(c) A non-contract carrier offers a lower fare available to the general public, the use of which will result in a lower total trip cost to the Government, to include the combined costs of transportation, lodging, meals, and related expenses. Note to paragraph (c): This exception does not apply if a contract carrier offers a comparable fare and has seats available at that fare, or if the lower fare offered by a non-contract carrier is restricted to Government and military travelers on official business and may only be purchased with a GTR, contractor-issued charge card or centrally billed account (e.g., YDG, MDG, ODG, VDG, and similar fares); or (d) Rail service is available, and such service is cost effective and is consistent with mission requirements; or (e)Smoking is permitted on the contract flight and the nonsmoking section of the aircraft for the contract flight is not acceptable to you. Note to §301-10.107: Note 1: Employees of the Government of the District of Columbia are not eligible to use the contract city-pair fares, even though they may otherwise be covered by the Federal Travel Regulation. Note 2: Department of Defense (DoD) groups of 21 or more passengers may request contract service on an optional basis. Contract carriers may, but are not required, to furnish service to such groups. § 301-10.108 What requirements must be met to use a non-contract fare? Before purchasing a non-contract fare-- (a) You must-- (1) Meet one of the requirements for exceptions listed in §301-10.107; and (2) If the non-contract fare is non-refundable, restricted or has specific eligibility requirements, you must know or reasonably anticipate, based on your planned trip, that you will use the ticket. (b) Your agency must determine that the proposed non-contract transportation is practical and cost effective for the Government. § 301-10.109 What is my liability for unauthorized use of a non-contract carrier when contract service is available and I do not meet one of the exceptions for required use? Any additional costs or penalties incurred by you resulting from unauthorized use of non-contract service are borne by you. § 301-10.110 May I use contract passenger transportation No.
§ 301-11.200 Under what circumstances may my agency prescribe a reduced per diem rate lower than the prescribed maximum? Under the following circumstances: (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. Subpart D - Actual Expenses § 301-11.300 When is actual expense reimbursement warranted? When: (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 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) Because of mission requirements; or (d) Any other reason approved within your agency § 301-11.301 Who in my agency can authorize/approve my request for actual expense? Any official designated by the head of your agency. § 301-11.302 When should I request authorization for reimbursement under actual expense? 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. § 301-11.303 What is the maximum amount that I may be reimbursed under actual expense? 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. § 301-11.304 What if my expenses are less than the authorized amount? 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. § 301-11.305 What if my actual Your reimbursement is limited to the 300 percent
PART 301-13 - Travel of an Employee with special needs Sec. 301-13.1 What is the policy for paying additional travel expenses incurred by an employee with a special need? 301-13.2 Under what conditions will my agency pay for my additional travel expenses under this part? 301-13.3 What additional travel expenses may my agency pay under this part? Authority:5 U.S.C. 5707. § 301-13.1 What is the policy for paying additional travel expenses incurred by an employee with a special need? To provide reasonable accommodations to an employee with a special need by paying for additional travel expenses incurred. § 301-13.2 Under what conditions will my agency pay for my additional travel expenses under this part? 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. § 301-13.3 What additional travel expenses may my agency pay under this part? 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; and (f) Premium-class accommodations when necessary to accommodate your special need, under Subpart B of Part 301-10 of this chapter.
different locations? § 301-31.8 What transportation expenses may my agency pay? 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. § 301-31.9 What subsistence expenses may my agency pay? 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. § 301-31.10 How will my agency pay my subsistence 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: The “maximum daily amount” of per diem expenses that If your agency authorizes You or your unaccompanied spouse or other unaccompanied family member may receive is Your accompanied spouse 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. § 301-31.11 May my agency pay me a per diem allowance instead of actual expenses? No. § 301-31.12 Must I keep track of my expenses? Yes. You must keep track of your actual expenses as described in Part 301-11 of this chapter. § 301-31.13 How long may my agency pay for subsistence expenses under this part? 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.
§ 301-31.14 May I receive a travel advance for transportation and/or subsistence expenses? Yes, you may receive a travel advance under § 301-51.200 of this chapter forup to a 30-day period at a time to cover expenses allowable. Your travel advance may not exceed the maximum allowable amount authorized under § 301-31.10 , and you will be required to reimburse your agency for any portion of the advance disallowed or not spent. § 301-31.15 What documentation must I provide for reimbursement? 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.
card? (b) Laundry/dry cleaning; (c) Parking; (d) Local transportation system; (e) Taxi; (f) Tips; (g) Meals (when use of the card is impractical, e.g. group meals or the Government contractor-issued travel charge card is not accepted); (h) Phone calls (when a Government calling card is available for use in accordance with agency policy); (i) An emploee who has an application pending for the travel charge card; (j) Individuals traveling on invitational travel; (k) New appointees; (l) Relocation allowances prescribed in chapter 302 of this title, except en-route travel and househunting trip expenses; and (m) Employees who travel 5 times or less a year. Even though exempt, agencies have the discretion to issue a travel charge card to such an employee. § 301-51.3 Who in my agency has the authority to grant exemptions from the mandatory use of the Government contractor-issued travel charge card? The head of your agency or his/her designee(s) has (have) the authority to grant exemptions from the mandatory use of the Government contractor-issued travel card. § 301-51.4 If my agency grants an exemption, does that prevent me from using the card on a voluntary basis? No, an exemption from use would not prevent you from using the Government contractor-issued travel charge card on a voluntary basis in accordance with your agency’s policy. § 301-51.5 How may I pay for official travel expenses if I receive an exemption from use of the Government contractor-issued travel charge card? If you receive an exemption from use of the Government contractor-issued travel charge card, your agency may authorize one or a combination of the following methods of payment: (a) Personal funds, including cash or personal charge card; (b) Travel advances; or (c) Government Transportation Request (GTR). § 301-51.6 May I use the Government contractor-issued travel charge card for purposes other than those associated with official travel ? No, the Government contractor-issued travel charge card may be used only for official travel related expenses. § 301-51.7 What are the consequences of using the Government If you use the Government contractor-issued travel charge card for purposes other than official travel, your agency may take appropriate disciplinary action.
station in which per diem or actual expense will not be authorized. Subpart D - Policies and Procedures Relating to Miscellaneous Expenses § 301-70.300 How should we administer the authorization and payment of miscellaneous expenses? You should limit payment of miscellaneous expenses to only those expenses that are necessary and in the interest of the Government. § 301-70.301 What governing policies must we establish for payment of miscellaneous expenses? You must establish policies and procedures governing: (a) Who will determine when excess baggage is necessary for official travel; (b) When you will pay for communications services, including whether you will pay for a telephone call to the employee’s home or place where the employee’s dependent children are; (c) Who will determine if other miscellaneous expenses are appropriate for reimbursement in connection with official travel. Subpart E - Policies and Procedures Relating to Travel of an Employee with a Disability or Special Need § 301-70.400 How should we authorize and administer the payment of additional travel expenses for an employee with a disability or special need? You should authorize and administer the payment to reasonably accommodate employee(s) with disabilities in accordance with the Rehabilitation Act of 1973, as amended, 29 U.S.C. 701-797(b) and 5 U.S.C. 3102 and Part 301-13 of this chapter. An employee with a special need should be treated the same as an employee with a disability. The additional travel expenses must be necessary to accommodate the employee’s needs. § 301-70.401 What governing policies and procedures must we establish regarding travel of an employee with a disability or special need? You must establish the policies and procedures governing: (a) Who will determine if an employee has a disability or special need which requires accommodation, including when documentation is necessary under § 301-10.123 , § 301-10.124 , § 301-10.162 , and § 301-10.183 , and when a determination may be based on a clearly visible physical condition; and (b) Who will determine how to reasonably accommodate the employee and what expenses you will pay.
employee away from his/her official station and immediate family may negatively affect the employee’s morale and job performance. Such negative effects may be alleviated by authorizing a TCS so the employee can transport his/her immediate family and/or household goods at Government expense to the location where he/she will perform the long-term assignment. You should consider the effects of a long-term temporary duty travel assignment on an employee when deciding whether to authorize a TCS. Service Agreements § 302-3.503 Must we require employees to sign a service agreement? Yes, you must require employees to sign a service agreement if the employee is receiving reimbursement for relocation travel expenses, except as provided in § 302-3.410 for a temporary change of station. § 302-3.504 What information should we include in a service agreement? The service agreement should include, but not be limited to the following: (a) The employee’s name; (b) The employee’s effective date of transfer or appointment; (c) The employee’s actual place of residence at the time of appointment; (d) The name of all dependents that are authorized to travel under the TA; (e) Detailed information regarding the employee’s obligation to repay funds spent on his/her relocation as a debt due the Government if the service agreement is violated; (f) The employee’s agreed period of time (see § 302-3.505) to remain in service; and (g) The employee’s signature accepting the terms of the agreement. § 302-3.505 How long must we require an employee to agree to the terms of a service agreement? You must require an employee to agree to the terms of a service agreement: (a) Within the continental United States for a period of service of not less than 12 months following the effective date of your transfer; (b) Outside the continental United States for an agreed upon period of service of not more than 36 months or less than 12 months following the effective date of transfer; (c) Department of Defense Overseas Dependent School System teachers for a period of not less than one school year as determined under chapter 25 of Title 20, United States Code; and (d) Renewal agreement travel for a period of not less than 12 months from the date of return to the same or different overseas duty station. § 302-3.506 May we pay relocation If an employee does not fulfill the terms of the service
structural repairs, brake repairs or any other repairs or maintenance performed; (b) Costs of insurance for valuation of mobile homes above carriers’ maximum liabilities, or charges designated in the tariffs as “Special Service;” (c) Cost of storage; and (d) Costs of connecting/disconnecting appliances, equipment, and utilities involved in relocation and costs of converting appliances for operation on available utilities. Subpart D - Advance of Funds § 302-10.300 May I receive an advance of funds when a commercial carrier transports the mobile home? Yes, you may receive an advance of funds when you are responsible for arranging and paying a commercial carrier to transport your mobile home. However, the advance may not exceed the estimated amount allowable. § 302-10.301 May I receive an advance of funds when payment is made directly to the carrier by my agency? No, your agency will not authorize you an advance of funds when it pays the carrier directly. Subpart E - Agency Responsibilities § 302-10.400 What policies must we establish for authorizing transportation of a mobile home? You must establish policies for authorizing transportation of a mobile home that implements this part including when: (a) It is considered in the best interest of the Government to assume direct responsibility for preparing and transporting an employee’s mobile home; (b) To authorize an advance of funds for a commercial carrier transporting an employee’s mobile home based on constructive or estimated cost when the employee assumes direct responsibility for payment. § 302-10.401 Are the allowances for transporting a mobile home in addition to the allowances for per diem, mileage, and transportation expenses, for an employee and immediate family member(s)? Yes, allowances for transporting a mobile home (including mileage when towed by the employee) are in addition to the allowances for per diem, mileage, and transportation expenses. However, you must consider the fact that the mobile home will be used as the employee’s and/or immediate family member(s) primary residence at the new official station, and reduce the allowances under parts 302-5, 302-6, and 302-11 of this chapter. § 302-10.402 What costs must we pay a commercial carrier for transporting a mobile home? The costs you must pay a commercial carrier for transporting a mobile home are prescribed in § 302-10.200. § 302-10.403 What costs must we allow The costs you must allow for preparing a mobile home
employee to submit before paying residence transaction expenses? (a) A copy of his/her financial documents which prove that only the employee and or a member(s) of the immediate family made payments on the property; (b) A copy of his/her financial documents which prove that he/she and/or a member(s) of the immediate family received all proceeds from the sale of the property; (c) Documentation that is acceptable by you in verifying any interest that the employee has in the property; and (d) Any additional documents that you need to verify payments. Time Limitations § 302-11.420 How long can we authorize an extension for completion of the sale and purchase or lease termination transactions? You may authorize an additional period of time, not to exceed 2 years, for completion of the sale and purchase or lease termination transactions. § 302-11.421 What must we consider when authorizing an extension of time limitation? When authorizing an extension of time limitation, you must determine that the: (a) Employee has extenuating circumstances which have prevented him/her from completing his/her sale and purchase or lease termination transactions in the initial authorized time frame of two years; and (b) Employee’s residence transactions are reasonably related to his/her transfer of official station. Unexpired Lease § 302-11.430 When must we reimburse an employee for expenses incurred due to settlement of an unexpired lease? You must reimburse an employee in lieu of residence transaction expenses when the employee meets the requirements of § 302-11.10 for expenses incurred due to settlement of an unexpired lease. § 302-11.431 How must we require an employee to request reimbursement for expenses of an unexpired lease settlement? You must require that the employee submit an appropriate travel claim requesting reimbursement for expenses of an unexpired lease settlement with: (a) An itemization of all expenses claimed supported by documentation showing that the employee indeed paid all lease settlement fees; and (b) A total amount for all expenses claimed. Title Requirements § 302-11.440 How must we determine who holds title to property for reimbursement purposes? To determine who holds title to property for reimbursement purposes, you must verify: (a) Whose name(s) actually appears on the title document (e.g., the deed); or (b) Who holds equitable title interest in the property.
duties of the employee; or (4) When consistent with the applicable standards of ethical conduct regulation concerning personal acceptance of gifts. (b) An employee who accepts any payment in violation of this part is subject to the following: (1) The employee may be required, in addition to any penalty provided by law and applicable regulations, to repay for deposit to the general fund of the Treasury, an amount equal to the amount of the payment so accepted; and (2) When repayment is required under paragraph (b)(1) of this section, the employee shall not be entitled to any reimbursement from the Government for such expenses. § 304-1.9 Reports. a) Agency reports. Each agency shall submit semiannual reports of payments (see definition of payment in § 304-1.2(c) of this part) which total more than $250 per event, and which have been accepted under this part with respect to the attendance at, or participation in, a meeting or similar function by an agency employee, and/or accompanying spouse of such employee when applicable. Negative reports are required. (1) Submission. The head of each agency (or his/her designee) shall submit the semiannual report to the Director of the Office of Government Ethics (OGE), 1201 New York Avenue, N.W., Suite 500, Washington, DC 20005-3917. The report shall be based on when payment is received rather than when travel is performed, and shall be submitted as follows: (i) Not later than May 31 of each year with respect to payments received in the preceding period beginning on October 1 and ending on March 31; and (ii) Not later than November 30 of each year with respect to payments received in the preceding period beginning on April 1 and ending on September 30. (2) Information required. Except as provided in paragraph (a)(6) of this section, the report shall specify the following information in the order presented: (i) The name of the agency submitting the report; (ii) Each event (meeting or similar function) for which an agency accepts payment under this part of more than $250 for an employee and spouse together, or for either