|CHAPTER��4�-�TRAVEL�OF�EMPLOYEES
    PART�O:��REIMBURSABLE�TRAVEL�EXPENSES
        C4702��SPECIAL�CONVEYANCES
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| | C4702� SPECIAL CONVEYANCES | 
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| | A.� General | 
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| | When special conveyances are authorized as provided in Chapter 2, Part C, reimbursement will be allowed in accordance with this paragraph.� No reimbursement is authorized when a special conveyance is leased with the option to purchase the vehicle upon termination of the lease (62 Comp. Gen. 635 (1983)).� When taxicabs are used as a special conveyance (i.e., when they are utilized outside the official duty station for transportation between place of lodging and place of business or between places of business), reimbursement may be made for the actual taxicab fare plus tips as provided in par. C4701. | 
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| | B.� Method of Payment. | 
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| | When the hire of a special conveyance includes payment by the traveler of the incidental expenses of gasoline or oil, garage rent, hanger or boathouse rent, subsistence of operators, or tolls, such expenses will be itemized on the paid bill.� The traveler will include the bill with his/her voucher.� When a hired car is used as a special conveyance, reimbursement may be made for necessary parking fees incurred in the conduct of official business.� When a personal credit is used for rental of an automobile, the traveler is responsible for the total charge authorized on the agreement at the time the automobile is checked in upon return.� A personal credit card cannot be used to charge the rental of an automobile of the Government.� Reimbursement to the traveler for the expenses incurred for a rental automobile, which was authorized or approved for official use, will be made at the time of settlement of the travel claim voucher. | 
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| | C.� Two or More Employees Traveling Together. | 
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| | If two or more employees travel together by means of a special conveyance, each travel voucher will state that fact and the name of the accompanying employee. | 
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| | D.� Special Conveyance Owned By Family Members or Other Government Employees. | 
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| | Charges for the hire of a special conveyance owned by another Government employee or a member of the family of a Government employee shall not be allowed in the absence of a satisfactory explanation that the conveyance was not hired because of personal or official relationship.� It also will be stated on the expense voucher that other special conveyance were not available and the family member is in no way dependent upon the traveler. | 
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| | C4703� GOVERNMENT CONVEYANCE� | 
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| | A.� General. | 
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| | Except as indicated in subpar. B, expenses of operation of a Government conveyance, such as cost of gasoline, oil, any necessary parking fees, repairs, nonpersonal services, guards, and storage are reimbursable when such expenses are necessary and Government facilities are not available. | 
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| | B. Use of Aero Club Aircraft. | 
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| | When the use of such aircraft is authorized for official duty travel, reimbursement will be the lesser of actual necessary expenses or the cost to the Government for commercial transportation.� When a group of two or more travelers are authorized to accomplish official duty travel in Aero Club aircraft, reimbursement to the traveler, who is responsible for the aircraft, will be the lesser of actual necessary expenses or the aggregate equivalent commercial transportation costs to the Government for the group.� Other members of the group shall receive no payments for the transportation in the Aero Club aircraft.� Necessary expenses incurred include the hourly fee imposed by the Aero Club, fuel charges if not reimbursable by the Aero Club, landing and tie down fees (to include hangaring of aircraft in severe weather conditions) charged at en route and destination airports.� Per diem is payable to all individuals using this mode of transportation for official duty travel for the actual time, including necessary delays, up to, but not more than, the amount which would have been payable if commercial transportation had been used.� For authorization of travel by this mode, see par. C2053. | 
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| | C4704� COMMERCIAL PASSENGER TRANSPORTATION | 
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| | A.� When Cost of Commercial Transportation Is $100 or Less | 
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| | 1.� General. | 
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| | When the cost of commercial passenger transportation is in excess of $10 but does not exceed $100, exclusive of Federal tax, the traveler may either pay cash for such transportation or be issued a transportation request in accordance with the provisions contained in subpars. 2 and 3.� Cash payment will be made for transportation when the amount involved is $10 or less, unless special circumstances justify the use of a transportation request. | 
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| | 2.� Purchasing Transportation. | 
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| | In purchasing commercial transportation the traveler will be required to observe the provisions of Chapter 2 governing the use of less than first-class accommodations.� When such accommodations are not available or shall not fulfill the requirements of the mission, the lowest first-class accommodations by the usual direct route common carrier will be used.� Reimbursement will be so limited unless otherwise authorized or approved, including a determination of advantage to the Government, when applicable. | 
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| | 3.� Reimbursement. | 
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| | Reimbursement will be allowed for the cash purchase of transportation of $100 or less, plus Federal tax, when approved as claimed on a travel voucher.� The claim voucher will show the date, carrier, name, accommodations used, origin and destination of travel performed, and the transportation cost and Federal tax paid. For appropriate evidence to support the claim for reimbursement, see par. C4700.� A traveler who has procured passenger transportation services with cash (whether using personal funds or a travel advance) shall assign to the Government his/her right to recover any excess payment involving a carrier's use of improper rates by including the following statement on the travel voucher:� "I hereby assign to the United States any rights I may have against other parties in connection with any reimbursable carrier transportation charges described herein." | 
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| | B.� When Transportation Requests (GTRs) Are Not Available. | 
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| | When GTRs are not available as indicated in par. C2253, reimbursement may be allowed for the cost,� including� transportation� tax, of authorized transportation and accommodations by common carrier.� This includes reimbursement to the employee for authorized transportation of dependents.� Purchase of accommodations are subject to the same conditions as those specified in subpar. A except that� receipts are required.� In the event that� sleeping-car, parlor-car, or stateroom fares are paid for in cash, coupons or checks therefor shall accompany the travel voucher unless it is stated in the voucher that coupons or checks are not given by the company or they have been lost.� In such instances, reimbursement is made for the actual commercial costs (air, rail, or bus) including transportation taxes, parlor cars, or sleeping accommodations on trains, or berth on an airplane.� If transportation is purchased from OCONUS personal funds, reimbursement is made for the actual cost of transportation, including cost of separate compartment for night railway travel in foreign countries where the type of accommodations otherwise available are not similar to those used in CONUS and/or cost of staterooms for night water travel when extra charge is made therefor. | 
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| | C.� When GTRs Are Available But Not Used and Transportation Costs Exceed $100. | 
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| | When GTRs are available but due to conditions beyond the control of the traveler they were not utilized, reimbursement of the actual cost of authorized travel and accommodations is authorized.� In all other cases, when GTRs are available but not used and the cost of commercial transportation purchased by the traveler exceeds $100, reimbursement shall be allowed not to exceed the cost to the Government for authorized transportation and accommodations had a GTR been used. | 
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| | D.� Streetcar and Bus Transportation. | 
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| | Reimbursement is allowed when claimed for expenses for transportation by bus or streetcar under the conditions in Chapter 2, Part C.� Reimbursement authorized in this paragraph includes transportation expenses incurred to procure meals at the nearest available place when suitable meals cannot be obtained at the TDY station.� A statement of the necessity for daily travel involving bus or streetcar shall accompany the travel voucher. | 
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| | C4705� BAGGAGE EXPENSES | 
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| | A.� Excess Baggage. | 
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| | If transportation of excess baggage is not authorized in the travel order, explanation of the official necessity therefor must be included� in� the� body� of,� or accompany, the travel voucher.� All claims for excess baggage charges for each leg of a trip must be supported by receipts showing the weight or number of pieces and points between which transported.� Any item of expense for excess baggage charges shall be denied in its entirety when an employee's voucher is not supported by a receipt or a statement as to why one was not obtained.� A leg of a trip is considered to be the distance between PDSs, from a permanent to a TDY station, from a temporary to a permanent station, between TDY stations, and from or to a port in the United States.� Administrative approval on a travel voucher containing a claim for reimbursement for shipment of excess baggage constitutes sufficient proof of the necessity therefor. | 
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| | B.� Transfer of Baggage. | 
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| | Necessary charges for the transfer of baggage are allowed, not to exceed the customary local rates.� Necessity for the transfer of hand baggage must be explained | 
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| | C.� Storage of Baggage. | 
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| | Charges for storage of baggage are allowed only when it is shown that such storage was solely on account of official business or that a saving of transfer charges was effected thereby. | 
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| | D.� Checking Baggage. | 
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| | Charges for the checking of baggage are allowed, not to exceed the customary local rates. | 
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| | E.� Redcap and Skycap Charges. | 
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| | Except when authorized under par. C6552,  item 4, for an employee with a disability, redcap and skycap charges for handling personal baggage at transportation terminals are expenses of travel payable out of per diem allowances and arenot items for separate reimbursement.� However, charges or tips at transportation terminals for handling Government property carried by the traveler is allowed for separate reimbursement.� When dependents arenot authorized per diem while traveling at Government expense, redcap and skycap charges may be allowed for handling their personal baggage when travel is unaccompanied by the sponsor.� When dependents are traveling with the sponsor under such circumstances, redcap and skycap charges may be allowed for handling that portion of dependents' personal baggage which cannot be handled by the sponsor. | 
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| | F.� Charges For Handling Baggage/Government Property at Hotels/Motels. | 
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| | Except when authorized under par. C6552, item 4, for� an employee with a disability, fees and tips for handling personal baggage at hotel and motels are expenses of travel payable out of per diem allowances and are not items for separate reimbursement.� When an employee shows that a separate or additional charge was incurred by reason of the handling of Government property at a hotel/motel, such expense is reimbursable as a transportation expense. | 
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| | C4706� COMMUNICATION SERVICES | 
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| | Government-owned or Government-leased services should be used for official communications. Commercial communications services may be used when Government services are not available.� Reimbursement may be authorized/approved by the order-issuing official.� The authenticating/order-issuing official may determine certain communications to a traveler's home/family are official.� These communications must be only to advise of the traveler's safe arrival, to inform or inquire about medical conditions, and to advise regarding changes in itinerary.� The order-issuing official should limit these communications to a dollar amount in advance of the TDY so the traveler is aware of the limit.� The order-issuing official may approve charges after the TDY when appropriate (GSBCA 14554-TRAV, August 18, 1998). | 
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| | C4707� NOT USED | 
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| | C4708� NOT USED | 
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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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