|APPENDIX�O�-�Chapter�4�(Test)�-�Temporary�Duty�(TDY)�TRAVEL�ENTITLEMENTS
        T4060��AUTHORIZING�OFFICIAL'S�RESPONSIBILITIES
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| | T4060� AUTHORIZING OFFICIAL'S RESPONSIBILITIES | 
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| | A.� General.� | 
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| | Authorizing Officials have broad authority to determine when TDY travel is necessary to accomplish the unit's mission, authorize travel, obligate unit travel funds, approve trip arrangements, and authorize travel expenses incurred in connection with that mission.� For civilian travelers, the AO shall determine the purpose of the travel (see JTR, Appendix H) for notation on the Trip Record.� The CTO is central in helping to execute those responsibilities. | 
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| | 1.� The CTO generates a Trip Record.� On it, the CTO prepares a should-cost estimate that reflects standard arrangements made in compliance with travel policies using Government negotiated airline, lodging, and rental car rates.� If the standard arrangements don't meet the needs of the mission, the CTO provides other travel options to satisfy mission requirements, and conform to law, regulation, policy, and contractual obligations.� Use the should-cost estimate to determine if the travel budget can support the travel.� Authorize CTO identified should-cost standard arrangements, unless additional or unusual cost options are required to complete the mission and they make good overall business sense. | 
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| | 2.� The CTO and TO will have available information on policies relating to transportation and travel arrangements.� Get other needed travel-related information from command channels or Service headquarters.� Use management information from the CTO and the travel card company to assist in future travel decisions. | 
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| | 3.� Make sure travelers have access to the unit's travel card if they don't have individually issued cards.� Refer inquiries about card usage to the local card program coordinator. | 
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| | 4.� Adhere to policies and procedures discussed in this regulation, use good judgment in obligating unit funds, and ensure travelers receive adequate reimbursement under policies established in this regulation. | 
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| | B.� What's Allowable and Not Allowable | 
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| | 1.� Transportation | 
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| | a.� What AOs may direct.� AOs may direct the traveler to use a particular transportation mode, except for private or rental vehicle.� Only direct a specific mode when it is essential to mission success. | 
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| | b.� Options on use of contract flights.� The CTO should use contract flights and fares in scheduling travel.� In unusual circumstances, AOs may authorize the CTO to make other arrangements if: | 
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| | (1)� Seating space or the scheduled contract flight is not available in time to accomplish the mission, or use of the contract flight would increase the overall cost of the trip;� | 
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| | (2)� The contract carrier's flight schedule does not operate during normal working hours; or� | 
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| | (3)� A fare, available to the general public, is less than the contract fare and would result in lower total cost to the Government. | 
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| | (4)� Rail service is available, cost effective, and consistant with mission requirements; | 
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| | (5)� Smoking is permitted on the contract carrier flight and the non-smoking section of the aircraft or the contract flight is not acceptable to the traveler; or | 
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| | (6)� The AO determines that a restricted fare (e.g., excursion fare, special fare) is cheaper and is worth the restriction/eligibility risks if travel plans change. | 
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| | The AO must record the rationale for not using contract flights on the Trip Record. | 
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| | NOTE:� See JTR, par. C2002 or JFTR, par. U3145 for policy and FAQs regarding use of the Contract City Pair Program. | 
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| | c.Authorizing Accommodations Above Coach Class.� When mission requirements dictate, AOs may authorize premium (but less than first) class travel accommodations for the following reasons (the reason must be recorded on the Trip Record):��� | 
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| | (1)� Available coach class accommodations shall not allow timely mission completion; | 
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| | (2)� A traveler's documented medical condition requires use of premium class accommodations; | 
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| | (3)� Security or exceptional circumstances make use essential to accomplish the mission; | 
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| | (4)� Coach-class accommodations on foreign carriers (when authorized for use) don't provide adequate sanitation or health standards; | 
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| | (5)� An overall savings is realized based on economic considerations, such as additional lodging or per diem costs that would be incurred in waiting for the next available coach-class accommodations; or | 
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| | (6)� The origin or destination is OCONUS, the scheduled flight time (including stopovers) exceeds 14 hours, and the mission requires duty performance soon after arrival without a rest period.� Scheduled flight time is the time between the scheduled airline departure from the PDS/TDY point until the scheduled airline arrival at the TDY point/PDS.� (When premium class is authorized for this reason, the AO shall not authorize a rest stop en route or a rest period upon arrival at the duty site.) | 
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| | AOs must contact their Service headquarters, through command channels, for permission to use first-class accommodations.� First class may be authorized when:��������� | 
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| | (1)� No other accommodations are available within 24 hours of the traveler's proposed departure or arrival time; | 
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| | (2)� A documented medical condition of the traveler requires use of first-class; or | 
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| | (3)� Exceptional security circumstances exist. | 
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| | d.Using American Flag Carriers.� Available U.S. flag air carriers shall be used for all commercial foreign air transportation of persons/property when air travel is funded by the U.S. Government (49 U.S.C. �40118 and B-138942, March 31, 1981).� See JFTR, par. U3125-C and JTR, par. C2204-B. | 
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| | U.S. flag carriers aren't considered "available" if: | 
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| | (1)� Use of a U.S. carrier would extend the travel by at least 24 hours when traveling between a U.S. gateway airport and a foreign gateway airport that is the origin or destination; | 
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| | (2)� Use of a U.S. flag carrier would require the traveler to wait six hours or more at a foreign gateway interchange point or extend the travel time by at least six hours more when traveling between two points outside the U.S.; | 
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| | (3) Use of a foreign flag carrier would eliminate two or more aircraft changes en route on a trip between points outside the U.S.; | 
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| | (4)� The elapsed travel time by a foreign carrier is three hours or less and travel by a U.S. carrier would be at least twice the time;�� | 
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| | (5)� The travel can only be financed with excess foreign currency and available U.S. flag carriers shall not accept the currency;� | 
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| | (6)� Only first class accommodations are available on a U.S. flag carrier where less than first class accommodations are available on a foreign flag carrier; or | 
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| | (7)� Transportation on a foreign carrier is fully paid by a foreign government, international agency or other organization; see DOD 5105.38M, par. 20202-C3e when travel is on Security Assistance Business. | 
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| | e.Travel Involving Leave or Personal Convenience Travel.� The AO may permit a traveler to combine official travel with leave or personal travel.� The official portion is to be arranged through the CTO.� Transportation reimbursement is authorized for the cost of official round trip travel between duty stations only.� The traveler may make other travel plans and pay the excess above the official cost; no excess costs for travel or M&IE will be borne by the Government.� For civilian travelers, the rules in JTR, par. C4563-C, apply.� A member is not entitled to per diem on any day leave is charged.� Do not permit a TDY trip that is an excuse for personal travel. | 
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| | 2.� Lodging Selection.� | 
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| | a.CTO Lodging Arrangements. | 
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| | The AO should approve lodging arrangements made by the CTO to minimize the use of rental cars and maximize the use of mass transportation when it's consistent with mission requirements and cost effectiveness. | 
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| | b.Lodging Required on the Day Travel Ends. | 
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| | When lodging is required on the day travel ends and the AO authorizes/approves the traveler to obtain lodging, the lodging reimbursement shall be based on the locality rate, or AEA if appropriate, for the en route TDY site. | 
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| | 3.� Rental Cars.� | 
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| | The AO may authorize the CTO to arrange rental cars when their use is the most cost-effective or efficient way to complete the overall mission.� The compact car size should be authorized unless the number of passengers or the mission requires a larger vehicle. | 
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| | 4.� Authorized Trips Home During Extended Business TDY. | 
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| | AOs may authorize return trips to the PDS or home only when travel funds are available to support the travel expenses.� The AO must determine that the costs of such periodic return travel are outweighed by the savings.� The length and purpose of the TDY assignments, the distance of the return travel, increased member or employee efficiency and productivity, and reduced costs of recruitment and retention are to be considered.� An analysis must be conducted at least every other year.� The travel should be performed outside the traveler's regularly scheduled duty hours or during leave.� For civilian employees, scheduling the authorized travel to minimize payment of overtime should be considered.� This authority applies only to business TDY. | 
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| | 5.� Phone Calls to Home or Family During TDY.� | 
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| | The AO may determine certain communications to a traveler's home/family as official.� These communications must be only to advise of the traveler's safe arrival, to inform or inquire about medical conditions, and to advise regarding changes in itinerary.� The AO should limit these communications to a dollar amount in advance of the TDY so the traveler is aware of the limit.� The order-issuing official may approve charges after the TDY when appropriate (GSBCA 14554-TRAV, August 18, 1998). | 
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| | 6.� Travel Expense Report.� | 
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| | The Trip Record contains the expense report.� AOs must review their traveler's expense report as soon after receiving it as possible.� AOs are to examine the amounts claimed, all receipts for lodging, receipts for amounts claimed of $75 or more, or a signed statement why a receipt is not attached.� The AO's signature on the expense report indicates the travel was taken, the required receipts were reviewed, the charges seem reasonable, it serves as certification that phone calls authorized for reimbursement are considered in the Government's best interest, and it is the approval for payment of the authorized expenses, subject to random selection and examination of the expense report and required receipts by the paying office. | 
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| | 7.� TDY from Leave.� | 
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| | AOs may direct someone on leave to perform TDY if the need for the TDY is unknown prior to the leave.� If they do, the traveler must be authorized payment of normal TDY costs from the leave location to the TDY location and back to the leave location, or back to the PDS. | 
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| | 8.� Shipment or Storage of HHG.� | 
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| | AOs may authorize shipment of a small amount of HHG to the TDY point.� Also, they may authorize storage of HHG when appropriate.� For example, storage is to be authorized during deployments.� See the rules for shipping and storage HHG while on TDY in JFTR, Chapter 4, Part H, and JTR, par. C2309. | 
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| | 9.� Lower or No Per Diem Rates.� | 
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| | There may be situations where the combination�� of��� published per� diem rates with lodging and mess availability may result in illogical payments.� For example, a remote TDY location with no Government mess may have a club where the cost of meals is only a fraction of the full M&IE.� In these cases, AOs may recommend payment of lower or no per diem to their Service point of contact listed in the Introduction of the JFTR and JTR under the heading Feedback Reporting. Lower per diem rates can only be established before travel begins. | 
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| | 10.� Allowable Travel Days.� | 
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