|CHAPTER��2�-�TRANSPORTATION�MODES,�ACCOMMODATIONS,�TRANSPORTATION�REQUESTS,�AND�BAGGAGE
    PART�E:�TRAVEL�BY�COMMON�CARRIER
        C2207�ARRANGING�OFFICIAL�TRAVEL
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| | C2207 ARRANGING OFFICIAL TRAVEL | 
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| | A.� Use of Travel Offices.� | 
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| | In arranging official travel, employees are authorized to use the following in accordance with Service regulations: | 
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| | 1.� Commercial travel offices (CTO) under contract to their respective organization; | 
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| | 2.� In-house travel offices; | 
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| | 3.� General Services Administration (GSA) Travel Management Centers (TMC). | 
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| | Except as indicated in subparagraph B, C and D below, when an employee purchases transportation�� from a travel agent (other than a CTO, in house travel office or TMC), reimbursement is authorized only when the employee provides acceptable information that the services of a CTO, in house travel office or TMC aren't reasonably available and ticketing arrangements can't be secured from a branch office or general agent of an American-flag carrier. | 
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| | B.� Infrequent Traveler.� | 
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| | An infrequent traveler; | 
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| | 1.who is unaware of the general prohibition against the use of travel agents (other than a CTO, in house travel office or TMC), and | 
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| | 2.who inadvertently purchases transportation with personal funds from a travel agent, | 
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| | may be granted an exception on a one-time basis and paid for the travel costs incurred not to exceed the cost which would have been properly chargeable to the Government if the transportation service had been purchased directly from the carrier.� In such cases, the traveler must be advised that recurrence of such use of travel agents results in denial of reimbursement unless it can be demonstrated that the traveler had no alternative. | 
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| | C.� Exceptions in Foreign Countries.� | 
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| | Except in Canada and Mexico, the use of travel agents (other than a CTO, in house travel office or TMC) is authorized only when services of a CTO, in house travel office or TMC aren't reasonably available and ticketing arrangements can't be secured from a branch office or general agent of an American-flag carrier.� (DODI 4500.42, dated 5 January 1987 prescribes DOD policy regarding passenger transportation reservation and ticketing services). | 
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| | D.� Use of Travel Agencies for Group or Charter Arrangements.� | 
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| | Group or charter arrangements available through travel agents (other than a CTO, in house travel office or TMC) may be used by employees if: | 
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| | 1.� before travel, an administrative determination is made by the order-issuing official that the reduced fares available through such arrangements result in a savings to the Government, and | 
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| | 2.� travel by group or charter arrangement doesn't interfere with the performance of official business. | 
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| | The traveler must pay the travel agent for the transportation using a Government travel charge card or a travel advance.� Reimbursement to the traveler for the transportation cost shall not exceed� the cost of the accomodations authorized under this chapter (B-103315, August 1, 1978) (See par. C4700 regarding receipts). | 
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| | E. Payment to Travel Agency.� | 
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| | No payment shall be made to a travel agency (other than a CTO, in house travel office or TMC) for charges in excess of those which would have been properly chargeable had the requested service been obtained by the traveler direct from the carrier or carriers involved. | 
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| | F.� Travel by Vessel or Aircraft of Foreign Registry.� | 
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| | Reimbursement for transportation procured from a travel agency may not be authorized for travel at personal expense on vessels or aircraft of foreign registry except under conditions specified in pars.C2204-BandC2205-D. | 
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| | C2208� USE OF REDUCED TRAVEL FARES | 
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| | When to qualify for reduced travel fares, an employee elects to remain at a TDY site for a longer period of time than required by the assignment, per diem or actual expenses, as applicable, for this additional period of time may be paid if: | 
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| | 1.� the additional cost of per diem or actual expenses is offset by the savings on the transportation, yielding an overall savings to the Government; and | 
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| | 2.� the delay doesn't involve duty time during which the employee is required to be at work at the PDS (B-192364, February 15, 1979). | 
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| | PART F:� TRANSPORTATION REQUESTS | 
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| | C2250� GENERAL | 
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| | All passenger transportation services by common carrier must be procured through the use of U.S. Government Transportation Request (GTR) (Standard Form 1169), unless other wise specifically provided herein.� A GTR is an order executed by an officially designated "transportation officer" or by a traveler designated as "acting transportation officer" on a common carrier for transportation chargeable to the Government.� The GTR is issued and used only for officially authorized passenger transportation by common carrier or for authorized passenger transportation services or accommodations furnished by common carrier, i.e., air, bus, rail, or vessel.� Travelers are furnished GTRs upon presentation of the travel order to a transportation officer. When employees and/or dependents are returning to the continental United States (CONUS) at Government expense from overseas locations, GTRs for travel to destination in the CONUS may be issued by the overseas transportation officer or a transportation officer at an appropriate CONUS terminal or aerial port of debarkation.� The same conditions apply with regard to the use of transportation warrants overseas in lieu of GTRs | 
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| | C2251� WHEN GTR'S MAY NOT BE USED | 
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| | GTRs may not be used in the following instances: | 
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| | 1.� for personal transportation services or privileges which increase or exceed the cost of those authorized when the travel is by an indirect route for personal convenience,� the employee may not use GTR to procure transportation� accommodations for the indirect travel.� However, a common ticket procured by GTR for travel authorized at Government expense may be reissued for a common carrier ticket to travel by an indirect route for personal reasons.� In such instances, any additional charges, including the applicable share of the Federal transportation, incurred as a result of the reissued ticket for personal convenience shall be at personal expense and paid directly to the carrier or the travel management center (TMC).� Additionally, when accommodations superior to those authorized are requested or used by the traveler for personal reasons, the additional cost, including the applicable share of the Federal transportation tax, shall be at personal expense and paid directly by the employee to the carrier or TMC. | 
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| | 2.� for individually procured taxicab, airport limousine, intracity transit, rental automobiles, or other for-hire automobile services; | 
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| | 3.� for payment of toll road or toll bridge charges; or | 
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| | 4.� for passenger transportation services costing $10 or less, excluding Federal transportation tax, or excess baggage services costing $15 or less for each leg of a trip, unless special circumstances justify use of a GTR. | 
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| | C2252� CASH PAYMENT FOR TRANSPORTATION | 
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| | Travelers shall use cash to procure all passenger transportation services costing $10 or less, excluding Federal transportation tax, and to pay excess baggage charges costing $15 or less for each leg of a trip, unless special circumstances justify the use of a GTR.� When the cost of transportation within CONUS is in excess of $10 but doesn't exceed $100, exclusive of Federal tax, the traveler may either pay cash for such transportation or be issued a GTR.� Cash payment of official transportation expenses, without regard to the $100 limitation, is authorized when employees secure group or excursion fares available through travel agents (par.C2208); travel agents may not otherwise be used under these cash payment provisions.� (NOTE:� The National Railroad Passenger Corporation (Amtrak) shall not accept a GTR for travel under $100.� Amtrak accepts personal checks or major credit cards provided proper identification is shown when purchasing a ticket.)� Except as otherwise provided in this paragraph, a GTR must be used to procure passenger transportation services costing in excess of $100, excluding Federal transportation tax.� Under emergency circumstances, where the use of a GTR isn't possible, the Secretary of Defense or the Secretarial Process may authorize travelers to exceed the $100 limitation when procuring passenger transportation services.� To justify the use of cash in excess of $100 instead of a GTR� procuring passenger transportation services, both the aforementioned approval official and traveler shall certify on the travel voucher the reasons for this use.� In the absence of specific authorization/approval, the traveler shall be responsible for all additional costs involved for this travel, such as the use of foreign-flag carriers, first-class travel, or more costly modes. It is incumbent on the appropriate authorities of the DOD components concerned to apprise travelers there are many Government discount fares and contract fares, obtainable only through the use of a transportation request.� Authorization for the use of cash in excess of $100 for procurement of passenger transportation services is made before the actual travel unless emergency situations make advance authorization impossible.� If advance authorization can't be obtained, the traveler obtains written approval from appropriate approval official at the earliest practicable time.� Travel vouchers are maintained in the DOD component concerned to be available for site audit by General Services Administration (GSA) auditors.� General Records Schedule 9, Travel and Transportation Records, provide instructions for the disposal of these travel vouchers.� Receipts, passenger coupons, or other appropriate evidence is required to support claims for reimbursement of cash payments for passenger transportation services in all cases except for use of local transit systems, taxicabs, and airport limousine services when the cost for the use of such service is less than $75.� Any item of expense for transportation in an amount of $75 or more is denied in its entirety when an employee's voucher isn't supported by a receipt or a statement as to why one wasn't furnished.� See par.C4704for reimbursement when a GTR isn't used. | 
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| | C2253� WHEN GTR'S NOT AVAILABLE | 
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| | In an emergency, when GTRs aren't available, the traveler may pay for the transportation and file a claim for reimbursement, or may telegraph or telephone an administrative official who directs travel to request a GTR be issued to cover the trip. The GTR is deposited by the administrative official with the agent of the carrier at the point of issue. Such agent is asked to telegraph the agent from whom the ticket is to be obtained that a GTR to cover the travel has been received. The latter agent shall then furnish the ticket to the traveler. | 
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| | C2254� ACTING TRANSPORTATION OFFICER | 
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| | When official determination is made it is desirable for the civilian traveler to issue GTRs for TDY travel, the travel order shall designate the civilian traveler as "acting transportation officer."� The number of employees so designated is held to a minimum, consistent with absolute necessity.� For the additional requirements incident to such designation, see the regulations of the separate departments. | 
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| | C2255 LOST OR STOLEN GTR'S | 
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| | When a GTR in the possession of a traveler or other accountable person is lost or stolen, an immediate report is made to the proper official in the manner prescribed by the regulations of the separate departments.� If the lost or stolen GTR shows the carrier service desired and point of origin, the named carrier and other local initial carriers shall be promptly notified.� A GTR which is recovered after it has been reported lost shall not be used but shall be sent to the transportation office.� A traveler may be held liable for any expenditure by the Government caused through negligence on the traveler's part in safeguarding GTRs. | 
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| | C2256� LOST TICKETS | 
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| | When a transportation ticket, in the possession of a traveler, is lost or stolen, an immediate report is made to the proper official in the manner prescribed by the regulations of the separate departments. A traveler is held liable for any expenditure by the Government caused through negligence on the traveler's part in safeguarding transportation tickets.� The traveler shall either remit to the appropriate accounting and finance or disbursing office an amount to cover such cost, or permit deductions from payment due the traveler by the Government when expense incurred because of loss of a ticket was through negligence. | 
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| | PART G:� BAGGAGE ALLOWANCE | 
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| | C2300 FREE CHECKABLE BAGGAGE | 
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| | A.� General. | 
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| | The rules governing free baggage allowances and charges for excess baggage are outlined in the carrier's tariff.� Weight limitations on free checkable baggage for the different modes of travel are as stipulated in subpars. B through E. | 
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| | B.� Rail or Bus. | 
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| | By rail or bus, normally, 150 pounds on each full ticket and 75 pounds on each half-fare ticket is allowed for travel wholly within the continental United States (CONUS), or 350 pounds on each full ticket and 175 pounds on each half-fare ticket is allowed if the travel is in connection with transoceanic shipment. | 
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| | C.� Commercial Aircraft | 
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| | 1.� Travel Within CONUS. | 
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| | The free checkable baggage applies to employees performing official travel within CONUS.� Generally, most domestic carriers authorize free baggage on the number of pieces concept as opposed to weight.� Carriers who have adopted the number of pieces concept apply this concept to both permanent and TDY traffic. Under the "piece" concept, the air carrier will transport, free of charge, three pieces of luggage not to exceed certain overall dimensions; two pieces may be checked, plus one may be carried aboard if it can be stowed under the passenger's seat.� Under the piece baggage plan, carrier's tariffs prescribe different dimensional limitations and conditions with regard to pieces of checked baggage and unchecked carry-on baggage allowable as free baggage. Carrier's tariffs should be consulted in this connection. | 
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| | 2.� OCONUS Travel. | 
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| | Free baggage allowances for travel to , from, or between overseas points vary, but in general, the carriers will allow the following: | 
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| | a.� U.S. Flag Carriers (Including Conventional First Class, Coach or Tourist Class and Category Z). | 
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| | Two pieces may be checked and one piece may be carried aboard the aircraft if it can be stowed under the passenger's seat. Weight and dimensional limitations are prescribed in the carrier's tariffs. | 
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| | b.� Foreign Flag Carriers. | 
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