Source: https://www.gsa.gov/policy-regulations/regulations/federal-travel-regulation-ftr/i1206091
Timestamp: 2020-05-28 12:42:42
Document Index: 455917835

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Subchapter B - Allowable Travel Expenses | GSA
Home/Policy & Regulations/Regulations/Federal Travel Regulation/ Subchapter B - Allowable Travel Expenses
Parent topic: Chapter 301 - Temporary Duty (TDY) Travel Allowances
Authority:5 U.S.C. 5707, 40 U.S.C. 121(c); 49 U.S.C. 40118; Office of Management and Budget Circular No. A-126, “Improving the Management and Use of Government Aircraft.” Revised May 22, 1992.
(d) Special conveyance (e.g., taxi, TNC, innovative mobility technology company, or commercial automobile) under subpart E.
(b) Government automobile. When your agency determines that your travel must be performed by automobile, a Government-furnished automobile is presumed to be the most advantageous method of transportation.
(c) Rental car. If no Government-furnished automobile is available, but your agency has determined that travel must be performed by automobile, then a rental car should be authorized.
(d) Privately Owned Vehicle (POV). POVs should be determined to be the most advantageous method of transportation only after your agency evaluates the use of a common carrier, a Government-furnished automobile, and a rental car.
(a) Using contract carriers, when available, and if your agency is a mandatory user of GSA’s city-pair contracts for air passenger transportation services, unless you have an approved exception (see §§301-10.106 through 301-10.108 of this subpart);
(b) Using coach-class service, unless other than coach-class service is authorized under §301-10.123 or §301-10.162, and when traveling by ship, using lowest first-class accommodations, unless other than lowest first-class accommodations are authorized under §301-10.183 of this subpart; and
(c) You must always use U.S. Flag Air Carrier (or ship) service for air passenger transportation or when traveling by ship, unless your travel circumstances meet one of the exceptions in §§301-10.135 through 301-10.138 §301-10.183 of this subpart.
If you are a civilian employee of an agency as defined in §301-1.1 of this chapter, you must always use a contract city-pair fare for scheduled air passenger transportation service unless one of the limited exceptions in §301-10.107 exist. An Internet listing of contract city-pair fares is available at http://www.gsa.gov/citypairs.
Note to §301-10.106: Employees of the Government of the District of Columbia, with the exception of the District of Columbia Courts, are not eligible to use contract city-pair fares even though these employees otherwise may be covered by the FTR.
Yes, your agency may authorize use of a fare other-than a contract city-pair fare when—
(a)Space on a scheduled contract flight is not available in time to accomplish the purpose of your travel, or use of contract service would require you to incur unnecessary overnight lodging costs which would increase the total cost of the trip;
(b)The contractor’s flight schedule is inconsistent with explicit policies of your Federal department or agency with regard to scheduling travel during normal working hours;
(c)A non-contract carrier offers a lower fare to the general public that, if used, will result in a lower total trip cost to the Government (the combined costs of transportation, lodging, meals, and related expenses considered);
(d)Cost effective rail service is available and is consistent with mission requirements; or
(e)Smoking is permitted on the contract air carrier and the nonsmoking section of the contract aircraft is not acceptable to you.
Note 1 to §301-10.107 : Any group of 10 or more passengers traveling together on the same day, on the same flight, for the same mission, requiring group integrity and identified as a group by the travel management service upon booking is not a mandatory user of the Government’s contract city-pair fares. For group travel, agencies are expected to obtain air passenger transportation service that is practical and cost effective to the Government.
Note 2 to §301-10.107 : Contractors are not authorized to use contract city-pair fares to perform travel under their contracts.
Note 3 to §301-10.107 : If the Government contract city-pair carrier offers a lower cost capacity-controlled coach class contract fare (MCA, QCA, VCA, etc.) in addition to the unrestricted coach class contract fares (YCA), the traveler should use the lower cost capacity-controlled fare when it is available and meet mission needs.
Note to §301-10.108 : Carrier preference is not a valid reason for using a non-contract fare.
If you know you will change or not use your reservation, you must take action to change or cancel it as prescribed by your agency. Also, you must report all changes of your reservation according to your agency’s procedures in an effort to prevent losses to the Government. Failure to do so may subject you to liability for any resulting losses.
You must submit any unused GTR(s), unused ticket coupons, unused e-tickets, or refund applications to your agency in accordance with your agency’s procedures.
No. You are not authorized to receive a refund, credit, or any other negotiable document from a carrier for unfurnished services (except as provided in §301-10.117) or any portion of an unused ticket issued in exchange for a GTR or billed to an agency’s centrally billed account. However, any charges billed directly to your individually billed Government charge card should be credited to your account.
If you are performing official travel and a carrier denies you a confirmed reserved seat on a plane, you must give your agency any payment you receive for liquidated damages. You must ensure the carrier shows the “Treasurer of the United States” as payee on the compensation check and then forward the payment to the appropriate agency official.
(a) Coach-class. The basic class of accommodation by airlines that is normally the lowest fare offered regardless of airline terminology used. For reference purposes only, coach-class may also be referred to by airlines as “tourist class,” “economy class,” or as “single class” when the airline offers only one class of accommodations to all travelers.
(1) First-class. The highest class of accommodation offered by the airlines in terms of cost and amenities. This is generally termed “first-class” by airlines and reservation systems.
(2) Business-class. A class of accommodation offered by airlines that is higher than coach and lower than first-class, in both cost and amenities. This class of accommodation is generally referred to as “business, business elite, business first, world business, connoisseur, or envoy” depending on the airline.
Note to §301-10.121 : If an airline flight has only two classes of accommodations available, i.e., two “cabins”, with two distinctly different seating types (such as girth and pitch) and the front cabin is termed “business-class” or higher by the airline and the tickets are fare-coded as business-class, then the front of the cabin is deemed to be other than coach-class. Alternatively, if an airline flight has only two cabins available but equips both with one type of seating, (i.e., seating girth and pitch are the same in both cabins), and the seats in the front of the airplane are fare coded as full-fare economy class, and only restricted economy fares are available in the back of the aircraft, then the entire aircraft is to be classified as coach-class seating. In this second situation, qualifying for other than coach-class travel is not required to purchase a non-restricted economy fare seat in the front of the aircraft as the entire aircraft is considered “coach-class.”
(1) No coach-class accommodations are reasonably available. “Reasonably available” means available on an airline that is scheduled to leave within 24 hours of your proposed departure time, or scheduled to arrive within 24 hours of your proposed arrival time;
(2) When use of other than coach-class is necessary to accommodate a medical disability or other special need.
(i) A disability must be certified annually in a written statement by a competent medical authority. However, if the disability is a lifelong condition, then a one-time certification statement is required. Certification statements must include at a minimum:
(A) A written statement by a competent medical authority stating that special accommodation is necessary;
(ii) A special need must be certified annually in writing according to your agency’s procedures. However, if the special need is a lifelong condition, then a one-time certification statement is required;
(iii) If you are authorized under §301-13.3 of this Subchapter to have an attendant accompany you, your agency may also authorize the attendant to use other than coach-class accommodations if you require the attendant’s services en route;
(3) When exceptional security circumstances require other than coach-class airline accommodations. Exceptional security circumstances are determined by your agency and should only be authorized up to the minimum other than coach-class accommodation necessary. These circumstances include, but are not limited to:
(i) Use of coach-class accommodations would endanger your life or Government property;
(ii) You are an agent on protective detail and you are accompanying an individual authorized to use other than coach- class accommodations; or
(iii) You are a courier or control officer accompanying controlled pouches or packages;
(4) When required because of agency mission, consistent with your agency’s internal procedures pursuant to §301-70.102(i).
(1) When use of other than coach-class is necessary to accommodate a medical disability or other special need.
(2) When exceptional security circumstances require other than coach-class airline accommodations. Exceptional security circumstances are determined by your agency and should only be authorized to the minimum other than coach-class accommodation necessary to meet the agency’s mission. These circumstances include, but are not limited to:
(ii) You are an agent on protective detail and you are accompanying an individual authorized to use other than coach-class accommodations; or
(9) When required because of agency mission, consistent with your agency’s internal procedures pursuant to §301-70.102.
Sometimes these programs are called “Coach Elite,” “Coach Plus,” “Preferred Coach” or some other identifier. Under these airline programs, a passenger may obtain for a fee a more desirable seat choice within the coach-class cabin. These airline upgrade or preferred seat choices are generally available for an annual fee, at an airport kiosk or gate or as a frequent flier perk. These coach upgrade options are not considered a new or higher class of accommodation since the seating is still in the coach cabin. However, the use of these upgraded/preferred coach seating options is generally a traveler’s personal choice and therefore is at the traveler’s personal expense. An agency travel authorization approving official or his/her designee (e.g., supervisor of the traveler) may authorize and reimburse the additional seat choice fee according to internal agency policy (see §301-70.102(k)).
(b) Scheduled flight time is the flight time between the originating departure point and the ultimate arrival point including scheduled non-overnight time spent at airports during plane changes. Scheduled non-overnight time does not include time spent at the originating or ultimate arrival airports.
(c) If other than coach-class accommodation is authorized based on the 14-hour rule then you will not be eligible for a rest stop en route or a rest period upon arrival at your duty site, in accordance with internal agency procedures pursuant to §301-70.102 .
For purposes of the use of United States flag air carriers, “United States” means the 50 states, the District of Columbia, and the territories and possessions of the United States (49 U.S.C. 40102).
Anyone whose air travel is financed by U.S. Government funds, except as provided in §§301-10.135, 301-10.136, and301-10.137.
U.S. flag air carrier service is service provided on an air carrier which holds a certificate under 49 U.S.C. 41102 and which service is authorized either by the carrier’s certificate or by exemption or regulation. U.S. flag air carrier service also includes service provided under a code share agreement with a foreign air carrier in accordance with Title 14, Code of Federal Regulations when the ticket, or documentation for an electronic ticket, identifies the U.S. flag air carrier’s designator code and flight number.
You are required by 49 U.S.C. 40118, commonly referred to as the “Fly America Act,” to use U.S. flag air carrier service for all air travel funded by the U.S. Government, except as provided in §§301-10.136 and 301-10.137 or when one of the following exceptions applies:
(2) If determined appropriate, GSA may periodically issue FTR Bulletins providing further guidance on bilateral or multilateral air transportation agreements impacting United States Government procured transportation. These bulletins may be accessed at http://www.gsa.gov/bulletins .
(2) Will not accomplish the agency’s mission.
No. You must use U.S. flag air carrier service, unless you meet one of the exceptions in §301-10.138.
(e) A statement explaining why you met one of the exceptions in §301-10.138.
(a) Coach-class—The basic class of accommodations offered by a rail carrier to passengers that includes a level of service available to all passengers regardless of the fare paid. Coach-class includes reserved coach accommodations as well as slumber coach accommodations when overnight train travel is involved.
(b) Slumber coach—Includes slumber coach accommodations on trains offering such accommodations, or the lowest level of sleeping accommodations available on a train that does not offer slumber coach accommodations.
(c) Other than coach-class—Any class of accommodations above coach, e.g., first-class or business-class.
(1) First-class—Includes bedrooms, roomettes, club service, parlor car accommodations or other premium accommodations.
(2) Business-class—A class of extra fare train service that is offered above coach class, but is lower than first-class, as described above.
Note to §301-10.160 : If a train only has two classes of accommodations available, i.e., first and business class, then the business class is deemed to be classified as coach-class for purposes of official travel, as it is the lowest class offered.
(a) No coach-class accommodations are reasonably available on a train that is scheduled to leave within 24 hours of your proposed departure time, or scheduled to arrive within 24 hours of your proposed arrival time;
(b) When use of other than coach-class accommodations is necessary to accommodate a medical disability or other special need.
(1) A disability must be certified annually in a written statement by a competent medical authority. However, if the disability is a lifelong condition, then a one-time certification statement is required. Certification statements must include at a minimum:
(i) A written statement by a competent medical authority stating that special accommodation is necessary;
(iii) A recommendation as to the suitable class of transportation accommodations based on the disability.
(2) A special need must be certified annually in writing according to your agency’s procedures. However, if the special need is a lifelong condition, then a one-time certification statement is required;
(3) If you are authorized under §301-13.3(a) of this Subchapter to have an attendant accompany you, your agency may also authorize the attendant to use other than coach-class accommodations if you require the attendant's services en route;
(c) When exceptional security circumstances require other than coach-class rail accommodations. Exceptional security circumstances are determined by your agency and should only be authorized to the minimum other than coach-class accommodation necessary to meet the agency’s mission. These circumstances include, but are not limited to:
(1) Use of coach-class accommodations would endanger your life or Government property;
(2) You are an agent on protective detail and you are accompanying an individual authorized to use other than coach-class accommodations; or
(3) You are a courier or control officer accompanying controlled pouches or packages;
(e) When required because of agency mission, consistent with your agency’s internal procedures pursuant to §301-70.102(i) .
(a) Other than lowest first-class—All classes above the lowest first-class, includes but is not limited to a suite.
(b) Lowest first-class—The least expensive class of reserved accommodations available on a ship.
You must use the lowest first-class accommodations when traveling by ship, except when your agency specifically authorizes/approves your use of other than lowest first-class ship accommodations under paragraphs (a) and (d) of this section.
(b) When use of other than lowest first-class accommodations is necessary to accommodate a medical disability or other special need.
(3) If you are authorized under §301-13.3(a) of this Subchapter to have an attendant accompany you, your agency may also authorize the attendant to use other than lowest first-class class accommodations if you require the attendant's services en route;
(c) When exceptional security circumstances require other than lowest first-class travel. Exceptional security circumstances are determined by your agency and should only be authorized to the minimum other than lowest first-class travel accommodation necessary to meet the agency’s mission. These circumstances include, but are not limited to:
(d) When required because of agency mission, consistent with your agency’s internal procedures pursuant to §301-70.102(i) .
(3) From your residence to your office on the day you depart the official station on official TDY that requires at least one night’s lodging; or
(4) From your office to your residence on the day you return to the official station from an official TDY assignment that required at least one night’s lodging.
(a) A Government-furnished automobile in accordance with §301-10.220;
You must possess a valid State, District of Columbia, or territorial motor vehicle operator’s license and have a travel authorization specifically authorizing the use of a Government-furnished automobile.
You may use Government aircraft for travel only if you have authorization from an executive agency under the rules specified in this part (except with regard to travel under §301-70.910. Because the taxpayers should pay no more than necessary for your transportation, generally you may travel on Government aircraft only when a Government aircraft is the most cost-effective mode of travel.
You may use Government aircraft—
(a) For official travel only when—
(2) The cost of using a Government aircraft is less than the cost of the city-pair fare for scheduled commercial airline service or the cost of the lowest available full coach fare if a city-pair fare is not available to you. The cost of non-productive or lost work time while in travel status and certain other costs should be considered when comparing the cost of using a Government aircraft in lieu of scheduled commercial airline service. Additional information on costs included in this cost comparison may be found in the “U.S. Government Aircraft Cost Accounting Guide,” available from the General Services Administration, Office of Governmentwide Policy, MTA, 1800 F Street, N.W., Washington, DC 20405.
(b) For required-use travel only when you are required to use Government aircraft for bona fide communications (e.g., 24-hour secure communications) or security reasons (e.g., highly unusual circumstances that present a clear and present danger) or exceptional scheduling requirements (e.g., a national emergency or other compelling operational considerations). Required use travel may include travel for official, personal, or political purposes, but must be approved in accordance with §301-70.803.
(c) For space available travel only when—
(1) The aircraft is already scheduled for use for an official purpose, and your use of the aircraft does not require a larger aircraft or result in more than minor additional cost to the Government; or
(a) Required use travelers. Your agency’s senior legal official or his/her principal deputy must authorize your required-use travel on a trip-by-trip basis, in advance, in writing, and in compliance with the agency’s written policies describing the special circumstances under which the agency will require a traveler to use Government aircraft, unless—
Note to §301-10.262(a): In an emergency situation, prior verbal approval for required-use travel with an after-the-fact written authorization is permitted.
(b) Senior Federal officials. If you are a senior Federal official, your agency’s senior legal official or his/her principal deputy must authorize all your travel on Government aircraft in advance and in writing, except for required use travel authorized under paragraphs (a)(1) and (a)(2) of this section. In an emergency situation, prior verbal approval with an after-the-fact written authorization by your agency’s senior legal official is permitted. Senior Federal officials who are crewmembers or qualified non-crewmembers on a flight in which they are also traveling (i.e., being transported from point to point) are considered travelers and must be authorized to travel on Government aircraft according to this paragraph.
(c) Non-Federal travelers. If you are a non-Federal traveler, the senior legal official or his/her principal deputy in the agency sponsoring your travel must authorize you to fly on Government aircraft in advance and in writing. In an emergency situation, prior verbal approval with an after-the-fact written authorization by your sponsoring agency’s senior legal official is permitted.
(d) All other Federal travelers. Your designated travel-approving official (or anyone to whom he/she delegates this authority), who must be at least one organizational level above you, must authorize your travel on Government aircraft, in advance and in writing. Prior verbal approval with an after-the-fact written authorization by your agency’s designated travel approving official is permitted in an emergency situation. If you hold a blanket travel authorization for official travel that authorizes travel on Government aircraft, it must define the circumstances that must be met for using Government aircraft and must comply with this regulation and any additional agency policies. Travel on Government aircraft that does not meet the circumstances specified in the blanket travel authorization must be authorized on a trip-by-trip basis in accordance with this regulation and other applicable agency policies. Check with your designated travel approving official for information on your agency's policy.
You must present to the aircraft management office that operates the Government aircraft—
(b) Valid picture identification, such as a Government identification card or a state-issued driver’s license.
(a) No reimbursement is required for official travel on a Government aircraft.
(b) For personal travel on Government aircraft, reimbursement depends upon which of the following special cases applies:
(1) For any required use travel, you must reimburse the Government for the excess of the full coach fare for all flights taken over the full coach fare for the flights that you would have taken had you not engaged in personal activities during the trip,i.e., for a wholly personal trip, you must pay the full coach fare for the entire trip;
(2) For travel authorized under 10 U.S.C. 2648 and regulations implementing that statute, or when you or your dependents are stationed by the Government in a remote location with no access to regularly scheduled commercial airline service and are authorized to use Government aircraft, you do not have to reimburse the Government.
(c) For political travel on a Government aircraft (i.e., for any trip or part of a trip during which you engage in political activities), the Government must be reimbursed the excess of the full coach fare for all flights taken on the trip over the full coach fare for the flights that you would have taken had you not engaged in political activities, except if other law or regulation specifies a different amount (see, e.g., 11 CFR 106.3, “Allocation of Expenses between Campaign and Non-campaign Related Travel.”), in which case the amount reimbursed is the amount required by such law or regulation.
Note to §301-10.264 : Except for required use travel, any use of Government aircraft for personal or political activities shall not cause an increase in the actual costs to the Government of operating the aircraft.
Privately owned automobile or privately owned motorcycle. As shown in paper or electronic standard highway mileage guides, or the actual miles driven as determined from odometer readings.
Privately owned aircraft. As determined from charts issued by the Federal Aviation Administration (FAA). You may include in your travel claim with an explanation any additional air mileage resulting from a detour necessary due to adverse weather, mechanical difficulty, or other unusual conditions. If a required deviation is such that airway mileage charts are not adequate to determine distance, you may use the formula of flight time multiplied by cruising speed of the aircraft to determine distance. You must convert nautical miles to statute or regular miles when submitting a claim (1 nautical mile equals 1.15077945 statute miles).
You will be reimbursed an applicable mileage rate based on the type of POV you actually use (privately owned airplane, privately owned automobile, privately owned motorcycle). These rates will be published in an FTR bulletin and are also displayed on GSA’s web site (http://www.gsa.gov/mileage).
Parking fees; ferry fees; bridge, road, and tunnel fees; and aircraft or airplane parking, landing, and tie-down fees. Charges for repairs, depreciation, replacements, grease, oil, antifreeze, towage and similar speculative expenses, gasoline, insurance, state and Federal taxes.
You will be reimbursed the applicable POV rate on a mileage basis, plus per diem, not to exceed the total constructive cost of the authorized method of common carrier transportation plus per diem. Your agency must determine the constructive cost of transportation and per diem by common carrier under the rules in §301-10.310.
You will be reimbursed based on a constructive mileage rate limited to the cost that would be incurred for use of a Government-furnished automobile. This rate will be published in an FTR bulletin available at http://www.gsa.gov/ftrbulletins. If your agency determines the cost of providing a Government-furnished automobile would be higher because of unusual circumstances, it may allow reimbursement not to exceed the mileage rate for a privately owned automobile. In addition, you may be reimbursed other allowable expenses as provided in §301-10.304.
(a) Taxis, TNCs, or innovative mobility technology companies as specified in §§301-10.420 through 301-10.421 of this chapter;
(a) When authorized and approved by your agency, your transportation expenses in the performance of official travel are reimbursable for the usual fare plus tip for use of a taxi, TNC, innovative mobility technology company, shuttle service or other courtesy transportation (if charges result), in the following manner:
(1) At your official station.
(i) From your residence or other authorized point of departure, e.g., residence to airport;
(iii) From your residence to your office on the day you depart the official station on official TDY that requires at least one night’s lodging; or
(iv) From your office to your residence on the day you return to the official station from an official TDY assignment that required at least one night’s lodging.
(2) At your TDY location.
(i) From the TDY transit system station to your place of lodging or place of official business and return;
(ii) To, from, and between your places of lodging and official business;
(iii) Between places of official business; or
(c) Restrictions. When appropriate, your agency will restrict or place a monetary limit on the amount of reimbursement for the use of taxis, TNCs, or innovative mobility technology companies under this paragraph when—
(1) Suitable Government or common carrier transportation service, including shuttle service, is available for all or part of the distance involved; or
(2) Courtesy transportation service is provided by hotels/motels between the place of lodging at the TDY station and the common carrier terminal.
(c) Travelers must use the least expensive compact car available, unless an exception for another class of vehicle is approved. Agencies should approve these exceptions on a limited basis and must indicate on the travel authorization the reason for the exception. Your agency may authorize the use of other than a compact car if any of the following apply:
(1) When use of other than a compact car is necessary to accommodate a medical disability or other special need.
(iii) If you are authorized under §301-13.3 to have an attendant accompany you, your agency may authorize the use of other than a compact car if deemed necessary by your agency.
(2) When required because of agency mission, consistent with your agency’s internal procedures pursuant to §301-70.102(i).
(3) When the cost of other than a compact car is less than or equal to the cost of the least expensive compact car.
(4) When additional room is required to accommodate multiple employees authorized to travel together in the same rental vehicle.
(5) When travelers must carry a large amount of Government material incident to their official business, and a compact rental vehicle does not contain sufficient space.
(6) When necessary for safety reasons, such as during severe weather or having to travel on rough or difficult terrain.
(d) Travelers are not to be reimbursed for purchasing pre-paid refueling options for rental cars. Therefore, travelers should refuel prior to returning the rental vehicle to the drop-off location. However, if it is not possible to refuel completely prior to returning the vehicle because of safety issues or the location of closest fueling station, travelers will be reimbursed for vendor refueling charges.
(e) Travelers will not be reimbursed for fees associated with rental car loyalty points or the transfer of points charged by car companies.
(a) General rule—no. You will not be reimbursed for CDW or theft insurance for travel within CONUS for the following reasons:
Authority:5 U.S.C. 5707.
(a) You perform official travel away from your official station, or other areas defined by your agency;
(b) You incur per diem expenses while performing official travel; and
(c) You are in a travel status for more than 12 hours.
(a) You perform travel to a training event under the Government Employees Training Act (5 U.S.C. 4101-4118), and you agree not to be paid per diem expenses; or
(b) You perform pre-employment interview travel, and the interviewing agency does not authorize payment of per diem expenses.
Yes, you may be reimbursed both actual expense and per diem during a single trip, but only one method of reimbursement may be authorized for any given calendar day except as provided in §301-11.305 or §301-11.306. Your agency must determine when the transition between the reimbursement methods occurs.
Per diem expenses will be reimbursed by the:
(a) Lodgings-plus per diem method;
(b) Reduced per diem method; or
(c) Actual expense method.
Consult this table to find out where to access per diem rates for various types of Government travel:
Rates set by
For per diem and actual expense see
(a) Continental United States (CONUS)
General Services Administration For per diem, see applicable FTR Per Diem Bulletins issued periodically by the Office of Governmentwide Policy, Office of Transportation and Personal Property, Travel Management Policy, and available on the Internet at http://www.gsa.gov/perdiem for actual expense, see 41 CFR 301-11.300—301-11.306.
(b) Non-foreign areas
Department of Defense (Per Diem, Travel and Transportation Allowance Committee (PDTATAC)) Per Diem Bulletins issued by PDTATAC and published periodically in the Federal Register or Internet at http://www.defensetravel.dod.mil/ site/perdiemCalc.cfm. (Rates also appear in section 925, a per diem supplement to the Department of State Standardized Regulations (Government Civilians—Foreign Areas).)
(c) Foreign areas
Department of State A per diem supplement to section 925, Department of State Standardized Regulations (Government Civilians—Foreign Areas and available on the Internet at http://www.state.gov).
Your TDY location determines your maximum per diem reimbursement rate. If you arrive at your lodging facility after 12 midnight, you claim lodging cost for the preceding calendar day. If no lodging is required, the applicable M&IE reimbursement rate is the rate for the TDY location. (See §301-11.102.)
Your per diem or actual expense entitlement starts on the day you depart your home, office, or other authorized point and ends on the day you return to your home, office or other authorized point.
You must record the date of departure from, and arrival at, the official station or any other place travel begins or ends. You must show this same information for points where you perform TDY or for a stopover or official rest stop location when the arrival or departure affects your per diem allowance or other travel expenses. You also should show the dates for other points visited. You do not have to record departure/arrival times, but you must annotate your travel claim when your travel is more than 12 hours but not exceeding 24 hours to reflect that fact.
Note to §301-11.11 : 5 U.S.C. 5707(a) does not apply to the District of Columbia government.
(a) Your agency will reimburse you for different types of lodging as follows:
(1) Conventional lodgings (hotel/motel, boarding house, etc.). You will be reimbursed the single occupancy rate.
(2) Government quarters. You will be reimbursed, as a lodging expense, the fee or service charge you pay for use of the quarters.
(3) Lodging with friend(s) or relative(s) (with or without charge). You may be reimbursed for additional costs your host incurs in accommodating you only if you are able to substantiate the costs and your agency determines them to be reasonable. You will not be reimbursed the cost of comparable conventional lodging in the area or a flat “token” amount.
(4) Nonconventional lodging. You may be reimbursed the cost of other types of lodging when there are no conventional lodging facilities in the area (e.g., in remote areas) or when conventional facilities are in short supply because of an influx of attendees at a special event (e.g., World’s Fair or international sporting event). Such lodging includes college dormitories or similar facilities or rooms not offered commercially but made available to the public by area residents in their homes.
(5) Recreational vehicle (trailer/camper). You may be reimbursed for expenses (parking fees, fees for connection, use, and disconnection of utilities, electricity, gas, water and sewage, bath or shower fees, and dumping fees) which may be considered as a lodging cost.
(b) Your agency will not reimburse you for:
(1) Personally-owned residence. You will not be reimbursed for any lodging expenses for staying at your personally-owned residence or for any real estate expenses associated with the purchase or sale of a personal residence at the TDY location, except in conjunction with an authorized relocation pursuant to Chapter 302 of this Title.
(2) Personally-owned Recreational vehicle (trailer/camper). You will not be reimbursed any expenses associated with the purchase, sale or payment of a recreational vehicle or camper at the TDY location.
Your reimbursement is limited to one-half of the double occupancy rate if the person sharing the room is another Government employee on official travel. If the person sharing the room is not a Government employee on official travel, your reimbursement is limited to the single occupancy rate.
When you obtain lodging on a long-term basis (e.g., weekly or monthly) your daily lodging rate is computed by dividing the total lodging cost by the number of days of occupancy for which you are entitled to per diem, provided the cost does not exceed the daily rate of conventional lodging. Otherwise the daily lodging cost is computed by dividing the total lodging cost by the number of days in the rental period. Reimbursement, including an appropriate amount for M&IE, may not exceed the maximum daily per diem rate for the TDY location.
When you rent a room, apartment, house, or other lodging on a long-term basis (e.g., weekly, monthly), the following expenses may be considered part of the lodging cost:
(a) The rental cost for a furnished dwelling; if unfurnished, the rental cost of the dwelling and the rental cost of appropriate and necessary furniture and appliances (e.g., stove, refrigerator, chairs, tables, bed, sofa, television, or vacuum cleaner);
(b) Cost of connecting/disconnecting and using utilities;
(c) Cost of reasonable maid fees and cleaning charges;
(d) Monthly telephone use fee (does not include installation and long-distance calls); and,
(e) If ordinarily included in the price of a hotel/motel room in the area concerned, the cost of special user fees (e.g., cable TV charges and plug-in charges for automobile head bolt heaters).
If you sought to obtain a refund or otherwise took steps to minimize the cost, your agency may reimburse expenses that are not refundable, including a forfeited rental deposit.
No. A meal provided by a common carrier or a complimentary meal provided by a hotel/motel does not affect your per diem.
(a) Except as provided in §301-11.17 or in paragraph (b) of this section, your M&IE allowance must be adjusted for meals furnished to you by the Government (including meals furnished under the authority of Chapter 304 of this title) by deducting the appropriate amount shown at www.gsa.gov/mie. For meals provided on the day of departure and the last day of travel, you must deduct the entire allocated meal cost from the decreased M&IE rate (see §301-11.101). The total amount of deductions made will not cause you to receive less than the amount allowed for incidental expenses.
(b) Your agency, at its discretion, may allow you to claim the full M&IE allowance if:
(1) You are unable to consume the furnished meal(s) because of medical requirements or religious beliefs;
(2) In accordance with administrative procedures prescribed by your agency, you requested specific approval to claim the full M&IE allowance prior to your travel;
(3) In accordance with administrative procedures prescribed by your agency, you have made a reasonable effort to make alternative meal arrangements, but were unable to do so; and
(4) You purchase substitute meals in order to satisfy your medical requirements or religious beliefs.
(c) In your agency’s discretion, and in accordance with administrative procedures prescribed by your agency, you may also claim the full M&IE allowance if you were unable to take part in a Government-furnished meal due to the conduct of official business.
When you cross the IDL your actual elapsed travel time will be used to compute your per diem entitlement rather than calendar days.
(a) Your agency may authorize a rest period not in excess of 24 hours at either an intermediate point or at your destination if:
(1) Either your origin or destination point is OCONUS;
(2) Your scheduled flight time, including stopovers, exceeds 14 hours;
(3) Travel is by a direct or usually traveled route; and
(4) Travel is by coach-class service.
(b) When a rest stop is authorized the applicable per diem rate is the rate for the rest stop location.
(a) In general, you will be reimbursed as long as your travel status requires your stay to include a non-workday, (e.g., if you are on travel through Friday and again starting Monday you will be reimbursed for Saturday and Sunday), however, your agency should determine the most cost effective situation (i.e., remaining in a travel status and paying per diem or actual expenses or permitting your return to your official station).
(b) Your agency will determine whether you will be reimbursed for non-workdays when you take leave immediately (e.g., Friday or Monday) before or after the non-workday(s).
Note to §301-11.21 : If emergency travel is involved due to an incapacitating illness or injury, the rules in part 301-30 of this chapter govern.
If required by your agency to return to your official station on a non-workday, you will be reimbursed the amount allowable for return travel.
Your agency may authorize per diem or actual expense and round-trip transportation expenses for periodic return travel on non-workdays to your home or official station under the following circumstances:
(a) The agency requires you to return to your official station to perform official business; or
(b) The agency will realize a substantial cost savings by returning you home; or
(c) Periodic return travel home is justified incident to an extended TDY assignment.
If you voluntarily return home or to your official station on non-workdays during a TDY assignment, the maximum reimbursement for round trip transportation and per diem or actual expense is limited to what would have been allowed had you remained at the TDY location.
Yes. You must provide a lodging receipt and a receipt for every authorized expense over $75, or provide a reason acceptable to your agency explaining why you are unable to furnish the necessary receipt(s) (see §301-52.4 of this chapter).
Note to §301-11.25 : Hard copy receipts should be electronically scanned and submitted with your electronic travel claim when your agency has fully deployed ETS and notifies you that electronic scanning is available within your agency (see §301-50.3 of this chapter). You may submit a hard copy receipt, in accordance with your agency’s policies, to support a claimed travel expense only when electronic imaging is not available within your agency.
If you travel to a location where the per diem rate is insufficient to meet necessary expenses, you may submit a request, containing pertinent lodging and meal cost data, through your agency’s Travel Manager asking that the location be reviewed. Depending on the location in question your agency’s Travel Manager may submit the review request to:
General Services Administration, Office of Governmentwide Policy, Attn: Travel Policy (MTT), 1800 F St. NW, Washington, DC 20405.
Defense Travel Management Office, Attn: SP&P/Allowances Branch, 4601 N. Fairfax Dr, Suite 800, Arlington, VA 22203.
Director, Office of Allowances, Department of State, Annex 1, Suite L-314, Washington, DC 20522-0103
No. Lodging taxes paid by you are reimbursable as a miscellaneous travel expense limited to the taxes on reimbursable lodging costs. For example, if your agency authorizes you a maximum lodging rate of $50 per night, and you elect to stay at a hotel that costs $100 per night, you can only claim the amount of taxes on $50, which is the maximum authorized lodging amount. This section is effective January 1, 1999, for CONUS locations and effective January 1, 2000, for non-foreign areas. For foreign areas, lodging taxes have not been removed from foreign per diem rates established by the Department of State. Separate claims for lodging taxes incurred in foreign areas are not allowed.
Yes, unless exempted by the State of local jurisdiction.
Exemptions from taxes for Federal travelers, and the forms required to claim them, vary from location to location. The GSA SmartPay® Program Support office provides more information regarding state tax exemptions on its Web site (https://smartpay.gsa.gov/about-gsa-smartpay/tax-information/state-response-letter) and by email (gsa_smartpay@gsa.gov).
(a) You may request reimbursement on an actual expense basis, not to exceed 300 percent of the maximum per diem allowance.
(b) Approval of actual expenses is usually in advance of travel and at the discretion of your agency. (See §301-70.201 for when an agency can issue a blanket actual expense authorization
Your agency may reimburse the expenses incurred for laundry, cleaning, and pressing of clothing as a miscellaneous travel expense for TDY within CONUS. However, you must incur a minimum of four consecutive nights lodging on official travel to qualify for this reimbursement. Laundry and dry cleaning expenses have not been removed from foreign per diem rates established by the Department of State, or from non-foreign area per diem rates established by the Department of Defense. Separate claims for laundry and dry cleaning expenses incurred in foreign areas and non-foreign areas are not allowed.
When travel is more than 12 hours and overnight lodging is required you are reimbursed your actual lodging cost not to exceed the maximum lodging rate for the TDY location or stopover point.
(a) Except as provided in paragraph (b) of this section, your allowance is as shown in the following table:
When travel is
More than 12 but less than 24 hours 75 percent of the applicable M&IE rate for each calendar day you are in a travel status.
24 hours or more, on The day of departure 75 percent of the applicable M&IE rate.
Full days of travel 100 percent of the applicable M&IE rate.
The last day of travel 75 percent of the applicable M&IE rate.
(b) If you travel by ship, either commercial or Government, your agency will determine an appropriate M&IE rate within the applicable maximum rate allowable.
Require lodging The M&IE rate applicable for the TDY location or stopover point.
Do not require lodging, and Travel is more than 12 hours but less than 24 hours. The M&IE rate applicable to the TDY site or the highest M&IE rate applicable when multiple locations are involved).
Travel is 24 hours or more, and you are traveling to a new TDY site or stopover point at midnight. The M&IE rate applicable to the new TDY site or stopover point.
Travel is 24 hours or more, and you are returning to your official station. The M&IE rate applicable to the previous day of travel.
(a) When your agency can determine in advance that lodging and/or meal costs will be lower than the per diem rate; and
(b) The lowest authorized per diem rate must be stated in your travel authorization in advance of your travel.
(a) Lodging and/or meals are procured at a prearranged place such as a hotel where a meeting, conference or training session is held;
(b) Costs have escalated because of special events (e.g., missile launching periods, sporting events, World’s Fair, conventions, natural or manmade disasters); lodging and meal expenses within prescribed allowances cannot be obtained nearby; and costs to commute to/from the nearby location consume most or all of the savings achieved from occupying less expensive lodging;
(c) The TDY location is subject to a Presidentially-Declared Disaster and your agency has issued a blanket actual expense authorization for the location (see §301-70.201);
(d) Because of mission requirements; or
(e) Any other reason approved within your agency.
Any official designated by the head of your agency (see §301-70.201 for when an agency can issue a blanket actual expense authorization).
Request for authorization for reimbursement under actual expense should be made in advance of travel. However, subject to your agency’s policy, after the fact approvals may be granted when supported by an explanation acceptable to your agency. Also, your agency can issue a blanket actual expense authorization under §301-70.201.
The maximum amount that you may be reimbursed under actual expense is limited to 300 percent (rounded to the next higher dollar) of the applicable maximum per diem rate. However, subject to your agency’s policy, a lesser amount may be authorized.
When authorized actual expense and your expenses are less than the locality per diem rate or the authorized amount, reimbursement is limited to the expenses incurred.
Your reimbursement is limited to the 300 percent ceiling. There is no authority to exceed this ceiling.
You must itemize all expenses, including meals, (each meal must be itemized separately) for which you will be reimbursed under actual expense. However, expenses that do not accrue daily (e.g., laundry, dry cleaning, etc.) may be averaged over the number of days your agency authorizes/approves actual expenses. Receipts are required for lodging, regardless of amount and any individual meal when the cost exceeds $75. Your agency may require receipts for other allowable per diem expenses, but it must inform you of this requirement in advance of travel. When your agency limits M&IE reimbursement to either the prescribed maximum M&IE rate for the locality concerned or a reduced M&IE rate, it may or may not require M&IE itemization at its discretion.
A taxable extended TDY assignment is a TDY assignment that continues for so long that, under the IRC the employee is no longer considered temporarily away from home during any period of employment if such period exceeds 1 year. You are no longer temporarily away from home as of the date that you and/or your agency recognize that your assignment will exceed one year. That is, as soon as you recognize that your assignment will exceed one year, you must notify your agency of that fact, and they must change your status immediately. Similarly, as soon as your agency recognizes that your assignment will exceed one year, your agency must notify you of that fact and change your status. The effective date of this status change is the date on which it was recognized that you are no longer temporarily away from home as defined in the IRC.
(a) If you believe that your temporary duty assignment may exceed one year, you should carefully study IRS Publication 463, “Travel, Entertainment, Gift, and Car Expenses,” to determine whether you are or will be considered “temporarily away from home” under this provision. If you are not or will not be considered temporarily away from home under this provision, then you are on taxable extended TDY.
(b) The IRC makes an exception for certain Federal personnel involved in investigation or prosecution of a Federal crime during any period for which such employee is certified by the Attorney General (or the designee thereof) as traveling on behalf of the United States in temporary duty status to investigate or prosecute, or provide support services for the investigation or prosecution of, a Federal crime.
Your agency should consider the factors discussed in §302-3.502 of this subtitle in determining whether to authorize extended TDY.
(a) If you are on a taxable extended TDY assignment, then all allowances and reimbursements for travel expenses, plus all travel expenses that the Government pays directly on your behalf in connection with your TDY assignment, are taxable income to you. This includes all allowances, reimbursements, and direct payments to vendors from the day that you or your agency recognized that your extended TDY assignment is expected to exceed one year, as explained in §301-11.601.
(1) The Withholding Tax Allowance (WTA). See subpart B of this Subtitle for information on the WTA; and
(b) If your agency realizes during a TDY assignment that you will incur taxes (because, for example, the TDY assignment has lasted, or is going to last, longer than originally intended), then your agency will compute the WTA for all taxable benefits received since the date it was recognized that you are no longer “temporarily away from home” (see §301-11.601 for more information on the meaning of “temporarily away from home”). Your agency will pay that amount to the IRS, and then will begin paying WTA to the IRS until your extended TDY assignment ends.
Note to §301-11.604 : If your agency offers you the choice, the WTA is optional to you. See §§302-17.61 through §302-17.69.
You should file your “Statement of Income and Tax Filing Status” for your taxable extended TDY assignment at the beginning of your extended TDY assignment, or as soon as you or your agency realizes that your TDY assignment will incur taxes. You should provide the same information as the sample “Statements of Income and Tax Filing Status” shown in part 302-17, subpart F (one-year process) or subpart G (two-year process) of this subtitle.
Baggage expenses as described in §301-11.31 Energy surcharge and lodging resort fee(s) (when such fee(s) is/are not optional)
Fees for travelers checks Fees for money orders Fees for certified checks Transaction fees for use of automated teller machines (ATMs)—Government contractor-issued charge card
Commissions on conversion of foreign currency Passport and/or visa fees, including fees for a physical examination if one is required to obtain a passport and/or visa and such examination could not be obtained at a Government facility. Reimbursement for such fees may include travel and transportation costs to the passport/visa issuing office if located outside the local commuting area of the employee’s official station and the traveler’s presence at that office is mandatory. Costs of photographs for passports and visas Foreign country exit fees Costs of birth, health, and identity certificates Charges for inoculations that cannot be obtained through a Federal dispensary
(d) All fees pertaining to the first checked bag. In addition, charges relating to the second and subsequent bags may be reimbursed when the agency determines those expenses necessary and in the interest of the Government (see §§301-70.300, 301-70.301). Travelers should verify their agency's current policies and procedures regarding excess baggage prior to traveling; and
(e) Charges or tips at transportation terminals for handling Government property carried by the traveler.
To provide reasonable accommodations to an employee with a special need by paying for additional travel expenses incurred.
When an additional travel expense is necessary to accommodate a special physical need which is either:
(a) Clearly visible and discernible; or
(b) Substantiated in writing by a competent medical authority.
Your agency approving official may pay for any expenses deemed necessary by your agency to accommodate an employee with a special need including, but not limited to, the following expenses:
(a) Transportation and per diem expenses incurred by a family member or other attendant who must travel with you to make the trip possible;
(b) Specialized transportation to, from, and/or at the TDY duty location;
(c) Specialized services provided by a common carrier to accommodate your special need;
(d) Costs for handling your baggage that are a direct result of your special need;
(e) Renting and/or transporting a wheelchair;
(f) Other than coach-class accommodations to accommodate your special need, under SubPart B of this Subchapter; and
(g) Services of an attendant, when necessary, to accommodate your special need.
Note to §301-13.3(g): For limits on the amount that may be paid to an attendant, other than travel expenses, see 5 U.S.C. 3102 and guidance at http://www.opm.gov/disability/mngr_6-01-B.asp.
Travel which results from:
(a) Your becoming incapacitated by illness or injury not due to your own misconduct; or
(b) The death or serious illness of a member of your family; or
(c) A catastrophic occurrence or impending disaster, such as fire, flood, or act of God, which directly affects your home.
“Family” includes any member of your immediate family, as defined in §300-3.1. However, your agency may, on a case-by-case basis, expand this definition to include other members of your and/or your spouse’s or domestic partner’s extended family.
Contact your travel authorizing/approving official for instructions as soon as possible.
(a) Per diem at the location where you incurred or were treated for incapacitating illness or injury for a reasonable period of time (generally 14 calendar days). However, your agency may pay for a longer period.
(c) Transportation and per diem expense to return to your official station.
Expenses are not payable when:
(a) Confined to:
(1) A medical facility within the proximity of your official station.
(2) The same medical facility you would have been admitted to if your incapacitating illness or injury occurred at your official station.
(b) The Government provides or reimburses you for hospitalization under any Federal statute (including hospitalization in a Department of Veterans Affairs (VA) Medical center or military hospital). However, per diem expenses are payable if your hospitalization is paid under the Federal Employees Health Benefits Program (5 U.S.C. 8901-8913).
To protect a law enforcement/investigative employee and his/her immediate family when their lives are placed in jeopardy as a result of the employee’s assigned duties.
Generally, “family” includes any member of your immediate family, as defined in §300-3.1 of this title. However, your agency may, on a case-by-case basis, expand this definition to include other members of you and/or your spouse’s or domestic partner’s extended family.
Yes, if you serve in a law enforcement, investigative, or similar capacity for special law enforcement/investigative purposes and your agency authorizes such expenses.
No. Your agency decides when it is appropriate to pay these expenses based on the nature of the threat against your life and/or the life of a member(s) of your immediate family.
When your agency determines that a threat against you or a member(s) of your immediate family justifies moving you and/or your family to temporary living accommodations at or away from your official station.
Your agency designates the area where you and/or your family should obtain lodging. It may be within your official station or at an alternate location.
Yes, if authorized by your agency.
Your agency may pay transportation expenses authorized by part 301-10 of this chapter to transport you and/or your family to/from a temporary location.
Only your lodging cost may be paid. However, your agency may pay for meals and laundry/cleaning expenses if:
(a) Your temporary living accommodations do not have kitchen or laundry facilities; or
(b) Your agency determines that other extenuating circumstances exist which necessitate payment of these expenses.
Your agency will pay your actual subsistence expenses not to exceed the “maximum allowable amount” for the period you or your family occupy temporary living accommodations. The “maximum allowable amount” is the “maximum daily amount” multiplied by the number of days you or your family occupy temporary living accommodations not to exceed the number of days authorized. The “maximum daily amount” is determined by adding the rates in the following table for you and each member of your family authorized to occupy temporary living accommodations:
If your agency authorizes
The “maximum daily amount” of per diem expenses that
You or your unaccompanied spouse, domestic partner or other unaccompanied family member may receive is
Your accompanied spouse, domestic partner or a member of your family who is age 12 or older may receive is
A member of your family who is under age 12 may receive is
Payment of only lodging expenses. The maximum lodging amount applicable to the locality. .75 times the maximum lodging amount applicable to the locality. .5 times the maximum lodging amount applicable to the locality.
Payment for lodging, meals, and other per diem expenses. The maximum per diem rate applicable to the locality. .75 times the maximum per diem rate applicable to the locality. .5 times the maximum per diem rate applicable to the locality.
Yes. You must keep track of your actual expenses as described in part 301-11 of this chapter.
Your agency may pay for subsistence expenses up to 60 days. However, your agency may pay for additional periods if it determines that an extension is justified.
Yes, you may receive a travel advance under §301-31.10, and you will be required to reimburse your agency for any portion of the advance disallowed or not spent.
You must provide receipts or any other documentation required by your agency. However, in instances when documentation might compromise the security of the individuals involved, the head of the agency may waive these requirements.