-   USDA travelers (i.e., USDA employees and invitational travelers)
    must have an Authorization Number to make travel arrangements.

> **Exception:** Travelers identifying themselves as "VIP" or "Mission
> Critical," without an authorization number, are not to be refused
> travel services. EDS must notify the appropriate Travel Policy Users
> Group (TPUG) member for reconciliation purposes. USDA provided EDS a
> standard default authorization number for tracking purposes: (AG
> \[2-digit agency code\] VIP \[initials of first and last name\]\[last
> four digits of social security number\]. Once the ticket is issued,
> FedTraveler.com will not allow the default authorization number to be
> changed.

-   USDA travelers (i.e., USDA employees) must use their individually
    billed account (IBA)(otherwise known as the travel charge card) for
    CONUS/Non-foreign area travel charge card travel reservations. If
    the traveler does not have an IBA or is traveling to a foreign area,
    the Government Transportation System (GVTS) account should be used
    for common carrier reservations ONLY. USDA travelers (i.e., USDA
    employees, and invitational travelers), who do not have an IBA, must
    use their personal credit card to reserve hotel and auto rental.

-   Centrally billed account (CBA) cards cannot be used under the Bridge
    Solution.

-   USDA travelers (i.e., USDA employees and invitational travelers)
    traveling within CONUS/Non-foreign areas are typically ticketed
    3-business days prior to travel. However, travelers may request
    early ticketing up to 15-business days prior to travel, which may
    result in the charge appearing on the Bank of America (BOA)
    statement earlier. If early ticketing is requested within the
    15-business days, no further approval is required. If early
    ticketing is requested outside the 15-business days, refer to the
    appropriate TPUG representative for approval. You must use the full
    service booking option for early ticketing outside the 15-business
    day rule.

-   Foreign area travel reservations, that include paper ticket
    deliveries, are typically ticketed 5-business days prior to travel.
    However, travelers may request early ticketing up to 15-business
    days prior to travel, which may result in the charge appearing on
    the Bank of America (BOA) statement earlier. If early ticketing is
    requested within the 15-business days, no further approval is
    required. If early ticketing is requested outside the 15-business
    days by the traveler, refer to the appropriate TPUG representative
    for approval. You must use the full service booking option for early
    ticketing outside the 15-business day rule.

##### NON-CONTRACT FARES 

  ------------------------------------------------------ -------- --------
  Must USDA travelers^1^ use the Government contract     Yes      No
  fares? ^2^                                                      

  Are USDA travelers^1^ allowed to select personal       Yes      No
  preferred airlines?                                             

  Are USDA travelers^1^ required to accept connections?  Yes      No

  Are USDA travelers^1^ allowed to use non-refundable    Yes      No
  fares? ^2,3^                                                    
  ------------------------------------------------------ -------- --------

**^1^** USDA travelers include all USDA employees and invitational
travelers.

^2^**Exception:** If a USDA employee selects a non-contract fare
(includes non-refundable fares, see ^3^Note):

A.  In the Online Booking Engine (OBE) the following warning message is
    displayed: "You

> did not choose a Government contract flight. Non-contract fare use
> must meet one of the exceptions listed in FTR §301-10.107 (Examples:
> space is not available to accomplish the mission of the agency; flight
> is inconsistent with travel during normal working hours; a lower fare
> is available to the general public and including the combined costs of
> transportation, lodging, meals, and related expenses will result in a
> lower total trip cost to the government; rail service is available and
> is cost effective and consistent with mission requirements; smoking is
> permitted and the nonsmoking section is not acceptable to the
> traveler). Non-contract fares may incur additional cost if changed.
> Click 'OK' to continue or 'Cancel' to choose a new fare." If the
> traveler clicks "OK" to continue, it requires selection of a standard
> justification from a drop down menu. This action automatically
> generates an email notifying <travelpolicy@usda.gov> and the
> appropriate TPUG representative.

B.  In the full service option, EDS must advise the traveler of the
    selection and

> the adverse actions associated with it. EDS will advise the traveler
> if they have chosen a non-contract fare and require the traveler to
> provide one of the five FTR justifications (FTR §301-10.107). EDS will
> book, as requested, and place a remark in the traveler's itinerary
> noting the justification selected.

^3^**Note:** OCFO will inform EDS in writing of the agencies permitted
to use non-refundable fares.

-   Exception alerts are activated in the OBE. These automatic email
    alerts inform the appropriate TPUG member, that the traveler did not
    select a Government contract fare using the OBE.

```{=html}
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```
-   USDA does not have a preferred airline carrier.

-   USDA does not have a default rental car company.

-   USDA does not have a default hotel chain.

-   USDA travelers (i.e., USDA employees and invitational travelers)
    cannot use FedTraveler.com for personal travel.

## CLASS OF SERVICE

  --------------------------------------- ---------- ------------- --------
  Default class of service allowed for    Coach      Business      First
  CONUS/Non-foreign area trips.                                    

  Default class of service allowed for    Coach      Business      First
  all foreign area trips.                                          

  Default class of service for            Coach      Business      First
  long-flights.                                                    
  --------------------------------------- ---------- ------------- --------

**Exception:** If a traveler meets any of the accommodations listed in
FTR §301-10.124, they may request business class (Example: For trips
exceeding **14 hours**, travelers may request business class). EDS must
ask the traveler if they have received agency approval. EDS will book,
as requested, and place a remark in the traveler's itinerary stating
their response.

**Exception:** Travelers may be permitted first class travel in
accordance with FTR §301-10.123. Examples of these conditions include:
documented medical condition; no other seats available in mission
critical situations; etc. EDS must ask the traveler if they have
received agency approval. EDS will book, as requested, and place a
remark in the traveler's itinerary stating their response.

**Note:** Travelers using frequent flyer miles may contact the airlines
directly to upgrade to business or first class as long as there are no
additional costs to the government.

-   Are USDA travelers (i.e., USDA employees and invitational travelers)
    required to search multiple airports? Yes No

**Note:** In collocated areas, EDS will perform a cost comparison and
inform the traveler. If the transportation selected, in collocated
areas, is \$200.00 or greater than other available Government contract
flights, EDS will book, as requested, and place a remark in the
traveler's itinerary stating the less costly flight was not selected.

-   Are USDA travelers (i.e., USDA employees and invitational travelers)
    allowed to request paper tickets? Yes No

    **Exception:** Travelers can only request paper tickets for foreign
    area travel or when e-tickets are not available. EDS will forward
    tickets to the address listed in the home address field in the
    member's profile.

#  

HOTEL POLICY

-   May the GVTS be used for hotel guarantee? Yes No

-   Should hotels participating in the Federal Premier Lodging Program
    (FPLP) be highlighted in the OBE? Yes No

    **Note:** First consideration must be given to FPLP properties. The
    FPLP hotels are displayed first in the OBE in a separate table. If
    an FPLP property is not available near TDY destination then the
    traveler must select a FEMA compliant property. Not all FEMA
    compliant properties are members of FPLP.

## RENTAL CAR POLICY

**Rental Car requirements** --- Organization preferred car size (select
one)

  ------------- ------- ---------------------- --- ------------------------ ---
  Economy       **X**   Compact                    Intermediate             

                                                                            

  Full Size             Luxury                                              
  ------------- ------- ---------------------- --- ------------------------ ---

-   Are USDA employees and invitational travelers allowed to select a
    different car size?

> Yes No

**Exception:** Travelers must meet any of the following conditions to
select a rental car other than Economy as approved and documented within
the remarks section of the travel authorization (AD-202) that shall be
maintained by the agency. (Examples: multiple travelers utilizing one
vehicle rental; medical disability; physical need of additional space;
weather conditions at TDY location; the default preferred car size is
not available, traveler may move up to the next rental car size).

##