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CHAPTER 1 - ADMINISTRATION 

1.1 – ADMINISTRATION NOTES........................................................................................................1-4

1.2 – ORA TRAVEL ...........................................................................................................................1-4

1.2.1 - GOVERNMENT CONTRACTOR-ISSUED TRAVEL CHARGE CARD ...............................................................1-5

1.2.2 – U.S. GENERAL SERVICES ADMINISTRATION (GSA) AND TRAVEL MANAGEMENT..........................................1-7

1.3 – TRAVELERS’ HEALTH ...............................................................................................................1-7

1.4 – DIVISION OF TRAVEL OPERATIONS ..........................................................................................1-8

1.4.1 – DOMESTIC TRAVEL....................................................................................................................1-8

1.4.1.1 – DOMESTIC TRAVEL GUIDE .................................................................................................................1-8

1.4.1.2 – DOMESTIC TRAVEL CONTACTS............................................................................................................1-8

1.4.2– FOREIGN TRAVEL ......................................................................................................................1-8

1.4.2.1 – FOREIGN TRAVEL INFORMATION.........................................................................................................1-8

1.4.2.2 – FOREIGN TRAVEL CONTACTS ..............................................................................................................1-9

1.4.3 – PER DIEM AND SUBSISTENCE ALLOWANCES ..................................................................................1-10

1.4.3.1 PER DIEM RATES, ACTUAL EXPENSE REIMBURSEMENT, AND LODGING.......................................................1-10

1.4.3.2 MISCELLANEOUS EXPENSES ................................................................................................................1-11

1.4.3.3 - SPECIAL TRAVEL SITUATIONS ............................................................................................................1-11

1.4.4- TRANSPORTATION ALLOWANCES/EXPENSES ..................................................................................1-11

1.4.4.1– TRANSPORTATION EXPENSES ............................................................................................................1-11

1.4.4.2 -AUTHORIZATION OF A PER DIEM ALLOWANCE AT THE OFFICIAL STATION OR WITHIN THE LOCAL 

TRANSPORTATION (FORMERLY LOCAL TRAVEL) AREA .........................................................................................1-12

1.4.5 - FURLOUGH GUIDANCE ........................................................................................................1-12

1.4.5.1 - ETHICS RULES DURING A SHUTDOWN ................................................................................................1-12

1.4.5.2 – TRAVEL DURING A LAPSE IN APPROPRIATIONS....................................................................................1-13

1.5 – VEHICLE ACCIDENTS..............................................................................................................1-13

1.5.1 – GOVERNMENT-OWNED VEHICLE (GOV)......................................................................................1-13

1.5.1.1 – INFORMATION TO BE OBTAINED .......................................................................................................1-13

1.5.1.2 – REPORTING...................................................................................................................................1-14

1.5.1.3 – LIABILITY.......................................................................................................................................1-15

1.5.1.3.1 – Military Personnel and Civilian Employees’ Claim Act of 1964 .............................................1-15

1.5.1.3.2 – Tort Claims.............................................................................................................................1-15

1.5.1.3.2.1 – Property Damage or Personal Injury...................................................................................1-15

1.5.2 – PRIVATELY OWNED VEHICLE (POV)..............................................................................................1-16

1.5.3 – RENTAL VEHICLE .....................................................................................................................1-16

1.5.3.1 – REPORTING ...................................................................................................................................1-16

1.6 – TRANSPORTATION................................................................................................................1-17

1.6.1 – ORA GOVERNMENT-OWNED VEHICLE (GOV)...............................................................................1-18

1.6.1.1.1 – Care and Custody of U.S. Vehicles.........................................................................................1-19

1.6.1.1.2 – Use of a GOV between Your Residence and Place of Employment.......................................1-20

1.6.1.1.3 – Roadside Assistance for U. S. Vehicles...................................................................................1-21

1.6.2 – PRIVATELY OWNED VEHICLE (POV), RENTAL VEHICLE, AND OTHER SPECIAL CONVEYANCES .....................1-21

1.6.2.1 – PRIVATELY OWNED VEHICLE (POV)..................................................................................................1-21

1.6.2.2 – RENTAL VEHICLE ............................................................................................................................1-21

1.6.2.3 – PUBLIC TRANSPORTATION ...............................................................................................................1-22

1.6.2.4 – BUS .............................................................................................................................................1-22

1.6.2.5 – OTHER AND SPECIAL CONVEYANCES FOR TRANSPORTATION..................................................................1-23
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1.6.2.6 – AUTHORIZATION OF AND REIMBURSEMENT FOR THE USE OF TRANSPORTATION NETWORK COMPANIES .......1-23

1.6.2.7 – TAXI.............................................................................................................................................1-23

1.7 - MEDIA INTERACTIONS DURING INSPECTIONS.........................................................................1-23

1.7.1 – MEDIA RESOURCES.................................................................................................................1-24

1.8 - EQUIPMENT ..........................................................................................................................1-24

1.8.1 - EQUIPMENT CARE/CALIBRATION.........................................................................................1-25

1.8.2 – INFORMATION TECHNOLOGY (IT) DEVICES/EQUIPMENT.........................................................1-26

1.8.2.1 - FDA INFORMATION SYSTEMS SECURITY AND PRIVACY GUIDE..................................................................1-26

1.8.2.2 - FAQS............................................................................................................................................1-26

1.8.2.3 - MOBILE DEVICES SECURITY AWARENESS .............................................................................................1-26

1.8.2.4 - RISKS OF CONNECTING PERSONAL DEVICES TO THE FDA NETWORK .........................................................1-27

1.8.2.5 - TRAVELING OUTSIDE OF THE US WITH GOVERNMENT FURNISHED EQUIPMENT...........................................1-28

1.8.2.5.1 - Use of Government Furnished Equipment (GFE) During Foreign Travel.................................1-28

1.8.2.5.2 Foreign Travel FAQs..................................................................................................................1-29

1.8.2.6 - REPORTING AN IT SECURITY INCIDENT................................................................................................1-29

1.8.2.6.1 – Reporting IT Security Incident Checklist ................................................................................1-29

1.8.2.6.1.1 Immediately contact..............................................................................................................1-29

1.8.2.7 - EMPLOYEE RESOURCE & INFORMATION CENTER (ERIC)........................................................................1-29

1.9 - OFFICIAL IDENTIFICATION......................................................................................................1-29

1.9.1 - CREDENTIALS/BADGES .............................................................................................................1-29

1.9.1.1 - POLICY, AUTHORITY ........................................................................................................................1-29

1.9.1.2 - RENEWAL/EXPIRATION ....................................................................................................................1-30

1.9.1.3 - CARE OF CREDENTIALS, BADGES........................................................................................................1-30

1.9.1.4 - LOST OR STOLEN CREDENTIALS, BADGES.............................................................................................1-30

1.9.2 - PIV......................................................................................................................................1-31

1.10 - BUSINESS CARDS .................................................................................................................1-31

1.11 - ETHICS AND INTEGRITY........................................................................................................1-31

1.11.1 - EXPECTED CONDUCT...............................................................................................................1-31

1.11.2 - GIFTS..................................................................................................................................1-33

1.11.2.1 - GIFTS BETWEEN FEDERAL EMPLOYEES ..............................................................................................1-34

1.11.2.2 - GIFTS FROM OUTSIDE SOURCES.......................................................................................................1-34

1.11.2.3 - GIFTS FROM FOREIGN GOVERNMENTS OR INTERNATIONAL ORGANIZATIONS ...........................................1-34

1.11.3 - ATTEMPTED BRIBERY .............................................................................................................1-35

1.12 - QMIS ...................................................................................................................................1-35

1.13- ORA TIME REPORTING..........................................................................................................1-35

1.13.1 - ENSPECT (ALSO KNOWN AS MARCS FIELD CLIENT) .........................................................................1-35

1.13.2 - ORA INSIGHT TIME REPORTING (ITR)........................................................................................1-35

1.13.3 - ORA ACTIVITY CODE STRUCTURE................................................................................................1-35

1.13.4- FIELD ACCOMPLISHMENTS AND COMPLIANCE TRACKING SYSTEM (FACTS) .............................................1-35

EXHIBITS.......................................................................................................................................1-36

1–1 ALLOWABLE EXPENSES TABLE .................................................................................................1-36

1–2 FDA FURLOUGH SHUTDOWN FAQS .........................................................................................1-40

1-3 GSA FLEET VEHICLE PACKET .....................................................................................................1-43

1-4 FLEET VEHICLE ACCIDENT KIT-GSA 1627 ................................................................................1-44

1-5 EXAMPLE EMAIL COMMUNICATION TO CLAIMANT REGARDING FORM SF95 SUBMISSION .....1-45

1-6 FLEET VEHICLE ASSISTANCE CARD .........................................................................................1-46

1-7 ORA MOBILE MEDIA SUPPORT.................................................................................................1-47

1-8 MEDIA TIP CARD...................................................................................................................1-48
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1-9 REPORTING IT SECURITY INCIDENT CHECKLIST.......................................................................1-49

INDEX...........................................................................................................................................1-50
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1.1 – Administration Notes 

The FDA is a part of the Department of Health and Human Services (HHS). An appointed Commissioner 

who serves at the discretion of the President heads the agency. The FDA is a team of dedicated 

professionals working to protect and promote the health of the American people. The FDA’s complete 

organization structures are available on FDA’s Intranet website.

The Office of Regulatory Affairs (ORA) is responsible for the operational activities of FDA through the 

work of its headquarters and field staff across the continental United States and Puerto Rico. ORA 

inspects regulated products and manufacturers, conducts sample analyses of regulated products, and 

reviews imported products offered for entry into the United States. Resources for ORA employees can 

be found on the ORA site. 

Accessible to all FDA employees, the InsideFDA and ORA intranet websites contain information about 

organizational structures for FDA/ORA. The ORA Organizational chart provides an overview of current 

ORA organization; information about specific offices within ORA can be found under the Office Tab 

on the ORA main SharePoint site. The FDA intranet site also contains the Employee Resources Hub that 

provides FDA employees with information such as new employee orientation, employment programs, 

human resources, facility services, trending topics, occupational safety and health services, and 

employee trainings. The Administrative Topic Hub covers resources for topics pertaining to acquisitions 

and grants, budget and finance, Continuity of Operation Plans (COOPs) and emergency planning, 

financial services, forms and office templates, furlough guidance, security, workforce management, and 

travel services. 

1.2 – ORA Travel All official travel must be authorized and approved with a valid travel authorization (TA) using FDA’s 

Electronic Government Travel Service, ConcurGov. Typically, the travel authorization should be 

submitted at least 5 days in advance for review and approval. Travel itineraries listing where and how 

you can be reached should be provided to your supervisor since situations arise which necessitate 

contacting you while in travel status.

The FDA uses an Electronic Government Travel Services (ETS) as the Government Travel Service. The 

ETS is the Government-contracted, end-to-end travel management service that automates and 

consolidates the Federal travel process in a self-service Web-centric environment, covering all aspects of 

official travel, including travel planning, authorization, hotel and rental car reservations, ticketing, 

expense reimbursement, creating authorizations and vouchers (including local travel vouchers) and 

travel management reporting. In addition, the ETS will interface with the Unified Financial Management 

System (UFMS) for obligation and payment of travel vouchers. The system incorporates Federal 

Government travel policies which include the city pair airfare contract program and Federal Travel 

Regulations and is structured to require justification if you want to deviate from General Services 

Administration's (GSA) regulations. A policy has been established with the FDA so that your governmentissued credit card will be your primary method of billing and payment when you book flights, make hotel 

reservations, or reserve a rental car. 

Additional information can be obtained by contacting your Administrative Staff or visiting OFM's site. 
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The Fiscal Management Manual site provides policy, process, procedure, training, and additional 

materials for the FDA financial community. 

Emergency travel can be approved, and the travel order prepared and authorized after the fact. "After 

the fact" TAs should be utilized on a very limited basis. The preparer should ensure that a detailed 

justification/explanation is provided and uploaded as an attachment in the TA to facilitate processing.

The Federal Travel Regulation (FTR) contained in 41 CFR 301, the Department of Health and Human 

Services (DHHS) Travel Manual, the FDA supplements to the DHHS 2012 Travel Manual and the 

Collective Bargaining Agreement (CBA) govern official travel. Article 42 of the National Treasury 

Employees Union (NTEU) CBA or Article IX of the American Federation of Government Employees (AFGE) 

CBA (depending on which union the bargaining unit employee is affiliated with) is intended to be read in 

conjunction with the FTR and the HHS Travel Manual. If there is a conflict between the HHS Travel 

Manual and the CBA, the CBA governs. Become familiar with these documents. 

The HHS Travel Policy Manual is intended for use by HHS Employees, invitational travelers, consultants, 

and others authorized to travel on behalf of the Department. Please note that the words “employee” 

and “traveler” are the same for the purpose of this policy and in alignment with the FTR definition of 

“employee.”

The current HHS Travel Policy Manual provides users with the complete source of the Department’s 

management policies and procedures regarding travel and transportation procedures. Topics addressed 

in the Manual include, but are not limited to, Temporary Duty (TDY) Travel, Relocation Allowances, 

Interagency Personnel Agreements (IPAs) Travel and Transportation Expenses connected with the death 

of certain employees, and Acceptance of Payments of Travel Expenses from Non-Federal Sources 

(Sponsored Travel). All material contained in the Investigations Operations Manual (IOM) must be used 

in conjunction with, and subject to, federal travel regulations. 

Job aids and SOPs are provided to guide users in how to prepare for travel with FDA. Additional travel 

information can be obtained from the ORA Office of Management’s Travel webpages, as well as the 

Office of Financial Management (OFM) Intranet home page.

1.2.1 - Government Contractor-Issued Travel Charge Card 

The Government Travel Charge Card Program (GTCC) provides travelers with a safe, effective, 

convenient, and commercially available method to pay for expenses associated with official travel. Refer 

to the FDA Staff Manual Guide 2343.1 for additional information on policy governing the Agency-wide 

Travel Card Program and the procedures employees must follow for use of the card while on official 

travel.

Your Government Travel Card is a tool that assists you in the performance of your duties. The manner in 

which you use the travel card will reflect directly upon you as an employee and as an individual. With 

the privilege of a government travel card also come the responsibilities for its proper use. Use of the 

card does not relieve you of the responsibility to employ prudent travel practices and to observe rules 

and regulations governing travel for FDA, and as set forth in the FTR. 

 

Travel charge cards are issued to employees to pay for all official travel and travel-related expenses. You 

must use the card only for authorized expenses incurred in connection with official travel orders, e.g. for 
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lodging, transportation, baggage fees, parking, meals, etc. unless you have been granted an exemption. 

Exceptions can include expenses that are either relatively minor or inconvenient for credit card usage 

such as parking, local transportation, tips, phone calls, and certain expenses for which credit cards are 

not accepted. For more information on authorized exemptions, see the HHS Travel Manual, Chapter 9-

00-10 C and D or go to the HHS Office of Finance web site for additional information on policy governing 

the Department-wide Travel Card Program and the procedures employees must follow for use of the 

card while performing official travel.

Personal use of the travel card or using the travel card to pay for someone else's travel expenses is 

prohibited. The use of the travel card for non-official expenses may result in disciplinary actions. Do not 

charge office supplies, training, conference registration fees, photocopies, postal services, or equipment 

on the travel card. Instead, use the purchase card or other acquisition vehicles to procure non-travel 

related services and products. 

The only exception for use of the card not in connection with official travel applies to ATM withdrawals

for purchase of samples.

Payments will include direct payment to the credit card company for expenses charged to the 

individual's official government travel credit card. Typically the M&IE portion of per diem is reimbursed 

to the personal bank account, not the travel card. The HHS Travel Policy Manual states that the 

Government Issued travel card must be used for all travel related expenses including Per Diem and 

including M&IE. Concur defaults to reimbursing M&IE to the personal bank account. However, this can 

be changed during the TA and/or voucher creation stage to have the M&IE reimbursed to the Travel 

Card. 

ATM cash advance is to be used only to cover anticipated out-of-pocket incidental travel expenses which 

generally cannot be charged directly to the card. Excessive ATM cash advances not commensurate with 

travel are Travel Card misuse. Therefore, direct charge of the Travel Card must be utilized in lieu of ATM 

Cash whenever and wherever possible for approved, travel related expenses. You will use your 

government-issued credit card to obtain a cash advance from an ATM machine, for official government 

business only. Ensure your Travel Authorization (TA) contains a statement that you are authorized to use 

an ATM to obtain cash advances and the maximum total amount authorized for your trip. ATM 

withdrawal for official travel is authorized based on 80% of your M&IE and estimated out of pocket 

expenses for the trip. Regardless of amounts indicated on your TA, ATM cash advances also may not 

exceed the weekly ATM withdrawal limit on your Travel Card account. This limit is established at the 

time that you apply for the travel card- based on a personal credit worthiness check. There are usually 

two fees associated with an ATM cash advance. The "Terminal Fee" assessed by the ATM terminal's 

owner/supplier and the "Cash Advance Fee" assessed by the bank. Currently, there are two formulas to 

calculate the reimbursable Cash Advance Fee using a 2.5% of the fee or a minimum of $3.00: 

• Percentage – 2.5% multiplied by (Cash advance amount + ATM Terminal Fee).

• Minimum payment - $3 plus (Cash advance amount + ATM Terminal Fee). 

The Cash Advance Fee is described in your credit card agreement. These amounts should be included on 

the Travel Authorization/Voucher along with receipts before reimbursement is made. 

Additionally, there is also an international fee charged if cash advances are taken during foreign travel. 
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The government reimburses employees for authorized expenses. The employee is responsible for 

making payment to the bank; the cardholder is solely responsible for the timely payment of travel card

bills and that account is delinquent if not paid within 30 days after the first statement date.

Read and understand the “HHS Traveler’s Agreement for Government Contractor-Issued Travel Charge 

Card Users” before signing. 

Immediately report a lost or stolen travel card to the bank and your Agency/Organization Program 

Coordinator (A/OPC) or travel coordinator.

If you do not have a government travel card and are required to travel, please contact your 

administrative officer about receiving a travel advance.

1.2.2 – U.S. General Services Administration (GSA) and Travel Management

GSA Federal Travel Regulations (FTR) summarizes the travel and relocation policy for all federal civilian 

employees and others authorized to travel at the government’s expense. Federal employees and 

agencies may use the FTR as a reference to ensure official travel and relocation is conducted in a 

responsible and cost-effective manner. 

Other important sites include: 

• GSA Domestic Per Diem Lookup to assists travelers with finding Domestic Per Diem Rates. 

• U.S. Department of State Foreign Per Diem Rates by Location to determine Foreign Per Diem 

Rates per location. 

• GSA Airline City Pairs Search to assist travelers with finding the Airline City Pairs for the Current 

and Former Fiscal Year. For Domestic Travel, the traveler enters either the Departure City or 

three letter International Air Transport Association (IATA) code and the Arrival City or IATA code 

to find the Airline City Pair. For International Travel, the Departure and Arrival cities are 

required to query the Airline City Pair. 

1.3 – Travelers’ Health Travelers’ Health is a link to CDC’s Travelers Health Section. The CDC/Traveler's Health website is 

committed to updating the public with current and accurate information regarding vaccines and 

medicines, along with travel advice/recommendations, notices and resources. Investigators are 

encouraged to frequently review this site in advance of travel. 

FDA Occupational Health Services has Health Units established for FDA employees to receive 

occupationally related medical services. Each health unit provides access to on-site first aid and urgent 

care services; onsite clinical care, referral and follow-up for work related injury and illness; 

immunizations; health risk appraisals; health screenings; health counseling; and health and wellness 

education. Services are provided by appointment only. To request OHS services Outside the National 

Capital region, please send an email to occupationalhealthservices@fda.hhs.gov. 

Also reference IOM Chap S for more traveler health and safety information. 
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1.4 – Division of Travel Operations The ORA Office of Management’s Division of Travel Operations (DTO) provides overall strategic 

leadership and guidance to ORA on all aspects of travel in accordance with established guidelines. DTO 

works to advance the strategic goals and objectives related to travel policies and guidance in ORA and 

assures compliance with statutes, executive orders, and administrative directives. 

To assist ORA travelers and travel preparers, DTO has created the Travel Resources SharePoint site

intended to provide cumulative guidance to facilitate travel. The DTO site has information regarding 

domestic and foreign travel, gainsharing, travel tips & tricks, conference approvals, travel charge card 

information and travel processes & SOPs. 

1.4.1 – Domestic Travel 

1.4.1.1 – Domestic Travel Guide 

ORA travelers preparing for domestic travel should use the Domestic Travel Guide to help walk 

them through the TA process. The Domestic Travel Guide – developed by the DTO Domestic 

Travel Branch - helps guide the traveler through what information and documents are needed to 

prepare travel authorizations and vouchers. Included in the guide are potential expenses to 

include on the TA, such as: Flights, Lodging, Lodging Tax, Hotel—Above Per Diem, First Bag 

Airline Fee, Taxi, Shuttle, Subway, etc., Tips/Gratuity, POV information, Airport Parking, Rental 

Car, Gasoline for Rental Vehicles, Tolls, ATM fees, Internet Expense, Conference Attendance and 

Laundry/Dry Cleaning. 

The guide also includes information on payment methods, what and how to add comments for 

each expense and the supporting documentation needed for both TAs and Vouchers. Required 

information to include in the TA Trip Details section, how to identify states that are exempt from 

lodging tax (and what this means) as well as the types of travelers are also covered.

Additional information on domestic travel, including forms, frequently asked questions and tips 

on using ConcurGov are available on the DTO Domestic Travel site. 

1.4.1.2 – Domestic Travel Contacts 

DTO Travel Specialists: Travelers can reach out to their respective Travel Specialist (also called a 

Federal Agency Travel Administrator or FATA) as identified on the DTO Travel Specialists Contact 

Sheet with questions or for assistance. 

Additional Contacts: 

• OMEGA World Travel: 1-855-326-5411 

• Citibank Customer Service: 1-800-790-7206

• Both OMEGA and Citibank are available 24 hours a day, 7 days a week. For any travel

emergencies and concerns, contact your supervisor and OMEGA World Travel. 

1.4.2– Foreign Travel 

1.4.2.1 – Foreign Travel Information 

International travel is important to achieving Departmental goals. However, such travel is 

typically very expensive and entails security concerns and other sensitivities. Therefore, 
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managers must carefully monitor the frequency of the overseas travel performed by their 

employees and others authorized to travel for HHS. OpDiv/StaffDiv Heads must maintain proper 

delegations of authority to ensure they approve proposed official international travel only when 

it effectively and safely serves the goals of the Department.

When assigned to a foreign inspection, employees will be assigned a Trip Coordinator from DTO

who will assist with coordinating the logistics of the trip, such as flights and lodging. The Trip 

Coordinator will provide the traveler with all pertinent information upon assignment on topics 

such as passports, visas, and immunization/health information. DTO has also captured materials 

and resources that serve as a supplement to the trip-specific communications that are sent to 

the foreign traveler on its Foreign Travel SharePoint site. Be sure to visit the: Pre-Travel, During 

Travel, Post-Travel, Contact Information, as well as the Resources section, to find links to useful 

information that may assist you through all aspects of the foreign travel process. 

All Investigators conducting ORA foreign inspections must take required courses and trainings

prior to departure. Investigators should contact their Program Office for information on these 

courses. See the DTO Foreign Travel Security Training Requirements site for more information. 

DTO has also put together a timeline of the coordination process. While actual time for trip 

coordination will vary based on each trip’s specifics, this timeline gives the traveler a good idea 

on what to expect during the coordination process. For foreign travel, be aware that there are 

differences in reporting requirements and reimbursable expenses. See the Guide to 

International Inspections and Travel, Chapter 2, Subchapter 215.2 – Reimbursable Expenses, for 

specifics.

1.4.2.2 – Foreign Travel Contacts 

Travelers should always contact their DTO Trip Coordinator first. Before departure, travelers will 

also be provided a list of additional DTO contacts their travel itinerary for any questions they 

have during travel should their Trip Coordinator be unavailable. 

Additional contacts that may be useful during foreign travel:

• Office of Human and Animal Food Foreign HAF Operations 

• Office of Medical Products and Tobacco Operations Contacts

• Office of Management Contacts 

• Office of Regulatory Affairs Travel Specialists (FATA) Contacts

• Office of Security and Emergency Management

• Employee Resource Information Center (ERIC) 

• Tricare Overseas Program (TOP):1-888 777-8343

• Concur Government Edition (CGE)

• For Mailing Documents to the U.S.: UPS Int’l Service Center: 1-800-782-7892

• FDA’s Computer Security Incident Response Team (Certain designated countries 

only): Report if you suspect lost, misplaced, or stolen equipment or if you believe there 

has been a personally identifiable information (PII) breach. 

• Disaster Evacuation Contact System (DECS)- Blue Card: DECS provides management of 

the status of FDA personnel and their family members, information crucial in 
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determining resource allocation for continued FDA mission execution during 

emergencies/disasters. 

• OMEGA World Travel: Always attempt to contact the Trip Coordinator prior to 

contacting OMEGA at 855-326-5411

• Citibank CitiManager: 1-800-790-7206 or CCJAXL1HelpDesk@citi.com

1.4.3 – Per Diem and Subsistence Allowances

Per Diem is based on the actual cost of lodging, plus a set amount for "Meals and Incidental Expenses" 

(M&IE), not to exceed the maximum rate for the prescribed city or area. Subsistence is the cost of 

lodging, meals, tips, and the miscellaneous expenses you incur while in travel status. FDA Approving 

Officials, as well as FDA travelers, must follow the provisions of the FTR and HHS travel policy guidelines 

in authorizing, incurring, and approving per diem and subsistence expenses. Current per diem rates can 

be found on the General Services Administration’s (GSA) website.

Per Diem commences when you depart your home, office, or other point of departure, and terminates 

when you return to your home, office, or other point. This applies whether you are traveling by auto or 

by common carrier. M&IE may apply where there is no overnight lodging. However, M&IE will not be 

allowed for periods of time less than twelve hours; your work time plus your total commute time must 

be greater than twelve hours for you to be eligible for M&IE.

The ConcurGov Program Support Center (PSC) has developed training and job aids to assist users with 

the most common travel processes in the online travel management system, ConcurGov. Each job aid 

includes simple step-by-step instructions for specific processes within the ConcurGov system. Topics 

include air travel, travel expense planning, the FedRooms program, booking travel, authorizations and 

vouchers, receipts, SmartPay and more.

The FTR requires traveling employees to exercise care in incurring expenses which includes claiming a 

federal exemption from payment of state and/or local taxes on lodging whenever this option is 

available. Not all states and localities offer tax exemption, and some locations do not specify a particular 

form. Please view GSA’s tax-exempt state map to determine tax exemption status and forms by state. 

For domestic travel if the hotel does not accept the tax-exempt form, report lodging taxes separate from 

lodging expenses and claim them on your travel voucher. Foreign travel taxes still remain a part of your 

lodging expenses.

Lodging expenses should be paid using your government-issued credit card, when possible with direct 

payment to your government issued credit card (split disbursement) indicated on your travel voucher. It 

is your responsibility to pay the bill on time. The FDA will reimburse late charges on your bill only when 

you can show the late payment was due to late reimbursement of funds by the FDA.

Accurately record all of your expenditures; see IOM 1A.1.2 for information on recording expenses. 

1.4.3.1 Per Diem Rates, Actual Expense Reimbursement, and Lodging 

Section 5.1 of the HHS Travel Policy Manual provides guidance for HHS civilian employees, 

invitational travelers, and OpDiv/StaffDivs regarding allowable per diem and subsistence expenses

for TDY travel. HHS employees are expected to travel on a lodgings-plus per diem basis. Under the 

lodgings-plus per diem method, a maximum per diem rate is established for lodging, plus M&IE, at a 

specific location. 
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Travelers or designated personnel must make lodging reservations using the ETS and/or contracted 

TMC. First consideration must be given to establishments that are contracted by GSA under the 

FedRooms program to ensure that travelers stay in fire-safe accommodations at a rate that is at or 

below per diem. 

For Mandatory Statements Required on Travel Vouchers - See IOM Exhibit 1-1 Allowable Expenses

Chart for allowable expenses, receipts required, etc. 

1.4.3.2 Miscellaneous Expenses 

Section 5.2 of the HHS Travel Policy Manual provides guidance for HHS employees and invitational 

travelers on reimbursable miscellaneous expenses incurred during official travel. Each type of 

miscellaneous expense will be reported as a separate line item on the travel voucher, indicating the 

amount and dates when incurred. Unless otherwise specified, receipts are required only when the 

individual expense is greater than $75. 

Miscellaneous Expenses per the HHS Travel Policy Manual include: 

• Hotel taxes: GSA does not include hotel taxes in the lodging rates that are issued as part 

of the per diem rates for the continental U.S. Hotel taxes are a miscellaneous expense 

item. Travelers are required to request exemption from state and local taxes where 

applicable. When the tax exempt option is available and used, the completed form is 

required to be attached to the traveler's voucher. Lodging taxes should not be claimed 

when the tax emption form is used.

• Business and Personal Telephone Calls: Refer to Staff Manual Guide 2343.2 to 

determine the maximum allowable reimbursement for telephone calls home. Also 

addresses Pre-Paid phone cards, Employee-Owned Personal Communication Devices, 

Internet Fees, Wireless access (internet fees), Airport/airplane internet fees.

• Laundry, Dry Cleaning, and Pressing of Clothing

• Baggage Fees

• ATM Fees/International Transaction fees for foreign withdrawals

• Trusted Traveler Programs and PreCheck (TM) Custom’s and Border Protection’s (CBP) 

Trusted Traveler Programs 

• Emergency and Other Authorized Miscellaneous Expenses 

1.4.3.3 - Special Travel Situations 

See HHS Travel Policy Manual section 5.4 for guidance regarding special travel situations including 

the use of annual and compensatory leave.

1.4.4- Transportation Allowances/Expenses 

1.4.4.1– Transportation Expenses 

Section 4.1 of the HHS Travel Policy Manual provides guidance for FDA/HHS employees, invitational 

travelers, and OpDiv/StaffDivs regarding allowable transportation expenses for TDY travel. General 

Transportation Expenses topics include:

• Transportation Method and Routing
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• Transportation Gratuities: Limited to 15% of the charge for service. If there is no service 

charge, the limit for tips is $5. 

• Procuring Common Carrier Transportation

• Mandatory Use of Contract Fares and When Contract Fares May Not Be Used. Refer to

Federal Travel Regulation (FTR) 301-10.107 and 301-10.108 for additional information.

• Use of Privately Owned Vehicles (POVs), Rental Cars, and Other Special Conveyances

 

1.4.4.2 -Authorization Of A Per Diem Allowance At The Official Station Or Within 

The Local Transportation (Formerly Local Travel) Area 

Section 4.2 of the HHS Travel Policy Manual provides guidance regarding the authorization of a per 

diem allowance in conjunction with official business that takes place at the employee’s official 

station or within the HHS defined local transportation (formerly local travel) area. It also applies to 

officers of the Commissioned Corps U.S. Public Health Service. Local transportation expenses do not 

require a no-cost travel order. Topics include:

• Criteria for Determining Allowable Local Travel Transportation Expenses

• Non-Reimbursable Local Travel Transportation Expenses

• Reimbursable Local Travel Transportation Expenses

1.4.5 - FURLOUGH GUIDANCE 

1.4.5.1 - Ethics Rules During a Shutdown 

As federal employees--furloughed or not—you are still governed by the provisions set forth in 

the Standards of Ethical Conduct as well as the Hatch Act and other federal laws.

Things to Know:

• When seeking outside employment, no prior approval is required if not intending to 

work for a prohibited source. If you’re seeking outside employment with a prohibited 

source, you must receive prior written approval. 

• If you are substantially involved in the acquisition/disposal of real estate at GSA, 

please see GSA Supplemental Standards of Ethical Conduct (5 C.F.R. 6701.104).

• You cannot receive compensation for teaching, speaking, or writing that relates to 

your official duties.

• You cannot represent another person before any federal agency, department or 

court except for yourself, spouse, parents and children (18 U.S.C. 205).

• You cannot receive compensation from anyone else for their representational 

services before any federal agency, department, or court that is provided by another, 

including an employer (18 U.S.C. 203).

• You cannot use your official title to imply the government sanctions or endorses your 

personal activity.

• All gift rules still apply. 

• The Hatch Act rules still apply. Visit the Hatch Act Update GSA InSite page for an 

overview and more information regarding the Hatch Act.
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• Standards of Ethical Conduct for Employees of the Executive Branch, GSA

Supplemental Standards of Ethical Conduct, as well as the conflict of interest statutes 

still apply. 

• All media inquiries regarding your professional capacity, or GSA business, including 

speaking engagements, must be referred to the GSA Media Affairs team by 

emailing press@gsa.gov oryour Regional Public Affairs Officer if you're located in a 

regional office.

If you have any questions about your ethical obligations during the government shutdown, 

please contact GSA Ethics Law Staff at 202-501-0765 or your Regional Counsel. Find general 

furlough information in the OPM's Pay & Leave Furlough Guidance.

1.4.5.2 – Travel During A Lapse In Appropriations 

Section 13 of the HHS Travel Policy Manual provides instructions and information concerning 

transportation and other expenses incident to travel in the event of a Lapse in Appropriations 

for HHS.

Travel in the event of a Lapse in Appropriations often involves unique or extraordinary travel 

scenarios for Federal employees and those traveling on behalf of HHS. However, all travel must 

be conducted in accordance with the FTR. 

The policy guidance FAQs are intended to address those scenarios that occur most often, but it 

does not address every possible scenario. 

Due to the fluid nature of a lapse in appropriations, visit the PCS website for the most recent 

information related to travel in the event of a lapse in appropriations.

During a lapse in appropriations, the Federal government may enact an Emergency Furlough. 

During an Emergency Furlough, the Office of Personnel Management (OPM) may issue guidance 

related to travel for employees impacted by an administrative furlough. 

FDA Shutdown FAQs are contained in Exhibit 1-2; additional guidance may be found on OPM’s 

Shutdown Furlough Guidance webpage.

1.5 – Vehicle Accidents Immediate Action – 

• Render first aid. If you are injured, obtain emergency treatment. 

• Contact police.

• Report the accident to your supervisor as soon as possible.

1.5.1 – Government-Owned Vehicle (GOV) 

Each GOV used for district operations should be furnished with a GSA Fleet Vehicle Packet (Exhibit 1-3) 

with a Fleet Vehicle Accident Kit-GSA 1627 (Exhibit 1-4). The US Government is self-insured and 

additional information can be found on the Fleet Vehicle Accident Kit.

1.5.1.1 – Information to be Obtained 

• Description of vehicles involved, including license numbers

• Name, address and other pertinent information about drivers and owners of other vehicles; 

exchange state driver license information if possible
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• Names, addresses and signed statements of witnesses

• Names, official affiliation of investigating police officers 

• Photographs of the scene and the damage

• Make no statements as to responsibility for the accident, except to your supervisor or 

investigating official.

1.5.1.2 – Reporting 

Report the accident to the police after rendering emergency first aid to the injured. Telephone your 

supervisor and the chief of the motor pool from which the vehicle is assigned, unless your supervisor 

advises you the district will handle it. Report the accident to the GSA Accident Management Control 

Center (Accident Management Center (AMC) | GSA) Call (866) 400-0411, and select option 2.

• Complete the following forms and submit as required: 

o "Motor Vehicle Accident (Crash) Report" (SF-91) (A blank copy of this form should 

be kept in the glove compartment)

o Copy of a traffic regulation or ordinance which was violated

o Results of any trial or disposition of summons if any arrests were made or charges 

referred.

o "Claim for Damage, Injury, or Death" (SF-95) or other written notification of an 

incident accompanied by a claim. (SF-95 or statement constituting a claim must be 

date-stamped by the office initially receiving the claim to document the exact date 

the claim was received.) To be completed by claimant or non-government 

employee.

o Investigation Reports and Policy Reports

o “Statement of Witness” (SF-94)

o Itemized receipt of payment for necessary repairs or two itemized written estimates 

of cost of repairs

o Statement listing date of purchase, purchase price and salvage value where repair is 

not economical

o Photographs of damage and/or scene of accident if available

• File reports to comply with all local and state laws dealing with accident reporting. Keep 

copies of all reports made and attach them to the federal accident report.

• Check with your personal insurance carrier for their requirements.

• Immediately submit to your supervisor any notice, summons, legal paper or claim, 

which may subsequently arise from the accident. 

• Check with your supervisor or administrative staff to determine if additional reports or 

information are needed.

• Submit completed claims package electronically to the FDATortClaims@fda.hhs.gov emailbox or by inter-office mail or by the U.S. Post Office to the FDA Fleet Manager, 

Logistics and Transportation Management Branch, 10903 New Hampshire Ave, Bldg. 71, 

Room 2132, Silver Spring, MD 20993. 
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Tort claims must contain the completed SF-91 (Motor Vehicle Accident Report) and the -SF-95 

(Claim for Damage, Injury, or Death). Notify the ORA Fleet Operations Manager of the accident via 

email at ORAFleetManager@fda.hhs.gov.

See also: FDA Fleet Vehicle Risk Management: Motor Vehicle Accidents/Incidents for additional 

information.

1.5.1.3 – Liability 

The Federal Drivers Act (28 U.S.C. 2679(a)-(e)) was enacted to protect government drivers from 

personal liability while driving within the scope of their employment. This means you must be on 

official business to be covered. It relieves you from the burden of acquiring private automobile 

liability insurance for driving while on the job. The government's exclusive liability provided by this 

Act is predicated on its status as employer, without regard to whether the vehicle involved is 

government owned or privately owned.

The Military Personnel and Civilian Employees' Claim Act of 1964 allows for claims against FDA by 

employees, provided the loss or damage was within the scope of their employment and the 

employee (claimant) is free of negligence regarding those losses (See IOM 1.5.1.3.1). The Federal 

Tort Claims Act provides for claims generally coming from outside the Agency where the activities of 

the Agency or specific individual employees are negligent and cause death, injuries, or property loss 

or damage (See IOM 1.5.1.3.2). 

Claims should be submitted through your Administrative Office electronically to the 

FDATortClaims@fda.hhs.gov email box via the Outlook mailbox or through regular mail to the FDA 

Fleet Manager, Logistics and Transportation Management Branch, 10993 New Hampshire Ave., 

White Oak Bldg. 71, Room 2132, Silver Spring, MD. 20993. The claim will be reviewed and forwarded 

to the Office of the General Counsel, (OGC) for determination. The claimant will be notified by the 

OGC.

1.5.1.3.1 – Military Personnel and Civilian Employees’ Claim Act of 1964 

Documentation and information are to be submitted as follows for military personnel and 

civilian employees' claims under the Military Personnel and Civilian Employees' Claim Act of 

1964.

1.5.1.3.2 – Tort Claims 

Tort Claims can be filed by any individual who states that they have suffered personal injury or 

property damage or loss resulting from the action of an FDA employee or Commissioned Officer 

who was acting within the scope of employment.

1.5.1.3.2.1 – Property Damage or Personal Injury 

"Claim for Damage, Injury, or Death" (SF-95) or other written notification of an incident 

accompanied by a claim. (SF-95 or statement constituting a claim must be date-stamped by 

the office initially receiving the claim to document the exact date the claim was received.)

• Investigation Reports and Policy Reports 
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• “Statement of Witness” (SF-94)

• Itemized receipt of payment for necessary repairs or two itemized written 

estimates of cost of repairs

• Statement listing date of purchase, purchase price and salvage value where repair 

is not economical

• Photographs of damage and/or scene of accident if available

1.5.2 – Privately Owned Vehicle (POV) 

The Federal Employees’ Compensation Act (Workmen’s Compensation) protects employees against 

losses due to personal injuries received while operating POVs on official business.

Under the Federal Driver’s Act [28 U.S.C. 2679(a)-(e)], you are immune from any civil liability to other 

parties for property damage, personal injury, or death resulting from operation of a vehicle within the 

scope of your employment. This immunity applies whether the vehicle involved is a GOV or POV. The 

government would defend any such claim or suit and would pay any damage award to the injured party.

If an accident was caused by your negligent operation of a vehicle, and your vehicle is damaged, the cost 

of repairing your vehicle will not be paid for by the government. You should look to your own private 

insurance carrier for reimbursement, payable under the terms of your own automobile insurance 

policy. You are protected from liability by the Federal Drivers Act. See IOM 1.5.1.3 for further 

information on this.

If the accident is determined not to have been caused by your negligence, the provisions of the Military 

Personnel and Civilian Employees' Claim Act of 1964 (31 U.S.C. 240-243) would be applicable. Under this 

Act, you would be reimbursed for the deductible portion of the repair not covered by your own 

automobile insurance policy, up to a maximum of $250.00 deductible. (You may also collect from the 

other party's insurance.) Form HHS-481, Employee Claim for Loss or Damage to Personal Property, 

should be obtained, completed, and submitted electronically to the FDATortClaims@fda.hhs.gov

Outlook e-mailbox or through regular mail to the FDA Fleet Manager, Logistics and Transportation 

Management, 10993 New Hampshire Ave., White Oak Bldg. 71, Room 2132 Silver Spring, MD 20993 

with evidence establishing that the use of a POV was authorized for official purposes and that the 

accident was not caused by your negligence.

Liability - see IOM 1.5.1.3.

Reporting - Report vehicle accidents as instructed in IOM 1.5.1. 

1.5.3 – Rental Vehicle 

1.5.3.1 – Reporting 

Report the accident to the police after rendering emergency first aid to the injured. Telephone your 

supervisor as soon as possible. Follow IOM 1.5.1.1 to obtain the necessary information (e.g. 

description of vehicles involved, license plate numbers, pertinent information about drivers and 

owners of other vehicles, etc.)
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Contact the car rental company to report the accident. Even if the damage to the rental vehicle 

appears to be minor, do NOT drive the rental vehicle from the scene unless you have contacted the 

rental car company and have obtained permission to do so. 

• If the rental car company, other driver(s) involved, or other parties inquire about the 

requirements for filing a tort claim or personal property claim, provide them the "Claim for 

Damage, Injury, or Death” (SF-95). Provide the SF-95 to all customers (e.g. other drivers, 

their insurance company, rental car company) by following the Example Email 

Communication to Claimant Regarding Form SF-95 Submission (Exhibit 1-5). All claimants 

will return their SF-95 forms to you for submission with the tort claims package.

o If possible, capture the date FS-95 forms are returned to you. If the form is returned 

via email, save a copy of the email and submit a copy of the email with the claims 

package.

• In addition to SF-95 forms, the following documents (as applicable) must be included in the 

claims package:

o “Motor Vehicle Accident (Crash) Report" (SF-91)

 Note: Since the accident did not involve a GSA fleet vehicle, sections X1 

through XIII will not be completed.

 SF-91 must be reviewed and signed by your supervisor. 

o “Statement of Witness” (SF-94), if any, or equivalent written statement.

o Two repair estimates for claimant’s vehicle

o Copy of claimant’s receipts

o Police Report

 If you do not have a police report, you must explain why.

o Pictures of damages to rental vehicle

o Pictures of damages to claimant’s vehicle

• Submit completed claims package electronically to the FDATortClaims@fda.hhs.gov emailbox or by inter-office mail or by the U.S. Post Office:

FDA Fleet Manager, Logistics and Transportation Management Branch

10903 New Hampshire Ave, Bldg. 71, Room 2132

Silver Spring, MD 20993.

You will submit the claims package as described above even if you do not have SF-95 forms returned 

to you by the applicable claimants. Do not delay submission of the tort claims package. Explain 

which documents are not being submitted and why at the time the claims package is submitted to 

the Tort Claims Office. Missing documentation can be submitted as they become available (e.g. SF95, police report)

Tort claims must contain the completed SF-91 (Motor Vehicle Accident Report) and the -SF-95 

(Claim for Damage, Injury, or Death). Notify the ORA Fleet Operations Manager of the accident via 

email at ORAFleetManager@fda.hhs.gov. 

1.6 – Transportation Section 4.2.5 of the HHS Travel Policy Manual provides guidance for FDA/HHS employees, invitational 

travelers, and OpDiv/StaffDivs regarding modes of travel- public, private, government and rental.
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Your agency must select the method most advantageous to the Government, when cost and other 

factors are considered. Under 5 U.S.C. 5733, travel must be by the most expeditious means of 

transportation practicable and commensurate with the nature and purpose of your duties. In addition, 

your agency must consider energy conservation, total cost to the Government (including costs of per 

diem, overtime, lost work time, and actual transportation costs), total distance traveled, number of 

points visited, and number of travelers”. 

1.6.1 – ORA Government-Owned Vehicle (GOV) 

GOVs for district operations are furnished by the regional GSA motor pool office. GOV users should 

follow the district operating procedures in effect for the appropriate GSA motor pool. Each district has 

an assigned Fleet Operations Representative that can answer general GOV questions as needed.

Vehicle Operation - You are required to have a valid state, District of Columbia, or commonwealth 

operator's permit for the type of vehicle to be operated, and a valid DHHS identification document (i.e., 

Agency ID card, credentials, building pass, etc.).

Each district has working arrangements for the repair and maintenance of vehicles, either with GSA 

contractors or the GSA Fleet. It is your responsibility to adhere to those safety and maintenance checks. 

Do not operate cars known to be mechanically unsafe. Handle emergency repairs in travel status in 

accordance with your district and GSA motor pool procedures. 

Purchase fuel and oil for your GOV with GSA Wright Express (WEX) Credit Cards. GSA WEX Credit Card

receipts are to be turned into the GSA regional motor pool servicing your location. Follow your district 

procedure for submitting GSA WEX Credit Card receipts. Make emergency purchases with cash only 

when the GSA WEX Credit Card is refused. You also have the option to contact GSA’s Maintenance and 

Control Center (MCC) which provides GSA Fleet customers and vendors with one-stop service for 

mechanical repairs. The MCC provides authorization for repairs and services over $100, or for any tire 

and battery replacement, regardless of cost. Please consult your local Fleet Operations Representative 

and/or Fleet Vehicle Custodian and supervisor for specific instructions and guidance.

To contact the MCC, call 1-866-400-0411, and follow the menu options. The GSA Fleet Vehicle 

Assistance Card can be printed and carried with you for reference (Exhibit 1-6). 

You are responsible for all traffic violations, including parking fines, you incur during the use and 

operation of a GOV. See Staff Manual Guide (SMG) 2173.1, Section Attachment D 1.H.

While traveling on official business, you may be reimbursed for parking fees or overnight storage 

charges. Provide for the safe and proper overnight storage of GOVs while you are in travel status and 

put the charges on your travel voucher. Receipts are required when available.

Bridge, ferry and road tolls may be paid in cash. Put these charges on your travel voucher. Receipts are 

only required for amounts over $75.00.

FDA Fleet Vehicle Operator Training: Prerequisite for GOV operation
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FDA Fleet Vehicle Operation: Use and Care of Government Vehicles

GSAFleet2Go 

GSAFleet2Go is a mobile app for General Services Administration Fleet drivers to supply 

maintenance and repair, Fleets Service Representatives, preventive maintenance and recall 

reminders, accident reporting, and other relevant Fleet info.

1.6.1.1.1 – Care and Custody of U.S. Vehicles 

GSA has issued instructions on the use and protection of U.S. Government vehicles, GSA WEX 

Credit Card, and car keys. The parts of these instructions applicable to you while the car is in 

your custody are:

• The car should be locked when parked in public areas, in private lots, or in open 

government parking areas.

• The vehicle operator is responsible for the keys and WEX card. They should be returned 

to the Fleet Operations Representative and/ or Fleet Vehicle Custodian’s office or 

KeyTrak system (if installed) and secured in a locked environment daily/nightly. These 

items should be kept in a safe place in the office if the vehicle is stored at a location 

other than assigned FDA GOV storage. 

• It is permissible to turn over a GOV to either parking lot attendants or valet parking 

attendants who must park the vehicles at locations where the drivers/operators are not 

permitted to park the vehicles themselves when no self-parking options are available. 

You must remove the WEX credit card from the GOV, keep it secure when handing the 

vehicle off to the valet or parking attendant, and keep it with you in a safe place. 

• The credit card may only be used to purchase fuel and vehicle lubricants or other vehicle 

appropriate items listed on the back of the card for the vehicle identified, and not used 

for other vehicles.

• Before signing a service ticket, check for accuracy. Be sure the imprinted address is 

legible and write the vehicle mileage (odometer reading) on the ticket. Submit a copy or 

original to the Fleet Operations Representative or Fleet Vehicle Custodian for your 

appropriate district for monthly reporting requirements. 

• Odometer readings can also be reported by using Get Odometer Reading at the Pump 

(GORP) when time to refuel a vehicle. 

• Filling the government-owned vehicle with fuel is the responsibility of the authorized 

driver. Follow district guidelines for submitting fuel receipts. 

• The use of tobacco products is prohibited in government-owned or commercial leased 

vehicles.

• In accordance with Executive Order 13513, “No Texting While Driving”, federal 

employees shall not engage in text messaging (a) when driving GOV, or when driving 

POV while on official government business, or (b) when using electronic equipment 

supplied by the government. 

Refer to the HHS Program Support Center Fleet Management Resources website for more 

information.
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1.6.1.1.2 – Use of a GOV between Your Residence and Place of Employment 

No FDA/ORA employee shall use a GOV for transportation between their home and place of 

employment without the expressed written approval of the Secretary of Health and Human 

Services. Requests for Home-To-Work Authority must be submitted in writing by the supervisor 

of requesting individual to the ORA Fleet Operations Manager. See also: Staff Manual Guide 

2173.1 and FDA Fleet Vehicle Operation: Home-to-Work Policy for Use of Government Vehicles. 

Vehicles assigned to or purchased or leased by FDA are intended for official business as 

authorized by Federal Management Regulation 102-34.220. FDA motor vehicles are not 

provided for the convenience of FDA employees. 

Official business shall be interpreted strictly and shall not be construed to encompass the 

mingling of official business with non-official business. Official business is defined as those 

activities conducted during duty hours, which are considered an official part of the employee’s 

assigned duties. Non-official business for which the use of Government owned or commercially 

leased/rented vehicles is illegal includes, but is not limited to such activities as:

• Attending to personal business

• Attendance at luncheons or other social engagements

• Pleasure trips; etc.

Any employee of the Federal Government who willfully uses or authorizes the use of any 

Government-owned or commercially leased/rented vehicle for other than official purposes shall 

be suspended from duty by the office concerned, without compensation for not less than 30 

days and shall be suspended for a longer period or summarily removed from office if 

circumstances warrant.

Government vehicles should only be used when it is: (1) the least costly method of 

transportation available (considering the value of employee time and actual transportation 

costs) or (2) when no other practical method of transportation is available considering the 

mission to be performed; the location; and any equipment needed to be transported to support 

the mission. 

The Daily Log of Government Vehicle (Form FDA-3369) must be maintained by all approved 

persons using a GOV, assuring that all items indicated on the form are completed for each trip. 

The DHHS now requires that each approved person taking a GOV home, must indicate the 

location of their residence in Column 10 on the FDA-3369. 

The Daily Log must be kept for at least a period of three years and must be available for audit 

purposes. Please work with your Fleet Operations Representative and/or Fleet Vehicle 

Custodian to get the completed FDA-3369 forms uploaded to the appropriated vehicle on the 

Fleet Management Program (FMP) SharePoint site. If you need access to the site for uploading 

the form, please email the ORA Fleet Operations manager at: ORAFleetManager@fda.hhs.gov. 
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1.6.1.1.3 – Roadside Assistance for U. S. Vehicles 

For situations that may require emergency towing, changing flat tires, or lock-out service, the 

following options are available:

• For roadside assistance from Monday through Friday from 7:00 AM to 8:00 PM ET, 

contact GSA Fleet MCC at 866-400-0411, choose option 1. 

• For roadside assistance outside of the timeframe listed above, roadside assistance is 

offered by the manufacturers for vehicles under warranty. The contact for specific 

manufacturers can be found at GSA Roadside Assistance. 

1.6.2 – Privately Owned Vehicle (POV), Rental Vehicle, and Other Special 

Conveyances 

See HHS Travel Policy Manual section 4.1.10. 

1.6.2.1 – Privately Owned Vehicle (POV) 

On official business, you may use your POV instead of a GOV, if authorized. However, 

reimbursement for mileage will not exceed the cost of using a GOV. Mileage is payable to only one 

employee when two or more employees travel in the same vehicle on the same trip. The employee 

claiming reimbursement will list on the voucher the names of other passengers accompanying him 

or her. See current POV Mileage Reimbursement Rates. 

You should carry a set of government accident reporting forms whenever you use your POV for 

official business. See IOM 1.5 for accident reporting requirements.

In general, the mileage allowance is in lieu of all expenses of operating your POV, except tolls. 

Unless otherwise authorized, reimbursement is limited to the cost of travel by common carrier. 

Standard highway guide mileage may be used in lieu of odometer readings for direct travel from one 

town to another. Explain any extra mileage on your travel voucher. 

According to HHS Logistics Management Manual, HHS employees and contractors may use their 

POVs for official purposes when it is considered to be advantageous to HHS. Employees and 

contractors authorized to use POVs for official duties are entitled to reimbursement, per miles 

driven, based on GSA’s annual rates.

Please Note - HHS employees and contractors who use POVs should inform their insurance 

companies that their vehicles are being used for official purposes. An HHS employee or contractor 

assumes full financial liability when using a POV for official purposes.

1.6.2.2 – Rental Vehicle 

GSA and the Department of Defense (DOD) both provide employees with a nationwide commercial 

auto rental program. Agency policy dictates leasing the least expensive auto to satisfy the 

transportation requirements. If a rental vehicle is determined to be the most advantageous mode 

for travel, there must be specific written authorization or prior approval to obtain this service. See 

your Administrative Officer for additional information and necessary form to be uploaded into ETS. 
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When an employee is authorized in advance to hire a rental vehicle for official travel, the employee 

may use the rental vehicle for official purposes while at the TDY station, including travel to and from 

restaurants near the work site or hotel. Employees should be aware that the Government will deny 

liability for any loss or damage to a vehicle rented for official business purposes using a government 

travel charge card if that loss/damage arises from activities outside the scope of official business 

travel. Refer to the HHS Travel Policy Manual section 4.1.10.2 (Rental Vehicles) for more information 

rental car fuel, usage, default rental car size, responsibility for violations, etc.

Optional Collision Damage Insurance, known as CDW, will not be reimbursed for domestic travel. 

Participating rental companies have agreed to settle any claim for damages with the FDA. CDW is 

required for foreign travel and will be reimbursed. The government will not pay or reimburse you 

for Personal Accident Insurance (PAI) for domestic or foreign travel.

Travelers are required to adhere to the same rules and regulations covering government owned 

vehicles when using a rental car while on official business.

1.6.2.3 – Public Transportation 

Public transport (also known as public transportation, public transit, or mass transit) is a system of 

transport for passengers by group travel systems available for use by the general public unlike 

private transport, typically managed on a schedule, operated on established routes, and charge a 

fee for each trip. Examples of public transport include city buses, trolleybuses, trams (or light rail) 

and passenger trains, rapid transit (metro/subway/underground, etc.) and ferries. Public transport 

between cities is mostly conducted by airlines, coaches, and intercity rail.

Public transportation should be used when practical between points where official business is being 

conducted and employees may be reimbursed for use of public transportation when using to 

conduct official government business.

1.6.2.4 – Bus 

There are no government-preferred providers for bus service. If a traveler wishes to use bus as a 

means of common carrier transportation, it requires pre-authorization by the AO. Refer to the HHS 

Travel Policy Manual section 4.1.10.3 (Buses) for more information.

Shuttles/buses are an optional mode of transportation between sites when on TDY travel (e.g., 

between residence and carrier terminal, place of lodging and temporary work site, carrier terminal 

and place of lodging). Reimbursements for use of shuttles/buses in these instances will only be 

allowed when authorized on your TA. Use of a shuttle or bus for domestic local travel between sites 

(examples above) does not require supporting documentation to be uploaded in your TA. These 

transportation costs must be broken down into daily expenses. Receipts are mandatory if cost is 

over $75.00.

Per the HHS Travel Policy Manual section 4.1.3 (Transportation Gratuities), tips to a taxi, shuttle 

service, or courtesy transportation driver are limited to 15% of the charge for service. If there is no 

service charge, the limit for tips is $5. Employees are expected to make maximum use of courtesy 

transportation (e.g., free airport/hotel shuttle service) in lieu of incurring charges for the same 
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transportation. Transportation Gratuities should be listed as a miscellaneous expense on the Travel

Voucher. 

1.6.2.5 – Other and Special Conveyances for Transportation 

Refer to the HHS Travel Policy Manual section 4.1.10.4 for more information on other types of 

conveyances such as public transportation (e.g. subway, train, ferry). TA and receipt requirements 

for public transportation between sites when on TDY travel are the same as described above for 

shuttles/buses (IOM 1.2.2.3). 

1.6.2.6 – Authorization of and Reimbursement for the Use of Transportation 

Network Companies 

In practice, employees shall consider courtesy shuttles, public transportation, multiple party 

transportation, and taxicabs before using a Transportation Network Company (TNC). Some fees

particular to TNCs such as "surge" or "peak hour" fees shall not be reimbursed.

Refer to the HHS Travel Policy Manual section 4.1.10.5 and Understanding Transportation Network 

Companies for more information.

TA and receipt requirements for TNCs between sites when on TDY travel are the same as described 

above for shuttles/buses (IOM 1.2.2.3). See IOM 1.2.2.3 for more information on allowable 

transportation gratuities/tips.

1.6.2.7 – Taxi 

Reimbursements for the use of taxicabs will only be allowed when authorized on your TA. Allowable 

tips are 15% of the reimbursable fare. Receipts are required for fares over $75.00.

You will be reimbursed for the usual cab and/or airport limousine fares plus tip from your 

home/office to the common carrier terminal on the day you depart on an official overnight trip, and 

upon your return. In lieu of cab, you may use your personal car at a mileage rate not to exceed the 

cab fare plus tip. See your administrative personnel for current mileage rates, the maximum 

allowable taxicab fares, and other pertinent details.

1.7 - Media Interactions During Inspections The inspectional and investigational activities of the FDA receive extensive coverage in online/social, 

electronic, broadcast and print media. ORA field inspectional staff are occasionally requested by the 

media to comment or provide information on their individual inspectional activities. Such requests can 

include being interviewed and filmed during inspections, investigations and sample collections. If media 

representatives contact you, be courteous and helpful, but refer all requests for information, interviews 

and personal appearances to your supervisor. Those requests must be approved in advance and should 

be referred to ORApress@fda.hhs.gov for coordination with FDA’s Office of Media Affairs. 

Remember that you are always on the record, even during your initial contact with a reporter. Never tell 

a reporter you have to obtain clearance first; instead, obtain contact information, topic/questions and 

response timeframe for follow-up with the ORA Press Team. A request for information and a request for 
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an interview should be treated the same way. When fielding a question(s) in person at an event or via 

the telephone if the person asking questions does not first identify themselves as a member of the news 

media, it is ok for you to ask if they are a member of the news media. If they are not a member of the 

news media then follow existing protocol to direct people to the appropriate location at the FDA’s 

website, www.fda.gov for the most up to date information on any topic.

The reason you should ask if the person is a member of the media is to ensure that any message shared 

with the public via a news organization is the latest vetted messages that have undergone close 

coordination with our scientific and policy experts at FDA headquarters.

Do not solicit media interviews or on-camera appearances. There may be occasions when management 

of a firm you are inspecting invites representatives from the news media to observe the inspectional 

process. Please see IOM 5.1.4.3 for instructions on how to appropriately handle such events.

. 

1.7.1 – Media Resources 

• ORA Media Engagement

• Mobile Support Instructions pdf (Exhibit 1-7)

• ORA Media Fact Sheet

• Media Tip Card (Exhibit 1-8)

• Media Preparedness Training

• ORA Media SharePoint Links

• Contact: ORApress@fda.hhs.gov

• Office of Media Affairs Contacts

• ORA Media Engagement Communications Toolbox

1.8 - Equipment You are responsible for the proper acceptance, use, protection, and surrender of any Government 

property assigned to your custody or control; you may be held liable for violations of such responsibility 

when they result in losses to the Government. The Personal Property Management Program (PPMP)

oversees the integrity, proper use, and safe guarding of equipment. 

Per PPMP policy:

• Accept property only when properly assigned to you and do not remove any property without 

consent.

• Do not use, or permit any other person to use, FDA property for any purpose other than official 

use.

• Coordinate the disposition of all property through the PPMP or the Center/Office Accountable 

Property Officer (APO). 

• An employee leaving any jurisdiction shall return any property or account for all personal 

property and other items for which personally responsible.

• Assure proper care of property entrusted to you (safe parking for vehicles, keeping inspectional 

and investigational equipment securely locked in the trunk of the car, not leaving valuable 

equipment in the car's trunk while the car is in for servicing, not leaving electronic 
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equipment/computers in the trunk of the car for extended periods in extreme hot or cold 

weather conditions, storing all property in safe, secure areas...)

All FDA property related questions should be directed to your supervision who will then reach out to the 

Property Custodial Officer or the Center/Office’s APO. 

For lost or stolen equipment, immediately contact your supervisor, the FDA IT Security Operations 

Center and your foreign travel trip planner as applicable if you suspect lost, misplaced or stolen 

equipment (e.g., Blackberry, laptop, Ironkey, cell phone, etc.) that contains personally identifiable 

information (PII) such as a person's home address or social security number, or other sensitive nonpublic information. Using the IT Security Incident Checklist (Exhibit 1-10) as a guide, immediately contact 

the FDA Systems Management Center at:

• Email: FDA_Systems_Management_Center@fda.hhs.gov

• Toll Free Number: 855-5FDA-SMC (855-533-2762)

Additionally, a memorandum should be prepared detailing

• the circumstances surrounding the loss

• a full description of the article including FDA barcode/tag/serial number as available

• the comprehensive steps you took to recover the item(s)

In the case of theft, obtain a police report and provide a copy of the report within two days of the 

incident.

Follow your District procedures for any additional requirements.

Responsibilities for government property in your custody are also outlined in the Staff Manual Guide 

2280.5. 

1.8.1 - EQUIPMENT CARE/CALIBRATION 

First-line maintenance rests with you as the custodian of the items entrusted to you. Generally, common 

sense and handling the equipment as if it belonged to you, should suffice, such as in equipment that 

requires little or no maintenance as such, other than dusting, replacing batteries and bulbs, making 

minor adjustments, properly packing in carrying cases, and proper protection as necessary. 

Needed repairs, defects, or inoperative equipment, should be immediately reported to your supervisor. 

When in travel status, necessary minor repairs to equipment may be obtained locally, if possible, and 

reimbursement claimed on your travel voucher. Major repairs should be cleared through your 

supervisor.

You are responsible to assure equipment assigned to you is calibrated for accuracy prior to using in 

inspectional activities. This includes thermometers, pyrometers, balances, scales, stopwatches, etc. 

Thermometers are used for evidence development during inspectional activities to enforce the Federal 

Food Drug and Cosmetic Act and other statutes in the specific ORA programs. Refer to SOP-000735 

Thermometer Maintenance Procedure, in the Quality Management Information System (QMiS), for 

details.
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Stopwatches may be calibrated using the atomic clock at the U.S. Naval Observatory in Washington D.C., 

using the commercial numbers at (202) 762-1401 or (202) 762-1069. Calibrate stopwatches at several 

different time intervals within the expected parameters of use. At least three runs should be made at 

each interval, then averaged for each interval and the correction factor, if any, entered on the record of 

calibration maintained with the watch. Calibration of your computer's internal clock can be obtained 

from the same source. Information and software is also available on the U.S. Naval Observatory's 

Website. For more detailed stopwatch/timing devices calibration instructions, see the National Institute 

of Standards and Technology (NIST) procedure SOP 24. 

1.8.2 – INFORMATION TECHNOLOGY (IT) DEVICES/EQUIPMENT 

FDA's IT Hub provides FDA employees with the latest IT news, updates, and informational resources 

about technology services, programs, systems and applications used agency wide.

1.8.2.1 - FDA Information Systems Security and Privacy Guide 

Documents FDA control parameters and consolidates and aligns FDA IT Security Policies with 

requirements and standards. This document is an addendum to the Staff Manual Guide 3251.12 and 

establishes comprehensive IT security and privacy requirements for the FDA IT security program and 

information systems.

1.8.2.2 - FAQs 

Refer to this site for information on telework, lost/stolen IT equipment, virtual meetings, etc...

1.8.2.3 - Mobile Devices Security Awareness 

At FDA, a "Mobile Device" is an interactive mobile computing device, such as BlackBerry devices, 

laptops, and mobile phones with text capabilities. These devices can be used remotely and used 

both in and out of the Agency. If you have a mobile device for work or personal use, make sure to 

protect both the machine and the information it contains. 

Examples of mobile devices include: 

• Laptops, tablets, and iPads 

• iPods and MP3 players 

• Global Positioning System (GPS) satellite receivers 

• BlackBerry devices 

• Cell and smart phones 

• PIV Card Readers 

• Small (pocket-size) USB and FireWire (IEEE1394) hard drives 

• USB flash drives (also known as thumb drives) and other removable memory devices (flash 

memory, SD cards) 

Risks and Concerns with Mobile Devices: 

• Mobile devices often have removable memory cards that create the potential for data leaks or 

loss. 

• USB flash drives can be an immense source of data leakage. Thumb drives are easy to keep hidden 

because they are small. An employee with bad motives can easily slip one in and out of a facility,

stealing Gigabytes of data. 

• Centralized systems are not able to easily manage portable devices. 

• Putting adequate safeguards in place to check what data is coming and going can be difficult. 
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• Mobile device breaches are often more difficult to detect than non-mobile breaches because users 

may not know about the loss for days or weeks. 

• Social media applications and other applications can pull more information than intended. 

Personal information including your location, phone number, and address can be revealed. Be 

cautious and check the permissions of an application before it is installed. 

Reporting an Incident: Report an incident to the FDA IT Security Operations Center if you suspect 

lost, misplaced, or stolen equipment (e.g., cell phones, laptops, badges, documents/paperwork, etc.) 

or if you believe there has been a Personally Identifiable Information (PII) Breach. Consult the FDA 

Reporting a Security Incident page for more information. 

• Do NOT put FDA information on your personally owned mobile and portable devices. 

• Keep an eye on your equipment at all times and report lost or stolen equipment by Reporting an 

Incident to the FDA Cybersecurity Operations Center immediately. 

• Use FDA-approved mobile devices and media with encryption on FDA systems. 

• Do not use personal flash drives or thumb drives in FDA equipment. 

• FDA now offers a secure flash drive, called the IronKey. 

• Do not place non-FDA-owned or authorized portable devices on FDA networks or sync to FDA PCs 

without prior written authorization from the FDA CISO. "It is against FDA Policy to connect any 

personal IT equipment (including laptops, printers, etc) to the FDA network or to FDA equipment." 

Only Agency approved mobile devices will be used with FDA data or the FDA network. All mobile 

devices shall be marked with appropriate FDA property tags. 

Encryption is a process that transforms plain text or data using a mathematical formula/algorithm 

and a "key" making it unreadable to an outside party. Only those that have the "key" can decrypt 

the data. The more extensive the key, the harder it is to solve the encryption. Encrypt all sensitive 

information including the following: 

• FDA information or data that is accessed remotely 

• Messages containing sensitive information that are sent outside of FDA's network 

The following MUST be encrypted: 

• Laptops or other mobile devices with sensitive information 

• Equipment that is transported and/or stored offsite 

1.8.2.4 - Risks of Connecting Personal Devices to the FDA Network 

Any personal or contractor-owned device that is connected to the network that is not authorized or 

does not meet government security standards is not allowed. Many types of personal devices could 

contain a vulnerability that could put the network at risk. Follow FDA/HHS policies and the HHS 

Rules of Behavior to help protect the FDA network. If you believe you may have accidentally 

connected a device to the network and/or feel malware has infected your computer, contact ERIC

immediately. Note that if your office purchases a USB drive or other device that is not on the Master 

Approved Technologies (MAT) list, you should not connect this device to the network. You can 

locate the MAT list of approved software, hardware and devices at Request-IT. 
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1.8.2.5 - Traveling outside of the US with Government Furnished Equipment 

1.8.2.5.1 - Use of Government Furnished Equipment (GFE) During Foreign Travel 

Before you bring FDA technology assets on international travel on behalf of the FDA, remember:

o If you do not need a laptop or iPhone, do not take it. This also applies to personal travel. 

o Carrying portable devices is discouraged, but not prohibited. Consult with ITForeignTravelSecurity@fda.hhs.gov if you plan to take portable devices on personal 

international travel. 

o Do not leave IT equipment unattended.

o Do not connect unauthorized IT equipment to your laptop or iPhone (i.e. thumb drives, 

hard drives, etc).

o USB thumb drives are prone to malware infections. Rewritable discs (i.e. CD-RW, DVDRW) and IronKeys are an excellent substitute to thumb drives.

o Loaner laptops and iPhones issued solely for international travel should NEVER be 

connected to the FDA network upon return.

o Return all FDA loaner IT equipment the next business day upon arriving back to the 

office.

o Contact IT-ForeignTravelSecurity@fda.hhs.gov for loaner equipment requests or 

questions. 

Effective October 2017, all FDA Federal Employees and contractors traveling or planning to 

travel to China and its territories (i.e., Hong Kong) on official business must attend a 

counterintelligence awareness briefing prior to making travel arrangements. The U.S. Embassy 

will not approve an eCC until this requirement is met. This eCC represents official approval from 

the U.S. Embassy for U.S. government employees to enter the country. This briefing should be at 

the level of your security clearance (unclassified for Public Trust holders or classified for SECRET 

or TOP SECRET clearance holders). The briefing is good for one year.

Remember that you have no expectation of online privacy in most countries. For that reason, 

you should be aware of the following items, whether you are traveling for business or pleasure.

o Expect that transmission of information is being intercepted and read at any location 

where networks are controlled by another government. Foreign network providers can 

disable mobile device encryption and then turn it back on after information is 

intercepted. How to protect the data: Do not process or transmit sensitive information. 

Do not take FDA or personal technology assets (laptop, iPhone, cell phone, etc) if you do 

not need them or connect to the FDA network via the virtual private network (VPN) or 

access FDA email (i.e. webmail or Outlook). Click here to view the FDA Information 

Systems Security & Privacy Guide (SMG 3251.12a) Appendix U: Mobile Equipment for 

Overseas Travel to Designated Countries.

o When overseas, foreign communication networks can intercept wireless device signals. 

Assume that all forms of communication with wireless devices are monitored and 

subject to compromise. Hacker software can be used to locate and connect to 

vulnerable Bluetooth-enabled cell phones, allowing address book information, photos, 

calendars, and SIM card details to be downloaded. Unauthorized long-distance phone 

calls could also be made using the hacked device. How to protect the data: Power off 

mobile devices when not in use and only use the Bluetooth function if absolutely 

necessary. (Do not use the Bluetooth function if traveling for business). Remove the 

battery from your mobile device and store it separately from the device.
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o Anywhere facilities (i.e. hotel) are controlled by another government, you should expect 

tampering with unattended electronic devices. Hotel rooms and safes are accessible by 

hotel staff and possibly local authorities. How to protect the data: Avoid leaving 

electronic devices unattended in a hotel room. If that is not possible, remove the 

battery, and hard drive as accessible, and store separately from the device.

o Be aware that public Internet kiosks and cafes are breeding grounds for malicious 

software that can capture private information (passwords, bank account or credit card 

numbers, phone numbers, names, etc). How to protect the data: Avoid connecting to 

public Wi-Fi hot spots and always use FDA provided systems and solutions using the 

Virtual Private Network (VPN) for remote access. Click here to view the FDA Information 

Systems Security & Privacy Guide (3251.12a) Appendix M: Remote Access. 

o When passing through airport security, watch your laptop and other equipment until it 

enters airport scanners.

o Do not check a laptop with your baggage.

Immediately report any suspected tampering, unauthorized use, loss or theft of any FDA asset 

to the SMC/Cybersecurity Operations at FDA_Systems_Management_Center@fda.hhs.gov or 

855-533-2762 (24x7).

1.8.2.5.2 Foreign Travel FAQs 

• Foreign Travel FAQs (pdf)

1.8.2.6 - Reporting an IT Security Incident 

1.8.2.6.1 – Reporting IT Security Incident Checklist 

• Reporting IT Security Incident Checklist (Exhibit 1-9)

1.8.2.6.1.1 Immediately contact 

• Email: SMC@fda.hhs.gov

• Toll Free Number: 855-5FDA-SMC (855-533-2762)

1.8.2.7 - Employee Resource & Information Center (ERIC) 

• Online: Submit your own ERIC ticket via the FDA Service Portal. 

• By phone: 301-827-ERIC (3742) or toll-free 866-807-ERIC (3742)

• By email: ITCallCenter@fda.hhs.gov for IT-related issues OR ERIC@fda.hhs.gov for all other 

issues. 

1.9 - OFFICIAL IDENTIFICATION 

1.9.1 - Credentials/Badges 

Guide 2280.3 provides instructions for the issuance and control of FDA Credentials and Badges including 

expiration, renewal, transfer, separation and retirement. Contact your supervision and FDAORACredentials@fda.hhs.gov for additional information and questions.

1.9.1.1 - Policy, Authority 

Official credentials are for issuance to investigators and inspectors who are regularly engaged in 

investigational and inspectional activities; however, on occasion they may also be issued to other 

FDA personnel when it is necessary for these employees to engage in inspectional activities which 
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would require credentials. By virtue of their position, credentialed employees are recognized as 

authorized to perform the duties assigned.

Badges may only be issued to holders of FDA credentials to facilitate performance of their duties 

when it is determined that the possession of a badge would be advantageous. Investigator badges 

shall not be used in routine operations. They shall be used only in those situations where display of 

a badge is essential for rapid identification to indicate authoritative presence in order to facilitate 

FDA operations. Division Staff Manual Guide, FDA 2280.3, 5b, outlines situations in which use of the 

badge may be appropriate. 

FDA official credentials and badges shall be used for OFFICIAL business only. They shall not be used 

as a means of personal identification or for personal purposes. Show your credentials to appropriate 

firm personnel during all non-undercover investigations, inspections, sample collections, recall 

effectiveness checks, etc.

Precautions against photocopying your credentials: although firm management may examine your 

credentials and record the number and your name, do not permit your credentials to be 

photocopied. Federal Law (Title 18, U.S.C. 701) prohibits photographing, counterfeiting, or misuse of 

official credentials. Credentials must not be shown over video during remote activities, such as a 

remote regulatory assessment. Do not permit a firm to take your fingerprints. Contact your SCSO for 

more information as necessary.

To apply for official credentials, you must complete FDA 2115 and submit it to ORA FDAORACredentials@fda.hhs.gov for processing. Please see your Administrative Officer for additional 

information. 

1.9.1.2 - Renewal/expiration 

Though issuing officials will notify credential and badge holders no later than 30 days prior to the 

expiration date that their credentials/badge will expire, check your credentials periodically, prior to 

performance of duties, to ensure they are not expired.

1.9.1.3 - Care of Credentials, Badges 

FDA Official Credentials confer extensive inspectional authority on you. Exercise the utmost care of 

your badge and credentials. Carry them in a manner that will assure positive protection against loss. 

Do not carry them in the upper pockets of your clothing where they may fall out if you bend over. 

Carrying your credentials and badge in the glove compartment of your car or leaving them in the 

pocket of an unattended coat or jacket are invitations to loss or theft. 

1.9.1.4 - Lost or Stolen Credentials, Badges 

The procedure for reporting loss or theft of credentials and/or badge is in the Staff Manual Guide 

(SMG) 2280.3. Notify your supervisor immediately. Report the loss or theft to local law enforcement 

authorities (police department) and request a copy of the report including the police report 

identification number. Also report the loss or theft to the local (state) FBI field office so that the 

number of the credentials/badge can be entered into the National Crime Information Center (NCIC) 

system. 
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A written report containing the police report number and a statement that the local FBI field office 

was notified must be submitted to your supervisor and the issuing official. Replacement credentials 

will be issued at the discretion of the authorizing official.

1.9.2 - PIV 

The FDA identification badge (PIV) is a multi-purpose badge that includes a magnetic strip (for card 

access) and a barcode (for employee identification programs). The purpose of your FDA PIV badge is to 

ensure that only authorized personnel gain access to FDA facilities. The badges are encoded to limit an 

individual's access to designated security areas. The FDA Badging PIV Card FAQs discusses PIV issues 

such as login, PIV pins, signing a document, remote networking, lost PIV and how to get PIV assistance.

1.10 - Business Cards Business Cards are defined as cards of introduction bearing the name, address, phone number, fax 

number and e-mail address of active agency representatives. The distribution of business cards 

facilitates prompt and efficient communications by the persons and organizations with whom the 

Agency transacts business. The purpose of the business card is to further the Agency’s statutory mission 

and therefore, the purchase constitutes a proper expenditure. Due to certain restrictions pertaining to 

the purchase of business cards, employees should consult with local management prior to purchasing 

such items, to ensure adherence to agency policy and procedures.

Resources: 

ORA Memorandum on Ordering Business Cards

ORA Visual Identity Resource Center

1.11 - Ethics and Integrity The Food and Drug Administration's ethics program is structured to provide advice and assistance to 

current and former employees in order to help ensure that decisions they make, and actions they take, 

are not, nor appear to be, tainted by any question of conflict of interest. The ethics laws and regulations 

were established to promote and strengthen the public's confidence in the integrity of the Federal 

government. The FDA ethics program, including prohibited financial interests, political activity, laws and 

regulations, gifts, conduct and outside activities, is available publicly at FDA.gov and internally through 

the ORA Office of Management Ethics and Integrity SharePoint site.

1.11.1 - Expected Conduct 

As you work to advance the health and welfare of the public, seek to maintain the highest standards of 

ethical conduct. You are responsible for complying with the regulations, obtaining advice from your 

supervisor, personnel or local administrative staff, and when required, obtaining advanced approval for 

certain outside activities.

FDA employees must be persons of unrivalled integrity and observe the highest standards of conduct. 

Because of FDA's special regulatory responsibility, its personnel must carry on the agency's business 

effectively, objectively, and without even the appearance of impropriety. Their actions must be 

unquestionable, and free of suspicion.
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The Principles of Ethical Conduct were established by Executive Order 12674, modified by Executive 

Order 12731, as basic principles regarding the conduct of federal employees. It is important that federal 

employees observe these principles in order to promote confidence in the integrity of the federal 

government.

United States Code, Title 18 contains the criminal conflict of interest statutes applicable to employees in 

the executive branch of the government. Included in Title 18 is a prohibition against solicitation or 

receipt of bribes; a prohibition against acting as an agent or attorney before the government; postemployment restrictions; a prohibition against participating in matters affecting personal financial 

interest; and a prohibition against receiving supplementation of salary as compensation for government 

service.

Standards of Ethical Conduct for Employees of the Executive Branch

The Standards were developed by the Office of Government Ethics and set forth the basic obligation of 

public service. The standards contain regulations regarding matters such as conflicting financial 

interests, impartiality in performing official duties, and misuse of position.

HHS Supplemental Standards of Ethical Conduct

On February 3, 2005, The Department of Health and Human Services (HHS) amended the Supplemental 

Standards of Ethical Conduct (5 CFR 5501) and Supplemental Financial Disclosure Requirements section 

(5 CFR 5502), both effective on that date. On August 31, 2005, HHS published the Final Rule for both 

sections. 

Department of Health and Human Services--Standards of Conduct

These regulations were superseded in 1992 by the Office of Government Ethics "Standards of Ethical 

Conduct for Employees of the Executive Branch." However, certain portions of the HHS Standards of 

Conduct remain applicable. This link contains the remaining relevant portions of 45 CFR Part 73.

You are the eyes and ears of FDA, and to most of the public you are their only contact with 

FDA. Your actions may be the basis upon which they judge the entire FDA. The public 

expects exemplary behavior and conduct from the government employee. This responsibility applies to 

both on the job and off the job activities. As you inspect or appraise individuals, you are, in turn, being 

evaluated. Both the industries FDA regulates and the public-at-large are keenly aware of, and are quick 

to report, what they consider improper actions by government employees.

You are expected to conduct yourself in a prudent manner, so that the work of the Agency is effectively 

accomplished. Your job is to gather and present the facts. Accuracy and objective observation are 

essential. 

As a government official, your actions are under constant scrutiny. You must comply with the statutes 

and regulations listed above and epitomize integrity more broadly noting:

• Cameras/video/audio recording are everywhere

• Integrity means doing the right thing even if no one is watching.

• In dealing with management and the public, your approach must be mature, dignified, 

authoritative and cordial.

• As a law enforcement officer, you must employ authority with discretion.

• Depend on tact, diplomacy and persuasion to obtain the desired information.

• Be courteous and frank when calling attention to potentially violative practices and conditions.

• Be fair and responsive.

• Do not assume the role of a consultant. 

• Do not be argumentative.
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• Avoid replies that are likely to appear arbitrary or bureaucratic.

• Never recommend the products or services of a particular firm.

• Keep information obtained during inspections and investigations confidential.

• Avoid situations that may be or appear to be a conflict of interest.

• Your reports should be complete, concise, accurate and objective.

• Your personal habits must be above reproach.

• Look professional and effective in dress, grooming, and demeanor. 

• Take pride in your work.

• Never use Government equipment/supplies for personal use.

• Never use public office for private gain.

• Never give preferential treatment to any person or organization. 

• Never impede Government efficiency or economy.

• Maintain independence from outside influences and impartiality in performance of duties.

• Never make a Government decision outside of official channels.

• Never undermine the confidence of the public in the integrity of the Government

1.11.2 - Gifts 

Gift means anything of monetary value (gratuity, favor, discount, entertainment, hospitality, loan, 

forbearance; includes services, training, transportation, local travel, lodging, meals). It DOES NOT 

include:

• modest items of food and non-alcoholic refreshments such as soft drinks, coffee and donuts 

offered other than for a meal

• greeting cards and items of little intrinsic value, such as plaques, certificates and trophies, 

meant primarily for presentation

• loans and discount opportunities from financial institutions that are available to the general 

public

• rewards and prizes given to competitors in contests or events, including random drawings open 

to the public, unless the employee's entry into the contest is required as part of his official 

duties (e.g., attending a conference where attendees are all entered into a drawing)

• anything for which the Government pays, e.g., items purchased with Government funds

• any gift accepted by the Government, e.g., sponsored travel

• anything for which the employee pays market value; and

• Free attendance at an event provided by the sponsor of the event to an employee who is 

assigned to present information on behalf of the FDA, or an employee whose presence is 

deemed essential by the FDA to the presenting employee’s participation, on any day when the 

employee is presenting

For additional information, click here.

Notwithstanding any of the exceptions provided above, an employee shall not:

• Accept a gift in return for being influenced

• Solicit or coerce the offering of a gift

• Accept gifts from the same or different sources on a basis so frequent that a reasonable person 

would be led to believe the employee is using his/her public office for private gain.
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1.11.2.1 - Gifts Between Federal Employees 

In general, FDA employees may not:

• Give a gift to an official superior (an employee, including but not limited to an immediate 

supervisor, whose official responsibilities include directing or evaluating the performance of 

the employee's official duties or those of any other official superior of the employee). This 

includes making a contribution toward a gift.

• Solicit a contribution from another employee for a gift to an official superior of either 

employee

• Accept a gift from subordinates in the employee’s chain of command

• Accept a gift from a lower-paid, non-subordinate employee, unless there is a personal 

relationship that justifies the gift.

1.11.2.2 - Gifts From Outside Sources 

If an FDA employee solicits or accepts a gift from an outside source that does business with or seeks 

official action from the employee or the employee’s agency (a “prohibited source”), the public may 

be concerned that the donor will receive favored treatment as a result of the gift. Even if a gift is 

from a person or organization that has no official dealings with the employee’s agency, accepting a 

gift offered because of the employee’s official position may create an appearance of using public 

office for private gain. FDA employees may not solicit or accept gifts from a “prohibited source” or 

given because of the employee’s official position, unless an exception applies, or the item is 

excluded from the definition of a gift.

1.11.2.3 - Gifts From Foreign Governments or International Organizations 

As a Federal Government employee, you may not accept gifts from foreign governments or 

international organizations except as permitted under the Foreign Gifts and Decorations Act (FGDA), 

5 U.S.C. 7342. The FGDA allows an employee to accept a gift with a market value of less 

than $415 from a foreign government or an international organization so long as the gift is intended 

as a souvenir or mark of courtesy. An international organization in this context refers to one which 

the US is not a member, such as the European Union (to clarify, a state-owned or operated company 

is NOT a foreign government for purposes of this statute). This statutory restriction extends to the 

spouse and dependents of the employee.

 

In the HHS General Administration Manual Chapter 20-25, Foreign Gifts and Decorations, the section 

on Gifts of Minimal Value states that, with specific exceptions, "an employee may not accept a gift 

of more than minimal value unless it appears that to refuse the gift would likely cause offense or 

embarrassment or otherwise adversely affect the foreign relations of the United States. If an 

employee accepts a tangible gift of more than minimal value, such a gift is deemed to have been 

accepted on behalf of the United States and, upon acceptance, becomes the property of the United 

States."

 

Procedures for appropriate disposition of such gifts are also included in the HHS Chapter. If you 

accept a gift from a foreign government or international organization on behalf of the U.S. 

Government, you must immediately contact an Ethics Specialist at the Ethics Hotline (240) 402-1111 

or email FDAEthics_Advice@fda.hhs.gov when you return to the office. 
INVESTIGATIONS OPERATIONS MANUAL 2023 CHAPTER 1

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1.11.3 - Attempted Bribery 

Bribery is the practice of offering or soliciting something, such as money or a favor, to a person in a 

position of trust to influence that person's views or conduct. Occasionally, FDA employees experience 

bribery attempts.

Bribery or attempted bribery of a Federal Officer is a crime (18 U.S.C. 201). If you are offered money or 

anything else of value, pursue the following course of action:

• Attempt to obtain a clarification of the offer (e.g., Ask questions like, "What is this for?").

• Do not accept or refuse the offer. Appear to vacillate, and keep the door open for future 

contact.

• Calmly terminate the exchange.

• As soon as possible, prepare detailed notes concerning what transpired.

• Contact your supervisor as soon as possible. The Division should notify OCI/OIA immediately. 

1.12 - QMiS Quality Management Information System (QMiS) is the repository for ORA’s internal procedural 

documents and quality reports. Standard operating procedures, work instructions, templates, checklists, 

transmittal notifications, and reports are organized by component and document type.

1.13- ORA Time Reporting 

1.13.1 - eNSpect (also known as MARCS Field Client) 

eNSpect is the first phase of the modernization of the FDA Field Accomplishments and Compliance 

Tracking System (FACTS) network. FACTS is still available and slowly over time more and more 

functionality will move into eNSpect. Currently, eNSpect supports multiple roles, components and 

functions and can be used online or offline. The bulk of the Investigator’s work is performed in the Field 

Client. 

1.13.2 - ORA Insight Time Reporting (ITR) 

Insight Time Reporting (ITR) is an activity-based time reporting system that will enable ORA to report the 

work we do and identify the resources we need before we need them.

1.13.3 - ORA Activity Code structure 

Insight Time Reporting (ITR) activity code structure which includes the activities and definitions that 

were specifically developed for ORA.

1.13.4- Field Accomplishments and Compliance Tracking System (FACTS) 

An agency-wide information system that provides automated support for the daily activities conducted 

by the FDA ORA headquarters and field offices. FACTS provides a central data repository for workload 

management, sample collections, investigative operations, and compliance operations through 

inspections, reporting, and tracking. 
CHAPTER 1 INVESTIGATIONS OPERATIONS MANUAL 2023 

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Exhibits 

1–1 Allowable Expenses Table 

This Table lists allowable expense items and the requirements that must be met to assure 

reimbursement. Unless indicated, there are no special requirements for reimbursement. Please see

your administrative staff or supervisor for additional information.

EXPENSE ITEM

Specific

authorization

or approval

Receipt

Justification

on voucher

for any 

amount

BAGGAGE

1. All fees pertaining to the first checked bag

Yes Yes

2. Additional charges relating to the second and subsequent bags may be

reimbursed when the Agency determines those expenses are

necessary and in the interest of the Government (See FTR 301- 

70.300)

Yes Yes Yes

3. Excess Baggage Charges for government property Yes Yes Yes1

4. Service Charge for checking baggage by checking agent where such

charges for checking baggage in baggage rooms, or station or air

terminal

Yes Yes Yes

5. Storage Charges (e.g., when traveler stores baggage or equipment

when such charges are result of official business.)

Yes Yes Yes2

6. Transfer Charges - when necessary for official travel (e.g., when

changing between stations where free transportation is not issued by

common carrier.) CAUTION: Where the traveler's plans are changed,

he/she shall make sure that baggage has been checked beyond the

point where he/she leaves the train is stopped or transferred. If

baggage cannot be intercepted or transferred and is carried to original

destination on unused portion of ticket, the traveler shall give full

explanation of facts when submitting unused portion of ticket. Failure to

do so will result in any excess cost being charged to traveler.

Yes Yes Yes

FEES OR TIPS

1. Tips – Allowable tips are 15% of the reimbursable fare.

Yes Yes

(over

$75)

2. Parking Fees - charges for parking automobiles Yes Yes

(over 

$75)

3. Porter - allowable only at transportation terminals for handling

Government property carried by travelers. NOTE: Porter fees for

personal property, briefcases, etc. are not allowed.

Yes3

4. Traveler Checks Yes Yes

Money Orders Yes Yes

Certified Checks Yes Yes

Transaction Fees for use of Automated Teller Machines (ATMs) – Yes Yes

Government contractor issued travel card
INVESTIGATIONS OPERATIONS MANUAL 2023 CHAPTER 1

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5. Registration Fees – Attendance at local non-government sponsored

meetings

a. Payment of registration fee should be made via the Citibank

government Purchase Card if the organization(s) will accept credit

cards.

b. Citibank Convenience Checks

c. If the credit card cannot be used, and the organization accepts the

purchase order, HHS-99 or SF-182 the organization may bill FDA

directly

Please see your Administrative Officer for additional information and

guidance when requesting payment of registration fees.

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Yes

Yes

6. Exchange of Currency

a. Allowed during foreign travel Yes Yes

i. Fees for cashing U.S. Government checks or drafts reimbursing

traveler for travel expenses only incurred in foreign countries

ii. Commissions for conversion of currency in foreign countries

iii. Costs of traveler’s checks, money orders, certified checks

purchased in connection with official travel. Costs may not

exceed amount needed to cover reimbursable expenses.

b. Not allowed: exchange fees for cashing checks or drafts issued in

payment of salary.

Yes 

Yes

Yes

Yes4

Yes

Yes

7. Special Expenses for Foreign Travel - Passports, visa fees, costs of

photographs for passports and visas, costs of certificates of birth,

health, identity, and of affidavits, and charges for inoculations not

obtainable through a federal dispensary

Yes Yes

HIRE OF ROOM

1. Allowed when necessary to engage a room in a hotel or other place to

transact official business

Yes Yes Yes6

2. Not allowed for personal use (cost included in subsistence allowance).

PERSONAL SERVICES

Stenographic and typing services, guides, interpreters, drivers of

vehicles, etc.

Yes Yes Yes5

POSTAGE

Postage necessary for official airmail, foreign, or parcel post mail; and for

official registered and special delivery mail.

Yes Yes Yes7

POST OFFICE BOX RENTAL

Where necessary for official airmail, foreign, or parcel post mail; and for

official registered and special delivery mail.

Yes Yes Yes

PUBLIC TRANSPORTATION WHILE IN TRAVEL STATUS

Public transportation fares are allowed from (or to) common carrier, or

other terminals, to (or from) place of abode or place of business and

between place of abode and place of business, or between places of

business.

Yes Yes

(over $75)

Yes8

Public transportation fares between places where meals are taken, and

places of business or places of lodging are not allowed, except where

nature and location of work at temporary duty station is such that suitable

meals cannot be procured there - allowance will be made for

transportation to the nearest available place for such meals.

TAXICABS WHEN USED LOCALLY WHILE IN TRAVEL STATUS

Taxicabs are allowed from (or to) common carrier or other terminals, to 

(or from) place of abode or place of business and between place of

abode and place of business, or between places of business where

cheaper mode of transportation is not available or is impracticable to use.

Yes Yes

(over $75)

Yes8
CHAPTER 1 INVESTIGATIONS OPERATIONS MANUAL 2023

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Taxicabs are not allowed between places where meals are taken and

places of business, except where nature and location of suitable meals

cannot be procured there - allowance will be made for transportation to

the nearest available place for such meals.

Yes Yes

(over $75)

Yes8

Limousine service plus taxicab tip rates between airport and limousine

pick-up or discharge point

Yes Yes

(over $75)

TELEPHONE CALLS / INTERNET CHARGES

1. Official Business – Charges for local and long-distance calls 

are allowed when made on official business

Yes9, 10

2. Personal Calls – Employee traveling overnight within CONUS may be

reimbursed for one brief telephone call per day to her/his residence in

accordance with government-wide rules and regulations.

Reimbursement is limited to actual expenses, not to exceed $5.00

times the number of consecutive nights of travel on official business;

applicable only when the employee is authorized to be on travel for

one or more consecutive nights; and conditioned upon the

unavailability of government-provided long distance telephone systems

and services (including government-issued telephone calling cards)

during each day of travel on which expenses are incurred.

Yes

a. OCONUS Travel may be reimbursed only for telephone call(s)

home from a foreign country which have been authorized prior to

the beginning of travel and are shown on the travel authorization.

Permitted frequency and cost must be stated on the travel

authorization and adhered to by the employee.

3. Internet Charges – (Federal and Departmental policy requires specific

written or electronic authorization when the use of internet services is

required for official business.)

Yes Yes 

(over 

$75)

RECORDS

Charges for copies of records furnished by State officials, such as Clerks

of Courts, etc., when necessary for performance of official business

Yes Yes5

SHIPMENTS (FREIGHT OR EXPRESS) - see IOM 4.7.5 Yes Yes12

MISCELLANEOUS EXPENSES

1. Cash used in lieu of transportation request for passenger

transportation and accommodations.

2. Purchase of emergency supplies.

3. Any other miscellaneous expenditure incurred by traveler in

performance of official business, such as samples of drugs, cosmetics,

etc., purchased by FDA inspectors and investigators.

Yes

Yes

Yes

Yes

Yes 

Yes

Yes5

LAUNDRY EXPENSES

Employees will be reimbursed for laundry, cleaning, and pressing

expenses equal to the number of travel days multiplied by $5.

a. For CONUS travel, employees must be on travel for four or more

nights.

b. Employees on OCONUS travel are not permitted to claim separate

laundry expenses

Yes

FOOTNOTES:

1 Voucher must show weight of baggage and points between which moved.

2 State that storage is solely on account of official business.

3 State that porter fee was for handling Government property carried by traveler.

4 Voucher shall show rate of conversion and commission charges.
INVESTIGATIONS OPERATIONS MANUAL 2023 CHAPTER 1

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5 Voucher shall show date of service, quantity, unit, and unit price.

6 In addition to information required in footnote #5, state necessity for hire of room.

7 State that postage was used for official mail.

8 State necessity for daily travel. 9 For telegrams, faxes, cablegrams, and long-distance telephone calls, show points between which

service was rendered, date, amount paid on each and "official business".

10 For local telephone, calls show number of calls, rate per call, total amount expended each 

day, and "official business".

11 When government Bill of Lading is not used, explain circumstances.

12 Continental United States (CONUS) is defined as the 48 contiguous states and the District of

Columbia.
CHAPTER 1 INVESTIGATIONS OPERATIONS MANUAL 2023

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1–2 FDA Furlough Shutdown FAQs 

“What if I am on travel

during a Lapse in 

Appropriations?” 

If you are identified as a non-excepted employee who is to be placed in a 

furloughed status due to a lapse in appropriations while you are on TDY, you will 

need to arrange to return home within the next 24 hours or the first available 

flight. However, if your OpDiv/StaffDiv has identified you as an excepted 

employee, you may be eligible to stay in a TDY status. Please contact the TMC to 

make any necessary travel arrangements. Once Congress passes and the 

President signs a new appropriation or continuing resolution, accommodations 

for a return to TDY will be addressed on a case-by-case basis. HHS will only pay 

expenses for the time that it takes you to return to your official duty station. After 

that, you will be in a furloughed status and the agency will not pay for any 

additional expenses.

“Must agencies cover travel

expenses during a furlough

day, if an employee’s travel 

status requires a stay that 

includes a furlough day?” 

Yes, agencies must provide per diem or actual expenses to excepted employees 

whose travel status requires a stay that includes a furlough day. If you are 

identified as a non-excepted employee, you will need to arrange to return home 

with the next 24 hours or the first available flight. If excepted employees are 

authorized Per Diem (Lodging, Meals & Incidental Expenses) they are entitled to 

the full amount of Meals and Incidental Expenses or 75% on a travel day. If an 

excepted employee is on actual expenses, they can be placed on Actual Expenses 

for: up to 300% of Lodging, only up to 300% of M&IE, only up to 300% of both 

Lodging and M&IE. If an employee is on actual expenses, the employee is 

required to provide a receipt for all items, including meals. Without a valid 

receipt, the OpDiv/StaffDiv would not be responsible for reimbursement. It 

should be clearly stated that they are on actual expenses and that receipts are 

required for all expenses, even those that fall below the $75 threshold. 

“Can I still use my 

Government Travel Card?” 

The Government travel charge card may remain active during a lapse in 

appropriations, but only excepted employees should use them. You should 

contact the travel charge card vendor’s customer service at the number on the 

back of the card should you experience problems with your card. In addition, you 

will not be able to submit your voucher until the Federal Government reopens for 

business. The Government will not reimburse you while there is a lapse in 

appropriations (more commonly referred to as a "shutdown"). As always, all 

charges on your government issued travel card are your responsibility.

“Can I stay at my TDY 

location while in a 

furloughed status?” 

In general, the Department cannot obligate funds for TDY expenses or accept 

voluntary services in the absence of appropriations for non-excepted activities. By 

remaining on TDY, you are acting in an official capacity. Therefore, the general 

rule state above pertains: if you are identified as a non-excepted employee who is 

to be placed in a furloughed status due to a lapse in appropriations while you are 

on TDY, you will need to arrange to return home with the next 24 hours or the 

first available flight. If you are not an excepted employee that is currently on TDY, 

long term or not, and elect to stay at the TDY location, you need to be aware of 

the following: 1. Once you are furloughed you will no longer be covered under the 

Federal Employee’s Compensation Act for workers compensation insurance; 2. 

You will not be reimbursed for per diem, including lodging, meals and incidental 

expenses (M&IE); you will be responsible for all costs incurred once you are in a 

furlough status; 3. If you are currently in long-term housing under a lease 
INVESTIGATIONS OPERATIONS MANUAL 2023 CHAPTER 1

1-41

arrangement, your situation will be reviewed on a case-by-case basis, depending 

on when the next lease payment is due; and 4. During the furlough, no work is 

allowed to be performed as agencies may not permit voluntary performance of 

non- excepted services as covered in 31 U.S.C. 1342. a. These restrictions are 

enforced by criminal penalties. An officer or employee of the United States who 

knowingly and willfully violates the restrictions shall be fined not more than 

$5,000, imprisoned for not more than 2 years, or both. 31 U.S.C. 1350.

“Can I use the ETS?” No, since you will not be on official Government travel, you cannot use the ETS; 

you will also not be able to: 1. Use the ETS to make travel authorizations or 

submit vouchers; 2. Use City Pair Fares for flights; 3. Use the Government Car 

Rental Agreement managed by the Defense Management Travel Office (DTMO); 

and 4. Use the FedRooms program; Hotels may choose to offer you a 

“government rate” but that is at the hotel’s discretion. 

“Can an employee use 

personal funds by travelers 

to complete the Agency’s 

mission by attending an 

already planned 

conference?” 

No. In attending a conference on behalf of the Department, you are acting in an 

official capacity. The Department cannot accept voluntary services in the absence 

of appropriations for non-excepted activities. 

“Do relocation benefits stop 

during a Government 

shutdown?” 

No, the monies for relocation come from already approved money and must be 

obligated up front for a relocation move, also referred to as a Permanent Change 

of Station (PCS). Each agency should have a plan in motion for those who may 

need assistance to include extensions to Temporary Quarters Subsistence

Expenses (TQSE), etc. 

“Do people who are in 

Temporary Quarters still 

receive benefits?”

As TQSE is reimbursed at the new PDS, there is no "old" PDS to recall the 

employee to. Since no permanent residence has been purchased yet, TQSE is the 

employee's only option. There is no case law that covers this issue; however, 

based upon the reasoning above, GSA legal is of the opinion that the expenses

can still be incurred, particularly if the relocation monies have been obligated 

prior to beginning the move, but reimbursement cannot be made until the lapsed 

funds can be accessed again. 

“Can the employee accept 

an offer during the 

shutdown period and 

therefore bind the 

government to the fee? Can 

contractors continue to 

order appraisals and 

inspections during the 

period the government has 

no money?” 

First, there is no case law on this point. Thus, it is GSA legal’ s contention that if 

the fair market value of the home was obligated when the contract with the 

Relocation Service Provider (RSP) was executed, and the amount is from a 

revolving fund or a fund that does not lapse under a furlough situation, then the 

offer can be accepted. However, if the fair market value of the home was not 

obligated, then there are no funds available to bind the Government, and the 

employee must wait until the applicable appropriation is passed to accept an 

offer. General rules regarding continuation of contractual arrangements should 

be followed. As for appraisals and inspections, these need to wait until the 

applicable appropriation is passed if the transactions are not covered by a 

revolving fund or a fund that does not lapse under a furlough situation. 

“Can I proceed to start my 

enroute travel to an 

OCONUS foreign post during 

a government shut down?” 

Per the State Department Regulation, staff policy office: “This is not to be treated 

any differently than a domestic move. All monies spent on relocation are monies 

already approved and pre obligated. In addition, the employee may present their 

credentials to the foreign country with no problems.” 
CHAPTER 1 INVESTIGATIONS OPERATIONS MANUAL 2023

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“What about other types of 

relocation allowances such 

as pre-departure, temporary 

quarters, and Household 

Goods (HHG)? Are these 

considered entitlements that 

should be obligated and 

expenses incurred, or should 

these future relocation 

expenses be stopped and 

not obligated?”

If relocation has been approved and obligated prior to the shutdown, it may move 

forward. If it has not been approved and obligated prior to the shutdown, it 

cannot be started until after the budget is resolved. However, even if the funds 

have been obligated for a relocation, an agency should confirm with Human 

Resources if an employee should perform a House Hunting Trip (HHT) during the 

furloughed timeframe since an employee is normally in a “pay status” while on an 

HHT. It also applies for an enroute travel – they are in a pay status for the 

authorized number of days. Questions that may come in to play include “are the 

employees covered (insurance/disability) during those days if they travel and also 

furloughed.” Check with your HR office for further guidance.

 
INVESTIGATIONS OPERATIONS MANUAL 2023 CHAPTER 1

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1-3 GSA Fleet Vehicle Packet 
CHAPTER 1 INVESTIGATIONS OPERATIONS MANUAL 2023

1-44

1-4 Fleet Vehicle Accident Kit-GSA 1627 
INVESTIGATIONS OPERATIONS MANUAL 2023 CHAPTER 1

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1-5 Example Email Communication to Claimant Regarding Form SF95 

Submission 

Return Address

Date of Communication

Address of Recipient

Good Day,

Per our conversation, attached is a copy of the SF-95 form. This form is used to file a 

claim against the government for damage, injury, or death. As a result of the incident 

that occurred on XX/XX/XXXX, I am required to notify you of your right to file, if you 

should desire. If you chose to file a claim, complete the form and please return the 

completed form to me via email for initial review and submission to the FDA Claims 

Liaison.

If you need additional information, please let me know.

Space for signature

Name and title of communication author
CHAPTER 1 INVESTIGATIONS OPERATIONS MANUAL 2023

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1-6 Fleet Vehicle Assistance Card 
INVESTIGATIONS OPERATIONS MANUAL 2023 CHAPTER 1

1-47

1-7 ORA Mobile Media Support 
CHAPTER 1 INVESTIGATIONS OPERATIONS MANUAL 2023

1-48

1-8 Media Tip Card 
INVESTIGATIONS OPERATIONS MANUAL 2023 CHAPTER 1

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1-9 Reporting IT Security Incident Checklist 

Please include the following pieces of information, so that we can quickly and efficiently 

respond: 

Customer Information: 

• Your full name 

• Your FDA email address 

• Your best immediate phone number contact 

• A brief explanation of the circumstances 

• When did the incident occur (Date, Time)? 

• Location of the incident 

• What country were/are you in? 

Device Information: 

• Type of device stolen (e.g., Laptop/Desktop/Iron Key/Storage Drive/RSA Token/Blackberry) 

• FDA Asset Tag or Serial# 

• Brand/Series/Model 

• Encryption Type 

• Sensitive Information or PII 

Important: 

• To request new equipment click here. The FDA SMC does not handle "IT Acquisition" requests. 

• Please notify your center Property Custodial Officer (PCO) and/or Accountable Property Officer (APO) 

of this theft as soon as possible for a replacement. You can determine your center's PCO/APO by 

searching on http://inside.fda.gov. 

• To learn how to report a suspected PII loss, click here. 

Note: Security personnel will receive your email and respond to you immediately. DO NOT try to 

handle the security incident yourself; wait for a member of the security team to contact you and direct 

you. 

Tips for Protecting FDA Equipment and Information: 

• Lock your equipment at all times and do not leave your equipment unattended when outside of FDA 

facilities (e.g. car, metro). 

• Be alert and aware of your work environment. If you notice unknown individuals not wearing a 

badge, offer to escort them or report it to the FDA Security Command Center at (301) 796-2409. 
CHAPTER 1 INVESTIGATIONS OPERATIONS MANUAL 2023

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Index

A

Accidents 1-1, 1-3, 1-14, 1-15, 1-16, 1-17, 1-18, 1-20, 

1-23, 1-46

ATM ................................................1-5, 1-6, 1-8, 1-12

ATM cash advance fees..................................... 1-6

ATM cash advances........................................... 1-6

ATM Withdrawals....................................... 1-5, 1-6

C

Citibank................................................ 1-8, 1-10, 1-39

ConcurGov Program Support Center (PSC).......... 1-10

Conduct ...........1-2, 1-13, 1-24, 1-33, 1-34, 1-35, 1-37

D

Domestic Travel Guide.................................... 1-1, 1-8

DTO Domestic Travel ............................... 1-7, 1-8, 1-9

E

Employee Resource & Information Center (ERIC) 1-2, 

1-9, 1-29, 1-31

Ethics ..........................1-1, 1-2, 1-13, 1-33, 1-34, 1-37

Expenses.. 1-1, 1-3, 1-4, 1-5, 1-6, 1-8, 1-9, 1-10, 1-11, 

1-12, 1-13, 1-14, 1-23, 1-24, 1-38, 1-39, 1-40, 1-41, 

1-42, 1-43, 1-44

Actual Expense .......................1-1, 1-11, 1-40, 1-42

Miscellaneous Expenses......................... 1-10, 1-11

Transportation Expenses........................ 1-12, 1-13

F

Federal Travel Regulation.1-4, 1-5, 1-7, 1-10, 1-12, 1-

14, 1-38

FedRooms....................................... 1-10, 1-11, 1-43

Fees............ 1-5, 1-6, 1-8, 1-12, 1-20, 1-25, 1-38, 1-39

Foreign Travel ..1-1, 1-2, 1-6, 1-7, 1-8, 1-9, 1-23, 1-27, 

1-30, 1-31, 1-39

Foreign Travel Contacts.............................. 1-1, 1-9

Furlough.............1-1, 1-3, 1-13, 1-14, 1-42, 1-43, 1-44

G

Government Travel Charge Card ..1-5, 1-6, 1-39, 1-42

Government-Owned Vehicle (GOV)1-1, 1-14, 1-17, 1-

19, 1-20, 1-21, 1-22

GSA Airline City Pairs............................................. 1-7

GSA WEX Credit Card.................................. 1-19, 1-20

H

HHS Travel Policy Manual...1-4, 1-5, 1-11, 1-12, 1-14, 

1-19, 1-22, 1-23, 1-24, 1-25

L

Lapse in Appropriations.............................. 1-14, 1-42

Liability................................................. 1-1, 1-16, 1-17

Lodging ... 1-1, 1-5, 1-8, 1-9, 1-10, 1-11, 1-24, 1-35, 1-

40, 1-42, 1-43

M

M&IE...........................1-5, 1-6, 1-10, 1-11, 1-42, 1-43

N

New Employee Orientation ................................... 1-3

O

Office of Financial Management (OFM) ......... 1-4, 1-5

Organization ....1-3, 1-26, 1-33, 1-35, 1-36, 1-37, 1-39

P

Per Diem ...... 1-1, 1-5, 1-7, 1-8, 1-10, 1-11, 1-12, 1-42

Per Diem Rates.................................................. 1-7

Privately Owned Vehicle (POV) .1-1, 1-2, 1-8, 1-12, 1-

17, 1-21, 1-22, 1-23

Property... 1-16, 1-17, 1-18, 1-26, 1-27, 1-29, 1-37, 1-

38, 1-39, 1-41

R

Receipts ..........1-6, 1-10, 1-11, 1-18, 1-19, 1-21, 1-42

Reporting .. 1-1, 1-2, 1-3, 1-4, 1-9, 1-15, 1-17, 1-20, 1-

21, 1-23, 1-29, 1-31, 1-33, 1-37, 1-38, 1-51

Roadside Assistance ..................................... 1-1, 1-22

S

Shuttles....................................................... 1-24, 1-25

Stopwatches ........................................................ 1-27

Subsistence........................1-1, 1-10, 1-11, 1-39, 1-43

T

Tampering............................................................ 1-31

Taxes

Hotel Taxes...................................................... 1-11

Tax-exempt...................................................... 1-10

Theft .........................................1-27, 1-31, 1-33, 1-51

Thermometers..................................................... 1-27

Tort ...................................................... 1-1, 1-16, 1-18

Travel 1-1, 1-3, 1-4, 1-5, 1-6, 1-7, 1-8, 1-9, 1-10, 1-11, 

1-12, 1-13, 1-14, 1-19, 1-20, 1-22, 1-23, 1-24, 1-25, 

1-27, 1-30, 1-35, 1-36, 1-39, 1-40, 1-41, 1-42, 1-43, 

1-44

ConcurGov......................................... 1-3, 1-8, 1-10

Emergency Travel.............................................. 1-4

ETS..........................................1-3, 1-11, 1-23, 1-43
INVESTIGATIONS OPERATIONS MANUAL 2023 CHAPTER 1

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Fiscal Management Manual .............................. 1-4

Travel Authorization. 1-3, 1-4, 1-6, 1-8, 1-10, 1-12, 

1-19, 1-23, 1-24, 1-25, 1-29, 1-38, 1-40, 1-43

Travel Voucher ...1-4, 1-6, 1-8, 1-10, 1-11, 1-12, 1-

20, 1-22, 1-23, 1-24, 1-27, 1-38, 1-42, 1-43

U

Unified Financial Management System (UFMS) .... 1-4