|CHAPTER��1�-�DEPARTMENT�OF�DEFENSE�(DOD)�EMPLOYEE�TRAVEL�ADMINISTRATION
    PART�D��GIFTS,�GRATUITIES�AND�OTHER�BENEFITS�RECEIVED�FROM�COMMERCIAL�SOURCES�INCIDENT�TO�PERFORMANCE�OF�OFFICIAL�TRAVEL
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| | PART D� GIFTS, GRATUITIES AND OTHER BENEFITS RECEIVED FROM COMMERCIAL SOURCES INCIDENT TO PERFORMANCE OF OFFICIAL TRAVEL | 
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| | C1200� REQUIREMENTS FOR PROMOTIONAL ITEMS TO BE RELINQUISHED TO THE GOVERNMENT | 
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| | A.� General. | 
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| | An employee is obligated to account for any gift, gratuity or benefit received from private sources when performing official travel.� This includes promotional materials given to the employee by airlines, rental car companies, and motels; for example, bonus flights reduced-fare coupons, cash, merchandise gifts, and credits toward free or reduced costs of future services or goods.� When an employee receives promotional material, the employee is accepting it on behalf of the Government and must relinquish it in accordance with regulations of the Service concerned (B-199656, July 15, 1981; 63 Comp. Gen. 229 (1984)). | 
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| | B.� Promotional Items of Nominal Intrinsic Value and Benefits Received that the Government Can't Use. | 
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| | An employee may keep items of nominal intrinsic value (for example, pens, pencils or calendars). An employee who participates in a promotional program which shall accrue personal benefits such as free seat upgrades, membership in clubs, and check-cashing privileges, doesn't have to turn in such benefits since they have no value to the Government (B-199656, July 15, 1981; 63 Comp. Gen. 229 (1984)).� | 
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| | C.� Travel Bonuses Carrying Expiration Dates and Nontransferable Coupons. | 
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| | Employees shall turn in travel bonuses carrying expiration dates, and nontransferable travel coupons, even if they can't be used by the Government for future official travel (63 Comp. Gen. 229 (1984)). | 
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| | D.� Items Received Through Mixed Official and Personal Travel. | 
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| | Promotional items received by the employee as a result of a mixture of travel paid for by the Government and from personal funds, are the property of the Government.� If the employee uses a bonus ticket for personal use, the employee must reimburse the value of the bonus ticket to the Government (63 Comp. Gen. 229 (1984) and 63 id. 233 (1984)). | 
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| | E.� Voluntary Relinquishment of Seat. | 
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| | An employee may keep payments received from a carrier for voluntarily vacating a seat on an overbooked flight and taking a later flight.� However, no additional per diem may be paid as a result of the delay in the employee's return.� If the employee incurs additional travel expenses as a result of voluntarily giving up the seat, beyond those which would normally have been incurred, such additional expenses aren't the responsibility of the Government.� If in contrast to the above, an employee is involuntarily denied boarding on an overbooked flight, compensation for the denied seat is due to the Government.� Therefore, if the airline pays the employee directly for such denied boarding, the employee must relinquish that payment to the Government (59 Comp. Gen 203 (1980)). | 
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| | F.� Use of Mileage Credits for Accomodation Upgrades. | 
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| | To the maximum extent practicable, overall travel costs should be reduced by using benefits earned through frequent traveler programs to obtain free airline tickets, rooms, and rental vehicles.� Mileage credits earned on official travel aren't to be used in conjunction with unofficial (personal) travel.� However, the employee may elect to use earned mileage credits for accommodations upgrades to premium-class other than first-class accommodations while on official Government travel as permitted by the regulations of the DOD components concerned. | 
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| | G. Lost or Delayed Accompanied Baggage. | 
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| | An employee may keep payments received from a commercial carrier which are compensation for accompanied baggage that has been either lost or delayed by the carrier, if the payments are sufficient to cover loses.� These payments aren't considered promotional items.� Only if the employee intends to make a claim against the Government must the payment by turned over to the Government.� In this case, the employee should see the Claims Officer prior to cashing any check. By cashing the check, legally the traveler is accepting that amount as payment in full. | 
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| | C1201� ADMINISTRATIVE INSTRUCTIONS | 
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| | Each of the Services may issue regulations or instructions deemed necessary for the judicious administration of the provisions contained in this Part. | 
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| | PART E:� GOVERNMENT TRAVEL CHARGE CARDS | 
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| | C1250� USE OF GOVERNMENT ISSUED TRAVEL CARDS. | 
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| | It is DOD's general policy 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.� Policy and procedures are in the DOD Financial Management Regulation (DOD 7000.14R), Volume 9, "Travel Policy and Procedures." | 
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| | CHAPTER� 2 - TRANSPORTATION MODES, ACCOMMODATIONS, TRANSPORTATION REQUESTS, AND BAGGAGE | 
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| | PART A:� GENERAL CONDITIONS | 
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| | C2000� ROUTING | 
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| | Travel performed other than by the usually traveled route must be justified as officially necessary. When, for his/her own convenience, a person travels by an indirect route or interrupts travel by a direct route, the extra expense is borne by the person, with reimbursement based only on such charges was would have been incurred by a usually traveled route.� An employee may not use contract airline/rail passenger service provided under contract with the General Services Administration (GSA) (see parC5100-F)for that portion of travel by an indirect route which is for personal convenience.� When used, GTRs or a Government travel charge card is issued only for that portion of the trip properly chargeable to the Government with any additional personal expense being paid by the employee to the carrier in cash including the Federal Transportation tax.� Any excess travel time not justified as officially necessary is charged to the appropriate type of leave. | 
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| | C2001� MODES OF TRANSPORTATION | 
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| | A.� General | 
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| | 1.� Transportation Authorized. | 
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| | Transportation may be authorized by railroad, airline, helicopter, ship, bus, streetcar, subway, taxicab, Government vehicle, Government-furnished and contract rental automobile and airplane, privately owned and rented automobile and airplane, and other necessary means of conveyance, or by a combination of any of the modes named.� Travel of an employee is by the most expeditious means of transportation practicable and is commensurate with the nature and purpose of the duties involved.� The official directing travel is responsible for the mode of transportation selected. Civilian employees shall not be required to travel via any particular mode of transportation, commercial or Government, when the travel order contains a specific statement excluding such mode of transportation. | 
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| | 2.� Selecting Method of Transportation To Be Used | 
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| | a.� Contract Air Service. | 
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| | Except as noted herein, the use of discount fares offered by contract air carrier� between certain cities (city-pairs) is considered advantageous to the Government and is mandatory for authorized air travel between those city-pairs.� For exceptions and specific guidelines regarding the use of contract air service, see Title 41 Code of Federal Regulations (Federal Travel Regulation (FTR)), Section 301-15.27(b). | 
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| | b.� Noncontract Air Service. | 
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| | The use of noncontract air service may be authorized only when justified under the conditions provided in the Federal Travel Directory issued by the GSA (see subpar. a). Advance authorization and the justification for the use of noncontract air service is shown on the travel order or other form of travel authorization before the actual travel begins unless extenuating circumstances or emergency situations make advance authorization impossible.� In this event, the employee shall obtain written approval from the appropriate DOD component official at the earliest possible time after completing the travel.� The approval and justification therefor is stated on or attached to the travel voucher. | 
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| | c.� Rail or Bus Service. | 
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| | Rail or bus service may be used when determined by the DOD component to be advantageous to the Government with cost, energy, and other factors considered and when compatible with the requirements of the official travel.� The use of discount fares offered to the Government by rail, or bus carriers between selected cities (city-pairs) is considered advantageous. Whenever these discount fares are offered and the accompanying service shall fulfill mission requirements, they should be used to the maximum extent possible. | 
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| | 3.� Government-Contract Rental or Government-Furnished Automobiles. | 
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| | When it is determined that an automobile is required for official travel, a Government-contract or a Government-furnished automobile is used as follows. | 
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| | a.� Government-Contract Rental Automobile. | 
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| | A Government-contract rental automobile is the first resource for short-term rental of an automobile by an employee on TDY travel.� This applies to employees who travel to their destination by common carrier, such as airplane, train, or bus and would customarily rent a Government-furnished vehicle for local transportation in the destination area.� For travel under this subparagraph, an employee also may use a Government-furnished automobile if a Government-contract rental automobile is unavailable or if use of a Government-furnished automobile is practical. Government-furnished automobiles shall continue to be available for use in isolated areas where commercial rental contractors aren't available. | 
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| | b.� Government-Furnished Automobile. | 
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| | A Government-furnished automobile is the first resource when an automobile is required for official travel performed locally or within commuting distance of an employee's designated post of duty. If a Government-furnished automobile is unavailable, a Government-contract rental automobile may be used. | 
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| | c.� Cost Consideration. | 
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| | If cost considerations are used in determining whether a Government- contract rental or a Government-furnished automobile should be authorized, the overall cost shall include any administrative costs as well as any costs associated with picking up and returning the automobile. | 
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| | d.� Traveler's Cost Liability When Selected Method not Used. | 
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| | The employee shall use the method of transportation administratively authorized/approved by the DOD component concerned as most advantageous to the Government.� Any additional cost resulting from use of a method of transportation other than specifically authorized/approved, or required by regulation, e.g., contract air service will be the employee's responsibility. | 
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| | e.� Contract Air Carrier Service. | 
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| | The use of discount fares offered by contract air carriers between certain cities (city-pairs) is considered advantageous to the Government and is mandatory under the provisions of MTMR, AR55-355/NAVSUP 4600.70/MCO P4600.14A/DLAR 4500.3. | 
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| | B.� Within the Continental United States (CONUS). | 
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| | Determination to use any one of or a combination of the modes of transportation described in subpar. A for travel within CONUS shall be based on the following factors: | 
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| | 1.� urgency and purpose of travel and ability of each mode of transportation to provide necessary service to meet mission requirements; | 
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| | 2.� amount of baggage or working equipment necessary to accompany the traveler; | 
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| | 3.� savings in the travelers' productive time (workdays only); | 
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| | 4.� availability of adequate accommodations; | 
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| | 5.� any special facilities or schedule which shall aid in maintenance of necessary security, when applicable; | 
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| | 6.� savings to the Government in connection with permanent change of station (PCS) orders and transportation of dependents. | 
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| | C.� OCONUS Travel | 
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| | 1.� Arranging and Determining Transportation Modes. | 
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| | Transportation for OCONUS travel is arranged through the responsible installation transportation officer or travel agency under contract to the U.S. Government (see par.C2207).� Determination of the transportation mode to be used for travel to, and/or from and within, OCONUS areas is made by the responsible transportation officer or travel agency under contract to the U.S. Government in accordance with the guidelines in this Part unless the official directing the travel has specified a particular mode in accordance with this Part.� The transportation officer or travel agency under contract to the U.S. Government must not under any conditions provide transportation via a mode which has been prohibited by the official directing the travel.� Subject to the limitations in subpar. D, travel may be approved by Air Mobility Command (AMC), including charter or individually ticketed commercial service made available by that command; at special tariff rates for DOD traffic; by Military Sealift Command (MSC), when available; or by commercial transportation in accordance with the policies set forth in Part E.� Except for travel between points served by ferries, travel by ocean vessel must not be regarded as advantageous to the Government in the absence of sufficient justification that the advantages accruing from the use of ocean transportation offset the higher costs associated with this transportation mode; i.e., per diem, transportation, and lost worktime. Travel by ocean vessel may be authorized/approved as being advantageous to the Government only through the Secretarial Process.� Reimbursement for use of ocean vessels is subject to the further prerequisites of Part E, concerning use of vessels of U.S. registry. | 
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| | 2.� Employee Elects Commercial Air or Water. | 
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