|CHAPTER�4�-�TEMPORARY�DUTY�TRAVEL�TDY
    PART�C:��ACTUAL�EXPENSE�ALLOWANCE�(AEA)
        U4205�TYPES�OF�EXPENSES
            A.��Expenses�Allowable.
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| | A.� Expenses Allowable. | 
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| | AEAs include the same type of expenses normally covered by per diem as defined in Appendix A.� When claiming an AEA for expenses normally covered by M&IE, all meals and incidental expenses for the days for which AEA reimbursement is requested must be itemized. | 
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| | B.� Expenses Not Allowable. | 
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| | Reimbursement is not allowable for the following expenses since they represent costs incurred as a result of the member's personal preference: | 
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| | 1. the cost for meals and/or lodging procured at personal expense in lieu of meals and/or lodging provided for in a registration fee paid by the Government; | 
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| | 2. the cost of meals procured at the member's PDS, residence, or at, or en route to or from, a nearby terminal where the member's travel begins or ends� (B-189622, March 24, 1978). | 
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| | U4210 ACTUAL EXPENSE ALLOWANCE� MAXIMUMS� | 
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| | A.� General. | 
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| | The maximum reimbursement amount for actual� expenses� that� may� be authorized/approved for each calendar day or fraction thereof is as provided in subpars. B through D.� When actual expenses incurred during any one day are less than the daily maximum authorized, the member is reimbursed only the lesser amount.� Requests for AEAs should include a recommendation for an appropriate daily maximum not to exceed the amount provided in subpars. B or C. A recommendation of an appropriate daily maximum may be based on the applicable amount allowed for M&IE plus the cost of lodgings when reimbursement for M&IE is on a per diem basis as prescribed in subpar. C.� When authorized/approved, AEA is in lieu of the per diem allowances prescribed in Part B, or Appendices B or D, and a member may not elect to be reimbursed on a per diem basis. | 
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| | B.� Daily Maximums: | 
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| | 1.Travel In CONUS.� | 
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| | Except as provided in subpar. 3 for travel in CONUS, the daily maximum is 150 percent of the per diem rate (rounded to the next higher dollar) prescribed in Appendix D for the TDY location.� See Appendix L for authorization/approval authority. | 
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| | 2.Travel OCONUS.� | 
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| | Except as provided in subpar. 3, the daily maximum is the amount prescribed in item a or b, whichever is greater: | 
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| | a.150 percent of the per diem rate (rounded to the next higher dollar) prescribed in Appendix B for the TDY location; or | 
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| | b.$50 plus the per diem rate prescribed in Appendix B for the TDY location. | 
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| | See Appendix L for authorization/approval authority. | 
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| | 3.Higher Daily Maximum.� | 
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| | Daily maximums for travel in excess of rates prescribed in subpars. 1 and 2 in an amount not to exceed 300 percent of the per diem rate (rounded to the next higher dollar) prescribed in Appendix B or Appendix D for the TDY location may be authorized/approved by the officials listed in Appendix L if required to meet expenses associated with the mission. The Secretary concerned may authorize/approve these AEAs for specific classified missions OCONUS for which the AEA requirements outlined in par. U4215-B aren't required. This Secretarial authority shall not be re-delegated. | 
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| | 4.� Special Actual Expense Authorization (AEA). | 
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| | The PDTATAC Director may issue an AEA for any Uniformed Services member when travel is to Presidentially declared disaster area(s) or when in support of the mission stated in the AEA.� These authorizations may be issued with or without expiration dates.� Copies of existing AEAs may be obtained from the Per Diem, Travel and Transportation Allowance Committee, Hoffman Building #1, Room 836, 2461 Eisenhower Ave., Alexandria, VA� 22331-1300. | 
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| | 5.� Higher Daily Maximum - OCONUS.� | 
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| | Under special or unusual circumstances or when a member has no alternative to obtain lodging and such lodging cost exceeds 300 percent of the rates prescribed in Appendix B, an amount in excess of the 300 percent ceiling may be authorized in advance only by means of an AEA issued by: | 
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| | a.the Director, PDTATAC.� | 
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| | Requests for higher daily maximums must be submitted in accordance with par. U4215-F to the Director, PDTATAC, Hoffman Building #1, Room 836, 2461 Eisenhower Ave, Alexandria, VA� 22331-1300. | 
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| | b.the Secretary concerned for specific classified missions OCONUS.� | 
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| | In these cases, an AEA as outlined in par. U4215-B shall not be required.� This authority shall not be re-delegated. | 
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| | 6.Reimbursement Limitation.� | 
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| | The daily reimbursement limit shall be the lesser of the actual expenses or the maximum amount.� Expenses incurred and claimed (including those for fractional days) shall be reviewed and allowed only to the extent determined to be necessary and reasonable by the order-issuing official.� Reimbursement for meals and incidental expenses shall not exceed: | 
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| | a.150 percent of the M&IE rate for the TDY location, or� | 
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| | b.$25 plus the M&IE rate for the TDY location when the daily rate authorized is established under subpar. 2, item b, or� | 
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| | c.300 percent of the M&IE rate for the TDY location when authorized/approved under subpar. 3. | 
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| | C.� M&IE Paid on Per Diem Basis. | 
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| | M&IEmay be reimbursed under the lodgings plus per diem system under par. U4125, while the lodging cost is reimbursed on an actual expense basis.� In such case, the amount allowed for M&IE and the lodging cost may not exceed the daily maximum authorized in the AEA for the locality concerned. For example, when a member is authorized actual expenses not to exceed 150 percent of a specific per diem rate, $191 (150% x $127, rounded to next higher dollar), and is reimbursed under the lodgings plus per diem system for M&IE ($34), the amount allowed for lodgings may not exceed $157 ($191 - $34).� Itemization of M&IE is not required when payment for those expenses is made under the lodgings plus per diem system. | 
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| | D.� Lodging and/or Meals Obtained Under Contract. | 
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| | When a contracting officer contracts for rooms and/or meals for members traveling on TDY, and actual expense reimbursement is authorized or approved under this Part, the total daily amount paid by the Government and reimbursed to the member for the member's lodging, meals, and incidental expenses may not exceed the daily maximum authorized under subpar. B (60 Comp. Gen. 181 (1981) and 62 Comp. Gen. 308 (1983)). | 
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| | E.� Incidental Expense Maximum. | 
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| | When Government quarters are available on a U.S. installation, maximum reimbursement for incidental expenses is: | 
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| | 1.� $2.00 in CONUS, and | 
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| | 2.� $3.50 OCONUS for all full travel days, except the day travel begins or ends.� When the order-issuing official determines the $3.50 rate is not adequate to meet anticipated expenses, payment of the Appendix B incidental expense rate must be stated in the travel order.� | 
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| | U4215 REQUEST FOR AEA� | 
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| | A.� General. | 
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| | When situations arise which appear to warrant the AEA for a specific travel assignment, a letter or message request furnishing details of the conditions warranting the AEA are submitted in accordance with this paragraph with a� recommendation of the amount to which the reimbursement should be limited.� Every effort must be made to ensure uniformity of allowances between members of the Uniformed Services and civilian employees, when traveling together or to the same place, when warranted by similarity of the incidence of travel and TDY.� Requests for these allowances are accompanied by a full statement of the facts in the case, the number of members involved, and the reasons why per diem allowances aren't sufficient. Requests are submitted in accordance with subpar. D. | 
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| | B.� Who May Authorize/Approve. | 
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| | Except for the officials referred to in subpar C, AEA, not to exceed the appropriate established ceiling, may be authorized/approved by the officials designated in par. U4210-B3 and Appendix L.� In instances involving joint Service conferences, symposiums, seminars, or professional meetings, an AEA issued by the appropriate authority of the sponsoring Uniformed Service/Defense Agency applies to all attendees regardless of Service/Defense Agency affiliation. | 
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| | C.� Exceptions.� | 
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| | The following officials may authorize/approve AEA at either the 150 or 300 percent ceiling, as they deem appropriate for the travel involved, for their own personal travel and for any accompanying uniformed members and DOD civilian employees whenever they consider it necessary and proper under this Part: 
Chairman/Vice Chairman, Joint Chiefs of Staff | 
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| | Chief/Vice Chief of Staff, U.S. Army and U.S. Air Force | 
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| | Chief/Vice Chief of Naval Operations | 
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| | Commandant/Assistant Commandant, U.S. Marine Corps� | 
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| | Commandant/Vice Commandant, U.S. Coast� Guard | 
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| | Director, NOAA Corps | 
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| | Surgeon General/Deputy Surgeon General, U.S. Public Health Service | 
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| | Assistant/Deputy Assistant Secretary for Health,� U.S. Public Health Service | 
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| | Commanders/Deputy Commanders Unified and� Specified Commands | 
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| | Directors of Defense Agencies | 
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| | Commanders/Deputy Commanders of Air Force� Major Commands | 
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| | D.� Manner of Authorization /Approval. | 
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| | AEAsmay be authorized before travel begins, or approved after travel has been performed, except for an AEA under par. U4210-B5 which may only be authorized in advance.� When authorized in advance of the travel, the AEA for a specific travel assignment is stated in the travel order.� AEA may be authorized/approved for the entire period of a trip including travel time or, when appropriate, per diem or AEA may be authorized or approved for different portions of trips.� An example in the latter case occurs when there is a relatively long period of travel time or travel and assignment in several localities on a single itinerary.� The period for which AEA is authorized or approved is indicated in the document issued by the Secretarial Process or the Director of the Defense Agency concerned or designated representatives.� These authorizations/approvals cover individuals specifically listed in the request and alternate or additional personnel not specifically listed, but who actually performed the duty covered by the request. | 
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| | E.� Requests. | 
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