[Federal Register Volume 62, Number 55 (Friday, March 21, 1997)]
[Rules and Regulations]
[Pages 13768-13770]
From the Federal Register Online via the Government Publishing Office [www.gpo.gov]
[FR Doc No: 97-7236]



[[Page 13768]]

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GENERAL SERVICES ADMINISTRATION
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.

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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 multi-agency 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


Sec. 302-1.7  [Amended]

    2. Section 302-1.7 is amended by removing the phrase ``trips to 
seek residence quarters in Sec. 302-4.1(c)(4)'' in paragraph (a) and 
adding in its place the phrase ``househunting trips in Sec. 302-
4.3(c)''.
    3. Section 302-1.14 is amended by revising paragraph (a)(3)(ii) to 
read as follows:


Sec. 302-1.14  Use of funds.

    (a) * * *
    (3) * * *
    (ii) Authorized househunting trips as set forth in Sec. 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?

[[Page 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.


Sec. 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.


Sec. 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.


Sec. 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.


Sec. 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.


Sec. 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.


Sec. 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.


Sec. 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.


Sec. 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.


Sec. 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.


Sec. 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.


Sec. 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 Sec. 302-
4.101(d).


Sec. 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:

------------------------------------------------------------------------
                                       Your househunting trip must be   
                For                             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 Sec.  302-  
                                        1.6 of this chapter).           
------------------------------------------------------------------------


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Sec. 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            Your actual transportation costs.   
 transportation expenses.                                               
You and/or your spouse's            One of the following:               
 subsistence expenses.                                                  
                                       (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.                          
------------------------------------------------------------------------

Sec. 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).


Sec. 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 Sec. 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 Sec. 301-7.9(b) and Sec. 301-
11.3(c) of this subtitle.


Sec. 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 
Sec. 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.


Sec. 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.


Sec. 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.


Sec. 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.


Sec. 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.


Sec. 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