|CHAPTER�4�-�TEMPORARY�DUTY�TRAVEL�TDY
    PART�B:��PER�DIEM�ALLOWANCE
        U4140�CHANGES�IN�PER�DIEM�RATES
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| | U4140 CHANGES IN PER DIEM RATES� | 
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| | A.� General. | 
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| | It is the responsibility of the local commander to request changes in per diem rates when information indicates that the travel expenses involved in the area are inconsistent with the prescribed per diem rate. | 
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| | B.� Routine Changes. | 
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| | When circumstances warrant a change in the travel rates, a recommendation for appropriate change, with justification, will be submitted to thePDTATACper subpar. D for withinCONUSorOCONUS, and Appendix M, par. H3, forOCONUS. | 
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| | C.� Emergency Changes. | 
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| | When combat action, United Nations police action, unusual military operations, or emergency circumstances warrant modification or deletion of per diem rates (and station allowance rates) in any particular foreign country, place or areas, thePDTATACshall be notified by message of recommendations concerning modification, or deletion of the rates involved as warranted by the situation, and defining the area(s) to which they shall apply. | 
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| | D.� Data To Be Included in Requests. | 
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| | Requests shall include the following information and cost data: | 
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| | 1. lodging costs for a wide range of hotel/ motel facilities within proximity of theTDYpoint location(s) (hotel/motel brochures shall suffice); | 
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| | 2. meal costs for breakfast, lunch,� and dinner for several eating facilities in the area (restaurant menus are preferred, if available); | 
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| | 3. number of travelers and frequency of the travel to the particular area; | 
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| | 4. type or purpose of travel (inspections,� conduct investigations or audits, visit to contractor facilities, training, administrative travel, for example, conferences or meetings, etc.); | 
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| | 5. name and location of activity visited� (Government and non-Government), also show other� Federal activities located in or near the area that is requested to be changed in Appendix B or Appendix D; and | 
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| | 6. recommended boundary line (city, corporate limits, country, etc.) and maximum rate. | 
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| | Reports should be addressed to: | 
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| | Per Diem, Travel and Transportation Allowance Committee
Hoffman Building #1, Room 836
2461 Eisenhower Avenue
Alexandria, VA� 22331-1300 | 
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| | and routed within each Service through the addressees listed in the Introduction under the heading "Feedback Reporting." | 
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| | U4150 PER DIEM ANDAEAON A SINGLE TRIP� | 
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| | A member performingTDYat more than one location on a per diem and actual expense basis for a single trip is entitled to the allowances prescribed in par.U4225-D. | 
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| | PART C:� ACTUAL EXPENSE ALLOWANCE (AEA) | 
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| | U4200 CONDITIONS WARRANTINGAEA | 
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| | A.� General. | 
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| | The applicable per diem rate prescribed in� Part� B� or� Appendices B or D, is generally adequate.� However, the allowable per diem rate may be insufficient for a particular travel assignment because of special duties, or because costs for items listed in par.U4205-Ahave escalated temporarily due to special or unforeseen events.� In other situations, members may incur occasional expenses for lodging or meals when lodgings and meals otherwise are being furnished without cost and a per diem allowance hasn't been authorized for these expenses.�AEAmay be authorized/approved for travel that meets conditions prescribed in this Part if the actual and necessary expenses normally exceed the maximum per diem.� Notwithstanding the conditions cited in this Part, the actual expense authority may not be used as blanket authority to authorize/approve automaticAEAfor all travel to an area where the reimbursement rate is inadequate.� The actual expense authority is used only on an individual trip basis, and only after appropriate consideration is given to the facts existing in each case at the time the travel is directed and performed.� If it becomes necessary to exercise this authority repetitively or on a continuing basis in a particular area, the Service orDODComponent concerned submits a request as prescribed in par.U4140for an adjustment of the applicable rate prescribed in� Appendices B or D.� Except as otherwise provided in this Part, the definitions and rules applicable to the member's entitlement to a per diem incident to aTDYassignment apply to travel on an actual expense basis.� Members are responsible for excess costs and any additional expenses incurred for personal preference or convenience.� Examples of travel assignments that may warrant authorization/approval ofAEAinclude but aren't limited to the following: | 
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| | 1. member travels with dignitary and is required to stay in the same hotel; | 
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| | 2. the travel is to an area where the applicable maximum per diem allowance is generally adequate but costs have escalated for short periods of time during special functions or events such as missile launching periods, international or national sports events, world's fairs, conventions or natural disasters; | 
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| | 3. based on the situation described in item 2, affordable lodgings aren't available or can't be obtained within a reasonable commuting distance of the member'sTDYpoint, and transportation costs to commute to and from the less expensive lodging facility consume most or all of the savings achieved from occupying less expensive lodging; | 
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| | 4. the member, because of special duties of the assignment, necessarily incurs unusually high expenses while conducting official business, such as to procure superior or extraordinary accommodations including a suite or other quarters for which the charge is well above that which the member would normally have to pay for accommodations; or | 
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| | 5. the member necessarily incurs unusually high expenses incident to assignment to accompany another member in a situation as described in item 4. | 
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| | B.� Travel With Certain Dignitaries. | 
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| | Normally, no proof of unusual or extraordinary requirements is required to support a request forAEAfor members who are directed to travel as part of the party of any of the following dignitaries: | 
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| | 1. the President or Vice President of the� United States or members of their families; | 
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| | 2. members of theU.S.Congress; | 
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| | 3. cabinet members; | 
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| | 4. Department Secretaries, Deputy Secretaries, Under Secretaries, or Assistant Secretaries; | 
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| | 5. Justice of the Supreme Court; | 
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| | 6. the Chairman or Vice Chairman of the� Joint Chiefs of Staff; | 
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| | 7. the Chief of Staff,U.S.Army; the Chief of� Staff,U.S.Air Force; the Chief of Naval Operations; the Commandant,U.S.Marine Corps; the Commandant,U.S.Coast Guard; the Administrator, National Oceanic and Atmospheric Administration; and the Surgeon General,U.S.Public Health Service; | 
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| | 8.U.S.Ambassadors, Ministers, and Consuls to foreign countries; | 
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| | 9.U.S.Delegates to international conferences or meetings; | 
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| | 10. otherU.S.or foreign dignitaries equivalent to any of those in items 1 through 9. | 
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| | C.� Travel of Air Crews. | 
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| | Travel requirements of parties referred to in subpar. B don't normally impose any excess cost requirements on the air crews of Special Air Missions, Air Mobility Command(AMC), or other Government aircraft, which are assigned to provide transportation for those parties even when assigned exclusively to that duty.� For this reason,AEAshall not be authorized/approved for such air crew members of any of the Services unless all of the following conditions exist: | 
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| | 1. the official performing the travel or the crew's commander specifically requestsAEAfor the air crew, or any member thereof, together with an explanation of why such an allowance is believed necessary; | 
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| | 2. the air crew or members involved are specifically authorized in the actual expense authorization involved to receiveAEA. | 
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| | U4205 TYPES OF EXPENSES� | 
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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 inAppendix A.� When claiming anAEAfor expenses normally covered byM&IE, all meals and incidental expenses for the days for whichAEAreimbursement is requested must be itemized. | 
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| | B.� Expenses Not Allowable. | 
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| | Reimbursement isn't 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'sPDS, 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 forAEAs 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 forM&IEplus the cost of lodgings when reimbursement forM&IEis 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 InCONUS.� | 
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| | Except as provided in subpar. 3 for travel inCONUS, the daily maximum is 150 percent of the per diem rate (rounded to the next higher dollar) prescribed inAppendix Dfor theTDYlocation.� See Appendix L for authorization/approval authority. | 
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| | 2.TravelOCONUS.� | 
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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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