|CHAPTER��4�-�TRAVEL�OF�EMPLOYEES
    PART�O:��REIMBURSABLE�TRAVEL�EXPENSES
        C4709��MISCELLANEOUS�EXPENSES
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| | C4709� MISCELLANEOUS EXPENSES | 
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| | A.� General. | 
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| | Travelers are entitled to reimbursement for necessary travel-related miscellaneous expenses incurred on official business.� These expenses include: | 
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| | 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;�� | 
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| | 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;�� | 
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| | 3. passport and visa fees (including photographs) for OCONUS travel; | 
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| | 4.costs of birth certificates or other acceptable evidence of birth for OCONUS travel; | 
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| | 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 and are not separately reimbursable);� | 
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| | 6.� fees for:�� | 
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| | 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 US Government checks/drafts issued for reimbursement of expenses for travel in foreign countries, (this does not include cashing checks/drafts for salary); and�� | 
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| | c.airport transit, service charges/taxes, landing, port taxes, embarkation/debarkation, foreign country exit fees or similar mandatory charges assess against travelers on arrival/departure from carrier terminals when not included in the ticket cost (52 Comp. Gen. 73 (1972));� | 
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| | 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)); | 
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| | 8.� CTO service and processing fees; | 
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| | 9.� authorized/approved expenses for:� | 
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| | a.� necessary stenographic or typing services, data processors or rental of typewriters ICW the preparation of reports or correspondence;� | 
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| | b.clerical assistance; | 
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| | c.services of guides, interpreters, packers, vehicle drivers; | 
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| | d.storage of property used on official business; | 
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| | e.room rental for at a hotel/other place used for official business; | 
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| | f.charges for inoculations that are not available through a Federal dispensary for OCONUS travel, (this does not include travel expenses incurred for obtaining required inoculations); | 
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| | g.� official local and long distance phone calls (see par. C4706); | 
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| | h.� excess baggage transportation costs; | 
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| | i.� conference registration fees; | 
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| | j.� dual lodging costs (see par. C4555-F); | 
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| | 10.� use of computers, printers, faxing machines and scanners, faxes, telegrams, cablegrams, or radiograms;� | 
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| | 11.� tips for taxis and limousines; | 
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| | 12.� transportation costs to and from the transportation terminal (see Chap. 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 par. C4652-B); | 
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| | 14.� a Value Added Tax (VAT) certificate used to avoid paying TDY lodging taxes; | 
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| | 15.� tips for handling Government property at terminals and hotels; | 
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| | 16.� 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 | 
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| | 17.� 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.) | 
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| | B.� Contemplated Official Travel, Passports, and Visa Fees | 
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| | 1.� General. | 
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| | Any employee who is officially required to obtain a change of status or renew passports or visas (for an employee and dependents) is reimbursed the expenses incurred for obtaining a change of status and the expense for issuance or renewal of passports or visas, notwithstanding that actual travel may not occur.� Such expenses shall not include any fees or charges for legal services even though local laws or custom may require the use of lawyers in processing applications for passports, visas, or changes in status.� This authority for reimbursement includes an employee, whether hired locally or transported to the overseas area at Government expense, who is a United States citizen serving under a transportation or renewal agreement and is required to renew passports (employees and dependents) as a result of continued employment in an overseas area.� It also includes the type of employee described in subpar. 2.� Public Voucher for Purchases and Services Other than Personal (Standard Form 1034) may be used for such reimbursement claims.� Supporting authority is included or attached.� The appropriation citation is that current at the time the expense is incurred.� Prior fund citation approval is required. | 
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| | 2.� Passport and Visa for Emergency Technical Support Personnel. | 
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| | When an activity is required to have emergency technical support personnel available for official travel on short notice, and such personnel are directed in writing by the responsible commanding officer to maintain current passports or visas in contemplation of such travel, claims for fees paid are allowable whether or not actual future travel is performed. | 
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| | C.� Privately Owned Motor Vehicle Taxes and License Fees | 
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| | 1.� General. | 
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| | Many states require payment of an ownership tax and license fee on a privately owned motor vehicle brought into and used in the state over 30 days.� In some states, a Federal employee assigned to TDY can apply for an exemption certificate upon first coming into the state. | 
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| | 2.� Reimbursement for Charges Paid by Employee. | 
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| | Providing an employee has applied for and has been denied an exemption certificate by the state in which assigned to TDY, charges paid by an employee for privately owned motor vehicle taxes and license fees imposed by state law will be reimbursed if all of the following conditions are met: | 
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| | a.� when the use of a privately owned motor vehicle is authorized as advantageous to the Government in connection with a TDY assignment as provided in par. C2151; | 
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| | b.� when the employee's PDS is outside the state in which the TDY assignment is performed, | 
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| | c.� when the period of the TDY is in excess of the allowable period of time that the employee would be exempt from state imposed ownership taxes and license fees on a privately owned motor vehicle, | 
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| | d.� when the claim for reimbursement is supported by a receipt or documentation evidencing payment by the employee of charges imposed by the state in which the TDY was performed. | 
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| | D.� Category Z Surcharge. | 
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| | Reimbursement is authorized for any surcharge levied by an air carrier to upgrade Category Z travelers to full-fare coach accommodations whenever such accommodations are required to make possible adjacent seating and the in-flight conduct of business.� Claims for reimbursement are supported by a statement from the employee concerned that:: | 
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| | 1.� the employee was traveling with representatives of other U.S. Government agencies, industry representatives or foreign nationals not entitled to use Category Z fares, or with other DoD personnel and that; | 
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| | 2.� upgrading to full-fare status was necessary to make possible the in-flight conduct of business. | 
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| | E.� Reimbursement of Nonrefundable Room Deposit or Prepaid Rent | 
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| | 1.� Per Diem Computations When TDY is Curtailed, Canceled or Interrupted for Official Purposes. | 
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| | When an employee has made advance arrangements for lodging with reasonable expectation of the travel assignment being completed as ordered or directed, and subsequently the TDY assignment is curtailed, canceled, or interrupted for official purposes, or for other reasons beyond the employee's control that are acceptable to the DoD component concerned, lodging costs may be calculated and paid as indicated herein or in subpars. 2 or 3 (see 59 Comp. Gen. 609 (1980), 59 id. 612 (1980), 60 id. 630 (1981) and cases cited therein). | 
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| | a.� Travel Assignment Curtailed or Interrupted. | 
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| | When the TDY assignment is curtailed or interrupted for the benefit of the Government or for other reasons beyond the employee's control and the employee is unable to obtain a refund of prepaid rent, expenses incurred for unused lodging may be reimbursed under the conditions in subpars. b and c. | 
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| | b.� Determination of Reasonableness. | 
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| | The DoD component must determine� the employee acted reasonably and prudently in incurring allowable lodging expenses pursuant to TDY travel orders.� Included in this determination should be a consideration of whether the employee sought to obtain a refund of the prepaid lodging cost or otherwise took steps to minimize the cost once the TDY was officially curtailed or interrupted. | 
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| | c.� Adjusted Calculation and Reimbursement of Lodging Costs. | 
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| | If the DoD component determines that the employee acted reasonably, the unused portion of the prepaid lodging cost may be reimbursed as follows: | 
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