GENERAL SERVICES ADMINISTRATION May 8, 2006 Washington, DC 20405

FEDERAL TRAVEL REGULATION\
Amendment 2006-02

TO: Heads of Federal agencies

SUBJECT: Amendment 2006-02, FTR Case 2006-302, Conference
Planning-Prepayment of Registration Fee

1\. [Purpose.]{.underline} This final rule amends the Federal Travel
Regulation (FTR) by clarifying that advance payment of discounted
conference fees may be treated as an allowable travel advance, and by
adding a new section to allow for the reimbursement of the prepayment of
\"early bird\" discounted registration fees to attend a conference or
training seminar. This clarification is added to allow agencies to take
advantage of discounted \"early bird\" registration discounts, thereby
saving Government funds. This FTR rule was published in the Federal
Register at 71 FR 24597, April 26, 2006. The FTR and any corresponding
documents may be accessed at GSA\'s website at
[*[http://www.gsa.gov/ftr.]{.underline}*](http://www.gsa.gov/ftr.)

2\. [Effective]{.underline} [date.]{.underline} April 26, 2006.

3\. [Background.]{.underline} When planning a conference, it is a
general practice to offer discounted \"early bird\" registration fees,
which are available in the months prior to the beginning of the
conference. However, many travelers have expressed reluctance over
taking advantage of such offers because of the belief that they cannot
claim reimbursement until the conference is over, and they file their
travel claims. To take advantage of such specials, agencies may
authorize travelers to charge such fees to their individually billed
Government sponsored travel cards. Accordingly, this final rule
clarifies that authorized travelers are allowed to register early and
claim reimbursement for the discounted registration fee as soon as their
agencies have approved their attendance at the conference. This final
rule also addresses the situations when the traveler fails to attend the
conference and identifies the circumstances under which the traveler
might have to repay the agency for the registration fee.

4\. [Explanation of changes.]{.underline} This final rule amends the
Federal Travel Regulation (FTR) as follows:

• In section 301-51.200 paragraph (b) regarding non-cash transactions is
revised.

• Sections 301-74.25 and 301-74.26 are added to address reimbursement of
advanced payments.

5\. [Filing]{.underline} [instructions.]{.underline} Remove and insert
the following pages to the FTR:

> Remove page(s): Insert page(s):

+--------------------------------------+-------------------------------+
| TOC,                                 | TOC,                          |
|                                      |                               |
| > pp. 301-xiii and 301\--xiv         | pp. 301-xiii and 301-xiv      |
+--------------------------------------+-------------------------------+
| 301-51-3 and 301-51-4                | 301-51-3 and 301-51-4         |
+--------------------------------------+-------------------------------+
| 301-74-3 and 301-74-4                | 301-74-3 and 301-74-4         |
+--------------------------------------+-------------------------------+

![](media/image1.png){width="2.6354166666666665in"
height="0.7652777777777777in"}![](media/image2.png){width="0.725in"
height="0.5958333333333333in"}

John G. Sindelar

Acting Associate Administrator Office of Governmentwide Policy

Attachment

**AMENDMENT** 2006-02 APRIL 26, 2006

Chapter 301-Temporary Duty (TDY) Travel Allowances CONTENTS

> **Subpart D-Travel Payment System**
>
> §301-73.300-What is a travel payment system?
>
> §301-73.301-How do we obtain travel payment system services?

**Part 301-74-Conference Planning**

**Subpart A-Agency Responsibilities**

> §301-74.1-What policies must we follow in planning a conference?
>
> §301-74.2-What costs should be considered when planning a conference?
>
> §301-74.3-What must we do to determine which conference expenditures
> result in the greatest advantage to the Government?
>
> §301-74.4-What should cost comparisons include?
>
> §301-74.5-How should we select a location and a facility?
>
> §301-74.6-What can we do if we cannot find an appropriate conference
> facility at the chosen locality per diem rate?
>
> §301-74.7-What is the conference lodging allowance?
>
> §301-74.8-Who may authorize reimbursement of the conference lodging
> allowance for a Government sponsored conference?
>
> §301-74.9-Who may authorize reimbursement of the conference lodging
> allowance for a non-Government sponsored conference?
>
> §301-74.10-May the conference lodging allowance ever exceed 25 percent
> above the lodging per diem rate? §301-74.11-May we provide light
> refreshments at an official conference? §301-74.12-May we use both the
> conference lodging allowance method and the actual expense method of
>
> reimbursement concurrently?
>
> §301-74.13-May we include conference administrative costs in an
> employee\'s per diem allowance payment for attendance at a conference?
>
> §301-74.14-Are there any special requirements for sponsoring or
> funding a conference at a hotel, motel or other place of public
> accommodation?
>
> §301-74.15-May we waive the requirement in §301-74.14?
>
> §301-74.16-What must be included in any advertisement or application
> form relating to conference attendance?
>
> §301-74.17-What special rules apply when a conference is held in the
> District of Columbia? §301-74.18-What policies and procedures must we
> establish to govern the selection of conference attendees?
>
> §301-74.19-What records must we maintain to document the selection of
> a conference site?
>
> **Subpart B-Conference Attendees**
>
> §301-74.21-What is the applicable M&IE rate when meals or light
> refreshments are furnished by the
>
> Government or are included in the registration fee?
>
> §301-74.22-When may an employee, attending a conference, be authorized
> the conference lodging
>
> allowance?
>
> §301-74.23-Is the conference lodging allowance an actual expense
> reimbursement?
>
> §301-74.24-When should actual expense reimbursement be authorized for
> conference attendees? §301-74.25-May we reimburse travelers for an
> advanced payment of a conference or training registration fee?
>
> §301-74.26-What is the traveler required to do if he/she is unable to
> attend an event for which they were reimbursed for an advanced
> discounted payment of a conference or training registration fee?
>
> **Subpart A-General Rules**
>
> §301-75.1-What is the purpose of the allowance for pre-employment
> interview travel expenses? §301-75.2-May we pay pre-employment
> interview travel expenses?
>
> §301-75.3-What governing policies and procedures must we establish
> related to pre-employment interview travel?

301-xiii

> **CONTENTS** FEDERAL TRAVEL REGULATION

§301-75.4-What other responsibilities do we have for pre-employment
interview travel?

> **Subpart B-Travel Expenses**
>
> §301-75.100-Must we pay all of the interviewee\'s pre-employment
> interview travel expenses? §301-75.101-What pre-employment interview
> travel expenses may we pay? §301-75.102-What pre-employment interview
> travel expenses are not payable? §301-75.103-What are our
> responsibilities when we authorize an interviewee to use common
> carrier
>
> transportation to perform pre-employment interview travel?
>
> **Subpart C-Obtaining Travel Services and Claiming Reimbursement**
>
> §301-75.200-How will we pay for pre-employment interviewee travel
> expenses?
>
> §301-75.201-May we allow the interviewee to use individual Government
> contractor-issued charge cards for pre-employment interview travel?
>
> §301-75.202-What must we do if the interviewee exchanges the ticket he
> or she has been issued? §301-75.203-May we provide the interviewee
> with a travel advance?
>
> §301-75.204-May we use Government contractor-issued travelers checks
> to pay for the interviewee\'s travel expenses?
>
> §301-75.205-Is the interviewee required to submit a travel claim to
> us?

**Part 301-76-Collection of Undisputed Delinquent Amounts Owed to the
Contractor Issuing the Individually Billed Travel Charge Card**

> **Subpart A-General Rules**
>
> §301-76.1-May we collect undisputed delinquent amounts that an
> employee (including members of the uniformed services) owes to a
> Government travel charge card contractor? §301-76.2-What is disposable
> pay?
>
> **Subpart B-Policies and Procedures**
>
> §301-76.100-Are there any due process requirements with which we must
> comply before collecting
>
> undisputed delinquent amounts on behalf of the charge card contractor?
>
> §301-76.101-Who is responsible for ensuring that all due process and
> legal requirements have been met? §301-76.102-Can we collect
> undisputed delinquent amounts if we have not reimbursed the employee
> for amounts reimbursable under applicable travel regulations?
>
> §301-76.103-What is the maximum amount we may deduct from the
> employee\'s disposable pay?

Appendix A to Chapter 301-Prescribed Maximum Per Diem Rates for CONUS

Appendix B to Chapter 301-Allocation of M&IE Rates To Be Used in Making
Deductions From the M&IE Allowance

Appendix C to Chapter 301-Standard Data Elements for Federal Travel
Appendix D to Chapter 301-Glossary of Acronyms

Appendix E to Chapter 301-Suggested Guidance for Conference Planning

301-xiv (Amendment 2006-02)

**AMENDMENT 2006-02 APRIL 26, 2006**

Chapter 301-Temporary Duty (TDY) Travel Allowances

[Part]{.underline} [301-51-Paying]{.underline} [Travel]{.underline}
[Expenses **§301-51.203**]{.underline}

**Subpart C-Receiving Travel Advances**

**§301-51.200 For what expenses may I receive a travel** advance?

+-----------------------------------+----------------------------------+
| For                               | You may **receive an advance**   |
+-----------------------------------+----------------------------------+
| \(a\) Cash transaction expenses   | Any time you travel.             |
|                                   |                                  |
| > (i.e., expenses that as a       |                                  |
| >                                 |                                  |
| > general rule cannot be charged  |                                  |
| >                                 |                                  |
| > and must be paid using cash, a  |                                  |
| >                                 |                                  |
| > personal check, or travelers    |                                  |
| >                                 |                                  |
| > check).                         |                                  |
+-----------------------------------+----------------------------------+
| > \(1\) M&IE covered by the per   |                                  |
| >                                 |                                  |
| > diem allowance or actual        |                                  |
| >                                 |                                  |
| > expenses allowance;             |                                  |
| >                                 |                                  |
| > \(2\) Miscellaneous             |                                  |
| >                                 |                                  |
| > transportation expenses         |                                  |
| >                                 |                                  |
| > such as local                   |                                  |
| >                                 |                                  |
| > transportation system and       |                                  |
| >                                 |                                  |
| > taxi fares; parking fees;       |                                  |
| >                                 |                                  |
| > ferry fees; bridge, road,       |                                  |
| >                                 |                                  |
| > and tunnel fees; and            |                                  |
| >                                 |                                  |
| > aircraft parking, landing,      |                                  |
| >                                 |                                  |
| > and tie-down fees;              |                                  |
| >                                 |                                  |
| > \(3\) Gasoline and other        |                                  |
| >                                 |                                  |
| > variable expenses covered       |                                  |
| >                                 |                                  |
| > by the mileage allowance        |                                  |
| >                                 |                                  |
| > for advantageous use of a       |                                  |
| >                                 |                                  |
| > privately owned                 |                                  |
| >                                 |                                  |
| > automobile for official         |                                  |
| >                                 |                                  |
| > business; and                   |                                  |
| >                                 |                                  |
| > \(4\) Other authorized          |                                  |
| >                                 |                                  |
| > miscellaneous expenses          |                                  |
| >                                 |                                  |
| > that cannot be charged          |                                  |
| >                                 |                                  |
| > using a Government              |                                  |
| >                                 |                                  |
| > contractor-issued charge        |                                  |
| >                                 |                                  |
| > card and for which a cost       |                                  |
| >                                 |                                  |
| > can be estimated.               |                                  |
+-----------------------------------+----------------------------------+
| \(b\) Non-cash transaction        | Only in the following            |
|                                   | situations:                      |
+-----------------------------------+----------------------------------+
| > expenses (e.g., lodging,        | \(1\) Government contractor­      |
+-----------------------------------+----------------------------------+
| > common carrier, advance         | > issued charge card not         |
+-----------------------------------+----------------------------------+
| > payment of discounted           | > expected to be accepted.       |
+-----------------------------------+----------------------------------+
| > conference registration fee).   | \(2\) Government contractor­      |
+-----------------------------------+----------------------------------+
|                                   | > issued charge card issuance    |
|                                   | >                                |
|                                   | > denied. Your agency has        |
|                                   | >                                |
|                                   | > decided not to provide you a   |
|                                   | >                                |
|                                   | > Government contractor­          |
|                                   | >                                |
|                                   | > issued individually billed     |
|                                   | >                                |
|                                   | > travel card.                   |
|                                   |                                  |
|                                   | \(3\) Official change of         |
|                                   | station.                         |
|                                   |                                  |
|                                   | > Your agency determines that    |
|                                   | >                                |
|                                   | > use of a Government            |
|                                   | >                                |
|                                   | > contractor-issued individually |
|                                   | >                                |
|                                   | > billed travel card would not   |
|                                   | > be feasible incident to a      |
|                                   | > transfer, particularly a       |
|                                   | > transfer to another agency.    |
|                                   |                                  |
|                                   | \(4\) Financial hardship would   |
|                                   | be                               |
|                                   |                                  |
|                                   | > incurred.                      |
+-----------------------------------+----------------------------------+

**§301-51.201 What is the maximum amount that my agency may advance?**

The amount your agency advances you may not exceed the following
amounts:

+--------------------+-------------------------------------------------+
| For                | **The maximum amount your agency may**          |
|                    |                                                 |
|                    | **advance is**                                  |
+--------------------+-------------------------------------------------+
| Cash transaction   | The estimated amount of your cash transaction   |
|                    |                                                 |
| expenses           | expenses. (For M&IE, your advance is limited    |
|                    |                                                 |
|                    | to the M&IE rate under the lodgings-plus per    |
|                    |                                                 |
|                    | diem method.)                                   |
+--------------------+-------------------------------------------------+
| Non-cash           | Generally zero. However, your agency may        |
|                    |                                                 |
| transaction        | advance up to the full amount of your expected  |
|                    | non-cash transaction expenses for an individual |
| expenses (See      | trip (or not to exceed a 45-day period for an   |
|                    | open authorization) in accordance with          |
| > **               |                                                 |
| §301-51.200(b)**). | §301-51.200(b).                                 |
+--------------------+-------------------------------------------------+
|                    |                                                 |
+--------------------+-------------------------------------------------+

> **§301-51.202 When must I account for my advance?**

You must file a travel claim which accounts for your advance after
completion of your assignment, in accordance with your agency\'s policy.
If you are in a continuous travel status (e.g., an auditor or inspector)
or if you submit periodic reimbursement vouchers on an individual trip
authorization, your agency may reimburse you the full amount of your
travel expenses without any deduction of your advance until such time as
you file a final voucher. If the amount advanced is less than the amount
of the voucher on which it is deducted, you will be reimbursed the net
amount. If the advance exceeds the reimbursable amount, you must
immediately refund the excess.

**§301-51.203 What must I do about my advance if my trip is canceled or
postponed indefinitely?**

Promptly notify the appropriate agency officials and refund any monies
advanced in connection with the autho­rized travel.

301-51-3

FEDERAL TRAVEL REGULATION

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301-51-4 (Amendment 2006-02)

**AMENDMENT** 2006-02 APRIL 26, 2006

Chapter 301-Temporary Duty (TDY) Travel Allowances

[Part]{.underline} [301-74-Conference]{.underline} [Planning
§301-74.26]{.underline}

**Note to** §3(11-74.17(a): This provision does not prohibit payment of
per diem to an employee authorized to obtain lodging in the District of
Columbia while performing official business travel.

**§301-74.18 What policies and procedures must we establish to govern
the selection of conference attendees?**

You must establish policies that reduce the overall cost of conference
attendance. The policies and procedures must:

\(a\) Limit your agency\'s representation to the minimum number of
attendees determined by a senior official necessary to accomplish your
agency\'s mission; and

\(b\) Provide for the consideration of travel expenses when selecting
attendees.

**§301-74.19 What records must we maintain to document the selection of
a conference site?**

For each conference you sponsor or fund, in whole or in part for 30 or
more attendees, you must maintain a record of the cost of each
alternative conference site considered. You must consider at least three
sites. You must make these records available for inspection by your
Office of the Inspec­tor General or other interested parties.

**Subpart B-Conference Attendees**

**Note to [Subpart 13:]{.underline}** Use of pronouns \"we\", \"you\",
and their variants throughout this part refers to the agency.

**§301-74.21 What is the applicable M&IE rate when meals or light
refreshments are furnished by the**

**Government or are included in the registration fee?**

When meals or light refreshments are furnished by the Government or are
included in the registration fee the appli­cable M&IE will be calculated
as follows:

\(a\) If meals are furnished the appropriate deduction from the M&IE
rate must be made (see [§301-11.18]{.underline} of this chapter).

\(b\) If light refreshments are furnished, no deduction of the M&IE
allowance is required.

**§301-74.22 When may an employee, attending a conference, be authorized
the conference lodging**

> **allowance?**

An employee, authorized to attend a conference, may be authorized the
conference lodging allowance as prescribed in
**§**[301-74.8]{.underline} and 301-[74]{.underline}.9.

**§301-74.23 Is the conference lodging allowance an actual expense
reimbursement?**

No. The conference lodging allowance is a separate method of
reimbursement for lodgings expenses.

**§301-74.24 When should actual expense reimbursement be authorized for
conference attendees?**

If the conference lodging allowance still is inadequate, you may
authorize actual expense reimbursement under

[§301-11.]{.underline}300 of this chapter in lieu of the conference
lodging allowance method.

**§301-74.25 May we reimburse travelers for an advanced payment of a
conference or training registration fee?**

Yes, you may reimburse travelers for an advanced dis­counted payment for
a conference or training registration fee as soon as you have approved
their travel to that event, and they submit a proper claim for the
expenses incurred.

**§301-74.26 What is the traveler required to do if he/she is unable to
attend an event for which they were**

> **reimbursed for an advanced discounted payment of a conference or
> training registration fee?**

In all cases where a traveler is unable to attend an event for which a
discounted registration fee was paid and reimbursed in advance of the
event, the traveler must seek a refund of the registration fee and repay
the agency with any refund received. If no refund is made, the agency
must absorb the advanced payment if the traveler\'s failure to attend
the event was caused either by an agency decision or for reasons beyond
the employee\'s control that are acceptable to the agency, e.g.,
unforeseen illness or emergency. If no refund is made, and the
traveler\'s failure to attend the scheduled event is due to reasons
deemed unexcusable by the agency, the trav­eler must repay the agency for
the amount advanced.

FEDERAL TRAVEL REGULATION

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301-74-4 (Amendment 2006-02)