|CHAPTER��4�-�EMPLOYEE�TRAVEL
    PART�M:��ACTUAL�EXPENSE�ALLOWANCE�(AEA)
        C4602��AEA�MAXIMUMS
|----------------------------------------------------------------------------------------------------



| |                     | 
| | ------------------- | 
|
| | C4602� AEA MAXIMUMS | 
|
|

| |              | 
| | ------------ | 
|
| | A.� General. | 
|
|

| |                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                      | 
| | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ | 
|
| | The maximum amount of reimbursement for actual expenses that may be authorized/approved for each calendar day or fraction thereof is as provided in subpars. B through� D.�� When actual expenses incurred during any 1 day are less than the daily maximum authorized, the employee is reimbursed only the lesser amount.� Requests�� for� AEAs� orapprovals should include a recommendation for an appropriate daily maximum not to exceed the amount provided in subpars. B or C. A recommendation of an appropriate daily maximum may be based on the applicable amount allowed for M&IE plus the cost of lodgings when reimbursement for M&IE is on a per diem basis as prescribed in subpar. C. When authorized/approved, AEA is in lieu of the per diem allowances prescribed in Part L, or Appendices B or D, and an employee may not elect to be reimbursed on a per diem basis.� An AEA not to exceed the applicable per diem rate prescribed in Appendix� D within� CONUS� or� not� to� exceed the established OCONUS locality per diem rate may be authorized/approved for individuals authorized preemployment interview travel under par.C6000, item 8, and par.C6200. | 
|
|

| |                    | 
| | ------------------ | 
|
| | B.� Daily Maximums | 
|
|

| |                      | 
| | -------------------- | 
|
| | 1.� Travel in CONUS. | 
|
|

| |                                                                                                                                                                                                                                                    | 
| | -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | 
|
| | Except as provided in subpar. 3 for travel in CONUS, the daily maximum is 150 percent of the per diem rate (rounded to the next higher dollar) prescribed in Appendix D for the TDY location. See Appendix L for authorization/approval authority. | 
|
|

| |                    | 
| | ------------------ | 
|
| | 2.� Travel OCONUS. | 
|
|

| |                                                                                                                       | 
| | --------------------------------------------------------------------------------------------------------------------- | 
|
| | Except as provided in subpar. 3 the daily maximum rate is the amount prescribed in item a or b, whichever is greater: | 
|
|

| |                                                                                                                           | 
| | ------------------------------------------------------------------------------------------------------------------------- | 
|
| | a.150 percent of the per diem rate (rounded to the next higher dollar) prescribed in Appendix B for the TDY location; or� | 
|
|

| |                                                                             | 
| | --------------------------------------------------------------------------- | 
|
| | b.$50 plus the per diem rate prescribed in Appendix B for the TDY location. | 
|
|

| |                                                      | 
| | ---------------------------------------------------- | 
|
| | See Appendix L for authorization/approval authority. | 
|
|

| |                          | 
| | ------------------------ | 
|
| | 3.Higher Daily Maximum.� | 
|
|

| |                                                                                                                                                                                                                                                                                                                                                                       | 
| | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | 
|
| | Daily maximums for travel in excess of rates prescribed in subpars. 1 and 2 in amounts not to exceed 300 percent of the per diem rates (rounded to the next higher dollar) prescribed in Appendix B or Appendix D, for the TDY location may be authorized/approved if required to meet the expenses associated with the mission.� Authorizing/approval agencies are:� | 
|
|

| |            | 
| | ---------- | 
|
| | a.� Army:� | 
|
|

| |                                                                                                                                                                                                                                                                                                                                          | 
| | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | 
|
| | A General Officer/SES within the Command listed in Appendix L for subordinate units.� For all activities belonging to Commands not specifically listed in Appendix L, authority rests with the General Officer/SES for their own travel and the travel of those under their supervision.� This authority shall not be further delegated. | 
|
|

| |               | 
| | ------------- | 
|
| | b.Air Force:� | 
|
|

| |                                                                                                                                     | 
| | ----------------------------------------------------------------------------------------------------------------------------------- | 
|
| | MAJCOM/FMs.� FOA and DRU FMs or equivalents and the 11th Wing for HQ USAF personnel.� For all other activities refer to Appendix L. | 
|
|

| |          | 
| | -------- | 
|
| | c.Navy:� | 
|
|

| |                                                                                                                                                                                                              | 
| | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ | 
|
| | Office of Deputy Assistant Secretary of the Navy (Civilian Personnel/Equal Employment Opportunity (CP/EEO)), Program Development and Direction Division, 800 North Quincy Street, Arlington, VA� 22203-1998. | 
|
|

| |                                       | 
| | ------------------------------------- | 
|
| | d.Marine Corps and Defense Agencies:� | 
|
|

| |                                                      | 
| | ---------------------------------------------------- | 
|
| | See Appendix L for authorization/approval authority. | 
|
|

| |                                               | 
| | --------------------------------------------- | 
|
| | 4.Special Actual Expense Authorization (AEA). | 
|
|

| |                                                                                                                                                                                                                                                                                                                                                                                                                                                  | 
| | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ | 
|
| | The PDTATAC Director may issue an AEA for any DOD civilian employee when travel is to Presidentially declared disaster area(s) or in support of the mission stated in the AEA.� These authorizations may be issued with or without expiration dates.� Copies of existing AEAs may be obtained from the Per Diem, Travel and Transportation Allowance Committee, Hoffman Building #1, Room 836, 2461 Eisenhower Ave., Alexandria, VA� 22331-1300. | 
|
|

| |                              | 
| | ---------------------------- | 
|
| | 5.Reimbursement Limitation.� | 
|
|

| |                                                                                                                                                                                                                                                                                                                                          | 
| | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | 
|
| | The daily reimbursement limit shall be the lesser of the actual expenses or the maximum amount.� Expenses incurred and claimed (including those for fractional days) shall be reviewed and allowed only to the extent determined to be necessary and reasonable by the order-issuing official.� Reimbursement for M&IE shall not exceed: | 
|
|

| |                                                         | 
| | ------------------------------------------------------- | 
|
| | a.150 percent of the M&IE rate for the TDY location, or | 
|
|

| |                                                                                                                         | 
| | ----------------------------------------------------------------------------------------------------------------------- | 
|
| | b.$25 plus the M&IE rate for the TDY location when the daily rate authorized is established under subpar. 2, item b, or | 
|
|

| |                                                                                               | 
| | --------------------------------------------------------------------------------------------- | 
|
| | c.300 percent of the M&IE rate for the TDY location when authorized/approved under subpar. 3. | 
|
|

| |                                    | 
| | ---------------------------------- | 
|
| | C.� M&IE Paid on a Per Diem Basis. | 
|
|

| |                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                            | 
| | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ | 
|
| | M&IEs may be reimbursed under the lodgings plus per diem system under par.C4553-C2, while the lodging� cost is reimbursed on an actual expense basis.� In such case, the amount allowed for M&IE and the lodging cost may not exceed the daily maximum authorized in the AEA for the locality concerned. For example, when a member is authorized actual expenses not to exceed 150 percent of a specific per diem rate, $191 (150% x $127, rounded to next higher dollar), and is reimbursed under the lodging plus per diem system for M&IE ($34), the amount allowed for lodgings may not exceed $157 ($191 - $34).� Itemization of M&IE isn't required when payment for those expenses is made under the lodging plus per diem system. | 
|
|

| |                                                   | 
| | ------------------------------------------------- | 
|
| | D.� Lodging and/or Meals Obtained Under Contract. | 
|
|

| |                                                                                                                                                                                                                                                                                                                                                                                                                                   | 
| | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | 
|
| | When a contracting officer contracts for rooms and/or meals for employees traveling on TDY, and actual expense reimbursement is authorized/approved under this Part, the total daily amount paid by the Government and reimbursed to the employee for the employee's lodging, meals, and incidental expenses may not exceed the daily maximum authorized under subpar. B (60 Comp. Gen. 181 (1981) and 62 Comp. Gen. 308 (1983)). | 
|
|

| |                                 | 
| | ------------------------------- | 
|
| | E.� Incidental Expense Maximum. | 
|
|

| |                                                                                                                      | 
| | -------------------------------------------------------------------------------------------------------------------- | 
|
| | When Government quarters are available on a U.S. installation, reimbursement for incidental expenses are limited to: | 
|
|

| |                    | 
| | ------------------ | 
|
| | 1.$2 in CONUS, and | 
|
|

| |                                                                                                                                                                                                                                                                                                                    | 
| | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ | 
|
| | 2.$3.50 OCONUS for all full travel days.� The $3.50 incidental expense rate doesn't apply for the day travel begins or ends.� When the order-issuing official determines the $3.50 rate isn't adequate to meet anticipated expenses, payment of the Appendix B incidental rate must be stated in the travel order. | 
|
|

| |                         | 
| | ----------------------- | 
|
| | C4603� REQUEST FOR AEAs | 
|
|

| |              | 
| | ------------ | 
|
| | A.� General. | 
|
|

| |                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                        | 
| | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ | 
|
| | When situations arise which appear to warrant AEA for a specific travel assignment, a letter or message request furnishing details of the conditions warranting the AEA is submitted in accordance with this paragraph with a recommendation of the amount to which the reimbursement should be limited.� Every effort must be made to ensure uniformity of allowances between members of the Uniformed Services and civilian employees,� when� traveling� together or to the same place, when warranted by similarity of the incidence of travel and TDY.� Requests for these allowances are accompanied by a full statement of the facts in the case, the number of employees involved, and the reasons why per diem allowances aren't sufficient.�� | 
|
|

| |                                | 
| | ------------------------------ | 
|
| | B.� Who May Authorize/Approve. | 
|
|

| |                                                                                                                                                                                                                                                                                                                                                                                                                                                                                | 
| | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ | 
|
| | Except for the officials referred to in subpar. C, AEA, not to exceed the appropriate established ceiling, may be authorized/approved by the officials designated in par.C4602-B3and Appendix L.� In instances involving�� joint Service conferences, symposiums, seminars, or professional meetings, an AEA issued by the appropriate authority of the sponsoring Uniformed Service/Defense Agency applies to all attendees regardless of Service/Defense Agency affiliation. | 
|
|

| |                 | 
| | --------------- | 
|
| | C.� Exceptions. | 
|
|

| |                                                                                                                                                                                                                                                                                                                    | 
| | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ | 
|
| | The following officials may authorize/approve AEAs at either the 150 or 300 percent ceiling, as they deem appropriate for the travel involved, for their own personal travel and for any accompanying uniformed members and DOD civilian employees whenever they consider it necessary and proper under this Part. | 
|
|

| |                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                  | 
| | -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | 
|
| | The Secretary, the Deputy, the Under, the Deputy Under� and� Assistant� Secretaries of Defense 
The Secretary, Under Secretary, or Assistant Secretaries of Army, Navy, and Air Force 
The Assistant to the Secretary of Defense (Legislative Affairs) 
The Assistant to the Secretary of Defense (Atomic Energy) 
The General Counsel of the Department of Defense 
The Defense Advisor, U.S. Mission to NATO 
Directors of Defense Agencies 
President, Uniformed Services University of the Health Sciences 
Director Operational Test & Evaluation 
DOD Inspector General 
Director, Defense Research & Engineering 
Commander/Deputy Commanders of Air Force Major Commands | 
|
|

| |                                                                                         | 
| | --------------------------------------------------------------------------------------- | 
|
| | The provisions of par.C4603aren't applicable to the cases covered by this subparagraph. | 
|
|

| |                                       | 
| | ------------------------------------- | 
|
| | D.� Manner of Authorization/Approval. | 
|
|

| |                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                 | 
| | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | 
|
| | AEAs may be authorized before travel begins or approved after travel has been performed.� When authorized in advance of the travel, the AEA for a specific travel assignment is stated in the travel order. AEA may be authorized/approved for the entire period of a trip including travel time or, when appropriate, per diem or AEA may be authorized/approved for different portions of trips.� An example in the latter case occurs when there is a relatively long period of travel time or travel and assignment in several localities on a single itinerary.� The period for which AEA is authorized is indicated in the document issued by the Secretarial Process or the Director of the Defense Agency, or designated representatives. Theseauthorizations/approvals cover individuals specifically listed in the request and alternate or additional personnel not specifically listed, but who actually performed the duty covered by the request. | 
|
|

| |                                         | 
| | --------------------------------------- | 
|
| | E.� Channel for Submission of Requests. | 
|
|

| |                 | 
| | --------------- | 
|
| | See Appendix L. | 
|
|

| |                                      | 
| | ------------------------------------ | 
|
| | F.� Data to Be Included in Requests. | 
|
|

| |                                                                                 | 
| | ------------------------------------------------------------------------------- | 
|
| | Requests should contain any of the following data that is relevant to the trip: | 
|
|

| |                                 | 
| | ------------------------------- | 
|
| | 1.� specific reason for travel; | 
|
|

| |                                                                                              | 
| | -------------------------------------------------------------------------------------------- | 
|
| | 2.� whether meetings with technical, professional, or scientific organizations are involved; | 
|
|

| |                                                                 | 
| | --------------------------------------------------------------- | 
|
| | 3.� whether international conferences or meetings are involved; | 
|
|

| |                                                                                                                                       | 
| | ------------------------------------------------------------------------------------------------------------------------------------- | 
|
| | 4.� identity of the senior member of the party, whether civilian or military, including grade, full name, SSN, and branch of Service; | 
|
|

| |                                                                | 
| | -------------------------------------------------------------- | 
|
| | 5.� names and titles of foreign governmental contacts, if any; | 
|
|

| |                                                                                                                                                                               | 
| | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | 
|
| | 6.� roster of other employees or members of the Uniformed Services who also are performing the travel or TDY involved including grade, full name, SSN, and branch of Service; | 
|
|

| |                                                                                                                                                      | 
| | ---------------------------------------------------------------------------------------------------------------------------------------------------- | 
|
| | 7.� proposed itinerary showing complete identification of places to be visited, the length of duty at each place, and the inclusive dates of travel; | 
|
|

| |                                                                                                                                                                                | 
| | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ | 
|
| | 8.� information as to any special arrangements which have been made such as provisions for use of special Government quarters, messes, open messes, motels, restaurants, etc.; | 
|
|

| |                                                                                                                                                                            | 
| | -------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | 
|
| | 9.� any other information available indicating amount of expenses which may be incurred, amount of allowances necessary, or reasons why normal per diem shall not suffice; | 
|
|



|
|