|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 whenTDYtravel 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 (seeJTR, Appendix H) for notation on the Trip Record.� TheCTOis central in helping to execute those responsibilities. | 
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| | 1.� TheCTOgenerates a Trip Record.� On it, theCTOprepares 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, theCTOprovides 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.� AuthorizeCTOidentified 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.� TheCTOand 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 theCTOand 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 mode of travel, except for private or rental vehicle.� Only direct a specific mode when it's essential to mission success. | 
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| | b.� Options on use of contract flights.� TheCTOshall use contract flights and fares in scheduling travel.� In unusual circumstances, AOs may authorize theCTOto make other arrangements if: | 
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| | (1)� Seating space or the scheduled contract flight isn't 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 doesn't operate during normal working hours; or | 
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| | (3)� A fare, that is 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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| | The AO will record the rationale for not using contract flights on the Trip Record. | 
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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 isOCONUS, the scheduled flight time (including stopovers) exceeds 14 hours, and the mission requires duty performance soon after arrival without a rest period.� (When premium class is authorized for this reason, the AO isn't to 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.� Travelers must use an available U.S. carrier when traveling in foreign areas or between the U.S. and a foreign area, even if the U.S. carrier fare is higher than a foreign carrier's fare.� A foreign carrier shall not be used unless a U.S. carrier shall not provide the needed transportation or the use of a U.S. carrier wouldn't accomplish the mission.� In such cases, the AO may authorize the use of a noncontract foreign carrier.� The AO may not consider the rank or grade of the traveler, traveler preference, or traveler convenience in deciding, and must record the rationale for permitting use of a foreign carrier on the Trip Record. | 
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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; seeDOD5105.38M, 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 theCTO.� 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 orM&IEwill be borne by the Government.� For civilian travelers, the rules inJTR, par. C4563-C, apply.� A member isn't entitled to per diem on any day leave is charged.� Don't permit aTDYtrip that is an excuse for personal travel. | 
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| | 2.� Lodging Selection.� | 
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| | a.CTOLodging Arrangements. | 
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| | The AO should approve lodging arrangements made by theCTOto 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, orAEAif appropriate, for the en routeTDYsite. | 
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| | 3.� Rental Cars.� | 
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| | The AO may authorize theCTOto 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 BusinessTDY. | 
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| | AOs may authorize return trips to thePDSor home only when such trips are authorized for a Service or Agency, and only when travel funds are available to support the travel expenses. | 
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| | The Service Secretary or the Agency Head must determine that the costs of such periodic return travel are outweighed by the savings.� The length and purpose of theTDYassignments, 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. | 
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| | 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 businessTDY. | 
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| | 5.� Phone Calls to Home or Family DuringTDY.� | 
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| | The AO may consider certain calls to home or family made by the traveler as in the Government's best interest.� Such calls may be to advise of the traveler's safe arrival, inform or inquire about medical conditions, and any changes in itinerary.� AOs must limit this to a dollar amount. | 
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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 isn't 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 performTDYif the need for theTDYis unknown prior to the leave.� If they do, the traveler must be authorized payment of normalTDYcosts from the leave location to theTDYlocation and back to the leave location, or back to thePDS. | 
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| | 8.� Shipment or Storage ofHHG.� | 
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| | AOs may authorize shipment of a small amount ofHHGto theTDYpoint.� Also, they may authorize storage ofHHGwhen appropriate.� For example, storage is to be authorized during deployments.� See the rules for shipping and storageHHGwhile onTDYinJFTR, Chapter 4, Part H, andJTR, 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 remoteTDYlocation with no Government mess may have a club where the cost of meals is only a fraction of the fullM&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 theJFTRandJTRunder 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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| | TheCTOcomputes the number of days allowed for travel based on the transportation modes the AO specifies (see par. T4030-H).� However, when the traveler uses more than the allowed days, the AO may approve the extra time as official.� Generally, AOs should only approve extra time when the reasons for the additional time were beyond the traveler's control (for example, strikes, weather). | 
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| | 11.�TDYWithin thePDSLimits. | 
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