|CHAPTER��4�-�EMPLOYEE�TRAVEL
    PART�M:��ACTUAL�EXPENSE�ALLOWANCE�(AEA)
        C4600��CONDITIONS�WARRANTING�AEA
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| | C4600� CONDITIONS WARRANTING AEA | 
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| | A.� General. | 
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| | The applicable per diem rate prescribed in Part L or Appendix 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.C4601have escalated due to special or unforeseen events.� In other situations, employees may incur occasional expenses for lodging or meals when lodging and meals are otherwise being furnished without cost, and a per diem allowance hasn't been authorized for these expenses.�AEA may be authorized/approved for travel that meets conditions in this Part if the actual and necessary expenses exceed the maximum per diem allowance. Notwithstanding the conditions cited in this Part, the actual expense authority may not be used as blanket authority to authorize/approve automatic AEA for 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 or DOD component concerned may submit a request as prescribed in par.C4551for an adjustment of the applicable rate prescribed in Part L orAppendix BorD.� Except as otherwise provided in this Part, the definitions and rules applicable to the employee's entitlement to a per diem incident to a� TDY assignment shall apply to travel on an actual expense basis. AEAs may not be authorized for experts and consultants appointed under Section 710, Defense Production Act of 1950, as amended.� Examples of travel assignments or situations that may warrant authorization/approval of AEA include but aren�t limited to the following: | 
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| | 1.� employee travels with a dignitary and is required to stay in the same hotel; | 
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| | 2.� 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 employee's TDY point, 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 employee, 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 above the lodging ceiling; or | 
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| | 5.�the employee necessarily incurs unusually high expenses incident to assignment to accompany another employee 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 for AEA for employees 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 the U.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, U.S. Navy; 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.� other U.S. or foreign dignitaries equivalent to any of those in items 1 through 9. | 
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| | C4601� TYPES OF EXPENSES | 
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| | A.� Expenses Allowable. | 
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| | AEAs are allowed for the same type of expenses normally covered by per diem allowances.� The following are allowable: | 
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| | 1.�lodging, including expenses for overnight sleeping facilities and personal use of a room during the daytime when necessary; | 
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| | 2.�meals consisting of expenses for breakfast, lunch, and dinner, related tips and taxes, including box lunches, in-flight meals, and rations furnished by the Government (excluded are alcoholic beverage and entertainment expenses and any expenses incurred for other persons); | 
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| | 3.�fees and tips to porters, baggage carriers, bellhops, hotel maids, stewards or stewardesses, others on vessels, and hotel servants in foreign countries; | 
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| | 4.�personal laundry and cleaning and pressing of clothing; | 
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| | 5.�service charges for fans, air conditioners, and heaters furnished in rooms when the charges aren't included in the room rate; | 
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| | 6.�telegrams and telephone calls necessary to reserve lodging accommodations; | 
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| | 7.�local transportation including usual tips, between� places of lodging or duty and place meals� are� taken when not otherwise reimbursable under Part O of this Chapter and Chapter 2, Part C; | 
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| | 8.�taxes and service charges on any of the expenses in items 1 through 6; | 
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| | 9.in addition to the expenses in items 1 through 8, any other necessary expenses related to rooms, lodging, or valet service (other than barbers, manicurists, or masseurs) which are listed in the account. | 
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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 employee'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 employee's permanent duty station (PDS), residence, or at, or en route to or from, a nearby terminal where the employee's travel begins or ends (B-189622, March 24, 1978); | 
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| | 3.�when meals are included in the price of an airline ticket and are provided during the flight, reimbursement isn't authorized for a duplicate meal(s) purchased by the employee after leaving the plane, in the absence of a justifiable reason why the employee didn't eat the meal(s) served on the flight, or if the employee did so, why the extra meal(s) was required.� The fact that a meal furnished on the flight isn't the quality and quantity to which the traveler is accustomed is a matter of personal preference and isn't a "justifiable reason."� See B-193504, August 9, 1979 and B-192246, January 8, 1979. | 
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| | C4602� AEA MAXIMUMS | 
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| | A.� General. | 
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| | The maximum amount of reimbursement 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 1 day are less than the daily maximum authorized, the employee is reimbursed only the lesser amount.� Requests�� for� AEAs� orapprovals 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 L, or Appendices B or D, and an employee may not elect to be reimbursed on a per diem basis.� An AEA not to exceed the applicable per diem rate prescribed in Appendix� D within� CONUS� or� not� to� exceed the established OCONUS locality per diem rate may be authorized/approved for individuals authorized preemployment interview travel under par.C6000, item 8, and par.C6200. | 
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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 rate 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 amounts not to exceed 300 percent of the per diem rates (rounded to the next higher dollar) prescribed in Appendix B or Appendix D, for the TDY location may be authorized/approved if required to meet the expenses associated with the mission.� Authorizing/approval agencies are:� | 
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| | a.� Army:� | 
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| | A General Officer/SES within the Command listed in Appendix L for subordinate units.� For all activities belonging to Commands not specifically listed in Appendix L, authority rests with the General Officer/SES for their own travel and the travel of those under their supervision.� This authority shall not be further delegated. | 
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| | b.Air Force:� | 
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| | MAJCOM/FMs.� FOA and DRU FMs or equivalents and the 11th Wing for HQ USAF personnel.� For all other activities refer to Appendix L. | 
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| | c.Navy:� | 
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| | Office of Deputy Assistant Secretary of the Navy (Civilian Personnel/Equal Employment Opportunity (CP/EEO)), Program Development and Direction Division, 800 North Quincy Street, Arlington, VA� 22203-1998. | 
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| | d.Marine Corps and Defense Agencies:� | 
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| | See Appendix L for authorization/approval authority. | 
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| | 4.Special Actual Expense Authorization (AEA). | 
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| | The PDTATAC Director may issue an AEA for any DOD civilian employee when travel is to Presidentially declared disaster area(s) or 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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