|CHAPTER��2�-�TRANSPORTATION�MODES,�ACCOMMODATIONS,�TRANSPORTATION�REQUESTS,�AND�BAGGAGE
    PART�C:��TRAVEL�BY�TAXICAB,�BUS,�STREETCAR,�SUBWAY,�OR�OTHER�PUBLIC�OR�SPECIAL�CONVEYANCE
        C2102��SPECIAL�CONVEYANCE�USE
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| | C2102� SPECIAL CONVEYANCE USE | 
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| | A.� General. | 
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| | Hiring and using a special conveyance is authorized/approved by the order-issuing official only when it is determined that the use of other means of transportation is not advantageous to the Government.� Personal preference or minor inconvenience shall not be the basis for authorizing/approving the use of a special conveyance instead of a cheaper mode of transportation. | 
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| | B.� Selecting Rental Vehicle. | 
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| | When selecting commercially rented vehicles, installation transportation officers, contract travel agencies and travelers shall select the lowest cost rental service that meets the mission requirements.� Generally, this shall be commercial rental vehicles available under Military Traffic Management Command (MTMC) negotiated agreements.� Accordingly, consideration is given to the rental companies having negotiated agreements with MTMC when selecting vehicles in accordance with Service/Defense Agency regulations.� For policies, instructions, and guidance regarding motor pools and rental of automobiles from commercial rental companies, see Chapter 58, Defense Traffic Management Regulation (DTMR) (AR 55-355/NAVSUPINST 4600.70/AFR 75-2/MCOP4600.14B/DLAR 4500.3) and regulations of the separate departments.� Reimbursement shall be as provided in par. C4702.� Hiring of an aircraft under this subparagraph by an employee of the DoD for single flights between two or more points may be accomplished only if arrangements for hiring the aircraft are made by an authorized transportation officer or a designated representative of the Service/Defense Agency concerned. | 
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| | (NOTE 1.� MTMC publishes a listing of participating vehicle rental companies in the Federal Travel Directory, which is available at local installation transportation offices (ITO).� Additional information may be obtained from the Commander, MTMC, ATTN: MTOP-QQ, 5611 Columbia Pike, Falls Church, VA 22041-5080. | 
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| | NOTE 2.� Travelers having access to an ITO should work through the ITO to obtain rental vehicles.� When a rental vehicle has been arranged by an ITO and the traveler procures a rental vehicle from another source, reimbursement is limited to the cost of the vehicle arranged for by the ITO or the actual cost of the rental vehicle, whichever is less, provided the vehicle arranged for was available at the negotiated price. | 
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| | NOTE 3.� MTMC vehicle rental agreements apply to all DoD Components and Activities and non-Defense Agencies.) | 
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| | C.� Reimbursable Expenses For Use of Special Conveyances | 
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| | When a rental automobile or other special conveyance is authorized or approved, the rental and hiring charge is reimbursable.� When the expenses of operation are included in the rental or hiring charge, the receipt shall include a list of these expenses.� When the rental or hiring charge does not include the expenses of operation, such expenses incurred on official business are reimbursable.� These expenses include items such as: | 
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| | 1.� hiring charge; | 
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| | 2.� gasoline and oil; | 
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| | 3.� parking; | 
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| | 4.� garage, hanger, or boat-house rental; | 
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| | 5.� subsistence of operator; | 
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| | 6.� ferry fares, bridge, road and tunnel tolls. | 
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| | 7.� traveler access fee (when charged). | 
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| | D.� Insurance on a Rented Automobile. | 
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| | 1.� Cost of Extra Insurance. | 
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| | The cost for buying insurance (e.g., Collision Damage Waiver (CDW) Adjustment, Theft Protection, etc.) is reimbursable if: | 
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| | a.Such insurance is required by the rental agency to provide full coverage insurance only when renting an automobile outside the United States,* or | 
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| | b.A Secretarial Process authorizes/approves reimbursement of non-required insurance for certain classified special operations.� See Service regulations.� (B-204486, January 19, 1982). | 
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| | (*For the purpose of this paragraph the United States includes the 50 states, District of Columbia, Puerto Rico, territories and possessions of the United States.) | 
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| | 2.� Cost of Damage to Rented Automobile. | 
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| | When extra collision insurance was not purchased an employee may be reimbursed in the full amount of the loss sustained as contained in the rental contract for personal funds paid to rental car agencies for damage sustained by an automobile properly rented and damaged in the performance of official business.� Direct payments of such deductible amount may also be made by the Government to car rental agencies instead of to the employee.� Reimbursement for personal funds paid for damage sustained by a rented automobile while being used on other than official business is not authorized. | 
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| | 3.� Documentation Supporting Damage Claims. | 
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| | Claims for reimbursement or payments made directly to car rental agencies in the full amount of the loss sustained is supported by appropriate documentation.� Documentation includes, as a minimum, statements and itemized bills from the employee and the car rental agency in order to ensure the claim is valid and in an amount commensurate with the actual damages.� In addition it should include an accident report, to establish fault on the part of the party not employed by the Government and to enable the Government to recoup its loss when the negligence of that party can be established without costly investigation (see 47 Comp. Gen. 145 (1967)). | 
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| | 4.� Cost of Personal Accident Insurance. | 
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| | The cost of personal accident insurance is a personal expense and is not reimbursable. | 
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| | E.� Receipts For Hire of Special Conveyances. | 
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| | Receipts are required to support claims in amounts of $75 or more for reimbursement of the cost for the hire of special conveyances.� Such receipts must describe the service hired, the service rendered, the rate of compensation by the day, hour, or other unit, as agreed on, and when applicable, an itemized account of any funds spent in paying damage sustained by the vehicle.� Any item of expense for hire of special conveyances in amounts of $75 or more is denied in its entirety when an employee's voucher is not supported by a receipt or a statement as to why one was not furnished. | 
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| | F.� Use Limited to Official Purposes. | 
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| | Use of a special conveyance is limited to official purposes including transportation to and from (65 Comp. Gen. 253 (1986)):� | 
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| | 1.� duty sites, | 
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| | 2.� lodgings,� | 
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| | 3.� dining facilities,� | 
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| | 4.� drugstores,� | 
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| | 5.� barber shops,� | 
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| | 6.� places of worship,� | 
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| | 7.� cleaning establishments, and� | 
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| | 8.� similar places required for the traveler's subsistence, health or comfort. | 
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| | G.� To and From Carrier Terminals. | 
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| | The use of a special conveyance may be authorized/approved for travel to and from local carrier terminals, but reimbursement for the total expenses incurred in the use of the special conveyance for any one trip shall not exceed the usual one-way taxi fare, including tip, unless taxi service between the places concerned does not exist.� The use of special conveyance to, from and between carrier terminals, other than local terminals may be authorized/approved by the official directing the travel when it is determined neither public nor Government transportation between such points meets the requirements of the ordered travel. | 
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| | H.� Between Duty Stations. | 
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| | The official directing the travel may authorize or approve travel by special conveyance to, from or between TDY stations, under circumstances not permitting travel by the usual means of transportation, or when the use of a special conveyance is determined to be advantageous to the Government.� Reimbursement is authorized for the total expense incurred in the use of such conveyance. | 
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| | I.�� Special Conveyance Use For PDT. | 
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| | Commercially rented vehicles/special conveyances: | 
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| | 1.� may be used for PDT when other transportation methods in par. C2001-A are not more advantageous to the Government,� | 
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| | 2.� must be authorized in the PCS orders,� | 
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| | 3.� may not be authorized for traveler preference or inconvenience resulting from common carrier scheduling, and�� | 
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| | 4.� are not authorized at the PDS to travel to/from work, or for personal convenience. | 
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| | Requirements for choosing the appropriate conveyance, obtaining receipts, purchase of extra collision insurance, and general guidelines for PDT are the same as for TDY in this Part. | 
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| | NOTE:� Employees are not authorized rental cars at the PDS to travel to/from work, or for personal convenience. | 
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| | J.� Use of Special Conveyance In and Around Permanent or TDY Station.� | 
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| | For reimbursement for use of a special conveyance within and around the permanent and TDY duty station see Part H. | 
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| | C2103� USE OF BUSES, STREETCARS, OR SUBWAYS | 
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| | A.� To and From Carrier Terminals. | 
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| | Reimbursement is authorized for bus, streetcar, or subway fares as follows: | 
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| | 1.� between places of residence, lodging, or place of duty at the PDS or TDY duty station, and terminals, stations, airports, wharves, etc., of the mode of commercial or Government transportation used; | 
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| | 2.� between carrier terminals when needed due to a change of transportation and free transfer is not provided; or | 
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