|APPENDIX�O�-�Chapter�4�(Test)�-�Temporary�Duty�(TDY)�TRAVEL�ENTITLEMENTS
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| | APPENDIX O - Chapter 4 (Test) - Temporary Duty (TDY) TRAVEL ENTITLEMENTS | 
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| | T4000� INTRODUCTION | 
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| | This Chapter describes the entitlements and responsibilities of travelers who perform the most common types of TDY travel as authorized by law for uniformed members and DOD civilian employees.� It is authorized for use by the activities listed in, and under the conditions cited in, Joint Federal Travel Regulations (JFTR), par. U1039, and Joint Travel Regulations (JTR), par. C1000, Item 5.� This Chapter covers travel for business, travel for schoolhouse training, and deployment or group travel.� These provisions are to be used in place of TDY entitlements in the JFTR and JTR, except that for travel of, Senior ROTC, Reservists travel for medical and dental care, retirees called to active duty, Ready Reserve, midshipmen and cadets, patients, and escorts and attendants; pre-employment travel; invitational travel; and rules that apply when emergency situations occur while TDY is being performed, JFTR, Chapter 7 for uniformed travelers and JTR, Chapter 6 for civilian employees apply.� See par. U4102-L for rules on per diem for military members who are inpatients in a hospital.� For travel of civilian consultants and experts, see JTR, par. C4503.� TDY performed as part of a PCS move continues to be paid as prescribed for TDY travel in Chapters 4 of the JFTR and JTR.� Except where differences are identified, the entitlements and responsibilities in this Chapter apply equally to uniformed members and DOD civilian employees.� In this Chapter, "authorizing official" or "AO"� means the individual who controls the mission, authorizes the trip, and controls funds for TDY travel.� Definitions specific to this Chapter are found in par. T4070.� These provisions shall not be supplemented. | 
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| | T4010� REIMBURSEMENT RATE | 
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| | Rates for private vehicle mileage reimbursement are listed in JFTR/JTR, Appendix A and par.C4651-B2.� Government mess food and operating expense rates are found in JFTR, par. U4125-A3b, and JTR, par. C4554.� Per diem rates by location showing the lodging, meals and incidental expense components are published in JFTR, Appendices B and D and JTR, par.C4553-C2aand Appendices A and E, or provided under separate issuance by the Per Diem, Travel and Transportation Allowance Committee (PDTATAC).� These rates are also available from the Commercial Travel Office (CTO). | 
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| | T4020 TDY TRAVEL POLICY | 
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| | A.� Criteria for TDY Travel.� | 
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| | TDY travel is mission support.� TDY travel is performed when there is no other means to successfully complete the mission.� When the mission can be achieved by another means, such as written correspondence or teleconferencing, AOs shall choose that method. | 
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| | B.� Traveler Rights and Responsibilities | 
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| | 1.� Travelers are to follow the policies and procedures in this regulation, and use good judgment in incurring official travel-related expenses, as if traveling on their personal money. | 
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| | 2.� Travelers are provided transportation, lodging, and food, or they shall be reimbursed promptly for reasonable and necessary authorized expenses if they purchase them.� AOs shall authorize reimbursement for other travel-related expenses appropriate to the mission. | 
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| | 3.� Travelers should arrange commercial transportation, rental cars (if authorized), and Government and commercial lodging through the CTO or in-house travel arranger.� Government transportation is arranged through the transportation office (TO), unless the CTO provides this service. The CTO provides round-the-clock service by a toll free telephone number, and estimates the total cost for the trip (a "should-cost" estimate) forming the basis of the reimbursement. | 
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| | 4.� Travelers should only make their own arrangements in unusual circumstances where they can't communicate with their CTO in time to accomplish the mission.� In this situation, travelers should deal directly with transportation companies, hotels, and rental vehicle companies, asking for the Government discount.� If the traveler uses a travel agency that isn't under Government contract, reimbursement isn't authorized.� Travelers who purchase transportation services with cash (that is,�� other than through the CTO or with the Government travel card) must forward the ticket coupon, and/or the receipt for the cost of transporting excess baggage, with the Trip Record for reimbursement.� Travelers are to travel by coach class, unless a medical condition or mission timing requires premium class.� Transportation should be purchased only from American transportation companies, even if their fares are higher than foreign companies.� A traveler who uses premium class or a foreign transportation company must convince the AO of the mission justification for reimbursement.� Travelers should contact the AO and CTO as soon as possible after personally making arrangements to get the Trip Record updated, and arrangements confirmed, or to get alternate arrangements. | 
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| | 5.� Travelers are advised, in advance, of their entitlements, the arrangements made for them, probable expenses, and a good estimate of what they will be reimbursed. | 
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| | 6.� Travelers shall have use of a Government-sponsored, contractor-issued travel (charge) card.� With it, they should only charge expenses incident to official travel (i.e., lodging, transportation, rental cars and meals).� Cash (travel advance) is obtained through the ATM withdrawal feature of the card for travel-related expenses that can't be charged. ATM withdrawal isn't an option when a unit charge card is used. | 
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| | 7.�� Travelers should turn in the expense report portion of the Trip Record and be paid every 30 days when the TDY is over 45 days.� This shall ensure travelers are paid for expenses in about the same time as charge card bills are received. | 
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| | 8.� Travelers must comply with Federal and Departmental ethics rules when accepting travel benefits (i.e., goods, services or payment) from non-Federal sources.� For DOD personnel, see Joint Ethics Regulation, DOD 5500.7-R, Chapter 4.� For Coast Guard personnel, see COMDTINST M5370.8(series).� For NOAA Corps personnel, see Department of Commerce Administrative Order 202-735.� For Public Health Service personnel, see Commissioned Corps Personnel Manual CC26.1, Inst 1.� Travelers may keep items of nominal value (as defined in applicable ethics regulations).� Travelers may also keep benefits received for voluntarily vacating a seat on an overbooked flight, but aren't to vacate their seat if additional costs would be incurred by the Government or if it would affect the mission. | 
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| | 9.� Frequent traveler benefits received for transportation paid for by the Government belong to the Government and can't be used for personal travel.� They can be used for official travel and for upgrades (but not to first class air) if the AO authorizes the upgrade. | 
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| | 10.� Travelers will be treated as honest, responsible customers as long as they follow the rules in this regulation.� JFTR, par. U2505, and JTR, par. C4352, apply when a fraudulent claim is submitted. | 
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| | T4030� GETTING THERE AND BACK (TRANSPORTATION ENTITLEMENTS) | 
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| | A.� Type of Travel. | 
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| | The AO may direct travel by any mode (e.g., Government or commercial air, bus, train) except the AO can't require the traveler to use a personal or rental vehicle for official travel.� If a certain mode is directed and another mode is used, reimbursement isn't authorized. | 
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| | B.� Commercial Transportation.� | 
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| | The CTO must arrange commercial transportation in accordance with law, Government policies, agreements and contracted rates using American flag carriers and coach accommodations whenever possible.� The AO may authorize the CTO to arrange other than contract flights, or to arrange foreign flag carriers, or premium (but not first) class accommodations when needed to fulfill a documented mission requirement as specified in par. T4060-B1.� Only the traveler's Service or Agency Headquarters may authorize reimbursement for first-class accommodations. | 
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| | C.� Rental Vehicles (Includes Aircraft).� | 
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| | When use of a rental vehicle is authorized for official business by the AO, reimbursement is authorized for the rental costs, taxes and local assessments on rental vehicle users, necessary gas and oil, landing and tie down fees, and transportation to and from the rental facility.� When possible, the CTO reserves a rental vehicle from a Government contracted agency; the contract includes collision damage waiver coverage in the rental rate, and additional coverage should, therefore, be declined.� Travelers won't be reimbursed for the extra cost if it isn't declined. When the standard size rental, compact cars, won't meet requirements, the AO may authorize the size vehicle appropriate to the mission.� Claims for damage to rental vehicles are adjudicated through the respective Judge Advocate General. | 
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| | D.� Government Transportation | 
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| | 1.� The TO arranges international government airlift under Air Mobility Command (AMC) contract/control, when it is available and satisfies mission requirements. | 
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| | 2.� The TO provides Government ground transportation. (Within the Navy, Government vehicles are obtained directly from the providers, normally Public Works.)� Only use Government transportation for official business to go to and from: the TDY location, where the traveler is staying, places to eat, and other places for comfort and health reasons.� If it is used for any other purpose and the traveler has an accident, the traveler may have to cover the expenses and liabilities.� Use Government servicing for the vehicle whenever possible.� When Government servicing isn't available, the AO may authorize reimbursement of actual vehicle operating expenses. | 
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| | E.� Private Vehicle.� | 
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| | When use of a private vehicle is approved by the AO as the best way for travel to be performed, reimbursement is authorized at the standard rate per mile for the type of vehicle and the distance between duty locations or between home and TDY location(s)..� If the AO doesn't approve using a private vehicle and one is used anyway, reimbursement is authorized at the standard rate per mile but the amount is limited to the should-cost estimate of AO-approved transportation. In either case, reimbursement is only authorized for the driver.� If reimbursement at the published rate doesn't cover expenses, or if there is no established rate for the type of vehicle being used, the AO may authorize reimbursement of necessary transportation costs incurred. | 
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| | F.� Rest Stops.� | 
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| | Normally, travelers shall not be required to travel during unreasonable hours at night.� If the traveler is required to travel during normal sleeping hours, or the scheduled flight time including stopovers exceeds 14 hours and the traveler isn't authorized premium class accommodations, the AO may authorize a rest stop en route or a rest period at the TDY location before reporting for duty.� Rest stops shall not exceed 24 hours. | 
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| | G.� Insurance Coverage in Foreign Areas.� | 
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| | The AO may authorize reimbursement for additional insurance coverage in foreign areas for a rental, Government, or private vehicle used for official travel. | 
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| | H.� Allowable Travel Days.� | 
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| | The number of days allowed for travel is determined by the mode of travel.� For travel by commercial air, one day is allowed in CONUS and within overseas areas.� For travel between CONUS and overseas via commercial air, the actual elapsed time is used based on the scheduled departure and arrival times.� For travel by commercial ground transportation, the scheduled departure and arrival dates are used.� When travel by private, rental or Government vehicle is authorized by the AO, one day of travel is allowed for each 400 miles or increment thereof.� If travel by private vehicle is used but not authorized as advantageous by the AO, travel is limited to one day for each leg (for example, from PDS to TDY stop) requiring an overnight stay. | 
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| | I.�� Authorized Trips Home During Extended Business TDY.� | 
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| | Services or Agencies may permit round-trip transportation, and per diem en route, for a traveler who routinely travels on business TDY for periods of more than three weeks, to return periodically to the PDS or home for nonworkdays. | 
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| | J.�� Voluntary Return Home During Intervening Weekend/Holidays.� | 
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| | If the AO doesn't authorize travel home periodically on weekends or nonworkdays, it may still be performed for personal convenience.� If so, entitlement to reimbursement for the round-trip transportation and en route per diem is authorized but limited to the amount of per diem the Government would have paid had the traveler remained at the TDY location. | 
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| | T4040� LIVING EXPENSES (PER DIEM ENTITLEMENTS) | 
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| | The "Lodging Plus" method is used to reimburse TDY living expenses.� Travelers are paid the actual cost of lodging up to a limit, plus a set amount for M&IE.� Rates for lodging and M&IE vary by location, but should be sufficient for a comfortable, safe trip.� Travelers can also be reimbursed for other necessary travel-related expenses if the AO approves them as appropriate to the mission. | 
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| | A.� Lodging Overnight Required - Business Travel Standards | 
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| | 1.� Sleeping | 
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| | a.� The CTO makes lodging reservations and reflects the estimate of their cost (including taxes) on the Trip Record. | 
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| | b. If TDY to an installation, the AO may direct use of adequate available Government quarters.� This doesn�t apply during any fiscal year the traveler is expected to be on TDY more than one half of the work year.� The commander responsible for the quarters determines adequacy of quarters.� Only adequate quarters will be offered through the reservation system. If use of Government quarters is directed and other lodging is used, reimbursement is limited to the Government quarters cost unless the Trip Record notes nonavailability (by confirmation number, if provided by the Service in its registration process). | 
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| | c.� If Government quarters aren't available, reimbursement is authorized for the actual cost of lodging, based on the single occupant rate, up to the maximum for the TDY site or stopover location.� If the CTO can find only lodgings that cost more than the published maximum rate, the AO may authorize the higher amount such that the lodging cost and the M&IE don't exceed 300 percent of the published rate (lodging plus M&IE).� The CTO must put these rates on the Trip Record.� The traveler is responsible for anything charged beyond the basic room fee and taxes.� Travelers are to keep all lodging receipts. | 
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| | d.� Reimbursement of lodging cost when staying with friends or relatives isn't authorized. | 
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| | e.� If the traveler is on TDY at one location for more than 30 days, lodging reservations should be made on a weekly, monthly, or other long-term basis if possible.� When longer term lodging is used, the allowable lodging cost includes the rent; charges for furniture rental (as long as an option to buy isn't exercised); utilities connections, use and disconnection fees; cleaning fees; telephone monthly use fees, but not toll charges; and other services ordinarily provided by a hotel.� The CTO should be used to make these arrangements unless the CTO doesn't provide this service. | 
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| | (1)� If a recreational vehicle (RV) is used for lodging, additional fees considered part of the lodging cost are the charge for the RV parking space, dumping and shower fees, special user fees (for example, cable TV charges) if normally included in the price of hotel rooms in the area, and plug-in fees.� Expenses which don't accrue on a daily basis (such as dumping fees) may be averaged over the number of days the traveler is entitled to per diem. | 
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| | (2)� When a residence is purchased because of a TDY assignment (and not as a result of a desire to maintain a second residence) and used as lodging, the allowable daily lodging cost is computed by averaging monthly interest, property tax, and utility costs incurred.� The costs are prorated on a 30-day month basis rather than by the number of days the traveler occupies the residence. | 
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| | 2.� Eating | 
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| | a.� The M&IE entitlement for the day of departure is 75% of the M&IE rate for the traveler's lodging location that night.� If the traveler is traveling and lodging isn't used, the M&IE rate is based on the next TDY location or stopover point.� The entitlement for the day of return to the PDS is 75% of the M&IE rate for the last TDY location or stopover point. | 
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| | b.� On other days, the entitlement for meals and incidentals is the full M&IE for the TDY location or stopover point where lodgings are required unless the AO specifies one of two other meal rates based on Government mess availability.� The two rates are either the "Government mess available" rate when all meals on a given day are available or the "proportional" meal rate when at least one meal a day is available.� A Government mess is available only if: Government lodging on an installation is available and the command controlling the mess has made it available to travelers.� A Government mess isn�t considered available on interim travel days. The Government mess available rate is the amount of the food and operating expense cost, plus the incidental expense portion of the M&IE.� The proportional rate is the average of the standard Government meal rate and the meals portion of the M&IE rate for the TDY location, rounded to the nearest dollar,� plus� the incidental� expenses.� When actual mess availability differs from the pre-trip information, the AO may authorize a higher rate (e.g., from proportional to full M&IE rate).� The meal rate established can't be reduced after-the-fact except for a free meal as described in subpar. c below. | 
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| | c. When at least one, but not all three meals, have been purchased by the Government through some means such as a registration fee, the proportional rate should apply for that day.� This doesn�t apply on travel days to and from the PDS.� Meals served on common carriers aren�t considered "purchased by the Government."� The traveler must indicate on the Trip Record how many meals were free or purchased by the Government and for which dates. | 
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| | 3.� Incidental Expenses (IE). | 
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| | Travelers are paid an allowance for miscellaneous expenses, such as tips and laundry, incurred while traveling.� This is the IE part of the M&IE.� The daily IE entitlement in CONUS is $2.00.� The OCONUS daily IE entitlement is the rate for the applicable locality per diem, or $3.50 when the order-issuing authority determines $3.50 to be adequate for anticipated incidental expenses. | 
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| | 4.� Other Reimbursable Expenses. | 
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| | a.� Getting Around the TDY Location. | 
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