Title 41—Public Contracts and Property Management--Volume 1
PART 301-1—APPLICABILITY
§ 301-1.1   What is an “agency” for purposes of TDY allowances?
§ 301-1.2   What is an “employee” for purposes of TDY allowances?
An “employee” is:
(a) An individual employed by an agency, regardless of status or rank; or
(b) An individual employed intermittently in Government service as an expert or consultant and paid on a daily when-actually-employed (WAE) basis; or
(c) An individual serving without pay or at $1 a year (also referred to as “invitational traveler”).
§ 301-1.3   Who is eligible for TDY allowances?
This chapter covers the following individuals:
(a) Employees traveling on official business;
(b) Interviewees performing pre-employment interview travel;
(c) Employees who must interrupt official business travel to perform emergency travel as a result of an incapacitating illness or injury or a personal emergency situation; and
(d) Threatened law enforcement/investigative employees and members of their family temporarily relocated to safeguard their lives because of a threat resulting from the employee's assigned duties.
§ 301-2.1   Must I have authorization to travel?
Yes, generally you must have written or electronic authorization before incurring any travel expense. When it is not practicable or possible to obtain such authorization before travel begins, your agency may approve reimbursement for specific travel expenses after travel is completed. However, written or electronic advance authorization is required for items in § 301-2.5(c), (i), (n), and (o) of this part.
§ 301-2.2   What travel expenses may my agency pay?
Your agency may pay only those expenses essential to the transaction of official business, which include:
(a) Transportation expenses as provided in part 301-10 of this chapter;
(b) Per diem expenses as provided in part 301-11 of this chapter;
(c) Miscellaneous expenses as provided in part 301-12 of this chapter; and
(d) Travel expenses of an employee with special needs as provided in part 301-13 of this chapter.
§ 301-2.3   What standard of care must I use in incurring travel expenses?
You must exercise the same care in incurring expenses that a prudent person would exercise if traveling on personal business.
§ 301-2.4   For what travel expenses am I responsible?
You are responsible for expenses over the reimbursement limits established in this chapter. Your agency will not pay for excess costs resulting from circuitous routes, delays, or luxury accommodations or services unnecessary or unjustified in the performance of official business. Failure to provide sufficient justification to your approving official for such accommodations or services will limit your reimbursement to the constructive cost of the amount authorized versus the amount claimed.
§ 301-2.5   What travel arrangements require specific authorization or prior approval?
You must have a specific authorization or prior approval for:
(a) Use of other than coach-class service on common carrier transportation;
(b) Use of a foreign air carrier or foreign ship;
(c) Use of reduced fares for group or charter arrangements;
(d) Use of cash to pay for common carrier transportation;
(e) Use of extra-fare train service;
(f) Travel by ship;
(g) Use of a rental car;
(h) Use of a Government aircraft;
(i) Payment of a reduced per diem rate;
(j) Payment of actual expense, unless your agency has issued a blanket actual expense authorization under § 301-70.201;
(k) Travel expenses related to emergency travel;
(l) Transportation expenses related to threatened law enforcement/investigative employees and members of their families;
(m) Travel expenses related to travel to a foreign area;
(n) Acceptance of payment from a non-Federal source for travel expenses, see chapter 304 of this subtitle;
(o) Travel expenses related to attendance at a conference; and
(p) Due to an employee's medical requirements or religious beliefs, payment of the full M&IE allowance even though meals are furnished by the Government either directly or through a registration fee or other payment for a conference or other event, in accordance with § 301-11.18(b).
Paragraphs (c), (i), (n), and (o) of this section require a written or electronic advance authorization.
§ 301-10.1   Am I eligible for payment of transportation expenses?
Yes, you are eligible for payment of transportation expenses when performing official travel, including authorized transportation expenses incurred within the TDY location.
§ 301-10.2   What expenses are payable as transportation?
Fares, rental fees, mileage payments, and other expenses related to transportation.
§ 301-10.3   What methods of transportation may my agency authorize me to use?
Your agency may authorize:
(a) Common carrier transportation (e.g., aircraft, train, bus, ship, or other transit system) under subpart B;
(b) Government vehicle under subpart C;
(c) POV under subpart D; or
(d) Special conveyance (e.g., taxi, TNC, innovative mobility technology company, or commercial automobile) under subpart E.
§ 301-10.4   How does my agency select the method of transportation to be used?
Your agency must select the method most advantageous to the Government, when cost and other factors are considered. Under 5 U.S.C. 5733, travel must be by the most expeditious means of transportation practicable and commensurate with the nature and purpose of your duties. In addition, your agency must consider energy conservation, total cost to the Government (including costs of per diem, overtime, lost worktime, and actual transportation costs), total distance traveled, number of points visited, and number of travelers.
§ 301-10.5   What are the presumptions as to the most advantageous method of transportation by order of precedence?
(a) Common carrier. Travel by common carrier is presumed to be the most advantageous method of transportation and must be used when reasonably available.
(b) Government-furnished automobile. When your agency determines that your travel must be performed by automobile, a Government-furnished automobile is presumed to be the most advantageous method of transportation.
(c) Rental car. If no Government-furnished automobile is available, but your agency has determined that travel must be performed by automobile, then a rental car should be authorized.
(d) Privately Owned Vehicle (POV). POVs should be determined to be the most advantageous method of transportation only after your agency evaluates the use of a common carrier, a Government-furnished automobile, and a rental car.
§ 301-10.6   What is my liability if I do not travel by the authorized method of transportation?
If you do not travel by the method of transportation required by regulation or authorized by your agency, any additional expenses you incur which exceed the cost of the authorized method of transportation will be borne by you.
§ 301-10.7   How should I route my travel?
You must travel to your destination by the usually traveled route unless your agency authorizes or approves a different route as officially necessary.
§ 301-10.8   What is my liability if, for personal convenience, I travel by an indirect route or interrupt travel by a direct route?
Your reimbursement will be limited to the cost of travel by a direct route or on an uninterrupted basis. You will be responsible for any additional costs.
§ 301-10.100   What types of common carrier transportation may I be authorized to use?
You may be authorized to use airline, train, ship, bus, or other transit system.
§ 301-10.101   What classes of common carrier accommodations are available?
Common carriers frequently update their levels of service and use various terminologies to distinguish those levels of service. For the purposes of this regulation, the classes of common carrier transportation are categorized as coach class, premium economy class, business class, and first class.
If an airline flight has only two classes of accommodations available, i.e., two distinctly different seating types (such as girth and pitch) and the front of the aircraft is termed “premium economy class” or higher by the airline and the tickets are fare coded as premium economy class or higher, then the front of the aircraft is deemed to be other than coach class. Alternatively, if an airline flight has only two seating sections available but equips both with one type of seating, ( i.e., seating girth and pitch are the same in both sections of the aircraft), and the seats in the front of the aircraft are fare coded as full fare economy class, and only restricted economy fares are available in the back of the aircraft, then the entire aircraft is to be classified as coach class. In this second situation, qualifying for other than coach class travel is not required to purchase an unrestricted full fare economy seat in the front of the aircraft as the entire aircraft is considered “coach class.”
§ 301-10.102   What class of common carrier accommodations must I use?
For all official travel you must use coach class accommodations, unless your agency authorizes or approves the use of other than coach class accommodations as provided under § 301-10.103.
§ 301-10.103   When may I use other than coach class accommodations?
You are required to exercise the same care in incurring expenses that a prudent person would exercise if traveling on personal business when making official travel arrangements. Therefore, you are required to use the least expensive class of accommodations necessary to meet your needs and accomplish the agency's mission. You may use the lowest other than coach class accommodations only when your agency specifically authorizes or approves such use as specified in paragraph (a), (b), or (c) of this section.
(a) Your agency may authorize or approve premium economy class accommodations when:
(1) Required to accommodate a medical disability or other special need;
(i) A medical disability must be certified annually in a written statement by a competent medical authority. However, if the disability is a lifelong condition, then a one-time certification statement is required. Certification statements must include at a minimum:
(A) A written statement by a competent medical authority stating that special accommodation is necessary;
(B) An approximate duration of the special accommodation; and
(C) A recommendation as to the suitable class of transportation accommodations based on the medical disability.
(ii) A special need must be certified annually in writing according to your agency's procedures. However, if the special need is a lifelong condition, then a one-time certification statement is required;
(iii) If you are authorized under § 301-13.3(a) of this subchapter to have an attendant accompany you, your agency may also authorize the attendant to use premium economy class accommodations if you require the attendant's services en route;
(2) Exceptional security circumstances, as determined by your agency, require premium economy class accommodations;
(3) Coach class accommodations on an authorized foreign carrier do not provide adequate sanitation or health standards;
(4) Regularly scheduled service between origin and destination points, including connecting points, provide only other than coach class accommodations and you certify such on your voucher;
(5) Your common carrier costs are paid in full through agency acceptance of payment from a non-Federal source in accordance with chapter 304 of this title;
(6) Your origin and/or destination is/are OCONUS and your scheduled flight time, including stopovers and change of planes, is in excess of eight hours;
(7) The use results in an overall cost savings to the Government by avoiding additional subsistence costs, overtime, or lost productive time while awaiting coach class accommodations;
(8) No space is available in coach class accommodations that allows you to arrive in time to accomplish the mission, which is urgent and cannot be postponed; or
(9) Required because of agency mission, consistent with your agency's internal procedures pursuant to § 301-70.102(i).
(b) Your agency may authorize or approve business class accommodations under paragraphs (a)(1) through (5) and (7) through (9) of this section, or when:
(1) Your origin and/or destination are OCONUS;
(2) Your scheduled flight time, including stopovers and change of planes, is more than 14 hours;
(3) You are required to report to duty the following day or sooner; and
(4) Your agency has determined business class accommodations are more advantageous than authorizing a rest period en route or at your destination pursuant to § 301-11.20.
(c) Your agency may authorize or approve first class accommodations under paragraph (a)(1), (2), or (9) of this section, or when no coach class, premium economy class, or business class accommodations are reasonably available. “Reasonably available” means available on a common carrier that is scheduled to leave within 24 hours of your proposed departure time, or scheduled to arrive within 24 hours of your proposed arrival time.
Other than coach class accommodations may be obtained at a traveler's personal expense, including through redemption of program membership benefits such as frequent flyer programs.
Open authorization ( i.e., Unlimited Open or Limited Open) of other than coach class transportation accommodations is prohibited and shall be authorized on an individual trip-by-trip basis, unless the traveler has an up-to-date documented medical disability or special need.
§ 301-10.104   What must I do if I change or do not use a common carrier reservation?
If you know you will change or not use your reservation, you must take action to change or cancel it as prescribed by your agency. Also, you must report all changes of your reservation according to your agency's procedures in an effort to prevent losses to the Government. Failure to do so may subject you to liability for any resulting losses.
§ 301-10.105   What must I do with unused Government Transportation Request(s) (GTR(s)), ticket(s), or refund application(s)?
You must submit any unused GTR(s), unused ticket coupons, unused e-tickets, unused e-vouchers, or refund applications to your agency in accordance with your agency's procedures.
§ 301-10.106   Am I authorized to receive or keep a refund or credit for unused transportation?
No. You are not authorized to receive or keep a refund, credit, or any other negotiable document from a transportation service provider for undelivered services (except as provided in § 301-10.123) or any portion of an unused ticket issued in exchange for a GTR or billed to an agency's centrally billed account. However, any charges billed directly to your individually billed Government charge card account should be credited to your account. You must immediately remit to the Government for any unused transportation expense(s) credited to your individually billed Government charge card account.
§§ 301-10.107--301-10.109   [Reserved]
§ 301-10.110   When must I use a contract City Pair Program fare?
If you are an employee of an agency as defined in § 301-1.1 of this chapter, you must use a contract City Pair Program fare for scheduled air passenger transportation service unless one of the limited exceptions in § 301-10.111 exists.
When a contract City Pair Program carrier offers a lower cost capacity-controlled coach class contract fare (_CA) and an unrestricted coach class contract fare (YCA), you must use the lower cost capacity-controlled fare when it is advantageous and meets mission needs. A listing of contract City Pair Program fares is available at https://www.gsa.gov/citypairs.
Employees of the Government of the District of Columbia, with the exception of the District of Columbia Courts, are not eligible to use contract City Pair Program fares even though these employees otherwise may be covered by the FTR.
§ 301-10.111   Are there any exceptions to the use of a contract City Pair Program fare?
Yes, your agency may authorize use of a non-contract fare when:
(a) There are no accommodations available on any scheduled contract City Pair Program flight arriving to your destination in time to accomplish the purpose of your travel or use of contract service would require you to incur unnecessary overnight lodging costs which would increase the total cost of the trip;
(b) The contractor's flight schedule is inconsistent with explicit policies of your Federal department or agency with regard to scheduling travel during normal working hours;
(c) A non-contract carrier offers a lower fare to the general public that, if used, will result in a lower total trip cost to the Government (the combined costs of transportation, lodging, meals, and related expenses considered); or
This exception does not apply if the contract carrier offers the same or lower fare and has seats available at that fare, or if the fare offered by the non-contract carrier is restricted to Government and military travelers performing official business and may be purchased only with a contractor-issued charge card, centrally billed account ( e.g., YDG, MDG, QDG, VDG, and similar fares) or GTR where the two previous options are not available.
(d) Cost effective rail transportation is available and is consistent with mission requirements.
A group of 10 or more passengers traveling together on the same day, on the same flight, for the same mission, requiring group integrity and identified as a group by the travel management service upon booking is not a mandatory user of the Government's contract City Pair Program fares. For group travel, agencies are expected to obtain air passenger transportation service that is practical and cost effective to the Government.
Contractors are not authorized to use contract City Pair Program fares to perform travel under their contracts.
Carrier preference is not a valid exception for using a non-contract City Pair Program fare.
§ 301-10.112   What requirements must be met to use a non-contract fare?
(a) Before purchasing a non-contract fare you must meet one of the exception requirements listed in § 301-10.111 and show approval on your travel authorization to use a non-contract fare; and
(b) If the non-contract fare is non-refundable, restricted, or has specific eligibility requirements, you must know or reasonably anticipate, based on your planned trip, that you will use the ticket; and
(c) Your agency must determine that the proposed non-contract transportation is practical and cost effective for the Government.
§ 301-10.113   What is my liability for unauthorized use of a non-contract carrier when contract service is available and I do not meet one of the exceptions for required use?
You are responsible for any additional costs or penalties incurred by you resulting from unauthorized use of non-contract service.
§ 301-10.114   May I use contract passenger transportation service for personal travel?
No, you may not use contract passenger transportation service for personal travel.
§§ 301-10.115--301-10.117   [Reserved]
§§ 301-10.118--301-10.119   [Reserved]
§ 301-10.120   What must I do when different airlines furnish the same service at different fares?
When there is no contract City Pair Program fare and other carriers furnish the same service at different fares between the same points for the same type of accommodations, you must use the lowest cost service unless your agency determines that the use of higher cost service is more advantageous to the Government.
§ 301-10.121   When may I use coach class seating upgrade programs?
Use of upgraded coach class seating options is generally a traveler's personal choice and therefore is at the traveler's personal expense. However, your agency approving official may approve reimbursement of the additional seat choice fee according to part 301-13 of this chapter or internal agency policy (see § 301-70.102(k)).
§ 301-10.122   What must I do with compensation an airline gives me if it denies me a seat on a plane?
If you are performing official travel and a carrier denies you a confirmed reserved seat on a plane, you must give your agency any payment you receive for liquidated damages. You must ensure the carrier shows the “Treasurer of the United States” as payee on the compensation check and then forward the payment to the appropriate agency official.
§ 301-10.123   May I keep compensation an airline gives me for voluntarily vacating my seat on my scheduled airline flight when the airline asks for volunteers?
(a) Yes, you may keep airline compensation if:
(1) Voluntarily vacating your seat will not interfere with performing your official duties; and
(2) Additional travel expenses, incurred as a result of vacating your seat, are borne by you and are not reimbursed by the Government.
(b) If volunteering delays your travel during duty hours, your agency will charge you with annual leave for the additional hours.
§ 301-10.124   When may I use a reduced group or charter fare?
You may use a reduced group or charter fare when your agency has determined, on an individual case basis before your travel begins, that use of such a fare is cost effective. Chartered aircraft are subject to the same rules as Government aircraft, and agencies in the executive branch of the Federal Government are subject to the requirements of Office of Management and Budget (OMB) Circular A-126 and 41 CFR part 102-33 in making such cost effectiveness determinations.
§§ 301-10.125--301-10.129   [Reserved]
§ 301-10.130   [Reserved]
§ 301-10.131   What does United States mean?
For purposes of the use of United States flag air carriers, United States means the 50 states, the District of Columbia, and the territories and possessions of the United States (49 U.S.C. 40102).
§ 301-10.132   Who is required to use a U.S. flag air carrier?
Anyone whose air travel is financed by U.S. Government funds, except as provided in § 301-10.135, §§ 301-10.136, and 301-10.137.
§ 301-10.133   What is a U.S. flag air carrier?
An air carrier which holds a certificate under 49 U.S.C. 41102 but does not include a foreign air carrier operating under a permit.
§ 301-10.134   What is U.S. flag air carrier service?
U.S. flag air carrier service is service provided on an air carrier which holds a certificate under 49 U.S.C. 41102 and which service is authorized either by the carrier's certificate or by exemption or regulation. U.S. flag air carrier service also includes service provided under a code share agreement with a foreign air carrier in accordance with Title 14, Code of Federal Regulations when the ticket, or documentation for an electronic ticket, identifies the U.S. flag air carrier's designator code and flight number.
§ 301-10.135   When must I travel using U.S. flag air carrier service?
You are required by 49 U.S.C. 40118, commonly referred to as the “Fly America Act,” to use U.S. flag air carrier service for all air travel funded by the U.S. Government, except as provided in §§ 301-10.136 and 301-10.137 or when one of the following exceptions applies:
(a) Use of a foreign air carrier is determined to be a matter of necessity in accordance with § 301-10.138; or
(b) The transportation is provided under a bilateral or multilateral air transportation agreement to which the United States Government and the government of a foreign country are parties, and which the Department of Transportation has determined meets the requirements of the Fly America Act.
(1) Information on bilateral or multilateral air transportation agreements impacting United States Government procured transportation can be accessed at https://www.gsa.gov/openskies ; and
(2) If determined appropriate, GSA may periodically issue FTR Bulletins providing further guidance on bilateral or multilateral air transportation agreements impacting United States Government procured transportation. These bulletins may be accessed at https://www.gsa.gov/ftrbulletins.
(c) You are an officer or employee of the Department of State or the United States Agency for International Development, and your travel is paid with funds appropriated to one of these agencies, and your travel is between two places outside the United States; or
(d) No U.S. flag air carrier provides service on a particular leg of the route, in which case foreign air carrier service may be used, but only to or from the nearest interchange point on a usually traveled route to connect with U.S. flag air carrier service; or
(e) A U.S. flag air carrier involuntarily reroutes your travel on a foreign air carrier; or
(f) Service on a foreign air carrier would be three hours or less, and use of the U.S. flag air carrier would at least double your en route travel time; or
(g) When the costs of transportation are reimbursed in full by a third party, such as a foreign government, international agency, or other organization.
§ 301-10.136   What exceptions to the Fly America Act requirements apply when I travel between the United States and another country?
The exceptions are:
(a) If a U.S. flag air carrier offers nonstop or direct service (no aircraft change) from your origin to your destination, you must use the U.S. flag air carrier service unless such use would extend your travel time, including delay at origin, by 24 hours or more.
(b) If a U.S. flag air carrier does not offer nonstop or direct service (no aircraft change) between your origin and your destination, you must use a U.S. flag air carrier on every portion of the route where it provides service unless, when compared to using a foreign air carrier, such use would:
(1) Increase the number of aircraft changes you must make outside of the U.S. by 2 or more; or
(2) Extend your travel time by at least 6 hours or more; or
(3) Require a connecting time of 4 hours or more at an overseas interchange point.
§ 301-10.137   What exceptions to the Fly America Act requirements apply when I travel solely outside the United States, and a U.S. flag air carrier provides service between my origin and my destination?
You must always use a U.S. flag carrier for such travel, unless, when compared to using a foreign air carrier, such use would:
(a) Increase the number of aircraft changes you must make en route by 2 or more; or
(b) Extend your travel time by 6 hours or more; or
(c) Require a connecting time of 4 hours or more at an overseas interchange point.
§ 301-10.138   In what circumstances is foreign air carrier service deemed a matter of necessity?
(a) Foreign air carrier service is deemed a necessity when service by a U.S. flag air carrier is available, but
(1) Cannot provide the air transportation needed; or
(2) Will not accomplish the agency's mission.
(b) Necessity includes, but is not limited to, the following circumstances:
(1) When the agency determines that use of a foreign air carrier is necessary for medical reasons, including use of foreign air carrier service to reduce the number of connections and possible delays in the transportation of persons in need of medical treatment; or
(2) When use of a foreign air carrier is required to avoid an unreasonable risk to your safety and is approved by your agency (e.g., terrorist threats). Written approval of the use of foreign air carrier service based on an unreasonable risk to your safety must be approved by your agency on a case by case basis. An agency determination and approval of use of a foreign air carrier based on a threat against a U.S. flag air carrier must be supported by a travel advisory notice issued by the Federal Aviation Administration and the Department of State. An agency determination and approval of use of a foreign air carrier based on a threat against Government employees or other travelers must be supported by evidence of the threat(s) that form the basis of the determination and approval; or
(3) When you cannot purchase a ticket in your authorized class of service on a U.S. flag air carrier, and a seat is available in your authorized class of service on a foreign air carrier.
§ 301-10.139   May I travel by a foreign air carrier if the cost of my ticket is less than traveling by a U.S. flag air carrier?
No. Foreign air carrier service may not be used solely based on the cost of your ticket.
§ 301-10.140   May I use a foreign air carrier if the service is preferred by or more convenient for my agency or me?
No. You must use U.S. flag air carrier service, unless you meet one of the exceptions in § 301-10.135, § 301-10.136, or § 301-10.137 or unless foreign air carrier service is deemed a matter of necessity under § 301-10.138.
§ 301-10.141   Must I provide any special certification or documents if I use a foreign air carrier?
Yes, you must provide a certification, as required in § 301-10.142 and any other documents required by your agency. Your agency cannot pay your foreign air carrier fare if you do not provide the required certification.
§ 301-10.142   What must the certification include?
The certification must include:
(a) Your name;
(b) The dates that you traveled;
(c) The origin and the destination of your travel;
(d) A detailed itinerary of your travel, name of the air carrier and flight number for each leg of the trip; and
(e) A statement explaining why you met one of the exceptions in § 301-10.135, § 301-10.136, or § 301-10.137 or a copy of your agency's written approval that foreign air carrier service was deemed a matter of necessity in accordance with § 301-10.138.
§ 301-10.143   What is my liability if I improperly use a foreign air carrier?
You will not be reimbursed for any transportation cost for which you improperly use foreign air carrier service. If you are authorized by your agency to use U.S. flag air carrier service for your entire trip, and you improperly use a foreign air carrier for any part of or the entire trip ( i.e., when not permitted under this regulation), your transportation cost on the foreign air carrier will not be payable by your agency. If your agency authorizes you to use U.S. flag air carrier service for part of your trip and foreign air carrier service for another part of your trip, and you improperly use a foreign air carrier ( i.e., when neither authorized to do so nor otherwise permitted under this regulation), your agency will pay the transportation cost on the foreign air carrier for only the portion(s) of the trip for which you were authorized to use foreign air carrier service. The agency must establish internal procedures for denying reimbursement to travelers when use of a foreign air carrier was neither authorized nor otherwise permitted under this regulation.
§§ 301-10.144--301-10.159   [Reserved]
§ 301-10.160   When may I use extra-fare train service?
You may use extra-fare train service whenever your agency determines it is more advantageous to the Government or is required for security reasons. Use of extra-fare train service must be authorized or approved as other than coach class accommodations as provided in §§ 301-10.103(b) and 301-10.103(c).
§ 301-10.161   When may I use sleeping accommodations aboard train service?
You may use the lowest class of sleeping accommodations aboard a train that meets your mission needs when overnight travel is required, and your agency determines it is advantageous to the Government.
§§ 301-10.162--301-10.179   [Reserved]
§ 301-10.180   Must I travel by a U.S. flag ship?
Yes, when authorized to travel by ship you must use a U.S. flag ship when one is available unless the necessity of the mission requires the use of a foreign ship. (See 46 U.S.C. 55302).
§ 301-10.181   What is my liability if I improperly use a foreign ship?
You are required to travel by U.S. flag ship for the entire trip, unless use of a foreign ship has been authorized by your agency. Any cost that is attributed to improper or unauthorized use of a foreign ship is your responsibility.
§§ 301-10.182--301-10.189   [Reserved]
§ 301-10.190   When may I use a transit system as a means of transportation in conjunction with official travel?
You may use a transit system as a means of transportation in conjunction with official travel when such transportation is authorized and approved by your agency in the following manner:
(a) At your official station. (1) From your residence or other authorized point of departure, e.g., rail to airport;
(2) To your residence or other authorized point of return, e.g., airport to rail;
(3) From your residence to your office on the day you depart the official station on official TDY that requires at least one night's lodging; or
(4) From your office to your residence on the day you return to the official station from an official TDY assignment that required at least one night's lodging.
(b) At your TDY location. (1) From the TDY transit system station(s) to your place of lodging or place of official business and return;
(2) To, from, and between your places of lodging and official business;
(3) Between places of official business; or
(4) To obtain meals at the nearest available place when the nature and location of the official business or the lodging at a TDY location are such that meals cannot be obtained there. You must attach a statement or include electronic remarks with your travel voucher explaining why such transportation was necessary.
§ 301-10.200   What types of Government vehicles may my agency authorize me to use?
You may be authorized to use:
(a) A Government-furnished automobile in accordance with § 301-10.220;
(b) A Government aircraft in accordance with §§ 301-10.260 through 301-10.262 of this part; and
(c) Other type of Government vehicle in accordance with any Government-issued rules governing its use.
§ 301-10.201   For what purposes may I use a Government vehicle other than a Government aircraft?
Only for official purposes which include transportation:
(a) Between places of official business;
(b) Between such places and places of temporary lodging when public transportation is unavailable or its use is impractical;
(c) Between either paragraph (a) or (b) of this section and restaurants, drug stores, barber shops, places of worship, cleaning establishments, and similar places necessary for the sustenance, comfort, or health of the employee to foster the continued efficient performance of Government business; or
(d) As otherwise authorized by your agency under 31 U.S.C. 1344.
§ 301-10.202   What is my liability for unauthorized use of a Government vehicle?
You are responsible for any additional cost resulting from unauthorized use of a Government vehicle and you may be subject to administrative and/or criminal liability for misuse of Government property.
§ 301-10.220   What requirements must I meet to operate a Government-furnished automobilefor official travel?
You must possess a valid State, District of Columbia, or territorial motor vehicle operator's license and have a travel authorization specifically authorizing the use of a Government-furnished automobile .
§ 301-10.260   May I use a Government aircraft for travel?
You may use Government aircraft for travel only if you have authorization from an executive agency under the rules specified in this part (except with regard to travel under §§ 301-70.808 and 301-70.910). Because the taxpayers should pay no more than necessary for your transportation, generally you may travel on Government aircraft only when a Government aircraft is the most cost-effective mode of travel.
§ 301-10.261   When may I use a Government aircraft for travel?
You may use Government aircraft—
(a) For official travel only when—
(1) No scheduled commercial airline service is reasonably available ( i.e., able to meet your departure and/or arrival requirements within a 24-hour period, unless you demonstrate that extraordinary circumstances require a shorter period) to fulfill your agency's travel requirement; or
(2) The cost of using a Government aircraft is less than the cost of the city-pair fare for scheduled commercial airline service or the cost of the lowest available full coach fare if a city-pair fare is not available to you. The cost of non-productive or lost work time while in travel status and certain other costs should be considered when comparing the cost of using a Government aircraft in lieu of scheduled commercial airline service. Additional information on costs included in this cost comparison may be found in the “U.S. Government Aircraft Cost Accounting Guide,” available by emailing aviationpolicy@gsa.gov .
(b) For required-use travel only when you are required to use Government aircraft for bona fide communications (e.g., 24-hour secure communications) or security reasons (e.g., highly unusual circumstances that present a clear and present danger) or exceptional scheduling requirements (e.g., a national emergency or other compelling operational considerations). Required use travel may include travel for official, personal, or political purposes, but must be approved in accordance with §§ 301-10.262(a) and 301-70.803(a).
(c) For space available travel only when—
(1) The aircraft is already scheduled for use for an official purpose, and your use of the aircraft does not require a larger aircraft or result in more than minor additional cost to the Government; or
(2) You are a Federal traveler or a dependent of a Federal traveler stationed by the Government in a remote location not accessible to commercial airline service and authorized to use Government aircraft; or
(3) You are authorized to travel on a space available basis under 10 U.S.C. 2648 and regulations implementing that statute.
§ 301-10.262   How will my agency authorize travel on Government aircraft?
Your agency will authorize your travel on Government aircraft as follows:
(a) Required use travelers. Your agency's senior legal official or their principal deputy must authorize your required-use travel on a trip-by-trip basis, in advance, in writing, and in compliance with the agency's written policies describing the special circumstances under which the agency will require a traveler to use Government aircraft, unless—
(1) You are an agency head and the President has determined that all your travel (or your travel in specified categories) qualifies as required-use travel; or
(2) You are not an agency head, and your agency head has determined in writing that all of your travel, or your travel in specified categories, qualifies as required-use travel. Such written explanation must state the specific basis for the determination.
In an emergency situation, prior verbal approval for required-use travel with an after-the-fact written authorization is permitted.
(b) Senior Federal officials. If you are a senior Federal official, your agency's senior legal official or their principal deputy must authorize all your travel on Government aircraft in advance and in writing, except for required use travel authorized under paragraphs (a)(1) and (a)(2) of this section. In an emergency situation, prior verbal approval with an after-the-fact written authorization by your agency's senior legal official is permitted. Senior Federal officials who are crewmembers or qualified non-crewmembers on a flight in which they are also traveling ( i.e., being transported from point to point) are considered travelers and must be authorized to travel on Government aircraft according to this paragraph.
(c) Non-Federal travelers. If you are a non-Federal traveler, the senior legal official or their principal deputy in the agency sponsoring your travel must authorize you to fly on Government aircraft in advance and in writing. In an emergency situation, prior verbal approval with an after-the-fact written authorization by your sponsoring agency's senior legal official is permitted.
(d) All other Federal travelers. Your designated travel-approving official (or anyone to whom they delegate this authority), who must be at least one organizational level above you, must authorize your travel on Government aircraft, in advance and in writing. Prior verbal approval with an after-the-fact written authorization by your agency's designated travel approving official is permitted in an emergency situation. If you hold a blanket travel authorization for official travel that authorizes travel on Government aircraft, it must define the circumstances that must be met for using Government aircraft and must comply with this regulation and any additional agency policies. Travel on Government aircraft that does not meet the circumstances specified in the blanket travel authorization must be authorized on a trip-by-trip basis in accordance with this regulation and other applicable agency policies. Check with your designated travel approving official for information on your agency's policy.
§ 301-10.263   What travel authorization documents must I present to the aircraft management office that operates the Government aircraft?
You must present to the aircraft management office that operates the Government aircraft—
(a) A copy of your written travel authorization, including a blanket travel authorization, if applicable, approved in accordance with § 301-10.262; and
(b) Valid picture identification, such as a Government identification card or a state-issued driver's license.
§ 301-10.264   What amount must the Government be reimbursed for travel on Government aircraft?
(a) No reimbursement is required for official travel on a Government aircraft.
(b) For personal travel on Government aircraft, reimbursement depends upon which of the following special cases applies:
(1) For any required use travel, you must reimburse the Government for the excess of the full coach fare for all flights taken over the full coach fare for the flights that you would have taken had you not engaged in personal activities during the trip, i.e., for a wholly personal trip, you must pay the full coach fare for the entire trip;
(2) For travel authorized under 10 U.S.C. 2648 and regulations implementing that statute, or when you or your dependents are stationed by the Government in a remote location with no access to regularly scheduled commercial airline service and are authorized to use Government aircraft, you do not have to reimburse the Government.
(c) For political travel on a Government aircraft ( i.e., for any trip or part of a trip during which you engage in political activities), the Government must be reimbursed the excess of the full coach fare for all flights taken on the trip over the full coach fare for the flights that you would have taken had you not engaged in political activities, except if other law or regulation specifies a different amount (see, e.g., 11 CFR 106.3, “Allocation of Expenses between Campaign and Non-campaign Related Travel”), in which case the amount reimbursed is the amount required by such law or regulation.
Except for required use travel, any use of Government aircraft for personal or political activities shall not cause an increase in the actual costs to the Government of operating the aircraft.
§ 301-10.265   Will my travel on Government aircraft be reported?
Your travel on Government aircraft will not be reported unless you are a senior Federal official, or a non-Federal traveler. (Travel under 10 U.S.C. 2648 is not reported.) If you are a senior Federal official or a non-Federal traveler, any use you make of Government aircraft, i.e., as a passenger, crewmember, or qualified non-crewmember, will be reported to the General Services Administration (GSA) by the agency that owns or hires the Government aircraft. (Agencies must maintain information on classified trips, but do not report classified trips to GSA.)
§ 301-10.266   Is information available to the public about travel on Government aircraft by senior Federal officials and non-Federal travelers?
Yes, an agency that authorizes travel on Government aircraft and an agency that owns or hires Government aircraft must make records about travelers on those aircraft available to the public in response to written requests under the Freedom of Information Act (5 U.S.C. 552), except for portions exempt from disclosure under that Act (such as classified information).
§ 301-10.300   When may I use a POV for official travel?
When authorized by your agency.
§ 301-10.301   How do I compute my mileage reimbursement?
You compute mileage reimbursement by multiplying the distance traveled, determined under § 301-10.302 of this subpart by the applicable mileage rate.
§ 301-10.302   How do I determine distance measurements for my travel?
§ 301-10.303   What am I reimbursed when use of POV is determined by my agency to be advantageous to the Government?
You will be reimbursed an applicable mileage rate based on the type of POV you actually use (privately owned airplane, privately owned automobile, privately owned motorcycle). These rates will be published in an FTR bulletin and are also displayed on GSA's Web site ( https://www.gsa.gov/mileage ).
§ 301-10.304   What expenses are allowable in addition to the POV mileage rate allowances?
Following is a chart listing the reimbursable and non-reimbursable expenses:
§ 301-10.305   How is reimbursement handled if another person(s) travels in a POV with me?
If another employee(s) travels with you on the same trip in the same POV, mileage is payable to only one of you. No deduction will be made from your mileage allowance if other passengers contribute to defraying your expenses.
§ 301-10.306   What will I be reimbursed if authorized to use a POV between my residence and office and then from my office to a common carrier terminal, or from my residence directly to a common carrier terminal?
If determined advantageous to the Government, you will be reimbursed on a mileage basis plus other allowable costs for round-trip travel on the beginning and/or ending of travel between the points involved.
§ 301-10.307   What will I be reimbursed if I use a POV to transport other employees?
Using a POV to transport other employees is strictly voluntary and you may be reimbursed in accordance with § 301-10.305.
§ 301-10.308   What will I be reimbursed if I park my POV at a common carrier terminal while I am away from my official station?
Your agency may reimburse your parking fee as an allowable transportation expense not to exceed the cost of one of the following to/from the terminal as determined by your agency:
(a) The cost of a taxi.
(b) The cost of a TNC fare.
(c) The cost of using an innovative mobility technology company.
§ 301-10.309   What will I be reimbursed if I am authorized to use common carrier transportation or a rental vehicle and I use a POV instead?
You will be reimbursed the applicable POV rate on a mileage basis, plus per diem and related travel expenses, not to exceed the total constructive cost of the authorized method of transportation. Your agency must determine the constructive cost in accordance with § 301-70.105(a).
§ 301-10.310   What will I be reimbursed if I am authorized to use a Government-furnished automobile and I use a privately owned automobile instead?
You will be reimbursed based on a constructive mileage rate limited to the cost that would be incurred for use of a Government-furnished automobile. This rate will be published in an FTR bulletin available at https://www.gsa.gov/ftrbulletins. If your agency determines the cost of providing a Government-furnished automobile would be higher because of unusual circumstances, it may allow reimbursement not to exceed the mileage rate for a privately owned automobile. In addition, you may be reimbursed other allowable expenses as provided in § 301-10.304.
§ 301-10.400   What types of special conveyances may my agency authorize me to use?
Your agency may authorize/approve use of:
(a) Taxis, TNCs, or innovative mobility technology companies as specified in §§ 301-10.420 through 301-10.421 of this chapter;
(b) Commercial rental automobiles as specified in §§ 301-10.450 through 301-10.453 of this chapter; or
(c) Any other special conveyance when determined to be advantageous to the Government.
§ 301-10.401   What types of charges are reimbursable for use of a special conveyance?
Actual expenses that your agency determines are necessary, including, but not limited to:
(a) Fuel and oil;
(b) Rental of a garage, hangar, or boathouse;
(c) Feeding and stabling of horses;
(d) Per diem of operator; and
(e) Ferriage, tolls, etc.
§ 301-10.402   What will I be reimbursed if I am authorized to use a special conveyance and I use a POV instead?
You will be reimbursed the mileage cost for the use of your POV, and additional expenses such as parking fees, bridge, road and tunnel fees, not to exceed the constructive cost of the special conveyance.
§ 301-10.403   What is the difference between a Government aircraft and an aircraft hired as a special conveyance?
A Government aircraft is any aircraft owned, leased, chartered, or rented and operated by the Government. An aircraft hired as a special conveyance is an aircraft that you, in your private capacity, rent, lease, or charter and operate.
§ 301-10.420   When may I use a taxi, TNC, innovative mobility technology company, shuttle service or other courtesy transportation?
(a) When authorized and approved by your agency, your transportation expenses in the performance of official travel are reimbursable for the usual fare plus tip for use of a taxi, TNC, innovative mobility technology company, shuttle service or other courtesy transportation (if charges result), in the following manner:
(1) At your official station. (i) From your residence or other authorized point of departure, e.g., residence to airport;
(ii) To your residence or other authorized point of return, e.g., airport to residence;
(iii) From your residence to your office on the day you depart the official station on official TDY that requires at least one night's lodging; or
(iv) From your office to your residence on the day you return to the official station from an official TDY assignment that required at least one night's lodging.
(2) At your TDY location. (i) From the TDY transit system station to your place of lodging or place of official business and return;
(ii) To, from, and between your places of lodging and official business;
(iii) Between places of official business; or
(iv) To obtain meals at the nearest available place when the nature and location of the official business or the lodging at a TDY location are such that meals cannot be obtained there. You must attach a statement or include electronic remarks with your travel voucher explaining why such transportation was necessary.
(b) Courtesy transportation. You should use courtesy transportation service furnished by hotels/motels to the maximum extent possible as a first source of transportation between a place of lodging at the TDY station and a common carrier terminal. You will be reimbursed for tips when you use courtesy transportation service.
(c) Restrictions. When appropriate, your agency will restrict or place a monetary limit on the amount of reimbursement for the use of taxis, TNCs, or innovative mobility technology companies under this paragraph when—
(1) Suitable Government or common carrier transportation service, including shuttle service, is available for all or part of the distance involved; or
(2) Courtesy transportation service is provided by hotels/motels between the place of lodging at the TDY station and the common carrier terminal.
§ 301-10.421   How much will my agency reimburse me for a tip to a taxi, TNC, innovative mobility technology company, shuttle service, courtesy transportation driver, or valet parking attendant?
An amount which your agency determines to be reasonable.
§ 301-10.450   What are the policies when authorized to rent a vehicle for official travel?
(a) Your agency must determine that use of a rental vehicle is advantageous to the Government and must specifically authorize such use.
(b) When authorized to use a rental vehicle, you should consider renting a vehicle from a vendor that participates in the Defense Travel Management Office (DTMO) U.S. Government Car Rental Agreement to avail yourself of the Agreement's benefits, including the insurance and damage liability provisions, unless you are OCONUS and no agreement is in place for your TDY location. The advantages of renting a car through the DTMO rental car program are:
(1) Rental car agreements are pre-negotiated;
(2) The agreement includes automatic unlimited mileage and collision damage insurance; and
(3) The rates established by the car rental agreement cannot be exceeded by the vendor.
(c) Travelers must use the least expensive compact car available, unless an exception for another class of vehicle is approved. Agencies should approve these exceptions on a limited basis and must indicate on the travel authorization the reason for the exception. Your agency may authorize the use of other than a compact car if any of the following apply:
(1) When use of other than a compact car is necessary to accommodate a medical disability or other special need.
(i) A disability must be certified annually in a written statement by a competent medical authority. However, if the disability is a lifelong condition, then a one-time certification statement is required. Certification statements must include at a minimum:
(A) A written statement by a competent medical authority stating that special accommodation is necessary;
(B) An approximate duration of the special accommodation; and
(ii) A special need must be certified annually in writing according to your agency's procedures. However, if the special need is a lifelong condition, then a one-time certification statement is required;
(iii) If you are authorized under § 301-13.3(a) to have an attendant accompany you, your agency may authorize the use of other than a compact car if deemed necessary by your agency.
(2) When required because of agency mission, consistent with your agency's internal procedures pursuant to § 301-70.102(i).
(3) When the cost of other than a compact car is less than or equal to the cost of the least expensive compact car.
(4) When additional room is required to accommodate multiple employees authorized to travel together in the same rental vehicle.
(5) When travelers must carry a large amount of Government material incident to their official business, and a compact rental vehicle does not contain sufficient space.
(6) When necessary for safety reasons, such as during severe weather or having to travel on rough or difficult terrain.
(d) Travelers are not to be reimbursed for purchasing pre-paid refueling options for rental cars. Therefore, travelers should refuel prior to returning the rental vehicle to the drop-off location. However, if it is not possible to refuel completely prior to returning the vehicle because of safety issues or the location of closest fueling station, travelers will be reimbursed for vendor refueling charges.
(e) Travelers will not be reimbursed for fees associated with rental car loyalty points or the transfer of points charged by car companies.
(f) A rental car is to be used only for official purposes, which include transportation:
(1) Between places of official business;
(2) Between such places and places of temporary lodging when public transportation is unavailable or its use is impractical; or
(3) Between either subparagraph (1) or (2) of this paragraph and restaurants, drug stores, barber shops, places of worship, cleaning establishments, and similar places necessary for the sustenance, comfort, or health of the employee to foster the continued efficient performance of Government business.
§ 301-10.451   May I be reimbursed for the cost of collision damage waiver (CDW) or theft insurance?
(a) General rule—no. You will not be reimbursed for CDW or theft insurance for travel within CONUS for the following reasons:
(1) The Government is a self-insurer.
(2) Rental vehicles available under agreement(s) with the Government includes full coverage insurance for damages resulting from an accident while performing official travel.
(3) Any deductible amount paid by you may be reimbursed directly to you or directly to the rental agency if the damage occurred while you were performing official business.
(b) Exception. You will be reimbursed for CDW or theft insurance, or both, when you travel OCONUS and such insurance is necessary because the rental or leasing agency requirements, foreign statute, or legal procedures could cause extreme difficulty for an employee involved in an accident.
§ 301-10.452   May I be reimbursed for personal accident insurance?
No. That is a personal expense and is not reimbursable.
§ 301-10.453   What is my liability for unauthorized use of a rental automobile obtained with Government funds?
You are responsible for any additional cost resulting from the unauthorized use of a commercial rental automobile for other than official travel-related purposes.
§ 301-11.1   When am I eligible for an allowance (per diem or actual expense)?
When:
(a) You perform official travel away from your official station, or other areas defined by your agency;
(b) You incur per diem expenses while performing official travel; and
(c) You are in a travel status for more than 12 hours.
§ 301-11.2   Will I be reimbursed for per diem expenses if my official travel is 12 hours or less?
No.
§ 301-11.3   Must my agency pay an allowance (either a per diem allowance or actual expense)?
Yes, unless:
(a) You perform travel to a training event under the Government Employees Training Act (5 U.S.C. 4101-4118), and you agree not to be paid per diem expenses; or
(b) You perform pre-employment interview travel, and the interviewing agency does not authorize payment of per diem expenses.
§ 301-11.4   May I be reimbursed actual expense and per diem on the same trip?
Yes, you may be reimbursed both actual expense and per diem during a single trip, but only one method of reimbursement may be authorized for any given calendar day except as provided in § 301-11.305 or § 301-11.306. Your agency must determine when the transition between the reimbursement methods occurs.
§ 301-11.5   How will my per diem expenses be reimbursed?
Per diem expenses will be reimbursed by the:
(a) Lodgings-plus per diem method;
(b) Reduced per diem method; or
(c) Actual expense method.
§ 301-11.6   Where do I find maximum per diem and actual expense rates?
Consult this table to find out where to access per diem rates for various types of Government travel:
§ 301-11.7   What determines my maximum per diem reimbursement rate?
Your TDY location determines your maximum per diem reimbursement rate. If you arrive at your lodging facility after 12 midnight, you claim lodging cost for the preceding calendar day. If no lodging is required, the applicable M&IE reimbursement rate is the rate for the TDY location. (See § 301-11.102.)
§ 301-11.8   What is the maximum per diem rate I will receive if lodging is not available at my TDY location?
If lodging is not available at your TDY location, your agency may authorize or approve the maximum per diem rate for the location where lodging is obtained.
§ 301-11.9   When does per diem or actual expense entitlement start/stop?
Your per diem or actual expense entitlement starts on the day you depart your home, office, or other authorized point and ends on the day you return to your home, office or other authorized point.
§ 301-11.10   Am I required to record departure/arrival dates and times on my travel claim?
You must record the date of departure from, and arrival at, the official station or any other place travel begins or ends. You must show this same information for points where you perform TDY or for a stopover or official rest stop location when the arrival or departure affects your per diem allowance or other travel expenses. You also should show the dates for other points visited. You do not have to record departure/arrival times, but you must annotate your travel claim when your travel is more than 12 hours but not exceeding 24 hours to reflect that fact.
§ 301-11.11   How do I select lodging and make lodging reservations?
(a) You must make your lodging reservations through your agency's travel management service.
(b) You should always stay in a “fire safe” facility. This is a facility that meets the fire safety requirements of the Hotel and Motel Fire Safety Act of 1990 (the Act), as amended ( see 5 U.S.C. 5707a).
(c) When selecting a commercial lodging facility, first consideration should be given to government lodging agreement programs such as FedRooms® ( https://www.fedrooms.com ). The advantages of obtaining lodging using the FedRooms® program are:
(1) Lodging rates are set at or below per diem rates;
(2) There are no add-on fees;
(3) The room cancellation deadline is 4 p.m. (or later) on the day of arrival;
(4) Most hotels offer last standard room availability rates;
(5) There are no early departure fees; and
(6) Rates are available using all booking channels (e.g., E-Gov Travel Service, Travel Management Service, FedRooms® Web site, and hotel reservation call centers). The FedRooms® rate code (XVU) must be entered to get the program benefits.
5 U.S.C. 5707a does not apply to the District of Columbia government.
§ 301-11.12   How does the type of lodging I select affect my reimbursement?
(a) Your agency will reimburse you for different types of lodging as follows:
(1) Conventional lodgings (hotel/motel, boarding house, etc.). You will be reimbursed the single occupancy rate.
(2) Government quarters. You will be reimbursed, as a lodging expense, the fee or service charge you pay for use of the quarters.
(3) Lodging with friend(s) or relative(s) (with or without charge). You may be reimbursed for additional costs your host incurs in accommodating you only if you are able to substantiate the costs and your agency determines them to be reasonable. You will not be reimbursed the cost of comparable conventional lodging in the area or a flat “token” amount.
(4) Nonconventional lodging. You may be reimbursed the cost of other types of lodging when there are no conventional lodging facilities in the area (e.g., in remote areas) or when conventional facilities are in short supply because of an influx of attendees at a special event (e.g., World's Fair or international sporting event). Such lodging includes college dormitories or similar facilities or rooms not offered commercially but made available to the public by area residents in their homes.
(5) Recreational vehicle (trailer/camper). You may be reimbursed for expenses (parking fees, fees for connection, use, and disconnection of utilities, electricity, gas, water and sewage, bath or shower fees, and dumping fees) which may be considered as a lodging cost.
(b) Your agency will not reimburse you for:
(1) Personally-owned residence. You will not be reimbursed for any lodging expenses for staying at your personally-owned residence or for any real estate expenses associated with the purchase or sale of a personal residence at the TDY location, except in conjunction with an authorized relocation pursuant to chapter 302 of this title.
(2) Personally-owned recreational vehicle (trailer/camper). You will not be reimbursed any expenses associated with the purchase, sale or payment of a recreational vehicle or camper at the TDY location.
§ 301-11.13   How does sharing a room with another person affect my per diem reimbursement?
Your reimbursement is limited to one-half of the double occupancy rate if the person sharing the room is another Government employee on official travel. If the person sharing the room is not a Government employee on official travel, your reimbursement is limited to the single occupancy rate.
§ 301-11.14   How is my daily lodging rate computed when I rent lodging on a long-term basis?
When you obtain lodging on a long-term basis (e.g., weekly or monthly) your daily lodging rate is computed by dividing the total lodging cost by the number of days of occupancy for which you are entitled to per diem, provided the cost does not exceed the daily rate of conventional lodging. Otherwise the daily lodging cost is computed by dividing the total lodging cost by the number of days in the rental period. Reimbursement, including an appropriate amount for M&IE, may not exceed the maximum daily per diem rate for the TDY location.
§ 301-11.15   What expenses may be considered part of the daily lodging cost when I rent on a long-term basis?
When you rent a room, apartment, house, or other lodging on a long-term basis (e.g., weekly, monthly), the following expenses may be considered part of the lodging cost:
(a) The rental cost for a furnished dwelling; if unfurnished, the rental cost of the dwelling and the rental cost of appropriate and necessary furniture and appliances (e.g., stove, refrigerator, chairs, tables, bed, sofa, television, or vacuum cleaner);
(b) Cost of connecting/disconnecting and using utilities;
(c) Cost of reasonable maid fees and cleaning charges;
(d) Monthly telephone use fee (does not include installation and long-distance calls); and,
(e) If ordinarily included in the price of a hotel/motel room in the area concerned, the cost of special user fees (e.g., cable TV charges and plug-in charges for automobile head bolt heaters).
§ 301-11.16   What reimbursement will I receive if I prepay my lodging expenses and my TDY is curtailed, canceled or interrupted for official purposes or for other reasons beyond my control that are acceptable to my agency?
If you sought to obtain a refund or otherwise took steps to minimize the cost, your agency may reimburse expenses that are not refundable, including a forfeited rental deposit.
§ 301-11.17   If my agency authorizes per diem reimbursement, will it reduce my M&IE allowance for a meal(s) provided by a common carrier or for a complimentary meal(s) provided by a hotel/motel?
No. A meal provided by a common carrier or a complimentary meal provided by a hotel/motel does not affect your per diem.
§ 301-11.18   What M&IE rate will I receive if a meal(s) is furnished by the Government or is included in the registration fee?
(a) Except as provided in § 301-11.17 or in paragraph (b) of this section, your M&IE allowance must be adjusted for meals furnished to you by the Government (including meals furnished under the authority of chapter 304 of this title) by deducting the appropriate amount shown at https://www.gsa.gov/mie . For meals provided on the day of departure and the last day of travel, you must deduct the entire allocated meal cost from the decreased M&IE rate (see § 301-11.101). The total amount of deductions made will not cause you to receive less than the amount allowed for incidental expenses.
(b) Your agency, at its discretion, may allow you to claim the full M&IE allowance if:
(1) You are unable to consume the furnished meal(s) because of medical requirements or religious beliefs;
(2) In accordance with administrative procedures prescribed by your agency, you requested specific approval to claim the full M&IE allowance prior to your travel;
(3) In accordance with administrative procedures prescribed by your agency, you have made a reasonable effort to make alternative meal arrangements, but were unable to do so; and
(4) You purchase substitute meals in order to satisfy your medical requirements or religious beliefs.
(c) In your agency's discretion, and in accordance with administrative procedures prescribed by your agency, you may also claim the full M&IE allowance if you were unable to take part in a Government-furnished meal due to the conduct of official business.
§ 301-11.19   How is my per diem calculated when I travel across the international dateline (IDL)?
When you cross the IDL your actual elapsed travel time will be used to compute your per diem entitlement rather than calendar days.
§ 301-11.20   May my agency authorize a rest period for me while I am traveling?
(a) Your agency may authorize a rest period not in excess of 24 hours at either an intermediate point or at your destination when:
(1) Either your origin or destination is OCONUS;
(2) Your scheduled flight time, including stopovers, exceeds 14 hours;
(3) Travel is by a direct or usually traveled route; and
(4) Travel is by coach class or premium economy class.
(b) When a rest stop is authorized the applicable per diem rate is the rate for the rest stop location.
(c) Your agency may authorize a rest period that exceeds 24 hours when no scheduled transportation service departs within 24 hours of your arrival at an intermediate point. To qualify for a rest period exceeding 24 hours, you must be scheduled to board the first available scheduled departure. Your agency will determine a reasonable additional length of time for any rest period exceeding 24 hours.
§ 301-11.21   Will I be reimbursed for per diem or actual expenses on leave or non-workdays (weekend, legal Federal Government holiday, or other scheduled non-workdays) while I am on official travel?
(a) In general, you will be reimbursed as long as your travel status requires your stay to include a non-workday, (e.g., if you are on travel through Friday and again starting Monday you will be reimbursed for Saturday and Sunday), however, your agency should determine the most cost effective situation ( i.e., remaining in a travel status and paying per diem or actual expenses or permitting your return to your official station).
(b) Your agency will determine whether you will be reimbursed for non-workdays when you take leave immediately (e.g., Friday or Monday) before or after the non-workday(s).
If emergency travel is involved due to an incapacitating illness or injury, the rules in part 301-30 of this chapter govern.
§ 301-11.22   Am I entitled to per diem or actual expense reimbursement if I am required to return to my official station on a non-workday?
If required by your agency to return to your official station on a non-workday, you will be reimbursed the amount allowable for return travel.
§ 301-11.23   Are there any other circumstances when my agency may reimburse me to return home or to my official station for non-workdays during a TDY assignment?
Your agency may authorize per diem or actual expense and round-trip transportation expenses for periodic return travel on non-workdays to your home or official station under the following circumstances:
(a) The agency requires you to return to your official station to perform official business; or
(b) The agency will realize a substantial cost savings by returning you home; or
(c) Periodic return travel home is justified incident to an extended TDY assignment.
§ 301-11.24   What reimbursement will I receive if I voluntarily return home or to my official station on non-workdays during my TDY assignment?
If you voluntarily return home or to your official station on non-workdays during a TDY assignment, the maximum reimbursement for round trip transportation and per diem or actual expense is limited to what would have been allowed had you remained at the TDY location.
§ 301-11.25   Must I provide receipts to substantiate my claimed travel expenses?
Yes. You must provide a lodging receipt and a receipt for every authorized expense over $75, or provide a reason acceptable to your agency explaining why you are unable to furnish the necessary receipt(s) (see § 301-52.4 of this chapter).
Hard copy receipts should be electronically scanned and submitted with your electronic travel claim.
§ 301-11.26   How do I request a review of the per diem in a location?
If you travel to a location where the per diem rate is insufficient to meet necessary expenses, you may submit a request, containing pertinent lodging & meal cost data, through your agency's Travel Manager asking that the location be reviewed. Depending on the location in question your agency's Travel Manager may submit the review request to:
Table 1 to § 301-11.26
§ 301-11.27   Are taxes included in the lodging portion of the Government per diem rate?
No. Lodging taxes paid by you are reimbursable as a miscellaneous travel expense limited to the taxes on reimbursable lodging costs. For example, if your agency authorizes you a maximum lodging rate of $50 per night, and you elect to stay at a hotel that costs $100 per night, you can only claim the amount of taxes on $50, which is the maximum authorized lodging amount. This section is effective January 1, 1999, for CONUS locations and effective January 1, 2000, for non-foreign areas. For foreign areas, lodging taxes have not been removed from foreign per diem rates established by the Department of State. Separate claims for lodging taxes incurred in foreign areas are not allowed.
§ 301-11.28   As a traveler on official business, am I required to pay applicable lodging taxes?
Yes, unless exempted by the State or local jurisdiction.
§ 301-11.29   Are lodging facilities required to accept a generic federal, state or local tax exempt certificate?
Exemptions from taxes for Federal travelers, and the forms required to claim them, vary from location to location. The GSA SmartPay ® Program Support office provides more information regarding state tax exemptions on its Web site ( https://smartpay.gsa.gov/content/state-tax-information ) and by e-mail ( gsa_smartpay@gsa.gov ).
§ 301-11.30   What is my option if the Government lodging rate exceeds my lodging reimbursement?
(a) You may request reimbursement on an actual expense basis, not to exceed 300 percent of the maximum per diem allowance.
(b) Approval of actual expenses is usually in advance of travel and at the discretion of your agency. (See § 301-11.302.) Also, see § 301-70.201 for when an agency can issue a blanket actual expense authorization.
§ 301-11.31   Are laundry, cleaning and pressing of clothing expenses reimbursable?
Your agency may reimburse the expenses incurred for laundry, cleaning, and pressing of clothing as a miscellaneous travel expense for TDY within CONUS. However, you must incur a minimum of four consecutive nights lodging on official travel to qualify for this reimbursement. Laundry and dry cleaning expenses have not been removed from foreign per diem rates established by the Department of State, or from non-foreign area per diem rates established by the Department of Defense. Separate claims for laundry and dry cleaning expenses incurred in foreign areas and non-foreign areas are not allowed.
§ 301-11.32   May I be reimbursed for an advance room deposit in situations where a lodging facility requires the payment of a deposit, prior to the beginning of my scheduled official travel?
Yes, your agency may reimburse you for an advance room deposit, when such a deposit is required by the lodging facility to secure a room reservation, prior to the beginning of your scheduled official travel. However, if you are reimbursed the advance room deposit, but fail to perform the scheduled official travel for reasons not acceptable to your agency, resulting in forfeit of the deposit, you are indebted to the Government for that amount and must repay it in a manner prescribed by your agency.
§ 301-11.100   What will I be paid for lodging under Lodgings-plus per diem?
When travel is more than 12 hours and overnight lodging is required you are reimbursed your actual lodging cost not to exceed the maximum lodging rate for the TDY location or stopover point.
§ 301-11.101   What allowance will I be paid for M&IE?
(a) Except as provided in paragraph (b) of this section, your allowance is as shown in the following table:
(b) If you travel by ship, either commercial or Government, your agency will determine an appropriate M&IE rate within the applicable maximum rate allowable.
§ 301-11.102   What is the applicable M&IE rate?
§ 301-11.200   Under what circumstances may my agency prescribe a reduced per diem rate lower than the prescribed maximum?
Under the following circumstances:
(a) When your agency can determine in advance that lodging and/or meal costs will be lower than the per diem rate; and
(b) The lowest authorized per diem rate must be stated in your travel authorization in advance of your travel.
§ 301-11.300   When is actual expense reimbursement warranted?
When:
(a) Lodging and/or meals are procured at a prearranged place such as a hotel where a meeting, conference or training session is held;
(b) Costs have escalated because of special events (e.g., missile launching periods, sporting events, World's Fair, conventions, natural or manmade disasters); lodging and meal expenses within prescribed allowances cannot be obtained nearby; and costs to commute to/from the nearby location consume most or all of the savings achieved from occupying less expensive lodging;
(c) The TDY location is subject to a Presidentially-Declared Disaster and your agency has issued a blanket actual expense authorization for the location (see § 301-70.201);
(d) Because of mission requirements; or
(e) Any other reason approved within your agency.
§ 301-11.301   Who in my agency can authorize/approve my request for actual expense?
Any official designated by the head of your agency (see § 301-70.201 for when an agency can issue a blanket actual expense authorization).
§ 301-11.302   When should I request authorization for reimbursement under actual expense?
Request for authorization for reimbursement under actual expense should be made in advance of travel. However, subject to your agency's policy, after the fact approvals may be granted when supported by an explanation acceptable to your agency. Also, your agency can issue a blanket actual expense authorization under § 301-70.201.
§ 301-11.303   What is the maximum amount that I may be reimbursed under actual expense?
The maximum amount that you may be reimbursed under actual expense is limited to 300 percent (rounded to the next higher dollar) of the applicable maximum per diem rate. However, subject to your agency's policy, a lesser amount may be authorized.
§ 301-11.304   What if my expenses are less than the authorized amount?
When authorized actual expense and your expenses are less than the locality per diem rate or the authorized amount, reimbursement is limited to the expenses incurred.
§ 301-11.305   What if my actual expenses exceed the 300 percent ceiling?
Your reimbursement is limited to the 300 percent ceiling. There is no authority to exceed this ceiling.
§ 301-11.306   What expenses am I required to itemize under actual expense?
You must itemize all expenses, including meals, (each meal must be itemized separately) for which you will be reimbursed under actual expense. However, expenses that do not accrue daily (e.g., laundry, dry cleaning, etc.) may be averaged over the number of days your agency authorizes/approves actual expenses. Receipts are required for lodging, regardless of amount and any individual meal when the cost exceeds $75. Your agency may require receipts for other allowable per diem expenses, but it must inform you of this requirement in advance of travel. When your agency limits M&IE reimbursement to either the prescribed maximum M&IE rate for the locality concerned or a reduced M&IE rate, it may or may not require M&IE itemization at its discretion.
§ 301-11.601   What is a taxable extended TDY assignment?
A taxable extended TDY assignment is a TDY assignment that continues for so long that, under the IRC the employee is no longer considered temporarily away from home during any period of employment if such period exceeds 1 year. You are no longer temporarily away from home as of the date that you and/or your agency recognize that your assignment will exceed one year. That is, as soon as you recognize that your assignment will exceed one year, you must notify your agency of that fact, and they must change your status immediately. Similarly, as soon as your agency recognizes that your assignment will exceed one year, your agency must notify you of that fact and change your status. The effective date of this status change is the date on which it was recognized that you are no longer temporarily away from home as defined in the IRC.
(a) If you believe that your temporary duty assignment may exceed one year, you should carefully study IRS Publication 463, “Travel, Entertainment, Gift, and Car Expenses,” to determine whether you are or will be considered “temporarily away from home” under this provision. If you are not or will not be considered temporarily away from home under this provision, then you are on taxable extended TDY.
(b) The IRC makes an exception for certain Federal personnel involved in investigation or prosecution of a Federal crime during any period for which such employee is certified by the Attorney General (or the designee thereof) as traveling on behalf of the United States in temporary duty status to investigate or prosecute, or provide support services for the investigation or prosecution of, a Federal crime.
§ 301-11.602   What factors should my agency consider in determining whether to authorize extended TDY?
Your agency should consider the factors discussed in § 302-3.502 of this subtitle in determining whether to authorize extended TDY.
§ 301-11.603   What are the tax consequences of extended TDY?
(a) If you are on a taxable extended TDY assignment, then all allowances and reimbursements for travel expenses, plus all travel expenses that the Government pays directly on your behalf in connection with your TDY assignment, are taxable income to you. This includes all allowances, reimbursements, and direct payments to vendors from the day that you or your agency recognized that your extended TDY assignment is expected to exceed one year, as explained in § 301-11.601.
(b) Your agency will reimburse you for substantially all of the income taxes that you incur as a result of your taxable extended TDY assignment. This reimbursement consists of two parts:
(1) The Withholding Tax Allowance (WTA). See Part 302-17, Subpart B of this Subtitle for information on the WTA; and
(2) The “Extended TDY Tax Reimbursement Allowance” (ETTRA) (in previous editions of the FTR this was known as the “Income Tax Reimbursement Allowance”).
(c) The WTA and ETTRA for taxable extended TDY assignments cover only the TDY benefits described in FTR Chapter 301, Subchapter B. On an extended TDY assignment, you are not eligible for the other benefits that you would have received if your agency had permanently relocated you.
§ 301-11.604   What are the procedures for calculation and reimbursement of my WTA and ETTRA for taxable extended TDY?+
(a) If your agency knows from the beginning of your TDY assignment that your assignment qualifies as taxable extended TDY, then your agency will withhold an amount as a WTA and pay that as withholding tax to the IRS until your extended TDY assignment ends. The WTA itself is taxable income to you, so your agency increases, or “grosses-up,” the amount of the WTA, using a formula to reimburse you for the additional taxes on the WTA.
(b) If your agency realizes during a TDY assignment that you will incur taxes (because, for example, the TDY assignment has lasted, or is going to last, longer than originally intended), then your agency will compute the WTA for all taxable benefits received since the date it was recognized that you are no longer “temporarily away from home” (see § 302-11.601 for more information on the meaning of “temporarily away from home”). Your agency will pay that amount to the IRS, and then will begin paying WTA to the IRS until your extended TDY assignment ends.
(c) For your ETTRA, your agency will use the same one-year or two-year process that it has chosen to use for the relocation income tax allowance (RITA).
(d) See part 302-17 of this subtitle for additional information on the WTA and RITA processes.
If your agency offers you the choice, the WTA is optional to you. See §§ 302-17.61 through 302-17.69.
§ 301-11.605   When should I file my “Statement of Income and Tax Filing Status” for my taxable extended TDY assignment?
You should file your “Statement of Income and Tax Filing Status” for your taxable extended TDY assignment at the beginning of your extended TDY assignment, or as soon as you or your agency realizes that your TDY assignment will incur taxes. You should provide the same information as the sample “Statements of Income and Tax Filing Status” shown in part 302-17, subpart F (one-year process) or subpart G (two-year process) of this subtitle.
§ 301-12.1   What miscellaneous expenses are reimbursable?
When the following items have been authorized or approved by your agency, they will be reimbursed as a miscellaneous expense. Taxes for reimbursable lodging are deemed approved when lodging is authorized. Examples of such expenses include, but are not limited to the following:
You should use Government provided services for all official communications. When they are not available, commercial services may be used. Reimbursement may be authorized or approved by your agency.
§ 301-12.2   What baggage expenses may my agency pay?
Your agency may reimburse expenses related to baggage as follows:
(a) Transportation charges for authorized excess;
(b) Necessary charges for transferring baggage;
(c) Necessary charges for storage of baggage when such charges are the result of official business;
(d) All fees pertaining to the first checked bag. In addition, charges relating to the second and subsequent bags may be reimbursed when the agency determines those expenses necessary and in the interest of the Government ( see §§ 301-70.300, 301-70.301). Travelers should verify their agency's current policies and procedures regarding excess baggage prior to traveling; and
(e) Charges or tips at transportation terminals for handling Government property carried by the traveler.
§ 301-13.1   What is the policy for paying additional travel expenses incurred by an employee with a special need?
To provide reasonable accommodations to an employee with a special need by paying for additional travel expenses incurred.
§ 301-13.2   Under what conditions will my agency pay for my additional travel expense(s) under this part?
When an additional travel expense is necessary to accommodate a special physical need which is either:
(a) Clearly visible and discernible; or
(b) Substantiated in writing by a competent medical authority.
§ 301-13.3   What additional travel expenses may my agency pay under this part?
Your agency approving official may pay for any expenses deemed necessary by your agency to accommodate your special need including, but not limited to, the following expenses:
(a) Transportation and per diem expenses incurred by a family member or other attendant who must travel with you to make the trip possible;
(b) Specialized transportation to, from, and/or at the TDY duty location;
(c) Specialized services provided by a common carrier to accommodate your special need;
(d) Costs for handling your baggage that are a direct result of your special need;
(e) Renting and/or transporting a wheelchair;
(f) Other than coach class accommodations to accommodate your special need, under subpart B of part 301-10 of this subchapter; and
(g) Services of an attendant, when necessary, to accommodate your special need.
For limits on the amount that may be paid to an attendant, other than travel expenses, see 5 U.S.C. 3102 and guidance at https://www.opm.gov/FAQs .
§ 301-30.1   What is emergency travel?
Travel which results from:
(a) Your becoming incapacitated by illness or injury not due to your own misconduct; or
(b) The death or serious illness of a member of your family; or
(c) A catastrophic occurrence or impending disaster, such as fire, flood, or act of God, which directly affects your home.
§ 301-30.2   What is considered to be “family” with respect to emergency travel?
“Family” includes any member of your immediate family, as defined in § 300-3.1. However, your agency may, on a case-by-case basis, expand this definition to include other members of your and/or your spouse's or domestic partner's extended family.
§ 301-30.3   What should I do if I have to interrupt or discontinue my TDY travel?
Contact your travel authorizing/approving official for instructions as soon as possible.
§ 301-30.4   When an illness or injury occurs on TDY, what expenses may be allowed?
Your agency may pay:
(a) Per diem at the location where you incurred or were treated for incapacitating illness or injury for a reasonable period of time (generally 14 calendar days). However, your agency may pay for a longer period.
(b) Transportation and per diem expense for travel to an alternate location to receive medical treatment.
(c) Transportation and per diem expense to return to your official station.
(d) Transportation costs of a medically necessary attendant.
§ 301-30.5   Are there any limitations to the payment of these expenses?
Expenses are not payable when:
(a) Confined to:
(1) A medical facility within the proximity of your official station.
(2) The same medical facility you would have been admitted to if your incapacitating illness or injury occurred at your official station.
(b) The Government provides or reimburses you for hospitalization under any Federal statute (including hospitalization in a Department of Veterans Affairs (VA) Medical center or military hospital). However, per diem expenses are payable if your hospitalization is paid under the Federal Employees Health Benefits Program (5 U.S.C. 8901-8913).
§ 301-31.1   Why pay subsistence and transportation expenses for threatened law enforcement/investigative employees?
To protect a law enforcement/investigative employee and the employee's immediate family when their lives are placed in jeopardy as a result of the employee's assigned duties.
§ 301-31.2   What is “family” with respect to threatened law enforcement/investigative employees?
Generally, “family” includes any member of your immediate family, as defined in § 300-3.1 of this title. However, your agency may, on a case-by-case basis, expand this definition to include other members of you and/or your spouse's or domestic partner's extended family.
§ 301-31.3   Are members of my family and I eligible for payment of subsistence and transportation expense?
Yes, if you serve in a law enforcement, investigative, or similar capacity for special law enforcement/investigative purposes and your agency authorizes such expenses.
§ 301-31.4   Must my agency pay transportation and subsistence expenses?
No. Your agency decides when it is appropriate to pay these expenses based on the nature of the threat against your life and/or the life of a member(s) of your immediate family.
§ 301-31.5   Under what conditions may my agency pay for transportation and subsistence expenses?
When your agency determines that a threat against you or a member(s) of your immediate family justifies moving you and/or your family to temporary living accommodations at or away from your official station.
§ 301-31.6   Where must I and/or my family obtain lodging?
Your agency designates the area where you and/or your family should obtain lodging. It may be within your official station or at an alternate location.
§ 301-31.7   May my family and I occupy lodging at different locations?
Yes, if authorized by your agency.
§ 301-31.8   What transportation expenses may my agency pay?
Your agency may pay transportation expenses authorized by part 301-10 of this chapter to transport you and/or your family to/from a temporary location.
§ 301-31.9   What subsistence expense may my agency pay?
Only your lodging cost may be paid. However, your agency may pay for meals and laundry/cleaning expenses if:
(a) Your temporary living accommodations do not have kitchen or laundry facilities; or
(b) Your agency determines that other extenuating circumstances exist which necessitate payment of these expenses.
§ 301-31.10   How will my agency pay my subsistence expenses?
Your agency will pay your actual subsistence expenses not to exceed the “maximum allowable amount” for the period you or your family occupy temporary living accommodations. The “maximum allowable amount” is the “maximum daily amount” multiplied by the number of days you or your family occupy temporary living accommodations not to exceed the number of days authorized. The “maximum daily amount” is determined by adding the rates in the following table for you and each member of your family authorized to occupy temporary living accommodations:
§ 301-31.11   May my agency pay me a per diem allowance instead of actual expenses?
No.
§ 301-31.12   Must I keep track of my expenses?
Yes. You must keep track of your actual expenses as described in part 301-11 of this chapter.
§ 301-31.13   How long may my agency pay for subsistence expenses under this part?
Your agency may pay for subsistence expenses up to 60 days. However, your agency may pay for additional periods if it determines that an extension is justified.
§ 301-31.14   May I receive a travel advance for transportation and/or subsistence expenses?
Yes, you may receive a travel advance under § 301-51.200 of this chapter for up to a 30-day period at a time to cover expenses allowable. Your travel advance may not exceed the maximum allowable amount authorized under § 301-31.10, and you will be required to reimburse your agency for any portion of the advance disallowed or not spent.
§ 301-31.15   What documentation must I provide for reimbursement?
You must provide receipts or any other documentation required by your agency. However, in instances when documentation might compromise the security of the individuals involved, the head of the agency may waive these requirements.
§ 301-50.1   To whom do the pronouns “I”, “you”, and their variants throughout this part refer?
In this part, the pronouns “I”, “you”, and their variants refer to the employee.
§ 301-50.2   How must I arrange my travel?
You must arrange your travel as designated by your agency and in accordance with this part.
§ 301-50.3   Must I use the ETS or TMS to arrange my travel?
Yes, if you are an employee of an agency as defined in § 301-1.1 of this chapter, you must use the ETS, or your agency's TMS (if an exception to ETS use is granted), to make your travel arrangements. If you are an employee of the Department of Defense, the legislative branch, or the Government of the District of Columbia, you must arrange your travel in accordance with your agency's TMS. Your agency may grant, or be granted, an exception to required use of TMS or ETS under § 301-50.4 or § 301-73.102 or § 301-73.104 of this chapter.
§ 301-50.4   May I be granted an exception to the required use of TMS or ETS?
Yes, your agency head or their designee may grant an individual case exception to required use of your agency's TMS or to required use of ETS, but only when your travel meets one of the following conditions:
(a) Such use would result in an unreasonable burden on mission accomplishment ( e.g., emergency travel is involved and TMS or ETS is not accessible; you are performing invitational travel; or you have special needs or require disability accommodations under part 301-13 of this chapter).
(b) Such use would compromise a national security interest.
(c) Such use might endanger your life ( e.g., you are traveling under the Federal witness protection program, or you are a threatened law enforcement or investigative officer traveling under part 301-31 of this chapter).
(d) Such use is prevented due to extenuating circumstances (see § 301-50.6).
§ 301-50.5   What is my liability if I do not use my agency's TMS or ETS, and an exception has not been approved?
If you do not have an approved exception under § 301-50.4 or § 301-73.102 or § 301-73.104 of this chapter, you are responsible for any additional costs resulting from the failure to use the TMS or ETS, including service fees, cancellation penalties, or other additional costs (e.g., higher airfares, rental car charges, or hotel rates). In addition, your agency may take appropriate disciplinary action.
§ 301-50.6   Am I required to use the OBT offered by ETS?
Yes, you are required to use the OBT offered by ETS, or your agency's TMS (if an exception to ETS use is granted), unless extenuating circumstances prevent such use. Some extenuating circumstances for which you may not be able to use an OBT are:
(a) When you are attending a conference where the conference sponsor has negotiated with one or more lodging facilities to set aside a specific number of rooms for conference attendees and to ensure that a set aside room is available to you, you are required to book lodging directly with the lodging facility;
(b) When your travel is to a remote location and it is not possible to book lodging accommodations through the TMS or ETS; or
(c) When such travel arrangements are so complex and circumstances will not allow you to book your travel through an OBT.
§ 301-51.1   How must I use the Government contractor-issued travel charge card?
You are required to activate the Government contractor-issued travel charge card once you receive it, and then use it as the method of payment for all official travel expenses unless exempted under § 301-51.2.
§ 301-51.2   Are there any official travel expenses that are exempt from the mandatory use of the Government contractor-issued travel charge card?
Expenses for which payment through the Government contractor-issued travel charge card is impractical ( e.g., vendor does not accept credit cards) or imposes unreasonable burdens or costs ( e.g., fees are charged for using the card) are exempt from use of the travel charge card. Your agency may also exempt an official travel expense when it is necessary in the interest of the agency (see § 301-51.4).
§ 301-51.3   What classes of employees are exempt from mandatory use of the Government contractor-issued travel charge card?
The Administrator of General Services exempts the following classes of employees from mandatory use of the Government contractor-issued travel charge card:
(a) Any employee who has an application pending for the Government contractor-issued travel charge card;
(b) Any employee, when issuance of the Government contractor-issued travel charge card would adversely affect the mission or put the employee at risk; and
(c) Any employee who is not eligible to receive a Government contractor-issued travel charge card.
§ 301-51.4   Who in my agency has the authority to grant exemptions from the mandatory use of the Government contractor-issued travel charge card?
The head of your agency or their designee(s) has (have) the authority to grant exemptions from the mandatory use of the Government contractor-issued travel charge card.
§ 301-51.5   If my agency grants an exemption, does that prevent me from using the card on a voluntary basis?
No, an exemption from use would not prevent you from using the Government contractor-issued travel charge card on a voluntary basis in accordance with your agency's policy.
§ 301-51.6   How may I pay for official travel expenses if I receive an exemption from use of the Government contractor-issued travel charge card?
If you receive an exemption from use of the Government contractor-issued travel charge card, your agency may authorize one or a combination of the following methods of payment:
(a) Personal funds, including cash or personal charge card;
(b) Travel advances; or
(c) Government Transportation Request (GTR).
City pair contractors are not required to accept payment by the methods in paragraph (a) or (b) of this section.
§ 301-51.7   For what purposes may I use the Government contractor-issued travel charge card while on official travel?
You are required to use the Government contractor-issued travel charge card for expenses directly related to your official travel.
§ 301-51.8   May I use the Government contractor-issued travel charge card for personal reasons while on official travel?
No, you may not use the Government contractor-issued travel charge card for personal reasons while on official travel.
§ 301-51.9   What are the consequences if I misuse the Government contractor-issued travel charge card on official travel?
Your agency may take appropriate disciplinary action if you misuse the Government contractor-issued travel charge card according to internal agency policies and procedures.
§ 301-51.100   What method of payment must I use to procure common carrier transportation?
You must use a Government contractor-issued individually billed travel card, centrally billed account, or GTR to procure contract passenger transportation services. For all other common carrier transportation, you must use one of the methods specified in the following table:
§ 301-51.101   Which payment methods are considered the equivalent of cash?
Use of one of the following payment methods of this section to procure common carrier transportation is considered the equivalent of cash and you must comply with the rules in 41 CFR 102-118.50 that limit the use of cash for such purposes.
(a) Personal credit cards;
(b) Cash withdrawals obtained from an ATM using a Government contractor-issued individually billed travel card; and
(c) Checks, both personal and travelers (including those obtained through a travel payment system services program).
§ 301-51.102   How is my transportation reimbursement affected if I make an unauthorized cash purchase of common carrier transportation?
If you are a new employee or an invitational or infrequent traveler who is unaware of proper procedures for purchasing common carrier transportation, your agency may allow reimbursement for the full cost of the transportation. In all other instances, your reimbursement will be limited to the cost of such transportation using the authorized method of payment.
§ 301-51.103   What is my liability if I lose a GTR?
You are liable for any Government expenditure that is caused by your negligence in safeguarding the GTR or tickets received in exchange for the GTR. To avoid liability, immediately report a lost or stolen GTR to your administrative office. If the lost or stolen GTR shows the carrier service desired, and point of origin, promptly notify in writing the named carrier and other local initial carriers. Do not use a GTR that is recovered after having been reported as lost or stolen. Instead, report the recovered GTR to your administrative office.
§ 301-51.200   For what expenses may I receive a travel advance?
§ 301-51.201   What is the maximum amount that my agency may advance?
The amount your agency advances you may not exceed the following amounts:
§ 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.
§ 301-52.1   Must I file a travel claim?
Yes.
§ 301-52.2   What information must I provide in my travel claim?
You must provide the following:
(a) An itemized list of expenses and other information (specified in the listing of required standard data elements contained in appendix C of this chapter, and any additional information your agency may specifically require), except:
(1) You may aggregate official travel-related expenses incurred at the TDY location for authorized telephone calls, transit system fares, and parking meter fees, except any individual expenses costing over $75 must be listed separately;
(2) When you are authorized lodgings-plus per diem, you must state the M&IE allowance on a daily basis;
(3) When you are authorized a reduced per diem, you must state the reduced rate your agency authorizes on a daily basis; and
(4) When your agency limits M&IE reimbursement to the prescribed maximum M&IE for the locality concerned, you must state the reduced rate on a daily basis.
(5) Your agency may or may not require itemization of M&IE when reimbursement is limited to either the maximum M&IE locality rate or a reduced M&IE rate is authorized.
(b) The type of leave and the number of hours of leave for each day;
(c) The date of arrival and departure from the TDY station and any non-duty points visited when you travel by an indirect route other than a stopover to change planes or embark/disembark passengers;
(d) A signed statement, “I hereby assign to the United States any rights I may have against other parties in connection with any reimbursable carrier transportation charges described herein,” when you use cash to pay for common carrier transportation.
§ 301-52.3   Am I required to file a travel claim (voucher) in a specific format, and must the claim be signed?
You must use the format prescribed by ETS to file all your travel claims unless your agency has been granted, or has granted you, an exception from required use of the ETS in accordance with § 301-50.4, § 301-73.102, or § 301-73.104 of this chapter. If the prescribed travel claim is hardcopy, the claim must be signed in ink. Any alterations or erasures to your hardcopy travel claim must be initialed. If your agency has electronic document processing, use your electronic signature where required.
§ 301-52.4   What must I provide with my travel claim?
You must provide:
(a) Evidence of your necessary travel authorizations including any necessary special authorizations;
(b) Receipts for:
(1) Any lodging expense;
(2) Any other expense costing over $75. If it is impracticable to furnish receipts in any instance as required by this subtitle, the failure to do so must be fully explained on the travel voucher. Mere inconvenience in the matter of taking receipts will not be considered; and
(3) Receipts must be retained for 6 years as prescribed by the National Archives and Records Administration (NARA) under General Records Schedule 1.1, item 010 ( https://www.archives.gov/files/records-mgmt/grs/grs01-1.pdf ).
§ 301-52.5   Is there any instance where I am exempt from the receipt requirement in § 301-52.4?
Yes, your agency may exempt an expenditure from the receipt requirement because the expenditure is confidential.
§ 301-52.6   How do I submit a travel claim?
You must submit your travel claim in accordance with administrative procedures prescribed by your agency.
§ 301-52.7   When must I submit my travel claim?
Unless your agency administratively requires you to submit your travel claim within a shorter timeframe, you must submit your travel claim as follows:
(a) Within 5 working days after you complete your trip or period of travel; or
(b) Every 30 days if you are on continuous travel status.
§ 301-52.8   May my agency disallow payment of a claimed item?
Yes, if you do not:
(a) Provide proper itemization of an expense;
(b) Provide receipt or other documentation required to support your claim; and
(c) Claim an expense which is not authorized.
§ 301-52.9   What will my agency do when it disallows an expense?
Your agency will disallow your claim for that expense, issue you a notice of disallowance, and pay your claim for those items which are not disallowed.
§ 301-52.10   May I challenge my agency's disallowance of my claim?
Yes, you may request reconsideration of your claim if you have additional facts or documentation to support your request for reconsideration.
§ 301-52.11   What must I do to challenge a disallowed claim?
You must:
(a) File a new claim.
(b) Provide full itemization for all disallowed items reclaimed.
(c) Provide receipts for all disallowed items reclaimed that require receipts, except that you do not have to provide a receipt if your agency already has the receipt.
(d) Provide a copy of the notice of disallowance.
(e) State the proper authority for your claim if you are challenging your agency's application of the law or statute.
(f) Follow your agency's procedures for challenging disallowed claims.
(g) If after reconsideration by your agency your claim is still denied, you may submit your claim for adjudication to the Civilian Board of Contract Appeals in accordance with 48 CFR part 6104.
§ 301-52.12   What happens if I attempt to defraud the Government?
(a) You forfeit reimbursement pursuant to 28 U.S.C. 2514; and
(b) You may be subject under 18 U.S.C. 287 and 1001 to one, or both, of the following:
(1) A fine of not more than $10,000, or
(2) Imprisonment for not more than 5 years.
§ 301-52.13   Should I keep itemized records of my expenses while on travel?
Yes. You will find it helpful to keep a record of your expenses by date of the expense to aid you in preparing your travel claim or for tax purposes.
§ 301-52.14   What must I do with any travel advance outstanding at the time I submit my travel claim?
You must account for the travel advance in accordance with your agency's procedures.
§ 301-52.15   What must I do with any passenger coupon for transportation costing over $75, purchased with cash?
You must submit the passenger coupons to your agency in accordance with your agency's procedures.
§ 301-52.16   What must I do with any unused tickets, coupons, or other evidence of refund?
You must submit any unused tickets, coupons, or other evidence of refund to your agency in accordance with your agency's procedures.
§ 301-52.17   Within how many calendar days after I submit a proper travel claim must my agency reimburse my allowable expenses?
Your agency must reimburse you within 30 calendar days after you submit a proper travel claim to your agency's designated approving office. Your agency must ensure that it uses a satisfactory recordkeeping system to track submission of travel claims. For example, travel claims submitted by mail, in accordance with your agency's policy, could be annotated with the time and date of receipt by your agency. Your agency could consider travel claims electronically submitted to the designated approving office as submitted on the date indicated on an e-mail log, or on the next business day if submitted after normal working hours. However, claims for the following relocation allowances are exempt from this provision:
(a) Transportation and storage of household goods and professional books, papers and equipment;
(b) Transportation of mobile home;
(c) Transportation of a privately owned vehicle;
(d) Temporary quarters subsistence expense, when not paid as lump sum;
(e) Residence transaction expenses;
(f) Relocation income tax allowance;
(g) Use of a relocation services company;
(h) Home marketing incentive payments; and
(i) Allowance for property management services.
§ 301-52.18   Within how many calendar days after I submit a travel claim must my agency notify me of any error that would prevent payment within 30 calendar days after submission?
Your agency must notify you as soon as practicable after you submit your travel claim of any error that would prevent payment within 30 calendar days after submission and must provide the reason(s) why your travel claim is not proper. However, not later than May 1, 2002, agencies must achieve a maximum time period of seven working days for notifying you that your travel claim is not proper.
§ 301-52.19   Will I receive a late payment fee if my agency fails to reimburse me within 30 calendar days after I submit a proper travel claim?
Yes, your agency must pay you a late payment fee, in addition to the amount due you, for any proper travel claim not reimbursed within 30 calendar days of your submission of it to the approving official.
§ 301-52.20   How are late payment fees calculated?
Your agency must either:
(a) Calculate late payment fees using the prevailing Prompt Payment Act Interest Rate beginning on the 31st day after submission of a proper travel claim and ending on the date on which payment is made; or
(b) Reimburse you a flat fee of not less than the prompt payment amount, based on an agencywide average of travel claim payments; and
(c) In addition to the fee required by paragraphs (a) and (b) of this section, your agency must also pay you an amount equivalent to any late payment charge that the card contractor would have been able to charge you had you not paid the bill.
§ 301-52.21   Is there a minimum amount the late payment fee must exceed before my agency will pay it to me?
Yes, a late payment fee will only be paid when the computed late payment fee is $1.00 or greater.
§ 301-52.22   Will any late payment fees I receive be reported as wages on a Form W-2?
No, the Internal Revenue Service (IRS) has determined that the late payment fee is in the nature of interest (compensation for the use of money). Your agency will report payments in accordance with IRS guidelines.
§ 301-52.23   Is the additional fee, which is equal to any late payment charge that the card contractor would have been able to charge had I not paid the bill, considered income?
Yes, your agency will report this payment as additional wages on Form W-2.
§ 301-52.24   Does mandatory use of the Government contractor-issued travel charge card change my obligation to pay my travel card bill by the due date?
No, mandatory use of the Government contractor-issued travel charge card does not relieve you of your obligation to pay your bill in accordance with your cardholder agreement.
§ 301-53.1   To whom do the pronouns “I”, “you”, and their variants refer throughout this part?
The pronouns “I”, “you”, and their variants throughout this part refer to the employee.
§ 301-53.2   What may I do with promotional benefits or materials I receive from a travel service provider?
Any promotional benefits or materials received from a travel service provider in connection with official travel may be retained for personal use, if such items are obtained under the same conditions as those offered to the general public and at no additional cost to the Government.
Promotional benefits or materials you receive from a travel service provider in connection with your planning and/or scheduling an official conference or other group travel (as opposed to performing official travel yourself) are considered property of the Government, and you may only accept the benefits or materials on behalf of the Federal Government ( see § 301-74.1(d) of this chapter).
§ 301-53.3   How may I use promotional materials and frequent traveler benefits?
Promotional materials and frequent traveler benefits may be used as follows:
(a) You may use frequent traveler benefits earned on official travel to obtain travel services for a subsequent official travel assignment(s); however, you may also retain such benefits for your personal use, including upgrading to a higher class of service while on official travel.
(b) If you are offered such benefits as a result of your role as a conference planner or as a planner for other group travel, you may not retain such benefits for your personal use ( see § 301-53.2 of this chapter). Rather, you may only accept such benefits on behalf of the Federal Government. Such accepted benefits may only be used for official Government business.
§ 301-53.4   May I select travel service providers for which my agency is not a mandatory user in order to maximize my frequent traveler benefits?
No, you may not select a traveler service provider based on whether it provides frequent traveler benefits. You must use the travel service provider for which your agency is a mandatory user. This includes contract passenger transportation services and travel management services. You may not choose a travel service provider to gain frequent traveler benefits for personal use. (Also see §§ 301-10.113 and 301-10.114 of this chapter.)
§ 301-53.5   Are there exceptions to the mandatory use of contract City Pair Program fares and an agency's travel management service?
Yes, the exceptions are in accordance with §§ 301-10.111 and 301-10.112 of this chapter for the mandatory use of a contract City Pair Program fare, and § 301-73.103 of this chapter for the mandatory use of a travel management service.
§ 301-53.6   Is a denied boarding benefit considered a promotional item for which I may retain compensation received from an airline whether voluntary or involuntary?
A denied boarding benefit (e.g., cash, free ticket coupon) is not a promotional item given by an airline. See the provisions of § 301-10.122 of this chapter when an airline denies you a seat (involuntary) and § 301-10.123 of this chapter when you vacate your seat (voluntary).
§ 301-54.1   Is my agency allowed to collect undisputed delinquent amounts that I owe to a Government travel charge card contractor?
Yes, upon written request from the contractor, your agency may collect, from your disposable pay, any undisputed delinquent amounts that you owe to a Government travel charge card contractor.
§ 301-54.2   What is disposable pay?
Disposable pay is your compensation remaining after the deduction from your earnings of any amounts required by law to be withheld. These deductions do not include discretionary deductions such as savings bonds, charitable contributions, etc. Deductions may be made from any type of pay you receive from your agency, e.g., basic pay, special pay, retirement pay, or incentive pay.
§ 301-54.100   Are there any due process requirements with which my agency must comply before collecting undisputed delinquent amounts on behalf of the charge card contractor?
Yes, your agency must:
(a) Provide you with written notice of the type and amount of the claim, the intention to collect the claim by deduction from your disposable pay, and an explanation of your rights as a debtor;
(b) Give you the opportunity to inspect and copy their records related to the claim;
(c) Allow an opportunity for a review within the agency of its decision to collect the amount; and
(d) Provide you with an opportunity to make a written agreement with the contractor to repay the delinquent amount of the claim.
§ 301-54.101   Can my agency initiate collection of undisputed delinquent amounts if it has not reimbursed me for amounts reimbursable under the applicable travel regulations?
No, your agency may only collect undisputed delinquent amounts for which you have been reimbursed under the applicable travel regulations. However, if you have not submitted a proper travel claim within the timeframe requirements of § 301-52.7 of this chapter, and there are no extenuating circumstances, your agency may collect the undisputed delinquent amounts based on the amounts charged on the travel charge card.
§ 301-54.102   What is the maximum amount my agency may deduct from my disposable pay?
As set forth in Public Law 105-264, 112 Stat. 2350, October 19, 1998, the maximum amount your agency may deduct from your disposable pay is 15 percent a pay period, unless you agree in writing to a larger percentage.
§ 301-70.1   How must we administer the authorization and payment of travel expenses?
When administering the authorization and payment of travel expenses, you—
(a) Must limit the authorization and payment of travel expenses to travel that is necessary to accomplish your mission in the most economical and effective manner, under rules stated throughout this chapter;
(b) Should give consideration to budget constraints, adherence to travel policies, and reasonableness of expenses;
(c) Should always consider alternatives, including teleconferencing, prior to authorizing travel; and
(d) Must require employees to use the ETS to process travel authorizations and claims for travel expenses, unless an exception has been granted under § 301-50.4, § 301-73.102, or § 301-73.104 of this chapter.
§ 301-70.100   How must we administer the authorization and payment of transportation expenses?
You must:
(a) Limit authorization and payment of transportation expenses to those expenses that result in the greatest advantage to the Government;
(b) Ensure that travel is by the most expeditious means practicable.
§ 301-70.101   What factors must we consider in determining which method of transportation results in the greatest advantage to the Government?
In selecting a particular method of transportation you must consider:
(a) The total cost to the Government, including per diem, overtime, lost worktime, actual transportation cost, total distance of travel, number of points visited, the number of travelers and energy conservation. As stated in 5 U.S.C. 5733, “travel of an employee shall be by the most expeditious means of transportation practicable and shall be commensurate with the nature and purpose of the duties of the employee requiring such travel.”
(b) Travel by common carrier (air, rail, bus) is considered the most advantageous method to perform official travel. Other methods of transportation may be authorized as advantageous only when the use of common carrier transportation would interfere with the performance of official business or impose an undue hardship upon the traveler, or when the total cost by common carrier exceeds the cost by another method of transportation. A determination that another method of transportation is more advantageous to the Government than common carrier will not be made on the basis of personal preference or inconvenience to the traveler.
(c) When travel must be performed by automobile, agencies should next consider using a Government-furnished automobile.
(d) If a Government-furnished automobile is not available, agencies should then consider using the least expensive compact rental vehicle.
(e) Agencies should lastly consider authorizing a POV only if the employee agrees to use a POV, because agencies cannot mandate employees to use their POV for official reasons.
§ 301-70.102   What governing policies must we establish for authorization and payment of transportation expenses?
You must establish policies and procedures governing:
(a) Who will determine what method of transportation is more advantageous to the Government;
(b) Who will approve any of the following:
(1) Use of other than coach class accommodations under § 301-10.103 of this chapter;
(2) Use of a special-reduced fare or reduced group or charter fare;
(3) Use of an extra-fare train service under § 301-10.160;
(4) Use of ship service;
(5) Use of a foreign ship;
(6) Use of a foreign air carrier;
(c) When you will:
(1) Require the use of a Government vehicle;
(2) Allow the use of a Government vehicle; and
(3) Prohibit the use of a Government vehicle;
(d) When you consider the use of a POV advantageous to the Government, such as travel to and from common carrier terminals or to the TDY location. When determining whether the use of a POV to a TDY location is the most advantageous method of transportation, you must consider the total cost of using a POV as compared to the total cost of using a rental vehicle, including rental costs, fuel, taxes, parking (at a common carrier terminal—not to exceed the cost of taxi or transportation network company fare, etc.), and any other relevant costs;
(e) Procedures for claiming POV reimbursement;
(f) Procedures for allowing the use of a special conveyance (e.g., taxis, TNCs, innovative mobility technology companies, or commercially rented vehicles), taking into account the requirements of § 301-10.450;
(g) What procedures an employee must follow when the employee travels by an indirect route or interrupts travel by a direct route;
(h) Whether to reimburse the full amount of transportation costs and in conjunction with TDY or only the amount by which transportation costs exceed the employee's normal costs for transportation between:
(1) Office or duty point and another place of business;
(2) Places of business; or
(3) Residence and place of business other than office or duty point;
(i) Develop and issue internal guidance on what specific mission criteria justify use of other than coach class under § 301-10.103(a)(9) and the use of other than the least expensive compact car available under § 301-10.450(c). The justification criteria shall be noted on the traveler's authorization.
(j) Develop and publish internal guidance regarding what constitutes a rest period upon arrival at a temporary duty location; and
(k) Develop and publish internal guidance regarding when coach class seating upgrade fees will be authorized as advantageous to the Government and reimbursed (see § 301-10.121).
§ 301-70.103   In what circumstance may we authorize use of ship service?
Travel by ship is not generally regarded as advantageous. You must determine that the advantages accruing from the use of ocean transportation offset the higher costs associated with ship travel, i.e., per diem, transportation, and lost worktime.
§ 301-70.104   What factors should we consider in determining whether to require an employee to commit to the use of a Government-furnished automobile?
You should consider:
(a) The advantages of using a Government-furnished automobile . Such advantages may include, but are not limited to:
(1) Full utilization or availability of fleet vehicles;
(2) Lower cost;
(3) Official presence.
(b) The type of travel the employee performs. You should require such a commitment when an employee or group of employees requires the use of an automobile for official travel on a frequent or repetitive basis.
§ 301-70.105   May we prohibit an employee from using a POV on official travel?
No, but if the employee elects to use a POV instead of an alternative form of transportation you authorize, you must:
(a) Limit reimbursement to the constructive cost of the authorized method of transportation, which is the sum of travel and transportation expenses the employee would reasonably have incurred had the employee traveled by the method of transportation deemed to be most advantageous to the Government. The calculation will necessarily involve assumptions. Examples of related expenses that could be considered constructive costs include, but are not limited to, taxi and TNC fares, baggage fees, rental car costs, tolls, ferry fees, and parking charges; and
(b) Charge leave for any duty hours that are missed as a result of travel by POV.
§ 301-70.200   What governing policies must we establish for authorization and payment of per diem expenses?
You must establish policies and procedures governing:
(a) Who will authorize a rest period;
(b) Circumstances allowing a rest period during prolonged travel (see § 301-11.20 for minimum standards);
(c) If, and in what instances, you will allow an employee to return to their official station on non-workdays;
(d) Who will determine if an employee will be allowed to return to their official station on a case by case basis.
(e) Who will determine in what instances you will pay a reduced per diem rate;
(f) Who will determine, and in what instances, to issue a blanket authorization for actual expenses under § 301-70.201 or when actual expenses are appropriate in individual cases; and
(g) Who will determine, and in what instances, an employee will be able to claim the full M&IE allowance even though meals are furnished to the employee by the Government, in accordance with §§ 301-11.18(b) and 301-11.18(c).
§ 301-70.201   May we issue a blanket actual expense authorization for our employees during a Presidentially-Declared Disaster?
Yes. A blanket authorization regarding actual expense reimbursement may be issued to your employees assigned to perform TDY travel in an area subject to a Presidentially-Declared Disaster. These authorizations must apply to a specific Declaration, and must end on the expiration date of the Declaration, or one year from the date the Declaration is issued, whichever is sooner. A blanket authorization issued under this section shall not apply to any travel performed pursuant to chapter 302 of this title.
§ 301-70.300   How should we administer the authorization and payment of miscellaneous expenses?
You should limit payment of miscellaneous expenses to only those expenses that are necessary and in the interest of the Government.
§ 301-70.301   What governing policies must we establish for payment of miscellaneous expenses?
You must establish policies and procedures governing:
(a) Who will determine when excess baggage is necessary for official travel;
(b) When you will pay for communications services, including whether you will pay for a telephone call to the employee's home or place where the employee's dependent children are;
(c) Who will determine if other miscellaneous expenses are appropriate for reimbursement in connection with official travel, including but not limited to, fees for the use of automated teller machine (ATMs) when using the Government contractor-issued travel charge card and expenses for laundry, cleaning, and pressing of clothing.
§ 301-70.400   How should we authorize and administer the payment of additional travel expenses for an employee with a disability or special need?
You should authorize and administer the payment to reasonably accommodate employee(s) with disabilities in accordance with the Rehabilitation Act of 1973, as amended (29 U.S.C. 701, et seq. ) and 5 U.S.C. 3102 and part 301-13 of this chapter. An employee with a special need should be treated the same as an employee with a disability. You must determine that additional travel expenses are necessary to accommodate the employee's needs.
§ 301-70.401   What governing policies and procedures must we establish regarding travel of an employee with a disability or special need?
You must establish the policies and procedures governing:
(a) Who will determine if an employee has a disability or special need which requires accommodation, including when documentation is necessary under §§ 301-10.103 and 301-10.121, and when a determination may be based on a clearly visible and discernible physical condition; and
(b) Who will determine how to reasonably accommodate the employee and what expenses you will pay.
§ 301-70.500   What governing policies and procedures should we establish relating to emergency travel?
Each agency must determine:
(a) When you will authorize emergency travel under part 301-30;
(b) Who will determine if the employee's situation warrants payment for emergency travel expenses;
(c) When and by whom travel to an alternate location other than official station or point of interruption will be authorized; and
(d) Who will determine when and if the definition of family may be extended and to whom.
§ 301-70.501   Does per diem continue when an employee interrupts a travel assignment because of an incapacitating illness or injury?
Yes, when an employee interrupts a travel assignment because of an incapacitating illness or injury and takes leave (annual or sick), per diem will be allowed, not to exceed the maximum rate for the location where the interruption occurs, for a reasonable period, normally not to exceed 14 calendar days (including fractional days) for any one period of absence. You may approve a longer period if justified.
§ 301-70.502   Are there any limitations to the payment of these expenses?
Yes, there are limitations to the payment of these expenses. Per diem is not payable, or if paid, must be collected from the employee when—
(a) The employee is confined to a hospital or medical facility that is within the proximity of the official station or that is the same one the employee would have been admitted to if the illness or injury had occurred while at the official station; and/or
(b) The Government provides or reimburses the employee for hospitalization under any Federal statute (including hospitalization in a Department of Veterans Affairs (VA) medical center or military hospital) other than 5 U.S.C. 8901-8913 (Federal Employees Health Benefits program).
§ 301-70.503   What additional emergency expenses should we allow?
When an employee discontinues a TDY assignment before its completion due to an incapacitating illness or injury, you may pay—
(a) Transportation and per diem expenses for travel to an alternate location to receive medical treatment;
(b) Transportation and per diem expenses to return to the official station; and
(c) Transportation costs of a medically necessary attendant.
§ 301-70.504   When the employee is able to travel, should we continue the use of the existing travel authorization?
Not if the interrupted trip was authorized under a trip by trip authorization. If, when the employee's health has been restored, the agency decides that it is in the Government's interest to return the employee to the TDY location, such return is considered to be a new travel assignment at Government expense. An interrupted trip authorized under an open or limited open authorization may be continued without further authorization.
§ 301-70.505   May any travel costs be reimbursed if the employee travels to an alternate location for medical treatment?
Yes. When an employee interrupts a TDY assignment because of an incapacitating illness or injury and takes leave of absence for travel to an alternate location to obtain medical services and returns to the TDY assignment, you may reimburse certain excess travel costs provided in this section. Specifically, you may reimburse the excess (if any) of actual costs of travel from the point of interruption to the alternate location and return to the TDY assignment, over the constructive costs of round-trip travel between the official station and the alternate location. The nearest hospital or medical facility capable of treating the employee's illness or injury will not, however, be considered an alternate location.
An alternate location is a destination other than the employee's official station or the point of interruption.
§ 301-70.506   How do we define actual cost and constructive cost when an employee interrupts a travel assignment because of an incapacitating illness or injury?
(a) Actual cost of travel will be the transportation expenses incurred and en route per diem for the travel as actually performed from the point of interruption to the alternate location and from the alternate location to the TDY assignment. No per diem is allowed for time spent at the alternate location if confined to a medical facility.
(b) Constructive cost is the sum of travel and transportation expenses the employee would reasonably have incurred for round-trip travel between the official station and the alternate location plus per diem calculated for the appropriate en route travel time. The calculation will necessarily involve assumptions. Examples of related expenses that could be considered constructive costs include, but are not limited to, taxi and TNC fares, baggage fees, rental car costs, tolls, ferry fees, and parking charges.
§ 301-70.507   May we authorize per diem if an employee discontinues a TDY assignment because of a personal emergency situation?
Yes. Expenses of appropriate transportation and per diem while en route may be allowed, with the approval of an appropriate agency official, for return travel from the point of interruption to the official station.
§ 301-70.508   How do we handle reimbursement if the employee travels to an alternate location and returns to the TDY location because of a personal emergency situation?
You may reimburse certain excess travel costs (transportation and en route per diem) to the same extent as provided in § 301-70.501 for incapacitating illness or injury to the employee.
§ 301-70.509   What factors must we consider in expanding the definition of family for emergency travel purposes?
Agencies must consider on a case by case basis:
(a) The extent of the emergency;
(b) The employee's relationship to the individual involved in the emergency; and
(c) The degree of the employee's responsibility for the individual involved in the emergency.
§ 301-70.600   What governing policies and procedures must we establish related to threatened law enforcement/investigative employees?
You must establish policies and procedures governing:
(a) When you will pay transportation and subsistence expenses of threatened law enforcement/investigative employees, under part 301-31 of this chapter;
(b) Who will determine the degree and seriousness of threat in each individual case;
(c) Who will determine what protective action should be taken, including the location and duration of temporary lodging;
(d) Who will reevaluate the situation to determine whether protective action should be continued or discontinued and how often;
(e) What procedures must be followed to obtain authorization of transportation and subsistence expenses for threatened law enforcement/investigative employees; and
(f) What special procedures must an employee follow to claim expenses.
§ 301-70.601   What factors should we consider in determining whether to authorize payment of transportation and subsistence expenses for threatened law enforcement/investigative employees?
You should consider:
(a) The degree and seriousness of the threat. You should pay transportation and subsistence expenses only if a situation poses a legitimate serious threat to life.
(b) The option of relocating the employee. You should consider whether relocating the employee permanently would be advantageous given the specific nature of the threat, the continued disruption of the family, and the alternative costs of a change of official station.
§ 301-70.602   How often must we reevaluate the payment of transportation and subsistence expenses to a threatened law enforcement/investigative employee?
You must reevaluate the situation every 30 days based on the same factors you considered when you first authorized the payment of the expenses.
§ 301-70.700   Must our employees use a Government contractor-issued travel charge card for official travel expenses?
Yes, your employees must use a Government contractor-issued travel charge card for official travel expenses unless:
(a) A vendor does not accept the travel charge card;
(b) The Administrator of General Services has granted an exemption. (see § 301-70.704); or
(c) Your agency head or their designee has granted an exemption.
§ 301-70.701   Who has the authority to grant exemptions to mandatory use of Government contractor-issued travel charge card for official travel?
(a) The Administrator of General Services will exempt any payment, person, type or class of payments, or type or class of personnel in any case in which—
(1) It is in the best interest of the United States to do so;
(2) Payment through a travel charge card is impractical or imposes unreasonable burdens or costs on Federal employees or Federal agencies; or
(3) The Secretary of Defense or the Secretary of Homeland Security (for the Coast Guard) requests an exemption for the members of their uniformed services.
(b) The head of a Federal agency or their designee(s) may exempt any payment, person, type or class of payments, or type or class of agency personnel if the exemption is determined to be necessary in the interest of the agency.
§ 301-70.702   Must we notify the Administrator of General Services when we grant an exemption?
Yes, you must notify the Administrator of General Services, Office of Government-wide Policy, 1800 F Street, NW, Washington, DC 20405, in writing within 30 days after granting the exemption, stating the reasons for the exemption.
§ 301-70.703   If we grant an exemption, does that prevent the employee from using the card on a voluntary basis?
No, an exemption from use would not prevent the employee from using the Government contractor-issued travel charge card for official travel expenses on a voluntary basis in accordance with your policies.
§ 301-70.704   What classes of employees are exempt from mandatory use of the Government contractor-issued travel charge card?
The Administrator of General Services exempts the following classes of employees from mandatory use of the Government contractor-issued travel charge card:
(a) Any employee who has an application pending for the Government contractor-issued travel charge card;
(b) Any employee, when issuance of the Government contractor-issued travel charge card would adversely affect the mission or put the employee at risk; and
(c) Any employee who is not eligible to receive a Government contractor-issued travel charge card.
§ 301-70.705   What methods of payment for official travel expenses may we authorize when an exemption from use of the Government contractor-issued travel charge card is granted?
When you grant an exemption from use of the Government contractor-issued travel charge card, you may authorize one or a combination of the following methods of payment:
(a) Personal funds, including cash or personal charge card;
(b) Travel advances; or
(c) Government Transportation Request (GTR).
City pair contractors are not required to accept payment by the methods in paragraph (a) or (b) of this section.
§ 301-70.706   For what purposes may an employee use the Government contractor-issued travel charge card while on official travel?
An employee is required to use the Government contractor-issued travel charge card for expenses directly related to official travel.
§ 301-70.707   May an employee use the Government contractor-issued travel charge card for personal use while on official travel?
No, an employee may not use the Government contractor-issued travel charge card for personal use while on official travel.
§ 301-70.708   What actions may we take if an employee fails to activate the Government contractor-issued travel charge card and/or misuses the travel charge card?
Internal agency policies and procedures should be established defining what are considered to be misuses of the Government contractor-issued travel charge card. Appropriate action may be taken pursuant to those policies if an employee fails to activate the Government contractor-issued travel charge card within 60 days of receipt or misuses the travel charge card.
§ 301-70.709   What can we do to reduce travel charge card delinquencies?
To reduce travel charge card delinquencies by your employees, you should consider implementing one or more of the following suggestions (this list is not comprehensive; you may adopt other appropriate procedures):
(a) Agency travel program coordinators must be trained and aware of their responsibilities and the delinquency management tools available under your agreement with the travel charge card contractor.
(b) Ensure that managers and supervisors are provided monthly delinquency and questionable charges report.
(c) Periodically, but at least once a year, verify that cardholders are still current employees.
(d) For inactive accounts (cards not used within 6 months, one year, etc., reduce card limit to $1, increase dollar limit when necessary.
(e) Work with the charge card contractor to block certain high-risk category codes (e.g., department stores, automobile dealerships, specialty stores), etc.
(f) Review ATM cash withdrawals for reasonableness and association with official travel.
(g) Implement a salary offset program. (See part 301-76 of this chapter).
(h) Implement split disbursement in your travel vouchering system, so that an employee may authorize you to make certain payments directly to the charge card contractor on the employee's behalf.
(i) Refer potential fraud cases to your agency IG for investigation.
(j) Information on travel cardholder training is available at https://smartpay.gsa.gov/content/training.
(k) Ensure that employees turn in their travel charge card when they retire or leave the agency.
§ 301-70.800   Whom may we authorize to travel on Government aircraft?
You may authorize Federal travelers, non-Federal travelers, and any other passengers, as defined in part 300-3 of this subtitle, to travel on Government aircraft, subject to the rules in this subpart. Because the taxpayers generally should pay no more than necessary for transportation of travelers, except for required use travel, you may authorize travel on Government aircraft only when a Government aircraft is the most cost-effective mode of travel and the traveler is traveling for Governmental purposes.
§ 301-70.801   When may we authorize travel on Government aircraft?
You may authorize travel on Government aircraft only as follows:
(a) For official travel when—
(1) No scheduled commercial airline service is reasonably available to fulfill your agency's travel requirement ( i.e., able to meet the traveler's departure and/or arrival requirements within a 24-hour period, unless you demonstrate that extraordinary circumstances require a shorter period); or
(2) The cost of using a Government aircraft is not more than the cost of the city-pair fare for scheduled commercial airline service or the cost of the lowest available full coach fare if a city-pair fare is not available to the traveler.
(b) For required-use travel, i.e., when the traveler is authorized to use Government aircraft because of bona fide communications needs (e.g., 24-hour secure communications are required) or security reasons (e.g., highly unusual circumstances that present a clear and present danger to the traveler) or exceptional scheduling requirements (e.g., a national emergency or other compelling operational considerations). Required-use travel may include travel for official, personal, or political purposes, but must be approved in accordance with §§ 301-10.262(a) and 301-70.803(a).
(c) For space available travel when—
(1) The aircraft is already scheduled for use for an official purpose and carrying an official traveler(s) on the aircraft does not cause the need for a larger aircraft or result in more than minor additional cost to the Government; or
(2) The Federal traveler or the dependent of a Federal traveler is stationed by the Government in a remote location not accessible to commercial airline service; or
(3) The traveler is authorized to travel space available under 10 U.S.C. 2648 and regulations implementing that statute.
§ 301-70.802   Must we ensure that travel on Government aircraft is the most cost-effective alternative?
(a) Yes, you must ensure that travel on a Government aircraft is the most cost-effective alternative that will meet the travel requirement. Your designated travel approving official must—
(1) Compare the cost of all travel alternatives, as applicable, that is—
(i) Travel on a scheduled commercial airline;
(ii) Travel on a Federal aircraft;
(iii) Travel on a Government aircraft hired as a commercial aviation service (CAS); and
(iv) Travel by other available modes of transportation; and
(2) Approve only the most cost-effective alternative that meets your agency's needs.
(3) Consider the cost of non-productive or lost work time while in travel status and certain other costs when comparing the costs of using Government aircraft in lieu of scheduled commercial airline service and other available modes of transportation. Additional information on costs included in the cost comparison may be found in the “U.S. Government Aircraft Cost Accounting Guide,” published by the General Services Administration, Office of Government-wide Policy. To obtain a copy of the guide, please contact aviationpolicy@gsa.gov.
(b) The aircraft management office in the agency that owns or hires the Government aircraft must provide your designated travel-approving official with cost estimates for a Government aircraft trip ( i.e., a Federal aircraft trip cost or a CAS aircraft trip cost).
(c) When an agency operates a Government aircraft to fulfill a non-travel related governmental function or for required use travel, using any space available for passengers on official travel is presumed to result in cost savings.
§ 301-70.803   How must we authorize travel on a Government aircraft?
You must authorize travel on a Government aircraft as follows:
(a) For required-use travel. Your agency must first establish written standards for determining the special circumstances under which it will require travelers to use Government aircraft. Then, following those standards, your agency's senior legal official or their principal deputy must authorize required-use travel on a trip-by-trip basis in advance and in writing, unless—
(1) The traveler is an agency head, and the President has determined that all of their travel, or travel in specified categories, requires the use of Government aircraft; or
(2) Your agency head has determined in writing that all travel, or travel in specified categories, by another traveler requires the use of Government aircraft.
In an emergency situation, prior verbal approval for required-use travel with an after-the-fact written authorization is permitted.
(b) For travel by senior Federal officials. Your agency's senior legal official or their principal deputy must authorize all travel on Government aircraft by senior Federal officials on a trip-by-trip basis, in advance and in writing, except for required use travel authorized under paragraphs (a)(1) or (a)(2) of this section. In an emergency situation, prior verbal approval with an after-the-fact written authorization by your agency's senior legal official is permitted. Senior Federal officials who are crewmembers or qualified non-crewmembers on a flight in which they are also traveling ( i.e., being transported from point-to-point) are considered travelers and must be authorized to travel on Government aircraft according to this paragraph.
(c) For travel by non-Federal travelers. If you are the sponsoring agency for a non-Federal traveler, your senior legal official or their deputy must authorize all travel on Government aircraft by that non-Federal traveler on a trip-by-trip basis, in advance and in writing. In an emergency situation, prior verbal approval with an after-the-fact written authorization by your agency's senior legal official is permitted.
(d) For all other travel. (1) Your agency's designated travel approving official (or anyone to whom they delegate this authority and who is at least one organizational level above the traveler) must authorize, in advance and in writing, all other travel on Government aircraft ( i.e., by passengers, crewmembers, or qualified non-crewmembers) that is not covered in paragraphs (a) through (c) of this section.
(2) When authorizing space available travel (except as authorized under 10 U.S.C. 2648 and regulations implementing that statute), you must ensure that the aircraft management office in the agency that owns or hires the aircraft has certified in writing before the flight that the aircraft is scheduled to be used for a bona fide governmental function. Bona fide governmental functions may include support for official travel. The aircraft management office must also certify that carrying a traveler(s) in space available does not cause the need for a larger aircraft or result in more than minor additional cost to the Government. The aircraft management office must retain this certification for two years. In an emergency situation, prior verbal confirmation of this information with an after-the-fact written certification is permitted.
§ 301-70.804   What amount must the Government be reimbursed for travel on a Government aircraft?
(a) No reimbursement is required for official travel on a Government aircraft.
(b) For personal travel on Government aircraft, reimbursement depends upon which of the following special cases applies:
(1) You must require a traveler on required-use travel to reimburse the Government for the excess of the full coach fare for all flights taken on a trip over the full coach fare for the flights that the traveler would have taken had they not engaged in personal activities during the trip; and
(2) No reimbursement is required for travel authorized under 10 U.S.C. 2648 and regulations implementing that statute, or when the traveler and the traveler's dependents are stationed by the Government in a remote location with no access to regularly scheduled commercial airline service.
(c) For political travel on a Government aircraft ( i.e., for any trip or part of a trip during which the traveler engages in political activities), you must require that the Government be reimbursed the excess of the full coach fare for all flights taken on the trip over the full coach fare for the flights that the traveler would have taken had they not engaged in political activities, except if other law or regulation specifies a different amount (see, e.g., 11 CFR 106.3, “Allocation of Expenses between Campaign and Non-campaign Related Travel”), in which case the amount reimbursed is the amount required by such law or regulation.
§ 301-70.805   Must we include special information on a travel authorization for a senior Federal official or a non-Federal traveler who travels on Government aircraft?
Yes, you must include the following information on a travel authorization for a senior Federal official or a non-Federal traveler:
(a) Traveler's name with indication that the traveler is either a senior Federal official or a non-Federal traveler, whichever is appropriate.
(b) The traveler's organization and title or other appropriate descriptive information, e.g., dependent, press, etc.
(c) Name of the authorizing agency.
(d) The official purpose of the trip.
(e) The destination(s).
(f) For personal or political travel, the amount that the traveler must reimburse the Government ( i.e., the full coach fare or appropriate share of that fare).
(g) For official travel, the comparable city-pair fare (if available to the traveler) or full coach fare if a city-pair fare is not available.
§ 301-70.806   What documentation must we retain for travel on Government aircraft?
You must retain all travel authorizations and cost-comparisons for travel on Government aircraft for two years.
§ 301-70.807   Must we make information available to the public about travel by senior Federal officials and non-Federal travelers on Government aircraft?
Yes, an agency that authorizes travel on Government aircraft must make records about travelers on those aircraft available to the public in response to written requests under the Freedom of Information Act (5 U.S.C. 552), except for portions exempt from disclosure under that Act (such as classified information).
§ 301-70.808   Do the rules in this part apply to travel on Government aircraft by the President and Vice President or by individuals traveling in support of the President and Vice President?
Given the unique functions and needs of the presidency and the vice presidency, section 4 of Circular A-126, “Improving the Management and Use of Government Aircraft,” Revised May 1992, makes clear that Circular A-126 does not apply to aircraft while in use by or in support of the President or Vice President. Since the principal purpose of the rules in this part is to implement Circular A-126, the rules in this part also do not apply to such travel. If any questions arise regarding travel related to the President or Vice President, contact the Office of the Counsel to the President or the Office of the Counsel to the Vice President, respectively.
§ 301-70.900   May we use our Government aircraft to carry passengers?
Yes. You may use Government aircraft, i.e., aircraft that you own, borrow, operate as a bailed aircraft, or hire as a commercial aviation service (CAS), to carry Federal and non-Federal travelers, but only in accordance with the rules in 41 CFR 102-33.215 and 102-33.220 and the regulations in this part.
§ 301-70.901   Who may approve use of our Government aircraft to carry passengers?
Your agency head or their designee must approve the use of your agency's Government aircraft for travel, i.e., for carrying passengers and any crewmembers or qualified non-crewmembers who are also traveling. This approval must be in writing and may be for recurring travel.
§ 301-70.902   Do we have any special responsibilities related to space available travel on our Government aircraft?
Yes, except for travel authorized under 10 U.S.C. 2648 and regulations implementing that statute, you must certify in writing before carrying passengers on a space available basis on your Government aircraft that the aircraft is scheduled to perform a bona fide governmental function. Bona fide governmental functions may include support for official travel. You must also certify that carrying a passenger in space available does not cause the need for a larger aircraft and does not result in more than minor additional cost to the Government. Your aircraft management office must retain this certification for two years. In an emergency situation, prior verbal approval with an after-the-fact written certification is permitted.
§ 301-70.903   What are our responsibilities for ensuring that Government aircraft are the most cost-effective alternative for travel?
To help ensure that Government aircraft are the most cost-effective alternative for travel, your aircraft management office must calculate the cost of a trip on your aircraft, whether Federal aircraft or CAS aircraft, and submit that information to the traveler's designated travel-approving official upon request. The designated travel-approving official must use that information to compare the cost of using Government aircraft with the cost of scheduled commercial airline service and the cost of using other available modes of transportation. When you operate a Government aircraft to fulfill a non-travel related governmental function or for required use travel, using any space available for passengers on official travel is presumed to result in cost savings. For guidance on how and when to calculate the cost of a trip on a Government aircraft, see the “U.S. Government Aircraft Cost Accounting Guide,” published by the General Services Administration, Office of Government-wide Policy. To obtain a copy of the guide, please contact aviationpolicy@gsa.gov.
§ 301-70.904   Must travelers whom we carry on Government aircraft be authorized to travel?
Yes, every traveler on one of your aircraft must have a written travel authorization from an authorizing executive agency, and they must present that authorization, before the flight, to the aircraft management office or its representative in the organization that owns or hires the Government aircraft. In addition to all passengers, those crewmembers and qualified non-crewmembers on a flight in which they are also traveling ( i.e., being transported from point to point) are considered travelers and must also be authorized to travel on Government aircraft.
§ 301-70.905   What documentation must we retain for travel on our Government aircraft?
(a) You must retain for two years copies of travel authorizations for senior Federal officials and non-Federal travelers who travel on your Government aircraft.
(b) You must also retain for two years the following information for each flight:
(1) The tail number of the Government aircraft used.
(2) The dates used for travel.
(3) The name(s) of the pilot(s), other crewmembers, and qualified non-crewmembers.
(4) The purpose(s) of the flight.
(5) The route(s) flown.
(6) The names of all passengers.
§ 301-70.906   Must we report use of our Government aircraft to carry senior Federal officials and non-Federal travelers?
Yes, except when the trips are classified, you must report to the General Services Administration, Office of Government-wide Policy, all uses of your aircraft for travel by any senior Federal official or non-Federal traveler, by using an electronic reporting tool found at “ https://www.gsa.gov/sftr”, unless travel is authorized under 10 U.S.C. 2648 and regulations implementing that statute.
§ 301-70.907   What information must we report on the use of Government aircraft to carry senior Federal officials and non-Federal travelers and when must it be reported?
You must report on a semi-annual basis to the General Services Administration (GSA) information about Senior Federal officials and non-Federal travelers who fly aboard your aircraft. The reporting periods are October 1 through March 31 and April 1 through September 30 of each fiscal year. A report is due to GSA not later than 30 calendar days after the close of each reporting period and must contain the following information:
(a) The person's name with indication that the traveler is either a senior Federal official or a non-Federal traveler, whichever is appropriate.
(b) The traveler's organization and title or other appropriate descriptive information, e.g., dependent, press, etc.
(c) Name of the authorizing agency.
(d) The official purposes of the trip.
(e) The destination(s).
(f) For personal or political travel, the amount that the traveler must reimburse the Government ( i.e., the full coach fare or appropriate share of that fare).
(g) For official travel, the comparable city-pair fare (if available to the traveler) or the full coach fare if the city-pair fare is not available.
(h) The cost to the Government to carry this person ( i.e., the appropriate allocated share of the Federal or CAS aircraft trip costs).
You are not required to report classified trips; however, you must maintain information on classified trips for two years. Most of the information required by paragraphs (a) through (g) of this section can be found on the traveler's travel authorization. Your aircraft management office must provide the information about crewmembers and qualified non-crewmembers required by paragraph (b) as well as the information required by paragraph (h). For more information on calculating costs, see the “U.S. Government Aircraft Cost Accounting Guide,” published by the General Services Administration, Office of Government-wide Policy. To obtain a copy of the guide, please contact aviationpolicy@gsa.gov.
§ 301-70.908   Must we make information available to the public about travel by senior Federal officials and non-Federal travelers on Government aircraft?
Yes, an agency that operates aircraft must make records about travelers on those aircraft available to the public in response to written requests under the Freedom of Information Act (5 U.S.C. 552), except for portions exempt from disclosure under that Act (such as classified information).
§ 301-70.909   What disclosure information must we give to anyone who flies on our Government aircraft?
You must give each person aboard your aircraft a copy of the following disclosure statement:
NOTE: The disclosure contained herein is not all-inclusive. You should contact your sponsoring agency for further assistance.
Generally, an aircraft used exclusively for the U.S. Government may be considered a 'public aircraft' as defined in 49 U.S.C. 40102 and 40125, unless it is transporting passengers or operating for commercial purposes. A public aircraft is not subject to many Federal aviation regulations, including requirements relating to aircraft certification, maintenance, and pilot certification. If a U.S. Government agency transports passengers on a Government aircraft, that agency must comply with all Federal aviation regulations applicable to civil aircraft. If you have questions about the status of a particular flight, you should contact the agency sponsoring the flight.
You and your family have certain rights and benefits in the unlikely event you are injured or killed while riding aboard a Government aircraft. Federal employees and some private citizens are eligible for workers' compensation benefits under the Federal Employees' Compensation Act (FECA). When FECA applies, it is the sole remedy. For more information about FECA and its coverage, consult with your agency's benefits office or contact the Branch of Technical Assistance at the Department of Labor's Office of Workers' Compensation Programs at (202) 693-0044. (These rules also apply to travel on other Government-owned or operated conveyances such as cars, vans, or buses.)
State or foreign laws may provide for product liability or “third party” causes of actions for personal injury or wrongful death. If you have questions about a particular case or believe you have a claim, you should consult with an attorney.
Some insurance policies may exclude coverage for injuries or death sustained while traveling aboard a Government or military aircraft or while within a combat area. You may wish to check your policy or consult with your insurance provider before your flight. The insurance available to Federal employees through the Federal Employees Group Life Insurance Program does not contain an exclusion of this type.
If you are the victim of an air disaster resulting from criminal activity, Victim and Witness Specialists from the Federal Bureau of Investigation (FBI) and/or the local U.S. Attorney's Office will keep you or your family informed about the status of the criminal investigation(s) and provide you or your family with information about rights and services, such as crisis intervention, counseling and emotional support. State crime victim compensation may be able to cover crime-related expenses, such as medical costs, mental health counseling, funeral and burial costs, and lost wages or loss of support. The Office for Victims of Crime (an agency of the Department of Justice) is authorized by the Antiterrorism Act of 1996 to provide emergency financial assistance to state programs, as well as the U.S. Attorneys Office, for the benefit of victims of terrorist acts or mass violence.
If you are a Federal employee:
1. If you are injured or killed on the job during the performance of duty - including while traveling aboard a Government aircraft or other government-owned or operated conveyance for business purposes, you and your family are eligible to collect workers' compensation benefits under FECA. You and your family may not file a personal injury or wrongful death suit against the United States or its employees. However, you may have cause of action against potentially liable third parties.
2. You or your qualifying family member must normally also choose between FECA disability or death benefits, and those payable under your retirement system (either the Civil Service Retirement System or the Federal Employees Retirement System). You may choose the benefit that is more favorable to you.
If you are a private citizen not employed by the Federal Government:
1. Even if you are not regularly employed by the Federal Government, if you are rendering personal service to the Federal Government on a voluntary basis or for nominal pay, you may be defined as a Federal employee for purposes of FECA. If that is the case, you and your family are eligible to receive workers' compensation benefits under FECA, but may not collect in a personal injury or wrongful death lawsuit against the United States or its employees. You and your family may file suit against potentially liable third parties. Before you depart, you may wish to consult with the department or agency sponsoring the flight to clarify whether you are considered a Federal employee.
2. If there is a determination that you are not a Federal employee, you and your family will not be eligible to receive workman's compensation benefits under FECA. If you are traveling for business purposes, you may be eligible for workman's compensation benefits under state law. If the accident occurs within the United States, or its territories, its airspace, or over the high seas, you and your family may claim against the United States under the Federal Tort Claims Act or Suits in Admiralty Act. If you are killed aboard a military aircraft, your family may be eligible to receive compensation under the Military Claims Act, or if you are an inhabitant of a foreign country, under the Foreign Claims Act.
§ 301-70.910   Do the rules in this part apply to travel on Government aircraft by the President and Vice President or by individuals traveling in support of the President and Vice President?
Given the unique functions and needs of the presidency and the vice presidency, section 4 of Circular A-126, “Improving the Management and Use of Government Aircraft,” Revised May 1992, makes clear that Circular A-126 does not apply to aircraft while in use by or in support of the President or Vice President. Since the principal purpose of the rules in this part is to implement Circular A-126, the rules in this part also do not apply to such travel. If any questions arise regarding travel related to the President or Vice President, contact the Office of the Counsel to the President or the Office of the Counsel to the Vice President, respectively.
§ 301-71.1   What is the purpose of an agency travel accounting system?
To:
(a) Pay authorized and allowable travel expenses of employees;
(b) Provide standard data necessary for the management of official travel; and
(c) Ensure adequate accounting for all travel and transportation expenses for official travel.
§ 301-71.2   What are the standard data elements and when must they be captured on a travel accounting system?
The data elements are listed in appendix C of this chapter and must be on any travel claim form authorized for use by your employees.
§ 301-71.3   May we use electronic signatures on travel documents?
Yes, if you meet the security and privacy requirements established by the National Institute of Standards and Technology (NIST) for electronic data interchange.
§ 301-71.100   What is the purpose of the travel authorization process?
The purpose is to:
(a) Provide the employee information regarding what expenses you will pay;
(b) Provide travel service vendors with necessary documentation for the use of travel programs;
(c) Provide financial information necessary for budgetary planning; and
(d) Identify purpose of travel.
§ 301-71.101   What travel may we authorize?
You may authorize only travel which is necessary to accomplish the purposes of the Government effectively and economically. This must be communicated to any official who has the authority to authorize travel.
§ 301-71.102   May we issue a single authorization for a group of employees?
Yes. You may issue a single authorization for a group of employees when they are traveling together on a single trip. However, you must attach a list of all travelers to the authorization.
§ 301-71.103   What information must be included on all travel authorizations?
You must include:
(a) The name of the employee(s);
(b) The signature of the proper authorizing official;
(c) Purpose of travel;
(d) Any conditions of or limitations on that authorization;
(e) An estimate of the travel costs (for open authorizations it should include an estimate of the travel costs over the period covered); and
(f) A statement that the employee(s) is (are) authorized to travel.
§ 301-71.104   Who must sign a travel authorization?
Your agency head or an official to whom such authority has been delegated. This authority may be delegated to any person(s) who is aware of how the authorized travel will support the agency's mission, who is knowledgeable of the employee's travel plans and/or responsible for the travel funds paying for the travel involved.
§ 301-71.105   Must we issue a travel authorization in advance of travel?
Yes, except when advance authorization is not possible or practical and approval is in accordance with § 301-2.1, § 301-2.5, or § 304-3.13. However, the following always require advance authorization:
(a) Use of reduced fares for group or charter arrangements;
(b) Payment of a reduced rate per diem;
(c) Acceptance of payment from a non-Federal source for travel expenses (see chapter 304 of this title); and
(d) Travel expenses related to attendance at a conference.
§ 301-71.106   Who must sign a trip-by-trip authorization?
The appropriate official is determined as follows:
§ 301-71.107   When authorizing travel, what factors must the authorizing official consider?
The following factors must be considered:
(a) The need for the travel;
(b) The use of travel substitutes (e.g., mail, teleconferencing, etc.);
(c) The most cost effective routing and means of accomplishing travel; and
(d) The employee's travel plans, including plans to take leave in conjunction with travel.
§ 301-71.108   What internal policies and procedures must we establish for travel authorization?
You must establish the following:
(a) The circumstances under which different types of travel authorizations will be used, consistent with the guidelines in this subpart;
(b) Who will be authorized to sign travel authorizations; and
(c) What format you will use for travel authorizations.
§ 301-71.200   Who must review and sign travel claims?
The travel authorizing/approving official or their designee (e.g., supervisor of the traveler) must review and sign travel claims to confirm the authorized travel.
§ 301-71.201   What are the reviewing official's responsibilities?
The reviewing official must have full knowledge of the employee's activities. The reviewing official must ensure:
(a) The claim is properly prepared in accordance with the pertinent regulations and agency procedures;
(b) A copy of authorization for travel is provided;
(c) The types of expenses claimed are authorized and allowable expenses;
(d) The amounts claimed are accurate; and
(e) The required receipts, statements, justifications, etc., are attached to the travel claim and the electronic travel claim includes scanned electronic images of such documents.
§ 301-71.202   May we pay a claim when an employee does not include a copy of the corresponding authorization?
Yes, as long as the travel claim was signed by the approving/authorizing official, except for the following, which require advance authorization:
(a) Use of reduced fares for group or charter arrangements;
(b) Payment of a reduced rate of per diem for subsistence expenses;
(c) Acceptance of payment from a non-Federal source for travel expenses; and
(d) Travel expenses related to attendance at a conference.
§ 301-71.203   Who is responsible for the validity of the travel claim?
The certifying officer assumes ultimate responsibility under 31 U.S.C. 3528 for the validity of the claim; however:
(a) The traveler must ensure all travel expenses are prudent and necessary and submit the expenses in the form of a proper claim;
(b) The authorizing/approving official shall review the completed claim to ensure that the claim is properly prepared in accordance with regulations and agency procedures prior to authorizing it for payment.
You should consider limiting the levels of approval to the lowest level of management.
§ 301-71.204   Within how many calendar days after the submission of a proper travel claim must we reimburse the employee's allowable expenses?
You must reimburse the employee within 30 calendar days after the employee submits a proper travel claim to the agency's designated approving office. You must use a satisfactory recordkeeping system to track submission of travel claims. For example, travel claims submitted by mail, in accordance with agency policy, could be annotated with the time and date of receipt by the agency. You could consider travel claims electronically submitted to the designated approving office as submitted on the date indicated on an e-mail log, or on the next business day if submitted after normal working hours. However, claims for the following relocation allowances are exempt from this provision:
(a) Transportation and storage of household goods and professional books, papers and equipment;
(b) Transportation of mobile home;
(c) Transportation of a privately owned vehicle;
(d) Temporary quarters subsistence expense, when not paid as lump sum;
(e) Residence transaction expenses;
(f) Relocation income tax allowance;
(g) Use of a relocation services company;
(h) Home marketing incentive payments; and
(i) Allowance for property management services.
§ 301-71.205   Under what circumstances may we disallow a claim for an expense?
If the employee:
(a) Does not properly itemize expenses;
(b) Does not provide required receipts or other documentation to support the claim; or
(c) Claims an expense which is not authorized.
§ 301-71.206   What must we do if we disallow a travel claim?
You must:
(a) Pay the employee the amount of the travel claim which is not in dispute;
(b) Notify the employee that the claim was disallowed with a detailed explanation of why; and
(c) Tell the employee how to appeal the disallowance if the employee desires an appeal, and your process and schedule for deciding the appeal.
§ 301-71.207   What internal policies and procedures must we establish for travel reimbursement?
You must establish policies and procedures governing:
(a) Who are the proper officials to review, approve, and certify travel claims (including travel claims requiring special authorization);
(b) How an employee should submit a travel claim (including whether to use a standard form or an agency form and whether the form should be written or electronic);
(c) When you will exempt employees from the requirement for a receipt;
(d) Timeframes for employee to submit a claim (see § 301-52.7);
(e) Timeframe for agency to pay a claim (see § 301-71.204);
(f) Process for disallowing a claim; and
(g) Process for resolving a disallowed claim.
§ 301-71.208   Within how many calendar days after submission of a proper travel claim must we notify the employee of any errors in the claim?
You must notify the employee as soon as practicable after the employee's submission of the travel claim of any error that would prevent payment within 30 calendar days after submission and provide the reason(s) why the claim is not proper. However, not later than May 1, 2002, you must achieve a maximum time period of seven working days for notifying an employee that the travel claim is not proper.
§ 301-71.209   Must we pay a late payment fee if we fail to reimburse the employee within 30 calendar days after receipt of a proper travel claim?
Yes, a late payment fee, in addition to the amount due the employee, must be paid for any proper travel claim not reimbursed within 30 calendar days of submission to the approving official.
§ 301-71.210   How do we calculate late payment fees?
Late payment fees are calculated either by:
(a) Using the prevailing Prompt Payment Act Interest Rate beginning on the 31st day after submission of a proper travel claim and ending on the date on which payment is made; or
(b) A flat fee, of not less than the prompt payment amount, based on an agencywide average of travel claim payments; and
(c) In addition to the fee required by paragraphs (a) and (b) of this section, you must also pay an amount equivalent to any late payment charge that the card contractor would have been able to charge had the employee not paid the bill. Payment of this additional fee will be based upon the effective date that a late payment charge would be allowed under the agreement between the employee and the card contractor.
§ 301-71.211   Is there a minimum amount the late payment fee must exceed before we will pay it?
Yes, a late payment fee will only be paid when the computed late payment fee is $1.00 or greater.
§ 301-71.212   Should we report late payment fees as wages on a Form W-2?
No, the Internal Revenue Service (IRS) has determined that the late payment fee is in the nature of interest (compensation for the use of money).
§ 301-71.213   Is the additional fee, which is the equivalent to any late payment charge that the card contractor would have been able to charge had the employee not paid the bill, considered income?
Yes, you must report this late payment fee as additional wages on Form W-2.
§ 301-71.214   Does mandatory use of the Government contractor-issued travel charge card change the employee's obligation to pay their travel card bill by the due date?
No, mandatory use of the Government contractor-issued travel charge card does not relieve the employee of their obligation to honor their cardholder payment agreement.
§ 301-71.300   What is the policy governing the use of travel advances?
You should minimize the use of cash travel advances. However, you should not require an employee to pay travel expenses using personal funds unless the employee has elected not to use alternative resources provided by the Government, such as a Government contractor-issued charge card.
§ 301-71.301   In situations where a lodging facility requires the payment of a deposit, may we reimburse an employee for an advance room deposit prior to the beginning of scheduled official travel?
Yes, you may reimburse an employee an advance room deposit, when such a deposit is required by the lodging facility to secure a room reservation, prior to the beginning of an employee's scheduled official travel. However, if the employee is reimbursed the advance room deposit, but fails to perform the scheduled official travel for reasons not acceptable to the agency, resulting in the forfeit of the deposit, the employee is indebted to the Government and must repay that amount in a timely manner as prescribed by you.
§ 301-71.302   For how long may we issue a travel advance?
You may issue a travel advance for a reasonable period not to exceed 45 days.
§ 301-71.303   What data must we capture in our travel advance accounting system?
You must capture the following data:
(a) The name and social security number of each employee who has an advance;
(b) The amount of the advance;
(c) The date of issuance; and
(d) The date of reconciliation for unused portions of travel advances.
§ 301-71.304   Are we responsible for ensuring the collection of outstanding travel advances?
Yes.
§ 301-71.305   When must an employee account for a travel advance?
An employee must account for an outstanding travel advance each time a travel claim is filed. If the employee receives a travel advance but determines that the related travel will not be performed, then the employee must inform you that the travel will not be performed and repay the advance at that time.
§ 301-71.306   Are there exceptions to collecting an advance at the time the employee files a travel claim?
Yes, when the employee is in a continuous travel status and
(a) You review each outstanding travel advance on a periodic basis (the period will be for a reasonable time of 45 days or less); and
(b) You determine the amount, if any, of the outstanding balance exceeds the amount of estimated travel expenses for the authorized period and collect the excess amount from the employee.
§ 301-71.307   How do we collect the amount of a travel advance in excess of the amount of travel expenses substantiated by the employee?
When the outstanding advance exceeds what you owe the employee, then the employee must submit cash or a check for the difference in accordance with your policy. Your failure to collect the amount in excess of substantiated expenses will cause a violation of the accountable plan rules contained in the Internal Revenue Code (title 26 of the United States Code).
§ 301-71.308   What should we do if the employee does not pay back a travel advance when the travel claim is filed?
You should take alternative steps to collect the debt including:
(a) Offset against the employee's salary, a retirement credit, or other amount owed the employee;
(b) Deduction from an amount the Government owes the employee; or
(c) Any other legal method of recovery.
§ 301-71.309   What internal policies and procedures must we establish governing travel advances?
Accountability for cash advances for travel, recovery, and reimbursement shall be in accordance with procedures prescribed by the Government Accountability Office (see Government Accountability Office Policy and Procedures Manual for Guidance of Federal Agencies, Title 7, Fiscal Procedures).
§ 301-72.1   Why is common carrier presumed to be the most advantageous method of transportation?
Travel by common carrier is presumed to be the most advantageous method of transportation because it generally results in the most efficient, least costly, most expeditious means of transportation and the most efficient use of energy resources.
§ 301-72.2   May we utilize methods of transportation other than common carrier (e.g., POVs, chartered vehicles, etc.)?
Yes, but only when use of common carrier transportation:
(a) Would interfere with the performance of official business;
(b) Would impose an undue hardship upon the traveler; or
(c) When the total cost by common carrier would exceed the cost of the other method of transportation.
§ 301-72.3   What method of payment must we authorize for common carrier transportation?
You must authorize one or more of the following as appropriate:
(a) GSA's Government contractor-issued individually billed charge card(s);
(b) Agency centrally billed or other established accounts;
(c) Cash payments (personal funds or travel advances in the form of travelers checks or authorized ATM cash withdrawals) when the cost of transportation is less than $100, under § 301-51.100 of this chapter (cash may or may not be accepted by the carrier for the purchase of city pair fares); or
(d) GTR(s) when no other option is available or feasible.
§ 301-72.100   What must my travel accounting system do in relation to common carrier transportation?
Your system must:
(a) Authorize the use of cash in accordance with § 301-51.100 or as otherwise required;
(b) Correlate travel data accumulated by your authorization and claims accounting systems with common carrier transportation documents and data for audit purposes;
(c) Identify unused tickets for refund;
(d) Collect unused, partially used, or downgraded/exchanged tickets, from travelers upon completion of travel;
(e) Track denied boarding compensation from employees;
(f) Identify and collect refunds due from carriers for overpayments, or unused, partially used, or downgraded/exchanged tickets; and
(g) Reconcile all centrally billed travel expenses (e.g., airline, lodging, car rentals, etc.) with travel authorizations and claims to assure that only authorized charges are paid.
§ 301-72.101   What information should we provide an employee before authorizing the use of common carrier transportation?
You should provide the employee:
(a) Notice that the employee is accountable for all tickets, GTRs and other transportation documents;
(b) Your procedures for the control and accounting of common carrier transportation documents, including the procedures for submitting unused, partially used, downgraded/exchanged tickets, refund receipts or ticket refund applications, and denied boarding compensation; and
(c) A credit/refund address so the carrier can credit/refund the agency for unused tickets (when the tickets have been issued using an agency centrally billed account or by GTR).
§ 301-72.200   Under what conditions may we authorize cash payments for procuring common carrier transportation services?
In accordance with § 301-51.100.
§ 301-72.201   What must we do if an employee uses cash in excess of the $100 limit to purchase common carrier transportation?
To justify the use of cash in excess of $100, both the agency and traveler must certify on the travel claim the necessity for such use. See 41 CFR 101-41.203-2.
§ 301-72.202   Who may approve cash payments in excess of the $100 limit?
You must ensure the delegation of authority for the authorization or approval of cash payments over the $100 limit is in accordance with 41 CFR 101-41.203-2.
§ 301-72.203   When may we limit traveler reimbursement for a cash payment?
If you determine that the cash payment was made under a non-emergency circumstance, reimbursement to the traveler must not exceed the cost which would have been properly chargeable to the Government had the traveler used a government provided payment resource, (e.g., individual Government contractor-issued travel charge card, centrally billed account, or GTR). However, an agency can determine to make full payment when circumstances warrant (e.g., invitational travel, infrequent travelers and interviewees).
§ 301-72.204   What must we do to minimize the need for a traveler to use cash to procure common carrier transportation services?
You must establish procedures to encourage travelers to use the GSA individual Government contractor-issued travel charge card(s), or your agency's centrally billed or other established account, or a GTR (when no other option is available or feasible).
§ 301-72.300   What procedures must we establish to collect unused, partially used, and exchanged tickets?
You must establish administrative procedures providing:
(a) Written instructions explaining traveler liability for the value of tickets issued until all ticket coupons are used or properly accounted for on the travel voucher;
(b) Instructions for submitting payments received from carriers for failure to provide confirmed reserved space;
(c) The traveler with a “bill charges to” address, so that the traveler can provide this information to the carrier for returned or exchanged tickets.
(d) Procedures for promptly identifying any unused tickets, coupons, or other evidence of refund due the Government.
§ 301-72.301   How do we process unused, partially used, and exchanged tickets?
(a) For unused or partially used tickets purchased with GTRs: You must obtain the unused or partially used ticket from the traveler, issue Standard Form 1170 (SF 1170) “Redemption of Unused Ticket” to the airline and or travel agency that issued the ticket, maintain a suspense file to monitor the airline/travel agency refund, and record and deposit the airline/travel agency refund upon receipt. See 41 CFR 102-118.145 and the U.S. Government Passenger Transportation Handbook ( https://www.gsa.gov/transaudits ) for policies and procedures regarding the use of SF 1170.
(b) For unused or partially used tickets purchased under centrally billed accounts: You must obtain the unused ticket from the traveler, return it to the issuing office that furnished the airline ticket, obtain a receipt indicating a credit is due, and confirm that the value of the unused ticket has been credited to the centrally billed account.
(c) For exchanged tickets purchased with GTRs: You must obtain the airline/travel agency refund application or receipt from the traveler, and maintain a suspense file to monitor the airline/travel agency refund. For additional guidance see 41 CFR 102-118.145 and the U.S. Government Passenger Transportation Handbook ( https://www.gsa.gov/transaudits ).
§ 301-73.1   What does the Federal travel management program include?
The Federal travel management program includes—
(a) A travel authorization and claim system that implements the related requirements of the Federal Travel Regulation. ( See §§ 301-2.1 and 301-52.3 and part 301-71 of this chapter for those requirements);
(b) A TMS that provides reservation and ticketing support and management reports on reservation and ticketing activities. ( See § 301-73.106 for specific services that should be provided by a TMS);
(c) A Travel payment system for paying travel service providers in accordance to §§ 301-73.300 and 301-73.301 of this chapter;
(d) Contracts and similar arrangements, with transportation and lodging providers (e.g., Government-contract air carriers, rental car companies, trains, hotels (e.g., FedRooms® properties), etc.) that give preferential rates and other benefits to Federal travelers on official business; and
(e) A Travel Management Reporting System that covers financial and other travel characteristics required by the Agency Payments for Employee Travel, Transportation, and Relocation annual report (see §§ 300-70.1 through 300-70.4 of this title).
The E-Gov Travel Service (ETS) fulfills the requirements of paragraphs (a), (b), and (e) of this section.
§ 301-73.2   What are our responsibilities as participants in the Federal travel management program?
As a participant in the Federal travel management program, you must—
(a) Designate an authorized representative to administer the program;
(b) Ensure that you have internal policies and procedures in place to govern use of the program;
(c) Require employees in your agency to use ETS in lieu of TMS (unless an exception has been granted in accordance with § 301-50.4 of this chapter or § 301-73.102 or § 301-73.104); and
(d) Ensure that any agency-contracted TMS complements and supports ETS and data exchange in an efficient and cost effective manner.
Your agency is responsible for providing the funds and personnel resources required to support ETS transition and data exchange, and for establishing interfaces between the ETS standard data output and applicable business systems ( e.g., financial, human resources, etc.).
§ 301-73.100   Are agencies and their employees required to use the ETS?
Yes, unless you have an exception to the use of the ETS (see § 301-50.4 of the chapter and §§ 301-73.102 and 301-73.104), agencies and employees must use the ETS for all temporary duty travel. The Department of Defense, the legislative branch, and the Government of the District of Columbia are not subject to this requirement.
§ 301-73.101   [Reserved]
§ 301-73.102   May we grant a traveler an exception from required use of TMS or ETS?
(a) Yes, your agency head or their designee may grant an individual case by case exception to required use of your agency's TMS or to required use of ETS, but only when travel meets one of the following conditions:
(1) Such use would result in an unreasonable burden on mission accomplishment ( e.g., emergency travel is involved and TMS or ETS is not accessible; the traveler is performing invitational travel; or the traveler has special needs or requires disability accommodations in accordance with part 301-13 of this chapter).
(2) Such use would compromise a national security interest.
(3) Such use might endanger the traveler's life ( e.g., the individual is traveling under the Federal witness protection program, or is a threatened law enforcement or investigative officer traveling under part 301-31 of this chapter).
(4) Such use is prevented due to extenuating circumstances (see § 301-50.6 of this chapter).
(b) Any exception granted must be consistent with any contractual terms applicable to your TMS or ETS, and must not cause a breach of contract terms.
§ 301-73.103   What must we do when we approve an exception to the use of the ETS?
The head of your agency or their designee must approve an exception to the use of the ETS under § 301-50.4 of this chapter or § 301-73.102 in writing or through electronic means.
§ 301-73.104   May further exceptions to the required use of the ETS be approved?
(a) The Administrator of General Services or the Administrator's designee may grant an agency-wide exception (or exempt a component thereof) from the required use of ETS when requested by the head of a Department (cabinet-level agency) or head of an Independent agency when—
(1) The agency has presented a business case analysis to the General Services Administration that proves that it has an alternative TMS to the ETS that is in the best interest of the Government and the taxpayer ( i.e., the agency has evaluated the economic and service values offered by the ETS contractor(s) compared to those offered by the agency's current or proposed TMS and has determined that the agency's current or proposed TMS is a better value);
(2) The agency has security, secrecy, or protection of information issues that cannot be mitigated through security provided by the ETS contractor(s);
(3) The agency lacks the technology necessary to access ETS; or
(4) The agency has critical and unique technology or business requirements that cannot be accommodated by the ETS contractor(s) at all or at an acceptable and reasonable price ( e.g., majority of travel is group-travel).
(b) As a condition of receiving an exception, the agency must agree to conduct annual business case reviews of its TMS and must provide to the ETS Program Management Office (PMO) data elements required by the ETS PMO in a format prescribed by the ETS PMO.
(c) Requests for exceptions should be addressed to the Administrator of General Services and sent to travelpolicy@gsa.gov with full justification and/or analysis addressing paragraphs (a)(1) through (4) of this section.
§ 301-73.105   What are the consequences of an employee not using the ETS or TMS?
If an employee does not use the ETS (or your agency's designated TMS where an exception to ETS applies), the employee is responsible for any additional costs (see § 301-50.5 of this chapter) resulting from the failure to use the ETS or your TMS. In addition, you may take appropriate disciplinary actions.
§ 301-73.106   What are the basic services that should be covered by a TMS?
The TMS must, at a minimum—
(a) Include a Travel Management Center (TMC), commercial ticket office (CTO), an in-house system, an electronically available system, or other method(s) of arranging travel, which has the ability to provide the following as appropriate to the agency's travel needs:
(1) Booking and fulfillment of common carrier arrangements (e.g., flight confirmation and seat assignment, compliance with the Fly America Act, Governmentwide travel policies, contract city-pair fares, electronic ticketing, ticket delivery, etc.).
(2) Lodging information (e.g., room availability, reservations and confirmation, compliance with Hotel/Motel Fire Safety Act, availability of FedRooms® properties, per diem rate availability, etc.).
(3) Car rental and rail information (e.g., availability of Defense Travel Management Office (DTMO) Government agreement rates where applicable, confirmation of reservations, etc.).
(b) Provide basic management information, such as—
(1) Number of reservations by type of service (common carrier, lodging, and car rental);
(2) Extent to which reservations are in compliance with policy and reasons for exceptions;
(3) Origin and destination points of common carrier usage;
(4) Destination points for lodging accommodations;
(5) Number of lodging nights in approved accommodations;
(6) City or location where car rentals are obtained; and
(7) Other tasks, e.g., reconciliation of charges on centrally billed accounts and processing ticket refunds.
The ETS fulfills the basic services of a TMS.
§ 301-73.200   Must we require our employees to use GSA's contract passenger transportation services program?
Yes, if such services are available to your agency.
§ 301-73.201   What method of payment may be used for contract passenger transportation service?
GSA individual Government contractor-issued travel charge card(s), or your agency centrally billed or other established account, or a GTR (when no other option is available or feasible).
§ 301-73.202   Can contract fares be used for personal travel?
No.
§ 301-73.300   What is a travel payment system?
A system to facilitate the payment of official travel and transportation expenses which includes, but is not limited to:
(a) Issuance and maintenance of Government contractor-issued individually billed charge cards;
(b) Establishment of centrally billed accounts for the purchase of travel and transportation services;
(c) Issuance of travelers checks; and
(d) Provision of automated-teller-machine (ATM) services worldwide.
§ 301-73.301   How do we obtain travel payment system services?
You may participate in GSA's or another Federal agency's travel payment system services program or you may contract directly with a travel payment system service if your agency has contracting authority and you are not a mandatory user of GSA's charge card program.
Under the new GSA charge card program effective November 30, 1998, it will be your responsibility to select the vendor that will be most beneficial to your agency's travel and transportation needs.