|CHAPTER��1�-�DEPARTMENT�OF�DEFENSE�(DOD)�EMPLOYEE�TRAVEL�ADMINISTRATION
    PART�C:��ADVANCE�OF�FUNDS�FOR�TRAVEL�EXPENSES
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| | PART C:� ADVANCE OF FUNDS FOR TRAVEL EXPENSES | 
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| | C1100� GENERAL | 
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| | A.� Minimizing Cash Requirements. | 
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| | 1. Policy.� Employees traveling on official business: | 
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| | a.are responsible for their travel expenses, but� | 
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| | b.shouldn't have to pay official travel expenses entirely from personal funds (unless the employee decides not to use Government resources such as Government travel charge cards or traveler's checks).�� | 
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| | 2.Responsibilities.� DOD components: | 
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| | a.may issue travel advances for certain expenses, as authorized in this Part,�� | 
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| | b.and travelers shall take all reasonable steps to minimize the cash burden on both the component and the traveler (such as using Government travel charge cards), and | 
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| | c.shall issue advances in the form of traveler's checks when it's in the best interest of the Government. | 
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| | B.� Managing Financial Resources. | 
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| | To manage financial resources more effectively for travel expense purposes, DOD components shall: | 
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| | 1.� Hold to a minimum the amounts of cash advances for travel purposes as provided in par.C1102; | 
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| | 2.� Follow-up with travelers to assure that vouchers are submitted within established time frames as provided in par.C1105-A; and | 
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| | 3.� Process travel vouchers promptly to recover any excess travel advances or to provide payment to employees as indicated in par.C1105-A.� DOD components must establish internal policies and procedures to ensure travel vouchers are paid within 25 working days after the end of each trip or travel period for which a voucher is filed. | 
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| | C.� Uus of Government Travel Charge Cards. | 
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| | It is the general policy of DOD that the Government-sponsored, contractor-issued travel card be used by DOD personnel to pay for all costs incidental to official business travel, including travel advances, lodging, transportation, rental cars, meals and other incidental expenses, unless otherwise specified", (OSD (C) memo of 28 March 1995, subject:� Travel Reengineering Implementation Memorandum #2--Maximized Use of the Travel Charge Card).� The policies and procedures for the Government travel charge card program (including central billing and unit cards) are found in the DoD Financial Management Regulation (DoD 7000.14R), Volume 9, "Travel Policy and Procedures". | 
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| | D.� Use of ATMs For Travel Advances. | 
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| | 1.� General. | 
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| | The GSA Government-wide Charge Card contract with American Express has been modified to allow participating agencies to arrange with American Express for access by authorized cardholders to American Express ATM network to obtain cash in lieu of agency-provided travel advances for meals and incidental expenses.� Personnel using this service shall be billed on their personal American Express Government Card Program accounts for all cash withdrawals obtained from the ATMs, plus an administrative fee.� DOD Components may adopt the ATM program at their discretion; however, prior to implementing this program, each Component shall undertake a cost-benefit analysis to determine whether this program offering is preferable to other advance arrangements.� Inquiries concerning the Government Charge Card Program should be addressed to the Defense Finance and Accounting Service, Headquarters, Attn:�� Dispersing and Travel Directorate, 1931 Jefferson Davis Highway, Arlington, VA 22240-5291. | 
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| | 2.� Reimbursement for ATM Fees. | 
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| | Employees may be reimbursed for the administrative fees they are billed on their personal American Express Government Card Program accounts for obtaining cash withdrawals from an American Express� ATM Network machine, in lieu of a cash advance, on any amount up to and including that which otherwise would have been advanced for the travel concerned as prescribed in par.C1102.� Obtaining an American Express Government card ATM cash withdrawal for any purpose other than for official travel is specifically prohibited.� Detailed procedures for the use of the American Express Government card to obtain cash advances shall be prescribed in the administrative instructions of each participating DOD Component.� | 
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| | C1101� WHEN ADVANCE OF FUNDS IS ALLOWABLE | 
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| | A.� TDY Travel. | 
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| | Travel expense advances are allowable when per diem allowance, or mileage allowance for use of POC, or both, is authorized in connection with TDY assignments within or outside CONUS. | 
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| | B.� Permanent Change of Station (PCS) or Temporary Change of Station (TCS) Travel. | 
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| | Travel expense advances are allowable when per diem allowance or mileage allowance for use of POC is authorized in connection with PCS/TCS movement between DOD activities within or outside CONUS, or in connection with travel of appointee to first duty station within CONUS, Alaska, or Hawaii.� An expense advance isn't permitted in connection with overseas renewal agreement travel, return travel for separation, or advance return of dependents from overseas.� An expense advance may be allowed a new appointee to a first overseas duty station when extenuating circumstances or financial hardship are indicated because there shall be a relatively long travel status period for per diem earning purposes or POC mileage allowance distance. | 
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| | C.� Shipment of HHG Authorized. | 
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| | Travel expense advances are allowable when shipment is authorized for HHG within CONUS, and the expense is reimbursable under the commuted rate system, or movement is authorized for a mobile home between and within CONUS and Alaska in lieu of shipment of HHG.� An expense advance may be allowed for the expense of temporary storage of HHG reimbursable under the commuted rate system if property is to be placed in temporary storage. | 
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| | D.� AEA Authorized. | 
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| | Travel expense advances are allowable when authority is given for AEA in lieu of per diem allowance, for reimbursement of registration fees, for cash purchases of transportation tickets, and for hire of special conveyance including rental automobiles or specified allowable miscellaneous expenses. | 
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| | E.� Temporary Quarters Subsistence Expenses. | 
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| | An advance of subsistence expenses is allowed in connection with the authorized occupancy of temporary quarters. | 
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| | F.� House Hunting Trip. | 
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| | An advance of funds shall not exceed the sum of the anticipated transportation costs and either the maximum per diem allowance under the lodging-plus system or the fixed amount reimbursement, whichever applies. | 
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| | G. Foreign Transfer Allowance (SE). | 
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| | An advance of subsistence expenses is allowed in connection with the authorized occupancy of temporary quarters | 
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| | H.� Attendants for Military Dependents. | 
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| | An advance of funds may be made for the travel and transportation allowances prescribed in par.C6151. | 
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| | C1102� LIMITATION ON AMOUNT OF ADVANCES | 
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| | A.� General. | 
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| | Except as provided in subpar. B, DOD components shall limit the advance of travel funds to those estimated expenses that a traveler is expected to incur in connection with authorized travel (including travel incident to PCS/TCS) which would normally be paid using cash ("cash transaction expenses" as defined in subpar. 1).� This limitation applies to advances issued for travel under single trip as well as open travel authorizations.� Advances issued for travel under single trip as well as open travel authorizations shall be limited to the estimated cash transaction expenses for no more than a 45-day period. | 
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| | 1.� Cash Transaction Expenses. | 
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| | Cash transaction expenses are those travel expenses that as a general rule can't be charged and must, therefore, be paid using cash, personal checks, or travelers checks.� It is assumed travelers ordinarily use a Government travel charge card to charge major expenses such as common carrier transportation fares, lodging costs, and rental of automobiles and airplanes.� Therefore, expenses which shall be considered cash transaction expenses are: | 
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| | a.� meals and incidental expenses covered by the per diem rate or actual subsistence expense allowance; | 
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| | b.� miscellaneous transportation expenses such as local transit system fares; taxi fares; parking fees; ferry fees; bridge, road, and tunnel fees; and airplane parking, landing, and tiedown fees; | 
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| | c.� gasoline and other variable expenses covered by the mileage allowance for advantageous use of a POV for official business; and | 
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| | d.� other authorized miscellaneous expenses which can't be charged using a charge card and for which a cost reasonably can be estimated before travel. | 
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| | 2.� Allowable Amount for Meals and Incidental Expenses. | 
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| | Unless a different amount has been prescribed in the travel or actual expense authorization, the amount advanced for meals and incidental expenses shall not exceed the M&IE allowance prescribed in par. C4553-C2. | 
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| | The amount advanced shall be reduced when travelers are ordered to perform duty on military installations where Government mess must be used. | 
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| | B.� Exceptions to Travel Advance Limitations | 
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| | 1.� Authorized Exceptions. | 
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| | The limitation provided in subpar. A, doesn't apply to the following PCS/TCS expenses: | 
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| | a.� temporary quarters subsistence, | 
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| | b.� transportation and temporary storage of HHG or the employee's automobile; and | 
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| | c.� transportation of mobile homes. | 
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