Last revised (Transmittal 19-035) June 13, 2023

Guide to Judiciary Policy

Vol. 19: Travel and Relocation

Ch. 4: Judiciary Staff Travel Regulations

§ 410 Overview

§ 410.10 Authority

§ 410.20 Applicability

§ 410.30 Definitions and Financial Systems

§ 410.40 Prudent Traveler Rule

§ 410.50 Constructive Cost of Travel

§ 415 Travel Management Center

§ 420 Types of Official Travel

§ 420.10 Relocation

§ 420.20 Commuting and Parking

§ 420.30 Local Travel

§ 420.40 Temporary Duty Travel (TDY)

§ 425 Authorizing Travel

§ 425.10 Travel Authorizations

§ 425.20 Authorizing Officials

§ 425.30 Redelegation of Authorizing Authority

§ 430 Lodging

§ 430.10 Lodging Expense Reimbursement

§ 430.20 Exceeding the Published Maximum Allowable Daily Lodging Rate

§ 430.30 Lodging Taxes

§ 430.40 Resort Fees and Similar Add-On Lodging Charges

§ 430.50 Lodging Cancellation Costs

§ 430.60 Types of TDY Lodging

§ 435 Meals and Incidental Expenses (M&IE)

§ 435.10 Actual Expense Reimbursement

§ 435.20 Daily M&IE Allowance

§ 435.30 Reduced Daily M&IE Allowances

§ 435.40 Daily M&IE Allowance on Leave During Travel

§ 435.50 Daily M&IE Allowance on Non-Workdays During Travel

§ 440 Transportation Expenses

§ 440.10 Methods of Transportation

§ 440.15 Air Travel

§ 440.20 Government-Furnished Vehicle (G-car)

§ 440.25 Privately Owned Vehicle
Guide to Judiciary Policy, Vol. 19, Ch. 4 Page 2 

§ 440.30 Rental Vehicle

§ 440.35 Taxi, Ridesharing, Shuttle Service

§ 440.40 Local Transit Travel

§ 440.45 Rail or Bus Travel

§ 440.50 Maritime Travel

§ 445 Other Reimbursable TDY Expenses

§ 450 Non-Reimbursable Travel and Travel-Related Expenses

§ 450.10 Expenses Not Eligible for Reimbursement

§ 450.20 Meetings or Conventions of Societies and Private Associations

§ 450.30 Investitures, Memorial Services, and Other Similar Events

§ 450.40 Official Court Reporter Travel for Expedited Transcripts

§ 455 Special Categories of Travelers

§ 455.10 Jurors (Veniremen, Petit, Grand)

§ 455.15 CJA Panel Attorneys and CJA Service Providers

§ 455.20 Contractors, Consultants, and Experts (Non-CJA)

§ 455.25 Invitational Travelers

§ 455.30 Volunteers

§ 455.35 Staff of Part-Time Magistrate Judges

§ 455.40 Employee Subpoenaed as a Witness

§ 455.45 Head of Select Judiciary Organizations

§ 460 Extended TDY Assignments

§ 460.10 Lodging for Extended TDY Assignments

§ 460.20 Daily M&IE Allowances for Extended TDY Assignments

§ 460.30 Voucher Submission for Extended TDY Assignments

§ 460.40 Tax Implications of Extended TDY Assignments

§ 465 Travel Under Special Circumstances

§ 465.10 Illness

§ 465.20 Personal Emergency

§ 465.30 Accident Resulting in Personal Injury or Property Damage

§ 465.40 Death in Travel Status

§ 465.50 Travel During a Continuing Resolution (CR)

§ 465.60 Travel During a Lapse in Appropriations

§ 465.70 Travel Using Chambers’ Training Funds

§ 470 Paying Travel-Related Expenses

§ 470.10 Government Travel Card Program

§ 470.20 Personal Funds

§ 470.30 Travel Advances

§ 475 Claiming Reimbursement

§ 475.10 Documentation of Expenses
Guide to Judiciary Policy, Vol. 19, Ch. 4 Page 3 

§ 480 Certifying Travel Payments

§ 485 Promotional Items and Frequent Traveler Benefits

§ 490 Combining Official and Personal Travel

§ 490.10 Government Contract Rates for Combined Travel

§ 490.20 Cancellations

§ 490.30 Subsistence for Combined Travel

§ 495 Personal Property Damage

§ 410 Overview 

§ 410.10 Authority

These regulations are published by the Director of the Administrative Office of the U.S. 

Courts (AO) under 28 U.S.C. § 604(a)(7) and 5 U.S.C. § 5707(a)(1). 

§ 410.20 Applicability

(a) These regulations apply to all individuals traveling on behalf of the 

judiciary, including the following: 

(1) All judiciary personnel, except justices and judges who are covered 

by Guide, Vol. 19, Ch. 2 (Travel Regulations for Justices and 

Judges). 

(2) Jurors. 

(3) Appointed panel attorneys and related service providers under the 

Criminal Justice Act (CJA), 18 U.S.C. § 3006A(a). 

(4) Contractors, including contract court reporters and court 

interpreters, to the extent the terms and conditions of their contracts 

provide for travel payments consistent with these regulations.

(5) Invitational travelers, including:

• Select nominees and applicants for judiciary positions; 

• Personal attendants accompanying justices, judges, or judiciary 

employees with disabilities; and

• Consultants or experts employed intermittently and individuals 

serving consistent with 5 U.S.C. § 5703. 

(6) Volunteers. 
Guide to Judiciary Policy, Vol. 19, Ch. 4 Page 4

(7) Staff of part-time magistrate judges.

(b) These regulations do not apply to witness travel expenses:

(1) awarded to a prevailing party under 28 U.S.C. § 1821, or

(2) paid by the U.S. Marshals Service under 28 U.S.C. § 1825.

§ 410.30 Definitions and Financial Systems

(a) A list of terms, including the following that are used in this chapter, can be 

found in Guide, Vol. 19, § 125 (Definitions):

• Authorizing Official

• Centrally Billed Account (CBA)

• Certifying Officer

• City Pair Fare (Government Contract Rate)

• Common Carrier

• Constructive Cost

• Continental United States (CONUS)

• Continuing Resolution (CR)

• Court Unit Executive (CUE)

• Daily M&IE Allowance

• Employee Blanket Travel Authorization

• Federal Public Defender (FPD)

• Government-Furnished Vehicle

• Government Travel Card Program

• Immediate Relative

• Individually Billed Account (IBA)

• Invitational Traveler

• Local Commuting Area

• Local Travel

• Mileage Rate

• Miscellaneous Expenses

• Official Duty Station

• Outside the Continental United States (OCONUS)

• Privately Owned Vehicle (POV)

• Ridesharing Service

• Temporary Duty (TDY) Location

• Temporary Duty (TDY) Travel

• Travel Advances
Guide to Judiciary Policy, Vol. 19, Ch. 4 Page 5

(b) A list of financial systems and programs, including the following that are 

referenced in this chapter, can be found in Guide, Vol. 19, § 128 (Primary 

Financial Systems and Programs):

• GetThere

• Judiciary Electronic Travel System (JETS)

• Judiciary Integrated Financial Management System (JIFMS)

§ 410.40 Prudent Traveler Rule

(a) An individual traveling on official business must exercise the same care 

when incurring expenses that a prudent (e.g., fiscally responsible) person 

would if traveling at his or her own expense.

(b) Excess costs, indirect routes, or unnecessary services in the performance 

of official business are not acceptable under this standard.

(c) Travelers will be responsible for excess costs and any additional 

expenses incurred for personal preference or convenience.

(d) Only mileage and other travel-related expenses for the direct route may be 

claimed unless there is an official reason for travel by another route.

§ 410.50 Constructive Cost of Travel

(a) When a traveler deviates from the most direct route or uses a mode of 

transportation other than the one most advantageous to the judiciary for 

personal reasons, the traveler’s voucher must include an analysis of the 

constructive cost (i.e., what costs would reasonably have been incurred 

using the most direct route and advantageous mode, versus the actual

cost of travel).

(b) The comparison of constructive cost of travel to the cost of alternative 

travel should consider the following factors:

(1) The cost of air travel at the applicable YCA City Pair fare (i.e., 

maximum government contract fare), including a reasonable 

estimate of associated taxes (see: § 440.15.15 (GSA City Pair 

Airfare (Government Contract Fares))).

(A) If government contract fares are not available between the 

points of travel, then use the lowest coach fare available.

(B) If the points of travel are not served by an airline, the 

constructive cost must be based on the cost of travel by the 
Guide to Judiciary Policy, Vol. 19, Ch. 4 Page 6

mode of transportation available and most commonly used 

(e.g., train; automobile mileage).

(2) Additional airport and air travel-related fees (e.g., checked baggage 

fees, airport facility fees), where applicable.

(3) Subsistence allowances (i.e., applicable lodging and daily M&IE 

allowances).

(4) The usual transportation costs to and from the common carrier 

terminals, including parking fees.

(5) Tips to drivers of taxis and other ridesharing (e.g., Uber; Lyft) 

services.

Note: The Constructive Cost Analysis Tool is available on JNet to aid in 

this analysis.

(c) The constructive cost of travel establishes an upper limit for 

reimbursement. Reimbursement is limited to the lesser of the constructive 

cost of travel or the expenses associated with the employee’s alternate 

travel. The traveler must cover any excess cost with personal funds.

§ 415 Travel Management Center

(a) The judiciary contracts with one or more Travel Management Centers 

(TMC), private-sector travel agencies, to furnish judiciary employees —

and others authorized to travel at the judiciary’s expense — with travelrelated services.

Note: Each TMC uses an online self-service booking tool (GetThere),

offering travelers greater flexibility and reduced transaction fees.

(b) Judiciary employees are strongly encouraged to secure all common 

carrier transportation, lodging, and rental vehicles associated with official 

travel through a TMC. Travelers, however, are required to use a TMC

when:

• Using local authority to reimburse lodging expenses over 150% and up 

to 200% of the published maximum daily lodging rate for the TDY 

location (see: § 430.20.10(b)(2)), and

• Securing airfare between commercial airports without a City Pair fare, 

excluding travel to, from, and between OCONUS locations (see: 

§ 440.15.20(b)(1)).
Guide to Judiciary Policy, Vol. 19, Ch. 4 Page 7

(c) A TMC will provide guidance, at the time of booking, on applicable 

maximum reimbursable common carrier transportation fares and lodging 

rates. A TMC also will offer rental vehicle rates that provide the necessary 

federal government-negotiated insurance protections.

(d) If a traveler uses an alternative travel agent or service when a TMC is not 

required to be used:

(1) The traveler will be responsible for:

(A) all costs and transaction fees for these services over the 

highest full-service booking fee charged by the TMCs, and

(B) all costs over applicable maximum reimbursable common 

carrier transportation fares and lodging rates, as provided in 

these regulations.

(2) The traveler may be issued reservations for travel-related services 

that could result in limited reimbursement because the reservations:

(A) are not separately itemized (i.e., bundled) (see: 

§ 430.30.10(e) (CONUS and OCONUS Non-Foreign 

Lodging Taxes) and § 475.10(a) (Documentation of 

Expenses)); or

(B) do not recognize the judiciary’s tax-exempt status (see: 

§ 430.30.10(d) (CONUS and OCONUS Non-Foreign 

Lodging Taxes)).

(e) Judiciary employees may use a TMC to secure solely personal travelrelated services.

(1) Employees should advise the TMC representative, at the time of 

booking, that the reservation — or part of the reservation (e.g., 

combining personal and official travel) — is for personal travelrelated services.

(2) All fees and charges associated with personal travel arrangements 

made using a TMC are the employee’s financial responsibility.

(3) Travelers must pay for personal travel arrangements with personal 

funds. The use of a government-issued travel card is prohibited.
Guide to Judiciary Policy, Vol. 19, Ch. 4 Page 8

§ 420 Types of Official Travel

§ 420.10 Relocation

Relocation travel is an employee’s pre-authorized move to another official duty station,

either as a temporary or permanent change of duty station. It also includes a new 

appointee’s pre-authorized travel to his or her first official duty station. See: Guide, 

Vol. 19, Ch. 5 (Relocation Allowances for Judiciary Staff).

§ 420.20 Commuting and Parking

(a) The expense of commuting between an employee’s residence and his or 

her official duty station is generally not reimbursable under these 

regulations. This applies to regular workdays as well as non-workdays.

(1) At the discretion of the authorizing official, expenses may be 

reimbursed for travel:

(A) From an employee’s residence to the office — or authorized 

point of departure — on the day the employee departs from 

the office for an official trip, and

(B) From the office — or authorized original point of departure —

to the employee’s residence on the day the employee 

returns from an official trip.

(2) An authorizing official may authorize the reimbursement of one-way

travel (e.g., ridesharing services; taxi) from an employee’s official 

duty station to his or her residence when the employee is detained 

for official business beyond normal business hours, interfering with 

the daily commute home (e.g., infrequently scheduled public 

transportation at time of departure; safety issues at time of day).

(b) In limited circumstances, policies outside the regulations in this 

chapter may authorize appropriated funds to cover certain commuting 

and parking-related expenses, including:

(1) Commuter and local transit programs (see: Guide, Vol. 12, § 735 

(Commuter Programs)).

(2) Court unit and FPDO-provided employee parking (see: Guide, 

Vol. 16, § 630.60 (Employee Parking)).

§ 420.30 Local Travel

§ 420.30.10 Local Commuting Area
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(a) The local commuting area is defined as the area within a 30-mile radius of 

a traveler’s official duty station by the most direct route.

(b) An exception exists for island areas within 30 miles but not connected by 

road, bridge, public transit system, or compatibly scheduled ferry service. 

Local authorizing officials in those areas may permit travel allowances, 

consistent with these regulations, on a case-by-case basis or through local 

policies.

(c) The mileage radius must be at least 30 miles. However, CUEs and FPDs 

may establish a wider (i.e., more restrictive) mileage radius for their local 

commuting area.

§ 420.30.20 Authorized Expenses within the Local Commuting Area

(a) Travelers will be reimbursed transportation expenses consistent with 

these regulations (e.g., mileage, parking, ridesharing service) to travel to a 

location within the local commuting area.

(b) Travelers may not be reimbursed for lodging, daily M&IE allowances, or 

actual meal expenses when traveling solely within the local commuting 

area.

(c) Generally, the judiciary may not provide meals to employees at their 

official duty station or within the local commuting area, even in 

extraordinary circumstances (e.g., late conference sessions, heavy 

volume of work, or adverse weather conditions).

(1) Certain exceptions exist in policies outside the regulations in 

this chapter and relate to meetings, retreats, or other official 

functions. See: Guide, Vol. 24, § 430 (Authorized Exceptions). 

The scenarios described in Guide, Vol. 24, Ch. 4 (Meals and Light 

Refreshments) are not reimbursable as a travel-related expense

under regulations in this chapter.

(2) When meals are provided at an official duty station or within the 

local commuting area under an exception in Guide, Vol. 24, § 430

(Authorized Exceptions), the court unit or FPDO should procure

and pay for the meals centrally, rather than reimbursing the 

employee.

(A) BOC 2120 or 2125 may not be used for meals provided to 

judiciary employees at their duty station or within the local 

commuting area under Guide, Vol. 24, § 430 (Authorized 

Exceptions).
Guide to Judiciary Policy, Vol. 19, Ch. 4 Page 10

(B) Group meals provided to judiciary employees at their duty 

station or within the local commuting area under Guide, 

Vol. 24, § 430 (Authorized Exceptions) should be procured

with the judiciary organization’s purchase card or a purchase 

order. An individually billed account (IBA) or centrally billed 

account (CBA) may not be used.

§ 420.40 Temporary Duty Travel (TDY)

TDY travel is pre-authorized official travel to a location outside a traveler’s local 

commuting area. Expenses are reimbursable consistent with these regulations.

§ 425 Authorizing Travel

(a) All individuals traveling under these regulations must have prior 

authorization from an appropriate authorizing official.

Note: In the rare instances where an employee’s prior authorization is not 

possible or practical (e.g., emergencies), post-trip approval may be 

obtained based on the circumstances and documented on the travel 

voucher.

(b) Travel expenses incurred without prior authorization may limit or prevent 

reimbursement.

§ 425.10 Travel Authorizations

(a) There are two categories of judiciary travel authorizations:

(1) Specific, Single-Trip Authorizations

(A) This trip-by-trip authorization is the most common means for 

authorizing travel for an individual or a group of individuals 

traveling under these regulations.

(B) Judiciary employees may be issued a specific authorization 

to travel to an event funded by another judiciary entity, (e.g., 

Federal Judicial Center (FJC) or AO-funded travel; the 

adjacent court unit) or a non-judiciary entity. In these 

instances, an employee:

(i) must obtain approval from his or her immediate 

supervisor (or other locally designated official) before

beginning travel; and
Guide to Judiciary Policy, Vol. 19, Ch. 4 Page 11

(ii) may not obtain local supplemental funding to offset 

travel allowances detailed in the sponsoring (i.e., 

funding) entity’s travel authorization.

(2) Employee Blanket Authorizations

(A) This type of authorization permits multiple trips, under 

certain specified conditions, by an employee or group of 

employees without obtaining trip-specific approvals.

(B) These authorizations should be limited to those employees 

or group of employees who are expected, as part of their 

official duties, to conduct frequent, specific, and repetitive 

travel within the geographical boundaries of their employing 

judiciary organization.

(i) Blanket authorizations may also cover adjacent 

districts for supervision and investigation of 

defendants and offenders.

(ii) Judiciary organizations with national or wide areas of 

jurisdiction must reasonably narrow the travel points 

of applicable employees to avoid overly broad blanket 

authorizations.

(C) Blanket authorizations are terminated upon the separation of 

the issuing authorizing official or, in the case of a chief judge,

the end of the judge’s term as chief.

(b) Travel authorizations must include enough information to support the 

authorizing official’s determination that the travel is in the best interest of 

the judiciary, being carried out by the most direct and advantageous 

manner, and consistent with the nature and purpose of the traveler’s 

duties. This typically includes:

• traveler’s name (or identification of a group of travelers);

• dates of travel (or period covered by a travel authorization);

• travel destination(s);

• purpose of travel;

• any conditions or limitations on travel (e.g., authorization of rental car); 

and

• estimated travel costs.

(c) Travel authorizations must be in writing and may be communicated by 

email, letter, memo, text message, or other electronic means (e.g., JETS).
Guide to Judiciary Policy, Vol. 19, Ch. 4 Page 12

(d) When necessary, employees may travel on verbal authorization. 

However, the authorizing official must follow up with a written authorization

as soon as reasonably practical and before the reimbursement of travel 

expenses. In the following exceptions, verbal authorization alone is 

enough.

(1) Chambers staff traveling with the employing judge to attend court 

sessions or authorized judicial meetings, as defined in Guide, 

Vol. 19, Ch. 2 (Travel Regulations for Justices and Judges).

(2) Courtroom deputies, staff court reporters, and staff interpreters may 

travel to attend court sessions at the direction of the judicial officer 

with the approval of the authorizing official.

(3) Travel solely within the local commuting area.

(e) After travel is authorized, funds for expected travel-related expenses must 

be obligated promptly and accurately. See: Guide, Vol. 13, § 280.60.30(f) 

(Posting, Estimating, and Recording Commitments, Obligations, and 

Accruals).

§ 425.20 Authorizing Officials

(a) Authorizing officials are responsible for providing advance authorization 

for the travel of subordinates, contractors, consultants, and other eligible 

travelers under these regulations.

(b) Authorizing officials must only authorize travel and travel-related expenses 

that are necessary to accomplish the judiciary’s mission effectively and 

economically. Authorizing officials should always consider whether less 

expensive alternatives to travel (e.g., teleconferences; video conferences)

can be used effectively.

(c) The following officials may authorize travel:

(1) Chief Judges

(A) For their own chambers staff, CUEs, pro se law clerks, death 

penalty law clerks, and land commissioners.

(B) Travelers must also obtain authorization from the AO’s 

Judicial Services Office (JSO) when more than two 

chambers staff members from the same court (i.e., 

jurisdiction) travel outside their employing home circuit or 

employing district for any official purpose, other than to:
Guide to Judiciary Policy, Vol. 19, Ch. 4 Page 13

(i) attend a meeting or course for learning specified in 

§ 450.20 (Meetings or Conventions of Societies and 

Private Associations), or

(ii) attend an event funded and authorized by another 

judiciary organization (e.g., FJC).

(C) Requests for JSO authorization should include:

(i) a statement of the business need for the additional 

staff members, and

(ii) the reason those business needs cannot be satisfied 

using remote technology (e.g., audio- or 

videoconferencing) or by the other chambers staff 

traveling with the judge.

(D) The chief judge may redelegate to others the authority to 

authorize travel for CUEs, pro se law clerks, death penalty 

law clerks, and land commissioners.

(i) Chief district judges should not redelegate the 

authority to authorize a CUE’s travel to another CUE.

(ii) The redelegation must be in writing.

(iii) The redelegation is terminated upon the change in 

chief judge or the separation of the individual if the 

redelegation is not to a position (e.g., clerk of court).

(2) Judges

(A) For their chambers staff.

(B) Travelers must also obtain authorization from the 

appropriate chief judge and JSO when more than two 

chambers staff members travel outside their employing 

home circuit or employing district for any official purpose, 

other than to attend a meeting or course for learning 

specified in § 450.20 (Meetings or Conventions of Societies 

and Private Associations). Requests for authorization 

should include:

(i) a statement of the business need for the additional 

staff members, and
Guide to Judiciary Policy, Vol. 19, Ch. 4 Page 14

(ii) the reason those business needs cannot be satisfied 

using remote technology (e.g., audio- or 

videoconferencing) or by the other chambers staff 

traveling with the judge.

(3) Circuit Executives

(A) For employees within the circuit unit(s). This also includes 

circuit mediators, if administratively assigned to the circuit 

executive.

(B) The traveler must also obtain authorization from the AO’s 

Court Services Office (CSO) when he or she travels to a 

court session outside the home circuit.

(4) Clerks of Court and District Court Executives

(A) For employees in their assigned offices, and if applicable, 

court reporters, court interpreters, and jury commissioners

serving under 28 U.S.C. § 1863(b)(1). This includes 

mediators, pro se law clerks, and death penalty law clerks, if 

administratively assigned to a clerk of court.

(B) An employee who travels to provide direct courtroom support

outside the home district must also ordinarily obtain CSO

authorization. The request must include a certification from 

the borrowing court that it is unable to provide the required 

services.

Exception: CSO’s authorization is not required if a court 

reporter, court interpreter, or courtroom deputy/case 

manager is traveling as courtroom support under an 

agreement between lending and borrowing courts where 

funding is provided locally (i.e., by lending and borrowing 

courts).

(5) Probation and Pretrial Services Chiefs

(A) For employees in their assigned offices.

(B) Probation and pretrial services officers ordered by the court

to attend a court session outside their home district do not 

require additional AO authorization.
Guide to Judiciary Policy, Vol. 19, Ch. 4 Page 15

(6) FPDs

(A) For self, except that authorization from the Chief of the AO’s 

Defender Services Office (DSO) is required for:

(i) any travel into and out of the continental United 

States, and

(ii) all non-case related travel outside of the district.

(B) For FPDO employees, except that DSO Chief authorization 

is required for:

(i) any travel into and out of the continental United

States, and

(ii) all travel to court sessions outside the home circuit.

(7) Senior Staff Attorneys

For employees under their supervision. This includes circuit 

mediators, if administratively assigned to them.

(8) Bankruptcy Administrators

For employees in the bankruptcy administrator’s office.

(9) Circuit Librarians

For employees under their supervision.

(10) AO Director

For self, employees of the AO, and individuals performing

invitational travel in connection with a Judicial Conference 

Committee meeting.

(11) FJC Director

For self and employees of the FJC.

(12) Chair of the U.S. Sentencing Commission (USSC)

For self and employees of USSC.

(13) Clerk of the Judicial Panel on Multi-District Litigation (JPML)

For self and employees of JPML.
Guide to Judiciary Policy, Vol. 19, Ch. 4 Page 16

(d) Except as identified in this chapter, authorizing officials may not authorize 

their own travel.

§ 425.30 Redelegation of Authorizing Authority

An authorizing official may redelegate in writing the authority to authorize travel; 

however, such designations must be kept to as high a supervisory level as practicable 

to ensure adequate oversight.

§ 430 Lodging

§ 430.10 Lodging Expense Reimbursement

(a) When TDY travel (i.e., travel outside the local commuting area) requires

overnight lodging, travelers may claim actual lodging expenses up to the 

published maximum allowable daily lodging rate for the TDY location

where lodging is authorized. Note: Lodging taxes, where applicable, may 

be claimed separately as a miscellaneous expense. See: § 430.30 

(Lodging Taxes).

(1) Maximum allowable daily lodging rates for CONUS locations are 

published by GSA. See: GSA Per Diem Rates. Note: If the TDY 

location — or the county or parish in which it resides — is not listed 

on the GSA website, a traveler must use the standard CONUS rate.

(2) Maximum allowable daily lodging rates for Alaska, Hawaii, and U.S. 

territories (i.e., OCONUS locations) are published by the 

Department of Defense (DoD). See: DoD Per Diem Rates.

(3) Maximum allowable daily lodging rates for foreign destinations are 

published by the Department of State (DoS). See: DoS Foreign 

Per Diem Rates by Location.

(b) The published maximum allowable daily lodging rate for the location 

where a traveler is authorized to travel generally establishes an upper limit 

for reimbursement.

Example: A traveler is authorized to travel to City A. The traveler elects 

to stay overnight in nearby City B, which has a higher published maximum 

allowable daily lodging rate. The traveler’s reimbursement of expenses 

would be limited to the published maximum allowable daily lodging rate for 

City A.

(c) Travelers are generally expected to secure lodging at the location of their

TDY assignment, if appropriate lodging is available (e.g., staying a 

significant distance away from the TDY location, at a resort, would not be 
Guide to Judiciary Policy, Vol. 19, Ch. 4 Page 17

prudent). The traveler will bear any extra costs incurred for staying at a

distant facility.

(d) Generally, a traveler will be reimbursed lodging expenses for a nonworkday (e.g., federal holiday, weekends) if:

(1) the official travel status requires his or her stay to include a nonworkday, and

(2) the authorizing official determines that requiring the employee to 

remain at the TDY location is advantageous to the judiciary for 

efficiency or effectiveness reasons (e.g., where the time and/or 

distance involved would make it impractical for the employee to 

return home or would otherwise create an undue hardship for the 

employee).

§ 430.20 Exceeding the Published Maximum Allowable Daily Lodging Rate

(a) Travel reimbursement at a rate exceeding the published maximum 

allowable daily lodging rate is intended for the benefit of the judiciary, not 

the individual traveler.

(b) Travel reimbursement at an elevated rate should not be treated as an 

entitlement; travelers and authorizing officials are expected to adhere to 

the prudent traveler rule. See: § 410.40 (Prudent Traveler Rule).

§ 430.20.10 Local Authority to Reimburse Lodging Expenses Up to 200%

(a) If lodging cannot be secured at or below the published maximum daily 

lodging rate for the TDY location, the authorizing official funding the travel 

may authorize reimbursement of lodging expenses up to 200% of the 

published maximum allowable daily lodging rate for the TDY location.

(1) The 200% is based on the published maximum daily lodging rate 

for the TDY location only; the daily M&IE allowance is not included 

in this calculation.

(2) This authority may not be used to decline nearby suitable lodging 

options solely for the purpose of selecting a location where an 

accompanying judge has secured lodging. Elevated lodging rates 

when traveling with judges are only automatically authorized for 

specific events. See: § 430.20.30 (Lodging at Certain Events with 

Judges).

(b) A traveler must obtain prior authorization to exceed the published 

maximum allowable daily lodging rate for the TDY location, but the specific 
Guide to Judiciary Policy, Vol. 19, Ch. 4 Page 18

requirements depend on the percentage over the maximum lodging rate. 

When a traveler’s nightly rate is expected to exceed the published 

maximum allowable daily lodging rate for the TDY location by:

(1) 150% or less — the authorization should include justification for the

higher rate (i.e., why nearby hotels offering nightly rates at or below 

the government rate are not viable options), or

(2) more than 150% — the lodging must be secured through a TMC.

The TMC will verify and document that no other nearby suitable 

lodging options are offered at or below the published maximum 

allowable daily lodging rate for the given TDY location, justifying the 

higher reimbursement limit.

(c) The traveler may only be reimbursed for any lodging expenses above

150% of the TDY location’s published maximum allowable daily lodging 

rate by presenting documentation showing that lodging was secured 

through a TMC.

§ 430.20.20 Reimbursement of an Employee’s Lodging Expenses Up to 300%

(a) If lodging cannot be secured within 200% of the published maximum daily 

lodging rate for the TDY location, the AO Director may authorize 

reimbursement of an employee’s lodging expenses up to 300% of the 

published maximum allowable daily lodging rate for the TDY location. 

Note: The daily M&IE allowance is not included in this calculation.

(b) The AO Director may grant such requests in the following very limited 

instances:

(1) To accommodate the special needs of an employee with disabilities 

(e.g., hotel room that is accessible or otherwise equipped for 

physically disabled persons).

(2) Where special or unusual circumstances in the travel area (e.g.,

sporting event; convention; natural disaster):

(A) result in an extreme increase in costs for a temporary period, 

or

(B) otherwise cause the ordinary reimbursement allowances to 

become inadequate to cover reasonable expenses.

(c) Before travel begins, the authorizing official must request, in writing via 

email, the AO Director’s authorization for reimbursement at a higher 

lodging rate under this authority. The request must describe both the 
Guide to Judiciary Policy, Vol. 19, Ch. 4 Page 19

circumstances that justify an increased rate and the efforts made to 

secure lodging through a TMC.

(d) The AO Director will not grant authority to exceed 300% of the published 

maximum allowable daily lodging rate.

§ 430.20.30 Lodging at Certain Events with Judges

(a) An authorizing official may authorize reimbursement to an employee for 

lodging expenses, not to exceed the amount that judges may claim for 

lodging, when the employee is required to travel to attend a:

• meeting of the Judicial Conference, its committees, or subcommittees;

• circuit judicial conference;

• circuit judicial council committee meeting; or

• district-wide judges’ meeting.

(b) Judiciary employees authorized reimbursement under paragraph (a) 

above are not required to secure lodging through a TMC when the nightly 

rate at the designated hotel exceeds the published maximum allowable 

daily lodging rate for the TDY location.

§ 430.20.40 Lodging at Non-Judiciary Organized Conferences, Seminars, and Similar 

Events

(a) Travelers attending a non-judiciary organized conference (e.g., 

commercial training), where the lodging costs at the conference sponsor’s 

preferred hotel exceed the published maximum allowable daily lodging 

rate for the TDY location, are not automatically authorized a higher lodging 

expense reimbursement.

(b) Travelers must adhere to requirements of the standard TDY lodging 

policies in this chapter, which may result in the traveler securing lodging at 

an alternate nearby location or personally paying the excess lodging costs

of the conference sponsor’s preferred hotel.

§ 430.20.50 Lodging at Certain Judiciary Organized Staff Trainings, Conferences, 

Retreats, and Similar Events

(a) Travelers attending a judiciary organized event – excluding those detailed 

in § 430.20.30 (Lodging at Certain Events with Judges) – where the 

lodging costs at the designated hotel exceed the published maximum 

allowable daily lodging rate for the TDY location, may not be directly 

reimbursed at the higher lodging expense reimbursement.

(b) If the planners of a judiciary organized event cannot secure lodging at or 

below the published maximum allowable daily lodging rate for the TDY 
Guide to Judiciary Policy, Vol. 19, Ch. 4 Page 20

location, the lodging must be awarded as a procurement and paid for 

centrally (e.g., purchase order, CBA) rather than through individual travel 

reimbursement. The following considerations and requirements apply.

(1) Organizers must consider minimizing costs when planning such 

events. See: Guide, Vol. 24, § 220.20 (Cost Considerations) and 

§ 220.30 (Other Management Considerations).

(2) The contracting officer must detail, in the procurement 

documentation, what market research was performed to identify 

alternate dates, locations, and how a guest room rate exceeding 

the maximum allowable daily lodging rate for the TDY location is 

determined reasonable. See: Guide, Vol. 14, § 325.15 (Open 

Market Competition) and § 330.36 (Evaluation of Offers).

(3) The negotiated lodging rate may not exceed 200% of the maximum 

allowable daily lodging rate for the TDY location.

(4) In these instances, organizers are strongly encouraged to use a 

CBA, which will preserve valuable judiciary resources by avoiding 

applicable hotel occupancy taxes and permit the Judiciary to offset 

some of the elevated nightly costs through Citi’s rebates.

(5) Events with aggregate costs over $100,000 have additional 

approval and reporting requirements. See: Guide, Vol. 24, § 230 

(Approval Requirement).

(6) Organizers and travelers are not required to use a TMC in this 

instance.

§ 430.30 Lodging Taxes

§ 430.30.10 CONUS and OCONUS Non-Foreign Lodging Taxes

(a) GSA and DoD do not include hotel taxes in their published maximum 

allowable daily lodging rates for CONUS and OCONUS non-foreign 

locations, respectively. See: § 430.10(a)(1)-(2).

(b) Travelers performing official CONUS and OCONUS non-foreign travel 

may be exempt from certain lodging taxes in the specific state or local 

jurisdiction to which they are traveling. Not all states and localities offer a 

tax exemption, and some locations do not specify a particular form on 

which to claim it.
Guide to Judiciary Policy, Vol. 19, Ch. 4 Page 21

(c) The Prudent Traveler Rule requires travelers to claim a tax exemption on 

lodging wherever this option is available. See: § 410.40 (Prudent 

Traveler Rule).

(d) Travelers and authorizing officials must determine the tax-exempt status 

and any required local tax forms for each TDY location before travel

begins. This information is available on the GSA SmartPay website. 

Alternatively, travelers and authorizing officials may contact the hotel 

before travel to ask about local tax-exempt forms and requirements.

(1) Travelers on official travel in locations that are tax-exempt must

inform hotels that they qualify for a tax exemption, present the 

appropriate tax exemptions forms, and request removal of the taxes 

from their lodging bills.

(A) Generally, travelers should not be reimbursed for lodging 

taxes in tax-exempt locations where they fail to make 

reasonable effort to obtain the tax exemption.

Note: Travelers who have an individually billed account

(IBA) and elect to use personal funds, in lieu of their IBA, 

should not be reimbursed for lodging taxes if the hotel would 

have given a tax-exemption if the IBA had been used. For 

further guidance on the IBA, see: § 470.10.10 (Individually 

Billed Account (IBA)).

(B) If a hotel or other lodging provider in a tax-exempt location 

does not recognize the tax-exempt status or otherwise 

refuses to exclude the lodging taxes, a traveler may be 

reimbursed for the improperly assessed lodging taxes.

(i) The costs for lodging taxes, itemized separately on 

the lodging bill, should be claimed as a miscellaneous 

expense.

(ii) The traveler’s voucher must include a statement of 

what steps were taken (i.e., reasonable efforts) to 

secure the tax exemption.

(2) Travelers on official travel in locations that are not tax-exempt may 

be reimbursed for lodging taxes.

(A) The costs of lodging taxes, itemized separately on the 

lodging bill, should be claimed as a miscellaneous expense.
Guide to Judiciary Policy, Vol. 19, Ch. 4 Page 22

(B) Lodging taxes reimbursable as a miscellaneous travel 

expense are limited to the taxes on authorized lodging costs. 

For example, if the maximum authorized lodging rate was

$50 per night, and a traveler elects to stay at a hotel that 

costs $100 per night, the traveler can only claim the amount 

of taxes on $50, which is the maximum authorized lodging 

amount.

(e) Travelers who book lodging reservations through a third-party travel 

provider, other than a TMC, (e.g., Orbitz, Hotwire, Travelocity) may not be 

able to obtain a lodging bill that separately itemizes taxes. In such 

instances, where voucher reviewers cannot identify nightly room rates and 

taxes separately, reimbursement will be limited to the published maximum 

allowable daily lodging rate. Travelers may not assume the amounts over

the published maximum allowable daily lodging rate comprise lodging 

taxes.

§ 430.30.20 Foreign Lodging Taxes

The DoS includes hotel taxes in its published maximum allowable daily lodging rates for 

foreign locations. Lodging taxes in foreign locations, therefore, may not be reimbursed

as a separate expense.

§ 430.40 Resort Fees and Similar Add-On Lodging Charges

(a) Some hotels or lodging providers charge, in addition to the base room 

rate, a mandatory per room, per night fee that may be claimed as a 

miscellaneous expense, subject to the limitations in paragraphs (c) and (d) 

below. These add-on lodging charges may appear on a lodging bill as 

resort, facility, amenity, or urban convenience fees, energy surcharges, 

tourism fees, or minor COVID-19-type disinfection surcharges.

Note: Nightly “cleaning” fees commonly associated with non-conventional

lodging, properties, or lodging providers (e.g., Airbnb, VRBO, HomeAway)

are considered part of the lodging rate and are not an add-on fee for 

purposes of these regulations. Travelers securing non-conventional 

lodging online should not solely consider the “per night” charge quoted. 

Instead, travelers should scroll down to the “total,” which will detail the 

amounts that will be billed. For further guidance on non-conventional 

lodging, see: § 430.60.20 (Non-Conventional Lodging).

(b) Travelers should consider these additional costs when selecting lodging. 

Securing lodging through FedRooms ensures no additional add-on fees. 

A TMC can also assist in locating lodging options that do not charge addon fees.
Guide to Judiciary Policy, Vol. 19, Ch. 4 Page 23

(c) Such fees and add-on lodging charges, to the extent they cannot be 

avoided, may be reimbursed — in addition to the base per night lodging 

expenses — if they:

(1) are not entertainment-related (e.g., tennis, pool, golf);

(2) do not exceed $45 per night; and

(3) are authorized in advance.

(d) For such costs anticipated to exceed $630 per trip, (i.e.,14 consecutive 

days), advance authorization is required from the:

• AO Director, for court, FPDO, and AO-funded travel;

• FJC Director, for FJC-funded travel; and

• USSC Chair, for USSC-funded travel.

§ 430.50 Lodging Cancellation Costs

(a) Travelers must take steps to minimize cancellation costs, including 

cancelling lodging reservations as soon as travel plans change.

(b) A traveler may be reimbursed for lodging cancellation costs when he or 

she is unable to cancel the reservation within the hotel’s prescribed 

cancellation window due to circumstances beyond the traveler’s control 

(e.g., curtailed or cancelled official business; unavoidable and unexpected 

travel delay).

(1) A traveler may not be reimbursed for lodging cancellation costs 

incurred due to personal convenience or negligence.

(2) A traveler seeking reimbursement should include with their travel 

voucher a summary of the circumstances surrounding the 

cancellation and an explanation of the steps taken to mitigate costs 

to the judiciary.

(3) A traveler’s reimbursement for lodging cancellation costs is limited 

to one night’s lodging at the published maximum allowable daily 

lodging rate, plus applicable taxes and any additional room charges 

(e.g., resort, tourism, convention fees), for the given location.

§ 430.60 Types of TDY Lodging

This section provides lodging options for standard TDY travel. For extended TDY 

assignments, see: § 460.10 (Lodging for Extended TDY Assignments).
Guide to Judiciary Policy, Vol. 19, Ch. 4 Page 24

§ 430.60.10 Conventional Lodging

Travelers should generally use conventional lodging options (e.g., hotels, motels) for 

official travel.

§ 430.60.20 Non-Conventional Lodging

(a) When it is advantageous to the judiciary or if conventional lodging is 

unavailable (e.g., remote areas; an influx of attendees at a special event), 

authorizing officials may permit, according to local policies, a traveler to 

use non-conventional lodging, properties, or lodging providers (e.g., 

Airbnb, VRBO, HomeAway).

(b) Authorizing officials may not require travelers to stay at non-conventional 

lodging (e.g., private residence) while on official travel.

§ 430.60.30 Lodging with Friends and Relatives

(a) Generally, a traveler may not claim reimbursement for any lodging 

expenses when staying with friends or relatives at a TDY location.

(b) If, however, a traveler’s host can demonstrate they incurred additional 

costs as a direct result of the traveler’s stay (e.g., rental of furniture; 

increase in rental fees for an apartment), the traveler may be reimbursed 

to compensate the host.

(1) The reimbursement may not exceed the published maximum 

allowable daily lodging rate for the TDY location.

(2) Travelers must provide itemized receipts to substantiate the 

claimed amounts, and the judiciary organization may reduce any 

claimed amount deemed unreasonable.

(c) Reimbursement for costs associated with a host’s insurance, utilities, 

purchase of furniture and bedding, or repairs may not be authorized.

§ 430.60.40 Lodging at a Secondary Residence

A traveler may not claim reimbursement for any lodging expenses when staying at a 

secondary residence (e.g., personally owned home; rented apartment; timeshare) at a 

TDY location.
Guide to Judiciary Policy, Vol. 19, Ch. 4 Page 25

§ 435 Meals and Incidental Expenses (M&IE)

§ 435.10 Actual Expense Reimbursement

§ 435.10.10 Employee Same-Day Travel

(a) When TDY travel (i.e., travel outside the local commuting area) is between 

12 and 24 hours, and no overnight stay occurs, a traveler is entitled to 

reimbursement of meal expenses. See: § 420.40 (Temporary Duty 

Travel (TDY)). Official travel begins at the time the traveler leaves his or 

her home, office, or other authorized point of departure and ends when the 

traveler returns to his or her home, office, or other authorized point at the 

trip’s conclusion.

(1) Meal reimbursement for same-day travel must be paid on an actual 

expense basis not to exceed the applicable maximum daily M&IE 

allowance for the locality.

(A) Maximum allowable daily M&IE allowances for CONUS 

locations are published by GSA. See: GSA Per Diem 

Rates. Note: If the TDY location — or the county or parish 

in which it resides — is not listed on the GSA website, an

employee must use the standard CONUS daily M&IE 

allowance.

(B) Maximum allowable daily M&IE allowances for Alaska, 

Hawaii, and U.S. territories (i.e., OCONUS locations) are 

published by the DoD. See: DoD Per Diem Rates.

(C) Maximum allowable daily M&IE allowances for foreign 

destinations are published by the DoS. See: DoS Foreign 

Per Diem Rates by Location.

(2) When same-day travel requires an employee to visit multiple TDY 

locations, the traveler is entitled to use, to establish an upper limit 

for reimbursement, the highest maximum allowable daily M&IE 

allowance of the TDY locations visited.

(b) Same-day travelers must provide itemized receipts for actual meal 

expenses claimed, regardless of amount. See: § 475.10(b)(4) 

(Documentation of Expenses).

(c) Meal reimbursements associated with judiciary same-day travel, when no 

overnight stay occurs, are taxable income to the employee (i.e., fringe 

benefit). See: 26 U.S.C. § 162(a)(2) (Trade or business expenses).
Guide to Judiciary Policy, Vol. 19, Ch. 4 Page 26

These reimbursements must be processed using sub-BOC T3. See: 

Budget Object Code (BOC) Reference Sheet.

(d) For guidance on tax consequences of reimbursement for employee meals 

while on same-day travel, see: Guide, Vol. 13, § 1250.10 (Meal 

Reimbursement While in Travel Status).

§ 435.10.20 Exceeding Standard Daily M&IE Allowances at Certain Events with Judges

(a) An authorizing official may authorize reimbursement to an employee for 

actual expenses not to exceed the amount that judges may claim for 

meals at the event, when the employee is required to travel to attend a:

• meeting of the Judicial Conference, its committees, or subcommittees;

• circuit judicial conference;

• circuit judicial council committee meeting; or

• district-wide judges’ meeting.

(b) Judiciary employees authorized reimbursement under paragraph (a) 

above must provide itemized receipts for actual meal expenses claimed, 

regardless of amount. See: § 475.10(b)(4) (Documentation of 

Expenses).

§ 435.10.30 Non-Employees

(a) Non-employee travelers, reimbursed on an actual expense basis, must 

provide itemized receipts for lodging and any individual expense of $75 or 

more. See: § 475.10(b)(8) (Documentation of Expenses).

(b) For guidance on specific types of non-employee travelers, see:

• § 455.10 (Jurors (Veniremen, Petit, Grand))

• § 455.15 (CJA Panel Attorneys and CJA Service Providers)

• § 455.20 (Contractors, Consultants, and Experts (Non-CJA))

• § 455.25 (Invitational Travelers)

• § 455.30 (Volunteers)

• § 455.35 (Staff of Part-Time Magistrate Judges)

§ 435.20 Daily M&IE Allowance

(a) When overnight lodging is required, travelers are eligible for daily M&IE

allowances that are prescribed for given TDY locations. See: 

§ 435.10(a)(1)(A)-(C). The daily M&IE allowance is a set amount that the 

traveler on official travel status receives; it is not dependent on the cost of 

meals consumed or type of incidental expense incurred. Note: Taxes 
Guide to Judiciary Policy, Vol. 19, Ch. 4 Page 27

and gratuities (tips) for meals are included in the M&IE allowance, and 

travelers will not be reimbursed separately for those items.

(b) When a traveler is conducting official business that involves multiple TDY 

locations, the daily M&IE allowance for each day is based on the TDY 

location where the traveler is authorized to stay overnight. If the traveler is 

returning to his or her official duty station, the daily M&IE allowance is 

based on the TDY location from the preceding calendar day.

(c) When a traveler is conducting official business and is en route after 

midnight to his or her official duty station, TDY location, or residence, an 

additional allowance of one-fourth of the M&IE rate may be authorized.

§ 435.30 Reduced Daily M&IE Allowances

(a) The authorizing official, on a case-by-case basis, may authorize a reduced 

daily M&IE allowance.

(b) Decisions to reduce the daily M&IE allowance must be made prudently 

and not for the sole purpose of limiting expenditures.

(c) The traveler must be notified in writing of the reduced daily M&IE 

allowance before the start of travel (e.g., local policy; individual travel 

authorization).

(d) For extended TDY assignments, see: § 460.20 (Daily M&IE Allowances 

for Extended TDY Assignments).

§ 435.30.10 Furnished Meals

(a) When meals are provided at no cost to a traveler, the traveler must claim 

a reduced daily M&IE allowance by deducting the cost for the meal, based 

on the GSA M&IE Breakdown, from the overall daily M&IE allowance. 

Note: For OCONUS travel, the Proportional Meals Rate (PMR) is used 

when one or more meals are provided at no cost to a traveler, see: DoD 

M&IE Per Diem Rates.

(1) This may occur when the meals are:

• provided as part of a meeting;

• included as part of a conference or conference registration fee;

• added to the base rate lodging rate;

• provided to the traveler by the judiciary; or

• reimbursed or provided from other sources.
Guide to Judiciary Policy, Vol. 19, Ch. 4 Page 28

(2) Travelers are encouraged, but not required, to deduct 

complimentary meals offered at no charge by hotels (e.g., free 

continental breakfast) or common carriers from the daily M&IE 

allowance.

(b) If a traveler is unable to consume a furnished meal (e.g., for medical or 

religious reasons), he or she should request an alternate meal. If the 

traveler is unable to obtain an alternate meal, he or she may claim the full 

meal amount (i.e., the traveler is not required to reduce the daily M&IE 

allowance).

(1) The traveler must include a statement of the steps taken to obtain 

an alternate meal (e.g., email or phone correspondence with a 

representative of the facility) with his or her voucher.

(2) The authorizing official must use discretion when authorizing a full 

daily M&IE allowance when a meal is furnished.

§ 435.30.20 First and Last Days of Travel

(a) Generally, a traveler’s daily M&IE allowance is not reduced on the 

first and last days of travel.

(b) Judiciary organizations, however, may implement a local policy that 

uniformly reduces a traveler’s M&IE reimbursement for the first and last 

days of travel (e.g., 75% of the daily M&IE; restrict applicable M&IE 

allowances to a specific timeframe, such as breakfast, lunch, or dinner).

§ 435.30.30 When Lodging with Friends or Relatives

Generally, a traveler’s daily M&IE allowance is not reduced solely because he or she 

secured TDY lodging with friends or relatives.

§ 435.30.40 When Lodging at a Second Residence

A traveler may claim reimbursement for M&IE when staying at a secondary residence 

(e.g., personally owned home; rented apartment; timeshare) at a TDY location.

§ 435.40 Daily M&IE Allowance on Leave During Travel

§ 435.40.10 Annual or Compensatory Leave

(a) An employee may not claim the daily M&IE allowance while on approved

annual or compensatory leave.
Guide to Judiciary Policy, Vol. 19, Ch. 4 Page 29

(b) An employee, who takes annual or compensatory leave for more than 

one-half of the work hours for a day, may not claim all or part of the daily 

M&IE allowance for that day.

§ 435.40.20 Sick Leave

For guidance on daily M&IE allowances when an employee’s travel is interrupted by 

sickness or injury, see: § 465.10 (Illness).

§ 435.50 Daily M&IE Allowance on Non-Workdays During Travel

(a) Generally, a traveler will be reimbursed the daily M&IE allowance for a 

non-workday (e.g., federal holiday, weekends) if required to be on official 

travel.

(b) As a general rule, when considering whether to maintain a traveler at a 

TDY location during a non-workday or return them to the official duty 

station, the authorizing official should choose the option that is least costly 

to the judiciary. An authorizing official may authorize an exception when 

he or she determines that:

(1) requiring the employee to remain at the TDY location is 

advantageous to the judiciary for efficiency or effectiveness

reasons (e.g., where the time and/or distance involved would make 

it impractical for the employee to return home or would otherwise 

create an undue hardship for the employee), or

(2) returning the employee to his or her official duty station or 

residence after a reasonable period for longer TDY assignments 

(e.g., Federal Law Enforcement Training Center (FLETC) training)

is advantageous to the judiciary to improve the employee’s morale 

and increase productivity.

(c) For additional guidance on M&IE allowances for extended TDY travel, 

see: § 460.20 (Daily M&IE Allowances for Extended TDY Assignments).

§ 440 Transportation Expenses

A traveler is eligible for reimbursement of authorized transportation expenses when 

performing official travel.

§ 440.10 Methods of Transportation

Authorizing officials may authorize the use, subject to the restrictions of this section, of 

any of the following methods of transportation:
Guide to Judiciary Policy, Vol. 19, Ch. 4 Page 30

• common carrier (e.g., aircraft, train, bus, local transit system, ferry, or ship);

• government-furnished vehicle;

• rental vehicle;

• privately owned vehicle (POV); and

• taxi or ridesharing service (e.g., Uber, Lyft).

§ 440.10.10 Selecting the Most Advantageous Method of Transportation

(a) When making travel arrangements, travelers should use the least 

expensive mode of transportation and class of fare that will reasonably 

accommodate the official purpose of the travel.

(b) Authorizing officials must limit travel authorizations to the expenses 

required to complete the official business expeditiously and cost 

effectively. Authorizing officials should consider factors such as cost 

(including the cost of transportation to and from common carrier terminals, 

cost of a Saturday night stayover), distance, estimated travel time, lost 

productivity, and allowable overtime.

(c) For official business that is 500 miles or more one-way from a traveler’s 

residence or official duty station, air travel is presumed to be the most 

advantageous to the judiciary. A traveler — or group of travelers — may 

negate this presumption with a constructive cost analysis. See: § 410.50 

(Constructive Cost of Travel).

(d) For official travel by automobile, government-furnished vehicles, when 

available, are presumed to be the most advantageous to the judiciary.

§ 440.10.20 Traveling by the Most Direct Route

(a) Travelers are required to use the most direct, commonly traveled route to 

perform official travel unless the traveler obtains prior authorization to 

deviate from that route.

(b) A traveler who, for personal reasons, wishes to deviate from the most 

direct, commonly traveled route must seek authorization before travel. 

See: § 410.50 (Constructive Cost of Travel).

(c) Travelers that use an indirect route or alternate mode of travel as a 

personal preference are personally responsible for any additional costs.

§ 440.15 Air Travel

Air travel is generally the most cost effective, expeditious mode of long-distance 

transportation and should normally be used for trips of 500 miles or more one-way from 

a traveler’s residence or official duty station.
Guide to Judiciary Policy, Vol. 19, Ch. 4 Page 31

§ 440.15.10 Selecting Appropriate Airport

(a) If two or more airports are within a traveler’s local commuting area or TDY 

location, the applicable City Pair YCA fare is based on the departing and 

arriving airports that will enable the most expedient and cost-effective 

completion of the TDY travel.

Note: The search results from the City Pair Program Search Tool will 

generally indicate the appropriate airports or the need for more analysis

(e.g., a more detailed constructive cost analysis).

(b) If a traveler’s local commuting area is only served by a regional airport, the 

traveler may consider departing from and returning to the nearest major 

hub airport, if a constructive costs analysis supports it. See: Constructive 

Cost Analysis Tool.

§ 440.15.15 GSA City Pair Airfare (Government Contract Fares)

(a) Under its City Pair Program, GSA contracts with various airlines to obtain 

discounted fully refundable airfares for routes frequently traveled by 

federal government employees. Typically, only one airline, the contract 

carrier, holds the contract for a specific route between city pairs (i.e., 

between given departure and arrival airports) for a fiscal year.

Note: City Pair fares are available on the City Pair Program Search Tool.

(b) The City Pair Program offers two types of contract fares, identified in the 

City Pair Program Search Tool, by the fare basis code of either “YCA” or 

“_CA.” Both fare types are fully refundable and not subject to change 

fees.

(1) “YCA” refers to a contracted unrestricted coach-class fare that 

includes the benefit of last-seat availability.

(2) “_CA” refers to a lower cost, contracted coach-class fare that is 

capacity controlled (i.e., only a certain number of seats are 

available on a given flight). A “_CA” airfare should generally be 

used when available, as it provides the judiciary with the greatest 

savings while offering the traveler similar benefits as the “YCA”

fare.

(3) Travelers are generally encouraged to secure airfare through a 

TMC to ensure that the appropriate City Pair fare is obtained.

(4) Airlines, other than the contract carrier, often offer discounted 

“government” fares (e.g., -DG) to travelers on official business.
Guide to Judiciary Policy, Vol. 19, Ch. 4 Page 32

(A) These fares have similar attributes as City Pair fares (i.e., 

YCA; _CA) in that they are often fully refundable and 

changeable. They may, however, exceed the cost of the 

City Pair fares.

(B) The traveler is personally responsible for any costs over the 

applicable City Pair YCA fare, including any penalties 

associated with flight changes and cancellations, except as 

authorized under § 440.15.20 (Alternatives to GSA City Pair 

Airfare).

(c) City Pair fares may only be charged to an IBA or Centrally Billed Account 

(CBA); airlines will not accept a personal credit or debit card for these 

fares. Note: This is a GSA contract requirement with the airlines, not a 

judiciary requirement. For further guidance on IBAs and CBAs, see: 

§ 470.10 (Government Travel Card Program).

(d) CJA panel attorneys and CJA service providers, as well as invitational 

travelers and volunteers, are entitled to — and are generally expected to 

use — government contract fares (e.g., City Pair fares). See: § 455 

(Special Categories of Travelers). A CBA must be used to purchase City 

Pair fares for these travelers.

(e) Non-CJA contractors, consultants, and experts, as well as part-time 

magistrate staff are not eligible to use City Pair fares. See: § 455 

(Special Categories of Travelers). Judiciary cardholders may not

purchase City Pair fares with a CBA on behalf of ineligible individuals.

(f) City Pair fares may not be used for employee travel funded by non-federal 

sources. See: § 425.10(a)(1)(B) (Travel Authorizations).

(g) City Pair fares may not be used for the personal portion of a trip that

combines official and personal travel. See: § 490 (Combining Official and 

Personal Travel).

§ 440.15.20 Alternatives to GSA City Pair Airfare

(a) Travelers eligible for City Pair fares are encouraged, but not required, to 

use City Pair fares. City Pair fares (plus reasonable applicable taxes and 

fees), however, generally establish an upper limit for reimbursement.

See: § 410.50 (Constructive Cost of Travel).

(b) Travelers may be reimbursed for a non-City Pair fare in the following 

instances:
Guide to Judiciary Policy, Vol. 19, Ch. 4 Page 33

(1) City Pair fares are not available between the commercial airports 

that service the traveler’s official duty station and the TDY location. 

Except for individuals traveling to, from, or between OCONUS 

locations, the traveler must use a TMC to purchase the lowest 

priced airfare that will accomplish the judiciary’s mission effectively

and economically. See: § 415 (Travel Management Center).

(2) A carrier offers a refundable fare to the public that is lower than the 

applicable City Pair YCA fare.

(3) A carrier offers a non-refundable fare to the public that is

significantly lower than the applicable City Pair YCA fare. See: 

§ 440.15.25 (Non-Refundable Airfares).

(4) Space is not available on any scheduled City Pair flights to 

accomplish the purpose of the TDY trip.

(5) Using the City Pair flights would require an overnight stay and

make the total cost of the trip higher than using a fare offered to the 

public. Travelers are not required to use a TMC in this instance.

(6) Group travel, booked through a TMC, for five or more travelers 

requires seats on the same cost-effective non-contract flight for the 

same official business purpose.

(c) Authorizing officials must pre-authorize the use of non-contract airfares 

exceeding the applicable City Pair YCA fare (i.e., the highest government 

contract fare) on a case-by-case basis. Note: Use of these fares should 

be rare. See: § 440.15.35(d)-(e).

(d) If a traveler purchases a non-contract airfare over the applicable City Pair 

YCA fare without prior authorization, the traveler is personally responsible 

for any costs above the City Pair YCA fare, including costs associated with 

flight changes and cancellations.

§ 440.15.25 Non-Refundable Airfares

(a) Authorizing officials and travelers should exercise caution when 

authorizing and purchasing non-refundable fares, due to the significant 

fees associated with changing or cancelling the itinerary.

(b) In the interest of economy, a traveler may generally be authorized to 

purchase non-refundable airfare that is at least $250 less than the 

applicable City Pair YCA round-trip fare.
Guide to Judiciary Policy, Vol. 19, Ch. 4 Page 34

(1) During a continuing resolution (CR), travelers may only purchase 

non-refundable airfares when the travel itinerary will be completed 

before the CR expires. See: § 465.50(d) (Travel During a 

Continuing Resolution (CR)).

(2) During a lapse in appropriations or shutdown, travelers should not 

purchase non-refundable airfares. See: Guide, Vol. 13, § 230.50 

(Lapse in Appropriations and Shutdown).

(c) An authorizing official may authorize a traveler who uses a non-refundable 

airfare that is conditioned on a Saturday night stay-over to be reimbursed 

lodging plus daily M&IE, within the limitations of this policy and subject to 

the constructive cost of travel (i.e., only to the extent that the total cost of 

the non-refundable airfare plus the additional lodging and M&IE allowance 

is less than the City Pair YCA fare). See: § 410.50 (Constructive Cost of 

Travel).

(d) Before authorizing non-refundable airfare, the authorizing official and 

traveler should consider, in addition to the cost savings described above,

the following:

(1) Likelihood of Changes or Cancellation

Travelers should only purchase non-refundable airfares when they 

are confident that the travel will occur without schedule changes or 

cancellation.

(2) Type of Traveler

If travel is cancelled, those who travel frequently may have the 

opportunity to use any resulting credits, which are generally valid

for one year. These credits, however, are unlikely to be used by:

• Employees who travel infrequently, and

• Eligible non-employees who may not travel on the judiciary’s 

behalf in the future. See: § 455 (Special Categories of 

Travelers).

§ 440.15.30 Cancellation and Changes to Non-Refundable Airfares

(a) When non-refundable airfare is authorized, the traveler may claim 

reimbursement for any costs associated with flight changes (including the 

cost of an entirely new ticket) and cancellations, when the change or 

cancellation is made for official reasons or is beyond the control of the 
Guide to Judiciary Policy, Vol. 19, Ch. 4 Page 35

traveler (e.g., illness, accident, natural disaster). See: § 465.10 (Illness)

and § 465.20 (Personal Emergency).

(b) If additional costs are incurred for changes due to personal convenience

or negligence (e.g., not arriving on time to the airport), reimbursement for 

the cost of the fare and any penalties or fees will be limited to the amount 

of the applicable City Pair YCA fare.

(c) A traveler will not be reimbursed for the cost of a non-refundable airfare if 

the traveler does not take the flight due to personal convenience or 

negligence (e.g., no show; failure to cancel).

(d) Travelers seeking reimbursement for cancellation or change costs should 

include with their travel voucher an explanation of the reasons for the 

cancellation or change and the steps taken to mitigate costs to the 

judiciary.

(1) The original cost of the ticket, plus any cancellation fees, may be 

reimbursed immediately.

(2) Change fees are not typically charged until a later flight is booked. 

Change fees may be reimbursed, along with any additional airline 

tickets costs (e.g., the new ticket price was higher), at the time of 

the later flight (i.e., when they are incurred).

(3) When the airline issues a credit for a cancelled flight and the 

traveler has been reimbursed for the cost of the ticket, the judiciary 

organization funding the travel must track that credit and attempt to 

use it on a later flight for that traveler.

(A) Credits are property of the judiciary, since the traveler has 

been reimbursed with appropriated funds for the value of 

that cancelled ticket (i.e., value of the credit).

(B) Credits may not be used by the traveler for personal benefit. 

If credits cannot be used for future official travel before they 

expire (generally within one-year), the traveler must allow 

the credit to expire and go unused.

Exception: A traveler could return the appropriated funds 

received for reimbursement of the cancelled flight (i.e., the 

value of the credit) to the funding judiciary organization, 

effectively purchasing the credit back from the judiciary. 

This would permit the traveler to use the credit for personal 

benefit. Judiciary organizations should receipt the funds 
Guide to Judiciary Policy, Vol. 19, Ch. 4 Page 36

back to the appropriation charged for the original 

reimbursement.

§ 440.15.35 Class of Accommodations

(a) Travelers are encouraged, but not required, to use City Pair fares, which 

provide coach class accommodations.

(b) Travelers authorized to obtain non-City Pair fares are not restricted by a 

specific class of service (i.e., cost is the determinative factor, not class of 

service). City Pair fares, however, generally establish an upper limit for 

reimbursement.

(c) Travelers may, at their own expense, use frequent flyer benefits or 

personal funds to secure early boarding or upgrade seats or class of 

service above the applicable City Pair YCA fare without prior

authorization.

(d) Seat assignments are at the discretion of the carriers.

(1) A contract carrier that offers a specific seat assignment (i.e., seat 

choice) to travelers will follow the same process for offering seat 

assignments to government travelers as it does for commercial 

customers in the same fare class of service.

(2) When a government traveler’s reservation is confirmed but a seat 

assignment without additional charge is not available (e.g., all seats 

have been pre-distributed or carriers only board groups at 

departure), the traveler will receive a seat assignment at the airport 

ticket counter or gate, consistent with the contract carrier’s 

commercial practices.

(3) When contract carriers do not offer seat assignments before

boarding, government travelers are not required to pay additional 

money for a ticket that includes a seat assignment to board the 

flight.

(e) Other than Coach Class for Health or Physical Disability

(1) For health or physical disability reasons (i.e., individuals entitled to 

a reasonable accommodation), authorizing officials may authorize 

upgraded seats or fares exceeding the applicable City Pair YCA 

fare.

(2) In these instances, authorizing officials should limit upgrades, 

where available, to the class of service higher than economy but 
Guide to Judiciary Policy, Vol. 19, Ch. 4 Page 37

lower than first or business class. These seats, often labeled as 

“Economy Plus” or similar, offer extra leg room but do not incur the 

expense of first or business class seats. If an aircraft does not 

have such seats (e.g., small regional jets), first or business class 

may be authorized.

(f) Other than Coach Class for OCONUS Travel

(1) For travel to or from OCONUS locations, when the scheduled flight 

time, including stopovers, is over 14 hours, authorizing officials may 

authorize upgraded seats or fares exceeding the applicable City 

Pair YCA fare, including premium or business class seats.

(2) Rest Stops

(A) The authorizing official may — but is not required to —

authorize a rest stop for a period up to 24 hours or that

results in no more than one day’s lodging and daily M&IE 

allowance at either an intermediate point or at a traveler’s 

final destination if:

(i) the scheduled flight time including stopovers, exceeds 

14 hours; and

(ii) travel is by a direct or usually traveled route.

(B) The fact that a traveler may use a class of air service other 

than coach class does not preclude a rest stop.

(C) When a rest stop is authorized, subsistence allowances at 

the rest stop are provided consistent with these regulations.

§ 440.15.40 Advance Airfare Purchases

Travelers may need to purchase airfare for official business travel far in advance.

(a) Airfares purchased in advance are not eligible for a travel advance or 

reimbursement before travel is completed.

(b) Travelers should use Citi Pair fares to purchase airfare far in advance, 

since City Pair fares are not ticketed (i.e., billed immediately to an IBA or 

CBA) until three days before travel (see: § 440.15.15(c) (GSA City Pair 

Airfare (Government Contract Fares)). This avoids using personal funds 

to purchase the airfare and waiting until travel is completed to be 

reimbursed.
Guide to Judiciary Policy, Vol. 19, Ch. 4 Page 38

(c) If travelers want to purchase non-City Pair fares far in advance, they

should use an IBA or CBA. Purchases billed to an IBA or CBA can be 

placed, at the cardholder’s request, into a goodwill dispute with Citi, which 

holds the billing until travel has occurred.

(d) Travelers who voluntarily elect to use a personal credit or debit card to pay 

for airfare are responsible for payment of the airfare with personal funds 

and may only seek reimbursement after travel is completed.

§ 440.15.45 Selecting Appropriate Air Carrier

(a) Generally, travelers are required to fly U.S. airlines for all judiciary-funded 

air travel.

(b) Exceptions are allowed when the origin and destination points of a trip are

within the U.S. and its possessions and territories. A non-U.S. airline may 

be used in the following situations;

(1) A ticket issued by a U.S. airline places the traveler on a foreign 

airline as part of a code sharing agreement (i.e., a contractual 

arrangement between the U.S. and foreign airlines operating on the 

same route);

(2) A U.S. airline involuntarily reroutes a traveler on a foreign airline; or

(3) A judiciary employee travels to or from the U.S. territories of Guam 

or the Northern Mariana Islands and secures a ticket on a non-U.S. 

airline:

(A) for an outbound flight to the nearest Asian hub airport (i.e., 

five hours flying time or less) to connect to a U.S. airline for 

trans-Pacific service; or

(B) for an inbound flight from the nearest Asian hub airport (i.e., 

five hours flying time or less) when connecting from transPacific service on a U.S. airline.

Note: Costs associated with passport applications and renewals

are non-reimbursable personal expenses.

§ 440.20 Government-Furnished Vehicle (G-car)

(a) A government-furnished vehicle (G-car), if available, should be the first 

resource considered when an employee’s official travel requires an 

automobile.
Guide to Judiciary Policy, Vol. 19, Ch. 4 Page 39

Note: An uncompensated judiciary employee is not authorized to operate

a G-car. See: § 455.30 (Volunteers).

(b) When an employee chooses to use a privately owned vehicle (POV)

instead of an available government-furnished vehicle, reimbursement will 

be limited to the lower GSA mileage rate when a government-furnished 

vehicle is available. See: Privately Owned Vehicle (POV) Mileage 

Reimbursement Rates on the GSA website.

(c) If an employee is in an accident while driving a government-furnished 

vehicle, he or she should:

• Obtain a police report, if possible;

• Report the accident to the authorizing official;

• Report the accident to GSA’s Accident Management Center; and

• Report the accident to the AO’s Office of the General Counsel.

Note: Employees should also refer to additional instructions in the 

government-furnished vehicle’s GSA Fleet Vehicle Accident Kit.

§ 440.20.10 Reimbursable Expenses While Using a Government-Furnished Vehicle

(a) Employees may be reimbursed for parking, ferry, toll (e.g., road, bridge,

tunnel), and similar charges while operating the government-furnished 

vehicle.

(b) Employees must use the GSA fleet cards, assigned to each governmentfurnished vehicle, to cover the vehicle’s operating expenses (e.g., fuel).

(c) Employees may not be reimbursed for mileage for operation of the 

government-furnished vehicle.

§ 440.20.20 Government-Furnished Vehicle at Employee Residence

(a) An employee must receive authorization from the employing judiciary 

organization to take a government-furnished vehicle to the employee’s 

residence consistent with locally established policy.

(b) A government-furnished vehicle may not be used for personal reasons.

(c) For guidance on potential tax consequences, see: Guide, Vol. 13, 

§ 1250.30 (Taking Government-Furnished Vehicles to Employee’s 

Residence).
Guide to Judiciary Policy, Vol. 19, Ch. 4 Page 40

§ 440.25 Privately Owned Vehicle

(a) Employees should consider the availability of a government-furnished 

vehicle before using a POV. See: § 440.20 (Government-Furnished 

Vehicle (G-Car)).

(b) When necessary and determined to be in the best interest of the judiciary, 

an authorizing official may approve the use of a POV.

§ 440.25.10 Privately Owned Automobile

(a) Travelers using a privately owned automobile for official travel may be 

reimbursed mileage at the applicable GSA mileage rate. See: Privately 

Owned Vehicle (POV) Mileage Reimbursement Rates on GSA’s website.

(1) Mileage claims may be based on the distances shown by a 

standard online mapping application.

(2) The travel voucher must show the points between which official 

travel was performed, the total mileage claimed, and the dates of 

travel.

Note: Probation officers using the Field App may, absent a 

significant personal deviation during the day, record the starting 

and ending mileage. It is not necessary to log the starting and 

ending mileage for each stop.

(3) When a traveler departs from his or her residence, goes to a 

temporary duty station, and returns to his or her residence, mileage 

reimbursements are based on round-trip mileage, and deductions 

should generally not be made based on the traveler’s daily 

commute.

(A) Local travel policies, however, may limit mileage 

reimbursements if the authorizing official determines 

limitations are in the best interest of the judiciary.

(B) Travelers must be advised of any limitations before

beginning official travel.

(4) A traveler may be reimbursed round-trip mileage at the applicable 

GSA mileage rate to and from common carrier terminals (e.g., 

airport) when driven by another person in a POV, if mileage is 

limited to the direct route.
Guide to Judiciary Policy, Vol. 19, Ch. 4 Page 41

(b) Travelers may also be reimbursed for parking, ferry, toll (e.g., road, bridge,

tunnel), and similar charges while operating a POV for official purposes.

(c) When a traveler uses a POV for official travel for a one-way distance of 

more than 500 miles, claims for reimbursement are limited to the lesser of 

the actual reimbursable POV expenses and subsistence or the 

constructive cost of travel, as provided in § 410.50 (Constructive Cost of 

Travel). Note: When a traveler or a group of travelers wants to drive 

distances over 500 miles one-way, the constructive cost may consider 

overall costs and savings of multiple travelers within one POV (i.e., overall 

costs to the judiciary). If such an arrangement is authorized by the 

authorizing official, each traveler’s voucher must reference the other 

travelers and the constructive cost analysis.

§ 440.25.20 Multiple Travelers to Same Destination

(a) Travel by POV may be advantageous to the judiciary when two or more 

individuals travel together.

(b) Only the owner of the vehicle may claim reimbursement for POV mileage. 

Owners and passengers may not claim separate expenses covered by the 

POV mileage reimbursement (e.g., fuel).

(c) The owner may claim POV expenses between the starting point of the trip 

and the locations where passengers assemble or disembark. See: 

§ 420.20(a)(1).

(d) Passengers may claim taxi or ridesharing service (e.g., Uber; Lyft) costs, 

mileage, or other costs incurred for travel to and from the assembly points.

See: § 420.20(a)(1).

(e) The names of passengers should be listed on the vehicle owner’s travel 

voucher. Conversely, passengers should notate on their voucher the 

individual with whom they rode.

§ 440.25.30 Monthly Parking at the Official Duty Station for Probation Officers, Pretrial 

Services Officers, and Federal Public and Community Defender Personnel

(a) The authorizing official may authorize the reimbursement of parking fees, 

for the days they use their POV to travel on official business, to the 

following individuals who pay for monthly parking at their official duty 

station:

• probation officers,

• pretrial services officers,

• federal public and community defenders,
Guide to Judiciary Policy, Vol. 19, Ch. 4 Page 42

• assistant federal public and community defenders, and

• federal defender organization investigative staff

(b) To determine the amount of the reimbursement, the employee should:

(1) divide the days he or she uses his or her POV for official business 

by the number of workdays in the month; and

(2) multiply the result times the monthly parking rate.

Example: If an employee uses his or her POV for official travel for 12 

days during a month that has 20 workdays, the employee will be 

reimbursed 12/20 of the monthly parking rate.

(c) The employee must include a parking receipt, clearly indicating the 

amount and period covered by the charge, with any claim for 

reimbursement.

§ 440.25.40 Privately Owned Motorcycle

Travel by privately owned motorcycle is reimbursable at the applicable GSA mileage 

rate, with the same allowances and limitations as a privately owned automobile. See:

§ 440.25.10 (Privately Owned Automobile)

§ 440.25.50 Privately Owned Airplane

(a) Travel by privately owned airplane is reimbursable at the applicable GSA 

mileage rate, plus airplane parking, landing, and tie down fees, not to 

exceed the applicable City Pair YCA fare for the owner (and other 

accompanying travelers in official travel status).

(b) If two or more employees are traveling to the same TDY location in the 

same privately owned airplane, only the employee who owns the aircraft is 

eligible to claim POV expenses.

§ 440.30 Rental Vehicle

(a) Employees should consider the availability of a government-furnished 

vehicle before using a rental vehicle. See: § 440.20 (GovernmentFurnished Vehicle).

(b) If local transit travel (e.g., subway, light rail) is feasible within a major 

metropolitan area, a rental vehicle should not be used unless local transit

transportation would be unduly burdensome, less cost effective, or unsafe.

(c) When necessary and determined to be in the best interest of the judiciary, 

an authorizing official may approve the use of a rental vehicle.
Guide to Judiciary Policy, Vol. 19, Ch. 4 Page 43

(d) A traveler may not rent a vehicle from another employee or member of the 

traveler’s family.

§ 440.30.10 Selecting the Class of Rental Vehicle

(a) When a rental vehicle is authorized, a traveler should generally obtain the 

most economical vehicle available that is suitable for official business. 

Except as the provided in paragraph (b) below, the cost of a vehicle, 

regardless of size or class, may not exceed the cost of a full-sized car.

(b) An authorizing official may approve, in advance, an upgrade to a larger or

premium vehicle that will cost more than a full-sized car under the 

following circumstances:

• Multiple travelers are traveling together in the rental vehicle;

• A traveler must accommodate large amounts of judiciary equipment;

• A traveler has a physical disability or medical necessity; or

• Hazardous driving conditions exist.

§ 440.30.20 Federal Government Rentals

(a) Most national rental companies offer federal government rentals, 

negotiated in the DoD U.S. Government Car Rental Agreement. These 

rentals provide special daily flat-rates with no mileage restrictions to all 

federal government travelers on official travel.

(1) The cost of collision damage waiver or insurance is included in the 

federal government rental. The traveler must always decline the 

option to purchase a separate collision damage waiver insurance,

as it is not reimbursable.

(2) Rental vehicles under this agreement authorize multiple drivers in 

official travel status, if properly licensed, without additional charges.

Those additional drivers need not be listed on the rental

documents.

(3) Federal government rentals, whether booked through a TMC or 

directly from a car rental agency, will include the “Government 

Administrative Rate Supplement (GARS)” or use a term similar to

“GOVT RATE.” When picking up the vehicle, the travelers should 

ensure their rental agreement includes GARS or a term similar to

“GOVT RATE.”

(b) Travelers should use a federal government rental. If, however, a federal 

government rental is not available, travelers:
Guide to Judiciary Policy, Vol. 19, Ch. 4 Page 44

• must use the least expensive reasonably available commercial rental 

rate; and

• are strongly encouraged to use an IBA to benefit from the protections 

offered by Citi while on official travel.

§ 440.30.30 Accidents or Damage to a Rental Vehicle During Official Travel

(a) If a traveler is in an accident with a rental vehicle, they should:

• Obtain a police report, if possible;

• Contact the rental car company directly;

• Report the accident to the authorizing official; and

• Report the accident to the AO’s Office of the General Counsel.

(b) If the traveler used his or her IBA to rent the vehicle, he or she should also 

immediately call the customer service number on the back of his or her 

IBA card to report the accident and receive further instructions.

(c) If the traveler did not get a government rental nor use his or her IBA (and 

thus is not covered by collision damage waiver or collision damage 

insurance), the traveler should also advise the rental car company to 

submit any damage-connected claims directly to the AO’s Office of the 

General Counsel.

(1) The AO’s Office of the General Counsel will evaluate such claims 

case-by-case.

(2) Since the judiciary potentially may not reimburse damage costs, 

travelers are encouraged to use a federal government rental or an 

IBA to ensure they do not incur non-reimbursable expenses.

§ 440.30.40 Reimbursable Expenses While Operating a Rental Vehicle

(a) Travelers may be reimbursed for gas or diesel fuel, as well as parking, 

ferry, toll (e.g., road, bridge, tunnel), and similar charges while operating a 

rental vehicle for official purposes.

(b) Travelers may not claim reimbursement for:

(1) collision damage waiver or collision damage insurance (see: 

§ 440.30.20(a)(1) (Federal Government Rentals));

(2) pre-paid fuel options;

Note: If it is not possible to refuel a rental vehicle safely (e.g.,

poorly lit area), the vehicle may be returned without refueling. 
Guide to Judiciary Policy, Vol. 19, Ch. 4 Page 45

Refueling charges are reimbursable with a statement of the 

circumstances on the employee’s voucher.

(3) POV mileage;

(4) violations (e.g., traffic, parking), including any associated late fees;

(5) GPS or navigation options, unless official duties require the traveler 

to traverse extremely remote locations without clearly marked road 

signs or widespread cellular service (e.g., tribal lands); or

(6) additional costs (e.g., fuel, parking) incurred for the personal use of 

a rental vehicle.

§ 440.35 Taxi, Ridesharing, Shuttle Service

(a) When authorized, transportation expenses for official travel are 

reimbursable for the usual fare plus a reasonable tip for a taxi, rideshare 

service (e.g., Uber, Lyft), shuttle service, or other transportation service, in 

the following situations.

(1) At the official duty station

(A) From the traveler’s residence or other authorized point of 

departure (e.g., residence or duty station to the airport);

(B) To the traveler’s residence or other authorized point of 

return, (e.g., airport to the residence or duty station);

(C) From the traveler’s residence to the duty station on the day 

of departure for an official TDY location that requires at least 

one night’s lodging; or

(D) To the traveler’s residence from the duty station on the day 

of return from an official TDY location that required at least 

one night’s lodging.

(2) At the official TDY location

(A) From the TDY common carrier terminal to the place of 

lodging or place of official business and return;

(B) To, from, and between places of lodging and official 

business;

(C) Between places of official business; or
Guide to Judiciary Policy, Vol. 19, Ch. 4 Page 46

(D) To obtain meals at the nearest available place when the 

nature and location of the official business or the lodging at a 

TDY location are such that meals cannot reasonably be 

obtained there.

(i) The traveler must explain on his or her travel voucher

why such transportation was necessary.

(ii) The judiciary organization should ensure that the 

traveler has a valid reason for incurring travel 

expenses to obtain a meal.

(b) Travelers should use courtesy transportation services (e.g., hotel shuttle 

buses) to and from a place of lodging when available at no cost (or at a 

lower cost than alternative travel) and their use does not unreasonably 

interfere with the traveler’s schedule. A reasonable tip to the driver may 

be reimbursed.

(c) When one traveler pays the taxi or ridesharing service fare for two or more 

travelers sharing transportation, the person who paid the full fare may 

claim reimbursement. The other travelers must be listed on the claimant’s 

voucher. Use of larger vehicles (e.g., Uber XL) may be authorized to 

accommodate several passengers.

(d) Ridesharing services provide several tiers of vehicle and sharing options. 

Use of lower cost options is encouraged, however, in the interest of safety,

pooling with unknown individuals is generally discouraged. Use of luxury

or premium options (e.g., Uber Black) is not considered prudent and is not 

reimbursable.

(e) Discounted government rates offered by ridesharing services (e.g., Uber, 

Lyft) must only be used when the traveler is on official travel and for 

official business purposes.

§ 440.40 Local Transit Travel

(a) Authorizing officials may authorize local transit travel (e.g., subway, light 

rail).

(b) Authorizing officials should encourage the use of local transit 

transportation, when feasible.

(c) If local transit transportation is feasible, a rental vehicle should not be 

used unless local transit transportation would be unduly burdensome, less 

cost effective, or unsafe.
Guide to Judiciary Policy, Vol. 19, Ch. 4 Page 47

§ 440.45 Rail or Bus Travel

Authorizing officials may authorize rail or bus travel when it is determined to be 

advantageous to the judiciary based on cost and other relevant factors (e.g., overall 

travel time; availability and cost of ground transportation).

§ 440.45.10 Selecting Appropriate Class of Rail Fare

(a) In general, travelers should use the lowest class accommodations 

available. Exceptions may be made to accommodate a traveler for 

reasons of health or physical disability.

(b) Authorizing officials may authorize the use of extra-fare train service (e.g., 

Acela) when it is determined to be advantageous to the judiciary.

§ 440.45.20 Travel by Train as Personal Preference

If travel is performed by train rather than air due to personal preference, reimbursement 

will be limited to the constructive cost of airfare (using the applicable City Pair YCA fare, 

when available). See: § 410.50 (Constructive Cost of Travel).

§ 440.50 Maritime Travel

(a) Except for travel between two points served by ferries, maritime travel is 

not generally advantageous to the judiciary.

(b) If travel is performed by ship, reimbursement will be limited to the 

constructive cost of airfare (using the applicable City Pair YCA fare, when 

available). See: § 410.50 (Constructive Cost of Travel).

§ 445 Other Reimbursable TDY Expenses

(a) Other reasonable and necessary business expenses, excluding those 

expenses provided in the daily M&IE allowance, may be reimbursable if 

they are incurred in the interest of the judiciary. These include:

(1) Official telephone calls and other communications, each marked as

“official” on the voucher.

(2) Personal communications expenses

(A) Travelers are expected to use their personal devices (e.g., 

cell phone, tablet) for personal communications when they 

are on official judiciary travel, except in the following 

circumstances:
Guide to Judiciary Policy, Vol. 19, Ch. 4 Page 48

(i) In the rare instance where a traveler does not have a 

personal communication device available, or performs 

TDY in a location where cellular service, WiFi, or 

other methods of reception are unavailable, the 

traveler may be reimbursed for the expense of 

personal communications up to $5 per day.

(ii) A traveler who travels to or from an OCONUS location 

for a TDY assignment may be reimbursed for the 

expense of personal communications up to $10 per 

day.

(B) Each communication expense should be itemized and 

identified as a personal communication expense.

(C) At their discretion, authorizing officials may require prior

authorization or documentation for all communication 

expenses.

(3) Baggage fees

(A) Tips to porters and baggage handlers for transporting 

baggage.

(B) The cost for one checked bag, not to exceed the standard 

weight and size limit.

(C) Excess baggage fee (e.g., more than one checked bag;

baggage over the standard weight limit) with prior

authorization, required for official purposes, and subject to 

the following restrictions:

(i) Excess baggage fees for bulky personal items (e.g., 

golf clubs), other than those required to accommodate

a health or medical necessity, are not reimbursable.

(ii) Absent bulky materials or equipment for official

purposes (e.g., binders; computer equipment), excess 

baggage fees should not be authorized unless travel 

is anticipated to exceed 10 consecutive days.

(D) Charges and tips for temporary storage of baggage.

(4) Supplies, such as paper, batteries, and other incidental office 

supplies for official business, totaling $250 or less per voucher. 
Guide to Judiciary Policy, Vol. 19, Ch. 4 Page 49

Typically, supplies are purchased through a procurement process;

therefore, receipts are required regardless of amount.

(A) Employees requiring items over $250 should contact the 

procurement department of their employing judiciary 

organization so that such expenses can be addressed 

through the standard procurement process.

(B) Employees whose travel is funded by a judiciary 

organization other than their employing judiciary organization 

must contact the applicable authorizing official before 

purchasing such supplies.

(5) Business services incurred for official business, including costs 

associated with using computers, internet connection, printers, 

photocopiers, fax machines, and scanners.

(6) Laundry, dry cleaning, and pressing during CONUS TDY travel are 

reimbursable, subject to the following:

(A) The traveler must obtain prior authorization for the expense. 

Note: Authorizing officials should use discretion when 

authorizing these expenses and consider the cost savings of 

laundry, dry cleaning, and pressing expenses versus excess 

baggage fees.

(B) The traveler must be in CONUS TDY status for a minimum 

of four consecutive nights. Note: Travelers are not 

authorized to claim laundry, dry cleaning, pressing or similar 

expenses for OCONUS or foreign travel. These expenses 

are included in the daily M&IE allowances for OCONUS 

locations.

(C) The traveler may only claim reimbursement for expenses 

incurred during the trip, except for the last day of the TDY 

assignment.

(D) Reimbursement is limited to actual expenses, not to exceed 

$10 multiplied by the consecutive number of nights. For 

example, a consecutive ten-night stay would be limited to 

$100 in actual expenses.

(E) Receipts are required for all laundry, dry cleaning, and 

pressing purchases, regardless of amount, claimed for 

reimbursement (except when using coin-operated machines

where receipts are not available).
Guide to Judiciary Policy, Vol. 19, Ch. 4 Page 50

(7) Transaction fees charged by a TMC (or other travel agencies, 

limited to the highest full service booking fee charged by the TMCs) 

for services related to official business. See: § 415 (Travel 

Management Center).

(b) If a traveler anticipates incurring miscellaneous expenses that are not 

typically allowable, the traveler should contact the authorizing official 

before incurring the expenses.

§ 450 Non-Reimbursable Travel and Travel-Related Expenses

§ 450.10 Expenses Not Eligible for Reimbursement

(a) Appropriated funds may not be used for personal expenses, generally 

including:

(1) entertainment expenses, including entertainment provided in 

conjunction with a conference, meeting, or other similar event;

(2) violations (e.g., traffic, parking), including any associated late fees;

(3) pet expenses (e.g., boarding, house-sitting);

(4) alcoholic beverages;

(5) valet parking, unless this is the only viable parking option or 

compelling accommodation is necessary;

(6) expenses related to mechanical failure of a POV;

(7) access fees related to airline clubs and lounges;

(8) lost, stolen, or damaged personal property;

(9) insurance (e.g., travel cancellation, collision damage waiver);

(10) Transportation Security Administration’s (TSA) PreCheck or Global 

Entry, CLEAR, passports, or other related documentation fees;

(Note: Judges, however, are eligible to participate in TSA’s 

PreCheck program free of charge. See: TSA PreCheck Trusted 

Traveler Program for Judges Fact Sheet.)

(11) baggage fees for personal items (e.g., golf clubs, skis) not related 

to official travel (see: § 445(a)(3) (Baggage Fees));
Guide to Judiciary Policy, Vol. 19, Ch. 4 Page 51

(12) taxes and gratuity (tips) for meals when reimbursed on a non-actual 

expense basis, which are included in the M&IE allowance (see: 

§ 435.20(a) (Daily M&IE Allowance)); and

(13) tips for housekeeping, which are included in the M&IE allowance.

(b) Registration fees for conferences, training, courses, etc., must be 

procured (e.g., purchase card, purchase order) and charged to BOC 2543. 

These fees are not reimbursable to the employee as a travel expense 

(i.e., on a travel voucher) or charged to BOC 2120 or 2125. See: Budget 

Object Code (BOC) Reference Sheet.

§ 450.20 Meetings or Conventions of Societies and Private Associations

(a) In general, appropriated funds may not be used to cover travel expenses, 

membership fees or dues, registration fees, and any other expenses for 

an employee to attend a meeting or convention of a society or private

association. 

Note: Attendance or participation in meetings of private associations such 

as the American Bar Association, court clerks’ associations, U.S. Court 

Reporters Association, and other similar associations and societies does 

not constitute the performance of official business.

(b) Regardless of this general prohibition, employees may be authorized 

reimbursement for the expenses of travel to attend such an event under 

these exceptions:

(1) Travel is reimbursable when the Chief Justice, the chief judge of 

the applicable court of appeals, the chair of a committee of the 

Judicial Conference, the AO Director, the USSC Chair, or the FJC 

Director designates an employee to attend or participate in an 

official capacity as a representative of the judiciary.

(2) Reasonable travel expenses and registration fees may be 

authorized to attend a specific presentation, workshop, or other 

portions of a meeting or convention if it constitutes a learning and 

development activity. If it is consistent with Guide, Vol. 12, 

§ 1145.20(b)(1) (Non-Federal Government Sources), then travel 

expenses may be reimbursable as follows:

(A) The authorizing official may authorize reimbursement of 

lodging, M&IE, and other miscellaneous expenses, 

consistent with these regulations.
Guide to Judiciary Policy, Vol. 19, Ch. 4 Page 52

(B) If the program meets the criteria in Guide, Vol. 12, 

§ 1145.20(b)(1) (Non-Federal Government Sources), but 

more than half of a day, other than a travel day, is not 

devoted to approved learning and development (i.e., 

program material that is designated as official or job related), 

the employee is not entitled to M&IE for that day. See: 

§ 490.30(a) (Subsistence for Combined Travel).

(C) Transportation expenses to and from training locations are 

fully reimbursable as official travel as provided in this chapter 

and should not be prorated.

§ 450.30 Investitures, Memorial Services, and Other Similar Events

(a) In general, travel expenses incurred to attend investitures, memorial 

services, funerals, portrait hangings, courthouse ground-breaking and 

dedication ceremonies, and similar functions are not reimbursable.

(b) Regardless of this general prohibition, employees may be authorized 

reimbursement for the expenses of travel to attend such an event under 

these exceptions:

(1) The chief judge designates a CUE to attend an event as a 

representative of the court;

(2) The chief judge authorizes one or more employees to attend an 

event for the purpose of coordinating the logistics for the event; or

(3) The chief judge, AO Director, FJC Director, or USSC Chair 

designates official representatives (no more than two) to attend the 

funeral or memorial service of a judge or employee.

§ 450.40 Official Court Reporter Travel for Expedited Transcripts

Official court reporters may not claim reimbursement for travel expenses incurred while

assisting another reporter to produce daily or expedited transcripts or handle backlogs.

§ 455 Special Categories of Travelers

§ 455.10 Jurors (Veniremen, Petit, Grand)

§ 455.10.10 Transportation Expenses Within CONUS

(a) A transportation allowance, equal to the rate established in § 440.25.10(a)

for payment to judiciary staff in travel status using privately owned 

automobiles, will be paid for the distance traveled to and from a juror’s 
Guide to Judiciary Policy, Vol. 19, Ch. 4 Page 53

residence, using the shortest practical route, during a juror’s term of 

service. See: Privately Owned Vehicle (POV) Mileage Reimbursement 

Rates on GSA’s website.

(b) Exception: A grand juror who travels to district court under a summons 

may be paid the actual, reasonable costs of travel by aircraft when travel 

by other means is not feasible, and when certified by the chief judge of the 

district court in which the grand juror serves. 28 U.S.C. § 1871(c)(5).

(1) Government contract fares should be used when available. See: 

§ 440.15.15 (GSA City Pair Airfare (Government Contract Fares)). 

To use these fares, the court’s CBA must be used for payment. For 

guidance on CBAs, see: § 470.10.20 (Centrally Billed Account 

(CBA)) and Guide, Vol. 19, Ch. 6 (Government Travel Card 

Program).

(2) Airfare must be purchased through a contracted TMC or directly 

from the airline. Non-contract travel agencies may not be used.

For guidance on the judiciary’s TMCs, see: § 415 (Travel 

Management Center).

§ 455.10.15 Transportation Expenses Outside CONUS

The travel expenses allowed under § 455.10.10 will apply to juror travel to a district or 

bankruptcy court under summons in an area outside of the CONUS, except that the 

judge or clerk of court may, at their discretion, authorize the payment of actual, 

reasonable transportation expenses based on:

• Due regard for the mode of transportation;

• The availability of alternate modes; and

• The shortest practical route between residence and court.

See: 28 U.S.C. § 1871(c)(4).

§ 455.10.20 Public Transportation

(a) A juror who needs to use public transportation (e.g., bus, subway, 

commuter train) to travel to and from court, may be paid, at the discretion 

of the clerk of court, the actual reasonable expense of such public 

transportation, when the full cost, on account of the short distance traveled 

in miles, is not met by the transportation expenses allowable under 

§ 455.10.10. See: 28 U.S.C. § 1871(f).

(b) For purposes of this section, “public transportation” does not include a taxi 

or ridesharing service (e.g., Uber, Lyft), unless in an emergency the clerk 
Guide to Judiciary Policy, Vol. 19, Ch. 4 Page 54

of court specifically authorizes the use of such transportation as essential 

to the expeditious performance of a juror’s duties.

§ 455.10.25 Transportation After Normal Business Hours

(a) A juror who is required to remain at the court beyond the court’s normal 

business closing hour for deliberation or any other reason, may be 

transported to the juror’s residence or temporary lodging in a manner 

directed by the clerk of court or by order of the court, and paid from funds 

authorized for payment of jurors. See: 28 U.S.C. § 1871(f).

(b) Under these circumstances, a juror may be authorized to take a taxi or 

ridesharing service (e.g., Uber, Lyft) to the juror’s residence or temporary 

lodging and will be reimbursed for the fare.

(c) Transportation provided to a juror under this section is in lieu of other 

travel allowances authorized under these regulations.

§ 455.10.30 Tolls

Tolls for roads, bridges, tunnels, and ferries will be paid in full to jurors incurring such 

expenses, if incurred by jurors when using the shortest practical route from their 

residences to the court. See: 28 U.S.C. § 1871(c)(3).

§ 455.10.35 Parking Fees

(a) Reimbursement to Individual Jurors

(1) At the discretion of the clerk of court, and consistent with 

established policy or orders of the court, reasonable parking fees 

may be paid to jurors incurring such expenses when a juror 

presents proof, or self-certification, of the parking fee incurred. 

See: 28 U.S.C. § 1871(c)(3).

(2) The court may, as a matter of policy, establish a maximum daily 

parking rate, regardless of the actual parking expenses incurred.

(3) A juror parking at a parking meter or at a parking facility that does 

not issue parking receipts, may be reimbursed based on the juror’s 

written certification.

(b) For relevant regulations covering the arrangement of juror parking in 

judiciary-owned or leased parking lots, see: Guide, Vol. 16, § 630.70.10.
Guide to Judiciary Policy, Vol. 19, Ch. 4 Page 55

§ 455.10.40 Subsistence Allowances – Conditions Under Which Allowance Is Granted

(a) The clerk of court may allow a juror to receive a travel subsistence 

allowance if, exercising his or her discretion, the clerk of court determines 

that travel to the juror’s residence appears impracticable.

(b) In making such a determination, the clerk of court should consider such 

factors as:

• travel distance,

• travel time,

• travel conditions, and

• time at which jurors are excused.

(c) Once this determination is made, a travel subsistence allowance is owed 

to the juror.

(d) When an overnight stay is authorized by the clerk of court, a juror will be 

paid a travel subsistence allowance as provided in § 455.10.45.

(e) The subsistence allowance for the day en route home — the last day of 

the juror’s service — will be the full M&IE rate applicable to judiciary staff.

§ 455.10.45 Rates for Areas Within CONUS

(a) For travel within CONUS, when an overnight stay is required, a 

subsistence allowance will be paid to a juror using the GSA Per Diem 

Rates. The clerk of court may require a juror to submit a lodging receipt.

(1) If the court location — or the county or parish in which it resides —

is not listed on the GSA website, the standard CONUS daily M&IE 

allowance is used.

(2) Hotels and other places of lodging may, at their discretion, offer 

government rates to jurors.

(b) Jurors staying with a friend or relative should be paid as provided in 

§ 455.10.55.

(c) At the discretion of the authorizing official, jurors may be reimbursed for 

subsistence using one of the following three methods:

• the GSA locality per diem allowance;

• the actual lodging expense incurred plus a daily M&IE allowance; or

• actual expenses of subsistence.
Guide to Judiciary Policy, Vol. 19, Ch. 4 Page 56

(1) Although the GSA locality per diem allowance method is not 

authorized for judiciary staff not serving as jurors, authorizing 

officials may use this method for juror reimbursement.

(2) In general, jurors may not claim actual expenses of subsistence 

above the locality per diem rates. However, a court may submit a 

request to CSO for an exception to the locality per diem. CSO’s 

Chief is authorized to approve reimbursement above the locality per 

diem rate in special or unusual circumstances.

(A) The court should submit the request to CSO as soon as the 

court is aware that government rate rooms are not available 

for subsistence jurors on a particular day(s), preferably 

before the jurors incur the lodging expense.

(B) Courts should email requests to 

Per_Diem_Exception@ao.uscourts.gov, with the following 

information:

(i) District Court and courthouse location where jury trial 

will be conducted;

(ii) Name, email, and telephone of requesting judiciary 

employee;

(iii) Name(s) of affected juror(s), when possible;

(iv) Date(s) of lodging;

(v) Reasons for the request; and

(vi) Copy of results from a search of the website of a 

judiciary TMC that indicates unavailability of 

government rate lodging on the relevant date(s). 

Copies of searches of commercial travel websites 

may be substituted if the parameters of the search are 

set for government rate lodging, but TMC website 

search results are preferable.

(vii) If submitted after the juror(s) incur any lodging 

expense, staff should provide reasons for the delay of 

the request, any information concerning the 

unavailability of government rate lodging on the 

date(s) in question, and copies of the jurors’ hotel 

receipts.
Guide to Judiciary Policy, Vol. 19, Ch. 4 Page 57

(C) CSO will provide a letter in response to an exception 

request.

(3) Lodging taxes are not part of subsistence.

(A) Jurors should take advantage of any exemption from lodging 

taxes when available. Courts should help jurors to obtain a 

tax exemption for the locality, where available.

(B) If tax exempt lodging is not available, the taxes may be 

claimed as a miscellaneous travel expense in addition to per 

diem.

§ 455.10.50 Rates for Areas Outside CONUS

In OCONUS areas, a juror required to stay overnight will be paid the rate prescribed by 

the DoD. See: DoD Per Diem Rates.

§ 455.10.55 Juror Lodging with Friend or Relative

(a) If the juror is entitled to subsistence and stays with a friend or relative, 

reimbursement may not exceed the judiciary M&IE allowance.

(b) The juror may not be reimbursed for any amount paid to the friend or 

relative without documented additional costs incurred.

(1) The presentation of a receipt is not considered sufficient 

documentation.

(2) Actual additional costs must be sufficiently detailed so that the court 

may determine if an allowance should be paid for lodging. See:

§ 430.60.30 (Lodging with Friends and Relatives).

(3) If the court determines to pay a lodging allowance, it will pay the 

lesser of the documented amount, or the commercial lodging rate at 

a reasonable establishment.

(4) The purpose of reimbursing jurors is to cover actual expenses. The 

underlying concern when a juror secures lodging from a private 

source is whether the expenses claimed were spent for the 

lodgings or were merely transfers of money arranged for the 

purpose of supporting a claim against the government, enriching 

both the juror and the host.
Guide to Judiciary Policy, Vol. 19, Ch. 4 Page 58

§ 455.10.60 Emergency Payments for Jurors

(a) In emergency hardship situations, a clerk of court may pay for lodging and 

meals directly on behalf of a juror, not to exceed that juror’s subsistence 

allowance entitlement, using a CBA or purchase card, respectively. A 

court may also disburse funds using the following methods to alleviate 

emergency hardships:

(1) For guidance on petty cash funds, see: Guide, Vol. 13, § 720 

(Petty Cash Fund), and

(2) Courts may also use convenience checks to disburse emergency 

juror payments through the existing Judiciary Purchase Card 

Program. See: JNet’s Convenience Checks for Emergency Jury 

Payments Cardholder Guidelines page.

Note: Convenience checks have a maximum threshold of $250 per 

check. Additionally, Citi will apply a 2% fee per check.

(b) These options should only be used in hardship situations where the court 

has determined that the juror could not serve unless such 

accommodations are paid directly by the court.

§ 455.15 CJA Panel Attorneys and CJA Service Providers

(a) The CJA provides for reimbursement of actual expenses incurred. CJA 

panel attorneys and CJA service providers, therefore, must be reimbursed 

on an actual expense basis, not to exceed the allowances that would be 

reimbursable if the travel were performed by a judiciary employee, or a

lesser amount as authorized by the presiding judge. See: Guide, Vol. 7, 

§ 230.63.40(b) (Travel Expenses).

(b) CJA panel attorneys and CJA service providers are entitled to — and are 

generally expected to use — government contract fares (e.g., City Pair 

fares). See: § 440.15.15(d) (GSA City Pair Airfare (Government Contract 

Fares)); 18 U.S.C. 3006A Note (Government Rates of Travel for Criminal 

Justice Act Attorneys and Experts).

(1) Government contract fares must be purchased with a governmentissued card. See: § 440.15.15(c) (GSA City Pair Airfare 

(Government Contract Fares)). CJA panel attorneys and CJA 

service providers, therefore, must obtain prior approval from the 

clerk of court or FPD to obtain these fares.

(2) Clerks’ offices or FPDOs may use their existing CBA or establish a 

separate CBA to purchase common carrier tickets for CJA panel 
Guide to Judiciary Policy, Vol. 19, Ch. 4 Page 59

attorneys and CJA service providers. See: § 470.10.20(b) 

(Centrally Billed Account (CBA)).

(c) Hotels and other places of lodging may, at their discretion, offer 

government rates to CJA panel attorneys and CJA service providers. A 

judiciary organization may use its CBA to pay for the nightly lodging 

expenses of CJA panel attorneys and CJA service providers.

(d) For further guidance on CJA panel attorney and CJA service provider 

transportation and subsistence reimbursements, see: Guide, Vol. 7, 

§ 230.63.40 (Travel Expenses).

§ 455.20 Contractors, Consultants, and Experts (Non-CJA)

(a) Transportation and subsistence expenses for non-CJA contractors (e.g., 

contract court reporters and contract court interpreters), consultants, and 

experts may only be reimbursed to the extent the terms and conditions of 

their contracts, including special clauses, authorizing payment consistent 

with these regulations.

(b) Contractual restrictions take precedence over these regulations.

(c) Non-CJA contractors, consultants, and experts must be reimbursed on an 

actual expense basis, generally not to exceed the allowances that would 

be reimbursable if the travel were performed by a judiciary employee, or a

lesser amount as authorized by the judiciary organizations covered by 

these regulations.

(d) Non-CJA contractors, consultants, and experts are not eligible for 

government contract fares (see: § 440.15.15(e) (GSA City Pair Airfare 

(Government Contract Fares))) or government rental vehicle rates.

(e) Hotels and other places of lodging may, at their discretion, offer 

government rates to contractors, consultants, and experts. A judiciary 

organization should not use its CBA to pay for the nightly lodging 

expenses of contractors, consultants, and experts who are not carrying 

out responsibilities under the CJA.

§ 455.25 Invitational Travelers

(a) Invitational travelers include individuals who are either not employed or 

employed intermittently by the judiciary, consistent with 5 U.S.C. § 5703, 

and provide a direct benefit on the judiciary.

(b) The judiciary may extend invitations to individuals to travel for several 

reasons, including to:
Guide to Judiciary Policy, Vol. 19, Ch. 4 Page 60

• interview candidates for select judiciary positions;

• assist a judiciary employee with a disability;

• speak at conferences, on an other-than-a-contracted basis;

• attend meetings as subject matter experts;

• provide training, on an other-than-a-contracted basis; or

• fulfill a one-time official commitment to the judiciary.

(c) An authorizing official of the sponsoring judiciary organization must 

provide an invitational traveler with a written travel authorization before

travel begins. Note: Only the AO Director may authorize individuals 

performing invitational travel in connection with a meeting of a committee 

of the Judicial Conference. See: § 425.20(c)(10) (Authorizing Officials).

(d) Invitational travelers must be reimbursed on an actual expense basis.

(1) Reimbursement is generally not to exceed the allowances that

would be reimbursable if the travel were performed by a judiciary

employee, or a lesser amount as determined by the sponsoring 

judiciary organization.

(2) In those instances where the invitational traveler is requested to

attend a meeting with judges at a TDY location, however, the 

traveler may be reimbursed up to the maximum allowance that the 

judges may claim at that location.

(e) Invitational travelers are entitled to — and are generally expected to use 

— government contract fares (e.g., City Pair fares).

(1) Government contract fares must be purchased with a governmentissued card. See: § 440.15.15(c) (GSA City Pair Airfare 

(Government Contract Fares)).

(2) The sponsoring judiciary organization must use its existing CBA to 

purchase common carrier tickets for invitational travelers. See: 

§ 470.10.20(b) (Centrally Billed Account (CBA)).

(f) Hotels and other places of lodging may, at their discretion, offer 

government rates to invitational travelers. A judiciary organization may

use its CBA to pay for the nightly lodging expenses of invitational 

travelers.

§ 455.25.10 Select Nominees, Applicants, and Candidates for Judiciary Positions

Consistent with 5 U.S.C. § 5706b, transportation and subsistence expenses may be 

reimbursed for:
Guide to Judiciary Policy, Vol. 19, Ch. 4 Page 61

(a) Nominees for Article III, territorial district court, and Court of Federal 

Claims judgeships and persons in the concluding stages of the selection 

process for bankruptcy judgeships and magistrate judgeships when 

traveling to attend orientation programs sponsored by the AO, the FJC, or 

the respective court.

(b) Applicants for the following positions, when invited by a judge or court for 

an interview:

• bankruptcy judge,

• magistrate judge,

• circuit executive,

• clerk of court,

• district court executive,

• senior staff attorney,

• chief circuit mediator,

• circuit librarian,

• federal public defender,

• bankruptcy administrator,

• chief pretrial services officer, or

• chief probation officer.

(1) FPD applicants must obtain authorization from DSO’s Chief after 

being summoned by the judge for the interview.

(2) Generally, authorization for applicant travel should be limited to the 

final three candidates. The AO Director, however, may authorize 

travel of more than three candidates.

(c) The three final candidates for the following positions, when authorized by 

the chief judge:

• chief deputy or deputy chief (or equivalent second-in-command),

• deputy-in-charge (or equivalent in-charge) of a divisional office,

• satellite librarian, and

• positions designated as hard-to-fill using the criteria in Guide, Vol. 12, 

§ 655.40 (Definitions). Note: The CUE must include in the travel 

authorization the factors supporting designation of the position as hardto-fill, and may request assistance from the AO’s Human Resources 

Office, if needed.

§ 455.25.20 Attendants and Assistants of Employees with Special Needs or Disability

(a) Travel and subsistence expenses are reimbursable for individuals

designated to serve as an attendant or personal assistant to an employee 
Guide to Judiciary Policy, Vol. 19, Ch. 4 Page 62

with disabilities, consistent with the judiciary’s Reasonable 

Accommodation Guidelines, § 8 (Personal Assistants).

(b) Attendants and assistants must be reimbursed on an actual expense 

basis, generally not to exceed the allowances that would be reimbursable 

if the travel were performed by a judiciary employee, or a lesser amount 

as determined by the sponsoring judiciary organization.

§ 455.30 Volunteers

§ 455.30.10 Uncompensated Judiciary Employees

(a) Volunteers, as defined in Guide, Vol. 12, § 550.40 (Definitions) (e.g., 

Cooperative Education and Fellowship Program participants, externs, and 

interns), are generally not expected to travel.

Note: If you are unsure if a volunteer is an uncompensated judiciary 

employee, you may contact the Advisory Services Branch of the AO’s 

Human Resources Office for assistance.

(b) A supervising CUE or FPD (or applicable AO, FJC, USSC official, or 

judge) may authorize volunteers, excluding those working in chambers, to 

travel in exceptional cases. Such travel must be funded with local funds.

(c) A supervising judge may authorize volunteers working in chambers to 

travel in exceptional cases. However, written authorization must also be 

obtained from the AO’s Budget Division before travel begins to ensure 

that centrally held funds are available to fund the travel.

(d) Travel authorizations must detail the necessity of the travel (i.e., travel is 

primarily for the benefit of the judiciary) and explain why the travel would 

not be primarily for the volunteer’s benefit (e.g., academic credit, work 

experience, shadowing, mere observation).

(e) Volunteers who are authorized to travel under paragraphs (b) and (c):

(1) may not be issued an IBA;

(2) may not operate a G-car, and

(3) are entitled to — and are generally expected to use — government 

contract fares (e.g., City Pair fares). Government contract fares 

must be purchased with the sponsoring judiciary organization’s

existing CBA. See:

• § 440.15.15(c) and (d) (GSA City Pair Airfare (Government 

Contract Fares)), and
Guide to Judiciary Policy, Vol. 19, Ch. 4 Page 63

• § 470.10.20(b) (Centrally Billed Account (CBA)).)

(f) Hotels and other places of lodging may, at their discretion, offer 

government rates to volunteers. A judiciary organization may use its CBA 

to pay for the nightly lodging expenses of volunteers authorized to travel.

§ 455.30.20 Workforce Innovation and Opportunity Act of 2014 (WIOA) Participants

Workforce Innovation and Opportunity Act of 2014 (WIOA) participants and Federal 

Work Study Program participants may not travel at judiciary expense. See: Guide, 

Vol. 12, § 550.50.30(b) (Limits on Use of WIOA Participants).

§ 455.35 Staff of Part-Time Magistrate Judges

(a) A part-time magistrate judge must include transportation and subsistence 

expenses incurred by staff in his or her travel voucher. These expenses 

are payable only on an actual expense basis, not to exceed the 

allowances that would be reimbursable if the travel were performed by a 

judiciary employee.

(b) Staff of part-time magistrate judges are not eligible for government 

contract fares (e.g., City Pair fares). See: § 440.15.15(e) (GSA City Pair 

Airfare (Government Contract Fares)).

(c) Hotels and other places lodging may, at their discretion, offer government 

rates to staff of part-time magistrate judges. A judiciary organization may

not use a CBA to pay for the nightly lodging expenses of part-time 

magistrate staff.

§ 455.40 Employee Subpoenaed as a Witness

(a) Travel expenses must be reimbursed to an employee, consistent with 

these regulations and funded from the employing judiciary organization’s 

budget, if the employee is subpoenaed as a witness in connection with:

• official duties performed as an employee of the judiciary; or

• former employment with an executive or legislative agency.

(1) When the employee’s appearance as a witness concerns his or her 

prior executive or legislative branch employment, the employing 

judiciary organization must notify the Finance and Accounting 

Division of the AO’s Finance and Budget Office, which will request 

reimbursement from the involved agency. See: 5 U.S.C. § 5751.

(2) The employee must tender any amounts received as witness fees 

to his or her employing judiciary organization, consistent with 
Guide to Judiciary Policy, Vol. 19, Ch. 4 Page 64

Guide, Vol. 13, § 320.60.50 (Fee Paid to Judiciary Personnel for 

Service as a Juror or Witness) and Vol. 12, § 920.30.50 (Fees and 

Expenses).

(b) When an employee is subpoenaed as a witness on a matter not relating to

official duties either in the judicial branch or another federal agency, the 

judiciary may not reimburse the travel expenses.

§ 455.45 Head of Select Judiciary Organizations

(a) The Directors and Deputy Directors of the AO and the FJC and the Chair 

of the USSC will be reimbursed for subsistence expenses consistent with

Guide, Vol. 19, Ch. 2 (Travel Regulations for Justices and Judges).

(b) Staff of the AO, FJC, and USSC may also be reimbursed consistent with 

Guide, Vol. 19, Ch. 2, for travel in addition to that described in 

§§ 430.20.30 and 435.10.20, when authorized in advance by the 

appropriate judiciary organization director or chair.

§ 460 Extended TDY Assignments

An extended TDY assignment is a trip in which the traveler is assigned for official duty 

purposes in the same TDY location for 30 or more consecutive calendar days and is not 

considered a change of duty station.

§ 460.10 Lodging for Extended TDY Assignments

(a) For extended TDY assignments, it may be financially advantageous to the 

judiciary for the traveler to obtain alternative arrangements to conventional 

lodging. In this case, the traveler can reasonably be expected to secure 

lodging and/or meals at a lower cost by using commercial lodging that 

caters to the long-term visitor (e.g., an extended stay unit with a kitchen 

offering a weekly or monthly rate).

(b) For extended TDY assignments of six months or more, travelers should 

consider long-term lodging options (e.g., apartment).

§ 460.20 Daily M&IE Allowances for Extended TDY Assignments

Daily M&IE allowances for extended TDY assignments vary over the term of the 

assignment, as a percentage of the applicable GSA M&IE rate for the given locality.

(a) For the first 30 days, 100% is reimbursable;

(b) For days 31 through 60, reimbursement is limited to 75%; and
Guide to Judiciary Policy, Vol. 19, Ch. 4 Page 65

(c) For days 61 and beyond, reimbursement is limited to 65%.

§ 460.30 Voucher Submission for Extended TDY Assignments

At a minimum, a traveler on extended TDY assignment must submit a voucher once 

every 30 calendar days for the travel-related expenses associated with the extended 

TDY assignment. Judiciary organizations, however, may require employees to submit 

vouchers more frequently. See: § 475(d) (Claiming Reimbursement).

§ 460.40 Tax Implications of Extended TDY Assignments

§ 460.40.10 Taxability of Extended TDY Assignments

(a) Extended TDY assignments lasting one year or expected to last more than 

one year, have significant tax implications.

(1) If a TDY assignment is expected to last less than one year and is 

completed in less than one year, any reimbursement provided to 

the traveler is not considered income or subject to taxation.

(2) If a TDY assignment at a single location is expected to last more 

than one year, any reimbursement provided to the traveler is 

considered income and subject to taxation, regardless of whether

the assignment lasts:

(A) more than a year; or

(B) less than one year.

(b) Taxes will not be withheld from a traveler’s reimbursements.

§ 460.40.20 Extended TDY Tax Reimbursement Allowance

An extended TDY traveler, whose reimbursements have been subjected to taxation, is

eligible for reimbursement of substantially all income taxes paid. See: 41 CFR 301-

11.603(b).

§ 465 Travel Under Special Circumstances

§ 465.10 Illness

(a) When an employee on official travel is incapacitated by an illness or injury 

that occurs for reasons other than the employee’s own misconduct, the 

authorizing official may authorize the continued payment of subsistence

(i.e., lodging and daily M&IE allowances) to the employee for up to 14 

calendar days.
Guide to Judiciary Policy, Vol. 19, Ch. 4 Page 66

(b) Should the period of illness or injury exceed 14 calendar days, the chief 

judge, AO Director, FJC Director, or the USSC Chair, may authorize, on a 

case-by-case basis, the continuation of subsistence payments for a longer 

period as is reasonable under the circumstances.

(c) The authorizing official may also authorize:

(1) Reimbursement of non-emergency transportation costs (e.g., taxi, 

ridesharing service, rental vehicle fuel, mileage) to and from the 

nearest medical facility or hospital capable of treating the 

employee’s illness or injury.

(2) Employee’s return to his or her official duty station.

(A) In emergency situations, an employee may be reimbursed 

for the cost of return transportation to his or her official duty 

station or residence by a mode of travel that they would not 

have used ordinarily, such as an ambulance.

(B) The authorizing official may authorize transportation costs of 

a family member or medically necessary attendant traveling 

to or accompanying the employee from the TDY location. 

An employee is required to obtain a medical certification 

from a health care provider stating that this action(s) is 

warranted.

(c) The travel voucher must include documentation about the illness or injury. 

The judiciary organization may also require a physician’s statement to 

support the claim.

§ 465.20 Personal Emergency

(a) When an employee must discontinue official travel due to a personal 

emergency (e.g., death or injury to an immediate relative; hurricane,

earthquake, flood, or other natural disaster at the employee’s residence), 

the authorizing official may authorize reimbursement for transportation and 

subsistence associated with return travel to the employee’s official duty 

station.

(b) If the employee must travel to an alternate location to deal with an 

emergency (e.g., immediate relative’s location), the authorizing official 

may authorize reimbursement of certain transportation expenses to the 

alternate location, followed by return travel either to the TDY location or 

official duty station, as is most appropriate under the circumstances.
Guide to Judiciary Policy, Vol. 19, Ch. 4 Page 67

(1) Reimbursement is limited to the cost of transportation, in the most 

economical means, that would have been incurred had the traveler 

returned to the official duty station.

(2) Should airfare be required to and from the alternate location, 

government contract fares (e.g., City Pair fares), IBAs, and CBAs

may not be used.

(3) The travel voucher must include documentation about the 

interruption of travel resulting in return to the official duty station or 

travel to an alternate location.

§ 465.30 Accident Resulting in Personal Injury or Property Damage

When accidents occur during official travel and personal injury or property damage 

results, the judiciary may provide a remedy depending on a variety of factors. See:

Guide, Vol. 20 (Administrative Claims and Litigation). The traveler should contact the 

AO’s Office of the General Counsel for further guidance.

§ 465.40 Death in Travel Status

If an employee dies while in travel status, the employing judiciary organization should 

contact AO’s Court Human Resources Division (CHRD) and Finance and Accounting 

Division (FAD) staff for guidance to ensure compliance with 41 CFR chapter 303.

(a) The employing judiciary organization must prepare a travel voucher, with 

supporting documentation, for the deceased employee.

(b) The AO’s CHRD and FAD staff will assist the judiciary organization in 

determining what death-related transportation expenses may be 

reimbursed.

(c) Payments should be issued via U.S. Treasury check, made payable to the 

deceased employee or his or her estate. See: Guide, Vol. 13, § 1220.45 

(Payments on Behalf of a Deceased Payee).

§ 465.50 Travel During a Continuing Resolution (CR)

(a) Travel arrangements may continue to be made during a CR, provided that

adequate funding is available to cover anticipated travel expenses. 

Deferring non-essential travel, however, may help defer some expenses 

that can be redirected to meet more critical needs while operating under 

the CR.

(b) Travelers who are in travel status when a CR expires (and a new 

continuing resolution is not in place) should seek direction from their 
Guide to Judiciary Policy, Vol. 19, Ch. 4 Page 68

authorizing official on whether it is necessary to return to the official duty 

station. See: § 425.20(c) (Authorizing Officials).

(c) Travelers are encouraged to purchase only City Pair fares or fully 

refundable tickets during a CR. This ensures that a refund will be 

available if a new CR is not signed and travel must be cancelled or 

altered.

(d) Non-refundable airfare may only be purchased during a CR when the 

travel itinerary will be completed before the CR expires. See: 

§ 440.15.25(b)(1) (Non-Refundable Airfares).

§ 465.60 Travel During a Lapse in Appropriations

For travel guidance in the event of a lapse in appropriations, see: Guide, Vol. 13, 

§ 230.50 (Lapse in Appropriations and Shutdown).

§ 465.70 Travel Using Chambers’ Training Funds

(a) Chambers’ training funds, provided under a general authorization, are 

available to fund certain learning and development events as well as 

related travel for eligible employees. For further guidance on eligible 

employees and subject matter, see: Guide, Vol. 12, § 1125.10(b) 

(General Authorizations), § 1125.20 (Limitations on Use of Funds), and 

Chambers Training Fund Fact Sheet.

(b) While authorized travel funded with chambers’ training funds is subject to 

the guidance provided in this chapter, there are funding limitations.

(1) The chief judge must decide how funds will be administered locally; 

funds can be tracked by individual chambers, by court unit, or at the 

district level for all chambers within a district.

(2) Authorizing officials should direct questions about the use of these 

funds to their AO Budget Division Analyst before authorizing travel 

for any judge or eligible employee.

(3) The certifying officer must ensure that the total funding used by the 

court from the general authorizations for judges and chambers staff 

learning and development and related travel does not exceed the 

amount specified in the annual allowance guidelines (i.e., certify 

and pay a voucher that exceeds the amount allocated).
Guide to Judiciary Policy, Vol. 19, Ch. 4 Page 69

§ 470 Paying Travel-Related Expenses

§ 470.10 Government Travel Card Program

§ 470.10.10 Individually Billed Account (IBA)

IBAs are issued by Citi directly to judiciary employees, as authorized, to be used to pay 

for official travel-related expenses.

(a) Judiciary organizations are encouraged to authorize employees traveling 

more than once per year to obtain an IBA.

(1) Law clerks, even if serving two years or less, are encouraged to 

obtain an IBA if they anticipate overnight travel.

(2) Contractors, consultants, volunteers, invitational travelers, and CJA 

panel attorneys and CJA service providers may not be issued an 

IBA.

(b) An employee may use his or her IBA to pay for official travel-related 

expenses and seek reimbursement on a travel voucher (e.g., Form AO 

1012). IBA charges are reimbursable to the employee, who must pay Citi

directly.

(1) Employees are strongly encouraged, but not required, to use an 

IBA for official travel-related expenses. Note: An IBA and CBA are 

the only two methods of payment that airlines will accept for the 

purchase of government contract fares (i.e., City Pair fares). This is 

a GSA contract requirement with the airlines, not a judiciary 

requirement.

(2) Use of an IBA affords certain travel protections and benefits to the 

employee, including the ability to:

• obtain cash advances, for official travel purposes, through an 

automated teller machine (ATM) withdrawal;

• automatically receive rental vehicle insurance coverage for 

collision or theft;

• purchase government contract fares;

• delay payment (i.e., goodwill dispute) on certain travel-related

expenses occurring well in advance of travel; and
Guide to Judiciary Policy, Vol. 19, Ch. 4 Page 70

• automatically avoid applicable hotel occupancy taxes in certain 

localities. See: GSA SmartPay website.

(c) The employee may only use the IBA to pay authorized official travelrelated expenses (i.e., expenses that can be claimed on the travel 

voucher). Employees may not use an IBA to:

• make personal purchases or ATM withdrawals for personal use;

• pay for another traveler’s meals, lodging, transportation, etc.;

• pay for group meals; or

• pay conference registration fees. (Note: Such fees must be procured. 

See: § 450.10(b).)

(d) For further guidance on the IBA, including the application and 

management processes, see: Guide, Vol. 19, Ch. 6 (Government Travel 

Card Program).

§ 470.10.20 Centrally Billed Account (CBA)

CBAs are issued by Citi and managed by judiciary organizations for official travelrelated expenses incurred on behalf of judiciary travelers.

(a) The CBA is used to purchase common carrier tickets, lodging, or other 

eligible official travel-related expenses. The judiciary organization pays 

Citi directly for CBA charges (i.e., centrally billed transactions are not 

reimbursed to the traveler).

(b) Court units and FPDOs may use their existing CBA or establish a 

separate CBA to purchase common carrier tickets for invitational travelers, 

volunteer employees, and CJA panel attorneys and CJA service providers. 

These travelers are entitled to — and are generally expected to use —

government contract fares (e.g., City Pair fares). See: § 455 (Special 

Categories of Travelers).

(c) For further guidance on the CBA, including the application and 

management processes, see: Guide, Vol. 19, Ch. 6 (Government Travel 

Card Program).

§ 470.20 Personal Funds

(a) Generally, travelers are not prohibited from using personal funds (e.g., 

cash, personal credit or debit card) to pay for official travel-related 

expenses.
Guide to Judiciary Policy, Vol. 19, Ch. 4 Page 71

(b) Travelers will only be reimbursed for their expenses once travel has 

concluded, and a voucher is submitted. In instances where travel will 

occur well into the future, a traveler using personal funds — as opposed to 

an IBA or CBA — must pre-pay certain expenses (e.g., airfare) and wait 

for reimbursement. See: § 440.15.40(a) (Advance Airfare Purchases).

§ 470.30 Travel Advances

(a) A travel advance is an advance of funds for certain anticipated out-ofpocket expenses incurred in connection with official travel.

(b) Generally, a judiciary organization should not issue a travel advance 

unless it is the only means by which an employee can pay for official 

travel.

(c) Travel advances must only be issued to employees for anticipated:

• Meals and incidental expenses;

• Miscellaneous transportation expenses (e.g., taxi and ridesharing

service fares, parking fees, ferry fees); and

• Fuel and other POV-related expenses generally covered by the 

mileage allowance.

(d) A travel advance may not exceed an amount required to cover an 

employee’s expenses for a 30-day period.

(e) If travel is cancelled or postponed, an employee must return the travel 

advance within five business days.

§ 470.30.10 IBA Cash Withdrawals

(a) An employee who has an IBA may, up to five days before beginning 

official travel and while in travel status, obtain travel advances from an 

ATM or bank.

(b) Any fees incurred while using the IBA to obtain a travel advance are

reimbursable.

§ 470.30.20 JIFMS Electronic Funds Transfer (EFT) Travel Advances

(a) An employee may not be issued a travel advance if:

(1) the employee has an IBA card;
Guide to Judiciary Policy, Vol. 19, Ch. 4 Page 72

(2) the employee’s IBA card has been suspended or cancelled due to 

delinquency or misuse; or

(3) the employee is known to have delinquent and legally enforceable 

debts referred to the Treasury Offset Program (TOP). Note: A 

JIFMS EFT travel advance is subject to 100% offset through TOP. 

See: Guide, Vol. 13, § 1225 (U.S. Treasury Offset Program (TOP) 

and Vendor Payments).

(b) A judiciary organization may not process a travel advance more than 10 

business days before the employee’s start of official travel.

§ 470.30.30 Requesting a JIFMS EFT Travel Advance

(a) An employee may request a travel advance using one of the following 

methods:

(1) an Advance of Funds Application and Account (SF 1038) or a 

similar locally developed form; or

(2) a travel system.

Note: JETS will not accommodate travel advances. Judiciary 

organizations using JETS must track and settle travel advances

outside of JETS.

(b) For general guidance on approving, certifying, and disbursing travelrelated payments, see: § 480 (Certifying Travel Payments).

§ 470.30.40 Settling a JIFMS EFT Travel Advance

(a) The settlement of a JIFMS EFT travel advance is initiated when an 

employee submits a travel voucher with supporting documentation.

(1) An employee must submit a travel voucher to settle a travel 

advance within 90 days after the completion of official travel or 

separating from the judiciary, whichever is earlier.

(2) When allowable expenses exceed the travel advance, the judiciary 

organization must settle a travel advance and reimburse the 

employee for the difference.

(3) If the funds issued as a travel advance exceed an employee’s 

allowable expenses, the employee must repay the unused portion 

of the advance to the applicable judiciary organization.
Guide to Judiciary Policy, Vol. 19, Ch. 4 Page 73

(b) Each judiciary organization must have a local policy to review, monitor,

and ensure the timely settlement of outstanding advances.

(c) All travel advances that remain outstanding 90 days after the completion 

of travel must be referred to CHRD for collection.

(1) The judiciary organization must notify its assigned Payroll Services 

Branch team leader of the outstanding travel advance.

(2) CHRD will initiate debt collection procedures upon notification by 

the judiciary organization, see: Guide, Vol. 20, Ch. 6 (Debt 

Collection Under Title 5).

(d) If an employee separates with an outstanding travel advance, the judiciary 

organization must immediately request CHRD to withhold an amount 

equal to the unsettled travel advance from the employee’s final salary 

payment.

(1) The judiciary organization must send a written request to its 

assigned Payroll Services Branch team leader.

(2) The written notification must include the following information:

• employee’s name and identification number;

• judiciary organization;

• travel advance number;

• payment date;

• outstanding travel advance amount;

• accounting code (Fiscal Year, Fund, Organizational Code and 

BOC); and

• a brief explanation of the circumstances.

§ 475 Claiming Reimbursement

(a) The traveler must submit all claims for reimbursement of his or her travel 

expenses on a travel voucher (e.g., Form AO 1012 (Travel Voucher), 

itemized invoice, or other similar travel form) or electronically through 

JETS.

(b) A traveler should not claim the expenses of another traveler, even if the 

expenses were officially incurred by the other traveler.

(c) The traveler must submit all claims to the appropriate financial department 

within 90 days after completion of travel (or at least every 30 days if on 
Guide to Judiciary Policy, Vol. 19, Ch. 4 Page 74

extended TDY travel status). See: § 460.30 (Voucher Submission for 

Extended TDY Assignments).

Note: Travel-related expenses charged to an IBA that are not paid within 

30 day or 60 days will result in suspension or cancellation of an IBA, 

respectively. Cardholders will need to pay expenses charged to their IBA

(or initiate a goodwill dispute on the account, if applicable) to avoid 

suspension or cancellation, regardless of when they submit their 

voucher(s) for reimbursement.

(d) If a traveler is unable to submit a voucher (i.e., substantiate expenses) 

within 90 days, the reimbursement must be classified as compensation 

and subject to tax withholding. See: Guide, Vol. 13, § 1230 

(Reimbursements Under an Accountable Plan). To do this, financial staff 

must process the claim with the taxable sub-BOCs, as applicable, 

provided in Guide, Vol. 13, § 1230(d)(3)(C)(i) (JIFMS Sub-BOC 

Classifications for Reimbursements).

Note: 31 U.S.C. § 3702(b)(1) specifies that claims against the United 

States must be presented to the appropriate official within six years after 

the claim accrues. Unless an individual submits a claim (e.g., travel 

voucher) before the six-year period elapses, the claim will not be 

reimbursed.

§ 475.10 Documentation of Expenses

(a) Generally, a traveler must submit itemized receipts for any individual

expense of $75 or more. A receipt will be considered adequate to support 

reimbursement if it shows the dollar amount, date, name of vendor, place, 

and itemization of expenditures (i.e., not bundled).

Note: Judiciary organizations may establish local policies that require

travelers to submit receipts for additional individual travel-related

expenses totaling less than $75.

(b) Itemized receipts are required for the following expenses, regardless of 

amount:

(1) Common carrier transportation;

(2) Checked baggage fees charged by a common carrier;

(3) Lodging;

(4) Meals reimbursed on an actual expense basis (e.g., same-day 

travel) (see: § 435.10.10(b) and § 435.10.20(b)).
Guide to Judiciary Policy, Vol. 19, Ch. 4 Page 75

(5) Rental vehicle;

(6) Procurement of supplies, such as paper, batteries, and other 

incidental office supplies while on official travel (see: § 445(a)(4));

and

(7) Laundry, dry cleaning, and pressing during CONUS TDY travel

(see: § 445(a)(6)).

(c) If a receipt is not available (and a duplicate cannot be obtained), the 

traveler should complete Form AO 1012B (Missing Travel Receipt Report)

and attach the form to the travel voucher.

(d) Records and Documentation

(1) Electronic receipts and supporting documents, submitted with a 

voucher, are considered original documents; travelers are not 

required to maintain hard copies.

(2) Judiciary organizations are not required to maintain hard copies of 

vouchers and supporting documentation. See: Guide, Vol. 13, 

§ 410.50(e) (In General).

§ 480 Certifying Travel Payments

(a) For general guidance on approving, certifying, and disbursing travelrelated payments, see: Guide, Vol. 13, Ch. 4 (Disbursing Appropriated 

Funds).

(b) Approving or certifying officers are expected to question claims for 

reimbursement of expenses that are patently lavish or extravagant. They 

may also disallow or reduce claimed amounts that are not authorized by 

these regulations, that exceed limitations imposed, or that are not properly 

documented.

(1) If claimed amounts are disallowed or reduced, the traveler must be 

notified and provided with a detailed explanation.

(2) Any claimed amount, previously disallowed or reduced, that is later 

approved may be claimed on an amended or supplemental 

voucher.

(c) Approving CUE and FPD Vouchers
Guide to Judiciary Policy, Vol. 19, Ch. 4 Page 76

(1) Chief judges of appellate, district, and bankruptcy courts must 

approve or designate one or more other judges or officials to 

approve CUEs’ travel vouchers.

(2) Chief judges of appellate courts must approve or designate an

official to approve the travel vouchers of the FPD and bankruptcy 

administrators. The approving official may be another CUE or a

CUE’s deputy.

(3) In lieu of approving a CUE’s or FPD’s voucher or designating 

another judge or other official to do so, a chief judge may opt to 

review and approve a report of completed travel. If this method is 

adopted, the chief judge should sign the report and a copy of the 

signed report should be filed with the travel vouchers listed on the 

report.

(d) Absent a local requirement, approving and certifying officers are not 

required to sign, digitally or otherwise, the voucher. All payment requests 

originating in JIFMS or JETS, however, must have first-level approval (i.e., 

approving officer) and second-level approval (i.e., certifying officer)

recorded electronically in the applicable system.

(e) It is recommended that all documentation supporting a certified travelrelated payment be attached in JIFMS or JETS, which will serve as the 

official record copy. See: JIFMS 7.0.2: Acquisitions Procedure Guide 

4.2.5 (Adding an Attachment). Any documentation maintained outside of 

JIFMS or JETS must be retained according to the applicable judiciary 

records disposition schedule. See: Guide, Vol. 10, § 620 (Records 

Disposition Schedules).

§ 485 Promotional Items and Frequent Traveler Benefits

(a) A traveler may earn promotional items (e.g., frequent-flyer miles, 

upgrades, access to clubs, hotel rewards) as a result of official travel.

(b) A traveler may retain and use these benefits for personal use or future 

official travel if they were obtained under the same conditions as those 

offered to the public and at no additional cost to the judiciary.

(c) Travelers may not be reimbursed for transportation, lodging, or other 

travel-related expenses purchased with non-cash promotional benefits 

(e.g., points, miles).

(d) A traveler may not select transportation, lodging, or other travel-related 

services based on anticipated promotional benefits or participation in a 
Guide to Judiciary Policy, Vol. 19, Ch. 4 Page 77

specific frequent traveler program. Travel arrangements must be made 

based on the official business need and adhere to the prudent traveler 

rule. See: § 410.40 (Prudent Traveler Rule).

(e) Common carriers may offer incentives (e.g., compensation in the form of a 

voucher for future use) to a traveler who will voluntarily give up his or her 

seat. The traveler may keep any compensation and use it for personal 

use if:

(1) the change will not interfere with the official TDY purpose; and

(2) the judiciary will not incur additional lodging, subsistence, or other 

costs associated with making the change.

§ 490 Combining Official and Personal Travel

(a) When combining official and personal travel, employees must ensure that 

judiciary funds are not used for personal benefit (i.e., TDY travel must be 

financially neutral for employees).

(b) An employee must obtain authorization from his or her authorizing official 

before arranging a trip that combines official and personal travel.

(1) An employee must schedule and route the official portion of his or 

her trip in a way that is the most direct and advantageous to the 

judiciary.

(2) The authorizing official must conclude that the personal portion is 

only incidental to the official purpose of the trip.

(3) If the travel is funded by another judiciary organization (e.g., AO, 

FJC, a different court unit), the local authorizing official must 

conclude that the employee’s proposed itinerary complies with any 

restrictions placed in the funding organization’s travel authorization.

(c) An employee may not charge expenses associated with the personal

portion of the trip to his or her IBA or employing judiciary organization’s 

CBA.

(d) A constructive cost analysis must accompany a claim for reimbursement 

(i.e., voucher) reflecting what the cost of the trip would have been had the 

employee traveled using the most direct route and most advantageous 

mode of travel. See: § 410.50 (Constructive Cost of Travel). 

Reimbursement is limited to the lesser of the actual expenses of travel, or 

the constructive cost of travel.
Guide to Judiciary Policy, Vol. 19, Ch. 4 Page 78

§ 490.10 Government Contract Rates for Combined Travel

§ 490.10.10 Airfare and Common Carrier

(a) When an employee travels to a destination solely for personal reasons

(i.e., no official duties will be performed at the destination), the employee

may not use government contract fares on airlines and other common 

carriers (e.g., bus, rail).

(b) If, however, an employee arrives at his or her designated TDY location 

before his or her authorized travel date or stays at that TDY location

beyond his or her authorized departure date for personal reasons, the 

employee may use government contract fares on airlines and other 

common carriers (e.g., bus, rail), since the employee would not have 

deviated from the authorized route.

(c) A traveler who deviates from the authorized route may not use 

government contract fares, IBAs, or CBAs for segments to alternate 

locations that are not associated with the official purpose of the trip.

Example: An employee is authorized to travel to and from his or her 

official duty station, Washington, D.C., to a TDY location in Houston, TX. 

If on the return trip, the employee arranges a flight to Washington, D.C., 

that includes a stop in Nashville, TN, for personal reasons, the employee’s

deviation will preclude the use of government contract fares (i.e., City Pair 

fares) for both segments of the return trip (i.e., Houston to Nashville; 

Nashville to Washington, D.C.). Government contract fares may be used, 

however, for the outbound segment from Washington, D.C., to Houston, 

TX.

§ 490.10.20 Lodging

(a) Hotels and other places of lodging may, at their discretion, offer federal 

government rates to employees traveling solely for personal reasons.

(b) Employees may not benefit from any lodging tax exemption during a 

personal stay.

§ 490.10.30 Rental Vehicles

(a) An employee who uses a rental vehicle for personal reasons and, 

consequently, incurs additional costs (e.g., fuel), is personally responsible 

for those costs.

Note: Insurance provided under a federal government rental vehicle rate 

or afforded using the IBA to secure the rental may not cover an 

employee’s personal liability.
Guide to Judiciary Policy, Vol. 19, Ch. 4 Page 79

(b) When an employee combines official and personal travel with a rental 

vehicle, the employee may not use a rental vehicle rented under the DoD 

U.S. Government Rental Agreement for the personal portion of the trip. 

See: § 440.30.20 (Federal Government Rentals).

§ 490.20 Cancellations

§ 490.20.10 Cancellation for Combined Travel

(a) Employees may not be reimbursed for any change or cancellation fees 

(e.g., transportation, lodging) incurred due to personal reasons.

(b) An employee must exercise extreme caution when adding personal 

travel to the start of an official trip. If an employee arrives at his or her

designated TDY location before his or her authorized travel date for 

personal reasons and the official purpose of the trip is cancelled (e.g., 

cancelled or rescheduled meeting; case settled), the employee is not 

entitled to any reimbursement of travel or subsistence expenses.

§ 490.20.20 Cancellation or Interruption of Personal Travel for Official Purposes

(a) In rare instances, an employee may be needed for official duty that 

conflicts with planned personal travel.

(1) If the employee purchased non-refundable tickets or made nonrefundable deposits, in connection with cancelled or rescheduled 

planned personal travel, the employee’s authorizing official may 

authorize reimbursement for either the actual costs of the nonrefundable item(s) or any applicable change fee.

(A) An employee may not alter plans or incur any cancellation 

expenses associated with personal travel without prior 

written authorization from his or her authorizing official.

(B) An unused portion of personal non-refundable tickets (e.g., 

credits), the cost of which are reimbursed by the judiciary, 

may be used for future official travel. The credit may not be 

used for future personal travel, even if the credit expires and 

cannot be used at all. See: § 440.15.30(d)(3) (Cancellation 

and Changes to Non-Refundable Airfares).

(C) If the employee can use the credit for future official travel 

and there is an associated change fee, the authorizing 

official may authorize reimbursement of the change fee 

when the employee incurs the change fee expense.
Guide to Judiciary Policy, Vol. 19, Ch. 4 Page 80

(2) The employee may only be reimbursed for unavoidable actual 

losses incurred due to cancellations or rescheduling of interrupted 

personal travel. This may include costs of non-refundable item(s) 

purchased by the employee for his or her immediate family 

members.

(b) Similarly, if an employee is required to interrupt his or her personal travel 

and either return to his or her official duty station or to another TDY 

location, the employee’s authorizing official may authorize transportation 

and subsistence reimbursement from the personal travel location to the 

official duty station or the TDY location.

(1) If applicable, the authorizing official may authorize travel from the 

TDY location back to the personal travel destination point or the 

official duty station.

(2) The employee may use the government contract fares (i.e., City 

Pair rate) and his or her IBA or employing judiciary organization’s 

CBA for this expense.

§ 490.30 Subsistence for Combined Travel

(a) An employee is not entitled to daily M&IE allowances when on annual or 

compensatory leave for more than half the day while on official travel at a 

TDY location. See: § 435.40.10 (Annual or Compensatory Leave).

(b) Daily M&IE allowances are authorized for Saturday and Sunday when 

official travel spans the weekend. If an employee takes eight hours of 

annual or compensatory leave on both Friday and Monday before and 

after a weekend, daily M&IE allowances may not be authorized for 

Saturday and Sunday. Note: This rule also applies to leave taken before 

and after holidays or other non-workdays.

§ 495 Personal Property Damage

For personal property damage during official travel, see: Guide, Vol. 20, Ch. 4, 

(Employees’ Personal Property Claims).