PER DIEM, TRAVEL AND TRANSPORTATION ALLOWANCE COMMITTEE

HOFFMAN BUILDING 1, ROOM 836

2461 EISENHOWER AVENUE, ALEXANDRIA, VA 22331-1300

PDTATAC/tlw 16 June 1999

MEMORANDUM FOR PER DIEM COMMITTEE EDITOR

SUBJECT: MAP Item 25-99(E)/CAP Item 23-99(E) – Reimbursable Miscellaneous Travel

Expenses & Transportation In and Around the TDY Site (Editorial Change)

1. SYNOPSIS: The attached MAP/CAP item aligns the reimbursable miscellaneous expense

lists in the JFTR, JTR and Appendix O. As shown in the attached revision, it is clearly stated

where there are differences between uniformed members and civilian allowances for

reimbursement. Additionally, this item clarifies that travelers are authorized to use

Government/Government-procured conveyances for travel in and around the TDY site provided

that the use is limited to official purposes.

2. These revisions are scheduled to appear in printed change number 153 of JFTR, Vol 1, and

407 of JTR, Vol 2, effective 1 September 1999.

3. Action Officer: Lynn Wawrzyniak, (703) 325-1438, email: WAWRZTL@PERDIEM.OSD.MIL
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JFTR REVISIONS:

U3200 GOVERNMENT CONVEYANCE USE ON TDY

A. Limited to Official Purposes. Use of a Government conveyance is limited to official

purposes, including transportation to and from (65 Comp. Gen. 253 (1986)):

1. duty sites,

2. lodgings,

3. dining facilities,

4. drugstores,

5. barber shops,

6. places of worship,

7. cleaning establishments, and

8. similar places required for the traveler's subsistence, health or comfort.

U3415 SPECIAL CONVEYANCE USE

G. Limited to Official Purposes. Use of a special conveyance is limited to official purposes,

including transportation to and from (65 Comp. Gen. 253 (1986)):

1. duty sites,

2. lodgings,

3. dining facilities,

4. drugstores,

5. barber shops,

6. places of worship,

7. cleaning establishments, and

8. similar places required for the traveler's subsistence, health or comfort.
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U4520 MISCELLANEOUS EXPENSES

Travelers are entitled to reimbursement for necessary travel-related miscellaneous expenses

incurred on official business. These expenses include:

1. costs of traveler’s checks, money orders, or certified checks for up to the amount of

estimated per diem or AEAs and travel expenses for the authorized travel;

2. administrative fees for ATM use to obtain money with the Government Travel Charge

Card up to the amount authorized for a cash advance for the travel concerned;

3. passports and visas fees (including photographs) for OCONUS travel;

4. costs of birth certificates or other acceptable evidence of birth for OCONUS travel;

5. CONUS lodging taxes, up to those imposed on the authorized/approved lodging rate (e.g.,

if a traveler is authorized a maximum lodging rate of $50 a night, but pays $100, the traveler

may be reimbursed only for the taxes on $50).

NOTE: Taxes for OCONUS lodging are part of per diem/AEA and are not separately

reimbursable;

6. fees for:

a. currency conversion; (NOTE: Travelers are not entitled to reimbursement for losses,

nor liable for gains resulting from currency conversions (63 Comp. Gen. 554 (1984));

b. cashing U.S. Government checks/drafts issued for reimbursement of expenses for

travel in foreign countries, (this does not include cashing checks/drafts for salary); and

c. airport transit, services charges/ taxes, landing, port taxes, embarkation/debarkation or

similar mandatory charges assessed against travelers on arrival/departure from carrier

terminals when not included in ticket cost (52 Comp. Gen. 73 (1972));

7. trip insurance to cover potential liability for damage, personal injury, or death to third

parties when travel is authorized by Government conveyance/POC and a Service-designated

official determines that legal requirements/procedures of the foreign country involved make

it necessary to carry such insurance (55 Comp. Gen. 1343 (1976));

8. CTO service and processing fees;

9. authorized/approved expenses for:

a. necessary stenographic or typing services, data processors or rental of typewriters a

ICW reports/correspondence preparation;

b. clerical assistance;
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c. services of guides, interpreters, packers, or vehicle drivers;

d. storage of property used on official business;

e. room rental at a hotel/other place used for official business;

f. charges for inoculations that are not available through a Federal dispensary for

OCONUS travel, (this does not include travel expenses incurred for obtaining the

required inoculations);

g. official local and long distance phone calls (see par. U4505);

h. excess baggage transportation costs;

i. conference registration fees;

j. dual lodging costs (see par. U4125-A1i);

10. use of computers, printers, faxing machines, scanners, telegrams, cablegrams, or

radiograms;

11. tips for taxis and limousines;

12. transportation costs to and from the transportation terminal (see par. U3320, and Chapter

3, Part E.);

13. parking fees at the transportation terminal (while TDY), NTE the cost of taxi fare to and

from the terminal (see par. U3320);

14. a Value Added Tax (VAT) certificate used to avoid paying TDY lodging taxes;

15. customary tips for handling any baggage at transportation terminals; and

16. similar travel related expenses (i.e., Do not reimburse mission-related or personal

expenses which include batteries, tools, film, gifts for child care, house care, pet care, hotel

concierge, or workout room/gym fees.)

NOTE: The cost for laundry, dry cleaning and pressing of clothing is not a separately

reimbursable travel expense, and is not an incidental expense within CONUS per diem

rates or within the AEA authorized/approved for CONUS travel. These costs are included

as an incidental expense within OCONUS per diem rates and within the AEA

authorized/approved for travel OCONUS.)
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JFTR, APPENDIX O REVISIONS:

T4040 LIVING EXPENSES (PER DIEM ENTITLEMENTS)

A. Lodging Overnight Required - Business Travel Standards

1. No changes to this item.

2. No changes to this item.

3. No changes to this item.

4. NOTE TO EDITOR: Delete item T4040-A4 in its entirety. This information is

moved to the new supars. E and F.

B. No changes to this subpar.

C. No changes to this subpar.

D. No changes to this subpar.

E. Miscellaneous Expenses. Travelers are entitled to reimbursement for necessary travel-related

miscellaneous expenses incurred on official business. These expenses include:

1. costs of traveler’s checks, money orders, or certified checks for up to the amount of

estimated per diem or AEAs and travel expenses for the authorized travel;

2. administrative fees for ATM use to obtain money with the Government Travel Charge

Card up to the amount authorized for a cash advance for the travel concerned;

3. passports and visas fees (including photographs) for OCONUS travel;

4. costs of birth certificates or other acceptable evidence of birth for OCONUS travel;

5. CONUS lodging taxes, up to those imposed on the authorized/approved lodging rate (e.g.,

if a traveler is authorized a maximum lodging rate of $50 a night, but pays $100, the traveler

may be reimbursed only for the taxes on $50).

NOTE: Taxes for OCONUS lodging are part of per diem/AEA and are not separately

reimbursable;

6. fees for:

a. currency conversion; (NOTE: Travelers are not entitled to reimbursement for losses,

nor liable for gains resulting from currency conversions (63 Comp. Gen. 554 (1984));
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b. cashing U.S. Government checks/drafts issued for reimbursement of expenses for

travel in foreign countries, (this does not include cashing checks/drafts for salary); and

c. airport transit, services charges/ taxes, landing, port taxes, embarkation/debarkation or

similar mandatory charges assessed against travelers on arrival/departure from carrier

terminals when not included in ticket cost (52 Comp. Gen. 73 (1972));

7. trip insurance to cover potential liability for damage, personal injury, or death to third

parties when travel is authorized by Government conveyance/POC and a Service designated

official determines that legal requirements/procedures of the foreign country involved make

it necessary to carry such insurance (55 Comp. Gen. 1343 (1976));

8. CTO service and processing fees;

9. authorized/approved expenses for:

a. necessary stenographic or typing services, data processors or rental of typewriters

ICW reports/correspondence preparation;

b. clerical assistance;

c. services of guides, interpreters, packers, or vehicle drivers;

d. storage of property used on official business;

e. room rental at a hotel/other place used for official business;

f. charges for inoculations that are not available through a Federal dispensary for

OCONUS travel, (this does not include travel expenses incurred for obtaining the

required inoculations);

g. official local and long distance phone calls (see par. T4060-B5);

h. excess baggage transportation costs;

i. conference registration fees;

j. dual lodging costs;

10. use of computers, printers, faxing machines, scanners, telegrams, cablegrams, or

radiograms;

11. tips for taxis and limousines;

12. transportation costs to and from the transportation terminal (see JFTR, par. U3320, and

Chapter 3, Part E; and JTR, Chapter 2, Part C);
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13. parking fees at the transportation terminal (while TDY), NTE the cost of taxi fare to and

from the terminal (see JFTR, par. U3320; and JTR, par. C4652-B);

14. a Value Added Tax (VAT) certificate used to avoid paying TDY lodging taxes;

15. MEMBERS/EMPLOYEES: tips for handling Government property at terminals and

hotels;

16. UNIFORMED MEMBERS ONLY: customary tips for handling any baggage at

transportation terminals; and

17. CIVILIAN EMPLOYEES ONLY: costs for personal laundry, dry cleaning and

pressing of clothing while TDY (not after returning to/arriving at PDS); only when

CONUS TDY/PCS lodging is at least 4 consecutive nights; and

NOTE: FOR MEMBERS, the cost for laundry, dry cleaning and pressing of clothing is

not a separately reimbursable travel expense, and is not an incidental expense within

CONUS per diem rates. These costs are included as an incidental expense within

OCONUS per diem rates.)

18. similar travel related expenses (i.e., Do not reimburse mission-related or personal

expenses which include batteries, tools, film, gifts for child care, house care, pet care, hotel

concierge, or workout room/gym fees.)

F. Reimbursement for Travel Expenses At the TDY Location

1. Reimbursement is authorized for necessary travel expenses at the TDY location.

2. Use of a Government vehicle/special conveyance is limited to official purposes such as

transportation to and from (65 Comp. Gen. 253 (1986)):

a. duty sites,

b. lodgings,

c. dining facilities,

d. drugstores,

e. barber shops,

f. places of worship,

g. cleaning establishments, and
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h. similar places required for the traveler's subsistence, health or comfort.

3. If a Government vehicle/special conveyance is not authorized, the traveler is entitled to

reimbursement for necessary public transportation costs.

4. If private vehicle use is authorized, reimbursement is the automobile mileage rate times

the miles driven for the necessary travel around the TDY location.

5. Travelers must note the required miles driven.