|CHAPTER��1�-�DEPARTMENT�OF�DEFENSE�(DOD)�EMPLOYEE�TRAVEL�ADMINISTRATION
    PART�B:��CONDITIONS
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| | PART B:� CONDITIONS | 
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| | C1050� POLICY | 
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| | A.� Travel Justification. | 
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| | Travel and transportation at Government expense will be directed only when officially justified and by those means which meet mission requirements consistent with good management practices. | 
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| | B.� Equitable Expense Allowance. | 
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| | Employees won't be directed to perform official travel at their own expense or at rates of allowances and amounts of reimbursement inconsistent with the provisions contained in this Volume. | 
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| | C.� Limitation of Funds. | 
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| | Limitation of available travel funds won't be a basis for denying reimbursement for official travel or reducing allowances. | 
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| | D.� Prohibition Not Stated.� | 
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| | There may be circumstances when travel and transportation entitlements are prohibited and are so stated. However, just because a prohibition isn't stated doesn't mean that an entitlement exists or can be authorized. | 
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| | E.� Reasonable Advance Notice of Reassignment or Transfer.� | 
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| | The reassignment or transfer of any employee, for permanent duty, from one official station or DOD component to another which is outside the employee's commuting area� takes effect only after the employee has been given advance notice for a reasonable period.� Emergency circumstances are taken into account in determining if the period of advance notice is reasonable.� DOD components shall give as much advance notice as possible to enable the employee to begin the arrangements necessary when relocating family and residence.� However, see par. C4108 governing payment of travel and transportation expenses and applicable allowances when short distances are involved.� A reasonable period of advance notice shouldn't be less than 30 days except when (a) the employee and both the losing and gaining agencies agree on a lesser period; (b) other statutory authority and implementing regulations stipulate a lesser period (see Office of Personnel Management regulations for specified time frames); or (c) emergency circumstances prevail. | 
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| | F.� Travel Authorization.� | 
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| | When it's determined� a relocation is authorized at Government expense, a written travel authorization is issued to the new appointee or employee prior to reporting to the first or new official station. The DOD component should advise� the� employee,� or� individual selected� for appointment,�� not� to� incur relocation expenses in anticipation of a relocation until the employee has received written notification. The travel authorization must indicate the� specific�� allowances which are authorized as provided in these regulations and provide instructions on the Federal procedures for procurement of travel and transportation services.� See par. C4051 for procedural requirements applicable to new appointees. | 
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| | G.� Applicable Provisions for Reimbursement Purposes. | 
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| | Because of successive changes to the provision of these regulations governing relocation allowances and the extended period of time employees retain eligibility for certain allowances (see par. C1057), the reimbursement maximums or limitations applicable to certain allowances shall not be the same for all employees even though claims may be filed within the same time frame. The provisions of these regulations in effect on the employee's or new appointee's effective date of transfer or appointment (see Appendix A) shall be used for payment or reimbursement purposes.� A summary of the allowance levels in effect on specific dates is provided in Appendix G for reference purposes. | 
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| | C1051� PRIVILEGES WHILE ON OFFICIAL TRAVEL | 
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| | Travelers under official travel orders are accorded the privileges of use of Government quarters, food services, exchanges, and recreational facilities owned, operated, or under the jurisdiction of the DOD. The conditions and limitations relating to the availability and use of these facilities are in accordance with the applicable regulations of the separate departments. | 
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| | C1052� FUNDING FOR PAY, LEAVE, TRAVEL AND TRANSPORTATION COSTS | 
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| | A.� General. | 
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| | An employee's pay and leave status during official travel, to the extent not covered in this Volume, are subject to the hours of duty, pay, and leave regulations of the separate departments. | 
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| | B. Specific Conditions Applicable to Other Than Overseas School Teachers | 
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| | 1.� New Appointees to Overseas Activities.� | 
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| | New appointees are in a pay status effective on the date official travel begins from the point of hire or place of actual residence.� Salary expense en route to the overseas post of duty at the rate stated in the appointing instrument is borne by the gaining command or activity. | 
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| | 2.Permanent Change of Station (PCS) | 
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| | a.Movement Between Different Departments and Agencies� | 
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| | (1)General.� Except as provided in subpars. (2) and (3), necessary movement costs are borne by the gaining department or agency. | 
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| | (2)RIF or Transfer of Function. Necessary costs for a transfer between different DOD activities for an employee identified for separation or demotion caused by RIF or transfer of function, are borne by the losing activity except: | 
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| | (a)in connection with transfers to, from, or between foreign countries, and | 
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| | (b)excluding NTS when assigned to an isolated PDS within CONUS.��� | 
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| | A losing DOD activity must endeavor to have a non-DOD gaining activity pay the necessary costs incident to transfers to a department or agency outside DOD.� If a non-DOD gaining agency refuses to assume the expense, the cost is borne by the losing activity.� Necessary costs incident to transfers between different DOD activities to, from, or between foreign countries for employees identified for separation or demotion caused by RIF or transfer of function, are borne by the gaining activity. | 
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| | (3)Movement Under the DOD Priority Placement Program (PPP).� When a RIF or transfer of function isn�t involved, necessary movement costs under the PPP in the case of a move to a different department or agency are funded in accordance with subpar. 4c, provided employment is without a break in service after separation.� This applies whether the employee is serving with or without agreement. Necessary movement costs when a RIF or transfer of function is involved are funded as indicated in subpar. (2). | 
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| | b.Movement Within Same Department | 
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| | (1)General.� Necessary movement costs within the same department are borne by the gaining activity, except as indicated in subpars. (2), (3), (4) and (5). | 
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| | (2)RIF or Transfer of Function. The losing activity bears necessary movement costs. | 
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| | (3)Base Reassignment and Closure.� The losing activity may bear the expenses associated with a PCS move of an employee relocating as a result of BRAC actions. | 
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| | (4)From an Overseas Activity to an Activity in CONUS.� When an employee transfers from an overseas activity to an activity in CONUS, the losing overseas activity bears the necessary movement costs, except the costs for TQSE, miscellaneous expense allowance, and, where appropriate, real estate transactions reimbursements, in the following cases: | 
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| | (a)for an employee who has completed the prescribed tour of duty under the current agreement, | 
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| | (b)for an employee who has been released from the period of service requirement specified in the agreement for reasons beyond the employee�s control that are acceptable to the losing DOD component, | 
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| | (c)for an Army employee moved under the Civilian Career Management Program referral system who has completed an initial overseas tour of duty and at least half of an additional tour in excess of 12 months or two-thirds of an additional tour of 12 months, and | 
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| | (d)for an employee with or without transportation agreements moved under the PPP.� (If a RIF or transfer of function is involved, subpar. b(2) applies.)� 
In all other cases, the gaining activity bears the necessary movement costs, as well as the cost for TQSE, miscellaneous expense allowance, and, in those cases where there is eligibility, real estate transaction reimbursements. | 
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| | NOTE:SeeAppendix Afor definitions of "different departments and agencies," "foreign country," and "overseas."� | 
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| | (5)From Army, Navy, Air Force� or Marine Corps Overseas Activity to an Activity of the Same Service in Hawaii.� The provisions of subpars. (2), (3) and (4) apply in funding travel and transportation when an employee transfers from an overseas Service activity to a Hawaiian activity of the same Service. | 
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| | (6)Transfer Directed Due to Failure to Complete Probationary Period. The losing activity bears the necessary costs of the transfer. | 
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| | 3.Renewal Agreement Travel | 
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| | a.Return to Same Overseas Post of Duty. | 
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| | When an employee has completed a required period of service at an overseas activity and has executed a renewal agreement for an additional tour of duty at the same overseas activity, the activity to which the employee is assigned bears all costs of travel and transportation. | 
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| | b.Return to Different Overseas Post of Duty. | 
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| | Except for employees of the DOD Dependents Schools, when an employee has completed a required period of service at an overseas activity and has executed a renewal agreement for an additional tour of duty at a different overseas activity, in the same or another department, the losing overseas activity bears the necessary costs en route to place of actual residence or alternate point until return travel begins.� The gaining overseas activity in the same or another department bears the necessary costs en route from place of actual residence or alternate point to the new overseas post of duty.� The gaining overseas activity also bears the transportation costs of dependents who didn�t accompany the employee on the renewal agreement travel, and the HHG transportation costs, direct from the old to the new overseas duty station (44 Comp. Gen. 767 (1965)). When an employee transfers between activities funded by DOD Dependents Schools, all PCS costs, including any earned renewal agreement entitlements, are borne by the gaining (regional) activity. | 
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| | c.Obtaining Position in United States While on Leave.� | 
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| | An employee who returns to the United States under a renewal agreement and who arranges a movement to a PDS in the United States while on leave is entitled to expenses of travel and transportation to the new duty station rather than to the place of residence indicated in the agreement.� If the movement is to an activity within the same department, the losing overseas activity bears the necessary costs to the new duty station.� If additional expenses are expended by the Government because of travel to place of residence such expenses must be recovered from the employee.� If the movement is to an activity in a different department, necessary costs between the old and new duty stations are borne by the gaining department.� If the gaining department doesn�t authorize a PCS movement, the losing activity must amend the travel order to provide for return for separation to place of actual residence.� The expenses for travel and transportation are funded as provided in subpar. 4. | 
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| | 4.Separation From Overseas Employment | 
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| | a.Separation After Travel Begins.� | 
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| | Unless separated before the date travel begins, an employee entitled to transportation under an agreement, who returns to the place of actual residence for separation, is in a pay status at the rate applicable to the overseas position while in an official travel status from the losing overseas PDS to place of actual residence or allowable destination.� The losing activity bears the necessary costs en route. | 
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| | b.Separation Before Travel Begins.� | 
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| | When an employee entitled to travel and transportation to the place of actual residence resigns overseas before beginning travel from the overseas PDS, entitlement continues and the overseas losing activity bears the movement expenses to the place of actual residence. This also applies when an employee under the same conditions expects to continue in Government service in a different department or agency in the geographical locality of the place of actual residence, provided the employee isn�t employed or authorized a PCS movement by the gaining activity before departure from the losing overseas PDS (44 Comp. Gen. 767 (1965)). | 
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| | c.Employment in Another Department or Agency Without a Break in Service After Separation. | 
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| | When an employee under an agreement returns to the place of actual residence or an allowable alternate destination in the United States for separation and after arrival at the destination is employed by another department or agency without a break in service, the losing overseas activity bears the allowable travel and transportation costs related to separation travel not in excess of that to the place of actual residence.� For the conditions and limitations regarding payment by the gaining department or agency when additional travel and transportation to the new duty station is necessary and circumstances under which relocation allowances may be authorized and paid, see par.C4205(46 Comp. Gen. 628 (1967); 47 Comp. Gen. 763 (1968); B-163113, June 27, 1968; B-163364, June 27, 1968).������������� 
C.Overseas Schoolteachers.� Cost obligation conditions in subpar. B apply for a schoolteacher in the DOD overseas dependents school system who is subject to 20 U.S.C. 901-907.� However, unless specifically provided in the regulations of the separate department concerned, the schoolteacher is in a non-pay status while traveling: | 
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| | 1.from the place of actual residence to the overseas PDS as a new appointee, | 
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| | 2.incident to transfer from one PDS to another outside a school year, or | 
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