|CHAPTER��2�-�TRANSPORTATION�MODES,�ACCOMMODATIONS,�TRANSPORTATION�REQUESTS,�AND�BAGGAGE
    PART�E:�TRAVEL�BY�COMMON�CARRIER
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| | PART E: TRAVEL BY COMMON CARRIER | 
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| | C2200� ENTITLEMENT | 
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| | A.� General. | 
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| | The policy of the Government is that less-than-first/premium class accommodations shall be used for all modes of passenger transportation.� Common carrier accommodations shall be as specifically provided in this Part and shall apply to both domestic and international travel of civilian employees while on official business for the Government.� Travelers are expected to exercise the same care in incurring expenses that prudent persons would exercise if traveling on personal business.� Nothing herein shall be construed as preventing passengers from voluntarily using or accepting accommodations with less than minimum standards which meet the requirements of the service and/or the traveler.� Neither shall anything herein be construed as preventing the Government from furnishing accommodations with less than minimum standards for civilian personnel when it is determined that exigencies of the service require use of such accommodations.� Commercial transportation and accommodations will be procured in accordance with Part F.� Agencies should consider physical characteristics and not just medical or disability reasons for authorizing first-class travel, if other travel options aren't available (e.g., purchase of two seats or reserving a "bulkhead" seat with extra legroom).� See Appendix A for definition of "special needs". | 
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| | B.� Special Tickets. | 
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| | Through fares, special fares, commutation fares, excursion, and reduced rate round trip fares should be used for official travel when it can be determined before the start of a trip that such type of service is economical and practical to the Government.� Round trip tickets should be secured only when, on the basis of the journey as planned, it is known or can be reasonably anticipated that such tickets will be used. | 
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| | C2201� UNUSED ACCOMMODATIONS, DOWNGRADED, OR OVERSOLD TRANSPORTATION SERVICES | 
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| | A.� Unused or Downgraded Accomodations. | 
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| | When a traveler knows reservations for transportation and/or accommodations shall not be used, the traveler must cancel the reservations within the time limits specified.� Likewise, when the transportation furnished is different or of less value than authorized on the ticket, or where a journey is terminated short of the destination specified on the Government transportation request (GTR), the traveler shall report the facts to the transportation office of the DOD component concerned.� All adjustments in connection with official passenger transportation must be promptly processed to prevent loss to the Government.� All unused tickets (including portions thereof), coupons, exchange orders, refund slips, notices of fare adjustments, etc., and the factual information relating to the unused passenger transportation must be turned into the local travel/transportation office, commercial travel offfice, or contract travel agency.� Failure of travelers to follow these procedures may subject them to liability for any resulting losses. | 
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| | B.� Oversold Reserved Accomodations. | 
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| | Penalty payments made by air carriers under certain provisions of their tariffs for failing to furnish accommodations for confirmed reserve space are due the United States and not to the traveler when payments result from travel on official business.� Travelers are instructed that upon receipt of such a payment they are required to turn it into the transportation office for� proper disposition.� In contrast thereto, employees who voluntarily give up their seat on an overbooked plane may retain the payment (as distinguished from the penalty payment for failure of the carrier to furnish the Government a confirmed space) made by an airline.� If, however, the employee voluntarily gives up a seat and thereby incurs additional travel expenses beyond those which would have normally incurred, the additional expenses must be offset against the payment received from the airline.� An employee shouldn't voluntarily give up a reserved seat if it would impinge upon the performance of� official duties. To the extent the employee's travel is delayed as a result of voluntarily giving up a reserved space, the employee shall be charged annual leave for the additional hours (59 Comp. Gen. 203) (1980)). | 
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| | C2202� RECORDING USE OF COMMERCIAL TRANSPORTATION FOR OVERSEAS PERMANENT DUTY AND RENEWAL AGREEMENT TRAVEL | 
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| | When commercial facilities are authorized for any portion of the journey to, from, or between overseas stations, in connection with initial appointment, reassignment, or transfer, or renewal agreement travel, the office processing the appointment or transfer or authorizing the renewal agreement travel requests the transportation officer to place an endorsement on a copy of the employee's travel order.� The endorsement includes serial numbers of transportation requests issued for the travel, date of issue, points between which transportation is furnished at Government expense, and the name and grade or rating of the employee.� The copy so endorsed is placed in the employee's official personnel folder. | 
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| | C2203� ACCOMMODATIONS ON TRAINS | 
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| | A.� Policy | 
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| | It is the policy of the Government that employees who travel by train shall use coach-class accommodations.� When adequate reserved coach accommodations are available, officials authorizing travel shall require those accommodations be used to the maximum extent possible.�� For overnight travel, employees shall use slumber coach sleeping accommodations, or the lowest level of sleeping accommodations available on a train that doesn't offer slumber coach accommodations.� First-class train accommodations may be used only as permetted in subpar. C. | 
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| | B.� Authorization/Approval of Use of First-Class Train Accomodations | 
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| | 1.� Authorization/Approval. | 
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| | The transportation officer may authorize/approve the use of first-class train accommodations under criteria specified in subpar. C. | 
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| | 2.� Requirements. | 
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| | Authorization for the use of first-class train accommodations shall be made in advance of the actual travel unless� extenuating circumstances or emergency situations make advance authorization impossible.� If advance authorization can't be obtained, the employee shall obtain written approval from the transportation officer at the earliest possible time.� | 
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| | C.� Use of First Class-Train Accomodations | 
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| | Circumstances justifying the use of first-class train accommodations are limited to those listed in subpars. 1 through 4. | 
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| | 1.� No Reasonably Available Coach-Class Train Accommodations. | 
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| | When travel by train has been authorized as advantageous to the Government, the use of first-class train accommodations� may be authorized or approved only when no coach-class train accommodations are reasonably available.� For the purpose of this paragraph, "reasonably avialable" means coach-class train accommodations that are available and scheduled to leave within 24 hours of the employee's departure time, or scheduled to arrive within 24 hours of the employee's proposed arrival time.� In the case of a direct route that requires overnight travel, "reasonably available" shall be based on the availability of slumber coach sleeping accommodations.� "Reasonably available" doesn't include any accommodations with a scheduled arrival time later that the employee's required reporting time at the duty site, or with scheduled departure time earlier than the time the employee is scheduled to complete the duty. | 
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| | 2.� Travel By Employee/Dependent With a Disability. | 
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| | The use of first-class train accommodations may be authorized/approved when necessary to accommodate an employee's/dependent's disability or other physical impairment, and the employee's/dependent's condition is substantiated in writing by competent medical authority.� The use of first-class train accommodations also may be authorized/approved for an attendant authorized under par.C6552, item 1, to accompany the employee/dependent, when the employee is authorized use of first-class accommodations and requires the attendant's service en route. | 
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| | 3.� Security Reasons. | 
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| | The use of first-class train accommodations may be authorized/approved when exceptional security circumstances require such travel.� Exceptional security circumstances include, but aren't limited to travel by: | 
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| | a.� an employee whose use of coach-class train accommodations would endanger the employee's life or Government property, | 
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| | b.� agents in charge of protective details who are accompanying individuals authorized to use first-class train accommodations, and | 
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| | c.� couriers and control officers accompanying controlled pouches or packages. | 
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| | 4.� Inadequate Foreign Coach-Class Train Accommodations. | 
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| | The use of first-class train accommodations may be authorized/approved when coach-class train accommodations on a foreign rail carrier don't provide adequate sanitation or health standars. | 
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| | D.� Extra-Fare Train Service. | 
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| | Coach-class travel by extra-fare trains may be authorized/approved when such use is administratively determined to be more advantageous to the Government or is required for security reasons.� The use of National Railroad Passenger Corporation (AMTRAK) Metroliner coach accommodations is consedered to be advantageous to the Government.� Metroliner Club Service is deemed first-class accommodations.� First-class accommodations on extra-fare trains may be authorized only as provided in subpar. C.� | 
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| | C2204� USE OF COMMERCIAL AIRCRAFT | 
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| | A.� Accomodations on Commercial Aircraft | 
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| | 1.� General. | 
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| | It is the policy of the Government that employees and/or dependents who use commercial air carriers for domestic and international travel on official business shall use coach-class airline accommodations.� Employees shall ascertain their travel requirements in sufficient time to book coach-class accommodations.� First-class airline accommodations may be used only as permitted in subpar. 5c.� Premium-class other than first-class airline accommodations may be used only as permitted in subpar. 5d.�� When an airline flight has only two classes of service, the higher class of service, regardless of the term used, is "first class." | 
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| | 2.� Authorization/Approval For Use of Premium-Class Accommodations. | 
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| | The officials listed in subpar. 3 may authorize/approve first-class airline accommodations if the criteria in subpar. 5c are met.� The local transportation officer or other appropriate authority, in conjunction with the order-approving authority, may authorize or approve the use of� premium-class airline other than first-class airline accommodations if the criteria in subpar. 5d are met.� Authorization for the use of premium-class airline accommodations shall be made in advance of the actual travel unless extenuating circumstances or emergency situations make advance authorization impossible.� If advance authorization can't be obtained, the employee shall obtain writen approval from the local transportation officer or other appropriate authority, at the earliest possible time.� | 
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| | 3.� Authorization/Approval for Use of First-Class Accommodations. | 
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| | Authority for authorizing/approving the use of first-class air accommodations shall be limited to the Secretary of Defense or Deputy Secretary of Defense or other authority as designated by the SECDEF.� The delegation or redelegation of authority to authorize/approve first-class air travel shall be held to as high an administrative level as practical to ensure adequate consideration and review of the circumstances requiring the need for first-class air accommodations.� Authorization/approval may only be considered when the criteria in subpar. 5c are met. | 
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| | 4.� Requirements for Use of First-Class Accommodations. | 
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| | Authorization for the use of first-class air accommodations shall be made in advance of the actual travel unless extenuating circumstances or emergency situations make advance authorization impossible.� If advance authorization can't be obtained, the employee shall obtain written approval from the appropriate authority at the earliest possible time.� When travel orders authorize first-class air accommodations, the GTR issued to obtain this service is annotated "first-class authorized by (cite reference to travel order and date thereof)."� When the travel orders don't contain authority for the use of first-class air accommodations, a GTR may be issued for first-class service when the GTR issuing agent annotates in the Special Accommodations and Requirements box on the GTR and copies thereof that "1st class issued, only 1st class available between authorized origin and destination points." | 
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| | 5.� Employee Responsibility and Documentation in Connection With First-Class Accommodations. | 
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| | The employee shall certify on the travel voucher the reasons for the use of first-class air accommodations.� Specific authorization/approval shall be attached to, or stated on, the travel voucher and retained for the record.� In the absence of specific authorization/approval, the employee shall be responsible for all additional costs resulting from the use of first-class air accommodations.� The additional costs shall be the difference between the first-class accommodations used and the next lower class below first-class. | 
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| | a.� Use of First-Class Air Accommodations. | 
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| | Circumstances justifying the use of first-class air accommodations are limited to those listed in subpars. b and c. | 
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| | b.� Employee Certification Required. | 
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| | First-class accommodations may be used when regularly scheduled flights between the authorized origin and destination points (including connection points) provide only first-class accommodations, and the employee certifies this circumstances on the travel voucher. | 
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| | c.� Authorization/Approval Required. | 
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| | The appropriate authority as cited in subpar. 3 may authorize/approve first-class air accommodations when: | 
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| | (1)coach-class airline accommodations or premium-class other than first class airline accommodations aren't reasonably available. For purposes of this paragraph, "reasonably available" means a class of accommodations other than first-class airline accommodations available on an airline scheduled to leave within 24 hours of the employee's proposed departure time, or scheduled to arrive within 24 hours of the employee's proposed arrival time.� "Reasonably available" doesn't include any accommodations with a scheduled arrival time later than the employee's required reporting time at the duty site, or with a scheduled departure time earlier than the time the employee is scheduled to complete the duty. | 
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| | (2)first-class airline accommodations are necessary because the employee/dependent is so handicapped or otherwise physically impaired that other accommodations can't be used, and such condition is substantiated by competent medical authority.� The use of first-class airline accommodations also may be authorized for an attendant authorized under par. C6552, item 1, to accompany the employee/dependent, when the employee/dependent is authorized use of first-class airline accommodations and requires the attendant's service en route. | 
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| | (3)first-class airline accommodations are needed when exceptional security circumstances require such travel.� Exceptional security circumstances include, but aren't limited to travel by: | 
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| | (a)� an employee whose use of a class of accommodations other than first-class would endanger the employee's life or Government; | 
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| | (b)� agents in charge of protective details who are accompanying individuals authorized to use first-class accommodations; and | 
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| | (c)� couriers and control officers accompanying controlled pouches or packages and premium-class other than first-class airline accommodations aren't available. | 
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