|CHAPTER��6�-�TRAVEL�UNDER�SPECIAL�CIRCUMSTANCES
    PART�A:��INVITATION�TO�TRAVEL
        C6002��ALLOWANCE�EXPENSE
            F.��Attendance�at�an�Award�Ceremony.
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| | F.� Attendance at an Award Ceremony. | 
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| | Reimbursement for travel and transportation expenses may normally be allowed for one individual to attend a major award ceremony (for example, a Presidential award ceremony, an annual award ceremony of the agency or major organizational component, or a prestigious honorary award ceremony sponsored by a non-Federal organization) provided: | 
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| | 1.� the travel and transportation is authorized by the head of the DOD component concerned or his/her designee; and, | 
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| | 2.� the individual is a person of the award recipient's choosing who is related by blood or affinity or whose close association with the award winner is the equivalent of a family relationship; | 
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| | The reimbursement authorized in this paragraph is intended to cover instances in which the award winner and guest are geographically distant from the site of the ceremony, rather than in instances in which the award winner's residence is in the same area as the ceremony.� (For example, if the award winner and spouse live in Denver, Colorado and the ceremony is in Washington, D.C., then travel may be authorized for both the winner and spouse.)� Reimbursement under this paragraph may also be authorized if the guest must travel from a location that is geographically distant from the cite of the ceremony but different from the location of the award winner.� At the discretion of the DOD component concerned, reimbursement for travel and transportation expenses may be allowed for more than one individual to attend an award ceremony when the award winner requires assistance because of a handicapping condition.� Reimbursement for transportation is limited to direct travel to and from the location of the ceremony (including travel between common carrier terminals and hotel where applicable and the site of the ceremony).� Per diem is allowed for direct travel to and from the location of the award ceremony and for the day of the ceremony. | 
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| | G.� Travel of DOD Dependents Schools (DODDS) Students for Academic Competitions and Cocirricular Activities. | 
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| | DODDS statutory charter, the Defense Dependents' Education Act of 1978, P.L. 95-561, as amended (codified at 20 U.S.C. 921-932)(DDEA), authorizes travel at Government expense for DODDS students to academic competitions and co-curricular activities.� Invitational travel orders (citing DODDS appropriations) are used to authorize transportation for students in support of curricular or extracurricular activities as are determined by the Director, DODDS, or his/her designee.� Payment of per diem, reimbursement for meals and/or lodging, or incidental expenses normally associated with TDY shall not be authorized for student travel to academic competitions and co-curricular activities. | 
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| | C6003� INVITATIONAL TRAVEL ORDER | 
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| | The sample format contained herein may be used as a guide in the preparation of an invitational travel order in all Services. The use of the sample format isn't mandatory. | 
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| | SAMPLE FORMAT OF AN INVITATIONAL TRAVEL ORDER | 
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| | Name_________________________________ TRAVEL ORDER NUMBER_______________ | 
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| | Address_________________________________________________________________ | 
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| | DATE APPROVED____________________________ | 
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| | You are invited to proceed from_________________________________________ | 
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| | in sufficient time to arrive at_______________ by ______________________
���������������� (Date) | 
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| | for the purpose of______________________________________________________ | 
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| | for approximately _________ days.� Upon completion, you shall return to the point of origin. | 
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| | A Government contractor or contractor employee isn't a Government employee. If you are a Government contractor or a contractor employee, or someone who doesn't fit the definition of "employee" in Joint Travel Regulations (JTR), par. C1000, you aren't eligible for city pair air fares or any travel related item restricted to Government employees.� If you are or fit the definition of a Government employee, a uniformed service member or the dependent of a Government employee or uniformed service member, you are eligible for contract city pair air fares and any travel-related item restricted to Government employees. | 
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| | You are authorized to travel by: __ Rail __ Commercial Air 
__ Military Aircraft�� __� Bus���������������������������������������������������� See below for travel by� Privately-Owned Conveyance | 
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| | You are __ are not __ eligible for contract city pair air fares. | 
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| | __ Transportation has been arranged by the order issuing agent. | 
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| | ����� __� Transportation tickets are included with this order. | 
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| | ����� __� Transportation tickets shall be provided at a later date. | 
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| | __� To arrange transportation call:� (___)______________________ | 
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| | __� You may arrange your transportation.� The following rules apply: | 
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| | You must arrange your transportation with a travel office under contract to the U. S. Government (Commercial Travel Office (CTO)) when the contract with the CTO permits the CTO to arrange transportation for travelers who aren't Government employees.� If you're in a foreign country, except for Canada and Mexico, you may use a travel office not under contract to the Government if ticketing can't be secured from a branch office or general agent of an American-flag carrier.� If you purchase transportation from a travel office (travel agency) not under contract to the Government, reimbursement is limited to the cost to the Government on a constructive basis for transportation that would have been arranged by a CTO if available.� If the contract between the Government and the CTO doesn't permit the CTO to arrange transportation for contractors/contractor employees or others who aren't Government employees, reimbursement for transportation may not exceed coach class air accommodations unless otherwise permitted in JTR, par. C2204-A. | 
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| | It is DOD policy that in using regularly scheduled air transportation: | 
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| | (a)� accommodations selected shall be the least costly service that permits satisfactory accomplishment of the mission of the traveler, and� | 
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| | (b)� United States carriers must be used for all commercial foreign air transportation if service provided by those carriers is available; otherwise reimbursement for the cost of transportation isn't allowed. | 
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| | __� You are authorized to travel by privately-owned automobile as advantageous to the Government.� Reimbursement shall be at the rate of $0.325 cents per mile, plus the cost of necessary parking fees and bridge, ferry, and tolls incurred including per diem while in travel status under this travel order. | 
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| | __� You are authorized to travel by privately-owned conveyance (POC) on a constructive basis.� You would normally be authorized to travel by common carrier.� Reimbursement shall be limited to the cost of travel by the usual mode of common carrier, including per diem. | 
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| | Receipts: Ticket stubs are required to substantiate your transportation cost.� Receipts are required for lodging.� Receipts are required for all items of expense in an amount of $75 or more plus any applicable tax. | 
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| | __� You shall be paid a per diem allowance to cover your expenses for lodging, meals, and incidentals.� While traveling and performing the mission you shall be authorized a per diem equal to the daily amount you pay for lodging, plus a fixed amount for meals and incidental expenses, not to exceed the maximum amount prescribed in JTR, Appendix B or D for the locality concerned.� If your costs, particularly for lodging, are more than the maximum per diem rate prescribed in JTR, Appendix B or D, then only the maximum per diem rate shall be paid.� (See JTR, Chapter 4, Part L for applicable rules) | 
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| | Applicable Per Diem Rates: | 
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| | Locality Maximum Lodging RateMeal & IncidentalExpense RateTotal Per Diem | 
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__� You shall be paid an actual subsistence expense allowance (AEA) for lodging and a per diem for meals and incidentals (M&IE). You are required to itemize your lodging expenses only. | 
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| | __� You shall be paid an actual subsistence expense allowance (AEA) for lodging and meals and incidental expenses (M&IE).� You must itemize all your subsistence expenses.� Subsistence expenses include lodgings; meals; fees and tips to waiters, bellboys, maids, porters; personal laundry, pressing, and dry cleaning; local transportation (including usual tips) between places of lodging, duty, and place meals are taken; and other necessary expenses.� You shall be reimbursed for the actual expenses incurred, but not to exceed the maximum amount authorized for the locality concerned. (See JTR, Chapter 4, Part M for applicable rules) | 
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| | Actual Subsistence Expense Allowance (AEA) Authorized:� | 
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| | Locality Maximum AEAAmount allowed for Meals & IncidentalAllowanceExpenses if M&IE authorized on a per diem basis. | 
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| | __________________________________________________________________________ __________________________________________________________________________ __________________________________________________________________________ __________________________________________________________________________ | 
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| | Address any inquiries regarding this travel order to:_____________________ | 
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| | ______________________________________________________________________________ The travel authorized herein has been determined to be in the public interest, and is chargeable to:� | 
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| | C6004� AVAILABILITY OF GOVERNMENT TRAVEL AND TRANSPORTATION CONTRACT FARES OR PRICES TO GOVERNMENT CONTRACTORS� | 
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| | Individual contracts or agreements between GSA and the vendors determine whether contractors are eligible to utilize the travel cost saving programs - except that contract city pair fares must not be used by Government contractors or contractor employees. | 
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| | A.Contractor(s).� | 
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| | Means: | 
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| | 1.Contractors working under a cost reimbursable contract (CRC); and | 
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| | 2.Contractors working for the Government at specific sites under special arrangements with the contracting agency, and which are wholly Federally funded (e.g., Government-owned, contractor� operated (GOCO), Federally funded research and development (FFRDC), or management and operating (M&O) contracts). | 
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| | B.Contract Air Passenger Transportation Practices. | 
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| | Use of GSA contract air passenger fares is governed by GSA's contracts with the airlines and by the Defense Transportation Regulation, Part I. (DOD 4500.9-R) Chapter 103.� As of October 1, 1998, under GSA's contracts for air passenger transportation services, contractors aren't eligible to use GSA's contract city pair fares.� Invitational travel orders must not be issued for contractors to receive air fares at the Government contract city pair fare, nor should contractor travel be issued on Government centrally billed accounts at the Government contract fare.� For more information contact: | 
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| | Service Acquisition Center (FCXB) 
Federal Supply Service General Services Administration 
Washington, DC� 20406-0001 
(703) 305-7261 | 
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| | C.Discount Rail Service.� | 
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| | AMTRAK voluntarily offers discounts to Federal travelers on official business.� These discounted rates may be extended to eligible contractors traveling on official Government business.� A contractor-issued letter of identification is required (See subpar. H). | 
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| | D.� Discount Hotel/Motel Practices.� | 
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| | Several thousand lodging providers extend discount lodging rates to federal travelers.� Many currently extend their discount rates to eligible contractors traveling on official Government business.� A contractor-issued letter of identification is required (See subpar. H).� For more information contact: | 
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| | GSA Travel and Transportation (9FTB-1) 
450 Golden Gate Avenue, 4th Floor W. 
San Francisco, CA� 94102-3400 
(415)� 522-4671 | 
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| | E.� DOD Car Rental Practices.� | 
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| | DOD's Military Traffic Management Command negotiates special rate agreements with car rental companies available to all Government employees while traveling on official Government business.� Some car rental companies offer these discount rates to eligible Government contractors at the vendor's option, with appropriate identification from the contracting DOD component (See par. H).� For more information contact. | 
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| | Military Traffic Management Command� 
5661 Columbia Pike� 
ATTN:� MTOP-QE
Falls Church, VA� 22041-5050� 
(703) 681-6393 
Complaints/Discrepancies/Claims - Chris Braswell� (703)681-6292 | 
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