13768 Federal Register / Vol. 62, No. 55 / Friday, March 21, 1997 / Rules and Regulations

41 CFR Parts 302–1 and 302–4

[FTR Amendment 63]

RIN 3090–AG19

Federal Travel Regulation; Fixed

Amount Reimbursement for

Househunting Trip Subsistence

Expenses

AGENCY: Office of Governmentwide

Policy, GSA.

ACTION: Final rule.

SUMMARY: This final rule amends the

Federal Travel Regulation (FTR) to

allow an agency to pay a fixed amount

for househunting trip subsistence

expenses instead of a per diem

allowance under the lodgings-plus

reimbursement method. This

amendment will save the Government

money by easing the processing of

relocation claims and will increase

employee satisfaction with the

relocation process.

DATES: This final rule is effective March

22, 1997, and applies to an employee

whose effective date of transfer (date the

employee reports for duty at the new

official station) is on or after March 22,

1997.

FOR FURTHER INFORMATION CONTACT:

Robert A. Clauson, Travel and

Transportation Management Policy

Division (MTT), Washington, DC 20405,

telephone 202–501–0299.

SUPPLEMENTARY INFORMATION: A multiagency travel reinvention task force was

organized in August 1994 under the

auspices of the Joint Financial

Management Improvement Program

(JFMIP) to reengineer Federal travel

rules and procedures. The task force

published 25 recommended travel

management improvements in a JFMIP

report entitled Improving Travel

Management Governmentwide, dated

December 1995. On September 23, 1996,

the President signed into law the

Federal Employee Travel Reform Act of

1996 (Pub. L. 104–201), which included

8 legislative changes recommended by

the JFMIP to improve travel and the

delivery of relocation services.

This amendment implements section

1711 of the Act which provides the

General Services Administration (GSA)

authority to issue regulations which

authorize agencies to reimburse a

transferred employee a fixed amount for

househunting trip subsistence expenses.

This amendment is written in the ‘‘plain

English’’ style of regulation writing as a

continuation of GSA’s effort to make the

FTR easier to understand and to use.

How does this amendment change the

allowance for househunting trip

expenses?

This amendment provides agencies

the alternative to reimburse employees

a fixed amount without requiring

receipts for househunting trip

subsistence expenses instead of paying

a per diem allowance under the

lodgings-plus reimbursement method.

This amendment also replaces the term

‘‘travel to seek residence quarters’’ with

the term ‘‘househunting trip.’’

Under what circumstances will I be

reimbursed a fixed amount for

househunting trip subsistence

expenses?

Your agency determines whether to

authorize you a househunting trip, and

if so, whether to offer you a ‘‘fixed

amount’’ reimbursement for your

subsistence expenses or a per diem

allowance under the lodgings-plus

reimbursement method. If offered the

fixed amount option, you will have the

discretion to choose between it and the

lodgings-plus reimbursement method.

What effect does using the term

‘‘househunting trip’’ have on the

allowance for househunting trip

expenses?

Using the term ‘‘househunting trip’’

instead of ‘‘travel to seek residence

quarters’’ has no effect on the allowance

for househunting trip expenses. Use of

this common vernacular term simply

makes the FTR easier to read and to

understand. The term ‘‘househunting

trip’’ is broadly defined to include a trip

to seek permanent quarters in a rental

facility.

What is the ‘‘plain English’’ style of

regulation writing?

The ‘‘plain English’’ style of

regulation writing is a new, simpler to

read and understand, question and

answer regulatory format. Questions are

in the first person, and answers are in

the second person. GSA uses a ‘‘we’’

question when referring to an agency,

and an ‘‘I’’ question when referring to

the employee.

How does the plain English style of

regulation writing affect employees?

A question and its answer combine to

establish a rule. The employee and the

agency must follow the language

contained in both the question and its

answer.

GSA has determined that this rule is

not a significant regulatory action for

the purposes of Executive Order 12866

of September 30, 1993. This final rule is

not required to be published in the

Federal Register for notice and

comment. Therefore, the Regulatory

Flexibility Act does not apply. This rule

also is exempt from Congressional

review prescribed under 5 U.S.C. 801

since it relates solely to agency

management and personnel.

List of Subjects in 41 CFR Parts 302–1

and 302–4

Government employees, Travel and

transportation expenses.

For the reasons set out in the

preamble, 41 CFR chapter 302 is

amended as follows:

PART 302–1—APPLICABILITY,

GENERAL RULES, AND ELIGIBILITY

CONDITIONS

1. The authority citation for part 302–

1 is revised to read as follows:

Authority: 5 U.S.C. 5738; 20 U.S.C. 905(a);

E.O. 11609, 36 FR 13474, 3 CFR, 1971–1975

Comp., p. 586.

Subpart A—New Appointees and

Transferred Employees

§ 302–1.7 [Amended]

2. Section 302–1.7 is amended by

removing the phrase ‘‘trips to seek

residence quarters in § 302–4.1(c)(4)’’ in

paragraph (a) and adding in its place the

phrase ‘‘househunting trips in § 302–

4.3(c)’’.

3. Section 302–1.14 is amended by

revising paragraph (a)(3)(ii) to read as

follows:

§ 302–1.14 Use of funds.

(a) * * *

(3) * * *

(ii) Authorized househunting trips as

set forth in § 302–4.16 of this chapter;

* * * * *

4. Part 302–4 is revised to read as

follows:

PART 302–4—ALLOWANCE FOR

HOUSEHUNTING TRIP EXPENSES

Subpart A—Employee’s Allowance For

Househunting Trip Expenses

Sec.

302–4.1 What is a ‘‘househunting trip’’?

302–4.2 What is the purpose of the

househunting trip expenses allowance?

302–4.3 Am I eligible for a househunting

trip expenses allowance?

302–4.4 Who is not eligible for a

househunting trip expenses allowance?

302–4.5 Must my agency authorize payment

of a househunting trip expenses

allowance?

302–4.6 Under what circumstances will I

receive a househunting trip expenses

allowance?

302–4.7 Who may travel on a househunting

trip at Government expense?
Federal Register / Vol. 62, No. 55 / Friday, March 21, 1997 / Rules and Regulations 13769

302–4.8 How many househunting trips may

my agency authorize in connection with

a particular transfer?

302–4.9 May my spouse and I perform

separate househunting trips at

Government expense?

302–4.10 How soon may I and/or my

spouse begin a househunting trip?

302–4.11 Is there a time limit on the

duration of a househunting trip?

302–4.12 When must my househunting trip

be completed?

302–4.13 What methods may my agency

use to reimburse me for househunting

trip expenses?

302–4.14 What transportation expenses will

my agency pay?

302–4.15 Must I document my

househunting trip expenses to receive

reimbursement?

302–4.16 May I receive an advance of funds

for househunting trip expenses?

302–4.17 Am I in a duty status when I

perform a househunting trip?

SUBPART B—AGENCY RESPONSIBILITIES

302–4.100 How should we administer the

househunting trip expenses allowance?

302–4.101 What governing policies must

we establish for the househunting trip

expenses allowance?

302–4.102 Under what circumstances may

we authorize a househunting trip?

302–4.103 What factors must we consider

in determining whether to offer an

employee the fixed amount

househunting trip subsistence expenses

reimbursement option?

Authority: 5 U.S.C. 5738; 20 U.S.C. 905(a);

E.O. 11609, 36 FR 13474, 3 CFR, 1971–1975

Comp., p. 586.

SUBPART A—EMPLOYEE’S

ALLOWANCE FOR HOUSEHUNTING

TRIP EXPENSES

Note to subpart A: Use of the pronouns ‘‘I’’

and ‘‘you’’ throughout this subpart refers to

the employee.

§ 302–4.1 What is a ‘‘househunting trip’’?

The term ‘‘househunting trip’’ refers

to a trip made by the employee and/or

spouse to the new official station

locality to find permanent living

quarters to rent or purchase. The term

‘‘living quarters’’ in this part includes

apartments, condominiums, and

cooperatives in addition to townhomes

and single family homes.

§ 302–4.2 What is the purpose of the

househunting trip expenses allowance?

The allowance for househunting trip

expenses is intended to facilitate and

expedite the employee’s move from the

old official station to the new official

station and to lower the Government’s

overall cost for the employee’s

relocation by reducing the amount of

time an employee must occupy

temporary quarters. The allowance for

househunting trip expenses provides

the employee and/or spouse a period of

time to concentrate on finding a suitable

permanent residence at the new official

station and thereby expedites the

employee’s relocation.

§ 302–4.3 Am I eligible for a househunting

trip expenses allowance?

You are eligible for a househunting

trip expenses allowance if you are an

employee who is authorized to transfer,

and in addition:

(a) Both your old and new official

stations are located within the United

States;

(b) You are not assigned to

Government or other prearranged

housing at the new official station; and

(c) Your old and new official stations

are 75 or more miles apart (as measured

by map distance) via a usually traveled

surface route.

§ 302–4.4 Who is not eligible for a

househunting trip expenses allowance?

New appointees and employees

assigned under the Government

Employees Training Act (5 U.S.C. 4109)

are not eligible for a househunting trip

expenses allowance.

§ 302–4.5 Must my agency authorize

payment of a househunting trip expenses

allowance?

No. Your agency determines when it

is in the Government’s interest to

authorize you a househunting trip and

the procedures you must follow if it is

authorized.

§ 302–4.6 Under what circumstances will I

receive a househunting trip expenses

allowance?

You will receive a househunting trip

expenses allowance if:

(a) Your agency authorized you to

perform a househunting trip in advance

of the travel (the agency authorization

must specify the mode of transportation

and the period of time allowed for the

trip);

(b) You have signed a service

agreement;

(c) Your agency has established, and

informed you of, the date you are to

report to your new official station; and

(d) You meet any additional

conditions your agency has established.

§ 302–4.7 Who may travel on a

househunting trip at Government expense?

Only you and/or your spouse may

travel on a househunting trip at

Government expense.

§ 302–4.8 How many househunting trips

may my agency authorize in connection

with a particular transfer?

Your agency may authorize only one

round trip for you and/or your spouse

in connection with a particular transfer.

§ 302–4.9 May my spouse and I perform

separate househunting trips at Government

expense?

Yes. However, your reimbursement

will be limited to the cost that would

have been incurred if you and your

spouse had traveled together on one

round trip.

§ 302–4.10 How soon may I and/or my

spouse begin a househunting trip?

You may begin your househunting

trip as soon as your agency has notified

you of your transfer and issued a travel

authorization for a househunting trip.

To take maximum advantage of your

trip, however, it is very important that

you become familiar as quickly as you

can with your new official station area

(e.g., housing market conditions, school

locations, etc.). If you are selling your

residence at your old official station,

you should not begin your

househunting trip until you have a

current appraisal of the value of the

residence so that you can more

accurately determine the appropriate

price range of residences to consider

during your househunting trip.

§ 302–4.11 Is there a time limit on the

duration of a househunting trip?

A househunting trip should be for a

reasonable period, not to exceed 10

calendar days, as authorized by your

agency under § 302–4.101(d).

§ 302–4.12 When must my househunting

trip be completed?

You and/or your spouse must

complete your househunting trip as

indicated in the following table:

For Your househunting trip must be completed by

You .................................................. The day before you report to your new official station.

Your spouse .................................... The earlier of:

(a) the day before your family relocates to your new official station; or

(b) The day before the maximum time for beginning allowable travel expires (see § 302–1.6 of this

chapter).
13770 Federal Register / Vol. 62, No. 55 / Friday, March 21, 1997 / Rules and Regulations

§ 302–4.13 What methods may my agency use to reimburse me for househunting trip expenses?

Your agency will reimburse your househunting trip expenses as indicated in the following table:

For You are reimbursed

You and/or your spouse’s transportation expenses.Your actual transportation costs.

You and/or your spouse’s subsistence expenses.One of the following:

(a) A per diem allowance for you and/or your spouse as prescribed under part 302–2 of this chapter;

or

(b) If you accept your agency’s offer of the fixed amount option, and:

(1) Both you and your spouse perform a househunting trip either together or separately, a single

amount determined by multiplying the applicable locality rate (listed in appendix A to chapter 301

of this subtitle) by 6.25, or

(2) Only one of you performs a househunting trip, an amount determined by multiplying the applicable locality rate (listed in appendix A to chapter 301 of this subtitle) by 5.

§ 302–4.14 What transportation expenses

will my agency pay?

Your agency will authorize you to

travel by the transportation mode(s)

(e.g., airline, train, or privately owned

automobile) it determines to be

advantageous to the Government. Your

agency will pay for your transportation

expenses by the authorized mode(s). If

you travel by any other mode(s), your

agency will pay your transportation

expenses not to exceed the cost of

transportation by the authorized

mode(s).

§ 302–4.15 Must I document my

househunting trip expenses to receive

reimbursement?

To receive reimbursement for

househunting trip transportation

expenses you must itemize your

transportation expenses and provide

receipts as required by § 301–11.3(c) of

this subtitle. For fixed amount

househunting trip subsistence

reimbursement, you do not document

your subsistence expenses. For per diem

househunting trip subsistence expense

reimbursement, you must itemize your

lodging expenses and you must provide

receipts as required by § 301–7.9(b) and

§ 301–11.3(c) of this subtitle.

§ 302–4.16 May I receive an advance of

funds for househunting trip expenses?

Your agency may authorize an

advance of funds, in accordance with

§ 302–1.14(a) of this chapter, for your

househunting trip expenses. Your

agency may not advance you funds in

excess of the sum of your anticipated

transportation costs and either the

maximum per diem allowable under

part 302–2 of this chapter for the

location and duration of your

househunting trip or your fixed amount

househunting trip subsistence expenses

payment, whichever applies.

§ 302–4.17 Am I in a duty status when I

perform a househunting trip?

Yes.

Subpart B—Agency Responsibilities

Note to Subpart B: Use of the pronouns

‘‘we’’ and ‘‘you’’ throughout this subpart

refers to the agency.

§ 302–4.100 How should we administer the

househunting trip expenses allowance?

You should administer the

househunting trip expenses allowance

to minimize or avoid its use when other

satisfactory and more economical

arrangements are available.

§ 302–4.101 What governing policies must

we establish for the househunting trip

expenses allowance?

You must establish policies and

procedures governing:

(a) When you will authorize a

househunting trip for an employee;

(b) Who will determine if a

househunting trip is appropriate in each

situation;

(c) If and when you will authorize the

fixed amount option for househunting

trip subsistence expenses

reimbursement;

(d) Who will determine the

appropriate duration of a househunting

trip for an employee who selects a per

diem allowance under part 302–2 of this

chapter to reimburse househunting trip

subsistence expenses; and

(e) Who will determine the mode(s) of

transportation to be used.

§ 302–4.102 Under what circumstances

may we authorize a househunting trip?

You may authorize a househunting

trip on an individual-case basis when

the employee has accepted the transfer

and his/her circumstances indicate that

a househunting trip actually is needed.

You may not authorize a househunting

trip when the purpose of the trip is to

assist the employee in deciding whether

he or she will accept the transfer.

§ 302–4.103 What factors must we

consider in determining whether to offer an

employee the fixed amount househunting

trip subsistence expenses reimbursement

option?

You must consider the following

factors:

(a) Ease of administration. Payment of

a per diem allowance under part 302–

2 of this chapter requires you to review

claims for the validity, accuracy, and

reasonableness of each expense amount,

except for meals and incidental

expenses. Fixed amount househunting

trip subsistence expenses

reimbursement is easier to administer

because you do not have to review

expense amounts.

(b) Cost considerations. You must

weigh the cost of each reimbursement

option on a case-by-case basis.

(c) Treatment of employees. The

employee is allowed to choose between

a per diem allowance under part 302–

2 of this chapter and fixed amount

househunting trip subsistence expenses

reimbursement when you offer the fixed

amount reimbursement method. You

therefore should weigh employee

morale and productivity considerations

against actual cost considerations in

determining which method to offer.

Dated: March 18, 1997.

Thurman M. Davis, Sr.,

Acting Administrator of General Services.

[FR Doc. 97–7236 Filed 3–20–97; 8:45 am]

BILLING CODE 6820–34–P

41 CFR Part 302–1

[FTR Amendment 64]

RIN 3090–AG44

Federal Travel Regulation; Temporary

Change of Station

AGENCY: Office of Governmentwide

Policy, GSA.

ACTION: Final rule.