|CHAPTER��2�-�TRANSPORTATION�MODES,�ACCOMMODATIONS,�TRANSPORTATION�REQUESTS,�AND�BAGGAGE
    PART�E:�TRAVEL�BY�COMMON�CARRIER
        C2207�ARRANGING�OFFICIAL�TRAVEL
|--------------------------------------------------------------------------------------------------------------------------------------------------------------------



| |                                 | 
| | ------------------------------- | 
|
| | C2207 ARRANGING OFFICIAL TRAVEL | 
|
|

| |                                     | 
| | ----------------------------------- | 
|
| | A.� Travel Arrangement Requirements | 
|
|

| |                                                                                                                     | 
| | ------------------------------------------------------------------------------------------------------------------- | 
|
| | 1.� When making travel arrangements, employees are required to use the following (except as provided in subpar. B): | 
|
|

| |                                            | 
| | ------------------------------------------ | 
|
| | a.� a CTO (see Appendix A for definition), | 
|
|

| |                                 | 
| | ------------------------------- | 
|
| | b.� in-house travel offices, or | 
|
|

| |                                                                            | 
| | -------------------------------------------------------------------------- | 
|
| | c.� General Services Administration (GSA) Travel Management Centers (TMC). | 
|
|

| |                                                              | 
| | ------------------------------------------------------------ | 
|
| | 2.� All travel arrangements must be made in accordance with: | 
|
|

| |                                                                     | 
| | ------------------------------------------------------------------- | 
|
| | a.� DoD 4500.9-R (Defense Transportation Regulation (DTR), Part I); | 
|
|

| |                                                                                                          | 
| | -------------------------------------------------------------------------------------------------------- | 
|
| | b.� DoDI 4500.42 (DoD policy regarding passenger transportation reservation and ticketing services); and | 
|
|

| |                          | 
| | ------------------------ | 
|
| | c.� Service regulations. | 
|
|

| |                                                                                                                            | 
| | -------------------------------------------------------------------------------------------------------------------------- | 
|
| | B.� Use of Travel Agent Not Under Government Contract (Non-Contract Travel Agent) or Direct Purchase from Common Carrier.� | 
|
|

| |                                                                                                                                                                                 | 
| | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | 
|
| | A non-contract travel agent or common carrier direct purchase may be used under the conditions in subpar. 1, but use must be authorized/approved by the order-issuing official. | 
|
|

| |                                                                                                                 | 
| | --------------------------------------------------------------------------------------------------------------- | 
|
| | NOTE:� When a non-contract CTO is used, the employee must demonstrate that use of a contract CTO was attempted. | 
|
|

| |                                    | 
| | ---------------------------------- | 
|
| | 1.� Authorized/Approved Conditions | 
|
|

| |                                                                                                                             | 
| | --------------------------------------------------------------------------------------------------------------------------- | 
|
| | a.� Unusual Circumstances.� A non-contract travel agent may be used in unusual� circumstances when there is no alternative. | 
|
|

| |                                                                                                     | 
| | --------------------------------------------------------------------------------------------------- | 
|
| | b.� Foreign Country.� A non-contract travel agent may be used in a foreign country if CTO services: | 
|
|

| |                                         | 
| | --------------------------------------- | 
|
| | (1)� are not reasonably available, and� | 
|
|

| |                                                                                                                   | 
| | ----------------------------------------------------------------------------------------------------------------- | 
|
| | (2)� ticketing arrangements cannot be made through a branch office or general agent of an American-flag carrier.� | 
|
|

| |                          | 
| | ------------------------ | 
|
| | c.� Group/Charter Travel | 
|
|

| |                                                                                                                 | 
| | --------------------------------------------------------------------------------------------------------------- | 
|
| | (1)� Limitations.� An employee may use group/charter arrangements made through a non-contract travel agent, if: | 
|
|

| |                                                                                                                                                                  | 
| | ---------------------------------------------------------------------------------------------------------------------------------------------------------------- | 
|
| | (a)� before travel, the order-issuing official determines that the reduced fares available through these arrangements result in a savings to the Government; and | 
|
|

| |                                                                        | 
| | ---------------------------------------------------------------------- | 
|
| | (b) group/charter travel does not interfere with business performance. | 
|
|

| |                                                   | 
| | ------------------------------------------------- | 
|
| | (2)� Payment.� When group/charter travel is used: | 
|
|

| |                                                                                                                | 
| | -------------------------------------------------------------------------------------------------------------- | 
|
| | (a)� the employee pays the non-contract travel agent using a Government travel charge card or travel advance;� | 
|
|

| |                                                                                                | 
| | ---------------------------------------------------------------------------------------------- | 
|
| | (b)� a transportation receipt for costs of $75 or more must accompany the travel voucher; and� | 
|
|

| |                                                                                                   | 
| | ------------------------------------------------------------------------------------------------- | 
|
| | (c)� reimbursement may not exceed costs authorized under this Chapter (B-103315, August 1, 1978). | 
|
|

| |                                                                                                                                                                             | 
| | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | 
|
| | d.� Foreign Vessel/Aircraft Transportation.� Travel at personal expense on foreign vessels/aircraft is allowed only when the conditions in par. C2204-B or C2205-D are met. | 
|
|

| |                          | 
| | ------------------------ | 
|
| | 2.� Payment Limitation.� | 
|
|

| |                                                                                                                                                                                                                                                                        | 
| | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | 
|
| | Reimbursement for transportation arranged through� authorized/approved use of a non-contract travel agent or common carrier direct purchase, is limited to the amount the employee would have paid if the arrangements had been made directly through the carrier(s).� | 
|
|

| |                                       | 
| | ------------------------------------- | 
|
| | C.� Exceptions in Foreign Countries.� | 
|
|

| |                                                                                                                                                                                                                                                                                                                                                                                                                                                                  | 
| | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | 
|
| | Except in Canada and Mexico, the use of travel agents (other than a CTO, in house travel office or TMC) is authorized only when services of a CTO, in house travel office or TMC are not reasonably available and ticketing arrangements cannot be secured from a branch office or general agent of an American-flag carrier.� (DoDI 4500.42, dated 5 January 1987 prescribes DoD policy regarding passenger transportation reservation and ticketing services). | 
|
|

| |                                                                | 
| | -------------------------------------------------------------- | 
|
| | D.� Use of Travel Agencies for Group or Charter Arrangements.� | 
|
|

| |                                                                                                                                              | 
| | -------------------------------------------------------------------------------------------------------------------------------------------- | 
|
| | Group or charter arrangements available through travel agents (other than a CTO, in house travel office or TMC) may be used by employees if: | 
|
|

| |                                                                                                                                                                                                | 
| | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | 
|
| | 1.� before travel, an administrative determination is made by the order-issuing official that the reduced fares available through such arrangements result in a savings to the Government, and | 
|
|

| |                                                                                                          | 
| | -------------------------------------------------------------------------------------------------------- | 
|
| | 2.� travel by group or charter arrangement does not interfere with the performance of official business. | 
|
|

| |                                                                                                                                                                                                                                                                                                                                   | 
| | --------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | 
|
| | The traveler must pay the travel agent for the transportation using a Government travel charge card or a travel advance.� Reimbursement to the traveler for the transportation cost shall not exceed� the cost of the accomodations authorized under this chapter (B-103315, August 1, 1978) (See par. C4700 regarding receipts). | 
|
|

| |                               | 
| | ----------------------------- | 
|
| | E. Payment to Travel Agency.� | 
|
|

| |                                                                                                                                                                                                                                                                              | 
| | ---------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | 
|
| | No payment shall be made to a travel agency (other than a CTO, in house travel office or TMC) for charges in excess of those which would have been properly chargeable had the requested service been obtained by the traveler direct from the carrier or carriers involved. | 
|
|

| |                                                        | 
| | ------------------------------------------------------ | 
|
| | F.� Travel by Vessel or Aircraft of Foreign Registry.� | 
|
|

| |                                                                                                                                                                                                                                | 
| | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ | 
|
| | Reimbursement for transportation procured from a travel agency may not be authorized for travel at personal expense on vessels or aircraft of foreign registry except under conditions specified in pars. C2204-B and C2205-D. | 
|
|

| |                                    | 
| | ---------------------------------- | 
|
| | C2208� USE OF REDUCED TRAVEL FARES | 
|
|

| |                                                                                                                                                                                                                                                  | 
| | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ | 
|
| | When to qualify for reduced travel fares, an employee elects to remain at a TDY site for a longer period of time than required by the assignment, per diem or actual expenses, as applicable, for this additional period of time may be paid if: | 
|
|

| |                                                                                                                                                           | 
| | --------------------------------------------------------------------------------------------------------------------------------------------------------- | 
|
| | 1.� the additional cost of per diem or actual expenses is offset by the savings on the transportation, yielding an overall savings to the Government; and | 
|
|

| |                                                                                                                                        | 
| | -------------------------------------------------------------------------------------------------------------------------------------- | 
|
| | 2.� the delay does not involve duty time during which the employee is required to be at work at the PDS (B-192364, February 15, 1979). | 
|
|

| |                                  | 
| | -------------------------------- | 
| |                                 
|
| | PART F:� TRANSPORTATION REQUESTS | 
| |                                 
|
|

| |                | 
| | -------------- | 
|
| | C2250� GENERAL | 
|
|

| |                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                          | 
| | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ | 
|
| | All passenger transportation services by common carrier must be procured through the use of U.S. Government Transportation Request (GTR) (Standard Form 1169), unless other wise specifically provided herein.� A GTR is an order executed by an officially designated "transportation officer" or by a traveler designated as "acting transportation officer" on a common carrier for transportation chargeable to the Government.� The GTR is issued and used only for officially authorized passenger transportation by common carrier or for authorized passenger transportation services or accommodations furnished by common carrier, i.e., air, bus, rail, or vessel.� Travelers are furnished GTRs upon presentation of the travel order to a transportation officer. When employees and/or dependents are returning to the continental United States (CONUS) at Government expense from overseas locations, GTRs for travel to destination in the CONUS may be issued by the overseas transportation officer or a transportation officer at an appropriate CONUS terminal or aerial port of debarkation.� The same conditions apply with regard to the use of transportation warrants overseas in lieu of GTRs | 
|
|

| |                                   | 
| | --------------------------------- | 
|
| | C2251� WHEN GTR'S MAY NOT BE USED | 
|
|

| |                                                  | 
| | ------------------------------------------------ | 
|
| | GTRs may not be used in the following instances: | 
|
|

| |                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                     | 
| | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | 
|
| | 1.� for personal transportation services or privileges which increase or exceed the cost of those authorized when the travel is by an indirect route for personal convenience,� the employee may not use GTR to procure transportation� accommodations for the indirect travel.� However, a common ticket procured by GTR for travel authorized at Government expense may be reissued for a common carrier ticket to travel by an indirect route for personal reasons.� In such instances, any additional charges, including the applicable share of the Federal transportation, incurred as a result of the reissued ticket for personal convenience shall be at personal expense and paid directly to the carrier or the travel management center (TMC).� Additionally, when accommodations superior to those authorized are requested or used by the traveler for personal reasons, the additional cost, including the applicable share of the Federal transportation tax, shall be at personal expense and paid directly by the employee to the carrier or TMC. | 
|
|

| |                                                                                                                                         | 
| | --------------------------------------------------------------------------------------------------------------------------------------- | 
|
| | 2.� for individually procured taxicab, airport limousine, intracity transit, rental automobiles, or other for-hire automobile services; | 
|
|

| |                                                         | 
| | ------------------------------------------------------- | 
|
| | 3.� for payment of toll road or toll bridge charges; or | 
|
|

| |                                                                                                                                                                                                                                | 
| | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------ | 
|
| | 4.� for passenger transportation services costing $10 or less, excluding Federal transportation tax, or excess baggage services costing $15 or less for each leg of a trip, unless special circumstances justify use of a GTR. | 
|
|

| |                                        | 
| | -------------------------------------- | 
|
| | C2252� CASH PAYMENT FOR TRANSPORTATION | 
|
|

| |                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                            | 
| | -------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | 
|
| | Travelers shall use cash to procure all passenger transportation services costing $10 or less, excluding Federal transportation tax, and to pay excess baggage charges costing $15 or less for each leg of a trip, unless special circumstances justify the use of a GTR.� When the cost of transportation within CONUS is in excess of $10 but doesn't exceed $100, exclusive of Federal tax, the traveler may either pay cash for such transportation or be issued a GTR.� Cash payment of official transportation expenses, without regard to the $100 limitation, is authorized when employees secure group or excursion fares available through travel agents (par. C2208); travel agents may not otherwise be used under these cash payment provisions.� (NOTE:� The National Railroad Passenger Corporation (Amtrak) shall not accept a GTR for travel under $100.� Amtrak accepts personal checks or major credit cards provided proper identification is shown when purchasing a ticket.)� Except as otherwise provided in this paragraph, a GTR must be used to procure passenger transportation services costing in excess of $100, excluding Federal transportation tax.� Under emergency circumstances, where the use of a GTR is not possible, the Secretary of Defense or the Secretarial Process may authorize travelers to exceed the $100 limitation when procuring passenger transportation services.� To justify the use of cash in excess of $100 instead of a GTR� procuring passenger transportation services, both the aforementioned approval official and traveler shall certify on the travel voucher the reasons for this use.� In the absence of specific authorization/approval, the traveler shall be responsible for all additional costs involved for this travel, such as the use of foreign-flag carriers, first-class travel, or more costly modes. It is incumbent on the appropriate authorities of the DoD components concerned to apprise travelers there are many Government discount fares and contract fares, obtainable only through the use of a transportation request.� Authorization for the use of cash in excess of $100 for procurement of passenger transportation services is made before the actual travel unless emergency situations make advance authorization impossible.� If advance authorization can't be obtained, the traveler obtains written approval from appropriate approval official at the earliest practicable time.� Travel vouchers are maintained in the DoD component concerned to be available for site audit by General Services Administration (GSA) auditors.� General Records Schedule 9, Travel and Transportation Records, provide instructions for the disposal of these travel vouchers.� Receipts, passenger coupons, or other appropriate evidence is required to support claims for reimbursement of cash payments for passenger transportation services in all cases except for use of local transit systems, taxicabs, and airport limousine services when the cost for the use of such service is less than $75.� Any item of expense for transportation in an amount of $75 or more is denied in its entirety when an employee's voucher is not supported by a receipt or a statement as to why one wasn't furnished.� See par. C4704 for reimbursement when a GTR is not used. | 
|
|

| |                                 | 
| | ------------------------------- | 
|
| | C2253� WHEN GTR'S NOT AVAILABLE | 
|
|

| |                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                                     | 
| | ------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | 
|
| | In an emergency, when GTRs aren't available, the traveler may pay for the transportation and file a claim for reimbursement, or may telegraph or telephone an administrative official who directs travel to request a GTR be issued to cover the trip. The GTR is deposited by the administrative official with the agent of the carrier at the point of issue. Such agent is asked to telegraph the agent from whom the ticket is to be obtained that a GTR to cover the travel has been received. The latter agent shall then furnish the ticket to the traveler. | 
|
|

| |                                      | 
| | ------------------------------------ | 
|
| | C2254� ACTING TRANSPORTATION OFFICER | 
|
|

| |                                                                                                                                                                                                                                                                                                                                                                                                                         | 
| | ----------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------------- | 
|
| | When official determination is made it is desirable for the civilian traveler to issue GTRs for TDY travel, the travel order shall designate the civilian traveler as "acting transportation officer."� The number of employees so designated is held to a minimum, consistent with absolute necessity.� For the additional requirements incident to such designation, see the regulations of the separate departments. | 
|
|

| |                            | 
| | -------------------------- | 
|
| | C2255 LOST OR STOLEN GTR'S | 
|
|



|
|