|CHAPTER�4�-�TEMPORARY�DUTY�TRAVEL�TDY
    PART�C:��ACTUAL�EXPENSE�ALLOWANCE�(AEA)
        U4215�REQUEST�FOR�AEA
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| | U4215 REQUEST FOR AEA� | 
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| | A.� General. | 
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| | When situations arise which appear to warrant the AEA for a specific travel assignment, a letter or message request furnishing details of the conditions warranting the AEA are submitted in accordance with this paragraph with a� recommendation of the amount to which the reimbursement should be limited.� Every effort must be made to ensure uniformity of allowances between members of the Uniformed Services and civilian employees, when traveling together or to the same place, when warranted by similarity of the incidence of travel and TDY.� Requests for these allowances are accompanied by a full statement of the facts in the case, the number of members involved, and the reasons why per diem allowances aren't sufficient. Requests are submitted in accordance with subpar. D. | 
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| | B.� Who May Authorize/Approve. | 
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| | Except for the officials referred to in subpar C, AEA, not to exceed the appropriate established ceiling, may be authorized/approved by the officials designated in par. U4210-B3 and Appendix L.� In instances involving joint Service conferences, symposiums, seminars, or professional meetings, an AEA issued by the appropriate authority of the sponsoring Uniformed Service/Defense Agency applies to all attendees regardless of Service/Defense Agency affiliation. | 
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| | C.� Exceptions.� | 
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| | The following officials may authorize/approve AEA at either the 150 or 300 percent ceiling, as they deem appropriate for the travel involved, for their own personal travel and for any accompanying uniformed members and DOD civilian employees whenever they consider it necessary and proper under this Part: 
Chairman/Vice Chairman, Joint Chiefs of Staff | 
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| | Chief/Vice Chief of Staff, U.S. Army and U.S. Air Force | 
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| | Chief/Vice Chief of Naval Operations | 
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| | Commandant/Assistant Commandant, U.S. Marine Corps� | 
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| | Commandant/Vice Commandant, U.S. Coast� Guard | 
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| | Director, NOAA Corps | 
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| | Surgeon General/Deputy Surgeon General, U.S. Public Health Service | 
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| | Assistant/Deputy Assistant Secretary for Health,� U.S. Public Health Service | 
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| | Commanders/Deputy Commanders Unified and� Specified Commands | 
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| | Directors of Defense Agencies | 
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| | Commanders/Deputy Commanders of Air Force� Major Commands | 
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| | D.� Manner of Authorization /Approval. | 
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| | AEAsmay be authorized before travel begins, or approved after travel has been performed, except for an AEA under par. U4210-B5 which may only be authorized in advance.� When authorized in advance of the travel, the AEA for a specific travel assignment is stated in the travel order.� AEA may be authorized/approved for the entire period of a trip including travel time or, when appropriate, per diem or AEA may be authorized or approved for different portions of trips.� An example in the latter case occurs when there is a relatively long period of travel time or travel and assignment in several localities on a single itinerary.� The period for which AEA is authorized or approved is indicated in the document issued by the Secretarial Process or the Director of the Defense Agency concerned or designated representatives.� These authorizations/approvals cover individuals specifically listed in the request and alternate or additional personnel not specifically listed, but who actually performed the duty covered by the request. | 
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| | E.� Requests. | 
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| | See Appendix L. | 
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| | F.� Data To Be Included in Requests. | 
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| | Requests should contain any of the following data that is relevant to the trip: | 
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| | 1. specific reason for travel; | 
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| | 2. whether meetings with technical,� pro- fessional, or scientific organizations are involved; | 
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| | 3. whether international conferences or meet- ings are involved; | 
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| | 4. identity of the senior member of the party, whether civilian or military, including grade, full name, SSN and branch of the Service; | 
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| | 5. names and titles of foreign governmental contacts, if any; | 
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| | 6. roster of other employees or members of the Uniformed Services who also are performing the travel or TDY involved including grade, full name, SSN and branch of Service; | 
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| | 7. proposed itinerary showing complete identification of places to be visited, the length of duty at each place, and the inclusive dates of travel; | 
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| | 8. information as to any special arrangements which have been made such as provisions for use of special Government quarters, messes, open messes, lodgings, restaurants, etc.; | 
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| | 9. any other information available indicating amount of expenses which may be incurred, amount of allowances necessary, or reasons why normal per diem won't suffice; | 
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| | 10. reasons normal accommodations within the prescribed per diem allowances don't suffice; and | 
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| | 11. name and phone number of individual who may be contacted concerning this request. | 
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| | When any of the data in items 1 through 10 aren't available, the request should so state.� Each request for approval of AEA after travel has been performed will be accompanied by a copy of DD Form 1351-3 (Statement of� Actual� Expenses)� or a� detailed statement showing dates, items, and amounts paid.� Vouchers or receipts aren't to be submitted with the request for AEA.� Such documents are to be submitted to the disbursing/finance/travel office. | 
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| | U4220 REQUIREMENT FOR DOCUMENTATION OF TRAVEL VOUCHER� | 
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| | A.� Itemization. | 
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| | Each voucher submitted for reimbursement on an AEA basis must be accompanied by an itemization on a daily basis of the applicable expenses (see par. U4205).� Items are listed to indicate clearly the expenses applicable to each calendar day.� The list includes only those items which are allowable expenses and won't include items for which there are provisions for claiming separate reimbursement, such as taxicab fares, registration fees, etc.� A statement of actual expenses is used for listing the actual expenses, and is submitted in support of the travel voucher.� When reimbursement for M&IE is on a per diem basis (as prescribed in par. U4210-B3) itemization is not required. | 
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| | B.� Receipts. | 
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| | Receipts are required for lodging, except that a statement instead of a receipt is acceptable for the fee or service charge incurred for the use of Government quarters if authorized in regulations of the Secretary concerned.� Also, receipts are required for any individual meal when the cost is $75 or more, excluding tips, unless they are impractical to obtain or have been inadvertently destroyed, in which case a statement to that effect is furnished.� When reimbursement for M&IE is on a per diem basis (as prescribed in par. U4210-B3), receipts for M&IE aren't required. | 
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| | U4225 COMPUTATION RULES� | 
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| | A.� General. | 
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| | When the actual expenses incurred during any 1 day are less than the daily amount authorized, the member is reimbursed only for the lesser amount.� The daily amount authorized shall not be prorated for fractions of a day; however, expenses incurred and claimed for a fraction of a day are reviewed and allowed only to the extent determined to be reasonable by the order-issuing official.� The maximum amount of reimbursement for actual expenses for each calendar day, or fraction thereof, is limited as indicated in subpars. B through D.� In no case shall the amount reimbursed be more than the amount authorized/approved in an actual expense authorization for the area concerned. | 
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| | B.� Meals Available Under Special Arrangements. | 
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| | When a member is participating in a special mission type function, such as deployment to foreign military bases, forest fire details, rescue and aircraft recovery missions, and TDY to remote areas, and meals are made available under a special arrangement between a Service and any organization, institution, commercial concern, nonappropriated fund activity, agency of a local, state or foreign government, or U.S. Government agency, reimbursement of actual expenses incurred for meals is limited to the amount equaling the charge applicable to each meal made available under the special arrangements, not to exceed the charges for three meals per day. | 
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| | C.� Averaging Expenses. | 
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| | In determining the daily amount of expense items which don't accrue on a daily basis, such as laundry, dry cleaning, pressing, and hotel maid tips (NOTE: Expenses for laundry, dry cleaning and pressing of clothing are reimbursable as an AEA incidental expense only when incurred while traveling OCONUS.), these expenses may be averaged over the number of days the member is entitled to AEA during the entire TDY trip.� In connection with lodging and lodging-related expenses, the expenses pertain to the day on which the charges began.� For example, if the charges are computed on the basis of 1000 on the first day to 1000 on the second day, the charge is considered as beginning and applicable to the first day even though the lodging wasn't actually occupied on that day.� If expenses for the first day are less than the daily maximum and for another day exceed the daily maximum, the expenses shall not be averaged.� Each calendar day must be considered separately.� If, however, the member pays for more than the first day's expense at one time (for example, a hotel bill paid weekly, or at the end of occupancy), the amount applicable to each day should be listed separately. | 
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| | D.� Special Rules for Mixed Travel (Per Diem and Actual Expense) | 
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| | 1.� General. | 
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| | Mixed travel involves more than one daily maximum reimbursement rate during a single trip and/or reimbursement on both a per diem and an actual expense basis on a single trip.� The applicable rate and/or reimbursement method for each calendar day (beginning at 0001) is determined by the member's status and location at 2400 of that calendar day.� Only one rate and reimbursement method is authorized for each day except when reimbursement is authorized for occasional meals or lodging as provided in par. U4510. | 
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| | 2.� Reimbursement for Day of Departure. | 
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| | The reimbursement method and daily maximum for the day of departure from the PDS is the same as that authorized for the first location where lodging is required. | 
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| | 3.� Reimbursement for Day of Return. | 
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| | On the day of return to the PDS, the same method and daily maximum applicable to the previous calendar day shall apply.� When return travel to the home or official station requires 2 or more days, see par. U4125-A3a for method of reimbursement.� | 
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| | U4230 COMPUTATION EXAMPLES� | 
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| | (NOTE: The maximum amount allowed for lodging in CONUS (see Appendix D) doesn't include an amount for lodging taxes.� Taxes for lodging in CONUS are a separately reimbursable travel expense in addition to AEA.� The maximum amount allowed for lodging OCONUS (see Appendix B) includes an amount for lodging taxes.� Lodging taxes for lodging OCONUS are a lodging expense and are reimbursable as part of the AEA. | 
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| | Following are examples of computing allowances when travel is authorized on an actual expense basis and on an actual expense and per diem basis on the same trip: | 
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| | EXAMPLE 1 | 
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| | ITINERARY:
(Enlisted member in Grade E-6) | 
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