forwarded
    to the approving official. The approving official would either deny
    and remand it to the traveler or approve it and forward it for
    payment.

-   Process amended vouchers with appropriate reviewing and approving
    controls and provide the capability to update related
    systems/modules.

-   Allow for special routing and approval levels for certain
    classes/conditions of travel as required by FTK 301-2.

-   Provide the capability to display defined messages to the user
    regarding required receipts for lodgings and authorized expenses
    incurred costing \$75 or more; surrendering unused, partially used,
    or downgraded/\
    exchanged tickets; refund certificates, etc.; supporting
    documentation requirements; justification and certification
    statements.

-   Provide for a tracking system that will allow travelers, payment
    offices, etc., to determine the status of any voucher/claim.

-   Provide for system generated series of notices when information has
    not been submitted timely as specified by FTR 301-51 and 301-52.

-   Provide information to allow for offset of funds to indebtedness
    through salary offset, a retirement credit, o other amount owed the
    employee.

-   Provide for matching of travel vouchers with the travel
    authorizations and/or centrally issued passenger tick and provide
    for audit of the claim in accordance with the Federal Travel
    Regulation (FTR) and Department State Standardized Regulations
    (DSSR) for temporary duty travel of all civilian agency government
    travelers (The Joint Travel Regulations (JTR) implement the FTR and
    DSSR for all DoD civilian employees).

-   Provide for a random sampling of travel vouchers for voucher audits,
    information requirements, or other purposes based on criteria as
    determined by the agency. (Statistical sampling requirements are
    contained in GAO's Title 7.)

*Value-Added*

-   Provide the capability to enter the "Direct Billed" amount for costs
    such as On-Line Payment and Collection (OPAC) billings by the
    Department of State for employees stationed overseas, and lodging,
    airline, and car rental that are billed directly to the agency for
    payment, but not included in the calculation of payment to the
    traveler.

-   Provide for a mechanism that allows the traveler to designate
    applicable amounts to be paid to a charge card contractor and/or
    reimbursement to the traveler (Split Disbursement).

-   Provide for electronic notification to travelers of payments made by
    disbursing offices or for disallowance of a claim for an expense.
    Allow for agency flexibility in defining message contents.

## Local Travel

Local travel expenses, including taxi and mass transit fares, are
allowable expenses incurred while performing official business within
the vicinity of an employee's designated post of duty. The travel system
should provide the capability for users to produce a local travel
voucher by entering selected data into the system to activate an
obligation and payment of local travel. The system must:

*Mandatory*

-   Provide the capability to compute mileage allowances.

-   Provide the capability to change the appropriate accounting
    classification data.

-   Provide for funds availability.

## Non-Federal Sponsored Travel

The travel system must track and report the travel process for the
acceptance of payment in-cash or in-kind acceptance of services from
non-federal sources to defray in whole or in part the travel or related
expenses of Federal employees in accordance with FTR 304. The system
must:

*Mandatory*

-   Provide a mechanism to assure that sponsored travel be
    administratively approved by the agency designated official prior to
    final approval of the travel authorization.

-   Provide for the approval, or disapproval, by a designated individual
    of the approval office at central and/o remote locations.

-   Provide the capability to indicate the amounts and entitlements to
    be paid by the government and those to be paid by the sponsoring
    organization. (e.g., if the government authorizes payment of the
    traveler's meals and incidental expenses and the sponsoring
    organization is paying for the hotel and airfare (services in-kind),
    then this must be clearly shown on the travel authorization.) Show
    estimated amounts where actual amounts are unknown.

## Temporary/Permanent Change of Station

A Temporary Change of Station (TCS) is the relocation of an employee on
a temporary basis for a short period (not less than 6 months, nor more
than 30 months) to a new official station while an employee is
performing a long-term assignment. The employees who receive a TCS will
subsequently return to the previous official station upon completion of
that assignment. A Permanent Change of Station (PCS) is the relocation
of an employee to a new official station or post of duty for permanent
duty.

When relocation is authorized at Government expense, the TCS and PCS
system requirements must provide mandatory functional capabilities
reflected in this publication. In addition, the system must also
identif3r, record, and process information associated with the following
allowances which may occur incident to a transfer: (1) househunting
trip, (2) transportation (including family), (3) per diem (including
family), (4) transportation of household goods, (5) temporary storage,
(6) non-temporary storage, (7) transportation of a mobile home, (8)
temporary quarters subsistence expense, (9) residence transaction
expense reimbursement, (10) relocation services, (11) miscellaneous
expenses allowance, (12) property management services, (13)
transportation of privately owned vehicle (POV), (14) withholding tax
allowance (WTA), (15) relocation income tax (RIT) allowance, and (16)
homesale program/home marketing incentive payments. The system must:

*Mandatory*

-   Provide the capability to capture the following required
    information:

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-   Effective date of the transfer or appointment followed by a one-year
    service agreement, unless separated for reasons beyond employee's
    control that are acceptable to the agency.

-   Time limit for beginning travel and transportation not to exceed 2
    years from the effective date of the employee's transfer or
    appointment and not to exceed 3 years when the 2-year limitation for
    completion of residence (sale and purchase or lease) transactions is
    extended one year by the head of the agency or his/her designee.

-   Allowance alternative option selected when two or more members of
    the same immediate family are employed by the government. In
    applying these alternatives, provide that other members of the
    immediate family not receive duplicate allowances.

-   Process reimbursement for not more than one return trip during each
    agreed period of service at a post-of-duty for prior return of
    immediate family.

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-   Provide the capability to calculate maximums or limitations
    available for the allowances provided in the summary chart below:

+--------------+-----------------+---------------+--------+-----------+
| Allowance    | Transferee's    | Transfer      | New\   | Senior    |
|              | Permanent       | Temporary     | Appo   | Executive |
|              | Change of       | Change of     | intees | Service   |
|              | Station (PCS)   | Station (TCS) |        | (SES)     |
|              |                 |               |        | Last Move |
|              |                 |               |        | Home      |
+==============+=================+===============+========+===========+
| Househunting | X               | X\*\*\*       |        |           |
| Trip         |                 |               |        |           |
+--------------+-----------------+---------------+--------+-----------+
| Tra          | X               | X             | X      | X         |
| nsportation\ |                 |               |        |           |
| (including   |                 |               |        |           |
| family)      |                 |               |        |           |
+--------------+-----------------+---------------+--------+-----------+
| Per Diem\    | X               | X             | X\*    | X\*       |
| (including   |                 |               |        |           |
| family)      |                 |               |        |           |
+--------------+-----------------+---------------+--------+-----------+
| Tr           | X               | X             | X      | X         |
| ansportation |                 |               |        |           |
| of Household |                 |               |        |           |
| Goods        |                 |               |        |           |
+--------------+-----------------+---------------+--------+-----------+
| Temporary    | X               | X             | X      | X         |
| Storage      |                 |               |        |           |
+--------------+-----------------+---------------+--------+-----------+
| No           | LIMITED         | LIMITED       | L      |           |
| n-Temporary\ |                 |               | IMITED |           |
| Storage      |                 |               |        |           |
+--------------+-----------------+---------------+--------+-----------+
| Tr           | X               | X             | X      | X         |
| ansportation |                 |               |        |           |
| of\          |                 |               |        |           |
| Mobile Home  |                 |               |        |           |
+--------------+-----------------+---------------+--------+-----------+
| Temporary    | X               | X\*\*\*       |        |           |
| Quarters     |                 |               |        |           |
| Subsistence\ |                 |               |        |           |
| Expense      |                 |               |        |           |
+--------------+-----------------+---------------+--------+-----------+
| Residence    | X\*\*\*\*       |               |        |           |
| Transaction  |                 |               |        |           |
| (Real Estate |                 |               |        |           |
| Expense)     |                 |               |        |           |
+--------------+-----------------+---------------+--------+-----------+
| Relocation   | X               |               |        |           |
| Services     |                 |               |        |           |
| (PMS listed  |                 |               |        |           |
| below)       |                 |               |        |           |
+--------------+-----------------+---------------+--------+-----------+
| M            | X               | X             |        |           |
| iscellaneous |                 |               |        |           |
| Expenses     |                 |               |        |           |
| Allowance    |                 |               |        |           |
+--------------+-----------------+---------------+--------+-----------+
| Property     | x\*\*           | X             |        |           |
| Management   |                 |               |        |           |
| Services     |                 |               |        |           |
| (PMS)        |                 |               |        |           |
+--------------+-----------------+---------------+--------+-----------+
| Tr           | X               | X             | X      |           |
| ansportation |                 |               |        |           |
| of Privately |                 |               |        |           |
| Owned        |                 |               |        |           |
| Vehicle      |                 |               |        |           |
| (POV)        |                 |               |        |           |
+--------------+-----------------+---------------+--------+-----------+
| Withholding  | X               | X             |        |           |
| tax          |                 |               |        |           |
| Allowance    |                 |               |        |           |
| (WTA)        |                 |               |        |           |
+--------------+-----------------+---------------+--------+-----------+
| Relocation   | X               | X             |        |           |
| Income Tax   |                 |               |        |           |
| (RIT)        |                 |               |        |           |
| Allowance    |                 |               |        |           |
+--------------+-----------------+---------------+--------+-----------+
| \* Family    |                 |               |        |           |
| per diem NOT |                 |               |        |           |
| provided for |                 |               |        |           |
| a new        |                 |               |        |           |
| appointee or |                 |               |        |           |
| SES last     |                 |               |        |           |
| move home    |                 |               |        |           |
|              |                 |               |        |           |
| \*\* Foreign |                 |               |        |           |
| PCS only     |                 |               |        |           |
| (until       |                 |               |        |           |
| im           |                 |               |        |           |
| plementation |                 |               |        |           |
| of HR 930)   |                 |               |        |           |
|              |                 |               |        |           |
| \*\*\*       |                 |               |        |           |
| Agency       |                 |               |        |           |
| option to    |                 |               |        |           |
| pay for TCS  |                 |               |        |           |
|              |                 |               |        |           |
| \*\*\*\*     |                 |               |        |           |
| Excludes     |                 |               |        |           |
| Foreign PCS  |                 |               |        |           |
+--------------+-----------------+---------------+--------+-----------+
|              |                 |               |        |           |
+--------------+-----------------+---------------+--------+-----------+

-   Provide on screen instructions or prompts as to how
    calculations/formulas are performed for allowances.

-   Allow for "Remarks" field to enter comments.

-   Provide the capability to display defined messages to the traveler
    and/or travel administrator regarding statements, justifications,
    and certifications. Warning messages or guidelines should include at
    least some identification as to where the traveler should go for
    additional information. (e.g., If another level for find
    certification or approval is required, or if receipts or additional
    documents are required for certain activities, the system should
    provide such a message when the order is prepared. In addition, when
    the voucher segment of the system is activated, the requirement
    should appear again so that all necessary documentation is available
    for voucher audit.)

-   Allow for recomputing allowances and making appropriate adjustments.

-   Provide for the capability to offset entitlements against any
    indebtedness to the Government (e.g., RIT allowance results in a
    negative amount).

-   Provide for liquidating travel advances from more than one
    entitlement if submitted on one voucher.

-   Provide for withholding Federal or Puerto Rico, state, local,
    hospital insurance and Federal Insurance Contribution Act (FICA) tax
    at the withholding rate applicable to supplemental wages on the
    original voucher when submitted. (Use the "gross-up formula" in FTR
    302-11).

-   Provide for the system to maintain a record of all relocation
    expenses (those taxable and nontaxable), regardless of what system
    paid the expenses, and send a record of the expenses, including
    temporary assignments that are expected to exceed one year, to the
    payroll system to be included in the employee's Form W-2, Wage and
    Tax Statement, or provided as a separate W-2 for relocation
    expenses, as appropriate. In addition, report and send the
    employer's matching tax amounts.

-   Provide for the system to annually consolidate total amount of
    employee's WTTA's, the amount of moving expense reimbursements, and
    RIT's paid during the applicable year and provide an itemized list
    to the employee to facilitate filing MT claims and income tax
    returns.

In addition, for the following allowances the system must also:

*Mandatory*

[Allowance for Househunting Trip]{.underline}

(PCS and TCS Transferee only)

-   Provide for the reimbursement maximums or limitations applicable to
    regulatory provisions in effect on the employee's date of travel.
    Must also allow for entering appropriate data for various options of
    method of reimbursements, including daily itemization of actual
    expenses.

```{=html}
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```
-   Reimbursement

```{=html}
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```
-   Actual transportation costs for employee and/or spouse

-   Subsistence for one of the following:

a\. Fixed Amount

\- No itemization or receipts required for lodging and M&IE

\- Perform trip either together or separately, but limited to cost as if
traveled together.

> \-- Employee accompanied by spouse (even if both are employees with
> separate authorizations) OR if employee and spouse take separate
> trips: Multiply applicable locality rate by 6.25
>
> \-- Employee only: Multiply applicable locality rate by 5

b\. Lodgings Plus

\- When accompanying employee---Spouse authorized 75% of per diem rate
to which employee is entitled; if employee receives less than minimum
per diem rate of \$6, spouse receives same rate the employee is
entitled.

\- When not accompanying employee---Spouse authorized per diem rate to
which the employee is entitled.

c\. Lesser of the maximum per diem rate for the locality where the
employee seeks residence quarters or for the locality where the employee
obtains lodging accommodations.

-   Provide the capability to set, change, and apply limits on travel
    advances for househunting trips as set forth in FTR 302-4.

-   Provide the capability to capture the following required
    information:

```{=html}
<!-- -->
```
-   Limited to employee and/or spouse

-   Limited to 1 round trip; duration authorized by the agency under FTR
    302-4, not to exceed 10 calendar days

-   Specific distance limitations applicable to individual allowances
    for househunting trips

```{=html}
<!-- -->
```
-   Both old and new official stations are located within the United
    States

-   Not assigned to Government or other prearranged housing at new
    official station

-   Old and new official stations are 75 or more miles apart

```{=html}
<!-- -->
```
-   Not authorized for:

```{=html}
<!-- -->
```
-   New appointees

-   Employees assigned under the Government Employee's Training Act

Allowance for Enroute Travel and Transportation of Employee and
Immediate Family

(PCS and TCS Transferee, New Appointee, and SES Last Move Home; Excludes
Per Diem for Family of New Appointee and SES Last Move Home)

-   Provide for the reimbursement maximums or limitations applicable to
    regulatory provisions in effect on the employee's or new appointee's
    effective date of transfer or appointment. Must also allow for
    entering appropriate data for various options of method of
    reimbursements, including daily itemization of actual expenses.

```{=html}
<!-- -->
```
-   Reimbursement

```{=html}
<!-- -->
```
-   Actual transportation costs for employee and immediate
    family---Common carrier, Government vehicle, POV, special conveyance

-   Mileage if performed by POV for transfer

\- Rate determined by number of occupants of automobile or as prescribed
by Head of Agency

\- Not less than an average of 300 miles per calendar day---daily
minimum driving distance.

-   Per diem for employee and immediate family

a\. Travel time must be more than 12 hours

b\. Employee within Continental United States (CONUS)---Standard CONUS
rate

c\. Immediate Family

> \- Spouse when accompanying employee

\-- Spouse authorized 75% of per diem rate to which the employee is
entitled.

\-- If the employee receives less than minimum per diem rate of \$6,
spouse receives same rate as the employee is entitled.

\-- Paid on the basis of actual time used to complete the trip; computed
on minimum driving distance per day at not less than 300 miles per
calendar day.

> \- Spouse when not accompanying employee---Spouse authorized per diem
> rate to which the employee is entitled.
>
> \- Each member of immediate family authorized as follows:

\-- Age 12 or older: 75% of the per diem

\-- Under 12 years of age: 50% of the per diem

\-- If the employee receives less than minimum per diem rate of \$6,
member receives same rate as the employee is entitled.

d\. Excludes per diem allowances for members of the immediate families
of:

> \- New appointees
>
> \- Employees assigned to posts of duty outside CONUS in connection
> with overseas tour renewal agreement travel
>
> \- Employees assigned to posts of duty outside CONUS returning to
> places of actual residence for separation
>
> \- Employees assigned under Government Employees Training Act

-   Provide the capability to set, change, and apply limits on travel
    advances as:

```{=html}
<!-- -->
```
-   Authorized for: Estimated per diem, mileage, common carrier (less
    than \$100) for employee and immediate family as set forth in FTR
    302-2.

-   Not Authorized for:

```{=html}
<!-- -->
```
-   Overseas tour renewal agreement travel as set forth in FTR. 302-2

-   Separation for retirement as set forth in FTR 302-1

-   Government Bill of Lading (GBL) or purchase order as set forth in
    FTR 302-7 and 302-8

```{=html}
<!-- -->
```
-   Provide the capability to capture the following required
    information:

```{=html}
<!-- -->
```
-   Specific distance limitations applicable to change of official
    station---At least 10-mile distance from the old official station.

[Allowance for Transportation of Household Goods]{.underline}

(PCS and TCS Transferee, New Appointee, and SES Last Move Home)

-   Provide for the reimbursement maximums or limitations applicable to
    regulatory provisions in effect on the employee's or new appointee's
    effective date of transfer or appointment. Must also allow for
    entering appropriate data for various options of method of
    reimbursements, including daily itemization of actual expenses.

```{=html}
<!-- -->
```
-   Temporary storage

```{=html}
<!-- -->
```
-   Reimbursement

a\. Commuted Rate System Method (Within U.S.)

> \- Employee makes own arrangements/pays carrier or transports by
> non-commercial means---Insurance allowed only when common carrier is
> utilized
>
> \- Employee paid in accordance with Schedules of Commuted
> Rates---Multiply number of hundreds of pounds shipped (within the
> maximum weight allowance) by the applicable rate per hundred pounds
> for the distance shipped as shown in the commuted rate schedule
>
> \- Temporary storage not to exceed commuted rates stated separately in
> the Schedule of Commute Rates
>
> \- Limited to incurred expenses---not to exceed maximum amount
> Government would have incurred by Government Bill of Lading (GBL)

b\. Actual Expense Method (Within or Outside U.S.)---Government ships
household goods by GBL, not by employee

-   Provide the capability to capture the required following
    information:

```{=html}
<!-- -->
```
-   Weight limitation: 18,000 lbs. net weight of stored and transported
    goods (If part of household goods are retained overseas in
    connection with prior return of family, aggregate weight of both
    shipments cannot exceed weight limit.)

-   Temporary storage: Limited to 90 days at origin/destination; may be
    extended 90 days

-   Non-temporary storage

```{=html}
<!-- -->
```
-   For PCS---Limited to remote or isolated locations

-   Time Limitations

> \- Within U.S.---Not to exceed 1 year; may extend in accordance with
> length of an employee's assignment at an isolated official station
>
> \- Outside U.S.---Not to exceed the length of the employee's tour of
> duty at the overseas station plus I month prior to the time tour
> begins.
>
> \- DoD overseas teachers---Not to exceed the period of the recess
> between 2 consecutive school years
>
> \- For TCS---Limited to the length of the assignment, up to a maximum
> of 30 months.

-   Provide the capability to set, change, and apply limits on travel
    advances as:

```{=html}
<!-- -->
```
-   Authorized for: Transportation and temporary storage of household
    goods as set forth in FTR 302-8

-   Not Authorized for: Non-temporary storage of household goods as set
    forth in FTR 302-9

```{=html}
<!-- -->
```
-   Provide access to Schedules of Commuted Rates and Government Bill of
    Lading rates for moving and storage of household goods and allow
    comparison.

[Allowance for Transportation of Mobile Homes]{.underline}

(PCS and TCS Transferee, New Appointee, and SES Last Move Home)

-   Provide for the reimbursement maximums or limitations applicable to
    regulatory provisions in effect on the employee's or new appointee's
    effective date of transfer or appointment. Must also allow for
    entering appropriate data for various options of method of
    reimbursements, including daily itemization of actual expenses.

```{=html}
<!-- -->
```
-   Reimbursement

```{=html}
<!-- -->
```
-   Preparation costs

-   Overland transportation

> \- Common Carrier
>
> \- Mileage allowance

\-- POV based on number of occupants of automobile

\-- Standard highway mileage guides or actual miles

\-- POV mileage specified in FTR, if towed

> \- Geographic limitations---CONUS, Alaska, Canada

-   Over water transportation

> \- Geographic limitations---CONUS, Alaska

-   Cannot exceed the maximum amount that would be allowable for
    transportation and 90 days' temporary storage of household goods.

```{=html}
<!-- -->
```
-   Provide the capability to set, change, and apply limits on travel
    advances as set forth in FTR 302-7.

[(PCS Transferee and Agency Option for TCS Transferee)]{.underline}

-   Provide for the reimbursement maximums or limitations applicable to
    regulatory provisions in effect on the employee's effective date of
    transfer. Must also allow for entering appropriate data for various
    options of method of reimbursements, including daily itemization of
    actual expenses.

```{=html}
<!-- -->
```
-   Reimbursement

```{=html}
<!-- -->
```
-   Fixed Method

> \- Limited to 30 days, no extension allowed
>
> \- No receipts required
>
> \- Sum of calculations based on maximum locality per diem rate at new
> duty station

Employee 75% Dependents 25%

-   Actual Method

> \- Receipts required
>
> \- Expenses incurred not to exceed maximum 30 day incremental amount
>
> \- Regardless of U.S. location, authorized per diem based on standard
> CONUS rate (e.g., CONUS rate of \$80/day)

[First 30 days]{.underline} [Over 30 days]{.underline}

> Employee \$80 100% \$60 75%
>
> Spouse/family member over 12 \$60 75% \$40 50%
>
> Family member under 12 \$40 50% \$32 40%
>
> \- Non-foreign outside CONUS, based on locality per diem rate

-   May be reduced by number of days of househunting

```{=html}
<!-- -->
```
-   Provide the capability to capture the following required
    information:

```{=html}
<!-- -->
```
-   Specific distance limitations applicable to eligibility for
    temporary quarters subsistence expenses

```{=html}
<!-- -->
```
-   New official station located within the United States, its
    territories or possessions

-   Old and new official stations are 40 miles or more apart

```{=html}
<!-- -->
```
-   Not to exceed 60 consecutive days; may extend an additional 60
    consecutive days for compelling reasons

-   Not authorized for: New appointees

```{=html}
<!-- -->
```
-   Employees assigned under the Government Employees Training Act

-   Employees returning from an overseas assignment for the purpose of
    separation

```{=html}
<!-- -->
```
-   Provide the capability to set, change, and apply limits on travel
    advances for subsistence while occupying temporary quarters as set
    forth in FTR 302-5.

[Residence Transaction Expense Reimbursement]{.underline}

(PCS Transferee only/Excludes Foreign PCS)

-   Provide for the reimbursement maximums or limitations applicable to
    regulatory provisions in effect on the employee's effective date of
    transfer.

```{=html}
<!-- -->
```
-   Maximum Reimbursement Limitations

```{=html}
<!-- -->
```
-   Sale of old home---Reimbursable expenses cannot exceed 10% of the
    actual sale price

-   Purchase of new home---Reimbursable expenses cannot exceed 5% of the
    actual purchase price

-   Settlement of an unexpired lease

> \- Applicable laws/terms of lease
>
> \- Sublease

-   Pro rata basis (a) if not fill title to the residence or (b) if
    employee sells or purchases land in excess of that which reasonably
    relates to the residence site.

```{=html}
<!-- -->
```
-   Provide the capability to set, change, and apply limits on travel
    advances as not authorized for residence transaction expense
    reimbursement as set forth in FTR 302-6.

-   Provide the capability to capture the following required
    information:

```{=html}
<!-- -->
```
-   Settlement dates time limitation---2 years from date employee
    reports fin duty at new official station; may extend 1 year

-   Not authorized for:

```{=html}
<!-- -->
```
-   New appointees

-   Employees assigned under the Government Employees Training Act

-   Foreign PCS.

[Allowance for Relocation Services]{.underline}

(PCS Transferee only)

-   Provide for the reimbursement maximums or limitations applicable to
    regulatory provisions in effect on the employee's effective date of
    transfer.

```{=html}
<!-- -->
```
-   Substitute for reimbursable relocation allowances authorized (e.g.,
    household goods management services as a substitute for
    transportation of household goods).

[Allowance for Miscellaneous Expenses]{.underline}

(PCS and TCS Transferee only)

-   Provide for the reimbursement maximums or limitations applicable to
    regulatory provisions in effect on the employee's effective date of
    transfer or appointment. Must also allow for entering appropriate
    data for various options of method of reimbursements, including
    daily itemization of actual expenses.

```{=html}
<!-- -->
```
-   Reimbursement

```{=html}
<!-- -->
```
-   Minimum Reimbursement

> \- Without immediate family: Lesser of 1 week's basic compensation or
> \$350
>
> \- With immediate family: Lesser of 2 weeks' basic compensation or
> \$700
>
> \- No receipts

-   Actual

> \- Receipts required
>
> \- Aggregate amount cannot exceed employee's basic pay for 1 week
> without an immediate family or 2 weeks with an immediate family
>
> \- In no instance may actual reimbursement exceed the maximum rate of
> a grade GS-13.

-   Provide the capability to set, change, and apply limits on travel
    advances as not authorized for miscellaneous expenses allowance as
    set forth in FTR 302-3.

-   Provide the capability to capture the following required
    information:

```{=html}
<!-- -->
```
-   Not authorized for employee's first assignment unless to an overseas
    location

-   Not authorized for:

```{=html}
<!-- -->
```
-   New appointees

-   Employees assigned under the Government Employees Training Act

-   Employees returning from overseas assignments for the purpose of
    separation

[Allowance for Property Management Services]{.underline}

(TCS and Foreign PCS (until implementation of HR 930) Transferee)

-   Provide the capability to capture the following required
    information:

```{=html}
<!-- -->
```
-   Optional use by employee

-   Authorized for transfer to foreign area/transferred back to a
    different non-foreign area

-   Agency pays for services offered by a company which assist the
    employees transferred to a non-foreign area from a foreign area in
    retaining and renting, rather than selling residence at Government
    expense

```{=html}
<!-- -->
```
-   Up to a maximum of 24 months (2 years from effective date of
    transfer)

-   Agency may offset any expenses paid against subsequent reimbursement
    for sale of residence.

```{=html}
<!-- -->
```
-   Not authorized for:

```{=html}
<!-- -->
```
-   New appointees

-   Employees assigned under the Government Employees Training Act

-   Employees transferring wholly within a non-foreign area.

[Allowance for Transportation of Privately Owned Vehicle
(POV)]{.underline}

(PCS and TCS Transferee and New Appointee)

-   Provide for the reimbursement maximums or limitations applicable to
    regulatory provisions in effect on the employee's or new appointee's
    effective date of transfer or appointment.

```{=html}
<!-- -->
```
-   Agency pays entire costs from point of origin to destination

```{=html}
<!-- -->
```
-   Commercial means

-   Government means as space available

```{=html}
<!-- -->
```
-   Provide the capability to set, change, and apply limits on travel
    advances for transportation and emergency storage of employee's
    privately owned vehicle (POV) as set forth in FTR 302-10.

-   Provide the capability to capture the following required
    information:

```{=html}
<!-- -->
```
-   Restrictions

```{=html}
<!-- -->
```
-   Outside U.S. (to and from Post of Duty)

> \- Transport one POV unless replacement authorized within any 4 year
> period of continuous service
>
> \- Employee drives POV from authorized origin to deliver POV to port
> of embarkation or from port of debarkation to authorized destination;
> from port of embarkation back to authorized origin after delivering
> POV or from authorized destination to port of debarkation to pickup
> POV.

\-- Reimburse one-way mileage costs

\-- May not be reimbursed a per diem allowance for round-trip travel to
and from a port involved

-   Within CONUS --- Transport any number of authorized POV's in
    accordance with FTR 302-10.

-   Rental car not allowed at either duty station.

Withholding Tax Allowance (WTA)

(PCS and TCS Transferee only)

-   Provide the capability to calculate in Year 1 a gross-up formula
    (compensate the employee for the initial tax, the tax on tax, etc.)
    for a Withholding Tax Allowance (WTA) payment amount to cover the
    employee's Federal or Puerto Rico withholding tax each time covered
    moving expense reimbursements are made, excluding other withholding
    tax obligations.

-   Provide the capability of processing more than one WTA if
    reimbursement for moving expenses is received in more than 1
    calendar year.

-   Provide for system generated notices for outstanding WTA's when
    information has not been submitted within a given time period as
    established by the agency.

[Relocation Income Tax (RIP) Allowance]{.underline}

(PCS and TCS Transferee only)

-   Provide the capability to capture the following required
    information:

```{=html}
<!-- -->
```
-   Limited expenses or allowances covered by RIT

```{=html}
<!-- -->
```
-   househunting trip

-   en route travel according to current IRS regulations

-   household goods shipment (including temporary storage over 30 days)

-   non-temporary storage expenses (before October 12, 1984)

-   mobile home/boat movement

-   temporary quarters

-   residence transactions (real estate) expense reimbursement

-   relocation services which constitute income to the employee

-   miscellaneous expenses allowance

-   property management services allowance

```{=html}
<!-- -->
```
-   Not authorized for:

```{=html}
<!-- -->
```
-   New appointees

-   Employees assigned under the Government Employees Training Act

-   Employees returning from overseas assignment for the purpose of
    separation

```{=html}
<!-- -->
```
-   Provide the capability to set, change, and apply limits on travel
    advances as not authorized for relocation income tax (RIT) allowance
    as set forth in FTR 302-11.

-   Allow for entering appropriate data for income level and filing
    status.

-   Allow for processing RIT claims involving two or more States with
    the selection of applicable taxing situations (average, highest, sum
    of the applicable state / local marginal tax rate) to determine
    applicable single State / local marginal tax rate.

-   Provide the capability to calculate formulas for a Combined Marginal
    Tax Rate (CMTR) which includes a single rate for Federal or Puerto
    Rico Marginal Tax Rate, State's Marginal Tax Rate (applicable when
    States do not allow deduction of moving expenses), and Local
    Marginal Tax Rate.

-   Provide the capability to calculate a CMTR formula for Year 1 and
    for Year 2 (Formula adjusts the State and local tax rates to
    compensate for their deductibility from income for Federal or Puerto
    Rico tax purposes.)

-   Provide the capability to calculate State gross-up formulas to be
    used when States do not allow deduction of moving expenses.

-   Provide the capability to calculate in Year 2 a gross-up formula for
    a RIT Allowance payment amount to cover the additional tax liability
    not covered by the WTA paid in Year 1 on prior PCS settlement
    vouchers.

-   Provide the capability of processing more than one RIP, if
    reimbursement is received in more than 1 calendar year.

[Homesale Program / Home Marketing Incentive Payments]{.underline}

(PCS Transferee only)

-   Provide the capability to calculate maximums or limitations
    applicable to the following incentives:

```{=html}
<!-- -->
```
-   Agency pays transferred employee home marketing incentive for
    finding a bona fide buyer for employee's residence. May not exceed
    the lesser of:

```{=html}
<!-- -->
```
-   Five percent (5%) of the price the relocation services company paid
    the employee for residence, OR

-   Actual savings the agency realized from the reduced fee/expenses it
    paid to the relocation services company

```{=html}
<!-- -->
```
-   Provide the capability to capture the following required
    information:

```{=html}
<!-- -->
```
-   Use relocation services companies under contract with the
    Government.

## Interface Requirements

The travel system must provide travel activity transactions to the core
financial system by:

-   Generating accounting transactions as needed.

-   Updating finds control.

-   Updating the standard general ledger.

-   Generating disbursement actions by electronic finds transfer (EFT).

-   Updating subsidiary systems/modules.

The system must:

*Mandatory*

-   Provide a standard record format for interface of transactions from
    the travel system to the core financial system

-   Provide interfaces with the accounts receivable module for salary
    offsets. Access to claims shall be controlled as determined by each
    agency.

-   Provide the capability to generate the appropriate accounting
    transactions to reflect the cost of the trip to b funded by the
    government and transactions to record the receipt of income from
    non-federal sources. (As a value-added feature, this could be linked
    with an Accounts Receivable System.)

-   Provide for recording sufficient airline ticket information that is
    essential to the airline ticket payment process so that the
    accounting office may review the information, verify the amount
    cited on the airline bill, and determine if a refund is due or
    reconcile other ticketing differences so that correct payment is
    made.

-   Provide the capability to interface with the agency's Travel
    Management System, effective January 1, 2001.

-   Provide the capability to maintain and send a record of taxable
    travel payments to the payroll system for inclusion in the
    employee's Form W-2, Wage and Tax Statement.

*Value-Added*

-   Provide interface to electronic routing or mail system.

-   Provide the capability to support electronic interface with the
    credit card company.

-   Provide for on-line funds validation.

-   Provide the capability to support electronic interface with
    relocation contractors.

## Reports

The travel system should provide the capability to generate the required
standard, ad hoc and query reports for all standard data elements as
required by the FTR. This function must:

*Mandatory*

-   Maintain data for use in future time frames.

-   Maintain standard data elements contained in the Federal Travel
    Regulation (FTR), Chapter 301, Appendix C, to generate standard and
    ad hoc reports.

-   Maintain and report travel obligation and liquidation information.

-   Allow for the reformatting of reports to present different sorts of
    the information, the presentation of only specific information in
    the format selected, the summarization of data, and the modification
    of report formats to tailor the reports to the specific requirements
    of the agency.

-   Provide the capability to download data to spreadsheets or other
    analytical tools.

-   Provide the capability to run on-demand analysis reports.

-   Provide travel data to GSA for oversight in accordance with FTR
    300-70, Agency Reporting Requirements.

*Value-Added*

-   Provide the capability to electronically transmit reports.

-   Provide the capability to modify "HELP" facilities to meet specific
    requirements of the agency.

## System Administration

The system administration provides centralized control and
administration of the travel system. This function must:

*Mandatory*

-   Provide the capability to establish and maintain the following
    tables that include, at a minimum:

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-   User Administration: Traveler Profile

-   Trip purpose

-   Operational expense

-   Locality/M&IE allowances

-   Locality/lodging rate (per diem)

-   Travelers Government Charge Card

-   Air costs/destination

-   Rental car rate/type

-   POV mileage rate/mileage

-   Approving Officials:

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-   Organization/Funding

-   Delegated Authority

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-   Provide for administering required access controls and security.

-   Provide for flexible operational capability to allow for daily,
    weekly, biweekly, monthly, quarterly, and annual processing
    requirements.

-   Provide the capability to maintain rules incorporated in the travel
    system.

-   Provide for maintaining defined messages to the user regarding
    general system information (including Privacy Act Statement),
    announcements, etc.

-   Provide for maintaining routing lists.

-   Provide for supporting the remote user.

-   Provide for establishing capability to use electronic signatures.

-   Provide the capability for backup and recovery of transactions.

-   Provide for gathering and analyzing usage statistics.

-   Provide for retaining system records in accordance with agency
    regulations and preventing the purging of historical records prior
    to the proper period as authorized for disposal by the National
    Archives and Records Administration (NARA).

*Value Added*

-   Provide for automated maintenance of per diem rates from a central
    source.

## Records Retention

All records created within the Federal government may be destroyed only
with the approval of the National Archives and Records Administration
(NARA), per 36 CFR 1228 and 1234. Basic travel records are currently
authorized for disposal by General Records Schedule (GRS) 9, Travel and
Transportation Records and by GRS 20, Electronic Records (copies may be
obtained from your agency's records officer or from NARA). For travel
and transportation records not covered by this authority or for any
question regarding the disposition of Federal records, please contact:

> Life Cycle Management Division (NWML)
>
> National Archives and Records Administration
>
> Washington, D. C. 20408

The telephone number is (301) 713-7110.

## Appendix A: References

The following relevant laws, regulations, and publications were used in
preparation of this document:

-   Title 5 United States Code Chapter 57

-   Title 20 United States Code Section 905

-   Title 26 Code of Federal Regulations Part 1

-   Title 36 Code of Federal Regulations Chapter 12, Parts 1228 and 1234

-   Title 41 Code of Federal Regulations Chapters 300-304

-   General Accounting Office Policy and Procedures Manual for Guidance
    of Federal Agencies, Title 7, Fiscal Guidance

-   Treasury Financial Manual 3-5000

-   General Accounting Office, Office of the General Counsel, Civilian
    Personnel Law Manual, Title III---Travel and Title IV---Relocation

-   Department of State Standardized Regulations (DSSR)

-   Joint Travel Regulations (JTR), Volume 2---Department of Defense
    Civilian Personnel.

## Appendix B: Glossary

This section prescribes certain terms and definitions used in the travel
process.

*Common Carrier* Private sector suppliers of air, rail or bus
transportation.

*Commuted Rate* A rate used in connection with transportation and
temporary storage of household goods. It includes cost of line-haul
transportation, packing/unpacking, crating/uncrating, drayage incident
to transportation and other accessorial charges, and costs of temporary
storage within applicable weight limit for storage including in/out
charges and necessary drayage.

*Continental United States (CONUS)*

> The 48 contiguous States and the District of Columbia.

*Convenience Checks* Government contractor-provided product and service
which allows checks to be written on a government contractor-issued
charge card within established dollar limits.

*Delinquent Advance* An amount which no expenses are substantiated
within a reasonable period of time or an amount in excess of the
substantiated expenses that are not returned within a reasonable period
of time in accordance with Title 26 Code of Federal Regulations Part 1.

*Direct Billed* Negotiated agreement with a company who agrees to bill
directly to the agency for payment (e.g., lodging, airline and car
rental). These expenses will not be claimed on the employee's travel
voucher. Also includes On-Line Payment and Collection (OPAC) billings
from other Federal agencies such as Department of State for TDY travel
of employees stationed overseas.

*Electronic Signature* A method of signing an electronic message that
(a) identifies and authenticates a particular person as the source of
the electronic message; and (b) indicates such person's approval of the
information contained in the electronic message.

*En route Travel and Transportation of Employee and Immediate Family
Allowance*

> An allowance for travel (including per diem) and transportation
> expenses of the transferred employee and immediate family for en route
> travel between the old official station and the new official station.

*Foreign Area (see also Non-Foreign Area)*

> Any area, including the Trust Territories of the Pacific Islands,
> situated both outside CONUS and the non-foreign areas.

*Government Contractor-issued Individually Billed Charge Card*

> A Government contractor-issued charge card issued to authorized
> employees to pay for official travel and transportation expenses for
> which the charge card contractor bills the employee.

*Government Transportation Request (GTR) (Standard Form 1169)*

> A government document used to procure common carrier transportation
> services. The document obligates the government to pay for
> transportation services provided.

*Homesale Program / Home Marketing Incentive Payments*

> An incentive paid to an employee who participates in an agency
> homesale program and meets other conditions in FTR 302-14. The
> employee is taxed on the amount of the incentive and will not receive
> a Withholding Tax Allowance (WTA) or Relocation Income Tax (RIT)
> Allowance.

*Househunting Trip Allowance*

> An allowance for travel (including per diem) and transportation
> expenses of only the employee and/or spouse for one round trip to the
> new official station locally to find permanent residence quarters to
> rent or purchase.

*Miscellaneous Expenses Allowance*

> An allowance for defraying certain expenses associated with
> discontinuing a residence at one location establishing a residence at
> a new location. Costs include disconnecting/connecting appliances and
> utilities; cutting, fitting rugs/draperies; forfeiture losses on
> medical, dental, food locker contracts that not transferable;
> automobile registration; and driver's license.

*Mobile Home Allowance*

> An allowance for movement of a mobile home for use as a primary
> residence when movement is authorized instead of shipment and
> temporary storage of household goods.

*New Appointee* Any person newly appointed to government service,
including student trainees.

*Non-Foreign Area* Includes the United States, its territories or
possessions, the Commonwealth of Puerto Rico, the Commonwealth of the
Northern Marianna Islands, or the former Canal Zone area (i.e., areas
and installations in the Republic of Panama made available to the United
States pursuant to the Panama Canal Treaty of 1977 and related
agreements ( as described in section 3(a) of the Panama Canal Act of
1979) (excludes the Trust Territories of the Pacific Islands).

*Non-temporary Storage*

> Storage of household goods while the employee is assigned under a
> permanent change of station to an isolated or remote location within
> or outside the CONUS to which the employee cannot transport household
> goods. Property is stored either in available government-owned storage
> space or suitable commercial or privately owned space obtained by the
> government. Non-temporary storage is also available in conjunction
> with any temporary change of station assignment.

*Official Station* The location of an employee's or invitational
traveler's permanent work assignment. The geographic limits of the
official station are: (a) For an employee: (1) the corporate limits of
the city or town where stationed or if not in an incorporated city or
town; (2) the reservation, station, or other established area (including
established subdivisions of large reservations) having definite
boundaries where the employee is stationed; (b) For an invitational
traveler: (1) the corporate limits of the city or town where the home or
principle place of business exists or if not in an incorporated city or
town; (2) the reservation, station or other established area (including
established subdivisions of large reservations) having definite
boundaries where the home or principle place of business is located.

*Outside the Continental United States (OCONUS)*

> Outside of the 48 contiguous states and the District of Columbia.
> OCONUS includes both foreign an non-foreign areas.

*Per Diem Allowance* A daily payment for lodging, meals, and related
incidental expenses used instead of reimbursement for actual expenses.

*Permanent Change of Station (PCS)*

> The relocation of an employee to a new official station or post of
> duty for permanent duty.

*Post of Duty* An official station outside CONUS.

*Property Management Services Allowance*

> An allowance paid by the agency to the employee or directly to a
> relocation company to manage the employee's residence as a rental
> property. The employee is taxed on the amount of expenses whether the
> agency paid directly to the employee or to the relocation services
> company.

*Relocation Income Tax (RIT) Allowance*

> A reimbursement calculated in Year 2 and paid to the employee to cover
> the additional tax liability (Federal, State and local taxes) as a
> result of certain moving expenses furnished in-kind or for which the
> Government provides reimbursement or a relocation allowance to the
> transferred employee not covered by the Withholding Tax Allowance paid
> in Year 1).

*Relocation Services Allowance*

> Agency payments made to a private company under a contract with an
> agency to assist a transferred employee in relocating to the new
> official station. Amounts the agency pays to a relocation services
> company on behalf of an employee may be taxable to the employee.
> (Agencies ma)' contact the Assistant Chief Counsel , Internal Revenue
> Service, 1111 Constitution Avenue, NW, Washington, D.C. 20224 for
> information on the income tax consequences of payments made to a
> relocation services company.)

*Remote User* An individual who can stay-in-touch from any location to
perform the service needed.

*Requirements* JFMIP systems requirements are either mandatory or
value-added. The definitions of these two categories are:

*Mandatory* Mandatory requirements describe what the system must do and
consist of the minimum acceptable functionality necessary to establish a
system or are based on Federal laws and regulations. Mandatory
requirements are those against which agency heads evaluate their systems
to determine substantial compliance with system requirements under the
Federal Financial Management Improvement Act (FFMIA). These requirements
apply to existing systems in operations and new systems planned or under
development.

*Value-added* Value-added requirements describe features or
characteristics and may consist of an)' combination of the following:
(1) using state-of-the-art technology, (2) employing the preferred or
best business practices, or (3) meeting the special management needs of
an individual agency. Value-added, optional, and other similar
terminology may be used to describe this category of requirements.
Agencies should consider value-added features when judging systems
options. The need for these value-added features in agency systems is
left to the discretion of each agency head.

*Residence Transaction Expense Reimbursement*

> A reimbursement to the employee of allowable expenses for the sale of
> the residence (or expenses of settlement of an unexpired lease) at the
> old official station and for purchase of a home at the new official
> station.

*Split Disbursement A payment in which the traveler designates
applicable amounts to he paid to a Government charge card contractor and
to the traveler.*

*Temporary Change of Station (TCS)*

> The relocation of an employee to a new official station for a
> temporary period (not less than 6 months, nor more than 30 months)
> while the employee is performing a long-term assignment and subsequent
> return of the employee to the previous official station upon
> completion of that assignment.

*Temporary Duty (TDY) location*

> A place, away from an employee's official station, where the employee
> is authorized to travel.

*Temporary Quarters Subsistence Expense Allowance*

> An allowance to reimburse an employee for expenses such as lodging,
> meals and incidental expenses incurred by the employee and immediate
> family during occupancy of temporary quarters. (Not authorized for a
> transfer to a foreign area (See Department of State regulations for
> foreign area temporary quarters subsistence expense.))

*Temporary Storage* Storage of household goods at origin, destination,
or en route in connection with transportation to, from, or between
official station or posts of duty or authorized points. Storage is
provided instead of furnished quarters or a quarters allowance and is
allowed only when storage is incident to transportation of household
goods at government expense.

*Transportation of Household Goods Allowance*

> An allowance for transportation (including temporary storage) expenses
> for movement of household goods from the old official station to the
> new official station. Items such as live animals, automobiles,
> perishable items and other items as set forth in FTR 302-1 are
> specifically excluded from the definition household goods.

*Transportation of Privately Owned Vehicle (POV) Allowance*

> An allowance for transportation of a motor vehicle not owned by the
> government and used by the employee or immediate family to an official
> station within or outside the CONUS. The agency may also pay for
> emergency storage of the vehicle when it is transported at Government
> expense and when it is determined that the immediate family and
> household goods should be evacuated.

*Travel Advance* Prepayment for estimated cash transaction travel
expenses paid to an employee.

*Travel Authorization (Orders)*

> Written approval to travel on official business. There are three basic
> types of travel authorizations:
>
> A. Unlimited open---An authorization allowing an employee to travel
> for an)' official purpose without further authorization.
>
> B. Limited open---An authorization allowing an employee to travel on
> official business without further authorization under certain specific
> conditions, i.e., travel to specific geographic area(s) for specific
> purpose(s), subject to trip cost ceilings, or for specific periods of
> time.
>
> C. Trip-by-trip---An authorization allowing an individual or group of
> individuals to take one or more specific official business trips,
> which must include specific purpose, itinerary, and estimated costs.

*Travel Management System (TMS)*

> A system to arrange travel services for Federal employees on official
> travel, including tickets and transportation, and reservation of
> accommodations. A TMS includes a travel management center, commercial
> ticket office, electronic travel management system, or other
> commercial method of arranging travel.

*Travel Voucher* A signed claim for reimbursement of expenses incurred
in the performance of official travel.

*Withholding Tax Allowance (WTA)*

> A reimbursement or payment calculated in Year 1 for moving expenses
> made to the employee to cover the employee's Federal or Puerto Rico
> tax withholding obligations each time covered moving expense
> reimbursements are made that result in a Federal or Puerto Rico tax
> withholding obligation.

*Year 1* The calendar year in which reimbursement or payment for moving
expenses is made to, or for the employee.

*Year 2* The calendar year in which a claim for the RIT Allowance is
actually paid.

## Appendix C: Contributors

### Joint Financial Management Improvement Program (JFMIP) Steering Committee

Donald V. Hammond, Chair, Department of the Treasury

Karen Cleary Alderman, Executive Director, JFMJP

William B. Early, General Services Administration

Jeffrey C. Steinhoff, U.S. General Accounting Office

J. Gilbert Seaux, Office of Personnel Management

Norwood Jackson, Office of Management and Budget

### Joint Financial Management Improvement Program

Karen Cleary Alderman, Executive Director

Dennis Mitchell

Pamela Perrin

### Chief Financial Officers' Council, Financial Systems Committee

R. Schuyler Lesher, Chair, Department of Interior

### Travel System Requirements Project Team

*General Services Administration (Sponsoring Agency)*

Bill Topolewski, Director, Office of Financial Management Systems
(Project Sponsor)

Bruce Fitch

Eileen Rollyson (Team Leader)

[Project Team Members]{.underline}

*Agency for International Development*

Tom Mundell

*Department of Agriculture*

Mary B. Andrasco

*Department of Defense*

Mike DiVittorio

*Department of Education*

Cindy Carroll

*Department of Energy*

Michele Cooley

Julie Squires

*Environmental Protection Agency*

Randi Davis Bolyard

Sheila Fant

*US. General Accounting Office*

Robert W. Gramling

Bruce Michelson

Janett Smith

Susan Mason

Chris Martin

*National Aeronautics and Space Administration*

Joseph Chupka

*Small Business Administration*

Violet G. Bailey

Mary Sprague

*Department of Veterans Affairs*

Rene Fecteau

## Requests for Publications

JFMIP documents may be accessed electronically on FinanceNet Internet
site:

http ://www.financenet.gov/financenet/fed/jfmip/jfmip.htm

The JFMIP uses the General Accounting Office's Document Distribution
Center to fulfill publication requests which are made after mail list
distribution. The first copy of each publication requested is free.
Additional copies are \$2 each. Orders for 100 or more copies to be
mailed to a single address are discounted 25%. Orders should be sent to
the following address accompanied by a check or money order made out to
the Superintendent of Documents, when necessary.

Orders by mail:

U.S. General Accounting Office

P0 Box 37050

Washington, DC 20013

Orders may also be placed by calling 202/512-6000, by fax 202/512-6061
or TDD 202/512-2537.