DOI CASUAL HIRE TRAVEL PROCESS

CASUAL HIRE TRAVEL EXPENSE REIMBURSEMENT CLAIMED ON THE

INCIDENT TIME REPORT (OF-288)

All temporary duty travel for casual hired employees will be governed and processed in accordance 

with the General Service Administration (GSA) Federal Travel Regulations, DOI TDY Travel Policy, and the 

Temporary Duty Travel policies of the Indian Affairs Manual:

• Federal Travel Regulations (FTR) Chapters 300–General and 301–Temporary Duty (TDY)

Travel Allowances

• DOI Decision Memorandum for the Principal Deputy Assistant Secretary – Policy, 

Management and Budget (Waiver of E-Gove Travel Services [ETS] Requirements for Casual 

Hires

• Department of Interior Office of Wildland Fire (OWF) Travel Policy Memorandum 2016-04

Non-compliance with these regulations may result in a bill for collection issued to the casual

employees.

TRAVEL REIMBURSEMENT METHODS

There are two methods for casual employees to claim allowed travel expenses; on the Incident

Time Report, also called the OF-288, or the official electronic travel vouchering system.

TRAVEL REIMBURSEMENT PROCESS

Under the terms of OWF travel waiver, hiring units should process casual travel for incident

assignments utilizing the OF-288 whenever possible (this process does not apply for travel 

associated with casuals attending training or Rx assignments). Only the following items should

be reimbursed utilizing the OF-288:

• Privately Owned Vehicle (POV) Mileage

• Per Diem - M&IE, no receipts (limit 15 meals per incident)

The official electronic travel system (ETS) must be used for casual reimbursement under the

followingcircumstances:

• Travel related lodging, baggage fees, parking, tolls, and laundry expenses

• Rental Car rented by Casual Employee

• All training and non-emergency related travel that can be planned and authorized in advance

• Any unusual or complex travel reimbursement claims (privately owned airplane mileage,

RV rental space fees, extended duration, etc.)

A copy of the employee’s OF-288 is required to be uploaded, with other documents and receipts,

into the official electronic travel system for the period of travel.

Casual Employee Pay on the OF-288 will not be held for more than five business days at DOI 

Casual Pay Support Desk for pending travel reimbursement issues. When travel issues cannot be
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resolved after initial contact, and one follow up by CPC; travel claims will be removed from the 

OF-288 and payment for work time will be processed. Home/hiring units will be notified in 

writing and travel will need to be claimed through one of the two systems when resolved by

hiring unit.

When a casual has reimbursable expenses that are not approved for reimbursement on the OF-288

the entire travel reimbursement should be processed through the electronic travel system. Travel

reimbursement cannot be split between the two systems; one or the other must be utilized for the

complete trip orassignment.

RATES OF REIMBURSEMENT

Rates of reimbursement for per diem lodging and meals and incidental expenses (M&IE)] will

correspond to the current rates posted on the GSA website at www.gsa.gov/perdiem. The 

location of the incident determines the maximum per diem reimbursement rate. Use the Standard 

Rate for Incident Camps located in unlisted counties. First and last day reimbursements will be

made at 75% ofthe applicable M&IE rate and must be adjusted for meals furnished to the casual 

by the Government. The following table shows the calculation for 75% of the per diem rates, as 

well as examples of calculating first and last day when meals are provided.

2022 M&IE Breakdown - STANDARD CONUS RATES

M&IE Total $59.00 $64.00 $69.00 $74.00 $79.00

Breakfast $13.00 $14.00 $16.00 $17.00 $18.00

Lunch $15.00 $16.00 $17.00 $18.00 $20.00

Dinner $26.00 $29.00 $31.00 $34.00 $36.00

Incidentals $5.00 $5.00 $5.00 $5.00 $5.00

75% M&IE Total (first and last day) $44.25 $48.00 $51.75 $55.50 $59.25

 EXAMPLES

First Day - less dinner provided

M&IE Total $44.25 $48.00 $51.75 $55.50 $59.25

Dinner $26.00 $29.00 $31.00 $34.00 $36.00

REVISED PER DIEM $18.25 $19.00 $20.75 $21.50 $23.25

Last Day - less breakfast provided

M&IE Total $44.25 $48.00 $51.75 $55.50 $59.25

Breakfast $13.00 $14.00 $16.00 $17.00 $18.00

REVISED PER DIEM $31.25 $34.00 $35.75 $38.50 $41.25

***NOTE: Revised per diem rates in tables above INCLUDE the $5.00 incidental rate.
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• Rates of reimbursement for POV mileage must correspond to the current posted GSA rate at

https://www.gsa.gov/travel/plan-book/transportation-airfare-rates-pov-rates/privately- ownedvehicle-pov-mileage-reimbursement-rates . Mileage rates (2022) are $0.585 (subject to

change January 1

st of each year).

• Rates of reimbursement for M&IE will correspond to the current rates posted on the GSA

website at www.gsa.gov/perdiem. The location of the incident determines the maximum per 

diem reimbursement rate. First and last day reimbursements will be made at 75% of the 

applicable M&IE rate and all days must be adjusted for meals furnished to the casual by the 

Government. (See the above tables for examples calculating first and last day when meals are

provided.)

• When meals are available at government expense, such as from a caterer, they must bededucted

whether consumed or not including first and last days at 75%).

Lodging will be reimbursed at actual expenditure rates, not to exceed current GSA rates, and must

beaccompanied by a receipt.

PROCEDURES

The type of expenses incurred will determine how the employee will be reimbursed for travel

costs. If the casual has only travel expenses not requiring a receipt, it is mandatory for the 

reimbursement to be made through the OF-288. Hiring Officials/Units should process travel

reimbursement requests on the OF-288 whenever possible. Hiring Officials/Units will process 

travel expenses that require a receipt (e.g., lodging, gas, etc.) through ETS. All receipts must be 

attached to the casual’s OF-288 and submitted to and processed by the hiring unit.

PROCESSING TRAVEL WHEN NO RECEIPTS ARE REQURED

When a casual incurs only M&IE and/or POV mileage the travel will be processed by the Hiring 

Unit. Reimbursement will be included with the payment of the OF-288 for Time and Attendance 

(T&A).

Casuals away from point of hire, will document daily POV mileage on the Crew Time Report 

(CTR). Reimbursable miles driven during the assignment should be posted to appropriate calendar

dates. Return mileage will be posted to the last date of the assignment at the same number of 

miles as arrival unless the casual is reassigned to a different incident. The return mileage will be 

documented on the casual’s final CTR. If necessary, miles can be determined using Google Maps

or other mapping software.

Incidental expense allowances, separate from meals, may be posted as an individual entry for each 

calendar day, or as a lump sum combination of days. Incidental expense included in the M&IE

total allowance do not need to be posted as a separate entry.

When ETS is not used to record time and adjustments for a casual, the hard copy form OF-288

(Box 18. Commissary and Travel section), the Approving Official Batch Memo, or Travel 

Worksheet should be completed to include reimbursement for these expenses. Go to

https://www.nifc.gov/programs/casual-payment-center/cfc-forms for DOI Casual Pay forms.
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Upon return or completion of assignment, hiring units will be responsible for processing travel 

for casuals using the electronic travel system or the OF-288. Hiring Units will continue to submit 

all original OF-288s to DOI CPC.

OF-288

1. Indicate in Box 18 Commissary and Travel - Incidentals with range of dates and POV 

mileage.

APPROVING OFFICIAL BATCH MEMO

1. Starting and ending dates for reimbursement can be completed by Approving Official on the 

Batch Memo. If there are casuals who joined the crew late or departed early, indicate those 

individuals by name and instruct to use specific dates on their OF-288s.

2. CPC will add dates and totals to each OF-288 based on the fire codes used for specific dates.

If for any reason the original OF-288 was sent to the CPC for salary payment without travel 

indications, the casual’s copy of the original timesheet will be used to prepare a supplemental for

travel reimbursement on the OF-288. On the copy write “Travel Reimbursement Only” across the

top and add travel reimbursement notations as outlined above. Hiring Unit will sign off as the Time

Officer if travel reimbursement was not included by the Hiring Unit on the original OF-288.
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TRAVEL WORKSHEET - CREW

 

 TRAVEL WORKSHEET – SINGLE RESOURCE